Comprehensive Report: Relocation Project Management and Execution

This report details a project management plan for a company relocation, focusing on the objectives of cost reduction and profit enhancement. The report outlines the determination of project scope, including time and cost estimations, and proposes the use of the PRINCE2 methodology for effective project management. It covers project feasibility, management structures, roles and responsibilities, and includes a detailed project plan with resource allocation and timelines. The report also explores alternative project team structures, quality management procedures, and risk management strategies, addressing potential issues in the final stages. It concludes with an assessment of essential tasks and a discussion of project monitoring and appraisal, providing a comprehensive overview of the relocation project's planning, execution, and control.

PROJECT
MANAGEMENT
Table of Contents
INTRODUCTION...........................................................................................................................1
ACTIVITY 1....................................................................................................................................1

Determination of projects on the basis of appraisal of business objectives associated with
relocation................................................................................................................................1
Sub divisions of project and estimation of time and cost required for project.......................2
ACTIVITY 2....................................................................................................................................4
Suitable and relevant project methodology............................................................................4
Feasibility of project...............................................................................................................5
Structure for management and administration of project.......................................................5
Roles and responsibilities of Project Staff..............................................................................6
ACTIVITY 3....................................................................................................................................7
Detailed Project Plan..............................................................................................................7
ACTIVITY 4....................................................................................................................................8
Alternate Project Team Structures..........................................................................................8
Quality Management Procedures.........................................................................................10
Procedures for management of Project Change Proposals...................................................11
ACTIVITY 5..................................................................................................................................11
Risks and issues that may impede project............................................................................11
Issues and risks that may be encountered in final project stages.........................................12
Monitoring and appraising of the project activities..............................................................13
ACTIVITY 6..................................................................................................................................13
Assessment of essential project tasks to be completed in final stage...................................13
CONCLUSION..............................................................................................................................14
REFERENCES..............................................................................................................................15

INTRODUCTION
Project can be referred to as a group activity that is designed and implemented with an
aim to attain the desired outcomes. In this regard, project management is the utilisation of skills,
knowledge and competence for the successful formulation of project in an effective and efficient
manner. The present report is based upon the feasible implementation of a relocation project.
This report comprises of outcomes of project along with an appropriate methodology and
relevant human resource structure. Besides this, monitoring and controlling procedures are
included in accordance with the discovery of managerial aspects. Lastly, risk management is
covered together with essential steps for project execution.
ACTIVITY 1
Determination of projects on the basis of appraisal of business objectives associated with
relocation
An organisation intends to relocate itself to locations nearby Banbury, Oxfordshire. The
primary objective of this relocation project is to carry out reduction of cost and simultaneously
enabling increment of profitability by 10%.
Constant assessment and evaluation of operational procedures is necessary for the
success and growth of business. This examination should be carried out in accordance with the
suitable and relevant project management techniques while taking into account the trends of
company and the cost benefit analysis. The selected methodology for carrying out relocation
should have the capacity to increase the quality of project, thereby effectively driving it towards
the desired output by acting in compliance with organisational requirements. This will tend to
make the process of monitoring as well as controlling more easy and provide assistance to the
project manager to execute the relocation in a smaller time span with optimum utilisation of
resources. In context of the present project, organisational relocation is assessed and analysed to
effectively achieve the goal of business growth and expansion. In addition to this, it is essential
to constantly review the operations as well as processes of entity in order to identify suitable and
relevant projects for meeting the objectives of company. In this context, management can carry
out cost benefit analysis consequently leading to provision of detailed data about the relocation.
Besides this, resources, budget, accountability and the time frame of project need to be taken into
account while selecting a project. Furthermore, project manager can make arrangements for
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alternate projects by way of which goals and objectives can be attained in the targeted course of
time. This fosters the execution of project on the right point of time.
Sub divisions of project and estimation of time and cost required for project
It is the responsibility of a project manager to lay emphasis upon the distribution of work
in order to ensure effective and efficient project completion. In project management, distribution
of tasks is regarded to be of prime importance. It is believed that if tasks are properly divided
into stages and assigned to associated departments, efficiency is fostered. To facilitate this, a
timescale will be constructed for relocation on the basis of Work Breakdown Structure. This will
serve as a guidance for the entity to execute all the project activities within the stipulated time
frame. The project manager will thus be able to identify the essential resources after listing of all
the operational tasks. For relocation, a number of resources will be required such as technology,
human and financial. Such resources will be adequately assigned to all the operational tasks with
an aim to increase the output. In addition to this, budget has been made for feasibly carrying out
the relocation, which is as follows:-
RESOURCE BUDGET (in €)
Land 224
Materials 335
Human Resources 221
TOTAL 780
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There are a number of resources which are key to relocation such as human, financial and
physical. Here, the project team needs training in order to carry out optimum utilisation as well
as allocation of resources. Besides this, communication will be set with the team and they will be
briefed about their accountability and responsibilities accordingly. Further, all the members will
report about their activities to project manager. Communication is also set by project manager
who enables smooth flow of information within the team.
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In relation to Critical Path, all the project activities will be executed within a time span of
26 days. This will ensure completion of activities within stipulated course of time.
ACTIVITY 2
Suitable and relevant project methodology
Relocation of company is a complex and challenging task as it is a largely standardised
procedure which requires huge investment. The below mentioned methodologies can be executed
for the formulation of project:-
Waterfall Project Management: This is a traditional approach which is used for handling
the project activities in a systematic and orderly manner. This kind of methodology is relevant
and suitable for large scale software development project.
Critical Chain Path: In contrast to the waterfall approach, this methodology emphasizes
upon tasks as well as schedules. This method seeks to allocate the resources to several
procedures regarded as being crucial. However, a sufficient quantum of resources is still left for
reassignment as per the requirements during the project tenure.
Prince2: This method, endorsed by British Government, is found to be process-oriented
seeking to divide project into multiple stages. These stages have their own set of procedures and
plans to be followed.
Agile Project Management: This project approach is generally opted when a project is
designed and devised for adoption of some changes. This is suitable for small software projects
or the projects with accelerated schedules of development.
For the current project of relocation, Prince2 methodology will be suitable and relevant as
this technique is associated with monitoring, management and control of project activities. It is a
process-oriented approach that aids in enhancing the overall performance. This also provides
assistance in achieving the organisational goals and objectives in a timely manner. By taking into
consideration the stages of this methodology, project manager can carry out assessment of
relocation elements and infrastructure so as to make sure that the activities are executed in a
desirable manner. Prince2 facilitates a common approach of team towards the work. This fosters
reduction in time required for selection of new employees.
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Feasibility of project
It is essential to assess the feasibility of every project. Feasibility can be referred to as the
analysis of scope or the potential of project. Through this study, management can undertake
effective decisions. The relocation project also needs to undergo feasibility analysis and thus,
this is carried out as follows:-
Financial Feasibility: This project is financially feasible as funds for this will be
generated from the available funds of company.
Technological Feasibility: While carrying out relocation, management will ensure that
adequate and relevant IT systems are adopted by business to facilitate increment in earning
capacity of organisation.
Risk Management: Prince2 methodology will be used in this project to ensure minimal
risk and the elimination of existing barriers or risks to ensure effective project performance.
Resource Feasibility: The project of relocation will optimally utilise the resources in
order to ensure the adequacy and sufficiency of resources.
Project Feasibility: This project is feasible as here efforts are taken to ensure that cost is
reduced and profitability is enhanced. Company holds necessary resources to efficiently execute
the relocation in a timely manner.
Structure for management and administration of project
PRINCE2 methodology has been taken into use for the current project. The description of
several stages of project for carrying out relocation of company office is given as follows:-
Project initiation: The beginning of project will comprise of planning for relocation of
company's office together with the analysis of solutions to ensure continuation of project. A
number of approaches will be used to carry out this analysis.
Direction of Project: This constitutes the procedure for monitoring and control of
relocation project so as to lead it towards a relevant direction.
Project Implementation: Here, planning is implemented in the project under the
jurisdiction of project manager.
Project control: This stage includes the constant examination as well as evaluation of
executed actions related with relocation so as to gain knowledge about the areas where
improvements can be incorporated.
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Management of Product delivery: The improvement actions decided upon in the
previous stage are scheduled throughout the overall planning procedure.
Project closet: This is the last stage of project wherein relocation of office will finally
take place and a test will be conducted for carrying out comparison of actual and desirable
outcomes.
(Source: PRINCE 2 Methodology, 2019)
Roles and responsibilities of Project Staff
Project Manager: The management as well as coordination of activities is carried out by
the Project Manager. They should have the ability to synchronise all the activities and reporting
the progress to senior executives. Also, they are responsible for making budget and delegating
the powers among team members. In this regard, the supervision of activities is an essential part
of the responsibilities of Project Manager.
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Illustration 1: PRINCE 2 Methodology

Top Management: The decision making powers in relation to execution of a project and
allocation of resources vests in the hands of top management.
Administrative Department: The personnel belonging to this unit is responsible for
executing the tasks stipulated by the top management of company.
Technical Personnel: The personnel belonging to this category within the project team is
responsible for carrying out a number of technical tests and for maintaining the system.
ACTIVITY 3
Detailed Project Plan
A project plan can be said to be an approved formal documentation that strives to render
a direction to complete a specific project. Also, it can be referred to as the sequential set of
activities that gives strategic direction to ensure the attainment of organisational goals and
objectives. The crucial elements of the relocation project of company’s office are briefly
described below:-
Value Proposition: The primary objective of an organisation is to carry out business
growth and expansion. Furthermore, it also targets to increase its profits and revenues in future
prospect. To execute this, technological approaches will be implemented to formulate the
relocation.
Sponsorship: The current project is being sponsored by Board of Directors and
management of company.
Accountability and responsibilities: All the team members will be accountable to Project
Manager. Each of the participants will be responsible for their piece of work. Further, the
execution of whole project will be under the jurisdiction of Project Manager.
Resource Allocation: The manager of company has to undertake the responsibility of
optimum utilisation of resources such that they are allocated to necessary activities only.
Time & Milestone: This is associated with procurement as well as hiring of labour force
for the purpose of executing relocation. This comprises of activities related to research and trend
analysis of labour marketplace.
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ACTIVITY 4
Alternate Project Team Structures
The alternate team structures that can be considered by Project Manager for execution of
relocation are given below:-
Functional Structure
This project team structure is hierarchal in nature as here, the activities of sub-
departments are under the jurisdiction of main departments.
Figure 1: Hierarchal Project Structure
(Source: Hierarchal Project Structure, 2019)
Hybrid or Matrix Structure
This team structure is formulated by integrating the characteristics of project based and
functional structures. Here, correlation is set amidst activities such that better coordination can
be facilitated.
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Figure 2: Matrix Structure
(Source: Matrix Structure, 2019)
Project Based Structure
Here, an individual project team is separately developed consisting of experts from
diverse set of fields. Tasks are assigned to separate teams and are executed by experts.
Figure 3: Project Based Structure
(Source: Project Based Structure, 2019)
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The most suitable structure for relocation would be hierarchal as this would ensure proper
reporting to senior staff as well as systematic accountabilities. The structure for relocation of
office of company to Banbury, Oxfordshire within London, UK would be headed by the Board
and they will supervise and guide the Project Manager. Further, the manager would supervise the
other subordinate employees.
Figure 4: Hierarchal Structure for Relocation Project
(Source: Self Generated)
Quality Management Procedures
Quality management can be referred to as the procedure of maintenance of selected
techniques and methodology for project execution. This aspect of project ensures that none of the
processes or systems being used contains loopholes. In this regard, the quality management
procedures are defined below:-
Communication: There should be optimum interaction between Board of directors,
stakeholders and project managers to formulate the relocation with ease.
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Regular monitoring and controls: To lessen the variance between actual and desirable
performance, project manager should constantly monitor the activities at regular intervals. This
will help in dealing with issues in a timely manner.
Internal and External audit: To effectively manage the financial resources, audit is carried
out. This helps in prevention of cash and resource embezzlement.
Meetings: To supervise and monitor the performances of subordinates, meetings will be
undertaken at regular intervals. Here, discussion will take place in relation to the future strategies
that can assist in attaining project objectives.
Apart from all the above mentioned aspects, Total Quality Management methodology
will be used to ensure quality at all the times.
Procedures for management of Project Change Proposals
Here, the loopholes of the project are found out that are likely to cause barriers in the
completion of project. Change procedures consist of activities like evaluation, scrutiny and
analysis of change before formulation. Initially, the stakeholders affected by change such as
supervisors, clients and employees are communicated about the alterations. The change is
implemented under the supervision of project manager. Only after proper analysis, a change will
be executed. Such changes will be informed to employees to reduce resistance. The alterations
will occur in operational processes. In this regard, the project manager will be responsible for
monitoring the operations of subordinate employees to make sure that changes take place
effectively.
ACTIVITY 5
Risks and issues that may impede project
RISKS AND ISSUES LIKELY OUTCOME
Economic and/or political
changes
 A slight change in political or economic conditions
of country may cause issues for project manager.
Delays  Create hurdles for execution of project.
 Hamper the quality of relocation project.
Insufficient forecasting  Affect the overall systematic set of activities of
project.
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Planning Errors  Ineffective planning may act as barriers for the
completion of project.
Skill and Resource
Deficits
 Lack of physical or financial resources my cause
constraints in formulation of project.
Issues and risks that may be encountered in final project stages
The main motive of every project manager and sponsor is that to solve an issues of their
project so that, they can manage every task in an effective manner. Along with this, it is
necessary for them to find those factors and issues which can directly affect in success of
particular project. All this work can be done by appropriate planning so that project manager
completes their work with full of efficiency and effectiveness. Also, they have to consider on
threat factors at the time of preparing project. There are various factors of risk which can occur at
the end of project that are given as below:-
Lack of ownership: There are some decision which is taken by only authorised person
such as client in the project. Along with this, project manager is also an authorised person who
can actively takes part on decision making process. On the other hand, it is necessary for
manager to take permission from Board of Director in many cases such as at time of payment to
stakeholders. Furthermore, this will be a major reason for taking huge time at completion of
project in an appropriate way.
Lack of accountability: It means when project manager not allotted or assigned the
responsibilities accurately, then this will create problems by which it can be difficult to identify
who is responsible person for this unethical activity. As well as, this factor creates problem for
both project manager and organisation that will directly affect on their image or position.
Lack of resources: In this last stage, the major problem is scarcity of resources and
inappropriate way of usage. If project manager not use resources properly then it will create lots
of problem for a company by which they also goes on loss. So, this will be necessary for project
manager to manage resource in a company and also says their employees to use the resource
effectively.
As per the above mentioned point, it has been analysed that, this is necessary for manager
of company to keep an eye on the management and get feedback time to time as this will help
them to solve an issues of project and manage whole work accordingly. Along with this, they
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should maintain a proper report in which record all the process and work done by employees so
that project manager can easily evaluate performance of particular employees and mage the work
of team. If manager keep records and assigned task on the basis of capabilities and specialisation
of employees then it will be easy for every individual to manage both accountability and
responsibility. On the other hand, allocation of resources aids the project manager by which they
can maintain growth of organisation.
Monitoring and appraising of the project activities
Monitoring of relocation project will be done by taking into account the following
documents of project plan:-
 A regular check will be kept upon the project activities to make sure that they are being
executed in the desirable manner. Herein, the criteria can be set as per the daily work
with the help of documentation which will assist during inspection.
 Constant meetings will take place so as to take into account any kind of issue or problem
and undertake the corrective measures simultaneously. This will assist in completion of
project effectively. This can help the project manager in determining the need for
imparting training to subordinates during the tenure of project. So, an effective plan can
be designed and devised to significantly decrease the risks.
 All the members of team will be handed over the responsibility to complete the activities
assigned to them. This will ensure the accountability of team personnel. This will ease the
monitoring process as herein, the project manager can enquire responsible people to
provide a review of the relocation project by the end of each and every day.
 Appraisals and rewards will be in accordance with the performance of members of
project team. They will be provided on a monthly basis.
ACTIVITY 6
Assessment of essential project tasks to be completed in final stage
This is a last stage of the project in which remaining formalities can be consider for
completing a project and also financial statement is prepared for measuring an expenditure and
actual cost of the project. With the help of Board of Directors, account of project manager will
be cleared through paying a final payment. In addition to this, whole process of documentation
will manage by external auditors for measuring and maintaining financial accuracy within an
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organisation. When new business starts then the project manager transfers its duty and authorities
to the board of directors of company. As well as final presentation of completion of project will
be given by project managers only. On the basis of this procedure, company can reassign the
team so that they can perform their activities in order to meet organisational goals and objectives
effectively. At the time of doing work, if any issue will generate then the whole issue is cleared
or managed by project manager only and after completion of project, this will be delivered only
when project manager signed on it. On the other hand, project manager checks a task so that it
can be easy to known about an actual status of project. Along with this, each and every detail of
introduction to execution of project should be given by team to their project manger so that they
can manage an actual position of project.
CONCLUSION
From the above report, it can be concluded that project management is a complex task
which has to be carried out for ensuring its success. A project schedule and plan has to be created
so that it can be effectively executed. In addition to this, it has been analysed that the project
manager is the one who supervises the work of subordinates to make sure that their performance
is as per the requirements. Also, it has been comprehended that
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