Planning And Control Techniques In Project Management - Term Paper Example

Planning And Control Techniques In Project Management Table of Contents Table of Contents 1 1- Introduction 2 3- Background 2 4- Objectives 3 5- Scope 3 6- Deliverables 3 7- Critical Success Factors 4 8- Stakeholder analysis 5 8.1- Main Stockholders 5 8.2- Onion Diagram 6 8.3- Stakeholder Map 7 8.4- Stakeholder Management Sheet 7 8.5- Role of Stakeholders, project manager 8 9- Work breakdown structure 9 10- Project Schedule 11 11- Gantt Chart 12 12- Network Diagram of Event 12 13- Project Team 13 14- Budget for project human resource 14 15- Risk assessment plan 15 16- Project Monitoring and Control 17 17- Conclusions 17 18- Bibliography 17 1- Introduction The project management and planning is the soul of the any project and its success. This report reports detailed analysis of activities plan for our college that is celebrating an anniversary show. In this college show we are aimed to attract past students and staff, local businesses. The main intention of this college show is to offer the college recognition among old and new students. This report is aimed at offering detailed and comprehensive analysis of the different activities regarding the planning and handling of the overall anniversary event. Event planning helps in the effective management and handling of the overall event. In our college anniversary event I will plan and manage the events in a way that it could be completed effectively. In this planning of the event I will provide the different areas and planning of the management of the overall activities of the project and management of the main events. This report will cover the project planning, cost analysis, events schedule, staff planning, work breakdown structure, Gantt chart and other activities regarding the planning of the event. 3- Background Our college has a long lasting history of excellence and performance. This time the college administration has decided to conduct a very rare event for the celebration of college anniversary. I am project manager for this project and I am responsible for planning the overall event. 4- Objectives The main objective of this project is to effectively manage the overall event of the college anniversary project. Here I have outlined some main objectives of the college anniversary project management: Effective management of the all the activities Effective management of all the operations Effective cost planning Effective human resource planning Better allocation of resources Enhanced monitoring of events Allocation of the resources to each area of management Risk assessment and management in a better way 5- Scope The college anniversary project is aimed to attract the old and new students and businesses. This will facilitate in drawing the attention of the people towards the college new structure and educational environment. The main intention of this project is enhance the credibility of the college and attract new students towards the college. In this way the college position in the overall educational area will improve. 6- Deliverables At the completion of this project we expect some main deliverables. These deliverables are of different types. Below I have mentioned some project deliverables: Project plan Cost Plan Operations schedule plan Risk management plan Report of overall project establishment External contracts to other firms Quality specification and analysis reports 7- Critical Success Factors For this project we need to assess the main critical factors associated to this project. These factors can include different types. The main intention of these factors analysis is to confirm the success of the project. Below I have outlined some critical success factors regarding the management and handling of this project. Revenue: here we desire to enhance the positive cash flow; this could be made possible by attracting new and more students toward the college education environment. Future: improving the potential future of the college and offering better recognition to the college name Quality: demonstrating the high quality exhibition of the college structure Strategic relationships: establishment of the high quality relationship with the business and public sector regarding enhancement of the potential college reputation Attraction and retention: The main intention of this event is to attract new enrollment as well as retain the pervious enrollment through demonstration of the effective educational policy and standards Sustainability: demonstration for sustaining educational structure Usability: offering better usability of operations in arrangement of event Learning Strategy: presenting a new learning strategy regarding the improved educational standards Student Satisfaction; here we need to offer better satisfaction to students regarding the event and other educational areas. Training: offering better training regarding the marketing and arrangement of the event Costs management; effective and enhanced management of the cost factors in the overall management of the event Effective Planning: offering the effective planning regarding the overall management of the college event Technical Support to Staff: engaged fast response technical support in case of event establishment Effective Decisions: establishment of effective business decision for the overall event management Management Style; here in this college event management the overall management style needs to be effective and should be maintained in a way that it could handle the overall event in appropriate way Security: in this event the security is also a main factor of interest that secures the overall event and operations. We need to offer effective security in this scenario. Student Help Desk: here we need to establish a student help desk that will be aimed to offer the assistance to students regarding the event and its activities 8- Stakeholder analysis In this section I will perform the stakeholder analysis for different aspects of the project establishment of the college anniversary event. Below I have outlined some main aspects regarding the stakeholder analysis. 8.1- Main Stockholders Students Teachers College management Interested public New enrollments Area Businesses 8.2- Onion Diagram For the better stakeholders classification I have developed the onion diagram of the college anniversary event project that is given below: Figure 1- Onion Model of Stakeholders 8.3- Stakeholder Map In this section I will discuss the stakeholders’ map for the college anniversary event project. This map helps to identify the main stockholders of this project: Stakeholder/ Interest Area Strategic Financial Project Activities Organizational Public Community College management • • ● Students ● • • Teachers ● • ● ● ● ● College Department ● ● ● ● Local Students • • General public • ● Labors • ● ● ● Area Director ● • ● • Volunteer workers ● ● General Public ● ● 8.4- Stakeholder Management Sheet Below I will present the stakeholder management sheet of this project. Name of Stakeholder Name of Contact Stakeholder Type Influence Level Interest Level Support Level Required Action College management Alice Government High High Positive Monitor Students - Community Medium High Positive Monitor Teachers - Organizational High High Neutral Keep satisfied College Department - Government, organizational and financial High High Neutral Keep Informed Local Students - Community Medium Medium Neutral Keep Informed General public - Public High Medium Neutral Build Interest Labors - Organizational Low Low Neutral Keep Informed Area Director Reich Government Medium Medium Positive Keep satisfied Volunteer workers - Organizational Low Low Positive Build Interest General Public - Public Low High Positive Build Interest 8.5- Role of Stakeholders, project manager Now I will discuss the role of stakeholders and project manager in relation to project governance. A project can be recognized as a interim action having a beginning date, specific aims and objectives and conditions, a budget, defined activities, a planning, a fixed completion date and some parties involved (SoftwareProjects, 2007; Kerzner, 2006). A project manager is a person, who handles all allocated project activities and allocates resources, chooses teams, and carries out performance appraisals (Shelly, Cashman, & Vermaat, 2005). In this project the project manager has to streamline the main resources and financial aid to plan for the successful completion of this project. For this project we have to utilize the local workforce, students and regional resources for this project and this will also take less investment for the project. The government and Ministry of Education have to originate and establish such parameters to support this project and also contact to international donors for their support for the project. Local labors have to produce and develop new skills and expertise to become the part of new developing world. 9- Work breakdown structure “Work Breakdown Structure (WBS) is a graphical or planned drawing work to be completed to complete the project. It is used as a scheduling tool and a reporting structure” (Wysocki, Robert, Beck, & Crane, 2000). “The Work Breakdown Schedule helps as a database that joins all levels in the organization, important deliverables, and all work” (Gray & Larson, 2006). This section presents the complete overview of the work breakdown schedule for the college event: Activities Level 1 Level 2 Level 3 1. Task 1- College anniversary Event Plan 2. Subtask 1.1 Analyzing basic needs 3. Subtask 1.2 Analyzing workable areas 4. Subtask 1.3 Requirement gathering and analysis 5. Subtask 1.4 Developing Trade show working plan 6. Task 2-Resource planning and allocation 7. Subtask 2.1 Analyzing the working requirements 8. Subtask 2.2 Analyzing in which area we have to do work. 9. Subtask 2.3 Developing working design 10. Subtask 2.4 Allocating resources to all project areas 11. Task 3- Updating College anniversary Event Display 12. Subtask 3.1 Analyzing workable areas 13. Subtask 3.2 Hardware Implementation 14. Subtask 3.3 Fitting new utilities 15. Subtask 3.4 Adjusting display areas acquiring to design and plan 16. Task 4- Transporting Display Martial (Products) 17. Subtask 4.1 Developing list of main products will be displayed on the College anniversary Event 18. Subtask 4.2 Selecting the movers (transporting company) of martial 19. Subtask 4.3 Packing product to be moved 20. Subtask 4.4 Receiving the products on the trade show site 21. Task 5- Preparing College anniversary Event site 22. Subtask 5.1 Placing the products on the right place 23. Subtask 5.2 Arranging trade show walk through area 24. Subtask 5.3 Establishing customer counters 25. Task 6- Marketing for College anniversary Event 26. Subtask 6.1 Marketing plan 27. Subtask 6.2 Gathering and developing marketing martial 28. Subtask 6.3 Contacting Radio, Internet for marketing and ads 29. Subtask 6.4 Publicity campaign 30. Subtask 6.5 Market analysis and feed back analysis 31. Task 7- Staff Selection and training 32. Subtask 7.1 Need analysis for staff 33. Subtask 7.2 Hiring new staff for trade show 34. Subtask 7.3 Training staff for College anniversary Event 35. Subtask 7.4 Analyzing working performance and performance improvement 36. Task 8- Procurement of new products and objects for the event 37. Subtask 8.1 Selecting vendor 38. Subtask 8.2 Setting contact 39. Subtask 8.3 Taking deliver 40. Task 9- Staring College anniversary Event 41. Subtask 9.1 Competing all arraignments 42. Subtask 9.2 Starting College anniversary Event 43 Subtask 9.3 Managing College anniversary Event 44 Subtask 9.4 Handling volunteers 45 Subtask 9.5 Executing all events 46 Subtask 9.6 Analyzing and monitoring the event 47 Subtask 9.7 Handling and mishap 48 Subtask 9.8 Assessing performance 49 Subtask 9.9 Events completing 50 Subtask 9.10 Removing all arrangements Project Complete 10- Project Schedule Below I have outlined the schedule of the project: Project Activities Duration Start Date End Date College Anniversary Event Analysis 10 days 2-Feb-09 13-Feb-09 Resource planning and allocation 15 days 16-Feb-09 6-Mar-09 Updating College Anniversary Event Display 20 days 9-Mar-09 3-Apr-09 Transporting Display Martial (Products) 10 days 6-Apr-09 17-Apr-09 Preparing College Anniversary Event site 20 days 20-Apr-09 15-May-09 Marketing for College Anniversary Event 18 days 18-May-09 10-Jun-09 Staff Selection and training 10 days 11-Jun-09 24-Jun-09 Procurement of products and objects 5 days 25-Jun-09 1-Jul-09 Staring College Anniversary Event 10 days 2-Jul-09 15-Jul-09 Finalizing 2 days 16-Jul-09 17-Jul-09 11- Gantt Chart Below I have developed the Gantt chart using MS project: 12- Network Diagram of Event Below I have presented the activities network diagram of the event. 13- Project Team A team can be defined as a group of people having a complete set of complementary expertise that are required to carry out a specific task, activity, or project (Business Directory, 2009). Another definition of team, a team is group of few people with complimentary skills who are devoted to an established intention, objectives, and approach for which they work jointly responsible (Prelude Consulting Ltd, 2008). The table given below gives the details of the project human resources and their linked project activity. This section is basically providing the detailed overview of the project tasks and human interaction scenario. Activity Human resource College anniversary Event Plan Project manager, Site Designer, Accountant, marketing officer Resource planning and allocation Project manager, Site Designer, Accountant, marketing officer Updating College anniversary Event Display Project manager, Site Designer, Workers, Volunteers Transporting Display Martial (Products) Project manager, Transporting manger, Workers, Volunteers Preparing College anniversary Event site Project manager, Workers, Site Designer Marketing for College anniversary Event Project manager, marketing team staff, marketing officer, Volunteers Staff Selection and training Project mange, show trainer, Site Designer, Volunteers Procurement products and objects for College anniversary Event Project manager, Accountant Staring College anniversary Event Project manager, Site Designer, Accountant, Workers, Sales Staff, Marketing staff, Volunteers 14- Budget for project human resource Below I have presented the budget sheet of the project human resource. Project Human Resource Cost of work Total Cost of work Total Hours of work Project manager $8.50/hr $8,160.00 960 hrs Site Designer $8.50/hr $5,916.00 696 hrs Accountant $8.50/hr $2,856.00 336 hrs Marketing officer $8.50/hr $2,924.00 344 hrs Transporting manger $8.50/hr $680.00 80 hrs Workers $8.50/hr $4,216.00 496 hrs Marketing team staff $8.50/hr $1,224.00 144 hrs Show trainer $8.50/hr $680.00 80 hrs Sales Staff $8.50/hr $816.00 96 hrs Marketing staff $8.50/hr $816.00 96 hrs 15- Risk assessment plan In this section I will outline the risk assessment and contingency plan for resolution of problems regarding the college anniversary event management. Here I will outline the main aspects and events that we can face and their contingency planning for the effective project implementation. Risk ID Area of Risk In College anniversary Event Project Description Probability of Occurrence Contingency Plan 1 Schedule Any event Scheduled in such way that the place where it was needed but it was not there High More emphasis on the WBS so that all event planned well 2 Initial Cost Deciding Initial Cost of the College anniversary Event project that is not enough for the project handling Less We have see all deliverable and have a healthy work out on the cost estimation 3 College anniversary Event project Cycle Cost Assigning cost to sub event, there is problem and one phase requires more budget Medium Analyze the working of each phase and assign cost for each phase, also keep in mind any additional cost for the on work damage 4 Management support If management did not pay a positive attention to the project management and handling High Gaining the management confidence through the better on time delivery of the each project phase 5 Overall risk of project failure Time and cost exceed risk High Plane in such way that all resources are applied efficiently 6 Feasibility The Feasibility related problems during College anniversary Event launch Low Before starting the processes of College anniversary Event launch we have to plan in a better way 7 Technology Any Technology risk Low Assign addition cost for the maintenance and consultation 8 Security Theft or damage of College anniversary Event project resource and assets Medium Adopt required security and safety steps for mitigation of such problems 9 Management Complexity Less involvement by the Management in the project takes project to failure Medium Have day to day working report and progress management metrics 10 Additional Risks Any Additional Risks regarding the project Low Have a better risk management plan for mitigation of all these risks 11 Specialist attrition (Internal) Low skilled people Adequate talent pool is not available in the country We have to establish better recruitment plans 16- Project Monitoring and Control In this project we will conduct periodic reviews. These reviews are the assessment of the previously managed projects and their outcomes. In this way we would be able to assess the current position of the project. In this way we will develop the future plan and develop new and effective changes in our policy and strategy for the project plan. 17- Conclusions This report has presented the detailed analysis of the College anniversary Event management tasks. This report has provided a deep insight into to overall College anniversary Event management and analysis of overall operations. This report has also outlined the basic needs and phases of the Event. This report has outlined all the necessary elements of the project planning. This report has also presented a detailed overview of the project tasks, deliverables, working scenario, risks and operating plan. I hope this report will be helpful in planning of this event management. 18- Bibliography Anderson, S. D., 1994. Project quality and project managers. International Journal of Project Management , 10, pp. 138-144. Burke, R., 1999. Project Management: Planning and Control Techniques. Chichester: Wiley. Business Directory. (2009). Team Definition. Available at: http://www.businessdictionary.com/definition/team.html [Accessed 01 January 2010]. Gary Ellison, J. H., 2002. A Brief Introduction to Liberty. Available at: http://research.sun.com/Liberty/SaPCISSO/index.html [Accessed 01 January 2010]. Goodwin, R. S., 1993. Skills required of effective project managers. Journal of Management in Engineering, Volume 9, Issue 3, pp. 217-226. Gray, C., & Larson, E., 2006. Project Management, The Managerial Process. . New York: McGraw-Hill. Kerzner, H., 2006. Project management: A systems approach to planning, scheduling, and controlling. New Jersey: John Wiley & Sons. Lock, D., 1996. Project Management, 6th edition . New York: Wiley. Prelude Consulting Ltd., 2008. Team definition. Available at: http://www.prelude-team.com/team/team-building/team-definition [Accessed 01 January 2010]. SoftwareProjects., 2007. Project Definition. Available at: http://www.softwareprojects.org/project_intake_reasons22.htm [Accessed 01 January 2010]. Wysocki, R. K., Robert, Beck, J., & Crane, D. B., 2000. Effective Project Management, 2nd Edition. Wiley. Read More