Project Management Assignment: Project Leadership and Management

This project management assignment delves into various aspects of project execution and leadership. The first question focuses on the negotiation process between functional managers and team members, outlining the phases involved and emphasizing the importance of aligning roles and responsibilities with project objectives. The second question analyzes different categories of project risks, including operational, technical, legal, and communication risks, along with mitigation strategies. It also examines how a project manager's decision-making can be influenced by risks associated with project charter approval, financial funding, and requirement specifications. The third question categorizes different project types such as technical, research, social, and organizational projects and discusses the importance of the statement of work (SOW) in defining project activities, deliverables, and associated costs, using a case study of a company facing legal issues due to misinterpreting an SOW. The fourth question differentiates between leadership and management, highlighting their roles in synchronizing work schedules, motivating employees, and guiding project completion. It also explores the qualities of an effective project manager and the importance of communication and employee empowerment.

Project Management

Contents
Question 1:.................................................................................................................................2
Question 2:.................................................................................................................................5
Part a.......................................................................................................................................5
Part b.......................................................................................................................................9
Question 3:...............................................................................................................................10
Part a.....................................................................................................................................10
Part b.....................................................................................................................................12
Question 4:...............................................................................................................................14
Part a.....................................................................................................................................14
Part b.....................................................................................................................................17
References:...............................................................................................................................20

Question 1:
The negotiation process should be initiated with the functional manager for the assembling of
the team members. It helps in pre-determining and setting of goals for the team members to
give accurate and productive results of their work. The duties, roles, and responsibilities of
the team members should be aligned with the project objective for meeting the requirement of
the organization and completing the assigned task within the mentioned time and budget
(Katz, Kochan, Colvin, 2016). The team members and the functional manager should be
satisfied with the distribution of the work. The productivity of the organization can be
effectively improved with the inclusion of happy and satisfied work force.
The different phases of the project life cycle for managing the negotiation process between
functional manager and the team members are stated below:
Phase 1: Preparation of the negotiation process
Information gathering process: the information gathering processes focuses on analysing the
problem identification and the required work to be calculated from the work force. It helps in
identifying the issues and conflicts which are associated with the employees so that it can be
resolved for avoiding distraction.
Evaluation of the leverage process: It helps in identifying the assigned work for improving
and diminishing the leverage on the working parties (Tsay, and Bazerman, 2010).
Involvement of the work force: The negotiation process provides an opportunity to provide
their grievances for the working condition
Rapport: It helps in identifying the cooperation of the working opponent parties

Setting of objectives: The division of roles and responsibilities helps in setting out the goals
and objectives of the working employees
Type of negotiation process: The negotiation process can be done through the face to face
interview, inclusion of the mediator, fax, emails, or on a phone call.
Phase 2: Opening phase
The opening phase provides an opportunity to the employees to perceived and present their
grievances to the top executives for initiating a healthy work environment and division of
work according to their skills and expertise (Brown, 2015).
Phase 3: Bargaining phase
It helps in setting out the division of work according to the requirement and expertise of the
work force. It helps in completing the demand of the work force according to the requirement
of the project
Phase 4: Closure Phase
The closure phase focuses on satisfying the requirement of the team members and the project
scheduled activities for finishing the given tasks with excellence (Wertheim, 2016). The
negotiation process helps in providing the roles and responsibilities to the working employees
according to their expertise.
The following diagram stated the project life cycle:

Question 2:
Part a
The following table shows the different Categorise of risks and their impact of the project
completion process:
Categorisation of
risks
Risk Identification Probability Risk Impact Risks Mitigation
plan
Operational Risks Limitation in the
supply of
resources and
information
according to the
demand raised by
the employees
Inaccuracy in the
information
provided
Inefficiency of the
employees to
complete the task
High Inefficiency of
completing
the business
process
Pre-scheduling
of the resources
and information
for managing the
supply and
demand of
resources
Training and
development
program for the
employees
Technical Risks Limitation in the
technical
equipment
High Demotivation
in the working
employees
Training and
Development
program should
be arranged for

Advancement in
the technology
deployed for use
Inefficiency of the
employees to
handle the tasks
Lesser
productivity
of the
organization
enhancing the
skills and
expertise of the
employees
according to the
new technology
employed in the
working program
of the enterprise
Legal Risks Software
Licensing to use
for working of the
project
Legal Issues
Medium Restriction in
completing
the process
Breakdown of
the business
process
Legal obligations
should be
eliminated by
paying the
subscription fees
at regular
interval of time
(Kobo, 2011)
Social Risks Grievance of the
employees
Chaos and
conflicts at work
place
Medium Lesser
productivity
of the
organization
Breakdown of
the business
process
Providing a open
communication
platform where
the employees
feel free to post
their grievances
for the
organization and

the working
employees
(Rabechini, and
Carvalho, 2013)
Communication risks Inefficiency in
sharing of
information and
generation of new
ideas
Low Innovative
ideas are not
generated for
improving the
flow of
business
process
Deployment of
social Networks
Initializing the
communication
plan for the
starting the
project work
Short term Strategic
Risks
No clear setting of
the milestone for
the completion of
the every project
processes
Medium Breakdown of
the business
process
Clear
identification of
the milestone
should be set
with the defined
time and cost
Analysis of the
critical activities
in the project
schedule
Long Term Strategic
Risks
No clear setting of
the project goal
High Delay in the
completion of
Clear
determination of

the project for
handover to
operation
the goal and
mission of the
business
External Risks No
communication
with the external
parties
Low Inefficiency in
the retrieval of
the
information
Deployment of
social Networks
Initializing the
communication
plan with the
external parties
Internal Risks No
communication
between internal
parities
Medium Inefficiency in
the generation
of new ideas
and on-time
completion of
the business
process
Deployment of
social Networks
Initializing the
communication
plan with the
internal parties

Part b
Decision making capabilities of the project manager falls can be influenced by following
three risks which are discussed below:
1. Risks associated with Signing and Approval of the project charter: The risks
associated with the signing and approval of the project charter can be minimised by
arranging periodic meetings with the top executives for knowing their requirement
according to the undertaken project goal and mission
2. Risks associated with Financial funding due to over-budgeting of the resources: The
financial funding risks can be minimised by conducting preliminary market research
for determining the cost associated with the resources undertaken because It helps in
reducing the difference in the market price and estimated price of the resources and
develops an appropriate budget for the organization
3. Risks associated with the Differences in the requirement specification plan and
expected outcome: This risks can be reduced by determining project activities
according to the requirement specification plan and performing pilot testing of the
project schedule for analysing the difference in the requirement specification plan and
expected outcome

Question 3:
Part a
The projects are categorised according to their expected outcome and requirement. In general,
the projects can be categorised into six types which are classified as technical projects,
Research projects, social projects, economic projects, and organization projects. The
technical projects are designed for completing the infrastructural changes in building and
organization for the renovation according to the latest trends and market demand (Youkar,
2016). For example, the organizations are looking forward to deploy changes in their
infrastructure for digitization by making use of ICT technologies. Research projects are
designed for expanding the innovation to satisfy the future demand of the people. For
example, research conducting on the use of IOT technology for the development of smart
cities. The social projects focus on betterment and welfare of the society. Economical
procedures are related to the financial planning and insurance policies for improving the
wealth creation of the people. The organization projects focuses on enhancing the business
process of the enterprise, manufacturing of the products, providing facilities and services to
the customers, and others

Types of Projects
Technical Projects Research Projects Social Projects Economical
Projects
Organization
projects
Construction
projects
Development of
the new software
Development of
the e-commerce
website
Research on the
area of concern
for future
improvement in
the technology
and the
construction plan
Projects
undertaken for
the welfare and
development of
the society
Projects related to
the financial
planning and
insurance policies
Projects
development for
enhancing the
business process
of the enterprise,
manufacturing of
the products, and
others

Part b
Statement of Work in project management
The statement of work helps in defining and setting of the project activities, managing their
key deliverables, and association of time and costs with the undertaken activities.
Statement of work Criteria Description
Purpose The purpose helps in defining the clear goal of the
responsibilities provided to the employees. The goal of the
individual work should be aligned with the organization
mission (Miller, 2016)
Scope of Work It helps in defining the in-scope activities which should be
undertaken for completing the task such as availability of the
hardware, software, and network connectivity.
Location of work It helps in identifying the location where the specified
responsibilities and tasks should be performed
Performance period The starting and the finishing time should be clearly defined
for the undertaken project activity
Schedule of the key
deliverables
It helps in determining the key deliverables of the project
activities and completion date of the deliverables
Standards used for measuring
quality work
Policy framework for analysing the quality of service should
be determined
Acceptance criteria The key deliverables should be accepted if they are aligned
with the organization goal and required quality of service

Requirement Requirement of resources and authorities should be clearly
defined for completing the tasks
Signing of contract The contract should be signed for providing quality of service
The contractor company ABC IT Solution Company was asked to pay for the damages
caused due to the misinterpretation of the statement of work signed with the Green Grocery
Private company. The Green grocery private limited company had to pay huge financial loss.
The ABC IT Solution Company was hired for developing an e-commerce website for the
Green Grocery Private company to connect it to the global market for increasing the sale of
the business. All the requisites and resources have been provided to the ABC IT solution but
due to the negligence on the requirement specification plan and statement of work, a
worthless project had been designed by the company which results in the wastage of time,
resources, money, and work force. The project designed was not able to meet the requirement
specified by the Green Grocery Private company in their requirement specification and
statement of work signed with the ABC Company. The client company was looking forward
to increase their sale of grocery product at the global level through the e-commerce website
which helps in increasing the turnover and profitability of the enterprise. The website
developed by the ABC Company was on the sale of flowers shop. It creates a bad impact on
the client company and they put a legal obligation on the contractor company on the basis of
negligence to the statement of work, misinterpretation, and handing over wrong product (e-
commerce website). The ABC Company had to refund back all the payment done by the
Green Grocery Private company to resolve their legal obligations put by the law court. The
undertaking of the project should be duly signed after analysing that their company will be

able to provide the quality product to the client or not because it can directly affect the
reputation of the company.
Question 4:
Part a
Leadership and management are the key terms used for synchronising the work schedule of
the working employees and motivate them towards the completion of the projects. Leadership
quality of the manager is helps in guiding and influencing the employees for finishing the
work with accuracy. Management helps in guiding and educating the employees for
completing the activities within the required time. These two terms are interrelated but
different in their applications. The similarity between the two terms is that both focus on
guiding and motivating the employees to finish the assigned task with excellence for
increasing the profitability of the enterprise.
Leadership:
The leadership quality of the manager helps in guiding the sub-ordinates for finishing their
tasks with excellence. It helps in bringing connectivity of the work force with the
organization goal and mission. The subordinates want to follow the same behaviour and
characteristics as their leader do. The creative thinking of the employees can be enhanced by
motivating them to bring perfection in the assigned tasks and responsibilities. The leadership
quality of the manager helps in motivating the employees to a gain expertise and skills for
enhancing their working capabilities and productivity.
Management:
The management term is the amalgamation of four terms which are categorised as man, age,
man, and technique. It helps in synchronising the activities according to the management of

men, material, machine, and methods to achieve the organization goal with efficiency. The
manager is responsible for setting the required activities for the completion of project
development life cycle and division of roles and responsibilities among the working
employees. The project life cycle management process is composed of five phases which are
categorised as planning, organizing, staffing, leading and directing, and controlling and
coordinating. The management of the activities focuses on the scheduling of the activities for
completing the project within time and associated cost. The preparation of the estimated
budget helps in resolving the issues related to the financial risks of the project. The efficiency
of the project completion can be judged on the decision making capabilities of the manager in
assigning the tasks and duties to the working employees.
Difference between the leadership and management is described in the table below:
Particulars Leadership Management
Definition Leadership quality helps in
guiding and influencing the
employees for finishing the
work with accuracy.
The management term is the
amalgamation of four terms
which are categorised as
man, age, man, and
technique. It helps in
synchronising the activities
according to the management
of men, material, machine,
and methods to achieve the
organization goal with
efficiency.
Power Works on influencing the
employees from the
Works on the development of
policy framework,

behaviour and working
schedule of the leader
scheduling of activities, and
division of roles and
responsibilities with
associated authorisation and
resources
Focus The leadership practice
focuses on directing,
motivating, and guiding
employees to sharpen their
skills and expertise for
achieving the required
quality of work from them
(Alghatani, 2014)
It focuses on achieving the
organization goal and long
term sustainability plan for
the enterprise
Strategic approach It is proactive determining
and bringing excellence in
the employees productions
and capabilities
It is reactive for taking
associated decision to
determine the critical
activities which can delayed
the completion of the project
Formulation It works on principles,
guidelines, moral, behaviour,
ad ethical consideration taken
by the leader in his
behavioural approach
Works on the development of
policy framework,
scheduling of activities, and
division of roles and
responsibilities with
associated authorisation and
resources (Koech, and

Namusonge, 2012)
Perspective It is a long term perspective
plan because it helps in
increasing the efficiency of
the employees for long term
sustainability and upcoming
projects
It is short term perspective
because it focuses on the
scheduling of activities for
the undertaken project
Stability It helps in achieving the long
term stability of the
employees by enhancing
their skills and expertise
It helps in achieving the
successful completion of the
undertaken project
Emphasis It emphasis on motivating
and influencing people to
bring perfection in their
activities
It emphasis on scheduling of
activities for completing the
project within assigned time
and cost
Basis It believes in making trust
and confidence among the
employees
It focuses on management
and control policies for
increasing the efficiency of
the work flow
Responsible authority Project Leader Project Manager
Part b
i) Transformational leadership:
The transformational leadership style is used for analysing the need and requirements of the
subordinates to develop a vision of duties for completed the assigned tasks within given time

and budget. It helps in motivating the employees by setting moral principles for improving
the job performance to get quality of work. The leader should set some role model to the
employees for inspiring them to analyse their strength and weaknesses by aligning their tasks
and performances. The characteristics of the transformational leadership are providing
intrinsic motivation for the followers, developing moral standards and ethical principles,
setting priorities, initializing moral values for the co-workers, formulation ethical code of
practice in work environment, cooperation and coordination in the working employees,
authentication and consistency in the work provided, and freedom of placing grievances
(Iqbal, Anwar, and Haider, 2015).
ii) Transactional Leadership:
Transactional leadership is the leadership style which focuses on improving the performance
of the working employees according to the requirement of the organization project. The
process of providing rewards, awards, bonus, and punishment for improving the performance
of delivery of work. It is the responsive leadership style which focuses on improving the
performance after analysing the gaps which exist in quality of work of the subordinate. This
leadership style motivates the employees to present their expertise in completing their work
because of the reward and award presented to them for their good work (Chowdhury, 2014).
The transactional leadership practice focuses on directing, motivating, and guiding employees
to sharpen their skills and expertise for achieving the required quality of work from them.
The manager is responsible for setting the required activities for the completion of project
development life cycle and division of roles and responsibilities among the working
employees. It helps in managing active participation of the employees for completing their
assigned tasks with excellence to get effective reward and awards from the top executives.
iii) Instructional Leadership:

The instructional leadership helps the subordinate in guiding and finishing their task with
excellence by setting clear goal and mission, allocation of the resources and authorities
according to the requirement of the given task. The implication of the instructional leadership
helps in determining the resources and authorities required for completing the tasks and
duties within the time and budget. The efficient deployment of the communication platform
between the leader and subordinates helps in guiding and developing creative ideas and
innovation for the completion of the tasks with excellence and expertise, The set of agendas
and goals should be created for guiding the co-workers to accomplish the goal and mission of
the organization. The visibility and accessibility in managing resources, conducting
behavioural approach, and learning objects can be effectively improved with the deployment
of instructional leadership.

References:
Miller, M. (2016). Statement of work in project management: Definition and example. 1st ed.
[ebook] Online. Available at: https://study.com/academy/lesson/statement-of-work-in-
project-management-definition-example.html [Accessed 16 May, 2018].
Chowdhury, R. (2014). A study on the impact of leadership style on employees motivation
and commitment. 1st ed. [ebook] Online. Available at:
http://www.dypatil.edu/schools/management/wp-content/uploads/2015/11/A-study-of-the-
Impact-of-Leadership-Styles-on-Employee-Motivation-and-Commitment-An-empirical-
study-of-selected-organisations-in-Corporate-sector-Rima-Chowdhury.pdf [Accessed 16
May, 2018].
Iqbal, N., Anwar, S., and Haider, N. (2015). Effect of leadership on employees performance.
1st ed. [ebook] Online. Available at: https://www.omicsonline.org/open-access/effect-of-
leadership-style-on-employee-performance-2223-5833-1000146.php?aid=58917 [Accessed
16 May, 2018].
Koech, P., and Namusonge, G. (2012). Effect of leadership on organization performance.
International journal of business and commerce, 2(1). Online. Available at:
http://www.ijbcnet.com/2-1/IJBC-12-2106.pdf [Accessed 16 May, 2018].
Alghatani, A. (2014). Are leadership and Management different? A review. 1st ed. [ebook]
Online. Available at: http://jmppnet.com/journals/jmpp/Vol_2_No_3_September_2014/4.pdf
[Accessed 16 May, 2018].
Youkar, R. (2016). Major types of projects based on product of project. 1st ed. [ebook]
Online. Available at: http://www.maxwideman.com/guests/typology/projects.htm [Accessed
16 May, 2018].

Katz, H., Kochan, T., Colvin, A. (2016). The negotiation process and structure. 1st ed.
[ebook] Online. Available at: https://digitalcommons.ilr.cornell.edu/cgi/viewcontent.cgi?
article=2055&context=articles [Accessed 16 May, 2018].
Tsay, C., and Bazerman, M. (2010). A decision making perspectives to negotiation. 1st ed.
[ebook] Online. Available at: https://www.hbs.edu/faculty/Publication%20Files/10-002.pdf
[Accessed 16 May, 2018].
Wertheim, E. (2016). Negotiating and resolving conflicts: An overview. 1st ed. [ebook]
Online. Available at: https://www.europarc.org/communication-skills/pdf/Negotiation
%20Skills.pdf [Accessed 16 May, 2018].
Brown, T. (2015). Preparing for conflicts and negotiation. 1st ed. [ebook] Online. Available
at: https://www.jhsph.edu/research/centers-and-institutes/womens-and-childrens-health-
policy-center/MCHLDS/M4CaseStudy.pdf [Accessed 16 May, 2018].
Kobo, F. (2011). Enterprise risks management strategy. 1st ed. [ebook] Online. Available at:
http://www.hsrc.ac.za/uploads/pageContent/3411/HSRC%20ERM%20Strategy%20Volume
%20I%20-%20Methodology.pdf [Accessed 16 May, 2018].
Rabechini, R., and Carvalho, M. (2013). Understanding the impact of project risks
management on project performance: An empirical study. 1st ed. [ebook] Online. Available
at: https://scielo.conicyt.cl/pdf/jotmi/v8s1/art06.pdf [Accessed 16 May, 2018].