The London Campus Refurbishment project will be carried out to refurbish Lon don campus classrooms and computer labs. Also, the project will be carried out to install new software, network and hardware infrastructure. The project will be carried out in order to enable staff and students to have a serene learning environment and also be in apposition to access modern technology which is essential for teaching and learning. The project will also ensure that there is an improvement in all the peripherals and the IT support desk. Planning of the task will begin in October and the actual project will be carried out in May 2019. The sponsor who will fund the project will be the school Managing Director who will collaborate with the Direct of Operations. Hence as a project manager it is essential to put into place project management skills in order to ensure that the project is completed on time and that the project does not incur a lot of costs (Swanson, 2016, p.14). This report will entail the project initiation document to indicate the budgetary information, timescales, objectives of the project, key staffs and stakeholders who will take part in the project. The report will also indicate the step by step analysis on how the project will be carried out through charts, tables, and diagrams. The report will also analyze possible risks that the project might face, its implications and the possible ways to mitigate the risks. Also, the project will apply the PRINCE 2 as a methodology for carrying out the project.
Projection Initiation Document (PID) is considered to be one of the essential in managing a project (CTC & Associates, & California. 2011, p. 11). PID will be relevant in managing the London Campus Refurbishment Project which is intending to fully refurbish computer labs and classrooms in the London Campus to boost the learning environment for both the students and the staff of the school. Hence, in carrying out the project, the PID will initiate the project process using the PRINCE 2 methodology to show the strengths and the weakness of the project (Graham, 2010). The PID enhances the project to have a point of reference in which the customer and the project team will refer to when carrying out the project.
London Campus Refurbishment Project
Objective: The major purpose of the project is to teaching classrooms and computing laboratories in London Campus. The task will entail the installation of a new network, hardware, and software (Bolles, 2012). The scheme will also entail the refurbishment of furniture, classrooms and all necessary developments in the school infrastructure. The project will be undertaken to ensure that the school provides a conducive environment for learning which will be beneficial to both the staff and students in the school.
Time Scale: The project is intended to start at the end of May and take four months to be completed. Hence the project will end in September 2019. The project is expected to take the least time possible to be completed so that when the students resume back to school after summer they will access refurbished facilities and that the project needs to be carried within the time framework since during summer there will be fewer students within the school; premises and this will facilitate the smooth running of the project without disruptions and also the project will not interfere with the normal running and schedule of the school.
Budgetary Information: The project will incur various costs some of which will be fixed while others will be variable. The QA Higher Education (QAHE) Project will incur direct labor cost since there will be workers who will work on refurbishing classrooms and the computer labs, the total direct costs to pay the workers is estimated to be PS 80,000. The project will also incur the material costs for materials needed to carry out the project such as cement, stones, sand, paints, timber, nails, iron sheets and other necessary materials that will be vital in carrying out the project. The materials are estimated to cost PS 176,000. The cost of installing modern computers in the computer labs is estimated to be PS 32,000. The cost of refurbishing and acquiring new furniture is estimated to PS 50,000. The cost of hiring project managers and other professions relevant to the project is estimated to be PS 37,000. Cost for miscellaneous expenses such as traveling to the project site and transporting materials is estimated to be PS 15,000. The total amount estimated to carry out the project is PS 390,000.
Stakeholder Analysis: In order for the project to be successful it will entail several stakeholders who will have a significant impact on enhancing the completion of the project. The project will entail a project sponsor who will be the Managing Director. The project sponsor is a key stakeholder in carrying out the project since he will fund the project and will ensure that the projected is funded fully and that all the materials needed and costs incurred in carrying out the project are supported. (Varvasovszky & Brugha2010, p.208 ).Another r stakeholder in this project will be the Director of Operations who will collaborate with the project sponsor to ensure that there are is enough funds to complete the project. The Operations Direct will play a vital role in connecting the project manager to the sponsor of the project to ensure that there is a good flow of communication and that funds are made available at the right time. The project manager is also a key stakeholder in carrying out this project, the project manager will formulate plans, measures, and guidelines on how to carry out the project the project efficiently, and within the time framework and that the project incurs the minimum cost possible. Students and teachers are also essential stakeholders in undertaking this p[project. Teachers and students will give out their opinion on areas which need to be concentrated on and the type of furniture, painting, and computers and so on that they would prefer to be installed in the school. The workers also form an essential part of the project since they will offer labor and skills towards accomplishing the project.
Project Approach: The project will be carried out in regard to the project objectives, feedback received from various stakeholders (Kerzner, 2017). The project will refurbish the teaching classrooms and the computing labs. The project manager will give the estimated budget to the operations Direct who will communicate to the project sponsor to solicit for funds (Waters, 2017). After obtaining the funds the project manager together with his stuff will look for a reliable supplier to supplier the required materials. Refurbishment and installation of the hardware, software, and the network will be done according to the feedback given by the teachers and the students. After refurbishing the classrooms, computer labs, furniture, and network installed, a local IT support representative will be placed in London campus in order to enhance improvement in the IT support desk.
Risk Register The risk register includes the nature, mitigation, contingency actions, pre- and post- action weighting and scores (Levine,2014, p.31). This will inform the project managers and other stakeholders on challenges that may be faced when undertaking the project and the possible measures to be undertaken in order to overcome the risks which may affect the project.
Report to Project Sponsor As the managing director and the sponsor of the London Campus Refurbishment Project it is vital to know the progress, the challenges and the methodology being used in carrying out the project. According to the risk register, there is a probability of several risks which may affect the completion of the problem. Hence as the stakeholder of the project is essential to understand the importance of quality risk management plans which will be applied in the course of the project.
Importance of Quality Risk Management PlansRisk management is considered to be essential and significant decision making when carrying out a project. As indicated in the risk register there are various types of risks which may affect the performance, quality and the budget of the project. Hence it is important to take into consideration quality risk management measures in order to reduce the impact of risk which may affect the project.
Risk evaluation is essential as a part of a project which is well managed; as such venture managers and the staff members may devise a plan to manage a risk from the outset of the project (Chapman & Ward, 2013). By taking into consideration certain risks that may affect the project, the management, and the involved stakeholders will not have any doubt on risks that may impact the performance of the project at each stage of project implementation. Through risk management, it is easier for the project team to identify the new risk that may emerge in the course of the project and may be added in the risk register and measures to mitigate the risk may be identified. Also through risk management plan, the project manager may be in apposition to monitor the potential risks, while formulating plans to mitigate the risks and also be able to alert the workers to be able to identify the risk and challenges that may affect the project.
Quality risk management plans lead to the success of the project by taking into consideration the external and internal risks that may affect the project. The plans involved in risk management include; risk identification, the probability of risk occurrence, potential effect and measures to be taken in order to mitigate the risks (Chapman & Ward, 2013). Events with low risks normally have less impact on the cost, performance, and schedule of the project. Moderate risk increases the cost of the project, disrupts the project schedule and reduces the performance of the project. High-risk scenarios are likely to lead to a high increase in budget, hinder performance and distort the schedule of the project.
Risk management plans assist with preparation of the projects. This enables the project to run on smoothly, the project manager will; be able to communicate the project plan to the Operation Director and the project sponsor, the staff members and the stakeholders of the project. Hence risk management plans help in setting minds and the expectations of the stakeholders who facilitate the funding of the project and the outcomes of the project affect them (Chapman & Ward, 2013). Hence, risk management plan enhances the smooth running of the project from one stage to the next without being disrupted. Also through risk identification, potential risks and challenges may be avoided in advance and the staff members will be able to respond efficiently and effectively when risks emerge and require intervention.
Through the definition of the risk management process of the project, it will be easier to reduce and eliminate the risks that may hinder the finishing of a project on scheduled time. Risk management plan enables the project manager to meet the estimated budget and be able to achieve the target, obj...
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