Project Management Report: Project Xperts-20 Case Study Analysis

This report provides a comprehensive overview of project management principles and practices. It begins with an introduction to project management and discusses key characteristics of projects, including their temporary nature, unique deliverables, and progressive elaboration. The report emphasizes the importance of integration management in coordinating project tasks, resources, and stakeholders. It then explores scope statements, budget generation approaches, and various types of project risks, along with methods to mitigate them. Quality management methods, such as control charts and histograms, are also discussed. The report includes a case study analyzing the refurbishment of the University of Sunderland London Campus, detailing project constraints, risks, and the project life cycle phases of initiation, planning, implementation, monitoring, and closing. The case study highlights the practical application of project management concepts in a real-world scenario, providing insights into resource allocation, timeline management, and stakeholder communication.

Managing Projects
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Contents
INTRODUTION..............................................................................................................................3
TASK 1............................................................................................................................................3
Key Characteristics of Project.....................................................................................................3
Importance of Integration management in Project management.....................................................4
Scope Statement of Project..........................................................................................................4
Budget Generating Approaches in Project Management.............................................................4
Types of Risk in Project..............................................................................................................5
TASK 2............................................................................................................................................5
CONCLUSION..............................................................................................................................14
REFERENCES..............................................................................................................................15
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INTRODUTION
Project management is considered as the practice of leading the operation of a team in
order to achieve the goals and meet success criterion with in specified time period. The main
object project management activity if to achieve all the needs and goals of the project with all the
requirements. Project management is considered as the actions that are performed by the
organization to manage various tasks in effective manner Kerzner, 2017). This report is
providing key characteristics of any project in an organization. The importance of integration
management in the project management setting. The scope statement for the project will be
defined in the report. The role of the work breakdown structure also will be explained in the
report. Various approaches of generating budget of project will be discussed in the report.
Different type of risk in project and methods to reduce the risk with in the project will be
analysed in the report. Quality management methods that can be used in the project will be
discussed in report. Complete project management process will be defined in the report.
TASK 1
Key Characteristics of Project
There are different characteristics of any project that runs in a business organization.
some of the main characteristics of the projects are- Temporary, unique deliverables and
progressive. These are considered as key characteristics of the projects that are implemented in
different organization to meet the goals and needs of the organization in effective manner.
Temporary- Each project have definite initial starting and definite end. Each project have finite
starting and finite end. The reason behind is related to the aim and objective of the organization.
As these projects are based on the targets of the organization (Meredith, Shafer and Mantel Jr,
2017). The main purpose of the projects in the business organisation is to implement positive
implementations in the organizations to generate higher benefits from the market place. These
projects are based on the various targets of the organization and designed to meet these targets in
effective manner.
Unique Deliverable- These projects are designed to deliver something unique to the organization
through these processes organization can offer unique qualities or features to the organization
that can help the company to gain higher profitability and higher benefits to them in market
place. The objectives of the projects are based on the needs and requirement of the organization.
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Progressive Elaboration- The projects that are run by the organization are progressive and
continuous. This projects are continuous implementation or reaching process that can improve
the knowledge and data base of the organization. This is how progressiveness of the project to
improve the effectiveness of the organization in the business operations.
Importance of Integration management in Project management
Integration management is considered as the process to combine all the tasks that are part of the
project. This is all about the right coordination of all activities in order to complete the project
with right process. Integration management includes various activities like coordination of task,
resource management, stakeholder management along with the other elements of the project that
is implemented by the business organization. This process also includes the conflict management
in the process of the project management. This is how integration management process can be
used by the business organization to complete various processes in effective manner. Project
integration management can be explained as effective coordination of all activities in effective
way to meet the targets and objectives of the organization in effective manner (Heagney, 2016).
Because of the success of the project integration is most crucial element of the project
management process.
Scope Statement of Project
Scope statement of the project is considered as tool that is used by the management
department of the organization which is included in the project management to describe all the
major deliverables that are considered in the project. This is how in project scope statement
project leader specifies the major targets and their impact on the business organization. Though
this purpose requirement and importance of the project can be stated more clearly.
Budget Generating Approaches in Project Management
There are different project management approaches are used by the project management team in
order to complete the project in effective manner. Budget management processes allows the
organization or project team to collect or rise monetary resources. Some of the most common
processes that are used by the project team are- Crowd Funding, silent auction, angel investor or
capital of the organization. These are most common processes that are used by the business
organization or project teas to effectively generate the budget for the project. In the budget
generating process all the elements of the projects and various expenses in the project are
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considered by the organization to develop better budge for the project. Effective budget planning
can reduce the risk of over costing project and it can make project more cost effective.
Types of Risk in Project
In a project there is different type of risk is there that can affect the effectiveness of the
project that can cause more cost to the organization or project. Sometimes project can cause
some extra cost or failure due to the risks that are present in the project. Some major risks that
are included in the project are- Resource management risk, Program management Risk, Poor
Time Management and Work Management. These are major risk that are faced in the resource
management process. to solve these risks project management team can use various tools like
Gantt chart, work breakdown structure, ERP System and process management tools can be used
by the organization to complete the project in effective way (Kerzner, 2019). These approaches
can be used by the organization to reduce the level of risk in the project management process.
Quality Control method
In the project management process there are different processes are used by the
organization and project management team to provide better result form the project. some of the
processes that are used by the business organization in the quality management for the processes
are- Control chart process, Pareto Chart, Histogram and Scatter Diagram are used by the project
management team to manage the quality in the project management team. In the project success,
it is mainly used quality control method that always support for identifying the strength of
project.
 Quality control method can help for reducing the price by increasing the efficiency,
standardization and overall working conditions.
 It enabled for examined the advance product service, which help for identifying
competitive price of project.
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Gantt Chart
TASK 2
Introduction
It is often necessary for performing the competitive tendering process. The organization
of Project- Xperts-20 (PX20) has been decided to give contract of refurbish the library, all
lecture theatres and other classrooms from ground floor to second floor of University of
Sunderland London Campus. Before developing project, it will be required the planning for
gathering or collecting necessary resources, equipment’s which always supports for successfully
achieving specific objective.
The purpose this project is to build the overall model of project so that it can easily
identify the requirement of users. In order to change the habits of person because modern
technology give a more preference to refurbish the overall layout, structure of classrooms
(Lateef, Khamidi and Idrus, 2010). This will help for maintaining all facilities and services in
proper manner. In another way, the aim is to enhance the profitability and enrich the reputation
of campus, research process for student, facility in the term of new information age.
Back ground
The library, classrooms with long history and grand building which mainly representing
as construction symbol of University of Sunderland in London. However, it does not require to
cope with change of information retrieval habit in model world but it always maintain the better
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cultural environment (Den Heijer, 2011). Afterwards, it provide the best quality of classroom
facilities. Sometimes, it has found that user-friendly environment maintained because of
incapability of supply which enough computing workstation, multimedia tools and other type of
socialize features.
The University of Sunderland in London has been decided to develop project which help
for resolving issues or problem (Lloyd-Walker and Walker, 2015). But require for hiring the best
project manager by human resource department that can easily calculate the essential resources,
equipment’s which easily complete project on time.
Constraints
There are common constraints listed as following manner.
 There large amount of monetary donation which might not enough for entire project. In
this way, the board of University of Sunderland has offered £8million and supports in
term of financial ways (Gökgür, 2015).
 As per requirement the nature of renovation work which require 6- month might not
enough to complete the project. The project must be successfully completed within 2-
years.
 The project proposal must be take into consideration that there will be no classes running
and entire building is vacant if project work is going on (Lloyd-Walker and Walker,
2015).
 The multiple new workstation that will be recommend by project manager to use modern
technology to give better option during classes, lecture.
 The project manager is responsible for starting to end point and give a right contact of
their clients. If it required (Jaselskis and et.al., 2011).
 In this project, it involved different members such as technical staff in the department of
university. It can be performed the different task and complete on time. It make them
unavailable to fulfill their duties in this project.
Contingencies and risks
Risk Probability Impact Contingency
Price estimation
become unrealistic
manner.
Low Low It is planning the overall budget of project
which mainly including in plan. On regular
basis, it can review to make suitable
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adjustment as enter new details about the
scope (Lloyd-Walker and Walker, 2015).
Timeline estimates
within unrealistic
manner.
Medium High It can be reviewed the timeline by project
manager, steering committee to prevent
through undetected timeline.
Poor working
relationship with
other team members
Medium Medium Project manager has made up comprehensive
communication plan. In order to maintain the
coordination between team members (Lloyd-
Walker and Walker, 2015).
Table: 1
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Project life cycle of Sun-Project 20X20
In this project, manager is responsible for performing different phases which help for
identifying the need or requirement in project completion. Project manager, team have shared
one primary goal which carried out the work of project and purpose to meet the target. Every
project has a beginning and move towards completion stage effectively and efficiently.
A standard project usually has consists of four different phases such as initiation,
planning, implementing, designing, monitoring and closing (Kachoka and lHoskins, 2017).
These phases are representing the path of project which takes from beginning to end. In order to
refer as the project life cycle.
 Initiation phase: it is starting phase which mainly identifying the specific need and
requirements. This will help for maintaining problem and also increasing greater
opportunities. Project manager is responsible for identifying different certain space needs
for establishing proper setup (Lateef, Khamidi and Idrus, 2010). Once the recommended
solution approved and deliver the other team members. Afterwards, it will be start the
processes.
 Planning Phase: it is another phase when manager has made a plan and created outlining
activities, dependencies, task and other timeframes. Manager is coordinated with entire
preparation of budget by cost estimating tool (Kasprza, Ramesh and Dubler, 2013). In
order to monitor and control the expenditures at the time of project implementation.
 Implementation: it is another important phase which mainly consider project plan and
performed different action. It continuously monitored the progress and also recorded the
variances from its original plan. The project manager can use the information to maintain
and control over the direction (Kasprza, Ramesh and Dubler, 2013). It may be include
installation of new 20 workstations on second floor but 5 new workstation to complement
exiting for searching library. It can be possible when implementing the process
effectively and efficiently
 Designing: this process will help for representing the structure, design and layout of
renovation. In this way, it become easier for project manager to review design structure.
Sometimes, it can be used as brief idea where how different activities performed in
proper manner (Mitropoulos and Howell, 2012). The designing phase is important for
manager to manage the entire project.
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 Closing: it is final phase when closing the project, it also emphases on releasing the final
deliverable to customers. In order to handle over project through well-manner
documentation. The report may consists of supplier contracts and also releasing project
resources, equipment’s. Afterwards, in this process communicating with other
stakeholders (Mitropoulos and Howell, 2012). It is to be conducted the learned studies,
examine the overall performance of project in proper manner.
Primary Stakeholders
 The board of member such as Governors: it can be performed the task to maintain all
facilities and services that provided after project completion. It plays important role
which have strongest influence or interest on the project (Lateef, Khamidi and Idrus,
2010).
 University of Sunderland Committee: In this project, it is mainly providing the better idea
and advisory suggestion for project manager when they can setup specific principles,
expectation for completing the project in proper manner.
 Refurbish project steering Committee: This committee has directly influence on the
project while creating the proper guideline, rules that have to go through members
(Lloyd-Walker and Walker, 2015). The major decision have been taken by team members
which providing the direction and assistance to project manager.
 Student union and other faculty members: these are performing the different task whereas
giving the opinion, voice from other users (Rwelamila and Purushottam, 2016). These are
directly influenced by result or outcome of project. In another way, it is mainly involved
in the planning or conducting activities of project.
Secondary Stakeholders
The secondary stakeholders while not having a direct vested interest in the project. They
are only directly or indirectly impacted by project.
 Primary student and users of project: The primary users of project which always
influencing through result or outcome of project. Sometimes, it may involve with
construction as well as planning process (Rwelamila and Purushottam, 2016).
Sometimes, it is also represented by student and other faculty representative.
 Staff members who will not properly involved in project: The working environment of
team member which always influenced by other construction of project (Mitropoulos and
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Howell, 2012). In order to support for staff and providing the best services so that they
can easily monitor the project running condition.
Project structure
Figure 1
In figure-1, it is mainly representing the entire project where each and every stakeholder
performed the specific task in proper manner (Lloyd-Walker and Walker, 2015). Project manager
has assigned the role of team member on the basis of their skill or knowledge which help for
maintaining and controlling entire project in proper manner. The project manager has used the
teamwork software that help for performing different task in step by step manner.
Roles, responsibilities, Accountabilities and authorities
Project manager:
It is responsible person for controlling and managing the entire project in proper manner. In
order to establish the coordination with other team members and assign specific task in proper
manner.
 Manage the project which taking into the account and integrate with different areas.
 Manage or control the resources, equipment’s which directly used in the task execution in
proper manner.
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 Manage as well as monitor the entire project schedule, risk and budget. In this way, it can
easily pre-defined the specific requirement in project completion (Lloyd-Walker and
Walker, 2015).
 Establish the interaction with other stakeholders, team members and other parties that
mainly involved in the project. In this way, it can easily checking the current status.
 Conducting the steering committee meeting and handle the current status of project.
 Managing entire team and look after on the basis of interest.
Steering Committee
 It provide the better guidance on the behalf of strategic direction in term of renovation
project.
 Sometimes, it has been approved major funding and other resource allocation techniques.
In this way, it can easily signifying the changes to funding and maintain the proper
resources (Mitropoulos and Howell, 2012).
 This steering committee will help for project execution while developing policies on
communication, construction progressing and other review entire project in proper
manner.
 It is helping for spread strategic input while buying to larger portion of Scotland
University.
 The committee give the better direction to manage entire project in proper manner.
 It also reviewed the project deliverables.
Budget planning director
 It also establishing the collaboration with project manager and also maintain the budget
allocations.
 In order to make budget planning (Mitropoulos and Howell, 2012).
 It help to report through steering committee members.
Construction team
 It may conduct the qualified construction which mainly prescribed in the contract of
client.
 The team members must aware about the schedule timeline and finish the construction
delivered the requirement on the basis of project planning (Rwelamila and Purushottam,
2016).
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 It has been established the communication with other steering committee as well as
project manager.
Design and technology consultant
 It is representing the entire floor design so that it become easier for managing entire
project. Sometimes, the advisory committee give a feedback to change as per
requirements (Mitropoulos and Howell, 2012).
 Project manager is communicate with design consultant to find out the design patterns,
structure and layout within project. In this way, it help for giving the idea where how they
will acquire the raw materials.
Project success
 Satisfying the user’s requirement or need of network, hardware and software needs.
 It is also maintained the group discussion with team members and maintain the
collaborative task in proper manner.
 Designing and developing suits the information or data which retrieving habits of users in
modern technology (Lloyd-Walker and Walker, 2015).
 Encouraging to project manager when they will adapt the new design and structure of
classrooms, libraries, and lecture halls.
Resolve issues through renovations of project
The issues or problem about the project that will have to increased week before start of
project steps. In order to tackle the critical issue or problem in proper manner.
 Project manager will resolve the issue when making well-documentation as changing,
which impact on the project. It involves staffing, spending as well as staffing (Lundström,
Savolainen and Kostiainen, 2016).
 Afterwards, it will be reviewing the issues and identify the associated impact to the
project. Sometimes, it is forwarding the problem along with proper recommendation
through committee who always monitor, review the project in proper manner.
 The steering committee will describe the current issues and also trying to find out the
specific opinion or view point. Whether it will require to take approve, modify and reject
on the basis of information (Mitropoulos and Howell, 2012). Project management is
mainly including the better quality of approach which always supports for completed in
project without any distraction.
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CONCLUSION
From above discussion, Project management is consider as practice that mainly uses for
developing project. In this way, it is providing the facilities for managing entire project creation
operation with the help of team members. The project has summarised the different management
activities. In order to achieve all the needs and goals of the project with all the requirements. In
this project, it has performed the action by different stakeholder which are participating to
manage or control various tasks in effective manner.
This report is concluding the importance of the project management processes that are
used by the business organization in the management of various project that are rum by them to
improve the performance of the organization in the target market. Various risks that are
associated in the projects. Different risk factors in the projects and process to avoid them are also
presented in the report. Case study related to the project management is also studied in the report.
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REFERENCES
Book and Journals
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applications of internet-based information technology to provide real-time project
observations. Journal of construction engineering and management. 137(10). pp.829-
835.
Kachoka, N. and Hoskins, R., 2017. Using project management strategy to evaluate the
challenges of managing a renovation project at the chancellor college library, university
of Malawi. African Journal of Library, Archives & Information Science. 27(2). pp.189-
200.
Kasprzak, C., Ramesh, A. and Dubler, C., 2013. Developing standards to assess the quality of
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Engineering (pp. 680-690).
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Kerzner, H., 2017. Project management: a systems approach to planning, scheduling, and
controlling. John Wiley & Sons.
Kerzner, H., 2019. Using the project management maturity model: strategic planning for project
management. John Wiley & Sons.
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managerial approach. John Wiley & Sons.
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