Detailed Project Plan: Insurance Company Branch Merger - Winter 2019

This report presents a detailed project plan for merging two insurance company branches, one in Abu Dhabi and one in Al Ain, into a new facility in Al Ain. The plan encompasses various aspects of project management, including scope management with a work breakdown structure and RACI matrix, schedule management with optimistic, likely, and pessimistic time estimates, cost and budget management, quality management, human resource management, communications management, risk management, procurement management, and compliance considerations. The project aims to relocate and consolidate the two business units while minimizing downtime and disruption. Key elements include shutting down the existing offices, setting up the new office, and integrating the teams, with a focus on stakeholder management and sustainable project development. The report also incorporates insights from relevant literature to ensure a comprehensive and effective project execution strategy.

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

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Executive Summary
The project is based on the merger of two offices of an insurance company. The company has
two existing offices in Al Ain and Abu Dhabi and the two offices will be merged into a new
office in Al Ain. Based on the requirements of the project, a project plan has been developed in
this report that includes detailed schedule plan, budget plan, human resource management plan,
communication plan, risk management plan, quality management plan and others. The schedule
and budget includes optimistic and likely timelines as well as crashed budget that can be
applicable for the project.

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Table of Contents
1. Introduction..................................................................................................................................3
1.1 Purpose of the Report............................................................................................................3
1.2 Foreseeable Accomplishments..............................................................................................3
1.3 Plan of the Report..................................................................................................................3
2. Literature Review........................................................................................................................5
2.1 Main Issue..............................................................................................................................5
2.2 Techniques Used....................................................................................................................6
2.3 Contributions.........................................................................................................................6
3. Project Plan..................................................................................................................................7
3.1 Scope Management................................................................................................................7
3.1.1 Work Breakdown Structure............................................................................................7
3.1.2 Deployment Plan............................................................................................................9
3.1.3 Control Management....................................................................................................10
3.2 Schedule / Time Management.............................................................................................11
3.2.1 Project Schedule...........................................................................................................11
3.3 Cost / Budget Management.................................................................................................15
3.4 Quality Management...........................................................................................................17
3.5 Human Resource Management............................................................................................19
3.6 Communications Management............................................................................................19
3.7 Risk Management................................................................................................................20
3.8 Procurement Management...................................................................................................21
3.9 Compliance Related to Planning.........................................................................................21
3.10 Auditing Process................................................................................................................22
4. Conclusion.................................................................................................................................22
References......................................................................................................................................23

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1. Introduction
1.1 Purpose of the Report
The purpose of this report is to develop a detailed project plan for an insurance company
operating in United Arab Emirates. Currently, the company has two separate branches in Abu
Dhabi and Al Ain but as per the plan of the company, a new office will be opened in Al Ain and
the two offices of Al Ain and Abu Dhabi will be merged together (Kerzner & Kerzner, 2017).
Accordingly, this report has been prepared to develop an appropriate project plan for
successfully completing the movement to the new office building and complete the merger of the
branches for the insurance company.
1.2 Foreseeable Accomplishments
The foreseeable accomplishments expected from the project are listed as follows.
 Clearing and shutting down of the two old offices in Abu Dhabi and Al Ain
 Preparation of the new office in the chosen building
 Completing relocation to the new office building
 Completing merger of the two branches with integration of working teams and
management teams from the two branches
1.3 Plan of the Report
This report includes the following components of project management in each of which,
detailed explanation will be provided regarding the project.

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Scope Management – This section of the report will include detailed scope of the project
that will define the boundaries within which the project should exist. The scope will also define
the objectives and goals of the project that has to be met at the end of the project.
Schedule Management – This section includes a detailed timeline that will be followed
throughout the course of the project. The timeline includes the work packages, dependencies and
their durations along with optimistic, pessimistic and likely duration for each work package.
Budget Management – The budget management section explores the detailed estimation
for the budget that will be required for executing the project. The budget will take into
consideration optimistic and pessimistic schedules for determining the final estimated value.
Quality Management – This section of the report discusses quality management aspect of
the project i.e. the quality standards and requirements needed to meet the goals of the project.
Human Resource Management –This section deals with the specification of human
resources that will be required for the project along with their specific roles and responsibilities
in the project.
Communications Management – This section specifies the communication requirements
that must be followed and fulfilled by each of the stakeholders associated with the project.
Risk Management – This section includes detailed analysis regarding the possible risks
that might occur during the course of the project. In addition, the risks are graded considering
their chances of occurrence and degree of impact on the project and accordingly, suitable
mitigation plans have been suggested.

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Procurement Management – This section explains the procurement requirements for the
project along with suitable management plan for controlling the procurement as per the
requirements of the project.
Compliance Related to Planning – The final section of the project explains compliance
requirements for the project i.e. how various aspects of the project need to comply with the
requirements and standards of the project.
2. Literature Review
Chosen Journals:
Sánchez, M. A. (2015). Integrating sustainability issues into project management. Journal of
Cleaner Production, 96, 319-330.
Silvius, A. J., & Schipper, R. P. (2014). Sustainability in project management: A literature
review and impact analysis. Social Business, 4(1), 63-96.
Martens, M. L., & 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), 1084-1102.
2.1 Main Issue
One of the main issues identified from the project is stakeholder management for
sustainable development of the project. Based on the requirements of the project, any
stakeholders can be assigned but sustainability of the project is not ensured. It is important to
ensure the stakeholder roles and responsibilities are well defined and the stakeholders are able to
fulfill their duties as specified.

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Another issue identified is the development of a project schedule that will make the
project sustainable. Any schedule developed is not suitable for a project anyway as the schedule
has to be specific and should allow sufficient time for a work package to complete.
Sustainability of a project is also affected by wrong budget estimation that lead to major
errors in the project plan.
2.2 Techniques Used
Following the recommendation of Sánchez (2015), a balanced scorecard has been used
for developing suitable stakeholder management plan. As per the author, a balanced scorecard
can be effectively used to develop a suitable stakeholder management strategy that is completely
aligned with the operational requirements of the organization. Unlike a simple stakeholder
management plan, a balance scorecard defines key performance indicators, appropriate targets
and projects.
Silvius and Schipper (2014) recommended the use of project management software and
the development of a project work breakdown structure in order to develop a suitable schedule
that will consider all elements of the project before calculating an appropriate project duration.
Martens and Carvalho (2017) recommended the use of bottom up cost estimation
technique for determining the budget of a project to the best of accuracy.
2.3 Contributions
During the development of the balanced scorecard as recommended by the author, all the
team members have equally contributed to ensure the results obtained are in line with the results
published by the author of the journal article. For schedule and budget estimation, appropriate
project management software has been used with the assistance of all the team members.

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3. Project Plan
3.1 Scope Management
3.1.1 Work Breakdown Structure
The scope of the project involves the following items.
 Closing of existing Al Ain office
 Closing of existing Abu Dhabi office
 Purchase of new office building in Al Ain
 Installation of system, equipments and utilities in the new building
 Initiation of services in the new building
Based on the defined project scope, the initial work breakdown structure that has been
developed for the project is shown in the following table.
WBS Task Name Duration
0
Merge Two Branches of Al Ain Insurance
Company
TBE
1 Close AD Branch TBE
1.1 Announcement TBE
1.2 Transfer Unit by Unit TBE
1.2.1 System TBE
1.2.2 Furniture TBE

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1.2.3 Staff TBE
1.2.4 Stop Rent Contract and Utilities TBE
1.2.5 Close the Branch TBE
2 Close Al Ain Branch TBE
2.1 Announcement TBE
2.2 Transfer Unit by Unit TBE
2.2.1 System TBE
2.2.2 Furniture TBE
2.2.3 Staff TBE
2.2.4 Stop Rent Contract and Utilities TBE
2.2.5 Close the Branch TBE
3 Open the New Merged Branch TBE
3.1 Rent New Building TBE
3.2 Rent Compound for Staffs TBE
3.3 Open the System TBE

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3.4 Start Working Unit by Unit TBE
3.5 Full Working in All Units TBE
Accordingly, the diagram for the work breakdown structure has been developed as
follows.
Figure 1: Initial Work Breakdown Structure for the Project
(Source: Created by Author)
3.1.2 Deployment Plan
The project will be deployed in a specific order such that there is no overlapping of tasks
and the stakeholders do not have work overtime to complete the project within time. Before
opening operations in the new Al Ain office, the existing offices of Abu Dhabi and Al Ain will
have to be shut down first. At the same time, the new office of Al Ain will be set up along with
installation of systems, furniture, working cabins and others. After both the existing offices are
shut down, the employees will move to the new office and initiate operations accordingly.

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3.1.3 Control Management
The project will be controlled by three main team members – Latifa, Noura and Hedaya.
Based on their roles and duties for controlling the project, a detailed RACI matrix has been
developed as follows.
Stakeholders 
Activities 
Latifa Noura Hedaya
Merge Two Branches
of Al Ain Insurance
Company
Close AD Branch
Announcement I I I
Transfer Unit by
Unit
System R I I
Furniture R I I
Staff R I I
Stop Rent Contract
and Utilities
R I I
Close the Branch R I I
Close Al Ain Branch
Announcement I I I
Transfer Unit by
Unit
System I R I
Furniture I R I
Staff I R I
Stop Rent Contract I R I

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and Utilities
Close the Branch I R I
Open the New
Merged Branch
Rent New Building A A R
Rent Compound for
Staffs
A A R
Open the System A A R
Start Working Unit
by Unit
C C C
Full Working in All
Units
I I I
3.2 Schedule / Time Management
3.2.1 Project Schedule
Based on the initial estimation of work breakdown structure of the project, the project
schedule has been developed in more detail shown as follows.
Task Name Duration Start Finish Predecessors
Merge Two Branches of Al
Ain Insurance Company
90 days Tue 1/22/19 Sun 4/21/19
Merge two branches 90 days Tue 1/22/19 Sun 4/21/19
Open new branch 55 days Tue 1/22/19 Sun 3/17/19