Project Plan for IBEK Ltdhass Company - Example

Managing Projects By ID # Affiliation Table of Contents Task Network diagram A network diagram is a project management technique that is used to demonstrate sequence of activities graphically. In simple words, a network diagram is a demonstration of a sequential and logical relationship between projects activities and tasks (Schwalbe, 2010, p. 218; Holland & Holland Enterprises Ltd., 2013; Nash, 2013). This assignment is divided into two tasks. In the first task, I will discuss some of the important aspects associated with the development and calculations of network diagram. The second part of this assignment discusses some of the important aspects of project planning in the context of a business organization. The basic purpose of this paper is to discuss some of the important project management frameworks and apply them on a real-life project. Timings of activities and the total float Table 1 outlines some of the project activities along with their durations and precedence. In the next section, a critical path analysis method will be performed to assess the project activities and timings. In addition, this table will also be used to calculate project float of activities by subtracting earliest start from least start. Table 1Project Activities and Duration Activity (Tasks) Duration (Days) Preceded By A 4 B 5 A C 9 B D 4 B E 7 B F 5 B G 11 C, D, E, F H 5 G I 4 G J 5 H, I K 5 J L 7 K M 5 K N 5 L, M O 7 N P 4 O Q 4 P R 5 Q Project duration and the critical path We can define critical path analysis (CPA) as a series of logical sequential activities or tasks that are essential for the successful completion of a project. In this scenario, the basic purpose is to determine the most resourceful path to some peak point that can be computed. In addition, critical path analysis offers a number of advantages to project management teams such as it can help them in time management, it provides continuing data and information for determining project progress, it facilitates project management team in decision making (Hiemstra, 2000; Gray et al., 2010). Table 2 presents the overall analysis and calculations of the project critical path. In this scenario, I have assessed the overall project activity time by analyzing project durations in a detailed way. After calculation I found that overall time for the project completion is 76 days. Table 2Results of Calculations No. Activity Name On Critical Path Activity Time Earliest Start Earliest Finish Latest Start Latest Finish Slack (LS-ES) 1 A Yes 4 0 4 0 4 0 2 B Yes 5 4 9 4 9 0 3 C Yes 9 9 18 9 18 0 4 D No 4 9 13 14 18 5 5 E No 7 9 16 11 18 2 6 F No 5 9 14 13 18 4 7 G Yes 11 18 29 18 29 0 8 H Yes 5 29 34 29 34 0 9 I No 4 29 33 30 34 1 10 J Yes 5 34 39 34 39 0 11 K Yes 5 39 44 39 44 0 12 L Yes 7 44 51 44 51 0 13 M No 5 44 49 46 51 2 14 N Yes 5 51 56 51 56 0 15 O Yes 7 56 63 56 63 0 16 P Yes 4 63 67 63 67 0 17 Q Yes 4 67 71 67 71 0 18 R Yes 5 71 76 71 76 0 Project Completion Time = 76 Days Number of Critical Path(s) = 1 Critical Path A critical path can be defined as a series of planned tasks that are used to find out the period of a project plan or an iteration plan. In this scenario, the critical path is determined as the longest route all the way through a project or iteration, and finds out the minimum time feasible to carry out project activities in the project schedule (IBM, 2013; Makar, 2009). There is only one critical path in this project, which is outlined in table 3: Table 3Critical Path Activity No. Critical Path 1 1 A 2 B 3 C 4 G 5 H 6 J 7 K 8 L 9 N 10 O 11 P 12 Q 13 R Completion Time 76 If the project starts on the Monday 15 April 2013, what is the earliest date it can be completed Susing a 5 day working week? Assume no other holidays (explain how you calculated the figure) I have used MS project and drawn the Gantt chart of the project. The estimated date for the completion of this project is 29-July-2013. Gantt chart A Gantt chart is a graphical demonstration of work schedule that is commonly used in project management, which helps project management team to plan, organize, and track particular activities in a project (Rouse, 2007; Kerzner, 2006). Table 4 outlines the details required for the completion of a Gantt chart: Table 4Schedule for MS Project Gantt chart Activity Duration Start Date End Date Precedence A 4 days 15-Apr-13 18-Apr-13 B 5 days 19-Apr-13 25-Apr-13 1 C 9 days 26-Apr-13 8-May-13 2 D 4 days 26-Apr-13 1-May-13 2 E 7 days 26-Apr-13 6-May-13 2 F 5 days 26-Apr-13 2-May-13 2 G 11 days 9-May-13 23-May-13 3,4,5,6 H 5 days 24-May-13 30-May-13 7 I 4 days 24-May-13 29-May-13 7 J 5 days 31-May-13 6-Jun-13 8,9 K 5 days 7-Jun-13 13-Jun-13 10 L 7 days 14-Jun-13 24-Jun-13 11 M 5 days 14-Jun-13 20-Jun-13 11 N 5 days 25-Jun-13 1-Jul-13 12,13 O 7 days 2-Jul-13 10-Jul-13 14 P 4 days 11-Jul-13 16-Jul-13 15 Q 4 days 17-Jul-13 22-Jul-13 16 R 5 days 23-Jul-13 29-Jul-13 17 Figure 1Gantt chart developed using MS Project If the following happened what would be the effect on the duration of the whole project? Explain the reasons. Activity D is delayed1 day If there is a delay in project activity D then it will not affect overall project duration, because this activity does not exist on project critical path. Activity M is delayed 1 day If there is a delay in project activity M then there will be no influence or effect on overall project duration, because this activity is not on overall project critical path. Activity Q is completed 1 day earlier If there is delay in project activity Q then there will be influence or effect on overall project duration, because this activity exists on project critical path. Overall project will extend one day and new ending date of the project will be 77 days. Explain the limitations of Network diagrams Network diagram is difficult to assess and analyze. The overall structure of project network diagram is difficult to analyze. In a single look we cannot assess the overall project status. For developing and understanding network diagrams there is need for effective project management knowledge. In addition, network diagrams do not allow us to transfer tasks from scope management to work management view. These tasks cannot be created using drag and drop from toolbar. Moreover, in large and complex projects it is difficult to manage overall project activities in a smooth way. This leads to a large number of issues and problems regarding drawing project diagram and assessing project tasks (IBM2, 2013). Task 2 Introduction At the present, almost every organization (regardless of its size and type) is concerned with some kind of project management. In the past few years the trend of carrying out business tasks in the forms of projects has become an attractive trend. In this scenario, in order to manage a project a firm assigns a project manager the role of managing functions and tasks that come under his area of job specifications. A project manager is an individual who has the general responsibility for successfully and effectively planning, initiating, executing and closing a project. In addition, at the present different industries hire project managers. Some of these industries include architecture, construction industry, information technology and a number of other occupations that are foundational upon production of a product or service (Haughey, 2009; Hughes & Cotterell, 2002; Nash, 2013). This report presents a detailed analysis of a project by analyzing its project management related aspects. In this scenario, IBEK Ltd has decided to shift their business in new building which they recently acquired (35,000 square meters). This new building will allow the company to target and respond to large and global organizations’ demands for service. Initially, the staffing structure at new building will mirror the existing structure at the existing site. This project is concerned with ensuring the operational requirements that new facilities address. This report presents a detailed analysis of responsibility management for ensuring the initial opening and operational requirements of the new facility. In this report, I will discuss and analyze the main issues to be addressed from a project management perspective. From a project management perspective I will outline activities required to successfully implement this new initiative, ensuring that it can open on-time, and within budget. In addition, this report will also analyze the skills and competencies required by the project manager, along with the project management process. Proposed Project Plan The top management IBEK Company has decided to launch its business in a new building that will cover the area of approximately 35,000 square meters. This project involves the complete renovation of the building and initiation of working tasks. There is need for a comprehensive plan to effectively manage this project. Project Purpose and objectives This project is initiated to provide following benefits and opportunities to IBEK Ltd: Establishment of new building premises for the IBEK Ltd Company Establishment of a better working environment for working staff Building new office structure with new and more effective facilities for working staff Adding value to employees’ working style and activities Adding value to office structure Improving business value and reputation in market space Implement the better and user-friendly working environment Scope of the Project This section presents the scope of IBEK Ltd’s relocation project. The scope of this project covers the completion of following tasks: Relocation to more much working place Establishment of better working facilities Expanding office space for accommodating additional people or working staff Establishment of new technology based working environment Implementing better working facilities Renovating office structure Constraints and limitations There will be certain constraints and limitations in this project. Some of the constraints and limitations are outlined below: Time constraints Budget constraints Transformation in working technology Working resources un-availability Market positioning and share value Project plan for IBEK Ltd This section will outline the schedule for project working tasks and their development: Analysis of the project requirements Resource planning Construction of new building Relocation of the office equipment Designing and renovating building Setting building office and environment Electricity and other facilities settlement Other designing and painting related tasks Removal of un-necessary material from the site Informing clients and suppliers about the new office location Time Plan Table 5Time plan for Project Activities Task Total Time Start Date End Date Requirement Analysis 15 days 5-Jan-2014 23-Jan-2014 Building Planning 20 days 26-Jan-2014 20-Feb-2014 Building Construction 120 days 23-Feb-2014 7-Aug-2014 Designing working environment 40 days 10-Aug-2014 2-Oct-2014 Building Landscaping 20 days 5-Oct-2014 30-Oct-2014 Main electricity works 15 days 2-Nov-2014 20-Nov-2014 Plumbing 10 days 23-Nov-2014 4-Dec-2014 Ventilation 24 days 7-Dec-2014 7-Jan-2015 HW implementation 28 days 18-Jan-2015 24-Feb-2015 Building Office Designing 20 days 8-Mar-2015 2-Apr-2015 Relocation 40 days 5-Apr-2015 28-May-2015 Removal of un necessary martial form the site 15 days 28-May-2015 17-Jun-2015 Relocation 40 days 17-Jun-2015 11-Aug-2015 Informing our clients and supplier about the new office location 15 days 11-Aug-2015 31-Aug-2015 Finalizing 35 days 1-Sep-2015 19-Oct-2015 Quality Assurance plan This section outlines the quality assurance plan for IBEK Company’s project. This quality assurance plan will ensure that all predefined requirements and needs have been fulfilled as they were stated. In this scenario, we will plan for the quality parameters those will provide us basic scenario for the assessment of the quality parameters. Project Monitoring and Control In order to ensure the project progress we will conduct regular periodic reviews. The basic objective of conducting these reviews will be to examine previously managed projects and their results. It will help us determine current progress of the project. In this way we will be able to better manage IBEK Company’s project plan and apply new and effective changes in our policy and strategy in order to make this project a success. Staffing (Required Skills) In order to make this project a success we will require effective skills and qualities of project management, with the purpose of ensuring effective working. In office opening we will need better workforce qualities. In addition, we will hire those personnel who have effective skills, qualification and experience with respect to project management. Reporting In this project we will establish reporting criteria that will ensure that each aspect of the new office relocation is working properly and there is no conflict between different working and development areas. This reporting mechanism will help us state any problem, difficulty, and hazard at any stage all through the project development. Reviews and Audits It will be the responsibility of management to conduct regular reviews and audits in order to make sure that project moves according to the schedule and meets its objectives. We will establish a timetable for monthly reviews and audits for the project. It will provide an effective platform to state problem, views, and suggestions that will improve the development process. Problem Resolution For the resolution of any problem in scenario of this project we will establish a board of higher management officials that will observe the problem and suggest the solution for that problem. This will also include meetings those will be conducted to manage any project change and concentration on incorporation of new functionality. Role of a Project Manager Throughout the project management lifecycle the role of project manager remains critical. A project manager should posses a wide range of qualities if he has to effectively achieve his objectives. Similarly, in this project, the success of the project will heavily depend on project manager. In this scenario, project manager will be responsible for resource planning and developing schedules. In fact, time, cost, and budget estimation also come under the responsibilities of project manager. In order to manage this project, project manager should be capable of resolving interpersonal conflicts, penetrating questions, identifying some undeclared assumption and should be competent, emphatic and enthusiastic. Additionally, project manager requires being excellent at communication, should have innovative ideas, posses skills of team building and integrity, and problem solving skills (Nash, 2013; Kerzner, 2006). In case of IBEK Company’s project, the project manager should be able to dynamically describe, create, plan and control the sequence of activities. Project manager should be capable of assigning and managing jobs, teams and individual requirements. Additionally, the goal requires engaging effective achieving and planning team objectives, explaining and assigning jobs, and resources, managing responsibilities to a variety of employees, value monitoring, and controlling combined with checking performances (Defense Contract Management Agency, 2013; Nash, 2013). Moreover, it will be the responsibility of project manager to assign tasks to team members that are allocated by the organization to a project, and work with them hand in hand. In addition, project manager should be familiar with all individuals needs to be deal with differently and hence he should perform in a way to get the best output from everyone through the standardized time limits. Though, a project manager cannot perform his job powerfully as well as successfully unless he is provided with the required authority by the senior management (Westland, 2006; Kerzner, 2006). Project Manager’s Responsibilities in this project In scenario of IBEK Company’s project management, project manager will have to perform a number of tasks and responsibilities. This section will outline some of the key responsibilities of the project manager (Defense Contract Management Agency, 2013; Kerzner, 2006; Haughey, 2009): Procurement management Project Charter/Business case preparation and approval Developing and maintaining WBS and Project Plans Monitoring and tracking business status reports Building and managing relationships with vendors and stakeholders Project priorities reassignment, target monitoring, if essential, to maintain project schedule Project meeting minutes, along with issue logs as well as resolution Risk management evaluation as well as risk approaches Communications Strategy Growth process handling Latest estimation and project budget To make sure that the project is accomplished productively on time, inside budget as well as with the desired level of quality To maintain, track and update the project plan using appropriate software tool as well as to properly offer regular progress target check To communicate with the project team, business contacts, project steering committees and other stakeholders To make sure that suitable resources are allocated to the project and that they account for their time on the project Conclusion A project is a temporary activity that is initiated to achieve some specific goals. In the past few years, business organizations have started execution of their business tasks in the forms of projects. For this process, they adopt different tools and techniques for the management of these tasks. In view of the fact that the success of a project is critical to the success of an organization, hence they pay particular attention to a project. In this scenario, a project team is formed to complete this project and a project manager is assigned to manage team and tasks of the project. Without a doubt, effective project management is a key to success for any project. This report has presented a detailed analysis of IBEK Company’s project which involved initiation of a new building. This report has outlined a number of tasks and aspects involved in this project. This report has also discussed the role and responsibilities of a project manager in the context of this project. References Defense Contract Management Agency, 2013. Project Management. 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Glasgow: McGRAW-HILL Publishing. IBM, 2013. Critical path. [Online] Available at: http://pic.dhe.ibm.com/infocenter/clmhelp/v4r0/index.jsp?topic=%2Fcom.ibm.team.apt.doc%2Ftopics%2Fc_critical_path.html [Accessed 22 March 2013]. IBM2, 2013. Network diagrams. [Online] Available at: http://publib.boulder.ibm.com/infocenter/ratportm/v7r1m1/index.jsp?topic=/com.ibm.help.doc/c_network_diagrams.html [Accessed 22 March 2013]. Kerzner, H., 2006. Project management: A systems approach to planning, scheduling, and controlling. 10th ed. New Jersey: John Wiley & Sons. Makar, A., 2009. Why critical path is critical to project management. [Online] Available at: http://www.techrepublic.com/blog/tech-manager/why-critical-path-is-critical-to-project-management/2039 [Accessed 18 March 2013]. Nash, J.J., 2013. What is the Role of a Project Manager? [Online] Available at: http://ezinearticles.com/?What-is-the-Role-of-a-Project-Manager?&id=2790971 [Accessed 24 March 2013]. Rouse, M., 2007. Gantt Chart. 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