Project Management

Task 1 Project Initiation Document

It is a document which is used for the purpose of bringing together and conveying all the key information needed to start a project to all concerned people.

Budgetary Information

In this Project, there are many tasks for which it needs amount to be invested in it such as for purchasing raw materials, purchasing resources, wages, salaries, commissions to the employees and managers or contractors. The Estimated amount in the Budget is £ 50,000.

Time Scales

The complete process of refurbishment is divided into many parts and the time limit for the completion of all tasks has been set up. On the very basis, the estimated Time Period for the completion of the Project is 6 Months.

Objectives

• Accessing latest Technology to support Education and Learning.
• Attracting Students from Diverse places.
• Providing Excellent Learning Environment.

Approach

The approach used by the institution in completing this project is PRINCE2 Approach because it is adjustable, time efficient, cost efficient and helps in achieving goals and manage project effectively.

Key Staff

• Employees
• Project Manager
• Labours
• Contractors
• Project Sponsor
• Project Team Member
• Business Analyst

Stakeholder Analysis

Stakeholders are those persons who have their own particular interest in the success of some project which is carried out by some organisation, institution. So for analysing the their interest, their favours and how their interest is managed is done by using the Stakeholder Analysis (Kerzner and Kerzner, 2017). It is an important process which refers to the range of techniques or tools to identify and understand the needs and expectations that the stakeholders does have in an organisation or institution. Stakeholders of QA Higher Education (QAHE) College are students, teachers, principal, teammates, contractors,, labours, suppliers, governments, resource managers are the stakeholders of the institution which are having their own particular interest in the project carried out by the company. The discussion of their interest, favour, and how the relationship in between them are discussed as under:

Task 2 Work Breakdown Structure And Gantt Chart

Work Breakdown Structure can be defined as a chart in which tasks of a project are illustrated to portray their relationships with each other and to the project as a whole. It helps is assessing outcomes of the project based on the graphical nature of the WBS. The WBS is used in order to manage the tasks properly and in an efficient way. It is so because it helps in making, defining, organising the scope of the project which is done by making use of hierarchical tree structure. This structure breaks down the the project objectives and tasks into smaller parts which helps in their measurement. And also the tasks and responsibilities are also provided to the employees on the basis of their skills and knowledge so the results of the task will also come positive which increase the effectiveness and efficiency of the project.

The Critical Path Analysis is very important as it reduces the risk and cost factor of the project. It id both a planning and decision making tool as it helps in handling complex works and also those tasks which are to be completed in a time efficient way.

Task 3 Risk Register

Risk Register can be defined as the tool which is used for the purpose of documenting risks, and actions for reacting upon those risks (Martinsuo, 2013). As the risks are identified they are then recorded in the register and immediately their mitigation strategy is also prepared to minimise their effect.

Task 4 Report To The Project Sponsor

• A) The Project Manager is the head of the project and have all knowledge about what to be performed and when to be performed by whom to performed and many questions like this. So in his duty, to check their performance and guide them but it is also his duty to continuously encourage them, motivate them and increase their efficiency by proper guidance and showing them the right way to work (Mir and Pinnington, 2014) .

It is also important for the manager to be good leader as it will help in making successful the team work of all the employees and teammates who are working together for making the project successful. It is necessary to be more than a coordinator and administrator in order to get the work done in an effective and efficient way. The leader has the strong power to motivate and encourage the employees to work for the goal they are provided with. He will make this possible by making communication with them on regular basis. This will help them not to forget the purpose of their doing the task so that they can do the work with full efficiency. In addition to this, by properly communicating with employees, he can change their mindset and make them clear about the purpose of their working.

The application of leadership in projects is very essential in order to complete the project in efficient and effective way. There needs a person to convey these messages to the employees. This task will be completed with the help of a leader. Leaders are those persons who have strong influencing power to the mindset of others with the help of their words. Further it is essential to make clear the employees with the vision, mission, clarity in reason behind doing the project, practical in scheduling and the ability to attract and retain the talented employees in the team are all the qualities which a leader possess not the manager so it is very important to have leadership quality in successful accomplishment of a project. Leader is the only person to deliver the proper messages and purpose of their working towards the goal. For example, friendly working environment can be created by the leader so as to enhance their level of productivity and will be helpful in collecting their ideas and views (Morris, 2013).

In the absence of the leadership quality in the project, than the employees will not get the proper direction and guidance to accomplish the work provided to them. Further the lack of this quality also brings the actual results equal to the desired result or lesser than that. But leadership quality makes it possible to provide the result which can also exceed the desired results.

1. B) Analyse and Evaluation of PRINCE2 Approach

PRINCE2 stands for Projects in Controlled Environment. It is a framework which is used in order to control the whole project in an organised and controlled way. It can also be said as that this approach to project management focuses on organising and controlling the project from the starting to the end. PRINCE2 approach is the solution for a sophisticated project which has a wide range of stage driven processes which mainly focuses on the project benefits at each stage (Ofori, 2013). Further this approach is also recommended because it breaks down all the complex things into smaller parts.

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Conclusion

From the above given data it can be concluded that project management is very helpful for making the project successful. The contribution is also made by the stakeholders who have their own interest in the success of the project and also made contribution in their success. In addition to this, the use of work break down structure is also used for making the tasks of the project to be simple. In addition to this, PRINCE2 Approach is also used for making the complex tasks in the project to divide them into smaller parts.

References

Books and Journals

• Burke, R., 2013. Project management: planning and control techniques. New Jersey, USA.
• Kerzner, H. and Kerzner, H. R., 2017. Project management: a systems approach to planning, scheduling, and controlling. John Wiley & Sons.
• Kerzner, H., 2017. Project management metrics, KPIs, and dashboards: a guide to measuring and monitoring project performance. John Wiley & Sons.
• Marcelino-Sádaba, S., González-Jaen, L. F. and Pérez-Ezcurdia, A., 2015. Using project management as a way to sustainability. From a comprehensive review to a framework definition. Journal of cleaner production. 99.pp.1-16.
• Marchewka, J. T., 2014. Information technology project management. John Wiley & Sons.
• Martinsuo, M., 2013. Project portfolio management in practice and in context. International Journal of Project Management. 31(6). pp.794-803.
• Meng, X., 2012. The effect of relationship management on project performance in construction. International journal of project management. 30(2). pp.188-198.
• Mir, F. A. and Pinnington, A. H., 2014. Exploring the value of project management: linking project management performance and project success. International journal of project management. 32(2). pp.202-217.
• Morris, P. W., 2013. Reconstructing project management. John Wiley & Sons.
• Ofori, D. F., 2013. Project management practices and critical success factors–a developing country perspective.
• Svejvig, P. and Andersen, P., 2015. Rethinking project management: A structured literature review with a critical look at the brave new world. International Journal of Project Management. 33(2). pp.278-290.

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