Project Management Assessment 1: Project Charter for Office Relocation

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Project Management
Assessment 1- Project Charter
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Contents
Introduction......................................................................................................................................3
Part A: Theoretical explanation of each element of Charter.......................................................4
Project Scope...........................................................................................................................4
Business Case..........................................................................................................................4
Milestone Schedule..................................................................................................................5
Risk Assumptions and Constraints..........................................................................................6
Resources Needed....................................................................................................................7
Stakeholder List.......................................................................................................................8
Team Operating Principles......................................................................................................9
Lessons Learned......................................................................................................................9
Part B: Charter Example............................................................................................................10
Conclusion.....................................................................................................................................11
References......................................................................................................................................12
2

Introduction
Project Management can be defined as the application of knowledge, skills, techniques, and tools
to the activities of the project in order to achieve its objectives and meet its requirements. It
involves the use of various policies and principles established with an objective of guiding the
project from the stage of conception to completion. To define the goals and objectives and set
out the detailed roles and responsibilities, a statement called ‘project charter’ is prepared. This
assessment aims to present the theory behind the Project Charter and a Charter is also developed
based on the given scenario. The assessment is divided into two sections. In the first section,
each element of the charter is discussed and in the second section, an actual charter is prepared.
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Part A: Theoretical explanation of each element of Charter
Project Scope
The scope of the project outlines the major deliverables and sets out the boundaries of what is to
be achieved and what must be done to achieve such objectives (Kloppenborg, et.al., 2018). The
lease of the insurance company located in a suburban area has expired and it needs to be
relocated. The budget set for shifting to a new location is $ 100,000. The scope of this project is
to shift to a new location within four days along with the least disruption to the existing members
of staff and customers. The time provided for the shift is 6 weeks and after the shift, it is
important to ensure that all the equipment is in place for use on Monday morning. Hence, the
project must be managed within time, budget and with the help of the available staff.
Business Case
The company is aiming to cause minimum possible disruption to employees and staff members
during the course of this project. There are two months available for implementation of shifting
project. For the purpose, the labors and other subject matter experts from the Communication
and Information Technology (CIT) department will assist to move the equipment. Such a shift
will be done within 6 weeks time. The assisting people will pack, remove and relocate the
equipment between Friday and Sunday and CIT team will ensure that they are all operating
effectively Monday morning.
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Milestone Schedule
Milestone schedule outlines a timeline for the project deliverables and therefore establish a time
duration for the project. To implement the project in time and achieve planned objectives, it is
important for the insurance company to draft a milestone schedule (Kerzner and Kerzner, 2017).
This milestone will ensure the project implementation within defined time-period with least
disruption to employees and customers.
Milestone Date of Completion Stakeholder Judge Criteria for
Acceptance
Signing Lease
Contract for a new
location
1st April 2019 HR Manager and CEO Lease Agreement
Packing of equipment
to be shifted
12th April 2019 Project Manager All the equipment
packed and ready to
move
Shifting all the
equipment
19th April 2019 Project Manager Equipment loaded from
the old location and
moved to a new
location
Installation of
equipment
21st April 2019 Project and CIT
Manager
Checking if all the
equipment are working
properly
Completion 22nd April 2019 CEO and Project
Manager
Ensuring the equipment
are ready for use and
the objectives are
achieved
5

Risk Assumptions and Constraints
Risks and other constraints are the issues that a project manager anticipates or believes that they
might occur. The anticipation of such risks and constraints is important to avoid them (Gido,
et.al., 2014). The project manager of an insurance company is required to make a list of all the
potential risk and the contingency plan for overcoming those risks.
Risk Risk Owner Response Plans
Injuries during the sifting
process
Project Manager The first aid kit must be ready to
use and other safety measures
must be taken
Installation problems CIT Manager He must ensure that his team is
skilled and they work in
coordination to avoid any such
risk
Budget Project Manager A budget plan must be prepared
and some fund must be kept
aside for any contingencies.
6

Resources Needed
The project manager must undertake the responsibility of making a list of resources that may be
required to achieve the project objectives. This will also help in budget allocation. The project
manager of an insurance company must identify the resources required for project delivery.
Resources Need
Funds Funds are important for conducting all the project activities and the budget
allocated by the insurance company is $100,000.
People The people are required for all the purposes such as packaging, shifting,
installation, and management. Some of the labor is required for packaging
and shifting and technicians are required for installation.
Transportation vehicle For the transportation of equipment, transportation vehicles are needed.
The transportation companies can provide trucks or other vehicles for
transporting the equipment.
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Stakeholder List
The stakeholders are the people associate with the project one way or the other. They hold an
interest in the project and therefore for successful implementation of the project, it is important
to identify the stakeholders and ensure that their interest is protected (Caniëls, and Bakens,
2012). Following are the stakeholders in the given project:
Stakeholders Interest in Project
Board of Directors The current lease is expired and in order to ensure the smooth running of
the business, it is important to shift the office and the directors are
interested in the smooth running of business operations.
Staff Members The employees and staff members shall have to adjust to a new place and
to fulfill their job duties effectively, successful implementation of the
project is important for them.
Project Manager He is given the responsibility to implement the project within time and
budget and this brings up his interest in the project.
Customers The customers avail services from the company and it is important for
them to know where to reach the company or any of its executives.
CIT Department They are entrusted with the responsibility of ensuring that the computers
and telephone are installed properly.
8

Team Operating Principles
For successful completion of the project, it is important to establish some ground rules. These
principles will ensure effective implementation of the project and these are as follows:
 Time schedule Commitment: The team members must ensure that the project objectives
are achieved in accordance with the established timeline (Burke, 2013).
 Majority Rule: In the event of any issues or confusions, the matters shall be resolved by
rule of the majority.
 Equality: All the team members shall be treated by the project manager with respect and
equality (Heagney, 2016).
Lessons Learned
The project manager will use the past instances and experiences for successful implementation of
all the desired tasks. The lessons learned will reduce chances of repeated mistakes. The lessons
learned by the project manager from previous projects and which are relevant to this project are
as follows:
 There must be an effective plan of communication so as to reduce the errors which may
cause due to ineffective communication (Marchewka, 2014).
 The focus must always be on deliverables but short-term targets must be established.
Charter Signature
9

Part B: Charter Example
Letter to Sponsor
To,
CEO, Insurance Company
From,
Project Manager
Office Relocation
With reference to the project for shifting of office to a new location, a project charter is prepared.
This charter covers all project requirements and also includes a contingency plan for potential
risks. In all, there are various elements covered by the charter for the project with a detailed
description. This includethe scope of the project, business case, milestones, potential risks and
contingencies, required resources, stakeholders, principles for the project team and the lessons
learned from previous projects.
All the elements covered in the charter are established after considering all the influencing
factors. The milestones have been set with the acceptance of stakeholders and according to
success criteria. A brief description of all the elements is provided to ensure better
understanding. The required criteria for the project charter have been fulfilled.
The allocated budget for shifting the office from one location to another was $100,000.The
charter is prepared considering the budgetary requirements at each instance and this budget will
help in the successful project implementation. With the support of employees and other team
members, the project can be taken forward and the team is all set to begin the relocation process.
ABC
Project Manager
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Conclusion
The project charter developed will help the insurance company in the successful implementation
of the project and will support the project timelines and budget. The project and CIT manager
must work in coordination to keep the morale high of their team members and must share the
project objectives and timelines with them. All the team members and managers must also make
full use of lessons learned and established principles for achieving the desired objectives. The
charter will contribute to project success.
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References
 Burke, R., 2013. Project management: planning and control techniques. New Jersey,
USA.
 Caniëls, M.C. and Bakens, R.J., 2012. The effects of Project Management Information
Systems on decision making in a multi project environment. International journal of
project management, 30(2), pp.162-175.
 Gido, J., Clements, J. and Clements, J., 2014. Successful project management. Nelson
Education.
 Heagney, J., 2016. Fundamentals of project management. Amacom.
 Kerzner, H. and Kerzner, H.R., 2017. Project management: a systems approach to
planning, scheduling, and controlling. John Wiley & Sons.
 Kloppenborg, TJ, Anantatmula, V & Wells, KN 2018. Contemporary Project
Management. Cengage Learning, Boston, MA, USA.
 Marchewka, J.T., 2014. Information technology project management. John Wiley &
Sons.
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