Project Management BSBPMG521: Kitchen Renovation Case Study Report

This project management assignment presents a comprehensive case study on a kitchen renovation project. The solution addresses key aspects of project management, including stakeholder identification and engagement, communication planning and procedures, and information management. Task 1 focuses on written responses to questions about stakeholders, communication challenges, and project closure phases. Task 2 provides a portfolio of evidence, detailing the planning, execution, and assessment of information and communication processes within the project. The portfolio includes a communication plan, management procedures, information systems, and reports, as well as an assessment of communication outcomes. The case study covers all phases of project management from initiation to closure, offering a practical application of project management principles. The project involved renovating an existing kitchen, including demolition, construction, and appliance installation, with a focus on managing stakeholders, communication, and information flow to ensure project success within budget and timeline. The document concludes with a bibliography.

Running Head: PROJECT MANAGEMENT
Project Case Scenario: Kitchen Renovation
Name of the Student
Name of the University

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Table of Contents
Task 1 – Written Responses............................................................................................................2
Answer to Question 1..................................................................................................................2
Answer to Question 2..................................................................................................................2
Answer to Question 3..................................................................................................................3
Task 2 – Portfolio of Evidence........................................................................................................4
Part A: Planning Information and Communication Processes....................................................4
A1: Managing Communication Plan.......................................................................................4
A2: Communication Management Procedures........................................................................8
A3: Project Management Information System......................................................................11
Part B: Project Information and Communication Processes......................................................11
B1: Portfolio of Information..................................................................................................11
B2: Project Reporting............................................................................................................12
B3: Validation Process..........................................................................................................12
Part C: Assess Information and Communication Outcomes.....................................................13
C1: Question Answer.............................................................................................................13
C2: Information and Communication Issues Faced...............................................................14
Bibliography..................................................................................................................................15

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Task 1 – Written Responses
Answer to Question 1
A stakeholder is defined as an individual or a group of people who has significant interest
in a part or stake of an organization or a project. Some of the most common stakeholders
involved in any project are project manager, finance manager, project supervisor and others.
There are several methods to identify the stakeholders in the product of which the most
effective and commonly used is stakeholder engagement matrix. A stakeholder engagement
matrix is developed keeping in consideration the requirements of the project. Based on the
project requirements, the stakeholders are identified and their interests and influences in the
project are determined. Finally, these stakeholders are arranged in order of influence and their
roles and responsibilities in the project are defined accordingly.
Answer to Question 2
One major challenge in communication faced during a project is the use of different
languages by the team members due to separate backgrounds. This is often noted in projects
when team members are appointed from different cultural backgrounds. This problem is
generally solved when a common language like English is fixed and the team members are asked
to interact with each other in the common language only.
Planning for communication is generally done when the project is of large scale and a
large number of team members are involved. In these cases, if there is no suitable
communication plan, the team members will not communicate with each other as much as
required and hence, proper communication plan is being developed. In this communication plan,

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the roles of the stakeholders and team members are generally defined and their communication
requirements and methods are specified accordingly. Information management plan is developed
to ensure that the project team members pass on the right information to the other team members
at the most appropriate times such that the project is executed in the right manner. Thus,
communication management plan and information management significantly help in overcoming
the challenges of communication in the project.
Answer to Question 3
The closure phase of a project mainly refers to the final activities that are undertaken
before the project is finally completed. Hence, this phase mainly involves review of the project
and finalizing the activities like payment of wages, sign off and others before official closing of
the project. In addition to tasks mentioned, there are also communication management and
information management tasks that are conducted in the closure phase. During the review
process, it is determined whether the communication process has been streamlined as per the
plan developed earlier. If there is any gap in communication during the project, it will be evident
in the project report as there will be several missing information and other relevant details. In
addition to the communication, information management process is also a part of the project
closure. In this phase, each and every detail mentioned in the project progress reports is collated
into the final project report and then forwarded for the final analysis. The project manager
analyzes these pieces of information, provides approval regarding the final output of the project
and signs off the project.

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Task 2 – Portfolio of Evidence
Part A: Planning Information and Communication Processes
A1: Managing Communication Plan
Task a: Findings from the Project
Project Description
This project is based on the design and installation of a modular kitchen as a part of the
plan for renovating an existing kitchen. During this project, the existing equipments in the
kitchen will be moved into a new space where a temporary kitchen will be set up for the
convenience of the client. The kitchen will then be repaired and new cooking equipments and
systems like modular chimney, oven, refrigerators, utensil holders and others will be set up. The
key deliverables of the project are shown in the following table.
Task Name
Kitchen renovation plan
Planning and Designing phase
Developing preliminary design
Selecting contractor
Design package consideration
Risk and safety management plan
Architectural and MEP planning
Budget planning
Milestone 1: Completion of project Planning and Designing phase
Kitchen demolition phase
Kitchen site analysis
Secure all demolition equipments
Demolition team hiring
Structural preparation
Utilities turning off
Packing existing kitchen for reuse
Secure waste containers
Milestone 2: Completion of Kitchen demolition phase
kitchen construction phase

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Material procurement
Quantity estimation
Mechanical installation
Electricity installation
Plumbing and painting
Cabinetry and counters
Flooring
Final interior decoration
Installing all electronic appliances (fridge, stove, dishwasher, microwave)
Milestone 3: Completion of kitchen construction phase
Testing and clean up phase
Appliance testing
Unused material removal
Trash removal
Stakeholder signoff
The major milestones of the project are also shown in the following table.
WBS Task Name Duration Start Finish Predecessors
1.7
Milestone 1: Completion
of project Planning and
Designing phase
0 days Fri 2/16/18 Fri 2/16/18 7
2.8
Milestone 2: Completion
of Kitchen demolition
phase
0 days Mon 2/26/18 Mon 2/26/18 16
3.10
Milestone 3: Completion
of kitchen construction
phase
0 days Mon 3/19/18 Mon 3/19/18 26,27
4.6
Milestone 4: Completion
of Testing and clean up
phase
0 days Mon 3/26/18 Mon 3/26/18 34
Description of All Project Stakeholders
Stakeholders Roles Responsibilities Need for
Communication
House owner Internal To invest necessary
capital for the
successful renovation
of the kitchen
Project progress
update and funding
requirements
Project manager External To complete the Project progress

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renovation plan
within $50,000 and 5
weeks
update and change
requirements
Labours External To keep themselves
engage to the job
roles for the
successful completion
of the renovation plan
Project milestones
and requirements
Suppliers External Supply good quality
materials and
appliances to meet the
expectation of the
clients
Resource
requirements
Communication Resources Available to the Project
In this project, the main communication method between the client and the renovation
company is face to face. During planning of the project, the client will meet with the contractor
to discuss about the possible execution of the project along with feasibility testing and other
major factors. However, when the project is ongoing, the project manager i.e. the contractor will
not always be available on site but will remain connected through email and telephone. In any
requirement, the contractor can be contacted by calling through the phone number or sending an
email to the official email address of the contractor.
Formal Communication Processes Required
Some of the major communication processes required in the project are described as
follows.

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Communication Process Purpose
Written Status Report Updating the status of the project to the project
manager
Project Plan Update Requesting changes in the project management
plan
Project Team Meeting Discuss the progress of the project
Exception Reports Report the exceptions in the project
Milestone Reports Updating the reaching of milestones in the project
Informal Project Communication
This type of communication is generally performed outside the project boundaries but the
discussion is based on the project only. This is mainly done to provide idea to one or more of the
team members in the project but these ideas are not officially registered within the project
progress report.
Feedback Mechanisms
In case of communication issues, the related project team member must report to the
project manager to look into the issue and take suitable actions.
Task b: Project Communications Plan
Target Audience Communication
Needs
Messenger Vehicle Frequency
House owner Project progress
update and funding
requirements
Project Manager Face to Face
Communication
Daily

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Project manager Project progress
update and change
requirements
Labours Project update
document
Daily
Labours Project milestones
and requirements
Project Manager Design blueprint Before start of
project
Suppliers Resource
requirements
Project Manager List of resources Before start of
project
Consultant Design of the
modular kitchen
House Owner Face to Face During project
planning
A2: Communication Management Procedures
Communication Management Procedure is defined as a systematic path through which
the communication between two relevant parties or stakeholders of a project is to be conducted.
There are several communication management procedures that are discussed below.
Standards – Many large scale organizations follow standardized communication procure
in order to ensure the communications that are done between the stakeholders remain are
professional and up to the requirements. As the standards are already being developed by the
company, it is important for the stakeholders to abide by the standards and also report to the
project management authority in case the standards need to be changed or updated.
Escalation Processes – In some cases, during the project, any project member may detect
any major issue or problem that can give significant negative impact on the project. Hence, the
occurrence of such problems may be harmful and the relevant stakeholder or team leader must be
informed about the issue. This is done through an escalation process in which the team members

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House Owner
Project ContractorLabor
SupplierConsultant
escalate an issue in the project to the project manager or any other relevant staff. The same
process will be used in this particular chosen case project as well.
Version Control – Version control refers to the process in which the changes in the
project report document are recorded for future review and reference.
Process to Update the Communications Management Plan – Often in projects, there are
requirements to update the communications management plan due to various changes like
change in personnel, project structure, project requirements and others. In this case, all the
involved personnel in the project should be called for a face to face meeting. In this meeting,
every team member and stakeholder should be acknowledged regarding the changes in the
project and the communications management plan.
Flow Charts for Communications – A flow chart for communication for the selected case
project is shown as follows.

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Communication Constraints and Policies – Communication constraints in a project
mainly occur due to several reasons like language barrier, lack of remote communication device
and others. For this kitchen renovation project, communication constraint may occur due to lack
of direct involvement of the house owner in the project. There might be a case when the house
owner wants the plan in a specific way but is unable to communicate directly with the labors as
they work under the project contractor instead. Again, the project contractor and the supplier
may not always be present at the site of the project and any communication need will be affected.
Roles and Responsibilities – The roles and responsibilities of the stakeholders in the
kitchen renovation project regarding communication management are shown in the following
table.
Stakeholders Role in for Communication
House owner Explain the modifications and renovation
requirements
Project manager Design and work instructions
Labours Report project progress
Suppliers Supply confirmation and billing
Communication Review – The communication will be done by the project manager
(contractor) for this project to ensure the communication standards and guidelines have been
met.
Timelines – The milestone timeline for the project is shown as follows.
WBS Task Name Duration Start Finish