Project Management Report: Authorization, Constraints and Change

This report, prepared for a Diploma of Project Management course, delves into crucial aspects of project management. It begins by examining project authorization, emphasizing its role in controlling project quality and ensuring adherence to pre-agreed parameters. The report then explores the triple constraints of scope, budget, and time, highlighting their significance in successful project design, documentation, and implementation. It details the importance of scope management and how it enables project managers to allocate resources effectively. Finally, the report addresses change management, presenting strategies for adapting to evolving project requirements and maintaining project success. It emphasizes the importance of documentation, communication, and adherence to a well-defined scope management plan, including the use of tools like the WBS and change request forms. The report also highlights the factors that contribute to effective change management, such as timely responses, accurate documentation, and stakeholder engagement. This student assignment is available on Desklib, a platform offering AI-based study tools.

Running head: PROJECT MANAGEMENT
Assessment 1: Project Management
Name of the student:
Name of the University:

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Answer to question 1
Considering the project management prcatices and other operational perspectives it has
been determine that, it is role of the project managers to conduct a range of authorization
activities. In order to control the project quality project authorization is essential. It helps to
make sure that a project is completely planned, defined, understood and also executed
considering all the pre agreed parameters. It controls the overall project expansion and generates
boundaries over all the activities. In other words, the authorization activity is referred to as
formal process which authorizes any particular project or a specific part of the project. It also
gives approval to the project supervisor for further progress or development. Not only final
execution but even before the initiation of any project or particular activity, project authorization
is required.
This process verifies a proposed project for further design, development and
implementation. This process also makes sure that a project is cost effective, feasible and can
also step through the project initiation up to the project planning phase. from the business
perspectives. The range of authorization activities those are essential to be followed by the
project associates before initiating any project are:
 Presentation of a project proposal
 Review of the project proposal
 Final project approval
Each of the above mentioned activities are essential and used throughout the project life
cycle phases to maintain the project scope.

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The project proposal defines the scope of any project that includes project activities and
stages in a sequence as well. The project scope management plan incorporates the mechanism
those are needed to make sure that the nominated project includes each crucial activity and also
confirms that the works will be accomplished within assigned time and budget. The project
proposal holds project scope management statement and requirements, scope definition and work
breakdown Structure (WBS). The scope management plan includes the essential activities those
will be considered and also those activities to be eliminated throughout the project development
life cycle period. Based on the project scope document a large project is segmented into smaller
parts. Presentation of the WBS is the other authorization activity. If the activities are not
presented sequentially then again a project may fail to meet the project objectives, aim and goals
as well. It is roles of the project supervisor and other associates to develop the WBS activities
considering triple constraints in terms of time and budget.
Scope verification is the other activity essential for project accomplishment. The scope
verification is a formalize acceptance for the project deliverables. Based on the verification
resultant scope control activities are conducted. It helps to control the project scope changes.
Though, these processes are interconnected to each other. The scope management plan includes
the names that have authority and responsibility to complete any of a specific activity.
Quality checklist, scope baseline and work performance measurement are the different
project authorization activities must be followed by the project associates to ensure its
authorization. Not only this but also project delegations and project authorities include
consultative expectations, degree of line authority along with the project team, finance
expenditure limitations, required enterprise and procurement delegations. The document needs to

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be prepared considering all the requirements, budget and time line as well. This details are also
required to be authorized before final initiation of the project.
Confirmed delegations as well as authorities in project governance agreements are
presented to the clients as a chronological plan of finance considering all expenses of project
those are already estimated earlier. The project planner should maintain an average which the
clients will be intended to invest in order to prepare the project. Maintaining project affordability
and quality are also essential to avoid issues over budget allocation and overrunning time. The
work sheet needs to be presented to the clients in the form of an authorization certificate. The
document also defines the way through which the entire investment has been structured. The
team associated should be informed regarding the money spent and the budget those have been
controlled. The complete budget and the time that would be required to complete any project is
also informed to the clients to achieve the final approval. The person who is responsible for the
authorization is the clients represented by the company.
Answer to question 2
In order to design, document and implement any project successfully the project
supervisor and the other associate are required to identify the triple project constraints in terms of
scope, budget and time. The constraints and project boundaries are time scope and budget which
are related to defining, documenting and communicating for understanding the project scope.
For avoiding issues of overrunning budget and over allocation of cost, any project should be
completed considering these project limitation or boundaries in terms of time, cost and budget.
If any one of these boundaries is not considered during the implementation of any
project, the project might fail to meet the primary project objectives, goals and aim as well. The

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project document is required to be analyzed, communicated and shared among the team
associates to confirm the project success. The responsibility of the project team associates and
supervisors are to complete the project based on scope statements and budget as well.
Measurable project benefits, outcomes and outputs are needed to be measured based on project
requirements. In order to meet the desired project outcomes it is essential for the project
associates to share the project requirements long with the stakeholders Based on the skills and
knowledge areas of the project, the associates should assign stakeholders to different project
activities. It is responsibility of the project team members to design the scope of the projects
based on clients and stakeholders requirements.
A project management document includes different project related documents in terms of
requirement, stakeholders, scope statement, WBS dictionary, Work breakdown structure, roles
and responsibility, project deliverables, scope control and stakeholders acceptance. Therefore, all
the project team members are required to fulfill their roles and responsibility to achieve the exact
project outcomes within assigned timeline and budget as well. Project supervisors can use
different online available software to create a scope management plan; The project scope
management plan presents various effective tools for the supervisor and other project teams as
well to determined the scope of any project. The measurable project benefits, outcomes and
outputs for any project are as follows:
 The project supervisor should have professional project management practices
and application level knowledge
 The team must be dedicated to their assigned roles and responsibilities
 The project needs to be completed within assigned timeline

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 The project must be completed within the estimated budget
 The project must have an appropriate scope statement that has to be followed
throughout the project development life cycle period.
 The project supervisor and the team members must use open communication
while sharing information with each other
 The supervisor needs to have decision making capabilities
 The supervisor also needs to have proper risk management capabilities to handle
all sorts of difficult situation
 The project supervisor needs to identify the project stakeholders to make sure that
the project has successfully met the project objectives, goals and aims as well.
 Project management plan include scope management plan and many other tools
are also there including test mode, critical path and KPI etc those are applied to
meet the project activities within assigned time and budget
Project scope management is referred to as a set of process that makes sure that project
scope is appropriately defined as well as mapped. The scope management technique successfully
enables the project supervisors and the managers to allocate the proper amount of activities
required to successfully accomplish any project. It has been determined that project scope
management is one of the major focuses for the project developers and for project prcatices. The
project management institute has successfully emphasizes the project scope management and
project activities. The deliverables derived from a project scope management technique includes
project planning, controlling, execution and project closing. Scope statement is a clear
identification of project activities that helps to meet the project objectives.

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Answer to question 3
It has been determined that, though a project scope is documented as well as agreed at the
start up stage but more often it has been identified that the project activities keep on changing
with changing time period. Change management is referred to as a systematic approach that
deals with transformation of organizational goals, objectives and aims as well. With the help of
appropriate change management plan organizations can successfully meet the changing
requirements and demand of the customers. Different strategies are there can be used by the
project supervisors to implement any project successfully. In order to get response from the
changes timely follow up are essential to be taken from the project team associates. However, the
expected changes should be completed followed by accurate process of communication. Based
on changes process of scheduling, documenting and others are also needed to be changed.
Documentation is referred to as a major process that helps to evaluate effects.
An agreed scope management plan includes project requirements, stakeholders, scope
statement, work breakdown structure, WBS dictionary, roles, stakeholder’s responsibilities,
scope control, sponsors acceptance and project deliverables as well. A PMBOK (project
management body of knowledge) includes requirements traceability matrix. It is referred to as a
tracking chart that helps to track the project progress and make sure that whether the project is
running towards the accurate direction or not. The scope document also holds WBS dictionary
and work packages. In order to reduce the work pressure and also the work overload from the
project team associates projects owners implement WBS. In order to manage he project scope
the processes those are essentially needs to be followed by the project associates include the
following:
 Taking expert’s judgments

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 Gathering data from different sources
 Analysis of the gathered information
 Decision making based on the analyzed information
 Data interpretation
 Interpersonal and team skill making and development
 Context diagram and prototype design
 Final requirements documentation
Change management approaches impacts the project scope, time and budget as well. The
role of the project managers is to complete any project within negatively impacting the project
scope, time and budget. The project manager should ensure that none of the project constraints
are being negatively changed or impacted even after implementation of the change management
plan. If any changes are brought to any project then, the manager should make sure that it does
not require any additional cost while getting implemented. In addition to this, the project
manager also ensures that, the quality and time for its implementation are not comprised at all.
Impact of change management, for managing any project is very high. Different reasons
are there to employ effective change management in both large as well as small scale efforts. The
reasons for which mainly change management programs are incorporated in the business
activities are as follows:
 If project requirements are found to be changed
 When project managers fails to implement the project within assigned time and
budget
 An effective change management increases the success of any project

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If any project takes longer time than the primary estimation while implementing then the
overall productivity of that organization can be decline. If the stakeholders fail to keep
themselves engaged to the project activities then again respective change management strategies
become essential to be implement. If unwanted resources are allocated to project activities then it
will cause additional money. In order to eliminate this excessive cost the project leaders and
managers are needed to implement accurate project change management strategies to resolve the
identified risks.
The success and failure of any project is dependent on the designed project scope
document. A better project scope document can improve the quality of a project. The different
issues that a project supervisor may face regarding the scope document include:
Ambiguity: Ambiguity in project scope document can create confusion and unwanted
work load for the project team associates. In order to avoid this risk the project supervisor
requires designing and developing an accurate project scope statement.
Incomplete: An incomplete project scope leads a project to slippage in project schedule
and thus the overall investment or cost might also rise from the primary measurement.
Un-collaboration: A project scope which is not collaborated with the project
requirement can also misinterpreted in design of the project scope statement.
Improvement strategies

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In order to improve a project outcomes the project scope statement or scope
documentation is required to be improved. For future project success the recommendations
related to scope management issues are as follows:
 The project requirements and the demand of the customers are first needed to be
clear to the project team members
 The project team must identify the project objectives, goals before initiating the
project
 The sequence or the steps are also needed to be followed by the project team
members
 Before presentation of the scope statement both internal and external interfaces
are needed to be identified
 The project drivers are to be identified before initiation of the project or before
developing the scope management plan

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