Project Management Report: Roehampton University Refurbishment Project

This project management assignment focuses on the refurbishment of teaching rooms and computer labs in the Queen's Building at Roehampton University. The project includes defining the scope, justifying the project, securing funding, establishing timescales, and defining roles and responsibilities. The assignment covers project initiation, planning, execution, monitoring, and closure phases. It includes a detailed project initiative document, a Gantt chart outlining the project plan, a risk register identifying potential risks, and an analysis of the project sponsor's role and the relevance of PRINCE2. The project aims to provide a better learning environment for students and staff by implementing new hardware, software, and network infrastructure within a defined budget and timeframe, utilizing SAP ERP for effective project management. The assignment also includes stakeholder analysis, highlighting the importance of time, cost, quality, and scope constraints.

Project management

Contents
INTRODUCTION...........................................................................................................................1
TASK 1: Project Initiative Document.............................................................................................2
Defining project and its scope.....................................................................................................2
Justifying the project....................................................................................................................2
Secures funding for the project....................................................................................................2
Timescales...................................................................................................................................3
Roles and responsibilities of project participants........................................................................4
Stakeholder’s analysis.................................................................................................................4
TASK 2: GANTT CHART..............................................................................................................6
Project Plan..................................................................................................................................6
TASK 3: RISK REGISTER.............................................................................................................9
TASK 4: Project Sponsor..............................................................................................................12
a. Importance of quality risk management plans and the potential impact...............................12
b. Analysis and critique of the potential relevance of PRINCE2..............................................14
Conclusion and Recommendation.................................................................................................14
REFERENCES..............................................................................................................................16
APPENDIX 1.................................................................................................................................17
APPENDIX 2...................................................................................................................................1

INTRODUCTION
Main focus of any organisation is to gain profit and in order to achieve higher revenues, it
requires to take up initial for satisfying requirements. When long term decisions are made, then
proper project is developed that consists of steps with the help of which ultimate goals can be
achieved. In order to develop a project, there are certain areas that are required to be covered
(Kerzner and Kerzner, 2017). In this context, it includes time management, risk management,
human resource, availability of finance, etc. Project is considered to be the methodological
approach which enables rules, regulations and form through which set goals can be attained. As
per the case scenario given, project is focused on Business School at Roehamphton University
that is planning to refurbish its teaching rooms and computer labs in Queen’s Building so that
excellent learning environment can be provided to staff and students. In order to complete the
task in an appropriate manner, following are the aim and objectives:
Aim: To refurbish computer labs and teaching rooms at Roehamphton University.
Objectives:
 To design new hardware, software and network infrastructure doe teaching rooms and
computer labs in the Queen’s Building
 To provide teachers and students with comfortable and healthy environment.
 To finish the set project within the determined budget that is $10000.
 To make use of SAP ERP in order to determine the key function of the project.
 To take up appropriate steps to overcome risk in effective manner.
From the above objectives, it can be stated that manager is required to select key workers
who will be involved in the process of development. Workers are the one who need to be skilled
enough so that they contribute effectively towards achievement of desired goal and objectives. In
order to maintain the quality of work, main focus is made on making use of SAP ERP, this is
effective software to be used with the help of which the rate of support the project manager is
high and the areas in the functions that are to be covered and quality can be maintained. When
employees do not have proper understanding of the roles and responsibilities that has to be
played by them, then it cause serious problem to get the project completed. Cost and time is
considered to be one of the main risk that is faced at the initial stage. To achieve the goals, it is
required to have proper analyses made in which proper plan is made so that all the goals that are
to be attained can be achieved. Further, quality of work can be maintained by making sure that
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all activities are completed within speculated time period. Apart from this, the analysis is
possible when time to time monitoring is done. This can be done by measuring the growth and
progress of the project. With the help of monitoring it becomes helpful enough to understand the
requirements and in taking up appropriate steps to attain the goals and objectives that are set.
Further, risk causes serious issue in which the efficiency of employees and achievement of
targets on time fails.
TASK 1: Project Initiative Document
Defining project and its scope
In accordance with the project, main focus is to full refurbishment of its teaching rooms
and computer labs in Queen’s Building. This is being done to ensure that staff and students are
able to get healthy environment and students and teachers are supported with latest technology. It
will also include new hardware, software and network infrastructure. The project will enable to
make sure that appropriate support is provided to teachers and students so that they get benefited
with it and grow in positive direction.
Justifying the project
The project developed can be achieved and this will help to make sure that all type of
support is provided to teachers and students. A new building is being develop in which it will
include teaching room and computer labs with new hardware, software and network
infrastructure. All these can be attained with proper planning and support from key stakeholders.
Secures funding for the project
There are different types of activities included in the project and for each of them, it
consists of certain cost involved. It is required to make sure that within the speculated budget
that is decided, all activities are completed. With this respect, below given are the various
activities with their cost that will be involved:
Particulars Amount (In
GBP)
Purchases for
materials
required in
refurbishment
1500
Obtaining 2500
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licenced software
Database
licensing
200
Equipment cost 2000
Labour cost 1000
Server cost 800
Network cost 2000
Total 10,000
Timescales
Each of the activities that will be included in the project will take certain time period so
that it can be completed. It is important to make sure that appropriate time is set to complete all
the activities so that for each of the tasks, ample of time is attained (Burke, 2013). All the
activities are required to be completed within speculated time period. In condition when any of
them are not completed, then it delay the following operations as well. Below given are activities
with the time that will be taken:
Tasks to be
completed
Time
taken for
each task
Initiation
phase
23 days
Planning
phase
21 days
Execution
phase
28 days
Monitoring
and
controlling
phase
33 days
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Closure
phase
14 days
Total time
taken
119 days
Roles and responsibilities of project participants
There is various type of support that is required in order to make the project completed.
With this respect, it is required to have key staff members who can support to carry out the
project (Wysocki, 2011). Each of the person involved have certain roles that has to be played. In
this context, below given are the key stakeholders involved: Project sponsor: They are the one who make sure that proper support to the project is
provided by setting up finance. When they do not plan properly, then it can cause serious
issues for the project to get completed. Steering committee: Helpful to provide guidance on key decision that can be taken. They
have frequent monitoring over the performance and so that they know the issues that are
faced.
 Resource managers: These peopled who control resources that are required for the
project. There are requirement of resources like materials, employees, finance, etc.
required and this manager is responsible to provide them.
 Executives: They are top management within the firm who execute the project and direct
on developing organisational strategies.
 Project team members: They are the one who execute the project under the guidance of
project manager Project manager: Leader or coordinator of the project. They make sure that all the other
department that work towards success of project are observed and analysed.
Stakeholder’s analysis
This type of analysis is considered as degree of influence that each of the individual
involved in the project has. It is analysed by making use of quadrant matrix which is given
below:
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Figure 1: Stakeholders Matrix
(Source: Stakeholders analysis Matrix, 2017)
In accordance with the above given image and the project that is being carried out, it can
be stated that for the highest level, it includes educational reformers, project manager, principle
and guidelines. All these fall under first quadrant as these people have high influence. Supervisor
and team members fall under second quadrant as they have low level of influence. Further,
college authorities and management team fall under third segment (Walker, 2015). In addition to
this, funding agencies and resource providers are included in fourth segment. \
There are different types of constraints that are included in the project and these are
selected so that all the activities that are to be undertaken can be carried out in effective manner.
For this project, the manager has chosen four constraints which are time, cost, quality and scope.
Generally, it is identified that in a project people are not able to develop scope. When this is done
in effective manner, then it becomes favourable enough to track out the growth that is made in
each stage. Further, there is time taken by each of the activities set to make sure that all the tasks
are completed within speculated time period, then it is important that proper management of time
is done so that set targets can be attained. Further, each of the activities includes cost that is
incurred. When these are not properly managed, then it becomes difficult for the project to cover
them. In addition to this, quality of work should be maintained so that all the stakeholders
involved are able to meet their level of satisfaction. In accordance with appropriate management
of time, this can be done by the manager with the help of prioritizing the work and setting up
deadlines for each of the activities that are required to be completed in fulfilling the project.
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TASK 2: GANTT CHART
Project Plan
Task Name Duration Start Finish Predecessors
Building Management
System 112 days Thu 2/1/18 Fri 7/6/18
Initiation phase 15 days Tue 1/2/18 Mon 1/22/18
Setting the target goals of
BMS implementation 5 days Tue 1/2/18 Mon 1/8/18
Setting stakeholders
expectations 10 days Tue 1/9/18 Mon 1/22/18 3
Proper and adequate
documentations, contracts
and agreements
8 days Tue 1/9/18 Thu 1/18/18 3
Planning phase 21 days Fri 1/19/18 Fri 2/16/18
Setting out operational
plans and policies 6 days Fri 1/19/18 Fri 1/26/18 5
Identifying resource
requirement i.e. human
source, funds and
equipment’s
9 days Mon 1/29/18 Thu 2/8/18 7
Plan for managing risk 6 days Fri 2/9/18 Fri 2/16/18 8
Execution phase 21 days Mon 2/19/18 Mon 3/19/18
Collection of funds 5 days Mon 2/19/18 Fri 2/23/18 9,4
Hiring project team i.e.
technical expert, website
developer and others
4 days Mon 2/26/18 Thu 3/1/18 11
Purchase hardware and
software license and others 12 days Fri 3/2/18 Mon 3/19/18 11,12
Testing system
functioning 5 days Fri 3/2/18 Thu 3/8/18 12
Monitoring and controlling
phase 91 days Tue 1/2/18 Tue 5/8/18
Continue monitoring of
the system functioning and
work execution
33 days Tue 3/20/18 Thu 5/3/18 13
Regular reporting 91 days Fri 3/2/18 Fri 7/6/18 12
Conducting meetings 5 days Fri 3/9/18 Thu 3/15/18 14
Analysing the risks 4 days Fri 5/4/18 Wed 5/9/18 16,14
Examining the progress by
comparing the performance
with the targets
5 days Mon 7/9/18 Fri 7/13/18 17
Altering the plan 8 days Mon 7/9/18 Wed 7/18/18 17,16
Closure phase 1 day Tue 1/2/18 Tue 1/2/18
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Contract closure 1 day Thu 5/10/18 Thu 5/10/18 19
Post-project appraisal and
review 1 day Mon 7/16/18 Mon 7/16/18 20
Submitting the final report
to the project manager 1 day Thu 7/19/18 Thu 7/19/18 21
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There are many activities that are included in the Gantt chart. It is important for the
project manager to make sure that all these are covered in effective manner. With this respect,
there are five milestones that are included, these are initial phase which enables to determine the
requirement for the project that is needed like materials, key workers, etc. Then it comes the
planning phase in which step by steps is process is developed through which the require needs
are satisfied. Next phase is execution phase, in this proper all the plan and strategies that are
developed by the project manager is carried out. Further, it includes monitoring and controlling
phase, as per this milestone the growth and attainment of objectives are determined. Further,
steps are taken so that all the set goals can be attained in effective manner. As per the last stage,
it includes closure in which all the targets attained are focused on and identified whether the set
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objectives are achieved or not. It is important for the project manager to make sure that all these
phases are fulfilled and are followed as per the budget and time set.
TASK 3: RISK REGISTER
When any type of project is carried out and as per the case, the project is to refurbish its
teaching rooms and computer labs in Queen’s Building. There are many activities that are
included and each of these aspects also consists of risks that are required to be determined. Some
of them can be managed but there are few that required to appropriate steps so that rate of risk
can be eliminated. There are two aspects on which risk is measured, these are minor and major
risks. With this respect, below given are the ranking done for each of the risk that can be raised
in the current project are as follows:
Potential risk Likelihoo
d
Impact Mitigation
Lack of change
management
system
2 3 6
Lack of resources 1 1 1
Increase in
interest rates 3 3 9
Disputes with
contractor 4 4 16
Unexpected
structural defects 1 1 1
Scope of project is
ill defined 3 1 3
Resource
performance
issues
3
5 15
Increase in
construction cost 2 2 4
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Increase in
financial cost 5 5 25
Conflicts between
workers 4 4 16
Miscommunicatio
n 2 2 4
Improper planning
of finance 5 5 25
Estimates are
inaccurate 2 3 6
Exchange rate
variability 1 2 2
Lack in
understanding the
roles
2 2 4
Lack of workers
performance 3 3 9
Low quality of
change requests 1 2 2
Stakeholders
turnover 1 1 1
Change
management
overload
3 4 12
Low team
motivation 4 4 16
IMPACT
Neglige
nce
Mino
r
Moder
ate
Significa
nt
Sever
e
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