Project Scope Management - Assignment Example

Project Scope Management Contents Executive Summary 2 Part 1 3 The project scope and execution 3 Summary 4 Part – 2 5 Project scope statement 5 Summary of findings 6 Part – 3 7 Project change control process 7 Summary 8 Part – 4 9 Leadership in project management 9 Summary 10 References 12 Executive Summary Project scope is a vital aspect in project management that helps the project manager define the boundaries within which the project needs to operate, identify the deliverables and schedule activities in accordance with availability of resources and time (Biafore and Stover, 2012). The scope definition thus helps in identifying what needs to be done and what does not need to be done. Construction projects require careful planning at the inception stage to define specific requirements of the client, budgetary estimates and key deliverables. This report analyses the key dimensions of project scope management and its role in determining effective project outcomes. The report explores the key aspects related to planning the scope of one of the major construction projects – the building of the Petronas Twin Towers in Malaysia. The report then analyzes a sample scope statement to provide a deeper insight into how projects are planned and managed for successful results. The third part of the report discusses the significance of adopting an integrated change control process in projects and its relation to project scope management. The final section of the report discusses the leadership traits in project managers that ensure effective results. Part 1 The project scope and execution The Petronas Twin Towers construction project in Malaysia took nearly 6 years to complete and represents one of the successful construction projects to be completed within the defined budgetary and time limits. The building was designed with the objective of escalating the status of Kuala Lumpur as the economic and cultural capital of Malaysia. The Kuala Lumpur City Centre (KLCC) planned to erect twin towers that certified as the tallest building in the world and reflected the economic progress of the country. The Towers have 88 floors and were designed by the American architect Cesar Pelli. The construction project was undertaken as a joint consortium between Hazama Corporation and Samsung Engineering Construction (Ritchie Wiki, 2008). The construction project began with an international contest that invited leading architects to participate in the design of the building. Cesar Pelli’s design was approved by the Malaysian Prime Minister and the building design was adapted to incorporate the Islamic signs and symbols that represented Malaysian culture (Palmer, 2008). The enormity of the project presented increased challenges in the form of choice of construction materials and budgetary limits. The project scope clearly outlined the essential features and requirements in terms of architectural design, building materials used, budgetary limits and construction schedule. From its inception, the stakeholders engaged in extensive research of each aspect involved in the construction process. Two different contractors were chosen for the project to ensure cross monitoring of construction techniques who involved in testing and evaluating wind and soil conditions. The construction teams collaborated on each detail of the construction process that involved inspection of site, raw materials, testing construction strengths and technology transfer for effective outcomes (Palmer, 2008). Summary Construction projects involve distinctive phases that include conceptual planning, designing, engineering, construction, and finalisation. The project scope management must provide specific details on activities and schedules at each stage of operation. This involves overall managing, scheduling, budgeting, quality control checking, safety standards, and resource planning. The Petrona Twin Tower project is considered a success in terms of delivering the desired outcome without delay and cost overruns. The stakeholders comprising of the KLCC, the architect, construction companies and construction workforce collaborated at each stage to build one of the tallest structures in the world. Part – 2 Project scope statement The sample scope statement outlines the key deliverables and requirements of the Just-In-Time training project. The given statement highlights the key aspects of the project and this involves delivering training to the employees of the construction company. The training areas will be delivered in the field of supplier management, negotiating skills, project management, and software applications that include spreadsheets and web development. Each of the courses will be conducted at three levels – executive, introductory, and advanced. The project characteristics and requirements outlined in the sample scope statement need further clarification on the specific training requirements, training content development, training modalities and partnership contracts. Training requirements must outline the key focus of training needs such as supplier logistics management and how employees can maximize value from their dealings with supplier, identifying of supply requirements, understand supply contract terms, and optimize supply operations for cost benefits. The scope statement needs to go further into the details of each of the training components that need to be covered by each of these courses. Further, the project requirements section needs to provide the necessity of researching and analyzing specific training needs, outline the objectives of the training modules at each level, provide learning evaluation methods to assess the training effectiveness and specify the methods that will be used to deliver the different modules to the learners. The project activities and deliverables list will be based on the defined training objectives and training approach for each module. The training objectives will be defined for each level of course. Thus, the project requirements and characteristics must outline research guidelines to identify training needs at executive, introductory, and advanced levels, identify training objectives for each level, outline the course modules to be covered at each level, specify the training methods to be used, and establish evaluation frameworks to be applied at each level for assessment of learning. The project deliverable section in the sample scope statement hence will incorporate a list of all project outcomes based on the requirements specifications. The section will need to add the training needs analysis document, training content management, training approach outline, outsourcing requirement specification, and schedule of deliverables for each course and module. The cost estimate will be based on the delivery schedule and outsourcing requirements for each course. Summary of findings The sample project statement hence needs to be re-drafted to include the project goals, specific training objectives, content management approach, training methods, outsourcing requirements, delivery schedule, and cost estimates. The statement must include specific details in this context for each course, module and level of training provided. Part – 3 Project change control process Projects rarely run as per the plan, so we need to be ready with the change. Managing change is an important element for project success. An efficient change management process can make the difference between project success and failure. Project baseline plan, which has been agreed upon and approved by the client serves a variety of purposes which includes time requirements, data to monitor performance, assessing effects, balancing resources and implementing corrective measures. There should be a work authorized system designed to ensure that work is being done at the right time and in the proper sequence (Edward and Douglas, 2000). There might be change in the baseline due to scope. The ability of the project to successfully deal with the change is improved by the establishment of viable trend and change control programs. Trend program serves as an early warning system to detect changes in scope schedule or cost. It allows the project team to indicate the fluctuation in the cost and identify changes in scope, quality and services. If the trend program needs to be effective then the project management should make it clear that how important documenting and responsibilities of the each team member is. To record the trends an efficient software should be developed and the database should include trend status, funding sources, jobhours effect and cost estimate (Edward and Douglas, 2000). Summary The change clause should include clear provisions to process change requests for client review and approval and should also allow the inclusion of the preparation costs for the change order as part of the total cost of the change. The change control procedure is an interactive process requiring open expression of expectations from both the client and the project. Schedule changes is important and should be documented. Implementation of successful trend and change control programs will provide the project with a viable process to manage the project baseline. Effective baseline change management is an important element for project success. Part – 4 Leadership in project management Leadership is one of the key ingredients that help organizations in shaping successful business strategies and achieving control over the various aspects of work processes. Strategic execution and planning new milestones cannot be possible without an effective leader who possesses the capability to visualize new possibilities, manipulate resources for desired outcomes, predict risks associated with execution of strategies, and minimize risks through innovative approaches. Project management and execution are deeply impacted by the project managers’ ability to lead the team and implementation of strategies. Numerous research studies have focused on identifying specific traits that influence the development of leadership skills and capabilities within individuals. The trait theory of leadership emphasizes the significance of qualities such as intelligence, confidence, dominance, sociability, determination and honesty in order to lead a team effectively (Northouse, 2004). The trait theory of leadership thus focuses on the personality of the individual that encompasses his approach to situations and perceptions that drive his reactions and differentiates him from the rest of the team. The trait theory is a conventional theory that was based on the assumption that leaders are born and hence everyone cannot be a leader. It is the individual qualities and capabilities that define an individual’s leadership skills. While there are many traits that define leadership qualities, the key characteristic that mark a capable project leader is the ability to bond with the team and persuade people to work towards a specific goal. Project teams are known to deliver highly effective results when the project manager possesses the key qualities and traits of a good leader (Davis, 2008). A research article by Clarke (2009) observes that project management and leadership are two different aspects and that effective leadership can guide the project team to deliver highly efficient results. Good and effective leaders evolve through a process of continuous learning, training and efficiency. A good and able leader is one who can stand up for his team and provide guidance in contingencies, support team decisions, boost team morale and persuade the team to achieve specific goals in clear and precise terms (Stodgill, 1947). While the trait theory of leadership is a simplistic approach to defining and explaining leadership roles, the fact that leadership can be developed is a fact established by many researchers (Northouse, 2004). Qiao (2006) in his research works on leadership development reflected that the factors impacting leadership development programs were managerial support, corporate culture, communication and collaboration efforts within organizations. However, it must be noted in this context that leadership qualities may be developed in individuals who possess the basic qualities and traits of a strong leader (Qiao, 2006). Leadership development approaches by companies must focus on providing an enabling work environment and identifying individual skills that can contribute to organizational goals and objectives. Adequate learning and developing opportunities can shape leadership qualities and help him mould himself to the requirements of handling complex projects. Summary Managing and leading projects in the existing business environment can be a challenging task. Project managers must possess the capability to judge project requirements accurately, mobilize resources effectively, identify risks and challenges, and overcome constraints through adept planning. Distinctive individual traits like communication, collaboration, honesty, determination, and confidence play an important role in driving project outcomes. However, the key focus of organizations should be on nurturing leadership skills to support enhanced performance and achieve the desired outcomes in projects. References Biafore, B. and Stover, T. (2012). Your project management coach: best practices for managing projects in the real world. John Wiley & sons. Clarke, P.A. (2009). Leadership, beyond project management. Industrial and Commercial Training. Vol 41. No. 4. Pp 187-194. Davis, A.S. (2008). Leadership styles in project management: an analysis based upon the multifactor leadership questionnaire. A dissertation presented in partial fulfillment of the requirements for the degree. Capella University. Edward, E. and Douglas, C. (2000). Project trends and change control. AACE International Transactions. Northouse, P. (2004). Leadership: theory and practice. 3rd Ed. Sage publications. Palmer, A.L. (2008). The A to Z of architecture. Scarecrow Press Inc. Qiao, X. (2006). Leadership development in China: how the companies develop their leaders and what critical factors contribute to enhancing the effectiveness of leadership development practices. A dissertation presented in partial fulfillment of the requirements for the degree. The Pennsylvania State University. Ritchie Wiki (2011). Petronas twin towers. Retrieved on June 2nd 2012 from http://www.ritchiewiki.com/wiki/index.php/Petronas_Twin_Towers Stodgill, R.M. (1947). Handbook of Leadership, A Survey of Theory and Research. Free Press. Read More