Project Management in Action: A Case Study and Practical Report

This report delves into the core concepts of project management, emphasizing the importance of timely and effective project execution. It begins by defining project management and highlighting the significance of stakeholder analysis in identifying and addressing stakeholder needs and interests. The report then examines the role of project initiation documents, feasibility studies, and the nine knowledge areas crucial for successful project management, with a focus on quality and time management. Key characteristics of a project manager are discussed, along with the benefits of using network diagrams. The second part of the report analyzes the project life cycle stages required for successful project management, specifically using a case study involving the construction of a conference center. It outlines the phases of project management including initiation, planning, scope definition, and work breakdown structures, and discusses potential challenges and solutions in managing these life cycle stages. The report concludes by summarizing professional actions taken by the project manager to ensure project success.

Managing Projects

Table of Contents
INTRODUCTION (125)..................................................................................................................1
TASK 1............................................................................................................................................1
Characteristic of project.........................................................................................................1
Purpose and importance of stakeholder analysis....................................................................1
Purpose of project initiation document...................................................................................1
Purpose of feasibility and importance in management decision making...............................2
9 knowledge areas in project management along with importance of any 2..........................2
Characteristics of project manager along with importance to close projects properly...........2
Benefits of network diagram..................................................................................................3
TASK 2............................................................................................................................................3
Activities or project life cycle stages required for successful project management (1000)...3
Controlling and other problems associated with managing life cycle of project (360)..........6
Professional actions taken by Project Manager......................................................................7
CONCLUSION................................................................................................................................8
REFERENCES..............................................................................................................................10

INTRODUCTION
Project management can be defined as application of procedure, skills and experience which can
help project manager in meeting their pre determined goals (Radujković and Sjekavica, 2017).
This present report will discuss effectiveness and reasons of managing projects in a timely and
effective manner and how stakeholders play a vital role in managing project like marketing
research. It will also show some important life stages of project management which needs to be
followed by project manager like planning, execution and others. It will also discuss
characteristics of marketing manager benefit of network diagram and effectiveness of project
initiation document. Lastly, it will discuss some problems associated with managing life cycle of
project along with ways of solving them.
TASK 1
1. Key characteristic of any project
A project is a collection of some tasks which needs to be followed in a systematic manner for
accomplishing main project goals. There are different types of project having different nature
and goals. So, it can be said that in other terms that it includes some set of inputs which allow
project manager in accomplishing their goals if they are being followed in an effective and
systematic manner (Petrescu and et.al., 2017). In the context of features it can be said that every
projects have defined starting and end time and they are unique in nature. It helps project
manager in completing projects in given deadline. Every type of project have established
objectives , specific cost as well as performance requirements. All projects are temporary in the
nature, they create unique deliverables and developed by progressive elaboration. Stakeholder
suggest ways of reducing negative effects on project, stakeholder analysis allow project manager
in making changes in project by knowing their needs and interest.
1 B.Purpose and effectiveness of stakeholder analysis
Stakeholders in project management plays an important role as their satisfaction level defines
success of project. In stakeholder analysis project manager evaluate anf identify needs of each
stakeholder, their interest in making project successful. With this analysis, project manager can
seek help for stakeholders as per their interest which can allow them in making project
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successful. Interested stakeholders provide effective solutions and suggestions to project
manager by which project can be made more effective and it all can be done by stakeholder
analysis.
2. Purpose of project initiation document along with 3 items included in it
Project initiation document plays an important role as it defines scope of project as well as
success criteria. On the basis of document project manager can go back and can make changes in
some informations and other aspects if required. It contains all basic information’s which are
required in completion of project in an effective manner such as scope, team members,
resources, allocation criteria and others (Elias, 2016). Overall it can be said that it performs as a
guide and allow stakeholders in performing all functions. There are several items required in this
document but main important aspects are: business case, quality as well as progress. One of the
main requirements of using this document is it allows project manager in taking better decision
and making commitments. It works as a guide for external stakeholders which can eliminate
errors.
3. Purpose of feasibility and importance of it in management decision making
Project feasibility refers an analysis in which project manager takes all important factors into
consideration such as: legal, technological and others. It leads to business development. With the
help of project feasibility and taking all factors into considerations, staff members can perform
their functions with concentration without committing many mistakes (Mukherjee and Roy,
2017). An accurate and feasibility study help project managers in looking at bigger picture first
and working on it. It overall helps them in taking proper decision and making projects
successful.
4. 9 knowledge key areas in project management with importance of any 2
There are several main areas of project management such as:
Time management: It consists of all those procedures which required in management of time.
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Cost management: It consists of processes required in planning and budgeting of cost
managing.
Quality management: Includes all activities and tools allow in reducing errors.
HRM: It is one of the important area which includes activities for leading the whole team.
Communication: It includes procedures and modes of interacting with external stakeholders.
Project integration management: Activities helps project manager in identifying as well as
coordinating different processes.
Scope management: Activities which shows success of project and their effusiveness..
Risk management: Activities which reduces and minimizes risks.
Stakeholder management: includes processes of identifying needs, interest of stakeholders and
satisfying them.
Among all of them quality management is one of the main area on which main success depend
and also satisfy needs of stakeholders.
Time management is other important area whose management allows project manager in
completing project in given deadline and improving image.
5. Characteristics of project manager along with importance to close and open projects properly
Project managers have several skills and abilities which makes him able to make project
successful such as:
 They have ability to complete all important tasks before and focusing of all
knowledge management areas in an effective manner.
 They have written as well as oral communication skills which allow them to
interact with internal and external stakeholders and identifying their needs.
 They have integrity skills by which they can understand human behaviours and
accordingly allocate tasks and complete project.
In the context of reasons of closing and starting project properly can be said that it allows
project managers in completing given project in a timely manner and improve their image in teh
market.
6. Benefits of network diagram
 One of the main effectiveness of network diagram is it shows interdependencies to
stakeholders which allows them in performing all functions in an effective manner.
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 It shows workflow of all interdependent activities.
 It defines project progress.
TASK 2
As per the case study, the project manager needs to develop a successful conference construction
named as Euro centre in Huge Communication Ltd. This should have involvement of all
facilities like an increase in the number of activity halls and range of IT facilities within the
time of 16 months. There will be construction of a conference centre by adding the different
features which are more attractive and effective. In the project planning management, this is
the requirement of performing all functions and its respective completion using skills and
experiences. This is the major responsibility of the IT manager to perform the different
obligations and responsibility which will help HCL company in accomplishing the goal and
construction of IT infrastructure such as conference centre.
As a project manager, it is important to have follow up the different synchronized activities
segments in 5 phases for the project managers stated such as-
Initiations
As the name has been suggested, this is the starting step of the project manager defining the
project at broad level as per the requirement of the business case. This stage will have
inclusion of all planning and arranging blueprint which tends to be used in the construction
of conference centres. At this stage of the project, the manager has the need to look into all
feasibility alignment and effectiveness of the project in markets meeting all goals and
objectives. The HCL will have development of blue print proposed to all stockholder
specifying all the needs and facilities in specific manner. The manager has needed to
develop the further step to prepare a draft for project initiation documents. PID will be
helping out in aligning all the important aspects to stakeholders with inclusions of their
participation in successful completion of the project. There will be requirement of the
2month in preparation of the PID.
Defining and planning
This stage is the crucial and significant step for the success of the projects. At this stage, the
project manager needs to focus on developing an effective road map for the project to
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follow. This will look into developing strategy, setting effective goals, knowing who, when,
what, where and why they require completing projects. The manager should set goals
applicable SMART in nature such as realistic and attainable in a timely manner for knowing
effectiveness and actual position. The manager has major responsibility over identification
of estimation cost, required level of resources, finance availability, quality measurement
tools and human resource management. planning of project manager help out in completing
the construction of conference centre by adding all-inclusive features and IT infrastructure
required by HCL and within a time of 16 months and in the amount of £200,000. It will
require around 3-4 months as it is a complex and main step.
In project management, it is essential for all stakeholders and project team managers' variability
and clarity regarding their roles and contribution expected for successful completion of the
project. The manager needs to prepare specific documents defining different roles and
regulations to make sure that the project is on track or not. The different effective
measurement techniques should be finalized for quality measurement and identification of
deviations. This will be acknowledging the project manager whether the project is going on
right track or not.
Scope statement
This stage has been identified as the need for projects. As per this case study, HCL wants to have
the construction of effective conference centres which have all arrangements of IT facilities
attractive ore and business to the company. The project scope has inclusion of the different
benefits of projects, various deliverables and objectives. As per project manager, there is
immense responsibility to retain efficient and effective employees and attract more levels of
hospitality sector. This will be extended to have the buying of infrastructure facilities by
anticipating increase in sales. There is the scope of identifying and completing the relevant
function as it has the requirement of two months.
Work breakdown schedule
This is the visual representation of project manager will be breaking the scope of the project into
the manageable sections as the desire aspects for the team member of working on it.
Task
Mode Task Name Duration Start Finish Predecessors
Manually Initiation 50 days Tue 6/2/20 Thu 7/28/20
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Scheduled
Auto
Scheduled team development 25 days Tue 9/2/20 Tue 9/27/20
Auto
Scheduled
identification of different
roles and responsibilities 15 days Wed 9/28/20 Tue 10/12/20 2
Auto
Scheduled
assigning of the different
roles and responsibilities 15 days Wed
10/13/20 Tue 10/28/20 3
Auto
Scheduled planning 90 days Wed
10/29/20
Wed
0130/21
Auto
Scheduled
determination of project
requirement 27 days Wed
01/30/21
Mon
02/25/21 4
Auto
Scheduled budget formulation 20 days Tue 02/25/21 Wed 3/15/21 6
Auto
Scheduled
project preparation of
charter 18 days Thu 3/15/21 Mon 4/4/21 7
Auto
Scheduled
identification of critical
factor 25 days Tue 4/4/21 Wed 4/30/21 8
Auto
Scheduled execution 110 days Thu 4/30/21 Tue 8/19/21
Auto
Scheduled training to employees 15 days Thu 8/19/21 Mon
04/23/21 9
Auto
Scheduled resource allotment 45 days Tue 04/23/21 Wed
112/30/20 11,9
Auto
Scheduled management of performance 25 days Thu 12/31/20 Wed 1/24/21 12
Auto
Scheduled
management of performance
quality 25 days Thu 1/25/21 Tue 2/19/21 13
Auto
Scheduled monitoring 40 days Wed 2/20/21 Tue 4/05/21
Auto
Scheduled conducting the test 9 days Wed 2/20/21 Wed
10/06/21 14
Auto
Scheduled bugs identification 10 days Thu 10/06/21 Mon
20/06/21 16
Auto
Scheduled risk management 9 days Tue 20/06/21 Tue 29/06/21 17
Auto
Scheduled
monitoring tool selection for
the project 12 days Wed
29/06/21 Tue 11/06/21 18
Auto
Scheduled closure 28 days Wed
11/06/21 Fri 9/07/21
Auto
Scheduled
identification of
compatibility 15 days Wed 9/07/21 Tue 08/24/21 19
Auto review of project 8 days Wed Tue 08/16/21 21
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Scheduled 08/24/21
Auto
Scheduled
suggesting improvement for
the project 5 days Wed
08/16/21 Fri 4/11/21 22
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Milestone – In this top, the project manager has to make proper identification over goals that
need to be accomplished while performing various functions and project development. This has
the inclusions such as making the conference attractive and awareness regarding the importance
of IT infrastructure such as usage of facilities CCTV, the range of activity hall and other
facilities.
Communication Plan
The communication plan is important to have a proper and interaction session among all team
members and all stakeholders. The plan is prepared by the project manager to maintain proper
interaction and communication between internal and external stakeholders. This document will
have inclusion of planning as all modes such as email and telephones one of the best modes
which can be used in the project. The proper network development will be done assigning all
take to different stakeholder along with role and obligation in perfect manner.
Risk Management Plan
The risk mitigation plan is the important aspect as this will be helping out in reducing the stress
of the project managers and contribution making the project successful. As per the case study,
the project manager needs to identify all levels of risk which have more chance to happen in the
projects log with solution or mitigation ways. The project can have issues such as Lack of
availability of HR, finance, changes in climate and external environmental factors are some
estimated risks. This will have the requirement of 2.5 months.
Risk Impact Risk rating
High-3
Medium-2,
low-1
Strategy
Human resource risk highly efficient and
expertise workforce is
been recruited by the
project manager as the
online task requires
lots of knowledge.
3 In order to overcome this risk
project management needs to be
engaged in providing high level
of training and learning to
employees
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Risk of fraud and
hacking
This can increase the
chances that
consumers lose trust
This can hamper
goodwill
2 In order to overcome This will
increase consumers trust.
Financial risk In this there are
chances that expenses
related to task can be
increased. This can
affect managerial
efficiency of firm and
also their productivity
can be reduced down.
2 In order to overcome this
project managers need to be
engaged in doling proper
planning related to budget.
Technological risk . There are chances
that firm might not be
involved in making
use of the advanced
and new technology.
1 In this the project manager
needs to be involved in making
sure and doing market research
that advanced technology is
been used.
Project Executions
So, per this phase, deliverable is considered to be completed. This phase has inclusion of
different status report editing, evaluation of performance report in order to have successful
completion of the project. project manager needs to complete the different function for executing
the project in successful manner such as- to have development of team by providing the effective
skills, allocation of resources as per requirement to each member, the procurement manager as
per requirements, setting up tracking system for knowing actual position, updating project
schedule and making changes in project plan if required. this will have the requirement of the
time of 4 months.
Project Performance and Control-
At this stage, the progression and performance is being measured to identify the deviation taking
place per PID. This will have inclusion of activities such as using the appropriate level of
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performance indicator. The project manager will have implementation of differentiates to track
effectiveness. By using stakeholder satisfaction analysis and quality management tools, the
project manager will be tracking the budget deviations and about the duration in which the
project can be completed in a successful manner.
Project Close.
This is the stage of completion where the project manager will have the proper recognition of
valuable team members. There will be immense thankful sections to make the effective
participation and completion of the project have taken place. As the completion of the projects,
there will be a meeting to make proper identification of the project failure and successful element
taken place. This is significant and continuous step by step by which project managers learn
company things that have the need to put on extra effort and allocation of requirements of
improvement for developing projects in the future. The project manager will be creating the
check list of all the things which are to be kept in or remained untouched. This is accomplished
in order to have the captions before the final submissions. The project documents by storing
them in single paces. The successful closure will be required for 1 months.
Budgets
It is important to have preparation of budget regarding the expenditure done on the various level
of sections. There will be requirements for making the conference centre be attracting the using
of all IT infrastructure facilities and services. this is grabbing the attentions of employees
increasing concertation level. The given budget has to provide £200,000 to complete each task
under this amount. It includes several sub activities which required money and these are as
follow:
Activities Amount (£ million)
Raw material 0.50
Salary 0.25
Advertisements & Marketing 0.50
Labour 0.65
Training expenses 0.10
Total 2
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All the steps covering all 9 main area of the knowledge management but for the success of
constructing the attractive conference centre as important to evaluate the considering the sum of
knowledge management areas-
Project Time management
For managing time and completing projects in the timely manner like for 16 months’ project
manager having requirements adding all those processes which is helping out in managing the
time management and completing the act activity according to the set plan.
Project Cost management
In this project managers have included all the processes which can be used to manage cost like
planning, budgeting and financing.
Project Quality management
This is the important improving their image and also taking several opportunities. For managing
quality project manager will include all activities which can help them out in satisfying needs of
stakeholders and improving quality
Problems associated with project management life cycle
Project management consists of several tasks and performing all tasks in a systematic
manner with eases not an easy task as there are several business environmental and other factors
occur which create some problems. Some main functions of project management which some
time can create problem include: cost management, time management and financial risk
management. Some problems which are associated and can occur in project management
include:
Time management risks: Each project has specific time of completion and according to that
given time project manager has to estimate time for each task. Accordingly, they also have to
prioritize important tasks which they need to complete. For example: For this project the given
deadline is 16 months. There are several external factors which can delay in submission of
project like environmental factors, climate change for example: Covid 19, economical changes,
changing needs of stakeholders and others. So, having a backup is important for completing tasks
and making project in a timely and successful manner.
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Operational risk: Managing operations is other main task but due to lack of stakeholders
cooperation, lack of strategies project managers have to face problems in completing all
operations. Allocating tasks to staff member according to their experience and managing people
is one of the critical task in it (Mhetre, Konnur and Landage, 2016).
Financial risks: Managing finance and cost is important as in this management project
managers have to estimate cost for each of the task. Every project is given specific cost as like
time in which they have to complete project. But for managing quality project manager have to
invest money in tools, techniques and due to economic problems, lack of financial resources they
can have to face problems in completing all tasks with efficiency. This project requires of
completing project in around £200,000. They have to also hire workforce in minimum cost,
decide to invest less money in some tasks accordingly.
So, from above discussed all risks it can be said that project manager requires making use
of their skills and strategies and estimating time and budget accordingly.
Professional actions taken by Project Manager
Managing risks is important for making project successful. Project manager needs to take better
decision and identifying ways by which they can solve all above discussed problems. One of the
best ways which can be taken by project manager is focusing on using appropriate leadership
and management styles (Aga, Noorderhaven and Vallejo, 2016). One of the main risks is
managing quality and for that project manager can make use of transformational and autocratic
style. As per these styles they can guide all members in the right direction which can allow them
to reduce errors. Autocratic style also allows project manager to give opportunities to all
members in decision making. It can improve decision and also can satisfy all stakeholders. In
addition, it can also be said that project manager can implement and invest money in quality
management tools such as TQM, Six sigma and others.
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CONCLUSION
From the above study it has been summarized performing all knowledge management areas
of project management played a vital role as it allows them to complete as well as making given
project in a successful manner. Further, it has also discussed effectiveness of project initiation
document, network diagram and stakeholder analysis. It all allowed them in taking better
decision and completing project in timely and cost effective manner.
Lastly, this report has discussed roles and characteristics of project manager which helps
them out in allocating resources to team members, interacting with stakeholders, understanding
human behaviours, needs of stakeholders and overall completing project in given cost and time.
Leadership styles also played a vital role in managing quality, solving different risks associated
with project management.
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REFERENCES
Books & Journals
Aga, D.A., Noorderhaven, N. and Vallejo, B., 2016. Transformational leadership and project
success: The mediating role of team-building. International Journal of Project
Management, 34(5), pp.806-818.
Elias, A.A., 2016. Stakeholder analysis for Lean Six Sigma project management. International
Journal of Lean Six Sigma.
Mhetre, K., Konnur, B.A. and Landage, A.B., 2016. Risk management in construction
industry. Int. J. Eng. Res, 5, pp.153-155.
Mukherjee, M. and Roy, S., 2017. Feasibility studies and important aspect of project
management. International Journal of Advanced Engineering and Management, 2(4),
pp.98-100.
Petrescu, R.V. and et.al., 2017. Project HARP. Journal of Aircraft and Spacecraft
Technology, 1(4), pp.249-257.
Radujković, M. and Sjekavica, M., 2017. Project management success factors. Procedia
engineering, 196, pp.607-615.
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