Managing Projects in the Organisation: Tools, Techniques, and Analysis

This report provides a comprehensive analysis of project management tools and techniques, focusing on their application within an organizational context. The report begins with an introduction to project management and its importance, particularly in the context of building an orphanage. The main body critically assesses the usefulness of various project management tools, including Prince2, Scrum, and PERT, evaluating their strengths and weaknesses, and suitability for the project. The report then details a plan for project implementation, outlining specific steps to be followed, and emphasizes the importance of communicating the plan to stakeholders. Furthermore, the report evaluates the ability to manage projects by analyzing the project manager's role, and presents a self-development plan for improving project management skills. The report concludes with a summary of the findings and references the sources used.

MANAGING PROJECTS IN
THE ORGANISATION

Table of Contents
INTRODUCTION...........................................................................................................................3
MAIN BODY...................................................................................................................................3
1. Critical assessment of the usefulness of project management tools and techniques...............3
2. Preparing plan for implementation of project and specifying relevant step to be followed for
project implementation and communicating plan to stakeholders..............................................7
...................................................................................................................................................13
3. Critically evaluating ability for managing project. Use feedback from others to evaluate
own ability to plan and implement project and creating self-development plan for improving
ability of managing project.......................................................................................................14
CONCLUSION..............................................................................................................................17
REFERENCES..............................................................................................................................18

INTRODUCTION
Managing Projects in the Organisation is all about systematic management of projects,
various programmes and portfolios so that goals can be attained of company. The present project
is focusing on building of Orphanage which will be named as 'Reliable Orphanage'. In this
present report, Critical assessment of the usefulness of project management tools and techniques
will be discussed in detail. In addition to this, plan for implementation of project and step to be
followed for project implementation will be detailed in Brief. Furthermore, self development
plan will be prepared to analyse own performance in managing the project. Other than this,
Scrum and Prince 2 tool of project management will be detailed to make understand their
usefulness in carrying this project.
MAIN BODY
1. Critical assessment of the usefulness of project management tools and techniques
In this project various tools and techniques will be used for designing and executing the
project where the project is for building the orphanage. Below are few tools and techniques
which are used for executing project in most effective manner:-
Prince 2 for project management
Prince 2 is a tool and technique of managing the projects. This technique of project
management is considered as a management method. This method is second largest method of in
United Kingdom as it is a registered method having a trademark of the office of Government
commerce. As per Tove Brink, (2017) this method helps in coordinating people and supervising
them as per the plan and its requirement. This is a standard project management tool which will
be useful in providing guidance while building “Reliable orphanage”. This method helps in
delivering the best outcomes of the project and it also gives the effective results to the one who is
following this technique for managing the project. There are seven steps which are required to be
followed under this method and that is the reason behind the fact that it is also known as
'process-based method'. It is a tool which allows saving money and cost to a great extent as the
method. In addition to this, As per R.E. McQuater (2015), Prince 2 allows implementation of
various changes that will help in improvements while carrying out the projects. This will allow in
betterment of the projects and making the project of building an orphanage more successful.

As per Wenche (2013), after critical evaluation it can be argued that Price 2 method does
not give flexibility as it is not grown higher in builder projects. Here the orphanage is required to
be built but it does not allow the amount of flexibility due to the rigidity of the techniques and its
implication. A special training is required to implement this technique in initiating the project
hence it can not be applied by anyone. Other than this, it has also been evaluated that it is
difficult for this technique to carry out different management needs and hence it is more likely to
be complex and rigid to implement.
As Prince 2 technique helps in reducing cost and also it will help in coordinating people
and supervising them. Thus, as per the requirement of the project the method should be cost
effective as that is the most important criteria while building any new project. Here Reliable
Orphanage can be build using this technique due to the above mentioned benefits by the same.
There are seven steps which are required to be followed under this method which will give the
detail study for the every step and help in getting the best outcome step by step. Majorly while
building any new project it is considered that such technique should be used which is cost
effective and save the expenses to the maximum level. This will help in getting the best
outcomes so Prince 2 should be followed while building Reliable Orphanage.
Scrum tool for project management
It is a methodology or technique for managing the project where the major concentration
is on enhancing the communication and team work between the people who are working on this
project. If communication gap will be there than it will be difficult to develop coordination and
taking major decisions regarding the project. Other than this, in this tool speed of development of
project is also focused so that the Reliable orphanage can be built on time. A project is meant to
be successful only when it is completed on time. As per Sayce (2014,) in Scrum the project
manager has to breakdown the work in to small sections for the team so that it can carry out
more easily. It will also help in managing the work in the best possible manner. In addition to
this, entire team who is managing the project will seat together as per this technique and daily
updates will be shared among them (Sergey, Bushuyev and Reinhard , 2014). Here in this
technique, even the manager of the team will also motivate the team members for working more
effectively so that Reliable orphanage can be build on time. Other benefits of the Scrum are that

every team member’s efforts can be seen easily and thus, fast moving development projects like
Building of Orphanage can be carried out more easily.
As per Tove (2015), critical evaluation it can be contended that daily meeting as per the
rules of this technique makes team members frustrated. This results in fewer efforts by the
people towards the project. Hence, if any person leaves in between that it will be a loss for the
project and create negativity in the other team members as well. So these are the negatives like
quality in the work is hard to maintain due to the reason that fast nature of the technique it is
tough for the members to maintain the quality.
So as per the Scrum tool of project management, the project team will have more benefits
than its disadvantages. If this technique will be followed than to build the Reliable Orphanage
team will be build and the work will be divided into small tasks. Hence, this tool can be followed
by the project team as it will also give the advantage of discussing the daily task and feedback
will be taken from team members. Thus, from the same it can be determined that using this tool
Orphanage can be build on time with contribution of all the team members in effective manner.
PERT for project management
PERT is a tool for Program evaluation and review technique which is majorly used for
making plans and coordinating the entire projects. In this all the major factors are briefly
identified together with their interrelations. This technique was developed in the year 1950 which
has helped in successfully conducting the project. As per Wenche (2013), PERT is that technique
of project management which says to draw the diagram which gives the visual depiction of the
entire activities that will be carried during the process of project. In addition to this, this
diagrams will help in getting high amount of information and all the activities that are required to
be done while carrying out the building of Orphanage. This PERT technique will also identify
the graphical presentation of the project. It will be more easy make to have an understanding
regarding detail activities ad the critical path that will come in the way. So the problems that will
arise can be determined in advance. Hence, techniques to solve the same will be determined
before and thus, project team members will come to know all the problems in advance only.
As per Di Minin (2014), critical evaluation it can be argued that PERT analysis breaks
the entire project in to different independent activities. And this technique for project
management will need accurate and correct data every time for making graphical presentation.

Thus, it is difficult for the team members to collect the exact data and prepare the presentation
which is a tough task to perform. It has also been evaluated that it is difficult for this technique to
carry out different management needs and hence it is more likely to be complex and rigid to
implement. In addition to this, this technique majorly concentrates on critical path and used
majorly for the projects of research and development.
After conducting the critical analysis of this technique it has been determined that this
technique will not be considered for building on Reliable Orphanage. As this technique used
majorly for the projects of research and development. Other than this, this technique also has
major concentration on Critical path and has certain more disadvantages than its benefits for this
project. Thus, the same will not be used for the building the new orphanage named as Reliable
Orphanage.
Tools and techniques Ease of
understanding
Fit with
requirements
Implementation
Prince 2 It is easy to
understand and there is
no requirement of
training to understand
the technique for
developing new
project.
Helps in coordinating
people and supervising
them as per the plan
and its requirement.
Yes this tool will be
used for Building the
Reliable Orphanage.
As the same will help
in saving cost and
money.
Scrum This technique is
easy in understanding
and can be
implemented by
following the simple
steps of the technique.
It fits the requirement
as it speed of
development of project
is also focused so that
the orphanage can be
build on time.
Thus, these tools and
technique will be used
for building the new
orphanage as it suits
and comply all the
requirement of the
project.
PERT On the other hand,
PERT is more
PERT technique is not
going as per the
Hence, the same will
bot be implemented

complex in nature and
tough to understand.
requirement of our
current project
for building a new
Orphanage.
2. Preparing plan for implementation of project and specifying relevant step to be followed for
project implementation and communicating plan to stakeholders
There are different stages while carrying out a project and a proper planning is required
for implementing all the tools and techniques which are discussed above. The project is for
building an orphanage and the plan for its implementation is to complete it by using all the above
mentioned techniques. To execute the plan all the below mentioned steps will be followed in the
best possible manner.
Initiation phase: It is the basic stage where the need of the project is determined and checked
whether this project is an opportunity or problem. Here the idea is to build the Orphanage where
all the facilities can be given to people. To conduct the project, a proper team is required to be
prepared which can carry out the entire project (Prasanta, Stephen and Ogunlana, 2015). The
need for the Orphanage is to give facilities to orphans where care will be provided to them. On
addition to this, desired facilities will also be given in the best manner possible. In addition to
this, at the first stage project manager will also be appointed who can guide to all the members of
the team who are selected to carry out the project. Approval for starting the project will be taken
from manager and the same will be taken in to action.
Planning phase: This is the next stage where the development of project will be planned that
how it can be carried further. Here at this stage all the different stages will be planned so that
objectives of project can be attained. In this project, Building of Orphanage will be considered
where the objective of building it successfully will be majorly focused on. Here the project
manager will give the entire budget of labour, material and overheads expenditure which will be
required to carry out the project. To build the Orphanage the budget will be prepared and the
same will be used for carrying the project further. In addition to this, finally a quality plan will
also be prepared where the focus will be on carrying out the activities in most qualitative manner
(Fiona and et. al., 2010). This is that stage of the project where the entire project is planned and
detailed so that it can be completely ready to be implemented or executed.

Implementation phase: This is the stage where the plan will be executed by putting it in to
motion. Here every activity and outcomes are monitored so that it can be determined that project
is going in successful direction or not. This is the most time consuming step where the project
manager and team members will have to get involved the maximum. This step will help in
determining that Orphanage is building in the planned manner or not. Here every activity will be
determined and cost effective strategies will be planned to carry out the activities in less cost.
The major focus is to complete the structure of Building in timely planned manner. After this
only further activities can be carried out of opening the Orphanage and providing different
services.
Closing phase: This is last stage where the project in handled to the one who wants to set up the
same. Here the different documentation will be handled after the project will be completed
successfully as per the plan. At this stage majorly it has been determined that there are various
learnings and outcomes has been determined from it. A punch list of a few remaining
construction items was developed and those items completed. All the contractors, builders and
team members will be praised for successfully handling the project and completion of
Orphanage. The communication of the completion of the project will to others as well who are
involved in some or the manner with this project.
The project can be defined as a set of activities which are interrelated to each other and
have a definite end period. This means that project is it small or large has definite starting and
ending period in which project gets completed and handed over to stakeholders in effective
manner. It can be said that Reliable Orphanage will be built for orphans where care will be
provided to them and they will be imparted desired facilities in the best manner possible. It can
be assessed that project should be completed within stipulated time so that it can be handed over
to people in effective manner and satisfaction can be accomplished in a better way (Aaltonen and
et.al., 2012).
The project is required to be planned accordingly so that there may not be any
shortcomings in any manner. There is need to follow the project management theories so that
project may be properly planned and evaluated in a better manner. One of the important in this
part is Gantt chart which is prepared highlighting activities interrelating with each other as they
are scheduled accordingly. One activity cannot take place in the hierarchy, if its previous activity

is not completed. This means that interrelation and interdependency exists between activities and
as a result, plan is perfect made and project gets accomplished in a better way and that too within
time. Gantt chart is important tool in making out activities in hierarchical structure so that
desired objectives can be meet. Thus, with the help of Gantt chart, activities can be scheduled
and as a result, project would be accomplished and orphanage will be build quite effectually.
Reliable Orphanage will provide appropriate facilities to people be it children or adult
and provide them satisfaction quite effectively. With regards to this, TOC (Theory of
Constraints) can be discussed. It is a management paradigm viewing manageable system as
limited to accomplish desired goals by incurring low quantum of constraints (Di Minin and et.al.,
2014). In simple words, there exists at least one constraint and TOC theory is dedicated to
identify that constraint and then accordingly restructure rest of organisation so that constraints
may be overcome in the best manner possible. This means that it follows the philosophy that
processes of firm are always vulnerable to shortcomings as weakest part in the project can lead to
damage entire outcome of project or implementation of project gets weakened. It is quite
important part in the project management as CCPM (Critical Chain Project Management) is used
in this area. It provides clarity that a project look like 'plants' that all activities are converged to
provide final deliverable in effective manner. In order to protect project, internal buffers must be
present for protecting synchronisation points and final project is buffer to protect overall project
from getting its spoiled. Thus, project is achieved within time frame.
Another theory that is relevant is that Stratified Systems Theory (SST) is based on
providing common schema for effectively utilising time frame from which project could be
accomplished quite easily. Individual capabilities are identified and applied to overall activities
of organisation and as a result, project gets completed in timely manner (Dries, 2013). Thus, it
can be said that Reliable Orphanage will be built in accordance to project management plan and
desired satisfaction will be imparted to orphans in the UK. The project management theories are
quite effective and transparent in attainment of project with ease. The Gantt chart and WBS are
provided below with reference to building an orphanage-
Project Management Plan (WBS)
Task Name Duration Start Finish Predecessors WBS
Site Preparation 17 days Thu Fri 1/11/19 1

12/20/18
Site Survey 5 days Thu
12/20/18
Wed
12/26/18 1.1
Clearing & Grubbing 3 days Thu
12/27/18
Mon
12/31/18 2 1.2
Thinning 2 days Tue 1/1/19 Wed 1/2/19 3 1.3
Tree Removal and
Selective Cleaning 2 days Thu 1/3/19 Fri 1/4/19 3,4 1.4
Machine Excavation 2 days Mon 1/7/19 Tue 1/8/19 5 1.5
Hand Tools
Excavation 3 days Wed 1/9/19 Fri 1/11/19 6 1.6
Foundation 17 days Thu
12/20/18 Fri 1/11/19 2
Earth Shaping 3 days Mon
1/14/19
Wed
1/16/19 7 2.1
Grading 2 days Thu 1/17/19 Fri 1/18/19 9 2.2
Excavation and Fill 2 days Mon
1/21/19 Tue 1/22/19 10 2.3
Compaction 1 day Wed
1/23/19
Wed
1/23/19 10,11 2.4
Piles 2 days Thu 1/24/19 Fri 1/25/19 12 2.5
Cast in place concrete
piles 2 days Mon
1/28/19 Tue 1/29/19 12,13 2.6
Grade beams 3 days Wed
1/30/19 Fri 2/1/19 14 2.7
Placing concrete 2 days Mon 2/4/19 Tue 2/5/19 15 2.8
Structure 41 days Thu
12/20/18
Thu
2/14/19 3
Generic Frame
development 2 days Wed 2/6/19 Thu 2/7/19 16 3.1
Floors 3 days Fri 2/8/19 Tue 2/12/19 18 3.2
Basement floor
construction 2 days Wed
2/13/19 Thu 2/14/19 18,19 3.3
Constructing upper
floors 4 days Fri 2/15/19 Wed
2/20/19 20 3.4
Constructing Ramps 2 days Thu 2/21/19 Fri 2/22/19 21 3.5
Building Exterior
Stairs and Fire
escapes
4 days Mon
2/25/19 Thu 2/28/19 22 3.6
Walls and Barriers 5 days Fri 3/1/19 Thu 3/7/19 22,23 3.7
Interior Walls
construction 3 days Fri 3/8/19 Tue 3/12/19 24 3.8
Exterior Walls 4 days Wed Mon 25 3.9

construction 3/13/19 3/18/19
Partitions and
Parapets 5 days Tue 3/19/19 Mon
3/25/19 25,26 3.10
Roof decks, slabs and
sheathing 4 days Tue 3/26/19 Fri 3/29/19 27 3.11
Laying shingles 3 days Mon 4/1/19 Wed 4/3/19 28 3.12
Openings 22 days Thu
12/20/18 Fri 1/18/19 4
Internal and External
doors 4 days Thu 4/4/19 Tue 4/9/19 29 4.1
Wooden Doors 2 days Wed
4/10/19 Thu 4/11/19 31 4.2
Metal Doors 3 days Fri 4/12/19 Tue 4/16/19 32 4.3
Composite Doors 3 days Wed
4/17/19 Fri 4/19/19 32,33 4.4
Exterior Windows 3 days Mon
4/22/19
Wed
4/24/19 34 4.5
Metal Frame
Skylights 4 days Thu 4/25/19 Tue 4/30/19 34,35 4.6
Skylights protection
and screens 3 days Wed 5/1/19 Fri 5/3/19 36 4.7
Finishes 12 days Thu
12/20/18 Fri 1/4/19 5
Walls and ceilings 3 days Mon 5/6/19 Wed 5/8/19 37 5.1
Plastering, painting
and coating 2 days Thu 5/9/19 Fri 5/10/19 39 5.2
Carpeting and tiling 4 days Mon
5/13/19 Thu 5/16/19 40 5.3
Waterproof
membranes 3 days Fri 5/17/19 Tue 5/21/19 41 5.4
Services 17 days Thu
12/20/18 Fri 1/11/19 6
Plumbing fixtures 2 days Wed
5/22/19 Thu 5/23/19 42 6.1
Sanitary waste 3 days Fri 5/24/19 Tue 5/28/19 44 6.2
Water and light
facilities 4 days Wed
5/29/19 Mon 6/3/19 45 6.3
Rainwater Drainage 3 days Tue 6/4/19 Thu 6/6/19 45,46 6.4
Structured cabling 3 days Fri 6/7/19 Tue 6/11/19 47 6.5
Fire and Security
protection 2 days Wed
6/12/19 Thu 6/13/19 48 6.6