Project Management Report: Analysis of XYZ Ltd's Maintenance System

This report details a project management initiative aimed at developing an effective maintenance system for a company, XYZ Ltd. The report provides an executive summary outlining the project's objectives, which included decreasing production costs through proper equipment maintenance. It addresses project completion, scope management, business value achievement, and successful implementation, highlighting key indicators of success. The report also analyzes project deviations, including schedule and budget adherence. A project review section details lessons learned, suggestions for improvement, and the handling of conflicts and ethical issues. The Prince2 methodology is applied, detailing phases such as starting up, directing, initiating, controlling, and managing product delivery. The project involved creating a Gantt chart and implementing strategies to protect equipment from failure, ultimately increasing productivity and return on investment.

Running Head: PROJECT MANAGEMENT
project management
[Document subtitle]

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Contents
EXECUTIVE SUMMARY.............................................................................................................2
PROJECT COMPLETION..............................................................................................................2
PROJECT DEVIATIONS...............................................................................................................4
PROJECT REVIEW........................................................................................................................5
PRINCE 2 METHODOLODY........................................................................................................7
1. STARTING UP A PROJECT...............................................................................................7
2. DIRECTING A PROJECT...................................................................................................7
3. INITIATING A PROJECT...................................................................................................8
4. CONTROLLING A STAGE................................................................................................8
5. MANAGING PRODUCT DELIVERY...............................................................................8
6. MANAGING THE BOUNDARIES.....................................................................................9
7. CLOSING THE REPORT....................................................................................................9
RECOMMENDATIONS.................................................................................................................9
REFERENCES..............................................................................................................................11
APPENDIX....................................................................................................................................12

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EXECUTIVE SUMMARY
The report was developed regarding the maintenance plan of the equipment of the resources. The
purpose was to ensure that the maintenance and data within the company are effective.
Moreover, the major goal of the CEO was to ensure that the production cost decreases with the
proper maintenance of the equipment. There are some questions in the report which were
answered about the completion of the project, the deviations which made the project difficult to
complete. The Prince 2 methodology has also been used in the project in order to develop the
effective maintenance system efficiently. The preparation of Gantt chart has been developed for
the maintenance system with the time duration of three months that was allotted to the newly
appointed CEO.
Therefore, it is very important for every company to have effective maintenance system in order
to protect the equipment from failure and this helps in increasing productivity with minimum
cost (Bastos et al; 2014).
PROJECT COMPLETION
Project Completed: yes, according to the plan.
Was the project completed as per the plan or were there any considerable changes to the
project scope or schedule? How well was the scope defined?
The objectives of the project which were shown in the proposal of the project have been
accomplished without any change to the project scope or schedule. There were some difficulties
in managing the contact with the company on a regular basis by the students. As some of them
were part time employed and some of them were full time employed. And this has reduced the
ability of the scope creep to be enhanced in the procedure. There were some additions to the

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schedule, but this did not change the scope, rather there were shortfalls in the installation of the
draft in order to be accomplished.
There were some minor changes in the schedule because there was the delay in the testing of
equipment and this resulted in the change in schedule.
How effective was the scope management process?
The project scope was well measured, and it has been conserved over the project in order to
develop the effective maintenance system. Therefore, the scope management process was
effective enough, and this helped in the execution and completion of the project, and the
objective was easily achieved because of this. And the effective maintenance system was
developed.
Was the business value achieved?
Business value cannot be judged in a short period of time as the project was done on the
qualitative aspects and it included managing and controlling of the equipment. If the
management follows all the strategies, then it will be able to achieve the business value for a
longer period of time. Therefore, the goal was to achieve the objectives within a given time
period of three months. And the business value will be achieved if the XYZ limited continue
work as per the strategy and focus on the maintenance system in order to safeguard the
equipment from the failure which is caused by the wear and tear.
Was the project implemented successfully?
The strategies for the effective maintenance system has been implemented successfully, and if
the company works accordingly for a longer period of time, then the motive of the company will

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also be achieved. The project was implemented successfully because of the dedication of the
team members and the project team and the project board also helped at each and every step of
evaluating the procedure and recommended the solutions for the mistakes. Therefore, the unity
and support among the team helped in the successful implementation of the project.
Do you have any specific indicators of success?
Yes, there are some specific indicators of success like the damaged tools will be identified, there
will be a reduction in the cost of maintenance, elimination of unplanned breakdown, etc. all these
indicators will result in an increase in production and return on investment. And this will benefit
the company for a longer period of time.
PROJECT DEVIATIONS
Are there any exceptional or significant changes in project scope?
There were no such changes or deviations in the scope of the project because the scope was
developed after observing the problem carefully and this helped the project to complete on time,
and the project was well executed on time and without any wastage of resources and manpower.
How close was the schedule of a project and estimates of the budget to the actual cost of the
project?
Students have worked beyond their capability and capacity in order to help the newly appointed
CEO to achieve the target within a given time period of three months. The project schedule and
budget estimate are close to a great extent. All tasks were matched closely in order to develop an
effective maintenance system. Therefore, the project was executed as per the plan, and strategies
and no changes were made during the time of implementation.

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PROJECT REVIEW
What have you learned from this project?
Earlier there was wastage of time in the project by finding what is included in the project
management. There was a one team member only who had some experience in this type of
projects.
Better strategic planning was required, and it took the time to gather information for the
successful implementation of the project in order to develop the effective maintenance system to
protect the equipment from failure because of wear and tear. Being an individual, I have learned
that it is very important for the company to have effective maintenance system as this helps the
company to safeguard the equipment from the failure and this helps in increasing productivity.
What would you like to do differently next time?
Being an individual, I will hire a project leader who will be having some experience in the
project management. The team approach will be used in order to delegate the authority and
responsibility. And this approach will help in the completion of the project in a given time frame.
More time will be spent on the analysis of the various contents and areas of management before
a selecting a particular area to work upon. And would like to work on a different area of project
management apart from the development of effective maintenance system.
Were there any procedures which did not work well? What will you do to improve them?

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There was a problem in reporting to the supervisor by the concerned staff. As the meeting was
held weekly and, the issues were not raised clearly because there was no proper reporting. Being
an individual, I would suggest that the time of meeting can be changed and it can be done once
the weekly report is ready so that the agenda of meeting gets accomplished. This will save the
time and the agenda of the meeting also gets accomplished. Because if the meeting is held and
there is no such issue to discuss then, it will lead to a wastage of time, money, etc. we should
know the value of time and should utilize properly without any wastage.
Where the conflicts handled effectively? What were the challenges the team faced?
There were no such conflicts in the team at the time of completion of the project. But there was a
problem of communication among the team as e-mails were used for the communication and
there was delay in e-mails. And this delayed the meetings as the messages and information were
not clearly defined. As one of our team members didn't have the computer system, so he was
always the last one to get the information or gave the information. This delayed the process of
meetings as there was wastage of time. And because of this, there was miscommunication as
well among the members of the team.
Were there any issues of ethics? How have you handled the issues?
There were some ethical issues among the members of a team. As they didn't work rightly as
what is right and wrong for the company. They were just experimenting in order to show their
skills in order to achieve individual goals. The issues were handled by the group discussion and
the common strategies were made which were agreed by all the team members. But earlier, it
became very difficult to handle the situation as there was no common goal among the team and
the team was only focusing on the individual performance.

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PRINCE 2 METHODOLOGY
The Prince 2 methodology had been used in order to show the different phases of the project i.e.
the development of an effective maintenance system. The phases were as follows (Matos et al;
2013):
1. STARTING UP A PROJECT
In the first phase of the Prince 2 methodology, we submitted a request for our project i.e. the
project mandate. It was very brief and short and covered only the important areas of the project,
and it also included the objective of a project like what we actually want to achieve from this
project. The project mandate was completely accessed in order to ensure that the company is
right and capable enough to do the project. When the mandate was approved, then we submitted
more details about the project like what are the actions, plans, resources, required personnel, etc.
which are required for the execution of the project.
2. DIRECTING A PROJECT
The next phase of the Prince 2 methodology was about directing a project. Under this phase, the
board of the project reviewed and evaluated the briefs which relied on the justification of
business in order to get approval for another round. Then the board of the project further decided
what to be done for the execution of the project. And they delegated the responsibility to the
project manager accordingly. Therefore, this phase was very important for the completion of the
project. As the board of the project delegated the authority and responsibility among the
members of the project.

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3. INITIATING A PROJECT
The next phase of the Prince 2 methodology was about initiating a project. In this phase, the
project manager created the documentation for the initiation of the project which included the
complete details of the plan and strategies of a project and the commencement for the targets of
performance like time, budget, profits, quality, risk, etc. The documentation of the project
initiation was sent to the board of the project in order to get the approval for further execution.
And the board of the project gave the approval and further the work started. As the
responsibilities and duties were delegated among the members and we knew are jobs clearly.
4. CONTROLLING A STAGE
The next phase of the Prince 2 methodology was about controlling a stage. In this phase, the
project was broken into the smaller packages of work by the project manager. And it was further
passed to the other team members in order to complete the execution of the project. Further, the
project manager checked the advancement of the work at each step in order to eradicate the
roadblocks and corrected the miscalculations when it was required. The members of the team
coordinated and remained well connected in order to complete the project. And they also made
sure that the things work according to the plans and strategies.
5. MANAGING PRODUCT DELIVERY
The next phase of the Prince 2 methodology was about managing product delivery. In this phase,
the project manager checked the progress of the project as per the briefs and ensured that the
deliverables met the expectations of quality or not. Further, the board of the project evaluated the
complete packages of works and approved them with some minor changes. Therefore, this phase
was very important because the even the small work packages got checked by the board of the
members, so it was very important for us to perform the tasks carefully and efficiently.

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6. MANAGING THE BOUNDARIES
The next phase of Prince 2 methodology was about managing the boundaries. In this phase, each
stage of the project keenly observed and reviewed by the project manager and the board of the
project. It was ensured that the project is fulfilling all the necessary requirements or not. Each
step decided whether the project could continue to the next step or not. All the mistakes and
changes were recorded for the improvement so that the project get completed.
7. CLOSING THE REPORT
The next phase of the Prince 2 methodology was about closing the report. In this phase, the
project got completed, the project manager wrapped the project and made a report about the
outcomes, risks, challenges, etc. all the things were included in the report in order to give a clear
picture of what was done in the project and how it was executed.
Therefore, in order to help the CEO, the effective maintenance system was developed to increase
the productivity and safeguard the equipment from the failure which was caused because of wear
and tear.
RECOMMENDATIONS
It has been recommended that the company will be considering the maintenance schedules
properly and effectively. This will ensure that the company moves properly ahead with the
required production success and cost management (Braha, D. 2013). It has also been suggested
that the data management of the company will be handled by the new system that will be
developed through the project plan. The new system is focused towards integrating the entire
system together and allowing access to all the data to each department for effective management.

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REFERENCES
Bastos, P., Lopes, I., & Pires, L. C. M. (2014). Application of data mining in a maintenance
system for failure prediction. Safety, Reliability, and Risk Analysis: Beyond the Horizon: 22nd
European Safety and Reliability, 1, 933-940.
Braha, D. (Ed.). (2013). Data mining for design and manufacturing: methods and
applications (Vol. 3). Springer Science & Business Media.
Campbell, J. D., & Reyes-Picknell, J. V. (2015). Uptime: Strategies for excellence in
maintenance management. CRC Press.
Horberry, T., Burgess-Limerick, R., & Steiner, L. (2016). Human-centered design of equipment:
lessons from the mining industry.
Matos, S., & Lopes, E. (2013). Prince2 or PMBOK–a question of choice Procedia
Technology, 9, 787-794.
Prno, J. (2013). An analysis of factors leading to the establishment of a social license to operate
in the mining industry. Resources Policy, 38(4), 577-590.

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APPENDIX