Project Management Report: Sraymax Renovation Project at LSST

This project management report examines the renovation project undertaken by Sraymax – London Builder Ltd. for the London School of Science and Technology (LSST), transforming an industrial complex into college buildings. The report details the project's six-month plan, including a budget of £1,500,000 and a six-year maintenance agreement. It outlines the project management cycle, encompassing initiation, planning, execution, monitoring & controlling, and closing phases, with the aid of Gantt charts. The report provides a breakdown of roles and responsibilities within the project team, resource allocation, project scheduling, cost estimation, communication, and risk management strategies. Furthermore, it analyzes project viability using NPV calculations, emphasizing the principles behind project management systems, including resource management, commitment, and success principles. Finally, the report discusses project change control procedures and methods for measuring project performance to ensure successful completion and evaluation of the project.

Project Management
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Table of Contents
Introduction:....................................................................................................................................2
Task 1:.............................................................................................................................................2
1.1 Describing the project management cycle plan for constructing the building......................2
1.2 Appraising the viability of projects, developing success/failure criteria...............................3
1.3 Explaining the principles behind project management system and procedures with
resources required for initiated project........................................................................................4
1.4 Explain the key elements in involved in terminating projects and conducting post project
appraisal.......................................................................................................................................5
Task 2:.............................................................................................................................................6
2.1 Identifying the most appropriate organisational structure, roles and responsibilities of
participants within the project.....................................................................................................6
2.2 Control and co-ordinate a project..........................................................................................8
2.3 Assess project leadership requirements and qualities..........................................................10
2.4 Plan and specify human resources and requirements for a project......................................11
Task 3:...........................................................................................................................................11
3.1 Preparing project plan and establish the project organisation.............................................11
3.2 Apply project scheduling, estimating and cost control techniques......................................13
3.3 Analysis of the methods used to measure project performance..........................................13
3.4 Explain project change control procedures to evaluate the completed project....................16
References......................................................................................................................................18
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Introduction:
The study has been based on Sraymax – London Builder Ltd. initiated project as they have
signed a new business venture with London School of Science and Technology in order to
renovate the industrial complex into college buildings. In this approach the project manager have
planned a six months refurbished plan and estimated a total cost of £1,500,000 for the initiated
contract with maintenance duration time for 6 years. The project consist of management cycle
plan so that all task could be completed within estimated period of time. The roles and
responsibilities of each individual within the project team with proper allocation of resources
have been presented. Project scheduling, cost estimation plan, communication plan and risk
management approach have also been discussed and evaluated by the project manager with the
aid of appropriate scheduling tools. The change control procedure in order to complete the
project processes have been presented so that project performance can be easily determined.
Task 1:
1.1 Describing the project management cycle plan for constructing the building
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Figure 1: Gantt chart
(Source: Created by Author)
The project management cycle such as Initiation, planning, execution, monitoring & controlling
and closing of the project has been determined with the aid of Gantt chart. Thus, for constructing
the building project, the manager of Sraymax must able to analyse the strategic planning that is
associated with the desired result(Kerzner, 2017).At first the project manager will make overall
plan of the project to measure cost and time of the same. Then the project manager will establish
business case of the project to ensure that the projected outcomes are aligned with the client’s
goal. In the next phase of project cycle the project manager will define all the project scope and
milestones to ensure successful completion of the project. To execute this plan project team will
complete all the project tasks within the projected time and with the expected quality. Success of
a project also depends on monitoring and controlling of the same, so that team leaders of the
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project will measure performance of their team members to monitor all the tasks, and will
provide good working environment and training to control their activities (Nicholas & Steyn,
2017). This process takes four weeks. At last in the closure step, the success of the project is
being analysed and monitored by the manager so that clients demand can easily be met.
Following is the list of the activities those will be carried out for the successful delivery of the
project within the phases stated above:
WBS Task Name Duration Start Finish
1
Syrmaks Project for
Renovating of Industrial
building to college architect
112 days Wed 18-07-18 Thu 20-12-18
1.1 Initiation of Project 41 days Wed 18-07-18 Wed 12-09-18
1.1.1 Project Description 7 days Wed 18-07-18 Thu 26-07-18
1.1.2 Project Benefit 14 days Fri 27-07-18 Wed 15-08-18
1.1.3 Goals of the project 10 days Thu 16-08-18 Wed 29-08-18
1.1.4 Project Vision and aim 10 days Thu 30-08-18 Wed 12-09-18
1.1.5 Analysis of the Project
Requirements 7 days Thu 16-08-18 Fri 24-08-18
1.2 Planning 28 days Mon 27-08-18 Wed 03-10-18
1.2.1 Proper project Planning 14 days Mon 27-08-18 Thu 13-09-18
1.2.2 Preparation of risk register 14 days Fri 14-09-18 Wed 03-10-18
1.2.3 Analysis of the risk
mitigation 14 days Fri 14-09-18 Wed 03-10-18
1.3 Execution 21 days Thu 04-10-18 Thu 01-11-18
1.3.1 Resource Plan 7 days Thu 04-10-18 Fri 12-10-18
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1.3.2 Communication plan 7 days Mon 15-10-18 Tue 23-10-18
1.3.3 Time Plan 14 days Mon 15-10-18 Thu 01-11-18
1.4 Monitoring and controlling 21 days Fri 02-11-18 Fri 30-11-18
1.4.1 Recruitment Plan 7 days Fri 02-11-18 Mon 12-11-18
1.4.2 Training Process 7 days Tue 13-11-18 Wed 21-11-18
1.4.3 Testing the machines and
Project Processes 14 days Tue 13-11-18 Fri 30-11-18
1.5 Closing 14 days Mon 03-12-18 Thu 20-12-18
1.5.1 Analyzing the success of
implemented project 14 days Mon 03-12-18 Thu 20-12-18
1.5.2 Determine any issue or
mistake 7 days Mon 03-12-18 Tue 11-12-18
Project Management Cycle
Initiating
Initiation will begin with Sraymax meeting with LSST organisers to talk about the project and if
it is doable. Negotiation will take place with the basic terms of the contract such as costs and
timeframe. After the terms have been achieved, Sraymax will form a project team to carry out
the work. The project will be initiated considering the estimation of the feasibility of the project
that whether the proposed project will be capable of eliminating the existing problems and
leading the project towards the success. The first milestone will be the approval of the draft
prepared considering the goals, objectives, visions, and benefits related to the project.
Planning
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Careful planning will commence, meeting the aims of the project, and the development of the
mission statement will pursue. Teams will be formed with delegated duties. This will include the
estimation of the budget and schedule planned for the delivery of the project as mentioned in the
above list of activities. The most emphasizing sector in this phase will be the risks and mitigation
of the risks through deploying proper and effective risk mitigation strategies. The impact of the
risks will be minimized to the extent level in manner to assure that the output and production of
the project will be not altered.
Execution
Sraymax will design the project of the college; testing and building of the college will take place.
This process will involve complex team activities. The involvement of the users and clients will
take place as and when deemed necessary according to the progress of the project. This phase
will assure that every stakeholder effectively communicate with each other and progress of the
project can be recorded and amendments can be made for motivating the project towards
success. Other than this, resource management will be emphasizing on the effectively and
efficiently implementation of the resources within every activity.
Controlling and monitoring
Project rollout will take place where Sraymax will expand their business after implementation.
Live testing, feedback and changes to the project will take place. Measuring the project is
important. The managers of Sraymax will measure project performance and progression. This
will be attained through key performance indicators where the managers can determine if the
project is on track. Maintenance for the LSST is five years, and this will be drawn up, and the
closing phase will commence. This will emphasize on assuring that the project is moving
towards the expected objectives and goals and proper measures will be taken such as training and
education program for assuring that the resources being utilized is capable of delivering the
necessary objectives and goals of the project.
Closing
At this stage the project is completed. Contractors hired will be terminated and valuable team
members will be thanked for their hard work. The managers of Sraymax will evaluate what went
well in the project of LSST and the failures they had to endure, as this is a learning process for
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future projects. The project lifecycle also includes the closure phase emphasizing on releasing
the human resources and materials from agreements and assuring the documentation of proper
closure. The document prepared after the accomplishment of the project will assure that the
learning and knowledge gathered can be utilized by other manager in manner to proceed with the
project constraints and predicting the consequences of the actions taken for the delivery of the
project.
The project may still have some work still pending. The managers will create a punch-list of
things that did not go as planned and complete them; also, a final project budget and report will
be drawn up. Finally, all project documentation and materials will be taken away from the
project site and stored away in Sraymax.
1.2 Appraising the viability of projects, developing success/failure criteria
Year Cash flow
1 500
2 400
3 450
4 550
5 400
Discount Rate 5%
NPV £1,993.63
The NPV value is £1,993.63,and the project initiated cost is £1,500,000, so in this context, the
NPV value is positive and less than project cost which determines that the project is successful.
Thus, the appraised visibility objectives of the project arebeing determined by the stakeholders
and how the project manager relate the benefits of organisational goals. For the success of the
project, user involvement and executive management support involvement is essential to the
success of the project. On the other hand the project manager will focus on financial sources to
maintain this cost of the project. Decrease of discount rate also can be a cause of project failure.
Thus, if there is no proper planning, then there is a chance of project failure so the manager must
maintain an appropriate cash flow so that all clients requirement can be fulfilledpositively. By
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determining the NPV positive value, it can be evaluated that Sraymax initiated project for
renovating London School of Science and Technology buildings is successful.
1.3 Explaining the principles behind project management system and procedures with
resources required for initiated project
Resource management is defined as the approach which is essential for managing the project in
an effective manner. Resource allocation ensures that all deliverables are met within the
stipulated periodto maintain the quality of the Sraymax project.
Types of resource that can be used for the construction of buildings are:
 A human resource such as labour, staffs etc.
 Raw materials such as cement, stones, sand dust, concrete etc.
 Technical equipment’s
 Proper Budget plan
 Project plan
The procedure and principles adopted for an effective project management is dependent on the
Board of Directors and employees of Sraymax – London Builder Ltd. which is being presented
below:
The commitment principle: To accomplish the task there should be a proper understanding and
commitment between project team and stakeholders so that all requirements could be fulfilled
within desired period of time without any delay.
The success principles: The success principles of Sraymax project for innovating the classroom
facilities of London School of Science and Technology building is dependent on the quality
attribute of desired result(Tao, et al., 2014). In this approach the project manager must be able to
meet all the clients’ requirement of making highly equipped classrooms, art library and faculty
offices within stipulated budget of project.
The process principle: This process defines the roles and responsibilities of the employees or
staffs within Sraymax project. It also provides specific designation and powers to the member
within the project according to their desired skills and experience in project management sector.
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The Unity of Command principle: The significant advantage of this principle is that it allows
the project team members to create an effective communication channel with the stakeholders to
avoid any confusion or miscommunication. It also ensuresthat project necessity such as raw
materials, skilled staffs and provided training can easily be estimated.
Sl. No Human Resources Cost / hr ($)
1 Project manager 50
2 Business Analyst 45
3 Market Analyst 40
4 Facility Manager 40
5 Staffs 25
6 HR Manager 30
7 Resource Manager 30
8 Contractors 20
9 Head of the project 0
Materials
Sl no. Material Cost / hr ($)
1 Civil engineering tools 5
2 Interior designing materials 9
3 Transporting 7
4 Miscellaneous objects 5
The estimated budget, returns, and NPV values have been stated in the above report as per the
rate mentioned in the above table.
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1.4 Explain the key elements in involved in terminating projects and conducting post-
project appraisal
A project needs to follow project closer procedure to complete it successfully. The project
manager of this project will develop closing procedure according to consent of the client. At first
they will close the contract and verify all the project scopes to gain formal acceptance from all
the key stakeholders. The next element of project closer is proper documentation of the project
after that they will conduct phase-end review. To go through the process of post-project appraisal
the manager will submit the final report about overall performance of project members. In order
to make proper appraisal according to performance the project manager also will test and verify
the final product against estimated project deliverables. Project closer checklist also one of the
important element of this process.
Checklist for Sraymax project closure:
Attributes Completed or
fulfilled
Yes No
Project objectives fulfilled 
Cost input design process Completed 
Renovation of building Completed 
Enhancing class facilities Completed 
Colouring the walls fulfilled 
Maintained the quality of raw materials for
construction
Completed 
Resource about the project is informed to the
associated people after project closure
fulfilled 
Risk management approach for enhancing safety
of staffs
Completed 
Stakeholders analysis who are involved with
Sraymax project
fulfilled 
Documentation related to project management
successful implementation
Completed 
The roles and responsibilities of project manager fulfilled 
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is deployed after project closure
Clients requirement are fulfilled within planned
budget
fulfilled 
Task 2:
2.1 Identifying the most appropriate organisational structure, roles and responsibilities of
participants within the project
Organisational structure plays a vital role in developing and systematically monitoring all the
task. There are different organisation structure that could be adopted by the project management
to accomplish the task within deadline period by controlling all the project attribute in an
effective manner(Teller & Gemünden, 2014).The organisational structure is matrix based
structure, programmatic based structure, hierarchical based structure, project-based structure etc.
Thus, the most appropriate organisational structure that can be followed by Sraymax – London
Builder Ltd. is a hierarchical business structure in which the flow of information is done from
top to down management. The responsibilities and roles of the team members within the project
is defined by the Board of directors or senior manager as they have the authority to command all
the subordinated in a structured manner. Under the selected organisational structure the
responsibilities and roles of individuals can be classified by the below given structure:
Figure 2: Organisational structure
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