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Contents
- Task
- Introduction
- Project Management Triangle of the Project......................................................................................
- Time
- Cost.....................................................................................................................................................
- Scope
- Project A
- Project Introduction
- Project benefits
- Project objectives
- Project duration
- Scope of work.....................................................................................................................................
- Project Cost and Budget:
- Approach / Methodology:
- Project Deliverables:
- Project conclusion
- Project B...............................................................................................................................................
- Project Introduction
- Project Objectives:
- Project Duration:
- Scope of work...................................................................................................................................
- Project Cost and Budget:
- Approach / Methodology:
- Project Deliverables:
- Project Conclusion
- Project C...............................................................................................................................................
- Project Introduction:
- Project Objective:
- Project Duration
- Scope of work...................................................................................................................................
- Project Cost and Budget
- Approach/Methodology
- Project Deliverables
- Project Conclusion
- Conclusion
- Task
- Introduction
- Factors contributing to process of Project Selection............................................................................
- Relevance of the Project
- Value of project
- Project Duration
- Project Cost and Budget
- Requirements of the project or Scope of the project
- Deliverables
- Availability of Technical Experts and Equipment required for the project
- The Project Team
- Quality of project
- Project Risk
- Conclusion
- Task
- Introduction
- Assumptions of project
- Project scope:
- Product scope
- Work break down structure
- Project planning & scheduling using Gantt chart tools / MS-Project tools
- Gantt chart
- Line of communication plan
- Project Reporting plan
- Risk Management
- Risk registration table.......................................................................................................................
- Change management plan
- Change Request form
- Conclusion
- Task
- Introduction
- Matching the resources
- Conclusion
- Task
- Introduction
- Conclusion
- Task
- Introduction
- Description of activities
- Critical path
- Decisions:
- Critical task preparation:
- Conclusion
- Task
- Introduction
- Recommendation
- Areas for further consideration of project with justification
- Conclusion
- Task
- Introduction
- Record of all project procedures used
- Conclusion
- Task 9/A
- Introduction
- Task 9/B
- Introduction
- Learning Outcome
- To complete LO2
- To complete LO3
- To complete LO4
- Conclusion
- Task 9/C
- Introduction
- References
Task 1 Formulate and record possible outline project specifications for a given scenario. [1.1]
Consider: You are required to develop at least two outline project specifications for that you think will benefit the organization and meet their current needs. Your specification will include (in terms of Time, Cost, Approach / Methodology and Deliverables) based on the given scenario.
Introduction A project is temporary in that it has a defined beginning and end in time, and therefore defined scope and resources. Any project is managed by individual or group of individuals, known as project team, working collaboratively to produce a defined outcome. The completion of any project means fulfilling objectives and requirements of the project and project management helps in meeting projects‟ requirements. (Rouse, n.d) recalls that the ideal goal of project management plan is to deliver the outcome within defined constraints such as time and budget by effectively managing a project from conception through completion. And a project is unique in that it is not a routine operation, but a specific set of operations designed to accomplish a singular goal. So a project team often includes people who don‟t usually work together – sometimes from different organizations and across multiple geographies. Therefore, in order to formulate and record possible outline project specification for Pokhara Engineering College, the project can be viewed in Project Management Triangle or Triple constraints in the term of Time, Cost and Scope. Each constraints of the triangle is described below:
Project Management Triangle of the Project
The project management triangle is used by managers to analyze or understand the difficulties that may arise due to implementing and executing a project. All projects irrespective of their size will have many constraints. This is a model that focuses on three significant restrictions on any project: time, cost and scope represented in a triangle. These three constraints are interdependent as strain on one constraint will affect one or both constraints. With each corner of a triangle depicting a constraint, project management triangle reflects that the success of a project depends on how project managers deal with these constraints. All the limitation of project forms the vertices with quality:
It should be delivered within the agreed cost The project must meet the agreed scope. It must be delivered on time.
scope creep. Make sure that you knock out prerequisite tasks so your project can develop smoothly without hang-up.
Time Cost
Scope
Here I am going to outline the project specification in terms of time, cost, scope, approach/ methodology and deliverables. According to scenario Pokhara Engineering College required major three project in order to improve the college and there are three possible project options and they are
Project A- software project (College Management System) Project B- website development Project C- Network infrastructure
Project A Project Title : Development of College Management System (CMS)
Project Introduction
Pokhara Engineering College does not have any appropriate college management software system. College management system is a platform which connects all the departments of institution and also allows college authorities to streamline education process with ease and provide a unified environment where teaching and learning can thrive. This CMS project provides functionality of storing, recording, updating and deleting the entire college records and also importing academic files and other documents. Therefore, we identify creating College Management System (CMS) as first project.
Pokhara Engineering College
Project benefits
Cost effective Minimal data recording Reduces manual workload Increase productivity
Project objectives
To address current problems and issues of college relating to student and staffs records. To maintain the database of staffs and employees To provide different login access according to its related modules. To reduce the manual work To manage the details of college, faculty, course and session. To address current problems and issues of college relating to student and staffs records.
Project duration
Overall project duration is of 3 months. The project start end and deadline can be estimated as follow:
Project starting time: June 22, 2018
Project ending time: September 22, 2018
Project deadline: September 23, 2018
Scope of work
The scope of the CMS project includes:
Login module Staff Management Module Library Management Module Account Management Module Student Management Module
Project Deliverables:
Source code User/system manual of College Management System Testing script
Project conclusion
In this, way we formulate project specification of College Management System for Pokhara Engineering College on the basis of time, scope, cost, man, machine, material required and methodology. Furthermore, we have concluded that this project require entire 3 month including 4 human resources (programmer, designer and testing expert) and the total sum of cost for required resources is estimated as NRs.1,96,000.
Project B Project Title: Development of Dynamic Website
Project Introduction
This is developed and designed for providing basic information of Pokhara Engineering College accessible to public users through the website. Here I am going to formulate the project specification for the development of dynamic website of Pokhara Engineering College which has lacks of proper dynamic website.
Project Objectives:
To provide different pages including different information related to the college introduction, programs, courses, notices and so on. To help the public user to gather all the required information of the College whenever and wherever required. To provide the public users the brief details. To design and develop dynamic website.
Project Duration:
The entire project duration is estimated as 1 month.
Project starting time: June22, 2018
Project ending time: September 22, 2018
Project deadline: September 23, 2018
Scope of work
The scope of the Dynamic website development project includes:
Homepage About Us Downloads Contact Us Gallery FAQs
Project Cost and Budget:
The project cost and budget can be calculated in terms of man, machine and materials. The project cost and budget can be outlined as follows:
Person-in-charge: 2 persons for 1 month
S.no Expert required Man-Month Standard Rate Total Amount
1. Programmer^1 30000 2. Designer 1 50000 50000 Total (^) 80, Machine: PC-1, software (Provided by the college) Hosting Material: Not required
Total amount of cost required = Total amount of cost required for person-in-charge + Total amount of cost required for machine equipment + Total amount of cost required for material + Contingency (10% - 20%)
Cost Required = (80,000 + 0 + 0) + 10% of (80,000 + 0 + 0)
going to formulate the project specification for the Development of Network Infrastructure of Pokhara Engineering College.
Project Objective :
To effectively share and access all academic records among the branches and head office. To ensure employees are connected to a secure connection which includes internal LAN To provide the workers or users a secure and reliable network communication to its sub- branches. To ensure maximum time period for the secure and reliable internet communication developed with high expertise. To eliminate all the security related problems and provide a safe communication channel via VPN connection
Project Duration
The overall project duration is estimated as 2 months. The start time, finish time and the deadline of the project can be estimated as follows:
Project starting time: June20, 2018 Project ending time: August 20, 2018 Project deadline: September 25, 2018
Scope of work
Each branch must have its internal LAN. Each branch must connect with Head office via VPN Routing of data for all branches
Project Cost and Budget
The project cost and budget can be calculated in terms of man, machine and materials. The project cost and budget can be outlined as follows:
S.no Expert required Man-Month Standard Rate Total Amount
1. Network technician
2 30000 60000
2. Network solution Architect
1 40000 40000
3. Network developer
2 20000 40000
Total 1 ,40,
S.no Machinery required Quantity Standard rate Total Amount
1. Cisco router 6 100000 600000 2. Firewall 1 120000 120000 3. Server 1 100000 100000 4. Manageable switch 6 10000 60000 Total (^) 880000
S.no Materials Qty Rate Amount 1 Cables 1 bundle 10000 10000 2 Connectors 5 packets 1000 5000 3 Clamping tools 2 Pcs 1000 2000 Total 18000 Total amount of cost required = Total amount of cost required for person-in-charge + Total amount of cost required for Machine/Equipment + Total amount of cost required for Material + Contingency (10% - 20%)
Cost Required = 1, 40,000 + 880000 + 18000+ 10% of (1, 40,000 + 880000 + 18000)
= 10, 37,000 + 103700
= NRs.11, 40,
Therefore, the total Project Cost is NRs. 11, 40,700.
Task 2 Identify the factors that contribute to the process of project selection. [1.2, M1]
Introduction Not every project can be executed in the organizations. That‟s why the project selection methods exist. That‟s the reason why the organizations are evaluating different possible projects before project initiation and deciding which projects to initiate respectively. The role of the Project Managers is to know why their project was selected and how it fits into the organization‟s strategic plan. Because, during Project Planning Process, this is crucial to plan project activities to meet the project objective once the project is completed. Choosing best project selection is one of the biggest decisions to do for any organization. The most viable option must be chosen by considering the goals and requirements of the organization( Constantinides, 2013) says that the task of selecting a project using right method is critical as the chosen method will directly define the way that our project is to be carried out. In this task we are going to identify a key factors for process selection that are analyze that factor based on project that was specified on the task 1. The key factors that contribute to the process of selection of projects are identified as below:
Relevance of the Project Value of the Project Project Duration Project Cost and Budget Requirements of the project or Scope of the project Deliverables Availability of Technical Experts and Equipment‟s required for the project The Project Team Quality of the Project Project Risks
Factors contributing to process of Project Selection The factors contributing to process of project selection are as follows:
Relevance of the Project
Relevance of project describes the expectations that emerges from the project‟s outcome and which is relevant to a common goal, which is possible from submitted project or from its evaluation. In order to select any project, it should be relevant to the clients‟ requirement i.e. the selected project must fulfill all the requirements of the client and it should also solve and mitigate the current problems and issues of the existing system of the client. If the selected project cannot solve the current issues and problems of the client, the project is considered as non-relevance, and thus it cannot be selected. So, the selected project should be relevant to the requirements of the client.
Project Relevance is used in the following situations:
When people struggle for grants and attention of sponsors: they need to introduce their projects in a brief and definite manner to impress the sponsors; When people need to introduce their projects to a wide audience of lay people: from a web- site, in special brochures, etc.; When project stakeholders want to attract more of attention and support from some institutions, funds, private persons, etc.; In this case, we have selected three projects such as College Management System, Dynamic website development and Network infrastructure development for Pokhara Engineering College. These all projects are relevant to the client i.e. college requirements and they fall under their scope. The development of these projects can address all the issues and problems of the existing system so that we can solve such issues.
Value of project
Good project management discipline is the way to overcome these shortcomings. Having good project management skills does not mean you have no problems. It does not mean that risks go away. It does not mean that there are no surprises. The value of good project management is that you have standard processes in place to deal with all contingencies. The value of the project can be determined on the basis of significant ROI (Return of Invested). Each and every project must create a value to the organization once the investment has been made on its development. The project can create value in terms of significant returns of invested or ROI can be measured in terms of effectiveness, efficiency, accuracy, transparency and reliability of the operation of business process once the project has been undertaken. So, the value of the project can be seen as the key factors that contribute
being static attribute which is considered as baseline for project time management and activities duration planning”. If the time duration of the project increases it directly affects the overall project cost and if it decreases it affects directly to the requirements or scope of the project and it finally affects the decision of selection of the project. In this way, we can say that project duration is one of the key factors that contribute to the selection of the project.
In this case, all projects of Pokhara Engineering College have been scheduled under the agreed timeline i.e. 3 months. So, there is no any time overhead to the project and, hence these can be selected and approved by the management.
Project Cost and Budget
Cost budgeting is a tool to estimate the costs or necessary efforts for projects, work packages or activities in project management. Cost budgeting includes the estimation of costs, setting a fixed budget, and managing and controlling the actual costs (compared to the estimated ones). The costs then have to be allocated to the activities or work packages in a project. The project manager is responsible for the project budget, especially in using these resources (man, machine and material) wisely to meet the desired objectives. Changes to the cost plan should be made in the following cases:
there are scope changes a new cost budget is more realistic If the planned costs are not sufficient for a particular task
An important piece of information for a project manager comes from the project expense reports, they provide a detailed view of where the project is in terms of its cost and that can help determine whether or not the project can complete all its planned activities. The cost and expenditure shall fall under the allocated budget of the company. If the cost estimate of the project is greater than the allocated budget, the decision makers shall not comply the project with the budget and the project cannot be selected in this case. In this way, we can say that the project cost and budget is also one of the key factors that contribute to the process of project selection.
In this case, the cost and expenses have been estimated for all projects in the form of man, machine and material under the allocated budget of the college. So, there is no any cost overhead to projects and, hence these can be selected and approved by the management.
Requirements of the project or Scope of the project
Project Scope Management refers to the set of processes that ensure a project‟s scope is accurately defined and mapped. Scope Management techniques enable project managers and supervisors to allocate just the right amount of work necessary to successfully complete a project concerned primarily with controlling what is and what is not part of the project‟s scope. It also addresses all the needs of the client. All the scope or the requirement of the client should be considered in the project. If the project fails to address the requirement of the client then that project is supposed to be non- selected. In this way, we can say that all the requirement of the clients must be fulfilled during project. Avantika Monnappa (n.d) states that “Project manager must be ensure of performing only required work (scope) and each deliverables must be completed within estimated budget and schedule”. If the project fails to address the requirement of the client then that project is supposed to be non-selected. In this way, we can say that all the requirement of the clients must be fulfilled during project. In this case, the scope of all the projects fulfills all the requirements of the client when producing specification for CMS, website and the network infrastructure. Thus, the projects are supposed to be selected by the management.
Deliverables
Deliverables can be items that are supposed to be sent externally to a customer or just to an internal manager. Either way, it usually means that the individual is expecting the deliverable on a certain date. When a deliverable is sent, that means a big deadline or milestone has been met. Often, deliverables are dependent on another deliverable being completed first. This is common when managing a project with a multiple milestones, such as events. (Yakubovitch, 2015) describes deliverable as any measurable and verifiable product, result, or capability to perform a service that have to produce for completion of the project. All the deliverables of the project must be achieved and it can be measures in terms of project outcomes. If the deliverables for the project are not clear, specific and achievable then that projects are supposed to be not selected. In this case, the deliverables of all three projects are clear and specific. Thus, these can be achieved and measured by the management.
Availability of Technical Experts and Equipment required for the project
The human resources or experts, machinery and equipment as well as the material that we required for the project must be available in the market at reasonable costs. Lack of availability of technical experts, equipment and the necessary material should affect the overall operation of the project and
