Management Application of Project Integrative Process - Coursework Example

Running Head: MANAGEMENT APPLICATION OF PROJECT INTEGRATIVE PROCESS Management application of project integrative process Insert name Institution SECTION ONE Management application of project integrative process Introduction Safety at workplace cannot be over epitomized. It is mainly felt in factories where the workers are exposed to sustained risks in their day-to-day operation. Adherence to safety measures not only guarantees safety of the lives of workers but also the entire stakeholders within the company. At BOC, everything has been done to make sure that the vital rules and guidelines are clearly defined. Employees are supplied with satisfactory information, instruction and regulations all aimed at ensuring that the working conditions are safe. As an influential organization, Safety, Health, Environment and Quality (SHEQ) safety procedures are quite vast and highly detailed. The organization has information about safety measures stored in various locations to necessitate quick accessibility during emergency cases. BOC Company specializes in providing an all-inclusive assortment of safety products. The safety products have been mainly designed to help in the protection of employees at workplace. BOC safety products are highly rated in terms of quality and reliability. They include head, face and body safety artifact. Others are foot protection and resuscitation products. BOC Queensland Retail had their SHEQ information stored in several locations throughout the business. The information was found from several places when it was needed for emergency or regulatory inspections. This assignment will discuss some of the effective methods for delivering all SHEQ communications in a single location. The apparent benefits for this project were: Reduced likelihood of regulatory fines, reduction in incidents and the associated costs, and empowerment of workers to look after their welfare. Management integration of all functions of project management Department The department which is mainly associated with safety issues in the work place is Gas & Gear Retail Queensland department. The department will provides the required guidelines and rules that have to be adhered to by all the stakeholders in BOC Company. The workplace environment will be highly maintained to ensure that everyone is safe. Safety within the workplace would be considered a significant obligatory policy and the department has ensured that all other departments are provided with the necessary assistance and information to ensure that the employees are fully protected. Stakeholders Queensland Regional Leadership Team is made up of various personnel. The top leadership workforce consists of the following; State General Manager This is a highly influential personality who oversees all the function concerning the running of the organization. His main interest as far as safety at the work place is concerned is to reduce the fines that are imposed on different people within the organization. SHEQ Manager The SHEQ manager ensures that the general safety measures are adhered to. The SHEQ manager participates actively in the formulation of policies and regulation that are aimed at maintaining the welfare of everyone within the organization. The position is held by one individual. Sales managers The sales managers are two in number within the organization. Their main duty is to coordinate sales activities. They make sure that the requirements of the customer are appropriately met. They also influence the level of output in consideration of a particular period of time. The sales managers find appropriate persons and agents to carry out sales activities for the company’s products. The sales managers in BOC Company provide motivate by use of suitable ways to the sales individuals. They give the right training to them to enable them carry out sales activities in the most successful way. Retail state Manager The position of Retail state Manager is held by a single individual. The Retail state Manager ensures that the products manufactured by the company to find the needed channels to the targeted clients. The manager sees to it that the demands of the customers are fully met. Operational manager The position of Operation manager is held by a single individual. The manager is occupied with ensuring that various industry operations are both efficient and effective. As far as the management of resources is concerned, the distribution of the company’s product and services are enhanced through the guidance of the operational manager. The manager also ensures that the set of value-added actions which lead to transformation of inputs into various outputs and efficiently accomplished (Hartley, 2003). Apart from the top management personnel, there are other stakeholders who contribute considerably towards the achievement of the goals of the organization. They include the following; Gas and Gear store Managers. The Gas and Gears store Managers are fifteen in number within the organization. Their main tasks include focusing on primary business inventiveness, store presentation, inventory management, prevention of losses, and management of risks as well as daily operational cost control. Gas and Gear employees There are eighty five Gas and Gear employees within the BOC Company. Their tasks differ depending on the section upon which they are situated within the organization. They work hand in hand in ensuring that the safety rules and regulation are strictly followed. They strictly observe the laid down procedures. How the project will be managed to ensure that the work is conducted efficiently Stake holder groups and interests were broken up as follows: Queensland Regional Leadership Team (QRLT): His role was minimizing regulatory fines throughout the project timeline Project Manger: Would responsible for the coordination of the project and to make sure that the objectives are adequately met. Front line retail, Gas & Gear managers and employees: They will need to be consistent in delivery and approach to regulatory inspectors. Operations teams: They will be required to understand the application of the delivery to the front line. SECTION TWO Coordination of internal and external environments Conscientiousness for safety, health, environment and Quality is a crucial part of the policies and procedures of BOC organization. The company has a wide collection of credentials that give extensive data about Safety, Health, the surrounding setting and Quality. The duty of the manager would be to be fully aware of the available information and to be well-known by the staff members by making them know the areas and sites where the SHEQ policies and license are found. This will ensures that the entire personnel are fully equipped with the necessary knowledge about safety measures that should be taken care of. There are various policies and procedures as well as licenses and documents that were found in various parts of the site. For instance, certificate of compliance was found on the wall, policies and regulation were found on the BOC intranet. There is also a site emergency procedure guide that is safely kept in the office of the manager. The existence of such kind of information in multiple locations can be highly challenging especially for the staff members who may not be willing to go an extra mile to know more about the safety concerns. They may not be able to find them and know them easily especially if an external auditor inquire a staff member randomly about the knowledge on compliance in a given workplace legislation or licenses (Meredith & Mantel, 2006). The employees will therefore be fully educated about the issues about the safety measure. Sessions will be organized with the main aim of updating the employees about the information available within the business association that fully influence their presence in one way or another especially on safety and health matters. SECTION THREE Implementation of project activities throughout the life-cycle Project phases: Part one. This will involve identification of the current licenses, policies and procedures which are currently possessed by BOC Company. The aforementioned items are crucial within the retail business context and they help in the smooth running of the organization. They include the following: Artic Refrigeration Trading Authorization License Dangerous Goods Safety Management Regulation Licenses License to sell Restricted Drugs by Whole sale Safety Culture Policy Recruitment Policy Diversity Policy SHEQ Policy Climate Change Policy Climate Change Policy Work Place Accreditation Site Risk Assessments Permit to Work Visitor Induction & sign in Emergency Plan Site Plans Hazardous Substance Register Material Safety data Sheets Emergency Contacts Tool Box Meeting Minutes Emergency Evacuation & Emergency Assembly Area Staff fork & drivers licenses Staff First Aid Records Maintenance Records Staff training Records Cleaning contract / Specifications Forklift inspections Fire Inspections Electrical Test & Tag Register Key Register Opening / Closing Guidelines Evacuation Procedures / Extinguisher Training Emergency Lighting Test Reports Fire Extinguisher Test Report Other site / local specific licenses etc The process which followed was to divide the stakeholders into two groups based on their level of authority (“power”) and their level or concern (“interest”) regarding the desired project outcomes. Two workshops were then conducted, the first was with the power group - QRLT which had a strong influence over the project and outcomes, and in this workshop the desired outcomes were agreed and recorded. The second was with the Interest group - Front line retail sales which the project impacted, the output of this workshop was to find the effective solution using employee based ideas Part two This section entails identification of different ways of conveying or communication the entire information to the targeted group. Objectives of the whole affair are clearly stipulated to make sure that the recipients of the information appreciate the importance of the information. Objectives To uphold and secure the health, safety and wellbeing of the individuals who are in the organization To protect people at work against the probable health hazards which are likely to be found within the organization’s environment To help in securing safe as well as hygienic work environment that conducive for working To help in reduction and elimination of hazards upon which people are exposed to at work and formulate ways of controlling them. To cultivate co-operation and maximum consultation amongst the managers and employees so us to bring about an inward understanding of the various details about safety information To fully impart information and well structured instructions about the organization’s site SHEQ. Analysis of the project management functions Stakeholder analysis contribute to the process of deciding how the key stakeholders are to be included in the project (maybe incorporate details from question 2).Understanding of precipitations, expectations and priorities is also enhanced through analysis. Two workshops were initiated, based on stakeholder’s level of authority (“power”) and their level or concern (“interest”) regarding the desired project outcomes. (PMBOK 2008). There was the definition of who should participate, in what ways, at what stage of the project cycle, this contributes to a well designed project. All the identified stakeholders are brought together into the project roles to be played were classified at each stage of the project cycle, by all key stakeholders. The QRLT was identified as the high influence group which provided the basis of the project and were the partners in the planning and implementation stage A study was taken to determine the ability of the employees to get access to the occupational health and safety policies and procedures. The feedback obtained from the study revealed that 80% of the employees and managers found it difficult to find and comprehend the OHS. It was therefore necessary that the information be placed at a central position within the site to enable quick accessibility. This would be the best way of ensuring that the information is fully distributed to most of the stakeholders of BOC organization to promote the welfare of every individual at the work place. Every single employee has a right to both healthy and safe occupational environment which facilitates them to live a communally and cost-effective productive life (Meredith & Mantel, 2006). Milestones All site SHEQ data is identified and reviewed SHEQ department approval ensuring all information is compliant to the retail business Concept of deploying identified data approved by QRLT & SHEQ Budget approved by QRLT for proto type Prototype built Testing unit at a Gas & Gear Review of testing unit with modifications Budget approved to manufacture 15 units for the state (15 Gas & Gear) retail outlets Plan to carry out procedures An accurate work breakdown structure (WBS) was essential in framing the project. The WBS was used to break down the project objectives and create the required deliverables in detail and allowed the time and cost to be tracked effectively at the lower levels (PMBOK Guide, 2008). QRLT Stakeholder walkthroughs were held at key milestones to make sure that objectives were being met and the quality expected. Any subsequent Issues and Risks were tracked an Issues and risks log and allocated to the correct stakeholder for resolution if possible. From the WBS a project business plan, excel format was established setting out measurable detail of tasks defined, time and costs associated with this project. This was the vehicle to keeping the project on track. WBS used to identify tasks which included Method to deploy information discussed with the stake holders. QRLT, SHEQ department, Gas& Gear Managers & Staff, with minimal assistance from external regulatory inspectors. Site SHEQ requirements (identifying all cert, procedures, licenses etc) QRLT, SHEQ department, Gas & Gear Managers and external regulatory departments advised / assisted through our SHEQ department. Supplier sourced to develop the concept once the method was agreed by the project stakeholders. Due to the size of the project no project team as such was required. AS the PM I called upon identified stakeholders for assistance during the stage of the project Supplier proto type was delivered for trial / quality Time, cost, quality, risk/uncertainty Because of the size of the state and stakeholders’ involvement, it was not cost effective to conduct person to person meeting with them all. The initial Brief was held in the state capital hosted by the QRLT and Project manager (me) all other meetings were conducted by live meeting or teleconferences. Some of the stake holders would loose interest in the project and it was difficult to get them on the phone hook ups Ensuring that all the information was of quality up-to-date & compliant with site regulation and approver by SHEQ and external regulatory bodies. Application added to state audit check list ensuring all SHEQ details/ information is current. SHEQ to manage updates to the application. SHEQ will follow through with updates once the application is up an running on a monthly, yearly basic among other factors Focus was not given to project tasks; jobs given to employees were delayed due to other work priorities in their every day work. This affected time decisions and the project moving forward. Development In 2007, an archetype of a SHEQ communication station was built up with key information appropriate to the site. This was intended at enhancing the level of communication of the relevant information about occupational health and policy procedures to all the employees and managers. Several modifications and changes were done and the final product was dispersed to fifteen Gas and Gear Retail outlets centers in mid 2008. The level of responsiveness improved considerably (Hartley, 2003). Conclusion and Recommendations The focus to prevent undesirable OHS results need to aim at providing secure physical environment. Issues such as provision of welfare and machinery guarding should be stepped up within the organization. Policies and guidelines should be availed to all the employees of the organization to ensure that there is an apparent acceptance of the various requirements. Although this project was fairly small and had limited issues, lessons learnt are transferred to a company wide knowledge base which will be helpful for future projects. Implementation of occupational health and safety procedures is a crucial step in making sure that OHS is analytically administered within an entity such as BOC organization. References Hartley, S. (2003). Project management: A Competency based approach. NSW: Pearson Education. Meredith, J.R. & Mantel, S.J. Jr. (2006). Project management: A managerial approach. 6th Ed. New Jersey: Prentice Hall. Project Management Body of Knowledge. (PMBOK 2008). 4th Ed. Project management institute, Inc Read More