Complete Project Documentation: Tank Repair and Restoration Project

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ASSESSMENT 4 Complete Project Documentation
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Contents
Introduction................................................................................................................................3
Implementation Plan..................................................................................................................4
Management Plan.......................................................................................................................7
Project Performance Evaluation...............................................................................................11
Project Closure.........................................................................................................................13
Conclusion................................................................................................................................15
References................................................................................................................................16
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Introduction
In order to complete the project, a lot of documentation and project plans need to be
formulated. These documents are significant from a project management perspective. In the
following document, the implementation plan, project management plan, project performance
evaluation, and project closure document will be discussed in detail. These are important for
the proper project execution and control. In addition to this, these also comprise the
contingencies management plan.
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Implementation Plan
The importance of the project implementation plan is that it helps in keeping the project plan
in action. The document comprises the goals and objectives, project tasks list, roles, and
responsibilities outlines significant resources, and some assumption (Basili, et.al, 2014).
Before moving on with the implementation plan, it is important to consider some project
constraints and assumptions. These include the schedule, budget, and resource availability are
fixed and already defined. In addition to this, the software and other technology required to
repair the faulty tanks can be reused. Moreover, there are some constraints related to the
existing conditions of the tanks.
 Project Goals and Objectives
Aim: The aim of the project is to repair the faulty and damaged tanks to avoid environmental
penalties.
Objectives
 To preserve the leakage of the oil from the tank into the environment.
 To restore the tank by making use of some advanced technology and methodology
without affecting the operations.
 To formulate an implementation plan, project management, project performance
evaluation plan, and project closure for the repairmen project.
 Description of Implementation
It is important to note that the whole project of reparation and restoration of tanks 1, 2, and 3
at WA will be carried out by making use of “phased approach” instead of “instant-on”
approach. The whole project will be divided into different phases in order to keep the oil
operation unhindered.
 Point of Contact
For better implementation of strategies and proper guidance of the various teams working on
the repairing of the tanks, it important to describe the point of contact.
Role Name Contact Number
Government Project Officer
Project/Program Manager
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Business Sponsor
System Developer or System
Maintainer
Configuration Management
Representative
Quality Assurance Manager
Security Officer
Site Implementation Representative
Database Administrator
IV&V Representative
 Project Management Structure
There are many challenges that might affect the organization of the project as this project has
multidisciplinary nature (Basili, et.al, 2014). Being cross-functional, there are high chances of
responsibility dilemmas. Hence, there is a high demand for a proper management structure.
This has been provided below:-
Figure 1: Project Management Structure
Source: By Author, 2019
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Project
manager
System
Developer
Site
Implementation
Representative
Security Officer
Quality
Assurance
Manager
Configuration
Management
Representative
IV&V
Representative
Database
Manager
Business
Sponsor

 Major Tasks
Since the present project aim is to restore and repair the faulty tanks to prevent environmental
penalties causing economic losses to the business, the whole project is to be carried out in a
logical order.
The major tasks involved in the whole project are:-
 Current Condition Assessment
 Evaluation of cost and arrangements of funds
 Outline Proposal
 Resource Allocation
 Design Requirement
 Construction Planning
 Contract Making and Negotiation
 Monitoring and Controlling
 Final Inspection
 Project Completion and Approval
 End of Contract
 Implementation Schedule
 Security and Privacy
Since the project is focusing on reducing the leakage of the oil, the Acts and legislation
formed by the government to handle such material need to be considered in the planning
procedure. The information of the contractors, sponsors, and other stakeholders need to be
protected by the company under the General Data Protection Regulation Act 2018. In
addition to this, for the safety and security of the employees and workers involved in the
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project, various measures will be taken. A security officer has been appointed to keep a check
on the safety measures being followed on the site. The standardised machinery and
equipment will be used in restoring and repairing of the tanks.
 Implementation Support
Resources: The resources required for the project comprise workers, machinery,
equipment, funds, and management support.
Staffing Requirement: This construction and restoration of tanks to avoid leakage
require some aspects of skills, expertise, and some sort of staffing. If a particular staff
member is not having required skills, then he/she should be staffed as per the requirement
of the team.
Training and Development: It is required to prepare the staff for restoring the tanks and
installing instruments to monitor and keep a check on them on regular basis. The training
plan should be formulated based on system support, system installation and hardware, and
system maintenance and modification.
Management Plan
The project management plan is focused on scope management, time management, cost
management, risk management, issue management, and procurement management, etc.
 Scope Management
Work breakdown Structure has been provided that will define the project scope.
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Figure 2: Work Breakdown Structure of the project
Source: By the author
 Quality Management
The quality management in this renovation of tanks projects can be better explained in the
quality control organisational chart. The top management including the president of the
company is involved in quality management.
Figure 3: Project Quality Management Chart
Source: By Author
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Tank Renovation
and Repairing
Project
Resource
Allocation
Budget Allocation
Security Measures
and Site safety
Analysis
Project Initiation
Reconstruction
Project
Monitoring Controlling
Database
Management
Contract
negotiation
Existing Site
Analaysis
Proposal for the
Tanks

 Communication Management
It includes systematic planning and monitoring of all the communication channel within an
organisation and on a particular project undertaken by the company. The communication is
needed for discussing the issues faced by the employees and management (Ting-Toomey &
Dorjee, 2018). In addition to this, the strategies are also conveyed to the lower level
employees. The communication plan has been provided here for this project:-
Name of
Stakeholder
Information to
be shared
The
frequency of
Meeting
Location of
Meeting
Purpose of
Meeting
Mode of
Communication
Who What When Where Why How
Project team The progress
report, project
specification,
duty chart,
resource
availability,
deadlines etc.
This should
be conveyed
in the meeting
held in every
15 days.
The meeting
will be held
at the site
office's
meeting
room
The main
purpose of
the meeting
is to discuss
the team
specification
and issues
that might
occur in the
project.
Face to face
meeting
Project
manager and
security
officer
The security
and safety
measures and
guidelines will
be discussed,
the requirement
of safety
equipment will
also be outlined
The meeting
will be held
every month.
The meeting
will be held
at the site
office's
meeting
room
The meeting
will be held
to discuss
the safety
importance
at site and
guidelines
that should
be followed
by the
Video
conferencing or
face to face
meeting
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employee.
Project
manager and
database
manager
The
information
and data
associated with
the project will
be shared and
guidelines to
secure it will be
discussed.
The meeting
will take place
on a quarterly
basis
The meeting
will be held
at the site
office's
meeting
room
The meeting
will be held
to discuss
how the
information
will be
stored and
protected
within the
organization
.
Video
conferencing or
face to face
meeting
 Risk Management
Risks and Contingencies
The risks associated with this restoration project are many, such as the cost of the project
exceeds the budget of the project. In addition to this, the risks can be classified in various
subgroups mentioned below (Fink, 2013):-
 Physical: Loss or damage, equipment failure, machinery damage, accident, fire, etc.
 Liability: It includes legal actions or any kind of threat due to leakage of the oil, labour
health and safety, and contract related.
 Technical: Systems and machines that do not work well and consuming time for the
same.
 Labour: Illness, industrial action, or career change.
 Social or Political: Government byelaws, zonal development guidelines, project policy
changes, and protest by the union from patients, media, and staff.
Risk Mitigation
The risk mitigation can be an easy task for the project manager if he/she seeks to determine
those risks that recur. Renovation projects usually face legal and technical issues. Hence,
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special attention should be given to them (Ali & Kidd, 2014). In addition to this, there should
be a high-level strategy for the risk mitigation that can be used for multiple risks.
Project Performance Evaluation
Project performance evaluation in repairing and restoration project is very challenging for the
millennium. The current project discussed in the given scenario has certain challenges
associated with technology and resource management. To top it all, time and budget
constraints are also there. Hence, it is important for the company to determine whether these
challenges are managed with effective corrective actions. There are many performance
measurement techniques, such as performance reviews, trend analysis, information
distribution techniques, and earned value analysis. Apart from this, Turner (2014) highlighted
some different measurement techniques for performance measurement, such as SMART
system, questionnaire, performance prism, EFQM framework, and balanced scorecard BSC,
and analytic hierarchy process (AHP).
The following restoration project of the oil tanks has certain KPIs based on which the
performance evaluation will be done. These have been discussed below:-
Environmental Impact: the main of the project is to reduce the impact of leakage on the
environment for which the company is penalised heavily by the government. The project will
be a success if the negative impact is reduced in the stipulated time limit. The impact can be
measured by measuring the leakage after the project completion and other impacts’ level.
ROI and Bottom Line Impact: A project will not be termed as a success if it is not budget-
friendly or it costs a great fortune to the company in the progress or completion stage. It is
important for the management to measure the financial impact of the project, such as return
on investment, income generated, or other financial parameters.
On-budget and On-time: These two are the major performance monitoring parameters for
any project. Every project has a certain calculated time limit within which it should be ending
(Turner, 2014). If this does not happen, then the company will have to bear extra cost for the
resources it is using, such as machinery, labour, etc. All these have to be measured timely on
regular basis.
Employee Engagement and support: The stakeholders and employees are important as they
are the centre point for any project carrying out by the company. It is important for the
company to take care of the stakeholders’ participation and monitor it on regular basis.
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For the current tank repairmen project, the “Performance Prism” system will be used for
performance evaluation. It has five facets for performance evaluation. These are discussed
below:-
Stakeholder Satisfaction: The organisation needs to identify the stakeholders associated
with the restoration project and their demands. These comprise investor, employees,
customers, suppliers, and regulatory bodies. The project should satisfy or address all of them
in order to be called successful.
Stakeholder Contribution: The investors' contribution will be measured in terms of capital
for growth or readiness to take the risk. Employees' contribution should be in terms of
employability of skills in carrying out tasks. Regulatory bodies should be working with the
company in order to maintain the standards and guidelines to be followed on site (Ali and
Kidd, 2014).
Strategies: Those strategies should be followed that support the project goals and objectives.
These comprise using TQM approach in order to reduce the wastage and make the project
budget-friendly.
Figure 4: Five Facets of Performance Prism
Source: Basili, et.al, 2014
Processes: A well-planned project should promote processes and use of technologically
sound approaches in order to save time and money. Machinery and equipment should be
check and serviced on regular basis.
Capabilities: The overall project management requires planning and scheduling of
operations. Procurement plans should be made and revised on regular basis.
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