GBM6PRM Project management Assignment Sample

Introduction - GBM6PRM Project management Assignment Sample

Project management refers to the planning, delegation, monitoring and controlling all the aspect of the project which helps in attaining the goals and objectives effectively. It is the most pivotal process which focuses on project completion within the allocated time, budget and resources. The current report will include various crucial skill and attitude that should be presented to the project manager. Moreover, it depicts on all the challenges and issues that are facing by the project manager while initiate the project. Moreover, it will also depict on the role of stakeholders and the necessity of stakeholder engagement. It will also define various project management concept and techniques which will be used for successfully integrating Smart city OS project.

Overview of the case

Kingston upon Hull is the historic maritime city which lies on the river Humber Estuary and River Hull. The city covers an area of 27.59 meter square and has a total population of 268852 people in year 2023 (Description of Hull, 2024). It is the most developing city of UK which focuses on regularly integrating new changes as to facilitate local people. It is the first fibre city of UK and presently it is aiming at building Smart City operating System (OS). The project will be initiated by Hull city council which is the local authority of Kingston upon Hull (Senapathi and Drury‐Grogan, 2021). The council is based at Guildhall and it operated under Liberal Democrat Majority control since 2012. The council is aiming at integrating OS system within Hull which contributes in the overall development of the city.

Smart City Os Project Manager’s Role, Challenges, Skills And Attitude

Assess various challenges faced by manager during project management in Global business organization

Global business organization refers to the company which operate in more than one country (Zadeh, Khoulenjani and Safaei, 2024). There are various challenges that encountered by the manager which impacts the overall working and success of the project. These challenges create obstacles in taking any decision which negatively impacts the overall success of the project. Following are the various challenges that faced by the project manager of Smart City OS project:

Difficulty in managing stakeholder: There are large number of stakeholders in Smart City OS project which includes Hull city council, technology company connexion and Cisco, civil authority that needs to be managed by the project manager (Thesing, Feldmann and Burchardt, 2021). It is crucial requirement for the manager to foster transparency and effective communication with stakeholder which helps in adequately conveying project success to them. Further, lack of adequate communication creates issue in adequately motivating and guiding employees regarding their activities which ultimately develop obstacles in managing the stakeholder’s satisfaction.

Inadequate risk management: There is a continuous change in the macro environment of the country which requires project manager to modify its strategies accordingly (Pamidimukkala and Kermanshachi, 2021). However, inefficiency in accurately predicting the uncertainties and risk will create issue in taking an appropriate action on timely basis which ultimately impacts overall success of the project.

Lack of human resources: Other crucial challenge faced in attaining the project goal is related to the lack of required skills and employees attitude (Varajão, Fernandes and Silva, 2020). Overall success of the project is dependent on the efficiency of employees in completing task within the allocated time and budget. Lack of effective skills will result into high wastages which adversely impacts the overall success of the project.

Budgeting issue: Another significant challenge faced while initiating the project is related to inefficiency in managing overall budget and cost of the project (Masood, Hoda and Blincoe, 2020). There is large number of resources which required while initiating the project and inadequate fund allocation creates issue in sourcing them within the assigned budget.

Define role, skills, capabilities and attitude required within project manager for generating values in project

There are large number of skills, attitude and competencies which project manager require for attaining the goals and objectives which as follows:

Leadership style: It is the most crucial skill which project manager requires guiding, motivating and managing the human resources. This skill will help in moving the project forward by coaching, guiding and motivating the employees. Further, Effective leaders make focus on managing the overall workplace environment which eliminates the scope of conflicts (Reiff and Schlegel, 2022). This skill will also help in identifying the gaps and supports in arranging sessions by which goal could be achieved effectively.

Communication skills: Effective communication and listening is another crucial skill which helps in managing conflict and reduces the scope of misunderstanding among the team members (Silva, Pereira and Magano, 2023). This skill will also help in understanding the issues and concern of employees and other stakeholder based on which accurate actions could be taken on timely basis (Skills required in project manager, 2024). It has been identified that there are large number of stakeholder which could be satisfied with the help of effective communication skills of manager.

Problem solving skills: This is another crucial competency which guides manager in facing all the uncertainties and also assists them in taking actions for attaining the goals and objective (Sisodia and Rocque, 2022). This skill will help in enhancing the quality of decision, reduces conflict and also supports in operating under dynamic environment successfully.

Role Of Stakeholder, Analysis And Digital Communication Channel In Smart City Os Project

Role of stakeholder

Following are various roles of stakeholders within smart city OS project:

Project manager: They are involved in arranging all resources and making plan for implementation

Hull city: Defines objective and goals of the project

Architect: Design infrastructure for the project (Locke, Feldman and Golden-Biddle, 2022).

Cisco and connexion: Take important decision for integrating technology

Use of stakeholder influence map to define the necessity of engaging with real time stakeholder

Stakeholders refer to any individuals, group or party that are interested in the actions of organization as firm’s decision influences their overall working (Puška et al, 2020). Employees, shareholders, customer, communities and governments are the crucial stakeholder of the company. Following is the shareholder influencer map of the Smart City OS project:

Stakeholders play a crucial role in taking adequate decision and influences overall working of the project. From the above stakeholder influence map, it has been determined that legal authorities are having high amount of power to influence the overall decision but not interested in the success of the project (Stakeholder Analysis, 2024). Further, Hull city council, architect and Connexin and Cisco are the three crucial stakeholders which have high power to take decision and highly interested in the success of the project. They are interested in success of project as it will eventually impact their overall reputation and goodwill (Pan and Zhang, 2021). Moreover, other state government neither has power to take decision nor interested in the success of project but only monitor project working to ensure that activities are initiated in fair and ethical manner. Lastly, citizen of Hull and Media are two significant stakeholders that are not having any right to take but interested in the success of policy as this will impact on their overall working.

Significance of regular stakeholder engagement:

There are various significance and reason for maintaining engagement level of stakeholders which is as follows:

• Adequate communication with stakeholders aids in conveying all the information regarding project success leading to avoiding confusion (Littlejohns et al, 2020).
• Regular communication with employees help in clarifies project goals and support in guiding them in effectively attaining the objective.
• Moreover, this communication support in fostering trust and creditability among stakeholder by maintaining overall transparency (Ogirri, 2024). Further, valuing stakeholders’ opinion and perception will help in enhancing their satisfaction which ultimately reduces scope of resistance.
• Lastly, regular communication help in determining their concerns and needs based on which accurate decision could be taken.

Type and role of digital communication technology for effectively managing stakeholder in Smart city project

In the current time, large number of technology has been introduced with the aim of managing regular communication with stakeholders which includes AI-powered tools, Block chain technology, Cloud-based platform, Social media and chat bots, VR and AR and emails. Following are four crucial digital platforms for engaging stakeholders:

• Consultation Manager
• Jambo
• Borealis
• Simply stakeholders

Below mentioned are various role of digital communication technology in engaging stakeholders:

• With the help of social media sites and video conferencing, manager could provide virtual view of the project working which help in fostering transparency.
• This technology also aids in providing regular information to stakeholder which help in reducing scope of resistance (Mishra, 2020). With the help of AI and VR all the doubts of stakeholder could be clarify which help on enhancing their satisfaction.
• This technology also assists in conducting regular survey and interviews which aids in determining all the concern and issues of the manager.

Project Management Techniques, Concept And Management

Discuss and critically evaluating diverse type of project management techniques and concept

There are three crucial project management concepts and techniques which will be used for effectively completing the project which are as follows:

Project management triangle:

Project management triangle is also known as iron triangle or triple constraint is the constraint model within project management (Project Management Triangle, 2024). Scope, time and cost are the three crucial variables of the triangle which impact on the quality of project (Milton-Edwards, 2020). This model aims at describing interrelation between three crucial variables of the model and also defines potential changes which should be introduced for managing the triangle. On the other hand this method ignores other crucial factors such as stakeholder satisfaction and issues which influences overall quality of the project.

Resource evaluation through cost evaluation techniques

Cost evaluation refers to the process of identifying total cost of the project which is associated with particular decision. This process aims at managing overall cost of project by taking economically sound decision. There are three most common techniques of cost evaluation which are as follows:

Parametric estimation: In this method, per unit cost of project is multiplied by total units which help in identifying cost (Cost evaluation techniques, 2023). However, this method has limited access as it cannot be used for dynamic project.

Analogous estimation: It is cost evaluation method in which cost is decided on the basis of the past data and historical project (Michalak et al, 2020). This method help in taking accurate cost decision. However, this method ignores inflation and other macro economic factors which lead to inaccurate cost evaluation.

Bottom-up estimation: In this method, total work is divided into small packages and cost of each package is identified and aggregate to determine total cost. It is very time consuming process which could impact on overall efficiency of project.

Scrum Technique: This is management framework which is used for organizing workforces as to successfully attaining common goal.

Kanban Technique: It is the visual work management system which is used to provide clear information regarding work progression within project.

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Describe implication of Project management concept and techniques for managing Smart City OS project

Project triangle:

It is very crucial for project manager to initiate project within allotted time and budget. For completing project within allotted time, work breakdown structure will be created according to which appropriate time will be allotted to each activity (Locatelli et al, 2023). Further, before selecting any resource manager will include in identifying its availability so that time will not be wasted in searching scare resources. Along with this, Manager needs to emphasis over accurate funds allocation and utilization so that task could be completed within allotted budget. In this context, Project manager will evaluate past project based on which accurate funds will be allocated.

Moreover, benchmarking technique will be used to compare actual funds utilized with the set standards which help in determining deviation based on which decision could be taken. This technique aids in regularly tracking funds utilization that help project manager in attaining goals within allotted cost (Manchana, 2022). At last, project success is also impacted by its scope as changes in scope will ultimately result in increasing time and cost for the project. If technology integration within Smart City OS project fails, then there will be change in scope which requires more time and funds. In this case, at the initial stage project manager should work with less resources and funds which aid in easily introducing new resources as per need. From the project triangle, it has been identified that inadequate management of any one element of triangle will negatively impact on overall quality and success of the project.

Cost evaluation techniques:

In the course of determining overall cost of the Smart City OS project, Analogous estimation method will be used (Hassan et al, 2023). This technique has been selected as Hull city council has undertaken various project in Manchester and London based on which most accurate cost could be allotted. This technique will also help in taking decision on the basis of past performance which helps in reducing scope of error in cost determination.

Scrum Technique: Under this 3:5:3 frameworks will be used under which total work will be divided into 5 tasks which will be assigned under 3 roles and 3 artefacts. This will help in successfully attaining goals and implementing Smart City OS project.

Kanban Technique: under this technique, all the activities will be listed down based on which most accurate human resources will be hired for each activity. This will help in successfully completing all the task and aids in fulfilling Smart city OS project.

Risk register and analysis

It is refers to the document which is used for determining all the risk that could impact on efficiency of the project. It is significant technique which aids in identify all risk and aids in taking proactive action to overcome the same (Meirkhanova et al, 2023). On the other, it is difficult to predict all the risk which ultimately creates issue in successfully carrying out project. Below mentioned are various risks which will impact on overall success of Smart City OS project:

• (Self-generated)

Conflict Management And Negotiation Strategies

Define potential source of conflicts

Conflict is undividable part of every project which ultimately develops issue in adequately attaining the goals and objective of the project. It is the crucial role of the project manager to focus on identifying all the sources of conflicts that could raised based on which most accurate decision could be taken on timely basis:

Conflict between Hull council and Technology company: This project includes both public and private organization which could create conflict of interest among both the parties (Dalto et al, 2024).

Lack of regular communication: It is possible that technical team, project manager, architect and engine did not convey information to each other which develop conflicts.

Diverse perception: Further, due to diverse perception and opinion there could be conflict between all the stakeholders. Beside this, conflict could occur due to manager and technical team’s inefficiency in responding to the issue on timely basis.

Lack of support of citizens: Moreover, conflict could rise between project manager and citizen of Hull city as there routine task could be impacted by inaccurate planning (De and Vijayakumaran, 2020).

Action Plan:

Describe measures by which conflicts could be effectively managing in implementing change within Smart City OS project

There is larger number of measures and strategies that should be incorporated by the project manager for effectively managing all the conflicts and ensuing successful completion of the project which is as follows:

Improve communication: All the conflict generally caused due to misunderstanding which could be overcome with the help of adequate communication. Project manager should involve in two- way communication with team members and other stakeholders which help in effectively understanding their concern and support in overcoming all the issue. Employee should be provided with freedom to express their perception and views while taking decision. Moreover. Digital communication techniques should also be used which help in regularly conveying information regarding project success so that scope of misunderstanding reduces.

Promoting teamwork: It has been identified that Hull City council and technology companies needs to work together for successfully completion of the project. However, both the stakeholders belong to different sectors and have diverse perception which creates conflict of interest (Crawford et al, 2023). To overcome issue regular meetings should be arranged between both stakeholders that help in taking adequate decision and support in working toward common goal.

Enhancing collaboration: Project manager should emphasis over enhancing collaboration within stakeholders which support in creating trust and confidence (Alshammari, 2022). For successfully attaining goals, all the technology companies, employees, real estate companies, citizen and government authorities should collaborate with each others. This could be achieved with the help of regular meeting, understanding and valuing other’s perception and open communication which aids in mitigating conflicts.

Developing inclusive environment: Along with this, there are larger numbers of employee’s belonging to diverse cultural and social background which needs to manage for successful completion of project. In the context project manager should involved in creating an inclusive work place environment which help in avoiding conflict and fostering teamwork.

Conclusion

By summing up the report, it has been identified that project manager will help in completing the project within limited time and budget. Lack of employee skills, budget allocation, stakeholder conflict and inadequate risk management are crucial issues faced by project manager. It has been determined that leadership, communication, problem solving and interpersonal relationship skills should be present within project manager. Various stakeholder of project includes legal authorities, Hull city council, Media, Local authorities, architects and other state government. Stakeholder engagement should be managed which help in fostering trust, enhancing communication, identifying concerns and support in regular communication. Cloud based platform, VR, Social media, Emails and Chat bots are various technology which help in communicating with stakeholder. Moreover, project management triangle, risk register and analogous estimation technique will be used for effective completion of project.

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