Project Management Report: Housing Complex Refurbishment Project Plan

This report presents a project plan for the refurbishment of a residential housing complex, focusing on key elements of project management. It includes a stakeholder analysis to identify and define the roles of various stakeholders such as building owners, residents, contractors, and municipal corporations. The report develops a stakeholder matrix to determine the interest and prioritization of each stakeholder, along with a support/mitigation strategy. Furthermore, it outlines a project decision-making guide and a stakeholder engagement matrix to assess the stakeholders' involvement in the project. A communication matrix is also created to facilitate effective communication among stakeholders, detailing the mode and timing of information exchange. Finally, a project meeting plan is proposed to ensure regular discussions and address project-related matters. The report concludes by emphasizing the importance of stakeholder management and the successful allocation of duties for achieving project goals.

Running Head: PROJECT MANAGEMENT
Project Management
Name of the Student
Name of the University

1PROJECT MANAGEMENT
Table of Contents
Introduction......................................................................................................................................2
Project Plan......................................................................................................................................2
1. Stakeholder Analysis...............................................................................................................2
2. Project Decision Marking Guide.............................................................................................5
3. Stakeholder Engagement Matrix.............................................................................................6
4. Communication Matrix............................................................................................................7
5. Project Meeting Plan................................................................................................................8
Conclusion.......................................................................................................................................9
Bibliography..................................................................................................................................10

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Introduction
The chosen project is housing complex refurbishment project that will be done to
renovate various walls and interiors in order to make it safe for people to dwell in. The chosen
housing complex contains 3 residential towers (5 storey) and some attached shops on the ground
floor. The buildings are quite old and hence need renovation in the exterior and the interior.
Accordingly, a project has been proposed by the buildings’ owners and the residents who agreed
on recruiting contractors for total refurbishment of the entire building. Accordingly, several
stakeholders will be involved in this project and a suitable project plan needs to be developed.
In this report, a basic project plan has been developed for the house refurbishment project
and accordingly, stakeholder analysis, stakeholder matrix and communication matrix have been
developed.
Project Plan
1. Stakeholder Analysis
Stakeholder analysis is an important aspect of any project that is used to determine
individuals and their roles in course of the project. Moreover, the analysis helps to define the
designations of the stakeholders for the course of the project. A focal and fundamental idea of
project stakeholder management is that the project supervisor should appoint and allocated duties
to the stakeholders so they are able convey their commitments to the project. Another hidden
project stakeholder management issue is that project directors have restricted access to project
resources and hence, it is the duty of the project stakeholders to manage the entire payment and
budget allocation processes.

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Project Stakeholders
Internal External
Affected by Project Process Building Owner
Residents
Shopkeepers of the Rental
Shops in the Building
Contractor
Municipal Corporation
Neighbors
Tax Office
Nearby Clubs
Affected by Project Result Residents
Shopkeepers of the Rental
Shops in the Building
Residents’ Friends and
Families
Clients of the Shops
Stakeholder identification and prioritization matrix gives the advantage of determining
the overall roles to be played by the stakeholders in the course of the project. This matrix uses
the external elements that may or may not affect the project. However, they are extremely
important elements for any stakeholder table as the overall activities by the stakeholders can be
summarized and compiled within a simple document table. This matrix also determines the
overall interest and benefits of the stakeholders in the project.
Stakeholder Identification and Prioritization Matrix
Stakeholder Stakeholder Stakeholder Stakeholder
What is
Important
Owner Residents Contractor Municipal
Corporation

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Power Yes Yes No Yes
Interest No Yes Yes No
Influence Yes Yes Yes No
Impact No Yes Yes No
Urgency No Yes No No
Legitimacy Yes No No Yes
TOTAL Yes – 3, No – 3 Yes – 5, No – 1 Yes – 3, No – 3 Yes – 2, No – 4
Priority Medium High Medium Low
Project Stakeholder Matrix is an advanced stakeholder matrix that is widely used for the
preparation of stakeholder management plan or the entire project plan based on a particular topic.
The stakeholder matrix is mainly used to determine the interests in project by the stakeholders
and possible support strategy that they will need to implement during the course of the project.
Stakeholder management requires that the firm "considers its association with particular
stakeholder bunches as it sets corporate heading and details its techniques". This comprehension
should empower showcasing methodology to address both the destinations of the firm and its
stakeholders and along these lines ought to be more successful. By effectively applying
stakeholder management hypothesis, advertisers will take after a procedure that enables them to
create promoting system that incorporates the worries of all stakeholders by driving the
advertiser to consider who its different stakeholders are and how these stakeholders connect with
the firm.
Project Stakeholder Matrix
Stakeholder Interest in Project Priority Support/Mitigation
Strategy
Building Owner Renovation of Building Key Authorize the Project

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Residents Renovation of Rooms Key Prepare List of Possible
Modifications
Shopkeepers for
Attached Shops
Renovation of Shops Key Prepare List of Possible
Modifications
Contractor Execute Renovation
Process
Key Execute the Project
Municipal Corporation Earn Revenue from
License Grant
Other Grant License in
Exchange of Revenue
Tax Office Earn Taxes from the
Refurbishment
Key Allow Project Against
Sufficient Tax
Residents’ Friends and
Families
Visit Newly Furbished
House
Other Offer Ideas
Customers of Shops Visit Refurbished Shops Other Offer Ideas
2. Project Decision Marking Guide
The following is the project decision marking guide for the project. This decision making
grid helps project managers to determine duties of the project as well as the communication
window in which, the stakeholders will be able to discuss and find solutions regarding
addressing the issues in the project. Moreover, the business in fi
Project Decision Making Guide
Person When
Building Owner When the building is unsuitable for living in
Residents When they need to refurbish their rooms

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Shopkeepers for Attached Shops When they need to refurbish their shops
Contractor Contract signed, project active
Municipal Corporation Project active, Permission request submitted
Tax Office Throughout the project
Residents’ Friends and Families During execution
Customers of Shops During execution
3. Stakeholder Engagement Matrix
This matrix is used analyze the determination level of the stakeholders in managing and
executing the project. From this matrix, it can also be determined whether some stakeholders are
resisting the project execution or not.
Unaware Resistant Neutral Supportive Leading
Building
Owner
C D
Residents C D
Shopkeepers
for Attached
Shops
C D
Contractor C D
Municipal
Corporation
C D
Tax Office C D

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Residents’
Friends and
Families
C D
Customers of
Shops
C D
4. Communication Matrix
The communication matrix is required for all the stakeholders involved in the project..
The matrix is suitable for people with the duties of managing projects and they need to assort all
the stakeholders in one place and allocate them suitable duties related to the project. Moreover,
communication matrix also includes the mode of communication that must be followed by each
and every stakeholders of the project. The mode of communication includes documented reports,
financial reports, verbal and others that can be used for a stakeholder to demand new
modifications or changes in the project.
Stakeholder Learn From Share With Timing Method Owner
Building
Owner
Building
Condition
Details of
Damage /
Condition
When Needed Self Inspection Self
Residents Room
Condition
Detailed
Condition
Weekly Self Inspection Building
Owner
Shopkeepers
for Attached
Shops
Shop
Condition
Detailed
Condition
Weekly Self Inspection Building
Owner
Contractor Requirements Project Daily Daily Meetings Project Team

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Requirements Lead
Municipal
Corporation
License and
Permissions
Revenue Biweekly Financial
Reports
Building
Owner
Tax Office Taxation
Policy
Tax Monthly Financial
Reports
Building
Owner
5. Project Meeting Plan
Project Meeting Plan is used to hold a meeting every week where each and every one of
the stakeholders will join and discuss about various topics regarding the project progress as well
as extra requirements that are required by the project. A brief project meeting plan has been
provided in the following table.
Project Team______________ Date_________ Time___________ Place_____________
Purpose:
Topic Person Time
Review Agenda Residents 5 mins
Summary Contractor 10 mins
Meeting Evaluation Building Owner 5 mins
+ Δ
Refurbishment of the Buildings
Improvement in Exteriors and Interiors
Opportunity for Expansion
Budget Limitation
High Taxation
Lack of Best Contractor