Project Management: Business School Refurbishment Project Analysis

This project management assignment focuses on the refurbishment of teaching rooms and a computing lab within Queen's Building at Roehampton University's Business School. The assignment encompasses several key areas, including the development of a Project Initiation Document (PID) which outlines budgetary information, timescales, major staff roles, and a stakeholder analysis. A risk register is created to identify and assess potential risks, categorized by likelihood and impact. A Gantt chart is included to visualize the project timeline and task dependencies. The project also emphasizes the importance of a project sponsor and the significance of quality risk management plans, along with an examination of the potential significance of PRINCE2 methodology. The project aims to create a comfortable and healthy learning environment, design a technologically advanced lab, and manage the project within a budget of $10,000. The analysis covers various aspects, from initial planning to the execution, monitoring, and closure phases, including resource allocation, risk mitigation, and stakeholder management. The assignment highlights the importance of effective project management techniques and the need for proactive risk management to ensure successful project outcomes.

Project Management

TABLE OF CONTENTS
INTRODUCTION...........................................................................................................................1
TASK 1: PROJECT INITIATION DOCUMENT (PID)................................................................2
Budgetary information............................................................................................................2
Timescales..............................................................................................................................2
Major staff..............................................................................................................................2
Analysis of Stakeholders........................................................................................................3
TASK 2: RISK REGISTER.............................................................................................................4
TASK 3: GANTT CHART..............................................................................................................6
TASK 4: PROJECT SPONSOR......................................................................................................9
1. Importance and potential impact of quality risk management plans..................................9
b. Examination and investigate of the potential significance of PRINCE2.........................11
RECOMMENDATIONS AND CONCLUSION..........................................................................12
REFERENCES..............................................................................................................................13

INTRODUCTION
Business environment includes many types of changes which need to be adapted or accepted by
the organisation in order to offer and gain effective outcomes. The project which are developed
needs to be supported by a skilled project manager. There are various factors which are needed
to be considered such as human resource management, cost and time management, risk analysis,
etc. Project management can be referred as an analytical approach which assists in forming
regulations, principles and rules in order to accomplish project and achieve the best results. The
present report is in context to Business School at Roehampton University which is planning a
full refurbishment in the teaching rooms and computing lab within Queen's building. This
assignment will identify and analyse the risk involved in project plan. Furthermore, it will cover
various activities of the project plan along with time estimation to complete it. The aim and
objectives for completing project effectively are mentioned as below -
Aim –To refurbish the computer lab and teaching rooms for Queens' Building
Objectives:
 To develop a comfortable and healthy learning environment for students as well as
teachers
 To design and develop a building that be utilised as technological lab by faculty
 To determine the various functions such as power consumption, energy management, etc.
 To accomplish the project with estimated budget of $10000.
It is essential for the project manager to develop and set up an appropriate plan
considering each and every aspect of the project related to refurbishment. The employees are
also essential components which can support in the activities related to the refurbishment, it can
help in conducting the project activities. to be planned according to requirement of the project
and the most important thing to consider while planning or performing activities is the budget.
Budget plays a vital role in every project plan and so, it is significant for project manager to
make a budget for the project so that risk of loss related to money or investment can be
minimised. The individuals involved in a particular project require certain skills and knowledge
in order to perform their tasks in an effective manner. It is important to provide beneficial
trainings to the employees and other people involved in the project plan.
1

TASK 1: PROJECT INITIATION DOCUMENT (PID)
A Project Initiation Document (PID) is known as one of the most essential elements of
project management which develops the foundation of an organisation project. It is an important
reference point during the whole project for client and t team. The main purpose of the Project
Initiation Document is to record and capture relevant information required to effectively plan and
define the project.
Budgetary information
Every project needs a set of activities which are properly designed and developed in order
to achieve the main objective.
Timescales
There are different kinds of exercises or undertakings that are to be resolved with the goal
that means by steps consummation of task are conceivable. With this regard, following are the
aggregate days that will be taken and the exercises that should be centered on with their days:
Assignments to
be finished
Time taken for
each assignment
Start stage 23 days
Planning stage 21 days
Execution phase 28 days
Observing and
controlling stage
33 days
Closure phase 14 days
Total time
taken
119 days
Major staff
Every one of the exercises must be finished when there is bolster from the side of key
individuals required keeping in mind the end goal to lead the activity in powerful way. At this
point when the parts or acrticvities that must be played by them isn't powerful, at that point it can
2

cause major issue of the Project (Boud and et.al, 2014). Following are the key partners with their
duties engaged with the project:
 Asset administrators: These individuals control assets that are required for the task
 Project colleagues: They are the person who execute the task under the direction of
Project director
 Officials: They are top management inside the firm who execute the Project and direct on
creating authoritative techniques
 Directing board of trustees: Helpful to give direction on key choice that can be taken.
 Project sponsor: These are the task agent
 Project manager or director: Leader or facilitator of the project, he is responsible for
the overall management of the project (JOSEPH and et.al, 2018).
Analysis of Stakeholders
Partner’s investigation is resolved to be the level of impact that is made by key
individuals and this should be possible by making utilization of four quadrant frameworks.
According to the grid, there are Project administrators, instructive reformers, rules and
standards will be at the principal quadrant as they have most astounding impact on educational
modules. For the second fragment, it incorporates colleagues and directors as they apply low
level of impact. For third section, there are management and school experts. Finally, for fourth
3

fragment, it consists of asset suppliers and subsidizing organizations, these individuals ought to
be kept fulfilled.
There are various requirements that are done by project and these are done as such that
the task is completed in powerful way (Binder and et.al, 2016). In this specific circumstance,
there are four imperatives that are incorporated into it. It incorporates quality, cost, time and
degree. These are chosen since it empowers to set out essential structure through which the
project can be executed. Cost is thought to be the principal component as it makes the director to
decide the prerequisites. Further, it incorporates time that is required to be set so all the
assignment set can be finished inside estimate day and age. It is recognized that a considerable
lot of the ventures bomb on this limitation as the extension isn't completely characterized or
comprehended from the beginning. Likewise, the nature of the task should be appropriately keep
up and this is just conceivable time to time observing is finished (Leach and et.al, 2014).
TASK 2: RISK REGISTER
There are different kinds of risks involved in conducting any project. The project
manager is responsible to ensure that the project plan and activities which are developed can
minimize those risks (Kerzner and et.al, 2018). The risks are generally categorized in two forms
i.e. minor and major. This segmentation is done on probability and they are as mentioned as
below -
Potential risk Rank Likelihood Rank Impact
Increment in money
related cost 5 Very
Likely
5 Severe
Absence of assets 1 Very
Unlikely
1 Negligible
Increment in loan fees 3 Possible 3 Moderate
Change management over-
burden 3 Possible 4 Significant
Surprising basic
imperfections 1 Very
Unlikely
1 Negligible
Absence of employees
execution 3 Possible 3 Moderate
4

Asset execution issues 3 Possible 5 Severe
Increment in development
cost 2 Unlikely 2 Minor
Bad arranging of back 5 Very
Likely
5 Severe
Clashes between
employees 4 Likely 4 Significant
Dis-communication 2 Unlikely 2 Minor
Debate with temporary
worker 4 Likely 4 Significant
Assessments are erroneous 2 Unlikely 3 Moderate
Conversion scale
changeability 1 Very
Unlikely
2 Minor
Lack in understanding the
roles 2 Unlikely 2 Minor
Low nature of progress
demands 2 Unlikely 3 Moderate
Low quality of change
requests 1 Very
Unlikely
2 Minor
Partners turnover 1 Very
Unlikely
1 Negligible
Extent of Project is not
well characterized 3 Possible 1 Negligible
Low team motivation 4 Likely 4 Significant
IMPACT
Negligence Minor Moderate Significant Severe
1 2 3 4 5
LIKELIHOOD Very 5 5 10 15 20 25
5

Likely
Likely 4 4 8 12 16 20
Possible 3 3 6 9 12 15
Unlikely 2 2 4 6 8 10
Very
Unlikely 1 1 2 3 4 5
15-25 High Require correct action
urgently
8-14 Modera
te
Require correct action
after 2 months
1-7 Low Doesn't need corrective
action currently
TASK 3: GANTT CHART
Task Name Duration Start Finish Predecessors
Building Management System 112 days Fri 3/9/18 Mon
8/13/18
Initiation phase 23 days Fri 3/9/18 Tue 4/10/18
Setting the aim and goals of
BMS execution 5 days Fri 3/9/18 Thu 3/15/18
Setting expectations of the
stakeholders 10 days Fri 3/16/18 Thu 3/29/18 3
Proper and adequate
documentations, contracts and
agreements
8 days Fri 3/16/18 Tue 3/27/18 3
6

Planning phase 21 days Fri 3/9/18 Fri 4/6/18
Setting out operational plans and
policies 6 days Wed 3/28/18 Wed 4/4/18 5
Identifying resource requirement
i.e. human source, funds and
equipment’s
9 days Thu 4/5/18 Tue 4/17/18 7
Plan for managing risk 6 days Wed 4/18/18 Wed 4/25/18 8
Execution phase 28 days Fri 3/9/18 Tue 4/17/18
Collection of funds 5 days Thu 4/26/18 Wed 5/2/18 9
Hiring project team i.e. technical
expert, website developer and
others
4 days Fri 3/16/18 Wed 3/21/18 3
Purchase hardware and software
license and others 12 days Wed 3/28/18 Thu 4/12/18 5
Testing system functioning 5 days Fri 6/8/18 Thu 6/14/18 2
Monitoring and controlling
phase 106 days Wed
3/28/18
Wed
8/22/18
Continue monitoring of the
system work execution and
functioning
33 days Mon 4/9/18 Wed 5/23/18 6
Regular reporting 91 days Wed 4/18/18 Wed 8/22/18 8
Conducting meetings 5 days Thu 4/26/18 Wed 5/2/18 9
Analysing the risks 4 days Wed 4/18/18 Mon 4/23/18 10
Examining the progress by
comparing the performance with
the targets
5 days Wed 3/28/18 Tue 4/3/18 5
Altering the plan 8 days Fri 3/30/18 Tue 4/10/18 4
Closure phase 2 days Fri 3/9/18 Mon
3/12/18
7

Contract closure 1 day Wed 4/18/18 Wed 4/18/18 8
Post-project appraisal and
review 1 day Wed 3/28/18 Wed 3/28/18 5
Submitting the final report to the
project manager 1 day Fri 3/30/18 Fri 3/30/18 4
8

There are five fundamental points of reference that are set and when these satisfied, at
that point the task will be finished. The point of reference set incorporates Initiation stage, this is
9

the stage which includes material and labores who is required for finishing the undertaking
Subsequent stages is arranging stage, according to this progression and supervisor can decide the
need with the assistance of which the task will be executed. Further, it incorporates execution
stage, every means and plan that is created is executed in which effectiveness by the workers At
the point when this means is completed, at that point it likewise required to have legitimate
monitoring and controlling done insuch a mannerthat the hazard or territories in which
improvement is made can be recognized. This furnishes supervisor to take up activities with the
assistance of which the objectives and targets set can be achieved. Finally, it likewise
incorporates conclusion stage in the objectives accomplished are dissected.
TASK 4: PROJECT SPONSOR
1. Importance and potential impact of quality risk management plans
Risk management is considered to be an effective strategy that assists in identification of
strengths and weaknesses that exist in the business environment (Walker and et.al, 2015).
Elimination of the risks helps in executing project and its activities effectively. In order to
execute and get the best results out of a project, it is very essential to identify the risk involved in
it. Avoiding or minimizing the risks can help in increasing productivity and probability in a
particular project. The various types of risks involved in a project are described as below -
 Plan – There are various types of activities which are important to be considered. These
activities assist the project manager to identify the external and internal risks. Moreover,
it also helps in focusing on potential contact, identifying hazards, changes and proposed
activities. Risk for plan generally raised when the time and budget are not set properly.
Each and every activity in the project or plan includes time and budget, effective
planning is needed in order to avoid any risk related to project(Hornstein and et.al, 2015)
 Result: At the underlying stage when every one of the exercises set are conveyed
according to arranging made, it winds up sufficiently positive to ensure that toward the
end the venture will be finished according to it was chosen. It is critical to have legitimate
control on time. At the point when any exercises get deferred at the underlying stage, at
that point staying every one of the exercises gets influenced (Fleming and et.al,
2016).When administration of hazard is done in proper way, at that point it is makes
achievement in advertise. In any case, chance examination is just conceivable when
10