Assignment Brief

BTEC Level 4-5 HNC/HND Diploma (QCF)

To be filled by the Student

Name of the Student :

Edexcel No : Registration No: Batch No:

Unit Assessment Information

Qualification : Higher National Diploma in Computing and Systems Development

Unit Code & Title : Unit 08 – Management of Projects (MOP – 16 – 001)

Assessment Title & No’s : Project documentary for a community development project
undertaken

LO 01: Understand the principles of project management

Learning Outcomes LO 1.1 LO 1.2 LO 1.3 LO 1.4

LO 02: Be able to plan a project in terms of organization and people

Learning Outcomes LO 2.1 LO 2.2 LO 2.3 LO 2.4 LO 2.5

LO 03: Be able to manage project processes and procedures

Learning Outcomes LO 3.1 LO 3.2 LO 3.3 LO 3.4 LO 3 .5

Merit and Distinction Descriptor

M1 M2 M3 D1 D2 D3

Date Issued : Date Due :

Date of Submission:

Assessor : Date Assessed:

Internal Verifier (IV): Date of IV:

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 Statement of Originality and Student Declaration

I hereby, declare that I know what plagiarism entails, namely to use another’s work and to
present it as my own without attributing the sources in the correct way. I further understand
what it means to copy another’s work.

1. I know that plagiarism is a punishable offence because it constitutes theft.

2. I understand the plagiarism and copying policy of the Edexcel UK.
3. I know what the consequences will be if I plagiaries or copy another’s work in any of the
assignments for this program.
4. I declare therefore that all work presented by me for every aspect of my program, will
be my own, and where I have made use of another’s work, I will attribute the source in
the correct way.
5. I acknowledge that the attachment of this document signed or not, constitutes a binding
agreement between myself and Edexcel UK.
6. I understand that my assignment will not be considered as submitted if this document is
not attached to the attached.

Student’s Signature: …………………………… Date: …………………………

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 Assignment Brief
Task -1, Task – 2, Task 3 and Task – 4 are based on the project selected by you approved by your tutor as
below.
Identify a problem from the environment or community and plan, organize, lead and control a small
scale project in a nature of a fund raising event executed with careful guidance of a supervisory lecturer
(tutor of the unit) as a collective team effort combining skills of the entire students in your batch.
However, team members must understand the importance of the event and then must recognize their
interdependence in achieving goals of the event.

Assume that you have been employed as the Project Coordinator for the above project and Develop a
report and address the following:

Task 01:
1.1- Explain the principles of project management (LO1.1)
1.2- Discuss viability of projects with particular emphasis on the criteria for success/failure. (LO1.2)
1.3- Explore principles behind project management systems and procedures (LO1.3)
1.4- Explain key elements involved in terminating projects and conducting post-project appraisals.
(LO1.4)
Learners are encouraged to concentrate on M2.4 and D1.1 in order to achieve and merit
grade descriptors when addressing the above tasks

Task 02
2.1 Plan the most appropriate organizational structure for the project you are planning to undertake.
(LO.2.1)
2.2 Discuss roles and responsibilities of participants of the above project (LO.2.2)
2.3 Demonstrate that you have carried out the control and co-ordination work when you implemented
the project undertaken. (LO.2.3)
2.4 Document project leadership requirements and qualities required when implementing the project
undertaken. (LO.2.4)
2.5 Plan specific human resources and requirements of the above project (LO.2.5)
 Learners are encouraged to concentrate on M3.3 and D3.2 in order to achieve

Task 03
3.1 Design the project organization with reference to prepare project management
Plans for the above project (LO.3.1)
3.2 Use project scheduling and cost control techniques for the above project (LO.3.2)
3.3 Report the methods used to measure project performance of the above project
(LO.3.3)
3.4 Report project change control procedures of the above project (LO.3.4)

3.5 Discuss the outcomes and make recommendations on improvement for project implemented
(LO.3.5)
Learners are encouraged to concentrate on M 1.1 and D2.2 in order to achieve merit grade
descriptors when addressing the above tasks.

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Outcome(s)/criteria Possible evidence Achieved Feedback
LO1: Understand the principles of project management
1.1. Explain the principles of project Task 1.1
management for the above project

1.2. Discuss viability of projects with Task 1.2

particular emphasis on the criteria for
success/failure of the above project.

1.3. Explore principles behind project Task 1.3

management systems and procedures
of the above project.

1.4Explain key elements involved in Task 1.4

terminating projects and conducting
post-project appraisals of the above
project.
LO2 Be able to plan a project in terms of organisation and people
2.1. Plan the most appropriate Task 2.1
organizational structure for the above
project.
2.2. Discuss roles and responsibilities Task 2.2
of participants of the above project.

2.3 Carry out the control and co- Task 2.3

ordination of the above project.

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2.4 Document project leadership Task 2.4
requirements and qualities of the
above project

2.5 Plan specific human resources and Task 2.5

requirements of the above project.

LO3 Be able to manage project processes and procedures

3.1 Design the project organization Task 3.1
with reference to prepared project
management plans for the above
project.
3.2 Use project scheduling and cost Task 3.2
control techniques for the above
project.
3.3 Report the methods used to Task 3.3
measure project performance of the
above project.
3.4 Report project change control Task 3.4
procedures of the above project.

3.5 Discuss the outcomes of the Task 3.5

project and make recommendations
of the above project.

Grade Description (Merit) Possible evidence Achieved Feedback

M1. Identify and apply strategies to find To achieve M1, the project planning must have been
appropriate solutions. done by making effective judgments wherever

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M1.1 Effective judgments have been needed
made
To achieve M2, Different project analytical methods
and techniques/sources have been justified
M2. Select/design and apply appropriate
quantitatively and qualitatively
methods/techniques.

M2.4the selection of methods and

techniques/sources has been justified

M3. Present and communicate

appropriate findings. To achieve M3, Project report documentation must
be well structured adhering to the formatting
M3.3 A range of methods of
guidelines with non-overlapping facts. Data
presentation have been used and
provided are accurate, reliable and
technical language has been
consistent
accurately used

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 Grade Description (Distinction) Possible evidence Achieved Feedback

D1. Use critical applications to To achieve D1, after each analysis, valid conclusions must have
evaluate own work and justify valid been arrived at through synthesis of ideas with
conclusions. justification
D1.1 conclusions have been arrived 1.
at through synthesis of ideas and
have been justified
To achieve D2 you must have managed and executed all the
substantial activities provided in the project
D2. Take responsibility for managing
and organizing activities
D2.2 substantial activities,
projects or investigations have been
planned, managed and organized

D3. Demonstrate To achieve D3 You must have critically evaluated all the work
that you have produced and must have considered possible
convergent/lateral/creative thinking.
alternatives that could have been used in order to improve the
D3.2 Self-criticism of approach project as a whole
has taken place

Strengths: Weaknesses:

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Future Improvements & Assessor Comment:

Assessor: Signature: Date: ____/____/______

Internal Verifier’s Comments:

Internal Verifier: Signature: Date: ____/____/______

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Mohammed Ashraf MOP Reg No: 10774 Page | 9
Executive Summary

In this following assignment which is known as Management of Projects there are three
tasks. The first task is concerned about initiating the project that is required in preparing a
project proposal to the management of this certain organization called “Millennium
Enterprises” and describes sufficient comprehensive details of the below mentioned
elements. The following points that we could consider are the principles of project
management, thus the viability of projects with particular emphasis on the criteria based on
success or failure. Therefore the systems and procedures of project management help us
with the scope of the project. The resource requirements and also key elements in
terminating projects and conducting post-project appraisals The second task is considered
mainly about the approval of the project proposal which helps in developing the project plan
and thus reflecting on the anticipated execution of the proposed project design of the system
regarding the organization known as “Millennium Enterprises” which is considered to be a
large scaled bicycle manufacturer and dealer. It includes different constraints like
introduction to the project organization, background of the project, aims and objectives, etc

Thus through this understand the requirements and qualities of project leadership. In the end
the specified areas have been described and therefore solutions have been introduced to
achieve the objectives of both the organization and the development area. As a development
team we must ensure that this certain documentation will certainly answer all the questions
that are given in the assignment which helps us in providing the best way of developing a
system to “Millennium Enterprises”

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Acknowledgement

I would like to express my special thanks and gratitude to our lecturer Mrs. Dilini and the
rest of the Esoft members. My sincere thanks to Mrs. Dilini for teaching us this subject
known as Management of Projects.

It was of immense hard work that gave me the strength and knowledge to complete this
assignment on time. It has certainly proved to be a great experience to me. To get to know
more about the uses of project management

A lot of thanks to Mrs. Dilini for giving us this opportunity to fulfill this assignment. She
gave us moral support and assisted us in every possible matter regarding this topic. She was
very kind hearted to teach us all these wonderful things so that we can gain knowledge in
what we do

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Table of Contents

Executive Summary 9

Acknowledgement 10

Task 1 13

1.1 Explain the principles of project management 13

1.1.1 Principles of project management 14

1.2 Discuss viability of projects with particular emphasis on the criteria for
success/failure. 16

1.2.1 Success and Failure criteria 18

1.3 Explore principles behind project management systems and procedures 19

1.3.1 Principles behind project management 19

1.3.2 Procedures behind project management 19

1.4 Explain key elements involved in terminating projects and conducting post-project
appraisals. 21

Task 2 28

2.1 Plan the most appropriate organizational structure for the project you are planning to
undertake. 28

2.2 Discuss roles and responsibilities of participants of the above project 30

2.3 Demonstrate that you have carried out the control and co-ordination work when you
implemented the project undertaken. 33

2.4 Document project leadership requirements and qualities required when implementing
the project undertaken. 36

2.5 Plan specific human resources and requirements of the above project 44

Task 3 45

3.1 Design the project organization with reference to prepare project management Plans
for the above project 45

3.2 Use project scheduling and cost control techniques for the above project 46

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 3.3 Report the methods used to measure project performance of the above project 47

3.4 Report project change control procedures of the above project 48

3.5 Discuss the outcomes and make recommendations on improvement for project
implemented 50

Gantt chart 53

Self – criticism 54

Conclusion 55

References 56

Indexes 57

Glossary 58

Table of Figures

Figure 1 Organization structure -Millennium Enterprises......................................................28

Figure 2 Organizational Structure..........................................................................................29
Figure 3 Different characteristics in a project........................................................................35
Figure 4 projectized organization...........................................................................................35
Figure 5 Product breakdown structure....................................................................................38
Figure 6 Work breakdown structure.......................................................................................39
Figure 7 Task Responsibility matrix......................................................................................42
Figure 8 Network diagram......................................................................................................43
Figure 9 Human resources requirements................................................................................44
Figure 10 Gantt chart..............................................................................................................53

List of Tables

Table 1 Principles Behind Project Management....................................................................19

Table 2 Project Scope.............................................................................................................22
Table 3 Project Charter...........................................................................................................23
Table 4 Role And Responsibility Matrix................................................................................24
Table 5 Resource Requirements.............................................................................................25
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Mohammed Ashraf MOP Reg No: 10774 Page | 14
 Task 1

1.1 Explain the principles of project management

Introduction

Based on this assignment, it’s an activity that has different dimensions, but it has to be
considered on the specific type and the class of these projects thus it is said to be very
complex. To understand about the concept of project management, it is mainly about the
scope that we have to talk about.

As we consider, about project management it is known to be the discipline of planning,

organizing, securing, managing, leading and controlling resources to achieve specific goals.
As per our case study, known as Millennium Enterprises, this specific project has its own
specific context. In project management it’s an endeavor with a defined beginning and end,
basically undertaken to meet unique goals and objectives while honoring the pre-defined
constraints. This is known as the primary challenge of project management.

Millennium Enterprises project is sufficiently important, because through this project we

have to remember the level of details that is needed in various projects. It certainly provides
a comprehensive structure for addressing the scope of project management activities.

Every project is unique in its own way. There are certain circumstances which defines how
most project works. They are known as objectives, constraints, and lifecycle. As we
compare the projects we realize that it takes place in its own specific context. It can be
considered as a stand-alone or as a greater body of work, or else as a series of projects. It
builds a team, those who have never worked together, give them responsibilities and roles to
who are new at this, thus these factors are the main points that need to be identified and
considered in order for a project to be completed successfully

(Authors work)

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1.1.1 Principles of project management

 Keep in mind which type of professional you are going to do. Is this business
feasible? Choose projects that are worthy for your business. Recognize the
commercial worth in your project and keep an eye for fluctuations. Be conscientious
in your selected business, learning and put on finest practices. Define what is
exclusive and exterior your capacity of concern.
 Comprehend the client's requirements and sort them. Carefully apprehend and file
the customer's necessities, get client contract in inscription, and put requirements
documents under version identification and change control. Requirements
management is the important success aspect for systems development projects.
 Design a sensible plan. Design a plan that outlines the possibility, agenda, budget,
and methodology for a practical project. Include job owners in emerging plans and
appraisals, to guarantee viability and buy-in
 Construct a worthy squad with clear rights. Acquire noble persons and have faith.
Create strong possession of well-defined responsibilities; confirm they have tools
and preparation needed; and deliver well-timed response. Track beside an operating
plan. Give emphasis to open communications. Construct an atmosphere in which
team forces at work can gel. Move oddities out. Lead the squad.
 Keep an eye on project prominence and give it widespread distinguishability. Track
development and have repeated evaluations. Deliver inclusive perceptibility and
communications of players' improvement, expectations, and concerns. Conduct
systematic evaluations of management and practical areas to support manage
customer anticipations, progress excellence, and recognize complications before they
get out of hand.
 Use Starting point Controls. Inaugurate reference point for the artefact using
configuration management and for the plan using budget and schedule reference line
tracing. Manage variations purposefully. Practice measurements to standard
problematic extents and then track growth quantitatively on the way to elucidations.
 Put pen to paper Significant Matter, Share it, and Save it. File requirements,
strategies, actions, and progressing projects. Keep a record thoughts permit them to
grow and improve. Deprived of citations it is difficult to have baseline controls,

Mohammed Ashraf MOP Reg No: 10774 Page | 16

 consistent communications, or a repeatable method. Record all significant pacts and
conclusions, along with supportive rationale, as they may come up well ahead.
 A good test plan should be there. Cultivate test cases for validations and
verifications. Use pilot tests to attest critical items and decrease technical menaces.
 Guarantee consumer contentment. Keep the customer's real needs and requirements
continuously in view. Invisible changes in buyer requests or not concentrating the
project on the customer's trade requirements are definite routes to project disaster.
Make a clear plan for Client's requirement satisfaction.
 Proactive approach should be there. Don't wait for damage, have each and every
backup in advance in the view of disaster. Project problems worsen over time.
Sporadically address project menaces and confront them cooperatively.

(UKEssays, 2017)

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1.2 Discuss viability of projects with particular emphasis on the criteria for
success/failure.

Scope of the study: Basically before taking any project the scope of the project and the
degree should be evidently predicted out based on the requirement of the project. Henceforth
deprived of a clear visualization of the project objective it is difficult to make a fruitful
project. All the source desired for the project should be accessible in the report undoubtedly,
planned accomplishment date etc.

Procurement of data for the studies: Nevertheless the asset and production expenses
should be projected as accurately as possible, the budgets and period involved in
procurement of the data are not always accurate and it therefore occasionally it is essential
for the project team to have faith in suppositions.

Verification of alternatives and assumptions: When numerous substitutions are being

delivered with concerning choice of equipment, capability, financing etc. In datum the nitty-
gritties will be robust when the following substitutions are provided along with the
particulars of the project outline:

 Planned cost structure.

 Work plans.
 Exchange mechanism.
 Landmark elements.

Planned cost structure: The expenditure for the project deliverables are always in
expressions of prices, regardless of the nature of the produce such as study prices, work
expenses, overhead cost etc. Consequently it would be idyllic to brand all the essential
expenses experienced throughout the project execution, which justifies to be treated as cost.
The manufacture cost depends on accessibility of the data about the vital capitals,
manpower, effort agenda, type of equipment, accessible means, and dissemination prices,
expertise of the employment.

Setting up the operations: Limit the accomplishment of the project is also a significant
feature in project viability study.

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Project team: It is desirable to formulate the report beneath the administration of specialists
since they are mindful time restraints, assets, and source requirement for the project. To
conduct a viability study the idyllic team associates would encompass.

 Industry economist.
 Market specialist.
 Management professionals.
 Technical head.
 Project Supervisor.

Project meant for extension: Viability studies for a fresh project might be somewhat
dissimilar from previously standing projects whose attention is to enlarge their measure of
action and the scope of coverage. Depending upon the scope of the project, it should be
evident from the new scheme whether the current interior organizational structure and
supportive amenities will be adequate or need some alterations.

Cost studies: Scheming of pre-investment expenses differs from project to project. Since
expenses are essential factors of several types of pre-investment readings it is desirable to
specify the size of the expense.

(UKEssays, 2017)

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1.2.1 Success and Failure criteria

Success Criteria

The success of the project that belongs to Millennium Enterprises is measured in various
ways. They take the guesswork out of this process, and defining what success looks like.
Millennium Enterprises and its stakeholders realize what they have achieved, and they have
to define what kind of success is needed. The basics for project success would include that
the team of Millennium Enterprises can complete the project within the time duration and
not exceeding the budget limit. Besides any other task this certain project should be given
the main priority. So in Millennium Enterprises the whole teams as well as stakeholders are
given weekly reports that are included in this project. Other success criteria would be to get
the thoughts and opinions of all the staff members so that a perfect project could be
submitted.

Failure criteria

The failure of Millennium Enterprises includes that the team that add scope without
following the process are those who underestimate the complexity of a task, or it could be
the shortening of the project duration due to certain factors. A point for failure is whether the
users can complete their work using the system, but it’s harder to define. Therefore a project
can fail if the project manager isn’t able to check all the aspects of this project. There are
multiple reasons that could make a project fail, for instance over exceeding the budget or it
is not accomplished on time. Failure in projects leads to the laziness of the team members
and insufficient use of user input. No proper planning or crossing over the budget limit. It
could lead to client satisfaction

(PmHut, 2017)

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1.3 Explore principles behind project management systems and procedures

1.3.1 Principles behind project management

 Meet the client's expectancy

 Meet project time limit and liability
 Bring about project revenue margins
 Well-organized resource utilization
 Accomplish facts for quicker decision making
 Confirming limited resources are used on the right plans
 Binding the dynamism of work in attaining advantageous modification
 Supervising multifarious variations in an planned way
 Measuring risks, describing goals and key success parts and setting
excellence objectives.
Table 1 principles behind project management

1.3.2 Procedures behind project management

Introduction

The procedure of developing the project for Millennium Enterprises has been involved in the
process of product manufacturing and necessary functionalities that are been done step by
step in the successful completion of this project.

The type of system that is been used by Millennium Enterprises, through this it enhances the
productions where they achieve organization goals, the use of a process control system is
been defined as a saving method within the organization. They are effective and they
provide the best performance. They are as follows:

Initiating – this process includes the necessary steps to getting the project launched. The
first phase of the project management initiation process is establishing an objective. This is
how managers meet and decide the kind of information they need for the project.

Planning – when undertaking a project, creating a project plan is the most important task.
The value of a project plan saves time, money, and many other problems. It relates to the use
of schedules such as Gantt chart to plan. Initially the project scope is defined and the
appropriate methods for completing the project are determined.

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Designing – in this the designs are been chosen so that the definitive design will be
produced in the project. One or more designs are developed in which the project result can
apparently be achieved.

Execution – the whole point of a project is to produce deliverables of some sort and this is
where the execution process begins. It does not represent a blind implementation of the
initial project plan, but rather a cyclical process. This process is interdependent.

Monitoring and Controlling - in this they are required to track, review and orchestrate the
progress and performance of a project. While the project is been executed, the project is
monitored and controlled by implementing the appropriate level of oversight and corrective
action. Its main purpose is to be proactive in finding issues ahead of time and taking
corrective action; it collects measures and disseminates performance information

Closing – this is the last phase. Here they will formally close the project and then report its
overall level of success. It involves handing over the deliverables to your customer, passing
the documentation to the business, cancelling supplier contracts, releasing staff and
equipment and informing the stakeholders about the closure of the project. After the project
has been closed, a post implementation review is done to determine the project’s success and
identifying the lessons learned.

Source (123, 2016)

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1.4 Explain key elements involved in terminating projects and conducting post-project
appraisals.
Scope of the project

Project Task details Duration Cost details

phase (Rs/=)

Holding meetings with the top 2 Days 2000

management of the organization

Observing issues and discussing the

conclusion of the report 2 Days 2000
Stage 1 Gathering of requirements 3 Days 3000
Requirement of necessary software
needed for the report 3 Days 1500
Additional requirements as required
by the organization 1 Day 1500
Total no of days and total cost (Stage 1) 11 days 10,000
Creation of a scope frame 3 Days 3000
Cost breakdown structure 2 Days 3000
Unit development 4 Days 4000
Stage 2 Creation of documents to get 3 Days 3000
feedback needed for this process
Total no of days and total cost (Stage 2) 12 Days 13000
Testing stage 5 Days 7000
Stage 3 Correction of incorrect faults 2 Days 3000
Making of the testing report 1 Days 2000
Total no of days and total cost (Stage 3) 8 Days 10000

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 Integration of departments for 1 Day 5000
system
Testing the system 1 Day 5000
Stage 4 User acceptance testing 1 Day 6000
Documentation for whole project
1Days 3000
Total no of days and total cost (Stage 3) 4 Days 19,000
Operation and maintenance

 Ensure that systems and networks are running and available during
the defined hours of operation.
 Ensure all processes, manual and automated, are documented in the
operating procedures. These processes should comply with the
Stage 5 system documentation.
 Perform and test backups (day-to-day protection, contingency, and
recovery).
 Perform the physical security functions including ensuring
adequate uninterruptible power supply and ensuring that personnel
have proper clearances and proper access privileges, etc.
 Ensure contingency planning for disaster recovery is current,
tested, and funded.
 Ensure users are trained on current processes and new processes.
Provide periodic refresher training and ensure funding.
 Ensure that service level objectives are kept accurate and are
monitored.
 Maintain performance measurements, statistics, and system logs.
Examples of performance measures include volume and frequency
of data to be processed in each mode, order and type of operations.
 Monitor security controls and performance statistics, report the
results, and escalate problems when they occur. (2a.cdc.gov, 2018)

Table 2 Project scope

1.4.1 Project charter

Title of Project – Web Based System Authorization Date: 13th Dec 2017
Project Manager: Mohammed Ashraf Contact No: 078 864 6099
Scope
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 Objectives – to enable stakeholders to track changes in the process of project management
and outcomes online
Project requirements - Hard disk, RAM, ROM, CPU’s, GPU’s, Internet cables, Routers,
Operating Systems, Sql Server’s, Dreamweaver, Xampp, and much more.
Project background – there are options that can be used for the functions such as add,
delete and insert for this web based system
Organizational structure – CEO, Executive Director, Project Manager, Assistant Project
Manager, software and hardware engineer, system engineer, web engineer.
Reasons for risks- risk that the project will fail to produce results consistent with project
specifications, and typically escalation of project costs due to poor cost estimating
accuracy and scope creep.
Milestones
Milestone Deliverable Date
Requirement Requirement 11-Dec-17
gathering & Analysis gathering plan
Design interfaces 28-Dec-17
Coding Source code 8-Jul-21
Testing Test plan 8-Jul-21
Maintenance Maintenance process 8-Jul-21

 Rough cost estimation - $80,000

 Configuration Requirement – a server setup has been set up in the Head Office,
and it has been configured with the website, thus the domain name and hosting
has been setup with the server
 Approval Requirements – Mr. Abdul Malik
 Sponsor Signature: ………………………………
 Customer Signature: ………………………………
 Millennium Enterprise CEO: Raheem Hussain
 Millennium Enterprise Project Coordinator: Mohammed Ashraf

Table 3 Project charter

1.4.2 Role and responsibility matrix:

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 System design

System coding

System testing

maintenance
analysisSystem
requirementsIdentify

processHosting
studyFeasibility

System
System R
engineer
Web engineer RP

Software RP
engineer
Hardware P
engineer
System P RP P
analysis
Configuration P R
manager
Database RP
administrator
Quality R R
assurance
manager
Training P P
group
Table 4 Role and responsibility matrix

R – Responsible

P – Performance

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1.4.3 Resource requirements

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Human Resource requirement
Types of employees Total no of employees Expense Rs:
System analysis team 40 65,000
Software Engineers 40 80,000
Database Administrator 40 55,000
Network Engineers 40 90,000
Quality assurance Engineers 40 80,000
Testing group 40 75,000
TOTAL EXPENCES 445,000

Budget for technical requirements

Resource Quantity Cost
PC 6 1,00000
Servers 7 80,000
Network Cables 7 95,000
Routers 8 70,000
TOTAL EXPENCES 345,000
Other requirements
Purpose/ Equipment Cost
Miscellaneous 30,000
Electricity Bill 25,000
Water Bill 25,000
80,000
TOTAL EXPENCES

SUMMARY

Total Human Resource Requirement 445,000

Total Finance requirement for technical infrastructure 345,000

Total finance requirement 80,000

Total: 870,000

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1.4.4 Key elements in terminating projects and conducting post-project appraisals

Audit Trials - In computing, the term is also used for an electronic or paper log used to
track computer activity. For example, a corporate employee might have access to a section
of a network in a corporation such as billing but be unauthorized to access all other sections.
If that employee attempts to access an unauthorized section by typing in passwords, this
improper activity is recorded in the audit trail. An Audit is a systematic examination of
records and documents to determine adequacy and effectiveness of budgeting, accounting,
financial and related policies and procedures

Punch List - After the successful completion of the equipment installation and
commissioning tests, usually there are a set of corrective actions that are to be taken by the
contractor - which however doesn't impede with the working of the equipment. Such small
corrective action items which are to addressed  by the contractor before the completion
certificate can be issued and retention amount as listed in the contract is released - are
referred as Punch Lists. Punch Lists are very widely used in all types of Construction &
Industrial Projects and are used as a standard tool for acceptance of equipment.

 Compliance with applicable laws, regulations, policies and procedures

 Reliability, accuracy and completeness of financial and administrative records and
report
 The extent to which funds, other resources are properly protected and effectively
used.

Close out report - Closeout Phase is the last phase in the project lifecycle. Closeout begins
when the user accepts the project deliverables and the authority concludes that the project
has met the goals established. The major focus of project closeout is administrative closure
and logistics. The closure report for the project involves the following points to be carried
out. The reason for the closure project is the successful completion and achievement of all
the project objectives and aims, while delivering the promised benefits for the company.

 Check the status and completeness of the business case.

 The changes and issues logs.
 The most recent progress report. .

Mohammed Ashraf MOP Reg No: 10774 Page | 28

Post Project Appraisal - is a consistent process of reviewing a given project and evaluating
its content to approve or reject this project, through analyzing the problem or need to be
addressed by the project, generating solution options (alternatives) for solving the problem,
selecting the most feasible option, conducting a feasibility analysis of that option, creating
the solution statement, and identifying all people and organizations concerned with or
affected by the project and its expected outcomes. It is an attempt to justify the project
through analysis, which is a way to determine project feasibility and cost-effectiveness.

When Millennium Enterprises wants to find a solution to a particular business problem and
identify the best way for implementing that solution, it needs to plan and develop a project
that might provide an effective action plan for addressing the problem through implementing
the solution. This organization will need to give an appraisal of the potential project to make
sure the project is really effective because it supports the right solution and solves the
required problem. In this context, project appraisal management serves as the major process
of analyzing and approving the project.

Appraising a project means evaluating the proposed solution against its ability to solve the
identified problem or need. Some PM methodologies and guides (e.g. PMBOK) regards the
technical and financial project appraisal as a component of the initiation or pre-planning
phase, Project appraisal management is an essential stage of any project, regardless of its
nature, type and size. This stage represents the first point of the pre-planning or initiation
phase. Without having appraised a project, it is financial and technically unreasonable to
proceed with further planning and development.

Source (MyManagementGuide, 2010) 

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Mohammed Ashraf MOP Reg No: 10774 Page | 29

 Task 2

2.1 Plan the most appropriate organizational structure for the project you are planning
to undertake.
Introduction

The definition of project organization explains about the human foundation needed for the
project, through this we understand the use of project organization charts and the types of
relationship undergone by the team. It clearly identifies the roles and responsibilities of
every current position, explaining the roles and definitions that are able to cover all the
required responsibilities. The use of this technique provides a standard set of rules and
responsibilities that can be used for a certain project, thus covering all the necessary
resources that can be covered full time or part time. The organization structure somehow
facilitates the implementation of activities done in project management. The main point that
we have to consider is how to create an environment that fosters interactions among the
team members with a minimum amount of disruptions, overlaps and conflict

2.1.1 Organization structure of Millennium Enterprises

Millennium Enterprises

Millennium Center

Administration Technical Sales

Department Department Department

Figure 1 Organization structure -Millennium Enterprises

Mohammed Ashraf MOP Reg No: 10774 Page | 30

2.1.2 Organizational Structure

Figure 2 Organizational Structure

Mohammed Ashraf MOP Reg No: 10774 Page | 31

2.2 Discuss roles and responsibilities of participants of the above project

A Good Communicator - The ability to communicate with people at all levels is almost
always named as the second most important skill by project managers and team members.
Project leadership calls for clear communication about goals, responsibility, performance,
expectations and feedback. There is a great deal of value placed on openness and
directness. The project leader is also the team's link to 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 and team achievements by creating explicit guidelines for
accomplishing results and for the career advancement of team members.

Integrity - One of the most important things a project leader must remember is that his or
her actions, and not words, set the modus operandi for the team. Good leadership demands
commitment to, 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 leaders. Leadership motivated by
self-interest does not serve the well-being of the team. Leadership based on integrity
represents nothing less than a set of values others share, behavior consistent with values
and dedication to honesty with self and team members. In other words the leader "walks
the talk" and in the process earns trust.

Enthusiasm - Plain and simple, we don't like leaders who are negative - they bring us
down. We want leaders with enthusiasm, with a bounce in their step, with a can-do
attitude. We want to believe that we are part of an invigorating journey - we want to feel
alive. We tend to follow people with a can-do attitude, not those who give us 200 reasons
why something can't be done. Enthusiastic leaders are committed to their goals and express
this commitment through optimism. Leadership emerges as someone expresses such
confident commitment to a project that others want to share his or her optimistic
expectations. Enthusiasm is contagious and effective leaders know it.

Mohammed Ashraf MOP Reg No: 10774 Page | 32

Empathy - What is the difference between empathy and sympathy? Although the words
are similar, they are, in fact, mutually exclusive. According to Norman Paul, in sympathy
the subject is principally absorbed in his or her own feelings as they are projected into the
object and has little concern for the reality and validity of the object's special experience.
Empathy, on the other hand, presupposes the existence of the object as a separate
individual, entitled to his or her own feelings, ideas and emotional history. As one student
so eloquently put it, "It's nice when a project leader acknowledges that we all have a life
outside of work." (Paul, 1970).

Competence - Simply put, to enlist in another's cause, we must believe that that person
knows what he or she is doing. Leadership competence does not however necessarily refer
to the project leader's technical abilities in the core technology of the business. As project
management continues to be recognized as a field in and of itself, project leaders will be
chosen based on their ability to successfully lead others rather than on technical expertise,
as in the past. Having a winning track record is the surest way to be considered competent.
Expertise in leadership skills is another dimension in competence. The ability to challenge,
inspire, enable, model and encourage must be demonstrated if leaders are to be seen as
capable and competent.

Ability to Delegate Tasks - Trust is an essential element in the relationship of a project

leader and his or her team. You demonstrate your trust in others through your actions -
how much you check and control their work, how much you delegate and how much you
allow people to participate. Individuals who are unable to trust other people often fail as
leaders and forever remain little more that micro-managers, or end up doing all of the work
themselves. As one project management student put it, "A good leader is a little lazy." An
interesting perspective!

Cool Under Pressure - In a perfect world, projects would be delivered on time, under
budget and with no major problems or obstacles to overcome. But we don't live in a perfect
world - projects have problems. A leader with a hardy attitude will take these problems in
stride. When leaders encounter a stressful event, they consider it interesting, they feel they
can influence the outcome and they see it as an opportunity. "Out of the uncertainty and
chaos of change, leaders rise up and articulate a new image of the future that pulls the
project together." And remember - never let them see you sweat. (Bennis 1997)
Mohammed Ashraf MOP Reg No: 10774 Page | 33
Team-Building Skills - A team builder can best be defined as a strong person who
provides the substance that holds the team together in common purpose toward the right
objective. In order for a team to progress from 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 an understanding of the different team players
styles and how to capitalize on each at the proper time, for the problem at hand.

Problem Solving Skills - Although an effective leader is said to share problem-solving

responsibilities with the team, we expect our project leaders to have excellent problem-
solving skills themselves. Problems are at the center of what many people do at work every
day. Whether you’re solving a problem for a client (internal or external), thus supporting
those who are solving problems, or discovering new problems to solve, the problems you
face can be large or small, simple or complex and easy or difficult. So, being a confident
problem solver is really important to your success. Much of that confidence comes from
having a good process to use when approaching a problem. With one, you can solve
problems quickly and effectively. Without one, your solutions may be ineffective, or you’ll
get stuck and do nothing with sometimes painful consequences.

(Author’s work)

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Mohammed Ashraf MOP Reg No: 10774 Page | 34

2.3 Demonstrate that you have carried out the control and co-ordination work when
you implemented the project undertaken.

Project success requires the creation of a suitable project execution and schedule plan,
communication of that plan to all participants and stakeholders and ensuring the plan is
executed. This plan is owned by the project manager and prepared in conjunction with
project participants and in consultation with stakeholders. This project execution plan must
include reports of project status and key indicators as well as good allocation of
time/budget to the various activities in the Work Breakdown Structure. It must also ensure
at all times availability of necessary resources. More of our services are found below:

 Identification of suitable resources and project participants, such as external

suppliers
 Planning for personnel safety in the delivery of the project
 Ensuring that the plan is followed and that remedial actions are taken as necessary
(“Plan, Do, Check, Act” cycle)
 Ensuring alignment of expectations such as delivery date and financial outturn
between the client, RWET and end user
 Various administrative controls
Organizations often use standardized documents to ensure complete and consistent
information is gathered. Documents include titles and dates to detect different versions of
the document. Computers have revolutionized administrative controls through use of
integrated management information systems, project management software, human
resource information systems, office automation software, etc. Organizations typically
require a wide range of reports, e.g., financial reports, status reports, project reports, etc. to
monitor what's being done, by when and how.

Delegation - is an approach to get things done, in conjunction with other employees.

Delegation is often viewed as a major means of influence and therefore is categorized as an
activity in leading (rather than controlling/coordinating). Delegation generally includes
assigning responsibility to an employee to complete a task, granting the employee
sufficient authority to gain the resources to do the task and letting the employee decide
how that task will be carried out. Typically, the person assigning the task shares
accountability with the employee for ensuring the task is completed.
Mohammed Ashraf MOP Reg No: 10774 Page | 35
Evaluation - is carefully collecting and analyzing information in order to make decisions.
There are many types of evaluations in organizations, for example, evaluation of marketing
efforts, evaluation of employee performance, program evaluations, etc. Evaluations can
focus on many aspects of an organization and its processes, for example, its goals,
processes, outcomes, etc.

Financial Statements (particularly budget management) - Once the organization has

establish goals and associated strategies (or ways to reach the goals), funds are set aside for
the resources and labor to the accomplish goals and tasks. As the money is spent,
statements are changed to reflect what was spent, how it was spent and what it obtained.
Review of financial statements is one of the more common methods to monitor the
progress of programs and plans. The most common financial statements include the
balance sheet, income statement and cash flow statement. Financial audits are regularly
conducted to ensure that financial management practices follow generally accepted
standards, as well.

Performance Management (particularly observation and feedback phases) - focuses

on the performance of the total organization, including its processes, critical subsystems
(departments, programs, projects, etc.) and employees. Most of us have some basic
impression of employee performance management, including the role of performance
reviews. Performance reviews provide an opportunity for supervisors and their employees
to regularly communicate about goals, how well those goals should be met, how well the
goals are being met and what must be done to continue to meet (or change) those goals.
The employee is rewarded in some form for meeting performance standards, or embarks on
a development plan with the supervisor in order to improve performance.

Basic Overview of Performance Management - As an experienced project portfolio

management practitioner in diverse environments, I always enjoy organizational
perspectives like the recent blog of Don Peppers as well as the fifteen minute HBR Idea
Cast interview with John Kotter. They have common themes of success, effectiveness,
speed, change and agility within the organization. Staying aligned with these themes,
below, I highlight different organization structures during the execution of projects from an
operational perspective.
Mohammed Ashraf MOP Reg No: 10774 Page | 36
The summary table just below represents a cross reference between an organization
structure and different characteristics in a project.

Figure 3 Different characteristics in a project

Figure 4 projectized organization

(Authors work)

Mohammed Ashraf MOP Reg No: 10774 Page | 37

2.4 Document project leadership requirements and qualities required when
implementing the project undertaken.

2.4.1 Aims and objectives of the project

The overarching project aim is to improve the quality and efficiency of neonatal services
by developing computer simulation tools, based on existing neonatal data sets, to test and
plan the optimum configuration of neonatal networks.
The simulation will also be used to assess what level of resources is required to meet the
BAPM and DH guidelines, allowing for variability of workloads.
Specific objectives were:
 To develop a computer model that can mimic the current performance and costs of
a neonatal network, and to predict costs and performance of alternative
configurations.
 To model the minimum network resources (cots and nurses) and costs required to
meet BAPM/DH guidelines (including 1: 1 care in IC) 80%, 90% and 95% of the
time.
 To use computer modelling to identify configurations and costs of resources that
reduce the occurrence of overcrowding and increase the probability of an
appropriate cot being available locally.
 To develop a model that allows multinetwork analysis.
 To develop a primary economic analysis which will focus on costs of neonatal care
using differing network configurations. A secondary analysis will consider ways in
which this analysis might be developed to look at longer-term economic impacts of
differing models of care.
 To develop a pilot national model that will identify the best locations, and estimate
travel distances for parents, for any given number of hospitals.
 To improve user (parent) involvement in health-care simulation and assess its value
in planning, and to elicit feedback on what is important to parents.

Mohammed Ashraf MOP Reg No: 10774 Page | 38

2.4.2 Resource Planning

Resource planning is the step in writing a business plan that involves identifying the
resources that a proposed business needs to succeed. This includes resources that the
entrepreneur already has and those that still need to be acquired. Typical resources listed
during the resource-planning stage include monetary resources, staff, essential equipment,
and advisors or mentors. Resource planning takes into account the start-up needs of the
business as well as expected needs as the business grows. During resource planning, the
entrepreneur reviews the necessary resource list and makes plans on how and where to
acquire each resource. Possible sources include bank loans, personal investors,
professional organizations, friends and relatives.

2.4.2.1 Scope

Millennium Enterprise upgrades its local database system to a globally accessible system
within 5 months to reduce risks and data related issues, and to be more productive. The
project involves installation of new hardware and software which uses high speed
networking technologies for communication. The project deliverables are: Scope
statement, Progress reports. Issues reports, Weekly meeting notes, Final system

Scope frame for the project

Is a document that includes descriptions of how the team will prepare the project scope
statement, create the WBS verify completion of the project deliverables and control
requests for change to the project scope.

Source (Margaret Rouse, no date)

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2.4.2.2 Product Breakdown Structure

Figure 5 Product breakdown structure

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Mohammed Ashraf MOP Reg No: 10774 Page | 40

2.4.2.3 Work breakdown structure

Figure 6 Work breakdown structure

Mohammed Ashraf MOP Reg No: 10774 Page | 41

Human Resources

The most important resource to a project is its people—the project team. Projects
require specific expertise at specific moments in the schedule, depending on the
milestones being delivered or the given phase of the project. An organization can host
several strategic projects concurrently over the course of a budget year, which means
that its employees can be working on more than one project at a time. Alternatively, an
employee may be seconded away from his or her role within an organization to become
part of a project team because of a particular expertise. Moreover, projects often
require talent and resources that can only be acquired via contract work and third party
vendors. Procuring and coordinating these human resources, in tandem with managing
the time aspect of the project, is critical to overall success. In order to successfully
meet the needs of a project, it is important to have a high-performing project team
made up of individuals who are both technically skilled and motivated to contribute to
the project’s outcome. One of the many responsibilities of a project manager is to
enhance the ability of each project team member to contribute to the project, while also
fostering individual growth and accomplishment. At the same time, each individual
must be encouraged to share ideas and work with others toward a common goal.
Through performance evaluation, the manager will get the information needed to
ensure that the team has adequate knowledge, to establish a positive team environment
and a healthy communication climate, to work properly, and to ensure accountability.
Managing the project team includes appraisal of employee performance and project
performance. The performance reports provide the basis for managerial decisions on
how to manage the project team.
 Employee performance includes the employee’s work results such as:
 Quality and quantity of outputs
 Work behavior (such as punctuality)
 Job-related attributes (such as cooperation and initiative)
 After conducting employee performance reviews, project managers should:
 Provide feedback to employees about how well they have performed on established
goals
 Provide feedback to employees about areas in which they are weak or could do
better

Mohammed Ashraf MOP Reg No: 10774 Page | 42

  Take corrective action to address problems with employees performing at or below
minimum expectations
Reward superior performers to encourage their continued excellence
Finance

The procurement manager visited the supplier and discovered the company was
experiencing financial problems and had serious cash flow problems. The project manager
was able to develop a plan to help the supplier through the period, and the supplier
eventually recovered. The project was able to meet performance goals. The Humm Factor
survey provided a tool for members of the project team to express concerns that were
based on very soft data, and the project team was able to discover a potential problem.
Another project team used the Humm Factor to survey the client monthly. The completed
surveys went to a person who was not on the project team to provide anonymity to the
responses. The responses were discussed at the monthly project review meetings, and the
project manager summarized the results and addressed all the concerns expressed in the
report. “I don’t feel my concerns are being heard” was one response that began increasing
during the project, and the project manager spent a significant portion of the next project
review meeting attempting to understand what this meant. The team discovered that as the
project progressed toward major milestones, the project team became more focused on
solving daily problems, spent more time in meetings, and their workday was becoming
longer. The result was fewer contacts with the clients, slower responses in returning phone
calls, and much fewer coffee breaks where team members could casually discuss the
project with the client. The result of the conversation led to better understanding by both
the project team and client team of the change in behavior based on the current phase of
the project and the commitment to developing more frequent informal discussion about the
project.

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2.4.2.4 Task responsibility matrix

Key: R – Responsible, A – Accountable, C – Consulted, I - Informed

ManagerProject

Team Leader

Members

IT Manager
Team

Project
Admin
Task Name

Requirement RA R R RC RCI
Identification
Interviews R I I I I

Requirement I RAC R R I
Gathering
Feasibility Study I R R I I

System Analysis I R R I I

System Design IC R R I IA

System Coding I R R I

System Testing A C R R C

System R C C I A
Implementation
System Maintenance A R R R C

Figure 7 Task Responsibility matrix

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2.4.2.5 Network Diagram

Figure 8 Network diagram

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2.5 Plan specific human resources and requirements of the above project

HR Requirements

 Including respective authorities and competencies that describe what position, rights, activities, and skills each person should have to
complete assignments and contribute to the project work progress.
 The use of organization charts gives a graphic representation of team members and their relationships with each other in context of the
entire work.
 Staff acquisition statement that describes aspects of HR planning
 Timeline that represents necessary time frames for team members to perform project activities.
 This describes ways and reasons for releasing or dismissing team members from the job and that mitigates HR management risks.
 Including a staff training plan to develop the skills and abilities of team members. No training can be required if the organization has
adequately skilled and experienced personnel.
 This creates criteria for identifying how to promote desired behavior and reinforce commitment among team members.
 Including policies and procedures to protect the team from safety hazards and ensure safe working environment.

Figure 9 Human resources requirements

Mohammed Ashraf MOP Reg No: 10774 Page | 46

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 Task 3
3.1 Design the project organization with reference to prepare project management Plans for the above project
The way that the project team is prepared is directly connected to the way the complete organization is planned. There are three major
organization structures to manage work and people.

Functionally Based 
In a functional organization, a project team is employees with people from the same division. All the possessions wanted for the project team
come from the purposeful organization. For instance, if the project is associated to the investment occupation, the project resources come from
the Finance Division. If you need IT, finance and legal resources, they would all be available from within the Finance Division.

Project Based 
When projects are large enough, it's possible to form functional departments within the project team. This is especially practical when a large
program has hundreds of people assigned over a long period of time. Advantages include clear authority, since the project manager is also the
functional manager, and a clear focus, since everyone on the team has only the project for his primary responsibility.

Matrix Based 

Matrix organizations allow functional departments to focus on their specific business competencies and allow projects to be staffed with
specialists from throughout the organization. For instance, Database Administrators may all report to one functional department, but would be
allocated out to work on various projects in other departments. A Legal resource might report to the Legal Department, but be assigned to a
project in another department that needs legal expertise. It is common for people to report to one person in the functional organization, while
working for one or two project managers from other departments.

Mohammed Ashraf MOP Reg No: 10774 Page | 48

(Authors work)

Mohammed Ashraf MOP Reg No: 10774 Page | 49

3.2 Use project scheduling and cost control techniques for the above project
Unhappily for most of us the cost estimating of most projects is not very easy and usually it takes the combination of several different techniques
and tools to arrive an accurate estimation. There are two approaches basically to estimating a projects cost the top-down and the bottom-up
estimating techniques. The less accurate approach is top-down usually, but not always. It is a function of that how experienced the estimator(s)
and which methods used to arrive at the top-down figures. however generally, the top down estimate detailed is less as it relies for the results
principally on analogy , and often used for rough indication of project cost or project selection, what is a bid price potential might be, and for
determining planning approaches and general strategies. The bottom-up is more detailed approach because it goes to the lowest level of WBS and
cost the individual work packages, it is clear that each work packages is assigned a cost and duration, there are several tools and techniques
available, as follows:
 Analogy - is comparing one project with another similar project or sub element analogy can be used at any level of cost or schedule
estimating for Example a company contracted to build a house same as the made one last year, to get the rough estimate of the cost of the
new house the project manager can compare the size, location and general amenities with a comparable cost, that he can provide that the
two houses are comparable enough in a geographic locations.
 Parametric modeling - Looks in one measure in terms of another parametric is also called a cost estimating relationship of one
measurement in terms of another.
 Vendor bids - It is comparing the bids price of one vendor against another. The word price used here. The difference between cost and
price is the additional money in terms of overhead and profit added to cost to obtain price.
 Contingency reserve - It is usually money but also it can be schedule, to be used if identified risk event occurs, and these risks and events
can be identified on the time of planning phase, if a risk event occurs, funds are available to implement the strategies to get the project
back on track.

Mohammed Ashraf MOP Reg No: 10774 Page | 50

Mohammed Ashraf MOP Reg No: 10774 Page | 51
3.3 Report the methods used to measure project performance of the above project
In measuring performance, we are trying to gather information to help us make management decisions to affect change, then hopefully the
performance will improve for Example project performance measures are undertaken to provide information for managers in order to have
control over the project, and those measures must appropriate to the organizational level that can immediately affect change based on. Project
performance is determining the value of the project in it organizations.

 Performance Evaluation Techniques - Measuring the performance of a project stage involves looking backwards, at the progress made
against plans, and forwards, at what still needs to be completed with what time and resources. There are many techniques available to
measure project progress, including:
 Highlight Report - The Project Manager produces this report on management stage progress for the Project Board. The Project Board
will determine the frequency of Highlight Reports required, either for the whole Project or stage by stage, and document this in the
Communication Management Strategy.
 Exception Report - A description of the exception situation, its impact, options recommendation and impact of the recommendation.
This report is prepared by the Project Manager for the Project Board. 
 Milestone chart - This is the chart showing key planned and actual milestones in a project.
 S- Curve - This is a graph showing cumulative actual figures (for example, costs or hours) plotted against time. The curve is usually
shaped like the letter ‘S’, reflecting the fact that a project typically consumes fewer resources and costs at the start and end of the project,
and more in the middle. The steeper the curve, the more resources required. When planned and actual figures are shown on the same
chart, this can be used to identify potential overspend or forecast areas where tolerances may be exceeded.
 Earned Value Management - This is a technique to measure the scope, schedule and cost performance compared with plans, by
comparing the completed products and their actual cost and time taken against their schedule and cost estimates.

Mohammed Ashraf MOP Reg No: 10774 Page | 52

(Authors work)

Mohammed Ashraf MOP Reg No: 10774 Page | 53

3.4 Report project change control procedures of the above project

The purpose of this document is to provide the project manager, sponsors, steering committee members and all other stakeholders with the
standard process for managing changes on the project.

Purpose and Objectives

The purpose of this change management procedure is to manage change requests so that approved changes will be controlled, ensuring the
project remains on schedule, within budget and provides the agreed deliverables.

The primary objectives of change management are to:

• Manage each change request from initiation through to closure;

• Process change requests based upon direction from the appropriate authority;
• Communicate the impact of changes to appropriate personnel; and
• Allow small changes to be managed with a minimum of overhead.

Scope

The Change Management Process is the mechanism used to initiate, record, assess, approve and resolve project changes. Project changes are
needed when it is deemed necessary to change the scope, time or cost of one or more previously approved project deliverables. Most changes will
affect the budget and/or schedule of the project.

Policy

Mohammed Ashraf MOP Reg No: 10774 Page | 54

The use of the formal change management procedure will be required when any changes are discovered or requested which impact previously
reviewed, approved and published project deliverables. The documentation and tracking of all change requests will be managed using the defined
procedure and facilitated by the use of the change management log. A multi-tiered approach will be used to approve change requests:

• The Project Manager will make decisions to analyze and decisions to proceed with changes if the changes do not impact scope, budget or
schedule or result in an increase in risk for the project.
• Changes which do impact scope, budget or schedule will be forwarded to the Steering Committee for review. The Steering Committee
will advise the Project Sponsor.
• Where the stakeholder has the resources to absorb the impact of the change, the Project Sponsor will make the final decision, based upon
the information provided by the Project Manager and the input of the Steering Committee. The Project Sponsor, will discuss requests that
may result in a significant change in scope, schedule, and budget, i.e. the impact of the change cannot be covered by its resources. This
group will advise the Steering Committee.
• The Steering Committee will make the final decision based upon the information provided

A project will change during some points change will come to manage the impact to the project plan budget and implantation schedule , there are
many change control methods are that a project managers may use any good change methodology will have 4 components these are listed below ,

• Change request forum

• Change review and evaluation
• Change priority and classification
• Change approval

Mohammed Ashraf MOP Reg No: 10774 Page | 55

Evaluation is a process which supports a project, by measuring the extent to which the objectives are met and also it encourages decisions to be
taken, including changes to the objectives and the project methodology.

(Authors work)

Mohammed Ashraf MOP Reg No: 10774 Page | 56

3.5 Discuss the outcomes and make recommendations on improvement for project implemented
There is no doubt in my opinion if a business can improve project management, it will also improve the performance of the businesses, increase
revenue and reduce costs and ultimately increase profits. But what exactly can businesses do to improve project management performance in
their business? Well to answer that question, I have created a short slide show of what I consider to be the most effective ways to improve project
management in your business. This is the top 20% that gives the biggest return. I have worked with countless business across Australia and Asia
improving their project management systems through our project management consulting services and the list below is a great starting point for
any business wishing to improve project management capability.

Many faculty now have students do some graded work in groups. The task may be, for example, preparation of a paper or report, collection and
analysis of data, a presentation supported with visuals, or creation of a website. Faculty make these assignments with high expectations. They
want the groups to produce quality work—better than what the students could do individually—and they want the students to learn how to work
productively with others. Sometimes those expectations are realized, but most of the time there is room for improvement—sometimes lots of it.
To that end, below is a set of suggestions for improving group projects. A list in the article referenced below provided a starting place for these
recommendations.
• Emphasize the importance of teamwork— before the groups are formed and the task is set out, teachers should make clear why this
particular assignment is being done in groups. Students are still regularly reporting in survey data that teachers use groups so they don’t
have to teach or have as much work to grade. Most of us are using groups because employers in many fields want employees who can
work with others they don’t know, may not like, who hold different views, and possess different skills and capabilities.
• Teach teamwork skills— most students don’t come to group work knowing how to function effectively in groups. Whether in handouts,
online resources, or discussions in class, teachers need to talk about the responsibilities members have to the group (such as how
sometimes individual goals and priorities must be relinquished in favor of group goals) and about what members have the right to expect

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 from their groups. Students need strategies for dealing with members who are not doing their fair share. They need ideas about
constructively resolving disagreement. They need advice on time management.
• Use team-building exercises to build cohesive groups—Members need the chance to get to know each other, and they should be
encouraged to talk about how they’d like to work together. Sometimes a discussion of worst group experiences makes clear to everyone
that there are behaviors to avoid. This might be followed with a discussion of what individual members need from the group in order to
do their best work. Things like picking a group name and creating a logo also help create a sense of identity for the group, which in turn
fosters the commitment groups need from their members in order to succeed.
• Thoughtfully consider group formation— most students prefer forming their own groups, and in some studies these groups are more
productive. In other research, students in these groups “enjoy” the experience of working together, but they don’t always get a lot done. In
most professional contexts, people don’t get to choose their project partners. If the goal is for students to learn how to work with others
whom they don’t know, then the teacher should form the groups. There are many ways groups can be formed and many criteria that can
be used to assemble groups. Groups should be formed in a way that furthers the learning goals of the group activity.
• Make the workload reasonable and the goals clear— yes, the task can be larger than what one individual can complete. But students
without a lot of group work experience may struggle with large, complex tasks. Whatever the task, the teacher’s goals and objectives
should be clear. Students shouldn’t have to spend a lot of time trying to figure out what they are supposed to be doing.
• Consider roles for group members— not all the literature recommends assigning roles, although some does. Roles can emerge on their
own as members see what functions the group needs and step up to fill those roles. However, this doesn’t always happen when students
are new to group work. The teacher can decide on the necessary roles and suggest them to a group with the group deciding who does
what. The teacher can assign the roles, but should realize that assigning roles doesn’t guarantee that students will assume those roles.
Assigned roles can stay the same or they can rotate. However they’re implemented, roles are taken more seriously if groups are required
to report who filled what role in the group.

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 • Provide some class time for meetings— it is very hard for students to orchestrate their schedules. Part of what they need to be taught
about group work is the importance of coming to meetings with an agenda—some expectation about what needs to get done. They also
need to know that significant amounts of work can be done in short periods of time, provided the group knows what needs to be done
next. Working online is also increasingly an option, but being able to convene even briefly in class gives groups the chance to touch base
and get organized for the next steps.
• Request interim reports and group process feedback— One of the group’s first tasks ought to be the creation of a time line—what
they expect to have done by when. That time line should guide instructor requests for progress reports from the group, and the reports
should be supported with evidence. It’s not good enough for the group to say its collecting references. A list of references collected
should be submitted with the report. Students should report individually on how well the group is working together, including their
contributions to the group. Ask students what else could they contribute that would make the group function even more effectively.
• Require individual members to keep track of their contributions— the final project should include a report from every member
identifying their contribution to the project. If two members report contributing the same thing, the teacher defers to the student who has
evidence that supports what the student claims to have done.
• Include peer assessment in the evaluation process— what a student claims to have contributed to the group and its final product can
also be verified with a peer assessment in which members rate or rank (or both) the contributions of others. A formative peer assessment
early in the process can help members redress what the group might identify as problems they are experiencing at this stage.

Students, like the rest of us, aren’t born knowing how to work well in a group. Fortunately, it’s a skill that can be taught and learned. Teacher
design and management of group work on projects can do much to ensure that the lessons students learn about working with others are the ones
that will serve them well the next time they work in groups.

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(Authors work)

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Gantt chart

Figure 10 Gantt chart

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Self – criticism

This is of great experience to me when it comes to analyzing a system for an organization based on a scenario. Therefore there were some
difficulties when I decided to prepare this documentation. Somehow I made it through overcoming through all disturbances and difficulties.

With the knowledge that I have gained when collecting and representing information in order to complete this assignment, I used various
information sources such as internet, books and the knowledge of educated people.

I was able to identify the weaknesses I had before and I could manage myself to reduce my faults, weaknesses and mistakes through this. I had to
successfully complete this assignment. And I had the strength for correcting my faults.

Learning about Project Management is certainly a tough challenge, because we are new to this and therefore we have no knowledge of the
management side. But as we learnt throughout this subject, I realized that it is a good opportunity to know what kind of projects are been
developed and what are the resources that have been used.

As I mentioned before the following scenario that has been given to us was named as Millennium Enterprises, through this we understand that we
are in charge of the project and it’s a huge responsibility as a Project Coordinator.

Throughout this entire assignment I realized that apart from web based systems there is more to it, we learned about project scope, WBS, PBS
and as well as leadership. So it’s definitely a new experience to us.

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Conclusion

To conclude as we mentioned about Millennium Enterprises their main objective was to change so as a Project Coordinator our main aim is to
provide all the necessary specifications or procedures that are needed. In this we have to understand the main concepts of management that is
sufficient for a project, but as we understand this project is not based on the system and we have to forecast what possible risks it could affect.
But as a project coordinator we have to overcome these acts.
So our main objective is to report all activities that are concerned with Millennium Enterprises, to conclude they are many aspects that could be
mentioned about the following topic, we realize that not only management related is sufficient, but as we look closer there are a lot to consider
about. In a project we have to make sure if it’s successful or not, because as project coordinator we have to face all trials, but in other words a
team is necessary when it comes to implementing a system.

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References

Quick base. 2012. Three Types of Change Management Models. [ONLINE] Available at: http://quickbase.intuit.com/blog/2012/08/28/three-
types-of-change-management-models/. [Accessed 9 Oct 2016].
About Project Management Skills. 2016. about Project Management Skills. [ONLINE] Available at: http://www.projectmanagementskills.com.
[Accessed 29 June 2016].

What is human resource? 2016. What is human resource? [ONLINE] Available at: http://www.whatishumanresource.com. [Accessed 29 June
2016].

Welcome to UWE Bristol - University of the West of England, Bristol. 2018. Welcome to UWE Bristol - University of the West of England,
Bristol. [ONLINE] Available at: http://www.uwe.ac.uk/. [Accessed 28 January 2018].

Homepage Wiley. 2018. Homepage | Wiley. [ONLINE] Available at: https://www.wiley.com/. [Accessed 28 January 2018].

Amazon.com: Online Shopping for Electronics, Apparel, Computers, Books, DVDs & more. 2018. Amazon.com: Online Shopping for
Electronics, Apparel, Computers, Books, DVDs & more. [ONLINE] Available at: https://www.amazon.com. [Accessed 28 January 2018].

ScienceDirect.com | Science, health and medical journals, full text articles and books.. 2018. ScienceDirect.com | Science, health and medical
journals, full text articles and books.. [ONLINE] Available at: https://www.sciencedirect.com. [Accessed 28 January 2018].

Browse online books, journals, magazines and newspapers by topic or by publication | Online Research Library: Questia. 2018. Browse online
books, journals, magazines and newspapers by topic or by publication | Online Research Library: Questia. [ONLINE] Available
at: https://www.questia.com/library/.. [Accessed 28 January 2018].

Your Guide to Project Management Best Practices, MyManagementGuide.com. 2018. Your Guide to Project Management Best Practices,
MyManagementGuide.com. [ONLINE] Available at: https://www.mymanagementguide.com/. [Accessed 28 January 2018].

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Project Management Hut. 2018. PMHut - Project Management Articles and Tips for Project Managers. [ONLINE] Available
at: https://pmhut.com/. [Accessed 28 January 2018].

UKEssays. 2018. UK Essays | UKEssays. [ONLINE] Available at: https://www.ukessays.com/. [Accessed 28 January 2018]

Indexes

C P

Ceo, 19 Pc, 21
Cpu, 19 Pm, 24
Pmbok, 24
G
R
Gpu, 19
Ram, 19
H
Rom, 19
Hr, 41
W
I
Wbs, 34, 43, 51
It, 39, 42

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Glossary

CEO – Chief Executive Officer

HR – Human Resources

PBS – Product Breakdown Structure

PMBOK - Project Management Body of Knowledge

HRM – Human Resources Management

WBS – Work Breakdown Structure

RAM – Random Access Memory

ROM – Read only Memory

GPU – Graphics Processing Unit

CPU – Central Processing Unit

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