Managing Projects: Analysis of Task 1 and Task 2 Report

This report provides a comprehensive overview of project management, examining key characteristics of projects, reasons for project failures, and the various stages involved in project management, including initiation, planning, execution, monitoring, and closure. It delves into the impact of good and bad project teams, highlighting the importance of effective communication and risk management. The report further explores key areas within project management, such as scope and schedule management, along with the essential attributes of a project manager. It also discusses the benefits of using network diagrams for task dependencies. Furthermore, the report analyzes the activities required for managing a project, including design, pre-construction, procurement, and construction, and outlines the project life cycle stages. The report uses a case study of a new IT infrastructure project to illustrate the practical application of these concepts.

Managing project
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Table of Contents
TASK 1............................................................................................................................................3
TASK 2............................................................................................................................................6
REFERENCES..............................................................................................................................12
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TASK 1
1. Key characteristic of project
A project consists of certain tasks and activities that are complete to attain specified goals
and objectives.
It is found that there are certain characteristics of project. This vary on basis of nature and
type of project. The main feature of project is it is having a specified start and end time. Besides
that, there is also a particular budget allocated to project. In addition, nature of project varies
from one another. Alongside, each project is having specific objectives, cost and time. Thus, it
needs to be completed in that. Along with that, each project is having a specific methodology
through which it is completed. It is done in a systematic way (Bass and Haxby, 2019) .
1b. Why project fail and run over budget
A project may fail due to high or low budget. So, for that there are many reasons for it.
First is that high use of resources in it that results in rise in cost of it. Another is ineffective
allocation and planning of resources due to which budget exceeds. However, another reason for
failure is risk may not be managed and handled in proper way. Due to that, it may require more
budget in it. One more reason is that ineffective controlling and monitoring of project manager in
project. This can also result in fail or run of budget within project.
Stages in project management
In every project there are several stages which is followed in it. These stages are same
and is defined as below
Initiation- It is first stage in which project is started and then goals are identified. This enable in
making things easy to get it done in
Planning- this is most crucial stage in which PID is developed. Here, project scope, constraints,
limitations, etc. are defined in it (Biesenthal, and et.al., 2018).
Execution- In this stage project is executed. The manager assigns roles to team member and also
resources to them.
Monitoring – Here, project monitoring is done to ensure that project is going in right direction.
So, its progress is maintained and ensured.
Closure – In this last stage, project is closed after all tasks are completed.
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Impact of good and bad team in manging project
A good project team plays important role in project. they support each other and
communication between them is effective. Also, they easily manage risk as they are experienced
enough.
Whereas bad team do not work in effective way. There is improper communication within them
and it directly impact on project tasks.
Key areas in project management and importance of 2 areas
There are several areas in PM which are as follows
Project integration
Project time
Project cost
Project HR
Project risk
Project communication
Project scope
Project schedule
Project Scope Management involves activity of getting information to start the projects along
with element of product development that is responsibility to meet stakeholders requirements.
The wok is needed to be accomplish in real time along with having specific features with
function (Bueno,. and Gallego, 2017).
Project Schedule Management is level of listing activities deliveries and milestone. The
schedule is analysis of start and finish date and resources assigned to each activity.
Attribute of project manager and 2 characteristics
In every project, manager plays vital role in its completion. There are certain attributes
that is required in PM to run and complete project. This enable in managing of project in
effective way. So, 2 characteristics are defined as
PM must have effective communication skills both oral and verbal so that he can interact with
team members and stakeholders in effective way. This enable in identifying their needs and
completing project in deadline.
PM should have leadership skills as well so that he can lead a team and complete project. Also,
he should possess leadership styles and traits so that it can be applied in handling of project.
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Benefit of using network diagram
With the help of network diagram, it is easy to develop effective dependencies related to
activities along with effective level of workflow of different project activities. So, it can be said
that network diagram help in maintaining day to day tasks in efficient way (Eriksson, and
Szentes, 2017).
Task Name Duration Start Finish
a 3 wks Mon 10/5/20 Fri 10/23/20
b 7 wks Mon 10/26/20 Fri 12/11/20
c 6 wks Mon 12/14/20 Fri 1/22/21
d 9 wks Mon 12/14/20 Fri 2/12/21
e 6 wks Mon 1/25/21 Fri 3/5/21
f 8 wks Mon 2/15/21 Fri 4/9/21
g 10 wks Mon 4/12/21 Fri 6/18/21
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TASK 2
In order to manage and handle project it is difficult for manager to do so. This is because there
are many task which is needed to be handled in it. Also, it requires functions to be handled in
systematic way. With that it becomes easy to attain all goals and objectives. Here, as per case
study a new IT infrastructure is to be developed that is known as pandemic centre. In every
project there is need to communicate in effective way. In all 9 areas of project communication
is most important. Here, manager interact with each other in effective way and gather all data
and info. besides that, stakeholder needs are identified through communication (Geraldi, , and
et.al., 2017).
Therefore, it is essential to use proper communication tools in this project. This is because it
enable in assigning roles, informing other member about goals, task, etc. that they have to
perform in order to complete project and achieve goals. So, in pandemic centre project there is
need to focus on marketing and ensuring that all other people needs are met. Here, project
manager can grow its business by ensuring that project is successful. It is found that risk
management and analysis is main element in project. The manager need to ensure that all risk are
identified and proper measures are taken to minimise it. there are many risk which can occur
such as lack of resources, HR, etc. it directly impact on project tasks (Javed, and et.al., 2019).
Activities require to manage project
There are different activities that is needed to be undertaken in project. The activities
vary on basis of nature and type of project. Besides that, entire planning is to be done on basis of
activities that is identified. It gives insight that what is to be done next and within budget and
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time. so, project management is process of planning, organising, etc of activities. Planning is
first stage in it. As new IT centre is to be developed in London. Moreover, various tools are to be
installed within that centre. Along with that, there are different facilities to be included in it such
as marketing, CCTV, conference hall, etc. As it is large project thus it need proper planning and
monitoring. The overall budget of project is 1500,000 Euro and it has to be completed within 20
months. Therefore, for project various activities are described as below (Kordova,, Katz, and
Frank, 2019)
Design - It is the first activity in which entire designing of project is done. So, project manager is
responsible for it. This enables in setting a framework and base that how project is to be initiated.
In this many other sub stages are also which is as follows
Concept - here, the project objectives, goals, etc are defined. The project manager take decision
regarding size, design, etc of building. The concept is explained in it that is hall size, parking,
and many other things. In similar way, in The Pandemic center project these all things will be
included in concept and goals will be defined as well.
Schematic design- in this floor plan is developed that is design, colour, etc of entire building.
Basically, it is related to interior design of building. Thus, for The Pandemic center project as
well schematic design will be developed (Midler,, 2019).
Develop design- in this stage, materials that needed to be used in it are determined. This contains
tools, equipment, etc and how much quantity is needed for all of them. The project manager
takes decision of it. Hence, in The Pandemic center CCTV, computer system, server, chair, table,
etc are required.
Contract document – here, overall design of building is developed. It include both internal and
external design. This consists of drawing, images, etc . in similar way, the contract document of
Pandemic centre will be made as well.
Pre construction- this is second stage where 3 steps are included in it. they are as below
Assign project manager- here, project manager is recruited and assigned for project. It is
necessary to select it so he is responsible for overall success of project. Thus , skills knowledge
and experience are analysed and then manager is select. Hence, in The Pandemic center as well
project manager will be assigned (Smithies, and et.al., 2019)
Identify personnel- the HR is hired by manager in it. so, HR needs to be hired in properly. The
manager assign role to them according to their skills and capability. Also, roles are described
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that what they have to do. Hence, The Pandemic center PM will hire staff to be required in this
project and then assign roles
Inspection of site – the site of project is inspected to find out what changes are required in it.
also, in this hazards are identified that can occur and then relevant measures are taken to
minimize its impact. So, for The Pandemic center project site is inspected and analysis is done.
Procurement – here, as name depicts it state buying of raw material that is needed for project.
Thus, vendors are searched and identified. The PM does deal between vendor and make
agreement with it. besides, quality of raw material is specified as well in it. likewise, for The
Pandemic center project computer system, furniture, and other material are required. So, vendors
will be selected in it (Whyte, Stasis. and Lindkvist, 2016).
Construction – the stage begin after procurement. In this construction of project begin. Hence,
schedule is prepared for that and data is shared to find out what activity is to be done and when.
This stage is time consuming. Also, PM is required to monitor it and make sure quality is met.
So, as time period of project is 20 months in which IT centre is to be built.
Alongside, there are different processes that needs to be followed in order to finish
project. Apart from it, the use of process is based on type of project. But the PLC is common
cycle that is followed in every project. There are 4 stages in it which is explained as
Project life cycle- it is a framework that is used by PM in starting and finishing of project. With
that it becomes easy to proceed in systematic way in project. There are certain stages in it and
each one consists of various elements. So, in The Pandemic center the PLC will be applied that
is as
Project initiation - this is first stage where goals, objectives, etc are defined. For that data is
collected from stakeholder and their needs are identified. Other than this, project constraints,
scope, limitation, etc. are determined from it. The feasibility study is also done in it. thus, The
Pandemic center is to be constructed in London and it will contain all facilities like conference
hall, CCTV, etc. so, basically a new IT infrastructure is built (Bass and Haxby, 2019)
Project planning- it is crucial stage because planning is done. Here it is planned that what task is
to be done, schedule is made, and many other things. The team get insight that what things is to
be done and when, their roles, etc. however, in present project as well project can be broken into
sub parts so that planning is done properly. In this stage there are several components included in
it such as time, scope, they all are defined as
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Scope – A written statement which define need of project.
Tasks- In this task is evaluated to identify deliverables. In addition, it is figured out whether task
is dependent on each other or not.
Schedule – Here, on basis of task their duration is determined. besides, start and end date of each
task is defined as well in it.
Cost – in this, cost of each task is estimated and accordingly a budget is prepared. The budget of
The Pandemic centre is 1500,000 Euro
Staff- the PM assigns roles of staff according to their skills and abilities. Alongside, tasks are
allocated to them (Biesenthal, and et.al., 2018).
Communication- here, it is decided that how information will be communicated, to whom it is
informed and process is made.
Risk – it is essential to identify risk in it. Along with it, how risk will impact on project, what
measures can be taken to reduce its impact. For this a risk register is developed for The
Pandemic center project and hazards are determined in it.
Procurement – It is related with allocation of materials and resources in each task and also of
buying it from vendors.
Project execution - the project is implemented in this. The tasks that are planned are
implemented in it. Also, it takes long time to implement this stage as success or failure of
project depends here. However, for The Pandemic center construction and installation of project
is to be done here. The installation include CCTV, computer system, server, setting of network,
etc. therefore, it will take a lot of time to do as installation depends on construction (Bueno,. and
Gallego, 2017).
Project monitoring- it is vital stage where PM do monitoring of project. This is done to make
sure project is proceeding in right way as per planning done. However, monitoring enable in
finding out if changes are required or not. Hence, changes are made in it. Alongside, monitoring
enable in maintaining quality of project as well. As construction is complex tasks in it thus
proper monitoring is to be done. In addition, risk are controlled and project needs to be finished
in budget and deadline. The resources are to be utilized in efficient way. So, The Pandemic
center it require effective monitoring of IT building. Also, installing and testing of IT tools and
equipment is necessary in it.
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Project closure – it is last stage where project gets finished when all tasks are completed and
objectives is accomplished. Similarly, in The Pandemic center after construction and installation
of all IT equipment project will be closed.
It has been evaluated that there are need to certain knowledge and skills which is to be
required in PM. This is because it state project is to be managed and handled in proper way.
However, leadership and control problem are main in it. they are as (Eriksson, and Szentes,
2017)
Leadership – the PM is required to lead entire team in proper way. This is done to carry out task
properly. So, PM is needed to possess relevant skill so that he can direct and lead team. Also,
support is provided as well to them in case of need. PM must be creative to do task in different
way. Moreover, in case of conflict it can be solved easily. Leader should monitor progress of
project by regularly interacting with staff and taking report from them. this will help in taking
effective decisions and ensuring that project progress is maintained as per plan. Also, if change is
required than it can be done in time.
Administration – in this project administration is done in order to manage it. The tools are
identified along with sponsor of project. There are certain standards that are set and they are
being maintained in project. In addition to that, tracking of project is done and it is specified
whether project is going in right direction or not. After completing of construction it has to be
analysed its quality, checking of all IT equipments, etc. (Geraldi, , and et.al., 2017)
Control problem – it is included in monitoring stage. In that it is identified what issues are
occurring in project and then relevant measure and action is applied. The issues must be
identified so that there is less impact on project objectives and its completion. Besides that, there
are various ways as well to find out issues in it.
So, it can be found that in order to complete project in deadline there is need to follow all
4 stages of PLC. In addition, there must be proper planning done so that project is started and
finished on time. The progress of project needs to be maintained and all things are specified. This
will be useful in utilizing resources in efficient way. However, as timeline of entire project is 20
months so it has to be done within it. moreover, there are different ways as well on basis of
which things are done in project. The PM must possess leadership styles so that he can lead and
direct team. Also, in case of conflict it can be solved easily. The creativity skills should be
applied to perform task in different way. Additionally, manager must assign role to staff
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according to their skill and knowledge. The administration of project is to be done properly so
that all its progress is maintained and tracked (Whyte, Stasis. and Lindkvist, 2016).
CONCLUSION
It can be summarised that PM is framework by which all project are completed. It enables in
effective completion of project by following of all 4 stages of PLC. Also, it require for manager
to possess leadership style and monitor progress of project. Usually, there are 9 areas of PM that
are quality, communication, schedule, time, cost, etc. which is applied in project. PM must have
effective communication skills to interact with team members and stakeholders in effective way.
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REFERENCES
Books and journals
Bass, J.M. and Haxby, A., 2019. Tailoring product ownership in large-scale agile projects:
managing scale, distance, and governance. IEEE Software, 36(2), pp.58-63.
Biesenthal, C., and et.al., 2018. Applying institutional theories to managing
megaprojects. International Journal of Project Management, 36(1), pp.43-54.
Bueno, S. and Gallego, M.D., 2017. Managing top management support in complex information
systems projects. Journal of Systems and Information Technology.
Eriksson, P.E. and Szentes, H., 2017. Managing the tensions between exploration and
exploitation in large construction projects. Construction Innovation.
Geraldi, J., and et.al., 2017. How to DO Projects?: A Nordic Flavour to Managing Projects.
Dansk Standard.
Javed, N., and et.al., 2019. Managing risk in green building projects: toward a dedicated
framework. Smart and Sustainable Built Environment.
Kordova, S., Katz, E. and Frank, M., 2019. Managing development projects—The partnership
between project managers and systems engineers. Systems Engineering, 22(3), pp.227-
242.
Midler, C., 2019. Crossing the Valley of Death: Managing the When, What, and How of
Innovative Development Projects. Project Management Journal, 50(4), pp.447-459.
Smithies, J., and et.al., 2019. Managing 100 Digital Humanities Projects: Digital scholarship and
archiving in King’s Digital Lab. Digital Humanities Quarterly, 13(1).
Whyte, J., Stasis, A. and Lindkvist, C., 2016. Managing change in the delivery of complex
projects: Configuration management, asset information and ‘big data’. International
Journal of Project Management, 34(2), pp.339-351.
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