Report: Project Management for Hotel X Conference Room Refurbishment

This report details a project management plan for Hotel X, a Sydney CBD hotel undertaking a refurbishment project to convert two rooms to meet current technological requirements. The report covers essential elements such as project scope, stakeholder identification, roles and responsibilities, and the development of a project plan, including objectives, deliverables, and marketing strategies. It also highlights the importance of risk management and the use of project management tools like Gantt charts, logic networks, and work breakdown structures. The project's objectives include improving communication and gaining a competitive advantage. The report analyzes stakeholders, categorizing them as primary, secondary, and key stakeholders. Furthermore, the report emphasizes the importance of regular monitoring and evaluation to ensure the project's success. The project aims to improve Hotel X's services and provide a better experience for its stakeholders.

Manage Projects

TABLE OF CONTENTS
INTRODUCTION...........................................................................................................................1
MAIN BODY...................................................................................................................................1
CONCLUSION................................................................................................................................9
REFERENCES..............................................................................................................................10

INTRODUCTION
Every project require a proper management plan which support in ascertain and fulfil
each and every requirement in an adequate manner (Batra and et. al., 2010). Every project
requires an action plan which aid in conducting and organising activities on time. This report is
based on Hotel X which is situated in Sydney CBD area who are going to organise a project
which is based on refurbish and convert two rooms and get them according to current
technological requirement. Thus, for this, management requires a research plan on the basis of
which appropriate decisions will be taken. Risk management plan is an essential thing which has
to be taken in account and on the basis of this, proper strategies have to be carried out. Several
other things are learnt on the basis of templates which are prepared for this project report.
MAIN BODY
Scope of the project
Project scope is an essential part of task planning. It provides a specific list of project
outcomes, features, tasks, deadlines, deliverables etc. Before developing any project activity,
every firm identify its scopes whether it is beneficial for the firm. Its main aim is to pin down a
project's life cycle; it also affects timing schedule and costs of activities which are involved in
project management. It also refers with set of procedures that are helps in ensuring a project's
scope (Bloch, Blumberg and Laartz, 2012). Apart from this, project scope also helps in defining
all project requirements therefore managers can have done it in an effective manner.
It is clear identification of work that needs to complete in very successful and effective
manner. It is the main responsibility of project manager create a time schedule and budget for all
functions which are included in project management. The person sets responsibilities for each
and every person so as to determine how work will be complete. It also encompasses certain
tools and techniques in order to make an effective product. The scope statement also helps
leaders as they can take growth decisions and it also renders certain guidelines and directions for
any circumstances in the process of project scope.
Main objectives of project: -
 The foremost objective of this project is to identify the rooms in which modifications are
required.
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 Managers have to ensure that they have proper machinery and equipments in order to
completion of this project.
 Another objective of the company is to gain high competitive advantages from target
market by providing healthy and safe working environment to all employees.
Project Scope Document
In Scope Out Scope Assumptions Constraints
The project is
developed in order to
get high competitive
and market expansion.
The main role of
project management
plan is to improve
sales and profitability
of the firm in a short
time of span.
I have achieved
customers' interest and
loyalty by providing
them value added and
qualitative products.
The overall plan is
created for providing
something new and
innovative to the
society.
While developing this
plan, I faced many
challenges and issues,
i.e. financial issues,
import export, lack of
raw materials etc.
The project is unique
rather than previous
projects of the
company; it delivers a
luxury experience of
meeting to staff
members.
In this project, I have
been achieved staff
members' interest and
their trust as they can
attain and retain for
long term period in
organisation.
The overall plan
created in order to gain
high competitive
advantage from target
market.
Lack of staff members'
is one the major issues
which was I faced
during this project.
Identification of Stakeholders
Stake holders are the essential part of any company they can affect or to be affected by
the actions of organisations, policies and objectives. Stakeholders management can be describing
as the critical component to the successful delivery and completion of any project, activity or
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programme (Bosch-Rekveldt and et. al., 2011). A stakeholder is an individual, organisation or
group who are responsible for all activities that are held in firm. Stake holders may include
people who are having a strong interest in academic, political reasons, philosophical or their
families, friends and associates are not directly affected by this. Stakeholders can be categorised
among various parts, some are describing as under: Primary stakeholders: These are the people or groups which are directly affected by the
action of firm or any business organisation (Dede, 2010). Stakeholders have positively as
well as negatively impacted on organisational performance through an action of an
institution, agency or firm. In some organisational situations, there are some primary
stakeholders who are impacted on both the side of equation. A regulation which is
beneficial for one group may negatively effect on others. They are very much important
in business and its progress. Secondary stakeholders: These are the stakeholders who are indirectly impacted on
organisational performance. Through the efforts or action of any agency, organisation or
institute may positively as well as negatively impacted on firm’s financial position. They
can be measured as local authority, traditional authorities, NGO and development
projects, research institute, business and suppliers. Key Stakeholders: They are belonging from primary or secondary stakeholders, they are
having a vast impact on organisational performance. In this higher authority of firm are
involved such as director, and CEO are the obvious stakeholders of company. They are
responsible for all activities which are conducted in an organisation for the purpose of
gaining growth and success.
Roles and responsibilities:
Role Name Responsibilities
Project client/ owner They have the responsibility to
keep an eye on whole work
and make available those
things that are required for
completion of project.
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Project sponsor/ project
director/ project board
The people who are investing
amount on any project are
called as sponsor. They are
having the responsibility to
direct all tasks and activities
that are held in project.
Project manager They are having the
responsibility to establish an
effective coordination among
workers so that work can be
done in desired period of time.
Project team members The people who are
contributing their best for
effectively completion of work
are included in project team
members. Their major
responsibility is to make
proper coordination of work
and duties, so that desired
targets can be achieved.
Steering committee/ working
party
The major responsibility of
committee is to make proper
arrangement of funds and
resources in order to
completion of assigned work in
proper manner.
Development of project plan
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A project management plan contains objectives and scope of a project. Basically, it can
be represented from Gantt chart which makes easier the communication process among all
stakeholders (Dicks, 2013). Project Title- The project is implemented to refurbish conference rooms by fulfilling all
technological requirements. Project purpose – The main purpose of this project is to adopt technical qualities in
conference rooms so that all stakeholders who are involved in it, can transact their ideas
and issues with each other. Background and strategic context – An effective and strong strategy is developed so as to
get all desired outcomes from project plan. Time and cost – While regulating a project management plan, managers have to
determine that plan should be created for short term period and it does not affect
economic condition of the firm. Other related projects – Managers have to identify further projects and try to complete
them before their timing schedule. Project objective – The prime goal and objective of this project is to facilitate
communication process over the organisation. So that employees can share their ideas
and problems with their managers. Scope including key deliverables – While developing an adequate project management
plan, project leaders have to determine the scope of project whether it is beneficial for
firm or not. Marketing: Every project require a marketing hence, Hotel X have to start promoting
their new project in market so that customers will going to reach them. Web design: Design a website on which effective promotion campaign for that get done.
This is helpful in performing all things in a proper manner. Information collection: Collect proper information about project so that every person get
aware about that and things get execute in an adequate manner. Audiences: Set target population for which it is created. This enable them in creation of
project according to such target market.
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 Roles and responsibilities: Every person have to aware about roles and responsibilities of
their own which are related with their project. Managers have to take a proper look on
every sort of operation which are related with refurbish of rooms. Identification of stakeholders: Management have to measure all stakeholders which are
related with their project so that they can deliver services according to their nature. Analyse reports on regular basis: Monitor the plan on regular basis so that whole project
get done in an effective manner.
 Evaluation: Identify all factors which are related with project. This is a last step which
have to perform by management team so that in case of deviations they are going to
improve such differences.
Afterwards, managers are required to make a project proposal. For this, they can
communicate the plan within overall organisation. The plan is executed through Gantt chart.
At last, project leader has to identify the progress of project plan (Hermano and et. al., 2013).
Therefore, a firm can achieve its goals and objectives in systematic manner.
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Project management tools
There are so many tools which are used by project manager in order to managing whole
project work in a well-planned manner, some are describes as under: Gantt chart: It is a well-known and most famous project management bar chart which
helps in tracking tasks across the time. This chart is not able to represents the relationship
among various tasks that are involved in whole business project. This can describe as the
most essential project management tool that represents tasks, phases, milestones and
resources that are needed as an important part of business project (Ling and Li, 2012). Logic Network: This helps in describing the sequence of different activities that are
involved in a project over time. It represents those activities which are logically precedes
or follows some other activities or tasks. The project manager use this tool as establish an
effective understanding about dependencies in their projects, work flows and its time
scales. With the help of this tools valuable information can be revealed in appropriate
manner.
 Work breakdown structure (WBS): It can be describing as the hierarchical
decomposition of the components that are required to complete a project (Müller and
Jugdev, 2012). It helps in dividing the whole work into small groups so that work can be
done in most effective manner. It is the basic step for project management planning that
helps in scheduling the project in efficient way, so that result could be achieve in well
planned manner.
Project outcomes and processes
When a project plan is executed, its main goal is enhancing the capabilities as well as
understanding of good practices in specific context. It will contribute in increasing managers'
knowledge and skills as they can learn uses of ICT system. Project management plan also helps
in reducing some major risks and uncertainties which will affect market performance of the
Hotel X. In other words, we can say that project plan is a systematic approach which manipulates
within workplace in order to optimum utilisation of available resources. Project management
plan is also assistive to demonstrate abilities and competencies of staff members as they can
learn something new and innovative. It also represents strong leadership of managing people,
stakeholders as well as project teams. It also forces these people as they can work together for a
particular goal and aim of the firm.
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Development and approval of project budget
Project budget can be defined as detailed estimate of all costs required that are required to
complete project tasks. It is much more than a high level budget. It provides all information to
project sponsor with best estimates of how much total project will cost. It helps in managing
expectations related to project and with the help of this, sponsor can develop cost/ benefit of
project. People who are involved in this project are- project manager, project sponsor and project
team (Narlikar, 2010).
Foe developing a project budget, there are two main approaches: - Top-Down approach- Here, it is decided that how much work will cost and then dividing
the amount between work packages. The decisions here are taken by senior management.
Its advantage is that it focuses on achieving the project within budget allocated
 Bottom-Up approach- Here, total cost of project is estimated by costing low level
packages and rolling up. Here decision is taken by team its advantage is its accuracy and
it is good for team morale.
PROJECT BUDGET
Project Design
Project tasks Labour
Hours
Labour
Costs (€)
Material
Cost
Travel Cost Other cost Total per
task (€)
Develop
functional
specification
s
1 2 20 25 5 53
Develop
new designs
for
restructuring
rooms
1 4 15 10 4 34
Develop
acceptance
Test plan
1 1 5 6 2 15
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Formulation of Risk Management plan
Risk management plan can be defined as a document which is prepared by 0project
manager to foresee risks and its impact on activities. It also defines responses that can be taken to
solve issues. In this a risk strategy is prepared which is executed by project manager in
organisation. The potential strategies that can be chosen by company by preparing plans are: -
 Avoid Risk
 Control Risk
 Accept Risk
 Transfer Risk
Risk Likelihood(h/m/l) Impact(h/m/l) Risk response Responsibility
Risk of poor
quality equipment
Medium High Install other parts
until poor quality
equipment are
redesigned
Contract should be
done with well-
known engineering
company to install
technical documents
Lack of updated
documents
Medium High Use construction
drawing as
temporary
solution until
actual documents
are received
Company should
have a soft copy of
documents which
should be handed
over to project and
management
department.
Untrained staff for
performing
operations
High High Should be given a
short and intense
training to its
employees before
starting project
Some experienced
professionals should
also be included in
project team so that
they can guide staff in
case of emergencies.
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While formulating a risk management plan it is necessary to identify, analyse, evaluate
and treat risks both initially and throughout life of project and estimated cost should also be
included. Before implementing plan, knowledge and understanding about environment in which
plan will be implemented should be known.
Maintaining records of all project documentation with weekly reports and identifying the
resources, quality and budget
Proper records of all the information in an appropriate manner is an important thing for
betterment and effective outcome. Hotel X require a project documentation which includes
various charts, graphs and calendars with detailed description. It enables management to
ascertain all things on time and in an adequate manner as well. On the basis of risk management
template all risk factor gets determine through which objectives get ascertain properly. Research
also require weekly records of progress so that in case of deviations they will get remove and
make the project successful.
Along with this, implement the project properly by monitoring it out so that chances of
difference get decline (Pryke and Smyth, 2012). Various number of resources are required as
well which like cost, budget and risk identification. Along with this proper strategy formulation
is another essential element or factor which support and enable in dealing with many risk factors.
At last, management have to renew their project according to time frame which is essential for
long term context.
Management have to ensure about quality of project as well through which they become
able to ascertain all thing on right time at the right time frame. Budget is another essential fact
which have to take in account so on the basis of that chances of problem get minimise.
Hotel X have to maintain all records properly about their project and determine the risk
factor as well. Along with this, weekly reports have to analyse by managers so that in case if
technological things will not be getting done in right direction, by analysing the budget as well.
Along with this, proper resource has to utilise properly in which cost, time, scope of project are
play an important role.
Project report for 2 weeks:
Item Description Method Timing Monitor Participant
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PAINT Two rooms
paintings and
denting.
Sprays, rollers 4 Managers of
project team
Supervisors
FURNITURE Tables, Chairs
for seminars,
conferences.
Moving chairs
with tables
4 Managers of
project team
Supervisors
LIGHTS Decorative
lights with
proper fixation
.
Designing
lights
3 Managers of
project team
Supervisors
INTERIOR Adequate
design with
proper interior
segments.
Proper designs
with attractive
amenities.
3 Managers of
project team
Supervisors
Risk management on the basis of identification
One of a major risk is using bad quality equipment and lack of updated documents. Thus,
management have to identify these risk factors and correct them according to time frame (Wang,
Liu and Wu, 2010). Hence, management have to install adequate parts in machinery which they
are using so that they can produce high quality products with adequate outcome as well. Along
with this, by weekly monitoring management become able to update their documents on time. It
works as an essential and important fact or a thing to manage everything in a proper manner.
CONCLUSION
It gets concludes from the report that management have to prepare an appropriate plan
through which better and effective outcome can be gain. Management have to analyse their
reports properly on weekly basis so that all things get done in a stated manner. Along with this,
by identification of risk factor enable and provide suggestion in doing every project related task
properly. On the basis of various templates proper things get identify properly so that they will
support in long term context.
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