pm assingment - final

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EDEXCEL HND in Computing

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A. STUDENT TO COMPLETE

Student’s centre no: 760 Student Full Name: I.A.WickramasingheEdexcel No : DK50642 Lecturer Name: Ms. Thanuja Irrugalbandara

Assignment Title: Management of ProjectsDate Due: 30th December 2012 Date Submitted: 30th December 2012Page Count: Centre Name: E Soft Computer Studies

- Colombo

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Comments ……………………… Date ……………………. Assessor’s SignatureComments

………………………Date ……………………. IV’s Signature

I.A.Wickramasinghe - Management of Projects Assignment - Batch 32 1

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Table Contents

Task – 1 …………………………………………………………..……………………………… 8

Task 1.1 ………………………………………………………………………………... 8

Task 1.2 ……………………………………………………………………………...…. 11

Task 1.4 ……………………………………………………………………………...…. 19

Task 1.5 ……………………………………………………………………………...…. 19

Task - 2………………………………………………………………………….………………... 21

Task 2.1 ……………………………………………………………………………...…. 21

Task 2.2 ……………………………………………………………………………...…. 22

Task 2.3 ……………………………………………………………………………...…. 22

Task 2.4 ……………………………………………………………………………...…. 22

Task – 3……………………………………………………………………………….………….. 28

Task 3.1 ……………………………………………………………………………...…. 28

Task 3.2 ……………………………………………………………………………...…. 30

Task 3.3 ……………………………………………………………………………...…. 32

Task 3.4 ……………………………………………………………………………...…. 35

References………………………………………………………………………........…................ 41

Appendix 44


Figure – 1.1 Success and failure criteria ……………………………...……….... 11

Figure – 2.1 Proposed organizational structure for the given organization……… 13

Figure – 3.1 Project Schedule ……………………………………………… 16

Figure – 3.2 Project Schedule in gaunt chart……………..…………………... 40

Figure – 3.3 Project Plan vs. Actual up to now……………..…………………... 40


Acknowledgement

I heartily thankful to my lecturer, Ms. Thanuja Irrugalbandara, whose encouragement, guidance

and support enable me to develop an understanding of the subject.

Furthermore I like to thank all the experts who helped me in several ways and encourage me to

go ahead with this assignment.

Last but not least, I thank the almighty god for strengthening and empowering me with the

knowledge and ability, and also for the guidance to study in Esoft computer studies.


Task 01

1.1 Using project management principles in any project can be a successful project, in this case study also project management principles are the key success factors. Since the human resource management process is not a simple one in the Apolo Hospital, they have face so much of problems in the current system, such as employees are working in a shift basis and staff is increasing then the current system is not sufficient to manage the current operation. More over the staff categories also increasing, like clerks, Midwife, Matron, Nurses, Sisters Etc. and staff allocation problems so the current system is not functioning well for these human resource developments. Considering all the problems facing from the current HR system, Apolo hospital decided to shift to a new HR system call ‘Ultima’. For success of this project need to apply project management principles,

The budget is $50,000 so the budget is fixed for the project; if the project spends more than the budget the project will be an unsuccessful project therefore needs to complete the project within the budget and since the budget is outsource project the “DMS Solution & PM” company will be not getting any profit. Allocated time for the project is 60 days, the project need to complete within the allocated time period otherwise project get delayed and the cost also will be high and the finally the project get failed. Therefore if the project is successful the Ultima project needs to be finished within 60 days. In project need to cover all the Apolo hospital requirements, if all the requirements unable to complete then the Apolo will not satisfied with the system so then the project is not a successful project, it’s very important the customer satisfaction, if the customer is satisfied with the project then the project is a quality project. It’s very important to project on time, with in the budget, covering all the requirements with the quality and customer satisfaction.

Considering all the above factors need to follow the project management principles. Completing all the above principles, the project will be a successful project if not the project will not be a successful project.

If the “DMS Solutions & PM” not following the project management principles the Ultima project will get failed, if the project failed it will be a loose the profit of the “DMS Solution & PM” also. There for following the project management principles the Ultima project will be a successful project.

1.2 Project Management Success viabilities


Proper Planning

Proper planning is a one of major success viability of the Ultima project; if the planning process is success then the execution part will be easy. In development process by using proper planning each stage will be great advantage to project success.

Clearly defined goals

Set goals in each phase are a very important thing in the project management. Goals should be clearly defined then the members will have a clear idea about the goal and it will help to achieve the goal without any hassle. The project team can successfully complete the project by achieving the goals. After achieving a goal the team’s motivation level will be high.

User Involvement

When developing “Ultima” project, in requirement gathering process user can involve the project. Users are the best party to gather necessary information about the current system and the development areas of the current system.

Clear responsibility and accountability

Project responsibility and accountability need to communicate clearly, then the project team member will know their responsibilities and it’s easy to successfully complete the project.

Competent project manager

Project manager is the person, who can really drive the project to success, having a competent project manager will be resource to the project. The competent project manager should be a interpersonally, technically and administratively skilled person.

Competent project team members

Having competent project team member is more important to finish the development phase in committed time period. If the project team is not competent the time will be increase to complete project.

Adequate communication channels.

Adequate information is available on the project status, changes, objectives, organizational coordination, clients’ needs, etc.

Communication


Proper communication is a very important to project success, if the project manager communicate with every parties of the project is very vital and its very important to success of project development process.

Top management support

If the company top management support to the project then the other parties of the organization will support to the project.

Sufficient resource allocation

In the project there are different kinds of resources need to use such as money, personal, logistics, etc. it’s very important to allocate sufficient resources for project success.

Schedule control

After preparing the project schedule it’s very important to monitor and control the schedule, if the project goes wrong need to control the schedule and align the schedule.

Project Management failure viabilities

Lack of user involvement

In the early stage having user involvement is very important to project specification phase because the users knows the system well and they have better understand of the system, if the lack of user involvement will direct to project failure.

Incomplete Requirements

Lack or resources

Lack of planning

Lack of IT management

Internal communication links

Technical Illiteracy

Lack of effective teamwork

Time overruns

Changing requirements & specifications

Lack of executive support


No. Criteria Remarks

Success Failure

1 The project should complete within $50,000

2 The project should deliver within 60days

3

Cover all the project

requirements

Develop the software

Conversion of existing data into software database

Configure

Train the users (initially 2 people) 2 days per person

Installation and go - live –within 2 days

Customer satisfaction

4 Sing off the project

1.3 Project management systems


Figure: 1.1: Success and failure criteria

During its life cycle, project management system is a software tool to support the

organizations and projects. Most of the project management system offers the project

manager and the strengthening of these basic features.

Therefore, project management software, has been changed by social media very much.

Using features similar to social networking sites such as WAYN and Facebook, modern

project management system can give a profound connection of the labor force. For example,

in some systems, people have to be informed of what the other person is doing and project

status update feeds from other team members. This network is counterproductive, you can

eliminate the project can enable them work together in a project are closely related. Those

that are expanding internationally, to be the strongest point of their business environment

thousands of companies, has discovered this connection in particular.

Project management system always uses project managers for doing projects. And project

management system is really important for project management.

Principles behind the project management systems

Project Scope Management

When analyzing failed projects can found a common thread all over the project is constantly or vague changing system requirements. Since the entire project plan and schedule is based on stable definition of requirement therefore the scope management is very important predictive projects. Increasing the user requirements and constantly change is ruin a project, and more difficult to control is scope creep. The scope creep is without impact of the project increasing the new requirement to the project. The problem of scope creep can become just as serious in projects that use an adaptive approach. Most of the adaptive approach based on agile approach. The project never comes to completion if allow any and all changes to the project. So there is a high risk that the scope can grow uncontrollably. In scope management techniques there are three main categories.

Defining the scopeGenerally, each project has two levels of definition field. The total scope of the new system is defined at the beginning of the project. A high-level document will provide information on expected business benefits and capabilities of the system.The second level contains the elements of the scope of the project, which is further defined asdevelop system specifications. For forecasting projects, this happens during the analysis andrequirements activities


Verifying the scopeVerification of scope A universal truth is always more system functionality is requestedthan can be included within the allowed time and budget. Therefore, user requirements should beis approved before they are included in the scope of the system. The project team should analyze theimpacts of each asset and the cost of the project for the construction, testing, and deployment activities.

Controlling the scopeChecking Field As mentioned previously, controlling the scope of the project is equally importantas defined initially. A formal mechanism should be established to review additionalApplications for new system functions which occur during the construction phase.

Cost Management

Projects launched after estimating the benefits against the costs provided. During the project, the effectiveness of cost control can make the difference between profit or not. Cost control is closely linked to all other areas of project management, and in many ways is simply a reflection of the overall project management. Projects costing off schedule, and projects suffer from scope creep is more expensive. Cost control is essential for outsourcing projects, such as in-house development.

The specific objectives associated with project cost management are:• To accurately estimate the anticipated project costs• To accurately predict the cash flow and timing of expenditures• To confine actual project expenditures to those that is included within the plan• To capture and record actual project expenditures correctly

Estimating cost

Each company has its own set of rules to determine which costs should be included in the expenditure of the project budget of a project can be seriously affected by unforeseen expenses such as the cost of software licenses, if not foreseen at the start of the project. When a company has estimated the cost of the project, performing an economic feasibility analysis for the new system.A major difficulty in the management of project costs is that sometimes the cost must be calculated before the exact scope of the system is known. That is, an organization that wants to know if a project is economically feasible before knowing the detailed system requirements.

Predicting Cash Flows


Part of the approval and commencement of the project involves assessing the timing of expenditure, so that the agency's budget for the monthly and annual costs. Cash flow estimates may be based on the project schedule, including work to be done and purchases must be made.

Flexibility MatrixThe first three knowledge areas-scope management, time management, and cost management are very closely connected. A change in a region always induces a change in the other two regions. For example, an increase in the field will require an addition to the schedule, increasing costs, or both. This interdependence goes by various names, such as matrix flexibility, triple constraint, or the triangle area.

Project quality management

A major responsibility of the project manager is to ensure the quality of the final product. But software is particularly subject to errors and failures. The failure of a single line of code can bring down an entire system

The sole purpose of the quality management project is to create a system that is:

Easy to use Fit for its intended purpose Secure Robust Reliable Sustainable

EaseEase of use is a measure of how quickly and easily users understand and be well with the system. Ease of use includes assessing the intuitive nature of the system, the effectiveness of specific tasks, and support tools and support systems.

Fit for its intended purposeFitness for purpose gauges how well a system satisfies the business need for which it was developed.

RobustnessThough how hard the system to handle adverse conditions, such as poor data or even equipment malfunction.

Reliability


Reliability relates to the ability to always give correct results. With all the different types of input data and combinations of scenarios, the system provides results that are correct?Can users depend on the results to be absolutely correct all the time?

SecuritySecurity is a newly added feature quality system. In today's environment, where many systems are exposed to the world via the Internet and therefore possible attacks, new systems should be designed with security in mind.

MaintainabilityMaintainability is related to the ease of modification and upgrade of the system during its lifetime of use. The business environment for every organization changes over time and almost all systems must be upgraded and enhanced to support new business requirements

Too often, project managers focus solely on testing program to ensure a high quality system. But quality control has to be designed from scratch, and procedures should be incorporated into all project activities.

Project human resource management

The project team is the most important part of the development plan. Even though the year of the project manager is important, the project team does most of the work to develop the bulk of the new system. Therefore, another important responsibility of the project manager is to create an environment that allows team members to work as quickly and efficiently as possible. In other words, a project manager clears barricades, so the project team can develop intermediate deliverables and the final system.

To ensure that the project team at the right time with people who have adequate skills in the right proportion

Staff development. To provide appropriate training for team members The organization of the team. For the organization of the project team and sub-teams to

work effectively. Create Group. Encourage working groups to become effective labor units Motivation of team members. Provide leadership and vision to encourage and motivate

team members Work optimizes the environment. To ensure that the working environment, including

plants, tools, and support, it is favorable to achieve work

Project communication management

Probably the most essential tool for effective teamwork is the ability to communicate. Communication is essential for each member of the project team, but even more important for the project manager, the first is the need to receive communications or information. One of the most critical elements for the success of this project is to collect detailed information to understand the needs of users. This information is also collected from suppliers and other project


stakeholders. In addition, the project manager should gather and assimilate information from the group on the status, milestones, issues and technical problems. Thus, the procedures should be established for the whole team to ensure the collection of accurate and timely

Second, the project team should disseminate information. Each team member must indicate his or her status, progress and results. In addition, team members must explain technical issues to users and other stakeholders. The project manager has the responsibility to report the status of the project, to explain the problems, and discuss additional needs of the project with all stakeholders

Finally, the internal communication among team members is extremely important. All team members should inform each other about the progress, technical issues and decisions, specifications, and a host of other items. Specific procedures must be established to ensure that internal communication is timely and appropriate to communicate vision and provide incentives and encouragement to team members

Project Integration management

The primary management objective of integration is to see that the project work has been completed successfully. Management program focuses on the integration of specific tasks to ensure the work is coordinated and implemented and monitored properly. This area of knowledge is described through the processes that occur during the lifetime of a project. The qualifications of all other areas of knowledge included in the project management processes of integration

TechniquesSeven primary processes involved in managing the integration.

Develop Project CharterDevelop Project Charter is the activity that starts the project. When approved, the project charter is the document that approves the project and allows the sponsoring organization to provide funding and allocation of resources.

Developing the Project Scope DocumentThis document is the definition of high level requirements and for the suggested solution. Defines the scope of the project and the system solution. The document also includes preliminary approaches for how the project will proceed.

Develop the Project Management PlanBasically, this plan describes how the project will be executed, monitored and managed. Provides the overall vision of all other programs and activities for the project.

Manage Project Execution This process consists of all activities required to coordinate the work on the project. The execution of the project tasks usually guided by the project schedule and milestones defined.


Monitoring and Controlling the Project ActivityThis process focuses on collecting information on project progress and identify and carry out the necessary corrective measures to maintain project schedules.

Change management control Every project has changes during its life. This process includes all mechanisms that recognize and manage changes to the scope, deliverables, and work plans.

Close Project The closing of the project includes all the work required to deliver the final deliverables, obtain endorsement of the client, reallocation of the project team, their close financial accounts and assessing the performance of the project team

1.4 Key elements of terminating the project

According to the given scenario the project can be terminate in two ways, naturally or unnaturally. The natural project termination occurs when the project requirements have all been met. Unnatural termination occurs the project requirements have changed, when performance is inadequate, or some assumptions have been proven to be false and no longer valid, the most frequent causes of unnatural closure are lack of time and inadequate project funding. The project termination can happen in different stage of the project, it can happen in beginning of the project or middle of the project or end of the project, the termination stage will vary on project to project.According to given scenario lets define the key elements on termination of Ultima project in beginning of the project, middle of the project and end of the project.

Beginning of the project

Natural disaster Apolo hospital gone bankrupt DMS Solutions & PM gone bankrupt

Middle of the project Project goals are no longer relevant to some overall needs Loss of interest of task remaining Loss of team identity Resign the most important personal from the project team In adequate project funding Performance is inadequate

End of the project The project is building in wrong product The product will be obsolete


Successfully completed the project

1.5 Post project appraisalA post-implementation review is conducted after completing a project. Its purpose is to assess whether the project objectives are met, to determine the effectiveness of the project was carried out in order to learn lessons for the future, and to ensure that the organization gets the maximum benefit from the project.

After a long work, the last thing that many project teams want to do is relive the process and look for ways to improve. However, a far-reaching revision can discover many tips and strategies to improve.

By conducting a thorough and timely PIR, identifies key lessons learned - and can then apply these lessons to the planning and management of future projects.

Key elements of post project appraisals. Look at both positive and negative lesson learned Success factors Failures Conduct gap analysis Staff evaluation & performance Determine whether the project goals were achieved Determine satisfaction of stack holders Determine the project cost and benefits Identify the areas of future developments Report findings and recommendations

Look at both positive and negative lesson learnedLesson learned is very useful when doing post project appraisals, its allows the DMS Solutions & PM to understand and maximize its strengths, address challenges like when convert previous data from old format to new format, strategies use when training the users in minimum duration, think of improvements and use past experience to make future projects. Not only positive lessons can learn from negative lesson learned also, if the natural disaster delayed the project completion date how to face that kind of situation etc. Success factors Considering about the case study successfully completed the project within $50,000 and the allocated time (within 60 days) is success factors. then the project is a successful project and the Apolo hospital will get the benefit from the project

FailuresFailures should mention in the post project appraisals, If the Ultima project spend over $50,000 is a failure and if the Ultima project unable to complete the agreed time (within 60 days) if it drag over 3 or 4 months it will definitely be a failure.


Conduct gap analysis Review the Ultima project charter to appraise how closely the project outcomes match the original objectives. Appraise all the expected deliverables and make sure either that these have been delivered to an adequate level of quality, or that an acceptable substitute is in place, and if there are any gaps how will these will closed.

Staff evaluation and performanceCan evaluate each member of the project team, how much contribute to the project and whether they have completed their given tasks completely or not, and identify their strengths and weaknesses. If there are members who thoroughly worked towards the project success need to recognize and these evaluation data will help for next projects when assign project members for tasks.

Determine whether the project goals were achievedIf the Ultima project functioning as expected and is it functioning well and in a way that will adjust smoothly to future operating demands?, need to check users adequately trained and support. Check whether the essential controls and systems in palace and working properly. If there are problems need a way to address. Finally need to compare the end results with the original project plan, in terms of quality, schedule and budget.

Determine satisfaction of stack holdersNeed to check whether the end user (Apolo hospital) needs have achieved from the project, did the project sponsor satisfied with the system, need a way to address if the key individuals aren’t satisfied. Determine the project cost and benefitsDMS Solutions & PM will check the final cost of the project whether it exceeded the budget or not, and need to cost compare with the benefits achieved. and finally if the project hasn’t delivered a sufficiently large return how can this be improved.

Identify the areas of future developmentsNeed to check have all the expected benefits been achieved if not what need to achieve the project.

Report findings and recommendationsHow well the Ultima project deliverables assessed, and can Ultima project completed with in 60 days and within $50,000. And also need to check what went wrong the project and how to avoid these problems in next projects.


Task 02

2.1) According to the given scenario the suitable organization structure is Matrix organizational structure, because in the organization is more like to Matrix organization structure. In this company is manufacturing and selling car brakes, therefore this company should have a Finance department, since this company employing 500 people and should has HR (human recourse) department, and they are selling brakes then need to have marketing department also. According to given scenario can assume the below departments in this company

HR Department

In HR department is functioning all the recruitment, training and development, and other HR functions, headed by Head of HR and have a HR manager and executive.

Sales Department

According to given scenario there is a sales director under him there is a senior sales manager, for do the operations smoothly there is a field sales manager and under him 2 area managers.

Marketing Department

There is a marketing department to market the car brakes, marketing director heading the department and brand manager and brand executive is in this department

IT Department

According to the given scenario there is an IT Manager in the company, and lead analyst programmer is also there in addition to that IT executive is also there.

Finance Department

As a brake manufacturing and selling company there is a finance department. Finance director is heading the department and finance manager and finance executive is also working in the finance department.

Administration Department

According to the given scenario there is a personal assistant to CEO, who is a very experience person with administration so he can handle the administration department with administration executive


2.2) The project team The sponsor

According to given scenario the most suitable person for sponsor is sales director of the company, because sales director accountable for offer the benefits of the organization. Project sponsor is an active role includes ensuring the project still makes sound business sense. The sponsor monitors the activities and progress of the project leader and the project team. and also he is responsible for the communicating the project status to the steering committee to ensure steps are completed in a timely manner and ensure the overall supervision of project staff.Other responsibilities include

Recognize and make safe all required project team members for the project (e.g. Functional Champions, Key Uses, and System Administrator.)

Bear out the devoted participation of each required project team client delegate (available to commit full-time during peak periods or coverage and backfill of team members particular areas).

Frequently appraise project status and emerging risks and select/approve possible solutions from those presented.


Figure: 2.1: Proposed organizational structure for the given organization

Give direction on prioritization of emerging issues and risks. Give advice and guidance on major project and policy decisions. Make sure the proper project team members and key decision makers are identified and

available to fulfill their project responsibilities. Identify and secure access to extra end user staff as needed to support specific areas of

expertise not represented by the project team. Offer informal project status and communications to project team members and various

user communities.

The Project managerThis role is a very important role of the project, according to the given scenario, CEO is the most suitable person to be the project manager because he was a project manager and since he performed well and promoted as a CEO of the company. Project manager is the person with authority to manage a project. This includes leading the planning and the development of all project deliverables. The project manager is responsible for managing the budget and schedule and all project management procedures(scope management, issues management, risk management, etc.). The project manager is also responsible for the project producing the results capable of achieving the benefits defined in the business case.and also project manager is the individual with overall responsibility for managing the project. also responsible for guiding the project towards the achievement of the desired objectives.Other responsibilities such as Negotiate and communicate the terms of reference of the project Complete the project charter and obtain and customer and sponsor approval Prepare a project organizational chart Establish the other project system processes and documentation will be used and

completed during the project

The project champion

Considering the above scenario IT manager is the person who suitable as a project champion, because who likes to get responsibility for creating new sales system. Project champion should be empowered to make decisions for their region and area community of users. The project champion to better determine the flow of current and anticipated transactions in the software module. Project champion and also can develop organizational processes to system processes existing and new developing methods for solving gaps in the process identify reporting requirements and data for the respective modules to support end users, and identify the needs of conversion of data to support their modules.The main responsibilities of the following

Major responsibilities as follows

Compromise of user requirements to the new system capabilities.


Link between user community and project team; Act as a adviser and connection to other users of that functional area.

Signify the user interests in system design and software configuration decisions. Design and design of software strictures for each module. Classify and apply business process improvements and changes. Project steering committeeThe Steering Committee of the project includes the management and other stakeholders at the leaders who will be directly affected by the success or outcome of the project. During implementation, the Steering Committee consensus or influence most strategic objectives for the acceptance of the project and the implementation of the approved scope, approach, schedule and budget . Due to the relatively short duration of the implementation of the software project itself, the Steering Committee will commit more time and focus on the bill, use, measurement and refinement. Post implementation activities of software. Steering Committee responsibilities such as

Decisions that can change the organization of the project, the scope of the project, or the allocation of project funding

Enterprise-wide data sharing: It is clear sponsoring client information organization and data sharing strategy, which states that personal information must be centralized and available throughout the organization (depending on the needs and security pending) to share in order to promote efficiency and better service the customer. This information strategy further prohibits individuals or groups from operating systems, systems silos shadow or other autonomous or disconnected systems or systems that do not result from the information made customer in the CRM system designated..

Support the project team in the resolution of cross-functional areas.

Keep informed of project status; ask questions to make sure correct understanding.

Provide input for Project Leader and Project Manager broken up appraisal.

Ensure that the direction of the project continues to be in line with the original mission and goals set forth at the beginning of the project.

Give project oversight and guidance on strategic issues and direction.

Offer interpretation of company or project vision, direction and execution of objectives


Project Coach / FacilitatorAll project team membersEvery project team member has a duty to make a proactive and positive contribution to the project. All team members are ‘owners’ of the project and the new system and are personally accountable for taking charge of their respective areas and promoting the project to their user communities and colleagues.Project team member’s duties such as

Review circulated correspondence; provide feedback as required Provide input to process improvement ideas Identify high impact / high return opportunities within respective areas Proactively ask questions and offer input Keep Project Stakeholders updated Act as liaison and constituent for represented user community: Keep user community

informed of project status and progress, provide a mechanism for users to contribute to project and voice suggestions for improvement

Attend every Project Team status meeting; recognize the importance of this project to the organization

Contribute to the solution: never offer criticism without suggestion. Team members must be contributors, not listeners

Task 2.3

The project manager must develop their leadership skills and use leadership styles and behaviors as needed during a project. Leadership is about getting things done through others and leaders must use a variety of tools and techniques to adapt to the situation and the desired outcome. It is the same for project managers to deliver a successful project.According to the given scenario there are technical people in the team, they are good in implementing the software but they have no project management experience, as a leader he should be able to get the work done within the team on time and according to given budget , main problem in this company is people they are good in their profession, but they don’t have project management experience, they will be able to developed the software but not on time and not within the budget that part need to control the good leader. Furthermore there are some highlighted leadership qualities are there such as

Project leader should inspires a shared visionAn effective project manager must have a vision of where to go and the ability to express it. Visionaries thrive on change and be able to draw new borders, visionary leaders still allow people to feel they have a real interest in the project. They allow people to discover their own vision.

Need to be a good communicator This is the second most important skill having good communication skill with people at all levels. Project leadership requires clear communication about goals, responsibility, performance, expectations and feedback. The project leader is also the bond of the team for the larger


organization. The leader must have the ability to effectively negotiate and use persuasion when necessary to ensure the success of the team and project. Through effective communication, project leaders support individual achievement and team by creating explicit guidelines for accomplishing results and for the advancement of team members.

Integrity

One of the most important things a project manager must have good leadership requires commitment and demonstration of ethical practices. Creating standards for ethical behavior for oneself and living by these standards, as well as rewarding those who exemplify these practices, are responsibilities of project managers. Leadership motivated by self-interest does not serve the welfare of the team. Leadership based on integrity represents nothing less than a set of values on the other hand, a behavior consistent with values and dedication to honesty with self and team members.

Enthusiasm

Enthusiasm is the One of the highlighted leadership quality because no one of the team members likes to work with a leader who is very idle. Enthusiastic leaders are committed to their goals and fulfill this commitment through optimism. Leadership seems confident someone expresses this commitment to a project that others want to share their optimistic expectations.

EmpathyThe good leader should have empathy not the sympathy, if the leader has a quality like sympathy he or she will not become a good leader, Empathy, on the other hand, assumes the existence of the object as a separate individual, entitled to his own feelings,

CompetenceLeadership skills are not necessarily refer to the technical capacity of project manager in the technology base of the company. As project management continues to be recognized as a field in itself, project leaders will be selected based on their ability to lead others rather than on technical skills, as in the past. Have a winning track record is the surest way to be considered competent. Expertise in leadership is another dimension of competence.

Ability to delegate tasksTrust is an essential element in the relationship of a project leader and his team. The chief demonstrate trust in others by the actions of leaders - at which point the leader check and control their work, how the delegate leader and how it allow people to participate. People who can not trust others often fail as leaders and forever remain little more than micro-managers, or end up doing all the work themselves.

Team building skillsA team builder can be defined as a strong person who provides the substance that holds the team together in common purpose to good purpose. For a team to move a group of strangers to a single cohesive unit, the leader must understand the process and dynamics required for this


transformation. He or she must also know the appropriate leadership style to use during each stage of team development. The leader must also have a good understanding of the different styles of team players and how to capitalize on each at the right time, for the problem at hand.

Problem solving skillsTeam members expect the team leader to have excellent problem solving skills, any problem if there Arise there is person to take a leading role in solving the problem in this kind of situation he should have skills to lead the team.

Can handle the stressIn a perfect world, projects would be delivered on time, under budget and without major problems or obstacles to overcome, since the real world the project manager has to deal with practical problems A leader with a hardy attitude will take these problems in stride. When leaders encounter a stressful event, they consider interesting, they feel they can influence the outcome and they see it as an opportunity.

Task 2.4According to project management expertise view the good project team should have less than 20 members, no need to have a large project team to success the project. According to this scenario, 8 members are enough for this project.

It is well known that the number of projects use increases as the complexity of communication. Great teams may be required to again project manager must ensure that the detailed project planning compensates the increased need for communication and coordination among team members.Effective project teams rely on good people organized in a good project structure, the allocation of project resources can contribute to success in having dedicated members of the project team are not managed or matrix distributed across multiple projects or responsibilities.


Task 03

Task 3.1

As a project manager my first responsibility was identify the triple constrains of the Apolo project, such as cost, time and the scope of the project.Mainly the project can divided in to two main phases such as

1. Development of the software2. Implementation

Development of the softwareThis phase is the initial phase of the project after this phase only can go to the implementation phase, this phase can divided in to four sub parts

Gathering requirementsWhen gather the requirements can use the fact finding techniques to success this phase, in this sub phase need to gather each and every necessary information for the Apolo project. It’s very important to make a proper database for this project. I have allocated 7 days for this phase and estimated cost of this phase is $2,000.

Analyze and designThis is one of the main phases of the project, if the analyzing and design part accurate in the project then no need afraid of the accuracy of the project because if the design is correct the outcome is also accurate. Considering the importance of the phase I have allocated 14 days and the budgeted cost will be $8,000

DevelopmentThis phase is the most time consuming phase, need more human resources to success this phase. There are so much of activities in this phase; programmers have the main responsibility of this phase. in this phase I have allocated 18 days and cost will be $3,500,000

TestingThere are two main type of testing Unit testing and integration testing, testing part is very important in any kind of project, because there is no value if the project is not accurate and if the results are wrong. Therefore I have allocated 6 days for the testing and cost will be $5,000

Implementation


Installing configuration of the softwareAfter developing the software then it needs to install and configure the software in client organization. It takes nearly 2 days and cost will be $1,900.

Conversion of existing data into software databaseApolo hospital currently has the manual data and it need to convert in to new database format. Then the old data will be available in the new system. I have allocated 3 days and the cost will be $3,500.

TrainingDMS solutions & PM consultancy will train two people within two days, then trained 2 people will train two people of the Apolo staff, the plan is the trained one person will train another one person, after calculating the duration the 14 staff members can train within 8 days. The cost will be $1,000.

Installation and go liveAfter developing the software it need to test in the client site, and need to go live and identify if there are any issue, it take 2 days and the cost will be $1,600.

Phase No. Activity No of days Cost ($)

Development 1 Gathering requirements 7 2,000

2 Analyze and design 14 8,000

3 Development 18 27,000

4 Testing 6 5,000

Implementation 1 Software configuration 2 1,900

2 Conversation existing data in to new software database

3 3,500

3 Train the users 8 1,000

4 Software installation and go live 2 1,600

Total 60 50,000


Figure: 3.1: Project Schedule


Figure: 3.2: Project Schedule in gaunt chart

Task 3.2

Current status of the projectWe have been successfully completing our project after 30 days from our starting date, below is the progress summery which the project has achieved.

Phase No. ActivityNo of days Cost ($)

Budget Actual Budget Actual

Development 1Gathering

requirements7 9 2,000 1,900

2Analyze and

design14 21 8,000 8,200

Total 21 30 10,000 10,100

Planed TasksAccording to the project schedule I have planed two activities for 21 days referring the above table though our budgeted no of days were 21 but after finishing our two activities we have spend 30 days and we are 9 days behind the budget but happily informed that the actual cost par with the budget. Please refer the further details of the two activities which we have planed. Gathering requirementsSince the gathering requirements is a very important in the Ultima system, we have allocated 7 days for gathering requirements. All the staff of the apolo hospital has gave their fullest support to success this task. We have spent extra 2 days because of the practical issues which we have faced.Analyze and designIf the analyze and design part is accurate then the full project will be successful otherwise if the analyze and design part is not complete perfectly the problems will occur during the project considering all the data, we had to spent extra 7 days for analyze and design part, this is one of the time consuming activities of the project.


Figure: 3.3: Project Plan vs. Actual up to now

Problems facedConsidering the above current activity plan, major problem faced was the time. Currently the project is behind 9 days from the original plan; all the employees from the apolo hospital were supported so far, we found that some employees have told bogus information so we had to consume more time to get the correct information. And also we have faced another problem was some of the manual documents are difficult to get the information, because of the unclear hand writing. Final problem we faced was our expert system analyzer got sick about 4 days,

Lessons learnedSince we came to know that some employees have gave bogus information, so we learned that need to check the information not only one person same information need to check from different people. Some documents were not clear and we tried to get information from those documents without their help, but finally we realized that we need to get apolo employees help to get information from the documents. Other problem was as mention above our expert system analyzer got sick, if we had a extra analyzer as a backup we had to save that 4 days.

Plans for next weekWe are going to start our second phase on next week; first we are going to start the development process, in the schedule we have allocated more days for the development phase. Because that is one of the most important activity in the project

Risk identified There are no backup people to cover key peoples work when they’re not available. 9 days behind the original schedule. For next tasks of the project need more money. Identify dependencies. Need to document the each and every activity of the project. Need a quality management plan. Need to have a communication management plan. Identified hidden costs

Handled risks Have taken decision to recruit backup people to cover key persons work when they are

not available. Need to amend the schedule according to the time plan and need to strictly stick to the

time. More concern about the budget because need more money for rest of the project

activities.


Determine the resource dependencies and how we are going to use resources for this change.

Going to document the each and every activity of the project Going to implement quality management plan Going to implement communication management plan. Prepare a plan for hidden cost

Task 3.3Changes to the software often stem from the customer of the project, so the problem is not the change itself but how the change is managed. Customers are requesting changes because if they want to change the software for increase the comparative advantages, its very important to evaluate the requested change whether it is feasible or not. In a project its very important to accept project changes if its feasible because finally if the customer dissatisfied with the product the product quality will go down, main thing is to accept project change is customer satisfaction. not only customers satisfaction there are many things because of that need to accept the project changes. if the project deliverable is not in the expected quality in that situation also need to change and other thing is if the project deliverable need to improve the product quality because of the market situation is also very important. Accepting project changes there are some opportunities for additional project work.

When the request for amendment proposed project the project leader must rout the proposed changes through a change control (CCS). CCS may also include consideration of amendments proposed by a change control board (CCB). Changes can be approved or rejected on the basis of various criteria, such as cost-benefit ratio (BCR), the value changes, risk and capital policy. There are basically three types of changes that need to be addressed to ensure a successful project. These are

Technical changes: These are the inside changes in scope of the work of the project.

Market changes: These are changes that are predictable due to external market situations such as competitors’ product or service enhancements or regulatory changes.

Contractual changes: Changes that are made on the contract with the stakeholder or supplier. These changes include but not limited to the terms & conditions, scope of work, necessities, schedule, costs etc.


The most important function of a project manager is to prevent uncontrollable changes. Uncontrolled and unplanned change user / stakeholder expectations and requirements that a project always runs a negative impact on a project. This is known as scope creep. Many times, new features are added to the project with an erroneous assumption that a small feature will not add cost or schedule. This unexpected addition is called creep function.

A change in one of the triple constraints of a project has an impact on the other two. The key is to find a balance between the need to manage the scope of the project to agreed requirements, cost and schedule.

To cope with changes use a formal change control procedure as follows:

Change request get in writing or using change request template

When someone asks for a change that will potentially impact for project, insist that the requestor submit the change request in writing using a change request template.

Review the impact of the change

The project in terms of cost, schedule, performance and outcome. Review also what will happen if not implement the change.

Accept or reject the change – depending on the importance of the change, you can involve the team members and/or the project sponsor in making the decision. If the change has been rejected, inform the requestor and all concerned parties.

If the change has been accepted, document it, and update the project plan to take into account the change’s impact on the project’s schedule, budget and outcome.

Communicate the accepted change and its impact to the requestor and all concerned parties (include the change in the next project review meeting).

Task 3.4Considering the given scenario it’s better to have a project development process which can change the project to gain competitive advantages of the customer. There is a competition among the hospitals, so the hospital also tries to get the latest technology to get competitive advantages therefore the requirements of the Apolo hospital also change in last minute, so if the project can cope up their requirements it will be a competitive advantage to the hospital. And the other thing is, if the project get so many time duration to provide deliverable then also it will be a obsolete


project, if get the competitive advantages from the project the project deliverable need to be deliver in short duration. Project cost also very important when considering the competitive advantages from the project, if the cost is high the benefits will be less. Because of the project the business process also will be changed, because once apply the project the manual works will be less and can reduce extra employees and this is a comparative advantage in order to gain business benefits. Having a good system the employees of the Apolo hospital also will like to work and they will motivate about their day to day work. Having a very efficient system the Apolo will increase the no of patent because of the efficiency of the Apolo hospital has the patent also will like to get medicine in the Apolo hospital. If the no of patent increased the turnover of the Apolo will automatically increased.

Recommendations to keep the projects viable Regular updates of the project. End user involvement and update users about the changes of the project. Project process will be easy when using agile process. Well planed and clear business objectives. Find out whether the project goals were completed Determine the project benefits and scope. Use project management expertise to the project Conducting the gap analysis of the project. Classify lessons learned. Check whether the stakeholders were satisfied Find out the areas of further developments.


References

http://www.project-management-skills.com/project-management-principles.html - viewed on 13 th Oct 2012

http://michaelgreer.biz/?p=125 – viewed on 23th Oct 2012

http://www.coleyconsulting.co.uk/failure.htm – viewed on 26th Oct 2012

http://www.umsl.edu/~sauterv/analysis/6840_f03_papers/frese/ – viewed on 2nd Nov 2012

http://www.instantiated.ca/home/Contracting/Project_Management.html – viewed on 5 th Nov 2012

http://www.practical-management.com/Project-Management/General-Project-Management-Principles.html – viewed on 10 th h Nov 2012

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http://www.time-is-ltd.co.uk/Management/Promise/PMManual/Terminating%20a%20Project.htm – – viewed on 15h Nov 2012

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http://www.mindtools.com/pages/article/newPPM_74.htm

http://www.horticulture.com.au/librarymanager/libs/183/Policy%205.7%20-%20Terminating%20a%20project%20-%20Public%20Version110525.pdf

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http://www.time-is-ltd.co.uk/Management/Promise/PMManual/Terminating%20a%20Project.htm

http://www.projen.co.uk/downloads/Project%20Man%20Proc%20&%20Systems.pdf

http://www.practical-management.com/Project-Management/General-Project-Management-Principles.html%20%E2%80%93%20viewed%20on%2010th%20h%20Nov%202012

http://www.practical-management.com/Project-Management/General-Project-Management-Principles.html%20%E2%80%93%20viewed%20on%2010th%20h%20Nov%202012

http://www.instantiated.ca/home/Contracting/Project_Management.html%20%E2%80%93%20viewed%20on%205th%20Nov%202012

http://www.umsl.edu/~sauterv/analysis/6840_f03_papers/frese/

http://www.coleyconsulting.co.uk/failure.htm

http://michaelgreer.biz/?p=125

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Nov 2012

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http://pmresource.hubpages.com/hub/Project-Management-Plan-Example-Tips-and-Tricks

http://www.esp-t.eu/about-the-project/project-outcomes-a-results.html

http://www.tpsgc-pwgsc.gc.ca/biens-property/sngp-npms/ti-it/conn-know/rh-hr-eng.html

http://suite101.com/article/project-management-and-using-leadership-skills-a91673

Unit Title: Management of ProjectsAssessment Criteria

Outcome(s)/criteria Possible evidence Achieved Feedback

P1 Understand the principles of project ManagementP1.1 explain the principles of project management

Describe the importance of project management principals. TASK 1.1

P 1.2 discuss viability of projects with particular emphasis on the criteria for success/failure

Explain the project success / failure viabilities when carrying out the project development process. TASK 1.2

P 1.3 explore principles behind project management systems and procedures

Explain the term called project management systems. & identify the principals behind the project management systems. TASK 1.3

P 1.4 explain key elements involved in terminating projects and conducting post-project appraisals.

When carrying out the project development process for the above project, identify what are the key elements that is terminating project. TASK 1.4, TASK 1.5

P2. Be able to plan a project in terms of organization and peopleP 2.1 plans the most appropriate organisational structure.

Identify & briefly describe their duties & responsibilities in the project development process. TASK 2.1

P 2.2 discuss roles and responsibilities of participants within a project Identify & describe what are the highlighted leadership

qualities, requirements that a project team leader must have to control & coordinate a project TASK 2.2P 2.3 carry out the control and co-

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ordination of a project

P2.4 document project leadership requirements and qualities.

P2.5plan specific human resources and requirements for a project

In a project manager’s point of view describe how you suppose to plan & specify human resources to meet your objective. TASK 2.3

P3. Be able to manage project processes and procedures

P3.1 design the project organization with reference to prepared project management plans

Prepare a complete project plan to meet the final objective/s. you must include a proper schedule for each task, a complete cost plan with unnecessary cost reduction & controlling techniques. TASK 3.1 and TASK 3.2

P3.2 use project scheduling and cost control techniques

P3.3 report the methods used to measure project performance Prepare a report to your immediate head to update the

status of the project development process, (report must be a summarized one) TASK 3.3

P3.4- report project change control procedures

P3.5 discuss the outcomes of the project and make recommendations

Proper description of change control procedure according to the given project. TASK 3.4Give your recommendations to make the project success. TASK 3.5

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Grade Description – Merit Possible evidence Achieved Feedback M1. Identify and apply strategies to find appropriate solutions

M1.1. Effective Judgments have been made in identifying proper solutions for the scenarios given.

M1.2.Complex problems with more than one variable have been explored

M1.3. An effective approach to study and research has been applied to identify and explain tasks

M2. Select/design and apply appropriate methods/techniques

M 2.1. Relevant theories and techniques have been applied in creating designs, developing and testing the databases.

M2.2. A range of methods and techniques have been applied

M2.3 A range of sources of information has been used

M 2.4. The selection of methods and techniques has to be justified in best way

M2.5 The design of methods/techniques has been justified

M2.6 Complex information/data has been synthesized andprocessed

M2.7 Appropriate learning methods/techniques have been applied

M3. Present and communicate M 3.1. The appropriate structure and approach has been

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appropriate findings used according to assignment written document given with assignment set

M3.2 Coherent, logical development of principles/concepts for the intended audience

M 3.3.A ranges of methods of presentation have been used and technical language has been accurately used. Submit the assignments on or before due date specified and the 80% attendance for classes.

M3.4 The communication is appropriate for familiar and unfamiliar audiences and appropriate media have been used.

Grade Description – Distinction Possible evidence Achieved Feedback

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D1. Use critical reflection to evaluate own work and justify valid conclusions.

D 1.1.Conclusions have been arrived at thorough synthesis when designing, developing and testing databases and they have been justified.

D.1.2 The validity of results has been evaluated using definedcriteriaD.1.3 Self-criticism of approach has taken place

D1.4 Realistic improvements have been proposed against definedcharacteristics for success

D2. Take responsibility for managing and organizing activities.

D 2.1 Autonomy/independence has been demonstrated

D 2.2. Substantial activities, projects or investigations have beenplanned, managed and organized D.2.3 Activities have been managed

D.2.4 the unforeseen has been accommodated

D.2.5 The importance of interdependence has been recognised and achieved

D3. Demonstrate convergent/lateral/ creative thinking

D 3.1 Ideas have been generated and decisions taken

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D.3.2. Self-evaluation has taken place

D.3.3. Convergent and lateral thinking have been applied

D.3.4 Problems have been solved

D.3.5. Innovation and creative thought have been applied

D.3.6. Receptiveness to new ideas is evident

D.3.7. Effective thinking has taken place in unfamiliar contexts

Tutor’s general comments and assignment feedback

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Strengths Weaknesses Development needs

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pm assingment - final

Documents