need for establishing project office
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2nd Assignment Need for Establishing Project Office
ALLAMA IQBAL OPEN UNIVERSITY
(Department of Business Administration)
Assignment # 2
Project management (5547)
TOPIC: NEED FOR ESTABLISHING PROJECT
OFFICE
Submitted to: Sir Ateeq-ur-Rehman
Submitted by: Ishtiaq Ahmed (0333-6824303)
AH-526270
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ACKNOWLEDGEMENT
All praises to Almighty Allah, the most Gracious, the most Beneficent and
the most Merciful, who enabled me to complete this assignment.
I feel great pleasure in expressing my since gratitude to my teacher, forhis guidance and support for providing me an opportunity to complete my
Project.
My special thanks and acknowledgments to my friend Ishtiaq Ahmed for
providing me all relative information, guidance and support to compile
the practical study at Habib Rafiq (Pvt.) Limited.
I will keep my hopes alive for the success of given task to submit this
report to my honorable teacher Sir Atteq-ur-Rehman, whose guidance;
support and encouragement enable me to complete this assignment.
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EXECUTIVE SUMMARY
Project Office is a department responsible for improving project
management within an organization. Its a permanent department within
an organization, not a temporary function. There are different types of
project offices depend on the organization structure. Project Office isresponsible for Resolving project problems, implementing the right
project management, Monitoring and reporting on status, and improving
project success rates. Some reasons for Establishing Project Office are
Project Time Management, Integration Management, Project Time
Management, Project Cost Management, Project Quality Management,
Project Human Resource Management, Project Communication
Management, Project Risk Management and Project Procurement
Management.
Habib Rafiq (Pvt.) Limited is a project driven company and establishproject offices for big projects.
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Table of Contents
Table of Contents Page
No
Title page
Acknowledgement 02
Abstract 03
Table of contents 04
Introduction to the issue 05
Practical study of organization 09
Data collection methods 15
SWOT analysis 16
Conclusion 17
Recommendations 18
References 19
.
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Introduction to Topic
What is a Project Office?A Project Office is a department responsible for improving projectmanagement within an organization. Its a permanent department withinan organization, not a temporary function. Its there to coordinateprojects and ensure they have the right tools, standards, methodologiesand templates needed to boost their chances of success.
Types of Project Office:
Three types of project office are,
1.The Supportive Project Office:This is the most common type of Project Office. Its purpose is to empowerProject Managers and teams to deliver projects. It doesn't control ordirect projects. Instead it supports projects by offering training,mentoring, administration and reporting.
2.The Controlling Project Office:
Supportive services may not be enough to put projects back on track. Byoffering controlling services (such as project reviews, audits andassessments), the Project Office can influence project delivery. It mayalso enforce project standards and processes to minimize project risk.
3.The Directive Project Office:The least common, but sometimes most effective type of Project Office, isone that directs projects. Here, the Project Managers report to the ProjectOffice, which is directly responsible for the success of each project. Thishelps to group the project work within an organization to being under onedepartment- the Project Office.
4.Suitable type:If were implementing a Project Office for the first time, then theSupportive model is best. It helps us add value to projects by offeringreporting, training and monitoring services, without taking on theresponsibility for the project themselves.If we have an established Project Office and we want to ensure thatprojects are independently assessed, then the Controlling model is
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2nd Assignment Need for Establishing Project Officebest. we can directly influence the success of projects, as well asimplement best practices, standards and toolsIf organization has a small set of high risk projects at any one time, thenusually the Directive model is best.
Responsibilities of Project Office:
The Project Office is responsible for: Resolving common project problems
Implementing the right project management template tools Monitoring and reporting on status
Improving project success rates.
Roles of Project Office:
It is essential for the success of a new Project Office that there is clearunderstanding before establishment, as to the role of the office, and theinteraction between the office and the individual projects.
The key to successfully establish a Project Office or Programme Office is
to gain agreement at the start of the process, as to the responsibilities. A
useful and speedy technique is to workshop the possible activities with
the key players, and gain consensus as to what the office is intended to
do. The starting point is to create a list of possible activities, then hold aworkshop to evaluate the responsibility of the office, for each activity. It
is likely in some cases there will be no activity, and in other cases, the
activities will need to be split down further. It is also useful if the office is
not to have attached is a list in no particular order. The list is not
definitive. It is intended to form the basis of a review of the role. Each
organisation will have specific activities that may, or may not be included
in the role of a Project Office.
P roject portfolio management office:
The function of the project portfolio management office is to manage
the organization's project portfolio, a responsibility which typically
includes prioritizing projects, allocating resources to projects,
and tracking the performance of the project portfolio. A key
focus is ensuring that the overall collection of projects maximally
supports the objectives of the enterprise. In addition, the office collects6
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2nd Assignment Need for Establishing Project Officeand distributes data for reviewing, assessing, and managing individual
projects to ensure that they are meeting their expected contributions to
the portfolio. Portfolio management provides the necessary link
between project management and enterprise management.
Portfolio management links project and enterprise management
Participants, Authorities, and Responsibilities
The first step for establishing a project portfolio management functionis to decide who will participate as active managers of the project
portfolio. A project portfolio manager, typically a senior manager,
should be appointed with accountability for the success of the entire
project portfolio. Important skills of the portfolio manager the portfolio
manager should be given an estimate of the total funding to be made
available, but it should then be up to the portfolio manager to
determine how to allocate the funds within that cost constraint. It
should be possible for the portfolio manager to suspend at any time
further commitment of investment due to cost increases, failure tomake anticipated progress, changing economic climates, or shifts in
business conditions. At the very least, the portfolio manager should
have responsibility for recommending resource allocations for final
approval by a committee of senior executives. In either case, senior
executives should be enlisted to serve as a steering committee
responsible for providing and updating (e.g., in response to changing
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2nd Assignment Need for Establishing Project Officebusiness objectives) the value judgments and policy decisions needed
to guide portfolio management.
A portfolio management team should support the portfolio manager.
The team, oftentimes, includes department heads from sub
organizations that generate requests for projects, provide project
resources, and/or use project deliverables. The team should have
responsibility for verifying cost, value, and risk estimates provided in
support of project proposals and requests for resources. This team is
then responsible for evaluating project proposals, accepting or rejecting
proposals, accelerating and decelerating projects, allocating resources,
and otherwise continuously managing the project portfolio over time.
One member of the team should be designated as the primary contact
person for each project manager.
Adopt a Successful Portfolio Management
Process:
The successful project portfolio management process includes four
major components.
1. Structured process
Structured process is used to acquire key information about all projectsand to organize project data in0to one or more project portfolios.
2. Consistent and objective
Consistent and objective methods are employed to analyze projects
and compare their risks and benefits.
3. Resource demands
Resource demands are compared with capacity so that the subset of
projects that make best use of available resources can be selected.
4. Tracking portfolio performance
The final component consists of tracking portfolio performance for
ongoing assessment and adjustment. The management of these
components is the responsibility of the project portfolio management
team.
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Practical Study of theOrganization
Company Profile:Habib Rafiq (Pvt.) Limited has come a long way to symbolize
commitment, distinction and professional Excellence by meeting the
stringent, demanding and extra ordinary work requirements of high
engineering, national and international importance involving civil,
electrical and mechanical works for the last 50 years.
The ever increasing efforts towards attaining better and new business
ventures have exposed the company to multitude of engineering
disciplines. Now it is company's prerogative to be working in
infrastructure, housing, design and environmental areas other than its
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2nd Assignment Need for Establishing Project Officestrong standing in industrial projects for power, chemicals, petro
chemicals, roads, Motorways and buildings.
HRL boasts and claims to have a reputation of company delivering the
projects ahead of schedule. This has consolidated trust and confidence
with our business entrepreneurs. The repetition of orders we have beengetting from the clients is a touchstone of their reliance in HRL and clear
emblem of the comfort extended by us.
Mission Statement:
Our mission is to achieve high standing for HRL. So that we have:-
Undisputed leadership in Engineering & Project Management.
Providing solutions and services with high level of
professionalism.
Profitable growth.
Resources of HRLMan Power:
With over 50 years of engineering experience and one of the largest
construction company in Pakistan, we have huge resources of qualified
team and latest engineering equipment to execute any type and scale of
Power Plants, Oil & Gas, Road Infrastructure, Buildings, Environmental
and Water & Irrigation Projects. We have specialized project management
team who has outstanding expertise to plan, design, implementation,
testing and execution the large scale projects on turnkey basis.
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Equipment Resources:
The company by for owns one of the latest inventory of machines relating
concrete, earth work, road construction, drilling, dewatering, mechanical
fabrication & erection works. This includes state of the art concretebatching / placing Equipments, Asphalt plants, and allied Equipments, of
world known brands.
Moreover, complete electro mechanical and maintenance facilities are
being maintained centrally and at all projects to keep the machinery in
best, dependable and working condition to avoid uncalled for delays in
the excavation of works.
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Practical Study of the Organizationwith respect to the Issue
Need For Establishing Project Office:
HRL has extensive and proven track record of capability to handle highfinancial, technical and engineering value projects in Industrial, Power,
Chemical, Petrochemical, aviation, Infrastructure, environmental and high
rise building projects. Multiple controls applied during the inception and
execution.
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2nd Assignment Need for Establishing Project OfficeFollowing are the reasons for Establishing Project
Office:
Project Time Management
o Initiation
o Scope Planning
o Scope Definition
o Scope Verification
o Scope Change Control
Integration Management
o Plan Developmento Plan Execution
o Change Control
Project Time Management
o Activity Definition
o Activity Sequencing
o Activity Duration Estimating
o Schedule Developmento Schedule Control
Project Cost Management
o Recourse Planning
o Cost Estimating
o Cost Budgeting
o Cost Control
Project Quality Management
o Quality Planning
o Quality Assurance
o Quality Control
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2nd Assignment Need for Establishing Project Office Project Human Resource Management
o Organizational Planning
o Staff Acquisition
o
Team Development
Project Communication Management
o Communications Planning
o Information Distribution
o Performance Reporting
o Administrative Closure
Project Risk Management
o Risk Identification
o Risk Quantification
o Risk Response Development
o Risk Response Control
Project Procurement Management
o Procurement Planning
o Solicitation Planningo Solicitation
o Source Selection
o Contract Administration
o Contract Close out
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Data Collection Method
Research Objective:
The purpose of my research is To know about need for establishing project office. To know about need for establishing project office in Habib Rafeeq(pvt.) limited.
Research Methodology:
There are mainly two methods that are used for the collection of data.
Primary Data
Secondary Data
A. Primary Data:
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2nd Assignment Need for Establishing Project Office Observation
B. Secondary Data :
Internet is very helpful for me to study more about penalty of
contravention.
Different type of booklets.
Annual reports.
Newspapers.
SWOT analysis
Strengths:
Functional Project Office
Stability of Production
Increasing of revenue
Weaknesses:
Implementation
Administrative Expenses
Conflicts
Opportunities:
Employees Motivation
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2nd Assignment Need for Establishing Project Office Unemployment
Threats:
Conflicts
Low Resources
ConclusionProject Office is a department responsible for improving project
management within an organization. Its a permanent department within
an organization, not a temporary function. There are different types of
project offices depend on the organization structure. Project Office is
responsible for Resolving project problems, implementing the right
project management, Monitoring and reporting on status, and improving
project success rates. Some reasons for Establishing Project Office are
Project Time Management, Integration Management, Project Time
Management, Project Cost Management, Project Quality Management,
Project Human Resource Management, Project Communication
Management, Project Risk Management and Project Procurement
Management.
Habib Rafiq (Pvt.) Limited is a project driven company and establish
project offices for big projects.
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Recommendation
Following are some recommendations for Habib Rafiq (Pvt.) Limited,
HRL Management has to communicate with project Manager for
establishing Project office.
Should have to make effective project team.
Should have to take actions for effective project office.
Should have to take emergency actions when a conflict occurs
between Project office management and Project manager.
Should have to avoid from Hard and Nose Tactics
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References
Project report Study ofneed for establishing project officewww.slideshare.com
http://www.google.com
http://www.wikkipedia.com
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