SP-60834 Project Management

Project Management

Course

Name of the Professor

Name of the University

Submission Date

Project Charter

Budgetary Information

It is in our knowledge that the Business School of Roehampton University is planning to

refurbish its learning premises. The items to be refurbished include the following: excellent

teaching rooms with well-built modern furniture, window curtains, white walls, repairing the

walls and floor, and painting the classrooms to give them a newer appearance; another area is to

recover computer laboratories; equip it with new advanced computers, update of the soft wares

from the current ones to higher quality, to install internet infrastructure, and lastly improvements

at the IT support desk including a permanent representative in the field for maintenance and

consultancy services. The project generally, is supposed to take place between Easter holidays to

summer this year 2018. A look at the budget table below gives you the estimates of the proposed

plan; the figures are proposals and therefore subject to reviews. I’ve taken an estimate of rooms

to be 20 (Hill 2007).

Items

Cost per unit/Pay

USD

Number of

Items

Time in Months

Total USD

Furniture

1000

30000

Window curtains

White walls

200

Walls and floor rep.

500

Painting

1000

Computers

160

100

0.5

16000

Soft wares

100

1500

Internet installation

100

0.5

500

IT Rep.

1000

Monitoring/reporting

500

Program Support

400

Grand Total

51680

Figure 1: Budget information

Objectives

The objective of this project is mainly to refurbish the Business buildings in Roehampton

University and equip them so as to meet a 21

century standards. The following are the goals:

 Having accommodative classrooms; that are building the rooms so as to provide an

appropriate learning environment for learning.

 Having an IT expert that is permanently available in the Queen’s building anytime.

 Building a computer laboratory that meets a today standard equipped with internet

connections.

 Avail standard furniture to the students.

Approach

 We shall try to carry out this project in a two face pattern. The building work will

commence in 10 classrooms as we reserve the others for students to continue using; after

one and a half months, we are estimating to have completed the half and start with the

rest. The same corporation will be responsible for all in classroom works such as

painting, repairs, and fixing window curtains among the rest.

 We have already identified a unique company with modern materials that have been

doing construction for the past 30 years. Nonetheless, the chance is still there for a

proposal of any company before this weekends.

 An interview to acquire an experienced IT specialist was already carried out and I am

glad soon we’ll be able to know that we have achieved this.

 Yet again, we have picked another entity that will carry out all the furniture workings; we

saw and assented with their samples. They were responsible for making the same to our

neighbouring university that as you know was admired by everyone.

 Lastly, we have been able to secure a contract with a company that will help us with

internet installations and supply us with the computers. Also, they will be carrying out

soft wares updates whenever necessary.

Stakeholder Analysis

 Logistics Officer: the officer is to make sure that procurement and supplies, transport,

communications, welfare, and any other important operational assistance elements are

jointly linked in an effective manner. The stakeholder has a high impact on the project

and any engagement in acts such as corruption and embezzlements could bring down this

idea completely.

 Technical specialist: the holder works closely with the contractors and maintaining

contact with other stakeholders. They include offering pieces of advice, active surveying

of the activities, and collecting data and fast distribution. They have a medium impact on

the project and therefore laziness and failure to inspect properly could lead to low-quality

products.

 Taskforce team leader: managing the program to ensure that all parts are effectively

proceeding and producing results. He is also to resolve any difficult circumstances

building a strong team culture. He is a very important person to the project.

 Management: they have been very important in pushing and formulating the groundwork

for this project. They mean a lot in this work as far as it is concerned; without their pieces

of advice and support, we could not have reached this far. They are very vital.

 Students: they have a small impact on the project but their cooperation and understanding

during the construction are much appreciated.

 Local Newspaper: they also have a small impact on the project. The can print and a good

story about the project that could improve our reputation but if they decide to obtain any

wrong side of the building, they could totally damage our image.

Risk Register

We have identified possible risks that might destroy all or part of the good things we have been

fighting to have. I have discussed them below.

a. A newspaper printing a headline that either show false or misinterpreted information

about the project or actual errors by stakeholders involved in the day to day running. I

have analyzed this risk and hence have rated it as highly contingent. As a result, I've been

in contact with their journalist to ensure I'm contacted to explain my side of the story

whenever they want to write about us. I believe this is not likely to happen.

b. Unavailability of the steering committee: It has been a very common case where steering

committee fails to attend scheduled meetings due to their known reasons. This risk is

possible and likely to happen here and therefore I would like to urge all the members to

commit throughout.

c. Inadequate funding to complete the project: This is a situation that if occurs will put us in

great danger as it will mean our project fails terribly. In no doubt, this is possible due to

many reasons that could arise in the course of the work. We are almost lacking

alternatives to mitigate this but are planning to present our case to the state government;

should they accept to help then we'll be okay.

d. Work not completed in time: For sure our time is quite limited, we only have about 2

months to finish this and so a failure by the constructing units to accomplish their tasks in

this time which is contingent but I doubt it will occur will not be good for us. Hence we

are liaising with the technical officer and all other involved officers to put the

constructors on pace but with care for the sake of quality work.

e. Actual construction costs more than the projected amount: The figures we currently have

are just estimates and therefore real costs could be different. If this occurs, we have

talked about it with the sponsors to give us more funding if possible or the state's

government. Nevertheless, this is not likely to happen.

f. Constructor’s license expires or revoked: While it is possible that this happens, it is rarely

likely. But if it happens, we'll seek a refund from the company and look for another

entity.

g. Wrangles within the committee: This group is supposed to work as a team and if they

don’t which is likely to take place, I myself will step up to try and resolve issues.

h. A Plane crash on the building: This risk is almost not likely. However, it might happen

and will surely be catastrophic. While we cannot prevent it from taking place, we can

only try to find a solution after it happens which is to organize fundraisings.

i. Corruption or misuse of funds by respective officers: We are praying this doesn’t happen

but it’s a likely happening even though we highly trust in our workers. Upon occurring,

we’ll surrender them to the police for prosecution and seek to repay the funds through

their property.

j. Death of any stakeholder: While we are viewing this as not likely to happen, it could

indeed take place. If it occurs, we halt the construction and mourn with the family and

find how to replace him within one week.

Gantt chart

Activities

April

May

weeks

Management

preparation

Chosen Steering

group

Advertise IT pos.

Conduct interview

Start staff survey

Steering organize

Inform students

Visit building co.

Visit furniture

makers

Procure materials

Works start

Inspect

Visit comp. supplier

Comps arrive

Inspect

Internet installation

Test

IT exp. announced

All working is done

& assessed

The final report in

comm. Meeting

Figure 2; Gantt chart (Rodgers et al. 2005)

Short Report

Importance of Risk Management

To the Director of School of Business, It has been a pleasure being the project manager doing all

the works and reports I have done. I have already clearly defined plausible risks in the register

section and briefly some of most likely to occur are corruption and embezzlement of the funds,

project not completed in time, unavailability of the committee whey they miss meetings with or

without apologies, wrangles within the team as witnessed in the last two projects, the newspaper

printing any evil doings in any part or all of the project, shortage of funds midway, and actual

construction causing more than arranged.

Otherwise, there is this important part that you cannot ignore so our hard work done ends up in

vain; you need to manage risk in all best possible ways. To brief you on the importance of doing

so, I have compiled the following: it is good to note that risk requires commitment from every

level of this entity; there should be well-defined policies and procedures for all the staff; all staff

to have definite roles, accountability and responsibility; adequate resources allocated for the

same and proper testing and training. By ensuring those, we’ll reap the following benefits: we

shall be able to save valuable income, people, resources, time, and property if few claims

happen among many others; creating a secure and safe surrounding for visitor, staff, and

students; we will also be able to reduce legal burden and increase the stability of our operations;

protect assets and people from any harm whatsoever; protect our surrounding; reduce threat of

any contingent litigation, we’ll also be able to define our insurance requirements better to help us

save any unnecessary premiums for the workers or anyone involved; a proper hazard control will

enable us to identify our project’s weaknesses, strengths, threats and opportunities and therefore

be able to plan for them in appropriate time and thus mitigate any unplanned occurrence.

I have already done a desirable part by putting down risk management plans, communicating

proper possible preparation, defining the results, and finally evaluating success rate, therefore it

could be good to take over. As am approaching my conclusion on this part, it is vital to add that

risk cannot be eliminated. However it is feasible to transfer it to another party that is able and

willing to absorb it; for example insurance policy purchase or agreeing a forward contract,

having good internal controls as I’ve said is also a better option, we can as well avoid them

anyway by not doing some too risky constructions, retaining to either evade the trying to reduce

dangers costs or in anticipation of larger profits by absorbing more of it, and lastly sharing by

following middle paths between transferring and retaining it (Haimes 2015).

Analysis and Potential Relevance of Prince2 as a Methodology

I know the head of IT has said that there have been past experiences with prince2. Well, I have

analysed it broadly and provided its critiques too. First of all, prince2 stands for Projects In

Controlled Environments. It is a mgmt. a style that aids in managing projects in a reduced risks

possibility with increased chances of success. We all know that this county United Kingdom has

a history with this method; it has been the standard management approach widely used. It is

available in the public domain yet it is a registered trademark. It works by enabling

standardization of terminology and style for managers, team members, suppliers, customers and

contractors. Another important feature is it provides an improved basis within a sector in the

organization. Prince2's focus is on the business case for the project and it’s doing so correctly

across the work time. This business case is the hallmark according to which assessment occurs,

immediately from the justifying the need time for a job to approving the necessaries, the

developed designed solutions against these needs. It also ensures a strong foundation. Lastly, it

defines a well-structured and organized projecting and is based on a defined mechanism that

controls to quality and manages change to plans and products.

On the critique side, prince2 only defines the activities needed to be performed by the manager

across different levels and deliverables they need to produce in managing, delivering and

controlling the project. And thus, it doesn’t explain the actual work to be done across various

stages of the project, nor does it indicate the techniques and tools to be applied in carrying out

these tasks. Prince2 doesn’t put a mandatory requirement for a wide-organization QMS. It too

doesn't require detailed financial justification.

For example, if prince2 just mentioned that scope of the project should be defined appropriately

and a deep effort of estimation done during the stage of planning itself; the manager of the

project just should break down the products in chunks of work he can manage and utilizes it as a

ground for resources allocation, to schedule the resource and estimate effort. And thence, the

manager can decide to apply a feature-based work breakdown structures in decomposing the

project, the Grant chart or a 3-point appraisal to choose the endeavour required and the method

of network diagramming to schedule the labour (Hughes et al. 2017).

Concluding the analysis and critiques of the prince2 method; I must admit that I understand the

concerns of the IT officer that there have previous concerns. For your information, there are

other options that that can be employed to the same tasks. One of them is doing an industry-

recognized certification from people like PMI, APM and BCS. They have their own training

courses and give accreditation at different levels otherwise, they will require more time and

expenses for this project which only has two months to complete. Secondly, we can do a great

fundamental of a course in project management course; otherwise, these once are not accredited

as the mentioned professional bodies. They too will require additional expenses for training and

time which we are running out of. I, therefore, want to assure you that the only appropriate

option we have is prince2 and so I advise we adopt it. It has other advantages like we already

trained it and has experienced it in the past; hence, I can assure you we'll correct places that

didn't go well (Scott 2016).

References

Hill, AV. 2007. The encyclopedia of operations management- onestopmba.com

Burkhard, RA., Meier, M. & Rodgers, P. 2005. Knowledge visualization: A comparative study

between project tube maps and Gantt charts - academia.edu

Haimes, YY. 2015. Risk modelling, assessment, and management -

books.google.com

Hughes, DL., Dwivedi, YK. & Rana, NP. 2017. The mapping IS failure factors on PRINCE2

stages: an application of Interpretive Ranking Process (IRP)- Production Planning &

Control

Scott, L. 2016. Alternatives to prince2: Aras people

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