Project Management Report: HCL's Pandemic Centre Project Analysis

This report delves into the core aspects of project management, exploring its characteristics, the reasons behind project failures, and the impact of team dynamics. It outlines the five crucial stages of project management: initiation, planning, execution, monitoring, and closure, highlighting the importance of each stage for successful project completion. The report also identifies the nine knowledge areas essential for effective project management, including integration, scope, time, cost, human resources, communication, risk, and procurement. Furthermore, the report analyzes the role of a project manager, emphasizing leadership, communication, and problem-solving skills. It then presents a case study of HCL's project for a Pandemic Centre, detailing project initiation, planning, execution, monitoring, and closure, including the identification of stakeholders and the creation of a risk register. The report concludes with a summary of key findings and recommendations for successful project management, emphasizing the need for meticulous planning, effective communication, and proactive risk management.

Managing Projects

TABLE OF CONTENTS
INTRODUCTION...........................................................................................................................3
TASK 1............................................................................................................................................3
1. Characteristics of project.........................................................................................................3
1b. Reason behind failures of project..........................................................................................3
2. Five Stages in Project Management........................................................................................4
3. Good and bad team impact on project.....................................................................................4
4. List of Project Management knowledge areas.........................................................................5
5. Attributes of Project manager..................................................................................................5
6. Benefits of network diagram...................................................................................................5
Task 2...............................................................................................................................................6
Project Initiation..........................................................................................................................6
Project Planning...........................................................................................................................7
Project Execution.........................................................................................................................9
Project Performance/Monitoring...............................................................................................10
Project Closure...........................................................................................................................11
Risk Register..................................................................................................................................11
Stake holder Analysis....................................................................................................................12
Conclusion.....................................................................................................................................12
REFERENCES..............................................................................................................................14

INTRODUCTION
Managing project refers to activities that manager has to control, monitor and implement
during the process. HCL is one of rising Information Technology (IT) provider firm in United
Kingdom. Report describes various kinds of project management characteristics and also
explains the reason behind failing of project because of over budget. Impact of team and 9
project management areas discuss in it. Report highlight project management plan for Pandemic
centre by HCL Manager and define the way in which it achieve.
TASK 1
1. Characteristics of project
It can define as the elements which are responsible for success of project and it becomes
necessary for the manager to implement changes according to it so that growth of project remain
rising and firm will be able to achieve higher target on time(Kivilä, Martinsuo and Vuorinen,
2017).
 Purpose of the project must be definable till its completion such as budget, resources
manpower etc. It helps firm in accomplishing project with proper guidelines.
 Project must be unique rather than a routine one for example IT system of firm adopted in
same way but with the help of interior decorators managers can improve styles and create
uniqueness in it.
 It can be define as the process that is use by firm and its management to achieve a goal
that decided before the start. There are various stages of project such as organizing,
resourcing, workforce etc. which a firm follow to gain targeted output.
1b. Reason behind failures of project
There are various reason behind failures of project such as in the initial stage, company
unable to add miscellaneous expenses which increase expenditure leads to over budget. Miss
communication is one of the reasons for it (Bjorvatn and Wald, 2018). For example client in the
beginning explain about its requirement orally while managers missed to note down the point
and did not contact for it and hence when customer requirement changes than company’s profit
decreases. Lack of knowledge for particular project is another reason for example firm has
handle small project but when it gets bigger one than it unable to handle.
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2. Five Stages in Project Management
Every plan has a phases and according to it the work process. Project management is one
of the important part of the firm and manager associated with it has to follow each of the task
carefully and in planned manger. Five stages of project management are discussed below.
Project Initiation
In the beginning of project company emphasizes about the feasibility and business
whether such as the time required for it and amount of money that will spend in it.
Project Planning
It define goals and requirement of project in well defined manner such as scope of it, way
in it, time duration, work flow schedule etc. and hence firm remain focus on achieving target.
Project Execution
In this stage project practically started and all resource, pre plan are executed in it. Tasks
are divided, raw material and tolls are purchased, team divided etc. by manager.
Project Monitoring
In this phase manager and other responsible people control and monitor the activities
associated with it (Papke-Shields and Boyer-Wright, 2017). Tools are also used by the firm to
analyse performance such as Key performance indicator etc.
Project Closure
Last stage can be defined as closing the project such as all work is done associated with it
and resources, tools and teams are reassigned to new plan execution.
Project management in proper manner has multiple benefits such as company will be able
to achieve higher target on time and increase profit share, budget remain under control etc. Most
importantly finished work timely increase customer satisfaction level.
3. Good and bad team impact on project
It becomes important for the manager to select right people for the work which involve in
all activities and support each other. A good team always ready for the assign project work and
give higher contribution of themselves which increase quality, efficiency and productivity. As
the project plan need workers that can use their skills, innovation and creativity to achieve higher
target and it can only be possible by mutual respect and support for work. In bad team
individualism is more focused compare to joint effort and hence each one remain focused on
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their work which become barrier in growth and management of plan. Miscommunication
remains part of the work and hence plan can be deviate from initial structure.
4. List of Project Management knowledge areas.
This knowledge area help individual for planning and understanding the way in which
project can be started or end in the firm. Project management is divided into 9 knowledge areas
namely Integration, Scope, Time, Cost, Human resource, Communication, Risk and
procurement.
Project Cost management can be define as financial system distribution and control. It is one of
the important tasks for project manager for managing budget and if the amount is not properly
planned then the profit of firm will be decreases (Sanchez and Terlizzi, 2017).
Project Communication Management refer to interaction of different stakeholder in project
and it becomes necessary for manager to decrease difference between members and create a
perfect team. It helps in gaining competitive advantage and able to accomplish goals on time.
5. Attributes of Project manager
Managing project and people require variety of skills & quality such as Leadership,
communication, Problem-solving, Team building and Delegation.
Leadership skills of project manager must be effective so that inspire and influence others for
better work. Employees must be given some sort of autonomy by leaders so that their innovation
and creativity can be developed which contribute in increasing quality, efficiency and
productivity of work.
Communication quality of handling project person must be strong because any form confusion
can increase budget and plan become out of handle. Manager must clear the aim and objective to
workforce and communicate in effective way so that they remain focused on targeted goals.
6. Benefits of network diagram
Network diagram has multiple profits such as it helps in estimating time required for the
project, activities can be connected as well as plan, organize and control accordingly describe
how task can be run in the project etc.
Time duration that will be require by the project can be understand from the network diagram
and according to activities are managed. It helps manager in targeting goals timely and hence
able to achieve it with quality.
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Network of different task can understand with the help of it for example budget in connected to
employees and resources which help manager allocation of fund for each of it. It gives a basic
idea the way in which projects run and accomplish.
B
Start: Fri 13-11-20 ID: 2
Fi ni s h: Thu 31-12-20Dur: 7 wks
Res:
C
Sta rt: Fri 01-01-21 ID: 3
Finis h: Thu 11-02-21Dur: 6 wks
Res:
D
Sta rt: Fri 01-01-21 ID: 4
Finis h: Thu 04-03-21Dur: 9 wks
Res:
E
Start: Fri 12-02-21 ID: 5
Fi ni s h: Thu 25-03-21Dur: 6 wks
Res:
F
Start: Fri 05-03-21 ID: 6
Fi ni s h: Thu 29-04-21Dur: 8 wks
Res:
G
Sta rt: Fri 30-04-21 ID: 7
Finis h: Thu 08-07-21Dur: 10 wks
Res:
A
Sta rt: Fri 23-10-20 ID: 1
Finis h: Thu 12-11-20Dur: 3 wks
Res:
2 3
4
5
6
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Task 2
The Pandemic centre need proper infrastructure related to Information technology.
Project Manager has divided cycles in which work will be processed by HCL Company for it.
There are 5 kind of stages that are used by the firm in order to properly structured and execution
of plan namely project initiation, planning, execution, monitoring and closure. Each step describe
associated with knowledge area and help to manage the plan.
Project Initiation
In this stage goals and objective of the firm are defined. Stakeholder identifies such as
investors, partners etc. which can contribute in developing and processing the plan.
Aim:
Company is decided to provide and install best quality IT infrastructure in the pandemic
centre and increase customer satisfaction level.
Objective:
 To complete the project under £1,300,000.00.
 To evaluate plan success within 10 month.
 To complete the project within £1,400,000.00.
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 To attain 95% project success in £1,450,000.00.
 To close the project in 20 months maximum time.
It can help firm in attaining goal on time and company can set different kind of steps in
budget and within time limit
There are various kind of stake holder associated with it such as investor, workforce partners,
clients and each one of them must understand their roles and responsibly (Tereso and et.al., 2019).
Firm will ask for amount that is required for the project such as it required various kind resources and
also people for it.
Project Planning
It can be define as roadmap which manager and others has to follow. It defines various
aspect of the project and help firm in clearing the goals and task are distributed among all the people.
Site
Managing people will go the place and check what all raw materials are required by the
firm and the way in which they can be setup. Manager will contact authorise person of site
understand requirement of it and according to resources, people finance are planned (Martens
and Carvalho, 2017).
Resources
Conference centre require Information technology infrastructure such as TV, CCTV,
Telephone, Computers, laptop etc. and hence all resource will be supplied from company.
Human Resource Department
Workers are trained and specialized for the job by HR team and also needful workers can
be hired which help firm in gaining completing can work timely. Also they will set the salaries
and fix the procedure and duration of work.
Communication
Managers describe the way in which all people contact each other and connect with client
and others. It helps firm to fix the procedure and style of require which remain same throughout
work and hence confusion chances which leads to failure of project can be reduced.
Time Duration
Company has fixed 20 months maximum limit of work and try to complete before the
time by managerial skills. Manager will check project plan in 10 months and hence able to
manage if it is going in wrong direction (Bond-Barnard, Fletcher and Steyn, 2018). All workers
will be given task completion time and within that frame having to accomplish goals and submit
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their work. However, this limit can be increase because of COVID cases in the country so if any
one suffering from the disease then can inform manager and rest at home. Activities should be
schedule with timeline so that each worker understand the time require for each task. Resource
should be given to workers with fix time so that overuse and wastage can be controlled.
Transportation
Manager will decide about which firm will involve in providing transportation facility
and how they will be help organization. A proper plan of route will be setup so that all services
and raw material can be reached in the firm deliver timely and hence able to complete project on
time. Lists of people that are involved in these activities are noted and each one is contacted with
the concern people for example raw material supplier will be in touch with procurement
department, technician will be contact engineer etc. This connection help firm in timely contact
and accomplish work.
Budget:
Company has set budget of £1,500,000.00 maximum and from this budget all
supplier, workers, transportation etc. paid.
Raw Material £60,000.00
Labours £20,000.00
Transportation £5,000.00
Food £15,000.00
Communication £10,000.00
Employees £30,000.00
Miscellaneous £10,000.00
Total £1,500,000.00
Project manager has allocated different kind of fund for various kinds of things. The
highest amount paid to suppliers which give raw material such as all IT related instrument and it
will be install by various engineers and technician with the support of labour (Lee and et.al.,
2018). Company also set a separate amount of money of additional expenses that are not listed in
above statement and hence reduce chances of over budget. Workforce salary also given it which
help firm in time to pay also this fund has additional pounds for incentives, reward and award so
that workers remain motivate at work-station. £10,000.00 is set for various communication
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activities such as meeting, internet bills, and mobile phone bills etc. which help all people
associated with it for contacting each other and workers in proper manner. Food budget also set
so that employees and others in the plan get timely refreshment, lunch, dinner and beverage and
remain generated for work. Transportation of workers and other items also mention in the
financial planning. It was setup to pay all the associate workers in the firm and invest in various
resources that are required at workplace. In the beginning all expenses must be mention in the
financial report so that in future any problem cannot occur and company able to achieve target on
time in allocated fund.
Gantt chart
Project Execution
In this stage planned is executed by the project manager with the help of various people
associated in it.
Develop Team
Project manager with the help of Human resource develop a team and gives training so
that they work in organized and planned way. This further divided into small group such
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electrician, labour, employees etc under different team leader. This help management to contact
or tack details of each task that are accomplish by different workers (Görög, 2016).
Assign resources
Management allocated different resource to require by all team leaders and noted down
that what will be demand in future. List of it are prepared and approved by financial department
which directly involve in it.
Execute Plan
Plan is started by the manager with the help of employees by giving all things that are
required. Team also work in close connection so that any miscommunication chances reduce and
hence all remain focused towards accomplishing goals.
Meetings
Time to time meeting is organized by manager related to plan growth and the way it can
improved. In this opinion of workers and associated people are taken so that plan can be run in
proper manner. Team requirement analysis and according to further decision is taken by the firm.
Tracking System
To observe closely observe all activities tracking system is installed such as
transportation system GPS connection, machine for workers entry and exit, procurement system
so that supplier and manager aware about resource management etc. It help in handling project in
more effective way.
Modify Plan
After evaluation of plan if manager find that there will be changes needed in initial plans
then steps will be taken accordingly. For example if budget of the plan is not in systematic way
then in this face manager change in allocation of it so that planning of project cannot be fail.
Project Performance/Monitoring
In this stage monitoring and controlling of project is done by the manager with the help
of various tools such as using Key performance indicator etc and hence it will be able to properly
manage the project.
Project Objective: In this manager check scheduling of project if it able to meet demand of
stakeholders. It will help manager to check and evaluate where it fails to achieve the target or in
which stage the programs is running smoothly. Success of any project depends on achieving its
objective and in this one manager is focused on completing project within budget and under
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given timelines. Workers can be motivated for it for example: Project handler assures them that
if they able to achieve higher target on time with less budget then all will get incentives for it.
Quality Deliverables: Quality of the project is decided by the firm and according work is
processed so that any standards of services can be delivered and increase customer satisfaction
level. Manager has to check that all installation of information technology processed in proper
manner and raw materials quality analysis so that any future complaint cannot occur in the
process.
Effort and Cost tracking: In this employee’s effort and allocated amount is checked so that
project manager able to understand present requirement and how it can be full fill (Fleming and
Koppelman, 2016). Sometimes worker’s poor performance and wastage of raw material increase
the cost of project and firm will not able to handle it, so it is necessary to check allocation
management cost of analysis workforce performance.
Project performance: It is important for the manager to check project performance. As the tasks
are divided among different team, analysis of different can be easy for the management and any
problem in it can be resolved quickly.
Project Closure
In this stage project is closed and company analysis that cost and employees to managing.
It will help firm in understanding the finance require for handling bid project and the way in
which different workforce is handle.
Complete paper work: In this all documents related to project is done such as invoices, bills
etc. and uploaded on firm site so that in future income tax can be given with the help of it and
firm will remain clear in financial management. It also help in similar project plan cost
estimation and allocation of the fund.
Release Resources and workers: Managers are allocate resource to different project and
workers are move to new site and all things associate and use by employees are checked so that
all tools can be taken out by the firm.
Risk Register
Risk Probability Impact Responsible Response
Vendor stop
providing services
2 High In this
purchasing
expert will be
Alternative
vendor will be
contacted for
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responsible. supplying
resources.
Pandemic(COVID) 4 High Project Manager
will be
responsible as
handling
activities.
All workers test
is conducted and
people who are
well can resume
their work.
Budget failure 2 Medium Management and
financial team
has allocate it so
they are
authority for this
mistake.
Additional
amount can be
taken from firm
or convince
clients for it.
Employees left the
firm
1 low Human resource
management has
to responsibility
of it hence they
are people
associated with
it.
Make contact
with different
workers who
have knowledge
of same work
Stake holder Analysis
Stakeholder
Analysis
Significance
Customers They are people who gave the work and need it on time. They Provide funds
partially or completely for the project. Remain close contact with firm for
analysing project growth and completion.
Owner He is the person who remains in close contact with management and look
into all activities associated with it. If the projects will success then increase
its profit share.
Project manager He is running the project and responsible for all activities and if able to
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achieve target timely then increase his position in the firm.
Labours They get daily wages for the work.
Vendors They provide raw material and in return get amount for it
Employees They are people who work in project and achieve higher target so that they
will get incentives and increment in salary.
Leadership
Project manager remain control and monitor all activities but it also give autonomy to
workers in taking decision. Transformative leadership is used which increase innovation and
creativity of workers. It also increases quality, efficiency and productivity of the work and they
are able to achieve higher target on time (Demirkesen and Ozorhon, 2017).
Conclusion
It can evaluate from the report that project management require high skills and
motivation. There are various skills that require by manager that are running the project such as
leadership skills to influence and motivate works. Report describes various phases of PM namely
initiation, planning, execution, monitor and closure. It describe about the report constructed by
HCL project manager on pandemic centre and the way in which project goes for example
employees performance check using KPI in monitoring and controlling of project.
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REFERENCES
Books and Journals
Bjorvatn, T. and Wald, A., 2018. Project complexity and team-level absorptive capacity as
drivers of project management performance. International Journal of Project
Management.36.(6)p.876-888.
Bond-Barnard, T.J., Fletcher, L. and Steyn, H., 2018. Linking trust and collaboration in project
teams to project management success. International Journal of Managing Projects in
Business.
Demirkesen, S. and Ozorhon, B., 2017. Measuring project management performance: Case of
construction industry. Engineering Management Journal.29.(4).pp.258-277.
Fleming, Q.W. and Koppelman, J.M., 2016, December. Earned value project management.
Project Management Institute.
Görög, M., 2016. A broader approach to organisational project management maturity
assessment. International Journal of Project Management.34.(8).pp.1658-1669.
Kivilä, J., Martinsuo, M. and Vuorinen, L., 2017. Sustainable project management through
project control in infrastructure projects. International Journal of Project
Management56)p.1167-1183.
Lee, C.Y., and et.al., 2018. Critical review of social network analysis applications in complex
project management. Journal of Management in Engineering.34.(2).p.04017061.
Martens, M.L. and Carvalho, M.M., 2017. Key factors of sustainability in project management
context: A survey exploring the project managers' perspective. International Journal of
Project Management.35.(6).pp.1084-1102.
Müller, R., Drouin, N. and Sankaran, S., 2019. Modeling organizational project management.
Project Management Journal.50.(4).pp.499-513.
Papke-Shields, K.E. and Boyer-Wright, K.M., 2017. Strategic planning characteristics applied to
project management. International Journal of Project Management.3.(2).pp.169-179.
Sanchez, O.P. and Terlizzi, M.A., 2017. Cost and time project management success factors for
information systems development projects. International Journal of Project
Management.35.(8).pp.1608-1626.
Tereso, A and et.al., 2019. Project management practices in private organizations. Project
Management Journal.50.(1).pp.6-22.
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