Achieving Goals in Project Management

Introduction

Project management refers to the practice of initiating, planning, executing, regulating and closing the project to achieve certain goals and objectives in the specified time. The key project management challenge is achieving all goals of the project within the given constraints (Gido et al., 2014). The objective of project management is to come up with a complete project which complies with objectives of the clients.

Sample Project Initiation Document (PID) including:

Project Summary

This is a report of launching refurbished computing labs and teaching rooms in Manchester (Manchester students), Birmingham (Birmingham students) and London (London students) premises, to make sure that staff and learners have a conducive learning environment and access to the modern technology to assist in their teaching and studies. The launch is aimed at publicising the university to attract learners and make the institution more competitive.

Project Purpose

This project is being undertaken to launch classes and computing labs which have been refurbished in the university of Roehampton campuses in London, Birmingham, and Manchester. The project is also aimed at acting as an advertisement to attract students.

Project Objectives

To achieve publicised launching activity

To gain competitive advantage

Budgetary information

Timescales

Timeline is a key part of the event planning process. It guides the project team through the planning process. Without a timeline, a project may find itself lacking focus and potentially missing a crucial deadline.

Key Stakeholder and Staff

Some of the key project staff includes

University vice-chancellor who is the sponsor of the project

Kindly add more staff

Work Breakdown Structure (WBS)

A work breakdown structure (WBS) is very crucial to a project. It is a deliverable-oriented breakdown of an activity which segment a project into components which are therefore being key to a project which regulates the teamwork into smaller and manageable segments. As per the Project Management Body of Knowledge (PMBOK), this breakdown is a deliverable oriented hierarchical decomposition of the task to be executed by the team handling the project (Siami-Irdemoosa et al., 2015). The work breakdown structure enable easy working and also ease project budget allocation. Moreover, each sector budgets can be easily determined according to the project’s breakdown structure. By allocating cost as well as time estimates to certain sections of the breakdown platform, a project budget and timeline can be easily developed. Also can be utilised to determine potential risks in a project (Devi & Reddy, 2012). Besides, by incorporating this project structure with a business breakdown structure, the project manager can determine communication points and as well come up communication strategies across the organization of the project.

Critical Path Network refers to the activity arrangement in logical order i.e. what comes 1, 2, 3 etc.

Risk Register

Risk refers to an uncertain occurrence which might affect a project. Some risks are not always negative like lower prices for certain materials which can assist in a project. This is an opportunity, though, it is still handled just like a risk. Ericson (2015), suggests that risk is inherent in almost every activity. It occurs in our daily activities such as education, business and personal lives. Therefore, knowing how to identify, analyze, assess, control, avoid and eliminate unacceptable risks is very crucial in life. This activity also has some risk associated with them. Moreover, there are no guarantees on any project. For instance, little activity can turn into an unexpected challenge. Anything which can occur and change the outcome of project activity is also a risk (Hopkin, 2018). Thus section indicates a risk register for University of Roehampton launch of refurbished classes.

Risk identification;

People Hazardous materials. This includes criminal activities, chemical hazards, drugs affected people and disorderly unruly behaviour

Technical management risk. This includes overcrowding, inadequate site management, threat, and medical emergency.

Health. Food poisoning, collisions, excessive noise levels, disease outbreak etc.

Trip/slip hazards. unsafe temporary structures, electrical cables, fire and electrocution/shorting out

Vehicular. Lack of parking spaces, disabled parking, temporary fencing etc.

Waste. Inadequate maintenance of toilets, inadequate emptying/cleaning of bins, insufficient rubbish bins, Inadequate number of toilets etc.

Accessibility. Inaccessible toilet facilities, difficulty touring through event site, inadequate seating space etc.

Environmental risk. Extreme sunlight, extreme cold, rain

Financial risk. The risk associated with financial loss during the launching of the classes

Legal risk. These are risks associated with legal obligation and compliance.

4. A Report to the Director of Operations and the Project Sponsor,

Introduction

Project leadership simply refers to the act of leading a team towards the completion of a project. However, it is more than just leading. It's about making sure that everything is done well through others (Burke, 2013). Moreover, the project manager promotes teamwork and oversee the completion of the project. Therefore, as a leader, the project manager is in charge of project activities and play a very crucial role in making sure that each team contribute and adds value to the project. Failure to have a good team leader can result in failures and disgrace in a project like this.

Quality Leadership and Its Role in the Project

Bryman (2013), while quoting the definition of John P. Kotter, argued leadership as the process of moving a team in some direction via non-coercive ways and creating movement in the long-term. Moreover, managers and leaders have variation and are two different things. Successful leaders are innovative and creative people who create new skills to incorporate with their abilities. However, leaders can be managers and vice versa (Hunt et al., 2013). Fist for the project manager, the manager should have good communication skills. This enables the manager to effectively communicate with a large number of individuals at different people during the execution of the project. Leadership for the project should be committed. Failure to be committed, the project would fail and fail to achieve its target of the university gaining a competitive advantage. Good leadership in this project ensures the project maintains its objectives. A project leader requires to always be alert to ensure that their team has a vision and stays committed towards the achievement of the project objectives. For example, failure to organize the project well, it may fail to achieve publicity, hence ultimately failing to achieve competitive advantage. Additionally, good leadership inspiring morale among team members. A project without good leadership is just like an army without a general. A project leader position inspires morale among the team members hence achieving the objectives of the project. For example, with good leadership, team members concerned with the organization of entertainment can be motivated to choose the best entertainment artist and equipment which would make the project attain motivation. Additionally, leadership make team members work hard as they eye a prize. Failure of the leadership, mare artist would be selected for formality, therefore, limiting publicity.

Good leadership is very critical in availing the necessary resources and support. A good leader will direct and follow up on the acquisition of the resources requested. This makes the arrangement for the launch faster and the event be of standard. For example, with leadership which is good, variety of drinks will be availed and the specific lighting equipment will be availed. On the other hand, failure of the leadership can create limitation and only a few brands of drinks and lighting tools reaching the venue. Other importance of good leadership includes initiation of action, delegating responsibilities, communicating new strategic directions, developing a work environment etc.

Methodology

Fox & Waldt (2008), suggest that each project manager should know how to select the right methodology for getting the job done. The study also argues that, based on the Project Management Institute (PMI), a methodology is a technique, system of practices, rules and procedures which are utilised individual in a certain sector. The importance of the processes is to guide project managers throughout a project. Some of the methodologies include; comparing Agile, Waterfall and PRINCE2 methodologies.

Waterfall

This is one of the simple methodologies to implement and is ideal for uncomplicated and short projects (Hewagamage & Hewagamage, 2011). It is sequential and linear. The model is based on the logical progression of steps, therefore, no step is initiated before another is completed. Though this strategy has waned over time to adopt more agile methodologies, its use cannot be neglected and remains a common methodology in several industries. The advantage of this strategy is that it adapts to shifting teams, allows early design changes, its simple to understand and use, phase progress and are completed at a time and it is easy to arrange tasks. On the other hand, it has high amount of risks and uncertainty, it is rigid and cannot accommodate changing requirements etc.

Agile

Another methodology is agile. It is a common methodology in project management which is based on continuous and fast improvement (Conforto & Amaral, 2010). This methodology has been common in many industries and teams. The strategy utilises sprints-short project cycles. The sprints flexibility allows for last-minute alterations/changes and may result in a better deliverable. Therefore, this strategy is important for a team which requires speed and flexibility. While comparing to the waterfall, which has a fixed plan, this process involves team interaction other than equipment and tools, the methodology is faster, regularly adapt to changes, it is flexible even too late changes. The model lack emphasis on necessary documentation and designs, its difficulty to measure progress etc.

PRINCE2

Another strategy is PRINCE2 which is a standard methodology of the government of the United Kingdom, though it has since been adopted in industries (Hinde, 2018). The strategy is based on controlled stages, consistent processes, regular progress reviews, properly allocated resources, and alignment with organization justifications. Project team leads the project while team members execute the strategy. The strategy is suitable for larger organizations, where designing and huge documentation is required. It promotes better communication, it has accountability, it is adaptable, and it has standardization and its time and cost-effective. On the other hand, requires experience, has an unfair reputation which is only supported by a waterfall.

Therefore, this project is a short time project. There're is no need for long and complex strategy. Therefore based on the simplicity of waterfall methodology, I suggest that it e used in the completion of this project. Balaji &Murugaiyan (2012), suggest that this methodology is utilised when requirements are not changing frequently, there is no complex application and project is short, resources are available and the requirement is clear. Therefore, since our project suit all this, a waterfall can be adopted. Additionally, in a waterfall, one step is completed before initiating anther, therefore, this could be important in ensuring all steps are thoroughly done which would ease the achievement of success of the project.

References

Balaji, S. and Murugaiyan, M.S., 2012. Waterfall vs. V-Model vs. Agile: A comparative study on SDLC. International Journal of Information Technology and Business Management, 2(1), pp.26-30.

Bryman, A., 2013. Leadership and organizations (RLE: Organizations). Routledge.

Burke, R., 2013. Project management: planning and control techniques. New Jersey, USA, 26.

Conforto, E.C. and Amaral, D.C., 2010. Evaluating an agile method for planning and controlling innovative projects. Project Management Journal, 41(2), pp.73-80.

Devi, T.R. and Reddy, V.S., 2012. Work breakdown structure of the project. Int J Eng Res Appl, 2(2), pp.683-686.

Ericson, C.A., 2015. Hazard analysis techniques for system safety. John Wiley & Sons.

Fox, W. and Van der Waldt, G., 2008. A guide to project management. Juta and Company Ltd.

Gido, J., Clements, J. and Clements, J., 2014. Successful project management. Nelson Education.

Hewagamage, C. and Hewagamage, K.P., 2011. Redesigned framework and approach for it project management. International Journal of Software Engineering and Its Applications, 5(3), pp.89-106.

Hinde, D., 2018. PRINCE2 Study Guide: 2017 Update. John Wiley & Sons.

Hopkin, P., 2018. Fundamentals of risk management: understanding, evaluating and implementing effective risk management. Kogan Page Publishers.

Hunt, J.G., Hosking, D.M. and Schriesheim, C.A. eds., 2013. Leaders and managers: International perspectives on managerial behavior and leadership. Elsevier.

Siami-Irdemoosa, E., Dindarloo, S.R. and Sharifzadeh, M., 2015. Work breakdown structure (WBS) development for underground construction. Automation in Construction, 58, pp.85-94.