Project refers to a group activity designed to achieve the desired output by the organization. Project management refers to the application of the knowledge, skills and techniques for the execution of the project with efficacy and effectively. The project report focuses on the feasible and convenient execution of the project (Bryde, 2003). It will include the implications of the project and a suitable methodology for it along with the structure of the human resources for the organization. Procedure of the monitoring and controlling will be included in the project according to the detection of the management aspects in the business. Finally, risk management will be added along with the description of the necessary steps for the completion of the project.
A company is planning to relocate to the area around Banbury, Oxfordshire. The main objective of this relocation is to reduce cost and to increase the profitability of the business by 10%. Therefore, the company is required to analyze its operational procedure.
Regular examination of the operational processes is essential for the success of the business and it should be undertaken based on suitable techniques of project management, taking into consideration the cost benefit and the trend of the organization. The selected methodology should enhance the quality of the project and efficiently drive it towards an output that is compliant with the requirements (Eve, 2007). It will make the process of the monitoring and controlling easier and help the project manager to complete the project in a shorter period with economical resource management.
In the present project report, this business relocation is analyzed to attain the goal of expansion and the growth of the business. Apart from this, it is very important to review the business operations and procedure so that suitable project can be identified for meeting the requirement of business.
At this juncture, management can conduct cost benefit analysis which leads to provide information regarding project to be done. Not only this, time line, resources, budgeting and accountability of project also need to be considered and accordingly project should be selected. In addition to this, team manager can also make arrangement for alternative project so that business objectives can be met on right time. Also, it facilitates to complete the project on right time.
Project management has to pay attention on work distribution in order to complete the project efficiently. Distribution of tasks in the project management is crucial; if they are divided into proper stages and allocated to competent departments, efficiency will be facilitated (Brewer, and Strahorn, 2012). Three teams will be developed for the completion of work for three respective activities. Work break down structure of the project will be as follows:
This structure will work as a guide for the business for completing the activities on time along with appropriate monitoring.
Table 1: Time scale for completion of project
List of activities
Supervisor meeting for planning for relocation
Assessment of required resources
Assessment and Arrangement of financial sources
Implementation of planning
Collection of resources
Resource allocation in different activities
Controlling and monitoring
Variance analysis in implemented project
Review the project
Necessary modification for relocation
In accordance with the critical path, entire activities of project will be completed in 26 days. Critical path of activity is 1-2-4-6-7-8-9-10. By implementation of this model, organization can accomplish their activities in a timely manner. There are several kinds of resources like human, physical and financial resources that are required for completing the relocation project. At this juncture, project team also requires training for the tasks to be done and they also need to allocate the resources. Furthermore, team members will be communicated about tasks to be done and accordingly, accountability will be determined. In addition to this, all team members will report to their project manager. Further, project manager serves as the communication center by which smooth flow of communication can be maintained among team.
For the present project, various sources will be required such as human, financial and technical (Hamilton, 2010). These resources will be allocated in different operating tasks in order to maximize the output. Apart from this, effective budgeting has been followed for the relocation project.
The budget has been prepared as follows-
Budget in (£)
Entire three departments will report to their respective leaders and leaders will report to the project manager. In this manner, proper hierarchy will be developed and work can be monitored in an effective manner. Further, each department leader will have separate accountability in accordance with the task allocated to them.
Relocation of the business is a complex task because it is a highly standardized process and it will require huge financial resources. The following methodologies can be implemented in the business.
For the relocation of office to Banbury, Oxfordshire from London, the suitable methodology can be PRINCE 2 technique. The selected technique is linked to the controlling and management of project in a right manner. It is a process-based approach used for the project management (Harry, 2013). This approach assists in enhancement of the performance of new business system. It also helps in attaining aims and objectives of the business in an effective manner. By considering the various stages of this method, the project manager can evaluate various elements of the relocation project along with improvement in infrastructure. Furthermore, managers also apply critical path method to assess a certain schedule of activities for which management can develop various other strategies to support different aspects of project management that would provide efficient return to firm (Kerzner, 2009). Provided critical path depicts the duration in which entire activities of project will be completed. In this regard, prior preceding all information related to proper planning, associated risk, quality standard and requirement of customer are considered in order to carry out effective project plan. Thus, this methodology reduces risk to a great extent and increases the chances of success for company. Apart from this, PRINCE 2 is a standardized technique where employees have common approach to work. With this fact it can be said that time taken to hire additional employees can be reduced to a great extent. Therefore, selected methodology is helpful in achieving the organizational objectives and in providing right quality of services to the end users.
For the relocation of the project it is mandatory to assess the feasibility of the project. The study of the feasibility is the analysis of the evaluation for the potential of the proposed project. It is based on the extensive investigation and research. By the feasibility analysis management of the business will be in position to make better decisions.
For the assessment of viability of relocation, management must check that it is feasible in all aspects like technical, operational, financial and economical. The project feasibility can be assessed by the risk identification and its management. It will include the process of prioritization of the risk through coordination in utilization of resources for the monitoring and controlling of unexpected circumstances.
Various models can be selecting for evaluation of project framework such as traditional approach, PRINCE2, critical change approach or event change
;approach. By considering the activities of project, Framework is developed on the basis of model Prince 2. Description of framework under this model is as follows:
Figure 2: Prince 2 approach
The above diagram is showing traditional approach to complete the project. This is because all team members are allocated their responsibilities and task to be done by them. Under this, all workforces are responsible for given tasks and they need to communicate as per the requirement among team. Furthermore, critical change approach could also be adopted in case of need of immediate change. It assists management to bring modification in the present work environment and increase the chances of successful completion of project. Furthermore, PRINCE 2 has already been adopted for the completion of project. It depicts that proper structure has been followed for the management and administration of project.
The project manager plays a role similar to the captain of a ship in the completion of the project. For the purpose of the relocation project, managers should fulfill the following responsibilities-
A project plan can be termed as an approved formal document (see figure 4), which provides direction regarding how to accomplish a particular project. Further it is set of activities which provide direction to achieve final goals and objectives.
Following table is showing the way in which project plan will be implemented in a particular time span. It is also showing the activities that will take place after one. Under this, meeting is held in the presence of supervisors regarding the relocation project. Further, 3 days for assessment of required resources. After that, viability of project will be checked with respect to financial resources. This activity will take approximately 5 days. Accordingly, all related activities of project are listed in the table along with the time taken for all.
Table: Activity table
Supervisors’ meeting for planning the relocation
Arrangement of financial sources and assessment of financial viability
Implementation of the plan
Variance analysis of the implemented project
Review of the project
Figure 4: Gantt chart
Following team structures can be implemented by project manager for relocation-
Functional team structure
Functional team structure is composed of organizational members from several vertical levels from hierarchy who can perform specific functions. A functional team will have manager and subordinates. Manager will be responsible for the completion of internal operations and management of external relationships. This structure is hierarchical in nature in which activities of sub departments is supervised by main departments (see figure 5). This structure is divided into four parts such as marketing, design and development as well as testing. All of these managers will be supported and guided by directors so as to integrate all project activities in the right manner. Functional team members generally have various responsibilities but they all work to attain similar objective of the department.
Figure 5: Hierarchal project structure (Source: Larson and Larson, 2012)
(Source: The Best Structure to Work Under for the Project Manager, 2014)
It is also known as matrix structure. It is established by combining characteristics of functional and project based structure. In this kind of structure, activities are interrelated for better coordination and support. (See figure 6)
Figure 6: Matrix organization structure
(Source: Larson and Larson, 2012)
In Project based organization structure, an individual project team is established which comprises of experts from different fields. Further tasks are allotted to individual teams which are performed by experts (see Figure 7).
Figure 7: Project based organization structure
The suitable structure for the completion of the project will be hierarchical (Haughey, 2013). (See figure 8) Through this structure the appropriate responsibilities and accountability to the subordinates and there will be proper reporting of the work to the senior managers. The structure for the relocation of the Banbury, Oxfordshire in London will be led by the board of directors and they will do the supervision of the project managers. Further the managers will lead the other subordinates of the business.
Figure 8: Hierarchal structure for the relocation
All the structure is explained as follows which depicts that hierarchical structure proves to be effective for the relocation project. The reason behind selecting this structure is effective reporting procedure. Under this, supervisors can effectively assess work of those who are working under them. Accordingly, effective reporting system can also be followed. In addition to this, selected structure facilitates to implement the project successfully.
Furthermore, board of directors remains at the top most position of team who give support to the project managers. The project manager handle rest of the work related to coordination and delegation of authority among team members. The team of project manager consists of IT experts, supervisors and vendors.
Description of interpersonal skills of project manager is as follows:
Quality management refers to the procedure of maintaining the selected methodology and techniques adopted for the completion of the project. It assures that the procedure does not have loopholes which might endanger the successful completion. The following process and techniques will be implemented in designing quality management process.
Illustration 1: Quality management
Formalized framework and stages
On the other hand, formalized framework and stages are the effective meaning to follow the quality design aspect of project. For example, design of total quality management can be adopted in order to complete the project as per the set standard. Further, regular monitoring meeting is also an effective method by which all team members can consult regarding quality aspect of project and solve the same if any. Apart from this, traceability is done at the team members end because they work on the basis of specified guidelines. Furthermore, above mentioned diagram is showing that corporation can easily ensure effective quality of products and services. It enables the customers to buy products and services offered by the firm. In addition to this, employees need to be informed on right and also, there must be communication related to policies and procedure (Lester, 2007). It proves to be effective in delivering good quality of services and creating competitive edge of the firm. Therefore, quality management process contributes towards increasing flow of production and meeting requirement to business in the most effective manner. It also makes it possible for the corporation to retain buyers by offering them good product with compliance of quality standards.
Project managers are required to manage change in project plan in a proper way. The required changes will be made only after proper analysis of situation. In the present proposal the changes required will be communicated to broad of director for the final approval. Further, it will be communicated to employees along with its requirement to prevent resistance for change. These changes will be incorporated in operational processes and same will be implemented. Project manager will monitor the work of subordinates in order to assure that changes have effective placed. Following process will be followed project manager to make change in proposal-
Several kinds of risks and issues have been detected in the process of the relocation. Main risk in this process is of inaccuracy in the planning process. There are many errors in forecasting plan which has made the present circumstances more adverse. Other than this, it has been identified that the allocation of resources has not done in proper manner which is caused delay in completion of project. Following risks can arise that can crease barrier for the project-
The monitoring of the entire process will be done by the considering following document of project plan:
Effective control is essential to resolve issues arise in the course of project. In present case scenario project, effective control system can be developed by considering the following aspects in order to detect and manage issues-
Main role of project manager and sponsor is to manage all tasks of project at hand in such manner that all the issues can be prevented. Project at hand can be defined as the group of activities on which project manager is working with its team. From this aspect they are required to identify key issues and risk factors that can affect success of the project in adverse manner. This can be done through adequate planning. They should consider threat factors in planning for proper management of project (Lester, 2007). Following risk can be occurring at the final stage of project-
Issues can be detected by monitoring the process and strategy of feedback. Regular reports will be prepared by the team on the basis of their work so that continuous evaluation can be done by project managers. Prior arrangements should be made to manage ownership issues in the project (Eve, 2007). Further, entire procedure should be documented to keep proper record of accountability and responsibility. Deficiency in resources can be managed by proper allocation of resources by considering plus margin in the situation of contingencies.
It is the last stage of the project. In this stage, remaining formalities will be done to complete the project. In this financial statement will be prepared to represent actual cost and expenditure of the project (Bryde, 2003). Board of Directors will clear the account of project managers by paying final payments. Entire documentation will be audited by external auditors in order to assure financial accuracy. All authorities and obligations of new business will be transferred by project managers to BOD of the companies. Final presentation will be done by project managers on the completion of the project. Team will be reassigned by company according to their procedure (Richardson, 2010). If there are any issues, they will be solved by project managers and the project will be completed by sign off on deliverable. Apart from this, assessment is done by checking that whether project is completed or not. In this regard, several aspects like introduction of new project and its execution in a successful manner are taken into account. For example, in case if execution is done appropriately then project team needs to review that task to be done. In addition to this, it has also been assessed that quality aspect are done and project has been completed successfully. The assessment of plan has been done as follows-
In accordance with the present project report, conclusion can be drawn that project manager is required to consider all the vital factors while relocation of business. For this aspect, they are required to evaluate financial and non-financial feasibility of project. For better performance, there should be proper controlling and monitoring on the project activities. It will reduce variances and increase the quality of the project. Further project managers should have adequate interpersonal skills to execute project in an effective manner and to reduce risk factors in future actions.
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