Project Management Report: Office Plan Change and Project Management

This report provides a comprehensive analysis of project management principles, methodologies, and their application within the context of Trafalgar Travel Agency's office plan change project. It defines the core characteristics of a project, the role of a project manager, and the justification for applyi...Read More

Project Management

Contents
INTRODUCTION...........................................................................................................................3
TASK...............................................................................................................................................3
Define a project, its characteristic and the role of the project manager.................................3
Justify the application of the theoretical frameworks and methodologies within a project
environment............................................................................................................................5
Critically evaluate the composition and management of teams in project environment........6
Measures to control and monitor project risk, quality, change and configuration.................9
Factors which lead to success or failure of a project............................................................10
CONCLUSION..............................................................................................................................10
REFERENCES..............................................................................................................................12

INTRODUCTION
Project management shall be characterized as the process of beginning, preparing,
conducting, managing and completing work to achieve predefined objectives in good time. The
main goal of this report is to review and evaluate all facets of a project. The first activity is to
address important project management details such as project core assets, project scale, risk
evaluation & control, Gantt map & critical path, budget-generation processes and quality
management. Project strategy is regarded as a structured framework that describes core elements.
This strategy mainly includes clear agenda of the company, policy statements, baselines, strategy
and more. It also explains how a proposal is being developed, managed and supervised by a
company's employees (Too and Weaver, 2014)
In this report, Trafalgar Travel Agency Company which is planning to held a project related
with change the cubicle plan in an open office plan. Some scientific structure and technique
implementations are justified within the project context. This role also emphasizes an assessment
of project progress and regression and also the sharing of relevant information points from the
project implementation.
TASK
Define a project, its characteristic and the role of the project manager
Project Title: “Change the cubicle plan in an open office plan”
Background and purpose of project: The main need of company is to change the cubical plan
office structure into open area office. This help staff member to feel more comfort and easy to
work that directly increase their performance and accomplish the desired goals. In this respect,
the administrators have drawn up a project management strategy that includes each team
member's duties and obligations, as well as the tools needed for the implementation. In this
respect, Management Strategy assists administrators in consistently and organized implementing
necessary improvements within the enterprise. It can also be defined as a document that
describes solutions or behaviour taken mostly by project team.
Objectives:
 To made best possible changes within office plan which increase overall workplace
productivity.

 To develop a strong communication network among employees and top authorities so
that no single point of crucial information get missed out.
 To bring more effective strategies within business practices that help to bound each team
member together and work only for the main aim of Trafalgar Travel Agency Company.
 To evaluate that weather new offers are profitable for company and help to attain the
competitive advantages.
Characteristics of Project:
The present business strategy has the aforementioned main features that developers will
manage:-
 A project is carried out according to customers' requests.
 In fact, the key target should always be transient and illuminated.
 This also includes a particular collection of rules and conditions to be met within the
specified project boundaries.
 The goals, objectives and tasks to be performed by the project team shall be defined in a
given time span.
Role of project managers:
The administrator of Trafalgar Travel Agency Company plays a significant part in the
preparation and the coordination of the project management program. They expend a great deal
of time ensuring baselines are met at desired time. With this aid, they also ensure project
outcomes are achieved on time and achieved in compliance with the management strategy. Some
of the main roles plays by PM in successfully completing the project are:
 Planning: They mainly defined the development of policies, plan, resource preparation,
deployment, expense and time and decide the effective team rules.
 Organising: Assign tasks in delegated way to members of the team by supplying detailed
information on objectives of the project. This will help complete the series of task
within project with maximum efficiency before deadlines.
 Leading: Trafalgar Travel Agency Company adopts various organizational models and
communication skills for lead time. They also used a consistent contact approach to
connect with team leaders’ communications pertaining to the implementation of the
project. In addition it helps to minimize the chances of confrontation, and also to achieve

a high degree of trust through involvement of each Participant in the decision taking
activities.
 Controlling and closing: The position of project manager emphasizes the control system
used to track, evaluate, analyse and enhance the project execution process. It will
significantly decrease the risk of failures and minimize wastage of resources.
Justify the application of the theoretical frameworks and methodologies within a project
environment
The company offers travelling services to large number of customer all over the world so
they need number of agents and executive to handle customers. The business has launched a new
initiative is related to changing the office structure into open office plan (Williams, 2014).
Managers find it simpler; everybody is in a centralized location. There is no need to track down
anyone from bureau to office. The management and company managers are usually in regular
touch with the staff in an open office schedule. Project Managers and senior executives will deal
with any other problems or staff when rushing around to cope with one problem. This allows
issues and problems with managing go much quicker. With the employees in regular
communication with managers and other stakeholders, they can get to management faster and
address problems. This means problems are addressed more easily and this contributes to more
efficiency. It is necessary for project managers to finalize proper methodology and structure for
their progress in order to execute the same project.
Methodology: Methodologies are regarded routinely as a technique for the
implementation of company related tasks using rules, procedures, systems, research practices and
goods to solve specific problems. The project manager of Trafalgar Travel Agency Company
must complete any single project such that they might execute the job efficiently in order to
finish planned work with respect to the current smartphone application. In this respect, Gantt
map was used as a method by project manager to track total project execution.
Gantt chart: Gantt chart is regarded as the technique on its own chosen to take as a
mixture of multiple operations like supporting documents (Nicholas and Steyn, 2017). It could
be said that the Gantt chart is useful for the beginning of a program for change cubical office
plan into open office plan as it displays the current project's progress which reduces the
probability of failure of the project. It also asks the project manager to modify their project path,
as if they were doing this in the opposite direction.

Framework: There are several applications operating within the same market stream for
project managers. Framework styles described as Prince 2, Extreme Project Management, Project
Management, Scrum, Critical Chain, Lean, Waterfall, etc. The project manager of Trafalgar
Travel Agency Company have selected the Critical Chain Project Management which is
considered to be most important techniques to draw maximum results in desired time period.
Critical Project Management Chain: CCPM system emphasizes resource management
and is perceived to be the integral component of the overall project. Allocation of resources
requires different issues, like expertise, strategic planning, whole project ability, use of allocated
money etc. It has been said that, project manager of respective company the responsibility to
effectively allocate all resources available without having to waste any resource in unneeded
location.
CCPM is the standard form of conceptual framework as it directs the project manager of
Trafalgar Travel Agency Company to carry out entire modification work under the strategy
(Mastrogiacomo, Missonier and Bonazzi, 2014). This also explores the ways in which the same
project will be completed with even more beneficial results in less moment. CCPM is seen as the
productive mechanism that contributes by contributing all resources to achieving the goal. Not
only does this system structure save project money, but it also encourages and directs manpower
to use it efficiently because they are important in attaining the goals of company.
Critically evaluate the composition and management of teams in project environment
Human resources are considered to be the most valuable component of project
management. A project is created and executed by a community of people collaborating around
each other with a common motive. With respect to above mention company there are wide
duties to be fulfilled by the project manager for changing the office structure. They use to choose
a potential group of people who are dedicated to the project goals and shows interest in growth
of company. They are going to convey the same idea of project with the help of project proposal.
Top administrators, partners, researchers and other primary facilitators are main group of
respective project (Marchewka, 2014). In addition to selecting team members, deciding how
these representatives will work effectively is also of importance.
The project manager must be able leadership qualities because they will be in charge of
managing entire team member’s success. Plan execution appears to be planned carefully. With
this, Trafalgar Travel Agency Company manager requires great communication skills such that

he might connect with the group members and create a strategy that actually identifies the
responsibilities of each team member. Before project implementation, the timeline within each
operation underneath the project must be established. Another significant project manager
function is to determine the tools required to successfully execute the program. A rough concept
diagram that offers detailed detail about either the design needs to be managed. Thereafter, a
conceptual structure needs to be established which will be implemented for project execution.
Project management and control is often important in order to identify possible challenges
in a timely manner and to develop appropriate steps where appropriate. Monitoring techniques
require essential review of on-going project tasks and indicators such as cost, commitment, etc.
toward pre-decided schedule and benchmark performance (Khalid, Zahra and Khan, 2014). The
project team is composed of a set of individuals with different behavioural patterns and operate.
Those individuals expected to represent the project team are qualified, knowledgeable and have
full project understanding.
Including members of the team with various talents, skills and experience could contribute
in a more innovative and sustainable venture as project manager will take suggestions and input
from team members. Such feedbacks will enable them devise and track plans that will contribute
to successful program execution. Furthermore, when a community of professional and dedicated
individuals come together to function as a team, it means that the project is fully completed
within the timeframe defined. Working as a team may have detrimental consequences too. The
power of gaining information in each person is not always the same and therefore the actual
project cycle could become time intensive. Project management and control is often important in
order to identify possible challenges in a timely manner and to develop appropriate steps where
appropriate. Monitoring techniques require essential review of on-going project tasks and
indicators such as cost, commitment, etc. toward pre-decided schedule and benchmark
performance (Khalid, Zahra and Khan, 2014). The project team is composed of a set of
individuals with different behavioural patterns and operate. Those individuals expected to
represent the project team are qualified, knowledgeable and have full project understanding.
Project Management Plan:
Scope: By making changes with office structure Travel company have the main scope to
build a strong communication network employees. Project manager also focuses to build a
healthy working environment which will be beneficial in making the plans work as per the

criteria and attain goals in desired time. With a systematic passage of top manager message
manager are executive are able to pitch customer in more pleasant manner and making positive
leads converted into actual sales that increases overall company profitability.
Resources: New furniture, more expanded rooms, proper electricity connections, wider
space for seating, high speed wifi-connections, refreshments room etc. In addition, they really do
need to construct an eye-catching application, whereby consumers can evaluate travelling offers
and service quality within 30 seconds. Besides these funds, investment in terms of labour and
accounting is the most important prerequisite. Consequently, Trafalgar Travel Agency Company
deals in hospitality sector so to make changes in office premises there must be adequate funding
needs to be introduced. In addition, the organization often needs highly qualified staffs who are
specialists in effectively conducting the present project to be hired.
Time: 4 to 5 months have been designed to operate a project based on changing the office
cubical office plan to open office area. Trafalgar Travel Agency Company should track the entire
system for this reason and guarantee that all projects are performed in a given timeframe
(Kerzner and Kerzner, 2017). As well as this, each staff member must also be assigned roles and
duties as per their talents and capabilities.
Quality: This is the most important component of a project that lets managers monitor the
progress of each level. They must make sure how every action is conducted systematically, so
that threat incidence can be reduced. This will help to improve project efficiency and therefore
increased the inefficiency of finance and other capital.
Deliverables: It is important for Travel company project manager to carrying out a
detailed investigation first before creating a project on making modification in office structure.
They must act in a manner to project team for this business by providing specific message on
how to carry out an activity and finishes the same with maximum efforts in order to increase the
worker efficiency.
Constraints:
Even though a Project managers play different crucial role behind the creation, planning,
and execution of a project. Thus they also have multiple issues in carrying out such operations.
The biggest challenge facing the executives in the sense of is the enhancement of the minimum
capital. Consequently, since this company conducts business in hospitality sector thus they have
to be more focused on external factors rather than making changes or heavy investment within

interior facilities. Therefore, to use scarce resources in an effective manner is the main role of
PM in the respective scenario. Another question that appears before them is to delegate tasks and
obligations based on team-members' expertise and abilities. Any error in having given
responsibilities also will significantly impact project quality. In addition, they are regarded as
restrictions in a project to overcome disputes among team members, involve together in social
activities and obtain strong support from them in achieving the aforementioned goals.
Costs & Cost Budget: This is known to be the first phase in designing and developing a
mobile app that allows a business to prepare a reasonable budget. In this regard, Trafalgar Travel
Agency Company managers are expected to pick the best technologies that will prove valuable in
converting office into open office plan without having much problem (Francese and et. al.,
2015). In this respect, the estimated cost needed to execute the building operation will therefore
be 20k Pound, which can be allocated as follows:-
Particular Amount
Initial Investment 100000
Expenses:
Operational Activities
R&D Activities
Cost to Furniture and other facilities
Decorating interior
Maintenance
22000
28000
16000
6000
8000
Closing Value 20000
Measures to control and monitor project risk, quality, change and configuration
Although disruptions occur every new project can never be performed in a fixed manner.
The explanation for this is the implementation process that is not carried out according to the
guidelines and regulations set. The likelihood of successes and failures tends to be equal when
releasing a mobile device (Flora, Wang, and Chande, 2014). Hence, Trafalgar Travel Agency
Company project management are important for creating a risk log and an implementation plans
during the development stage. It will provide the members of the team with knowledge about the
type of risks that might arise during project implementation. By providing stakeholders

information about problems that can occur when beginning a project, they may take prompt
action to address the same.
This will help increase the level of trust of both team-members and stakeholders by
growing the success of the project. Establishing a risk register as well as clear strategy will assist
managers in measuring and managing risk, reliability, as well as any project specification.
Whenever it comes to finances being poured out again for air conditioning and power, open
space workplaces are more sustainable. One common area is heated, or refrigerated and lighted.
It is against several large spheres, each of which has to be warmed or cooling separately. Which
really means the firm is saving money. When there is a need to adjust the office layout, this can
be accomplished easily and with minimum effort. If a shuttered plan office environment needs to
change, significant problems can happen that will never happen with open office plans.
Factors which lead to success or failure of a project
There have been some key factors underneath a successful project that leading it in
particular guidance. This requires team-member participation, strategic preparation, open
collaboration, diligent risk management and effective project completion (Burbank and et. al.,
2015). If an organization is successful in creating a highly qualified team member therefore the
probability of winning underneath a project undoubtedly increases. The Trafalgar Travel Agency
Company managers had to provide a more open communication between managers and
employees for this reason, where each member had the chance to exchange their opinions and
views when completing the project. Likewise, administrators can reduce the likelihood of failure
even by carefully preparing the risk management strategy. But if a project does not have a good
closure then it raises demand for further resource use. This will also lead to a rise in project costs
as well. Hence, administrators are largely responsible for ensuring that all project operations run
smoothly. However if a project does not have a good closing then it raises demand for further
resource use. This would also lead to a rise in project costs as well impacting the overall profit
figures of Travel Company. Hence, administrators are largely responsible for ensuring that all
project operations run smoothly.
CONCLUSION
In the end, it have been founded that project management is a way of managing available
resources and workforce in appropriate manner which enables to make maximum use and reach

the desired targets in particular time. The project management plan shall be deemed as a set of
policies the preparation, evaluation, monitoring and execution of the whole project inside a
specified time period. It has evolved to meet a company's targets and priorities set by
requirements. In addition, after this report was conducted, it was also evaluated that
entire project is unique in its own way. It includes activities, phases and methods necessary to
complete a project and also the risks involved with about the same. In last it is also stated that
research have been done to demonstrate that the cubicle type work environment is not actually
impacting productivity, and predict that the cubicle environment may be up to 21% smaller
without low efficiency. The sum of workspaces and staff is smaller with a closed design office.

REFERENCES
Books and Journals
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development processes: Challenges and best practices. International Journal of Modern
Education and Computer Science. 6(6). p.1.
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development course—An experience report. Journal of Visual Languages &
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scheduling, and controlling. John Wiley & Sons.
Khalid, A., Zahra, S. and Khan, M. F., 2014. Suitability and contribution of agile methods in
mobile software development. International Journal of Modern Education and
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Marchewka, J. T., 2014. Information technology project management. John Wiley & Sons.
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Nicholas, J. M. and Steyn, H., 2017. Project management for engineering, business and
technology. Routledge.
Too, E. G. and Weaver, P., 2014. The management of project management: A conceptual
framework for project governance. International Journal of Project Management, 32(8),
pp.1382-1394.
Turner, R., 2016. Gower handbook of project management. Routledge.
Williams, J. D., 2014. Preparing to teach writing: Research, theory, and practice. Routledge.
Zahra, S., and et. al., 2014. Performing inquisitive study of pm traits desirable for project
progress. International Journal of Modern Education and Computer Science. 6(2). p.41.