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Concepts And Procedures Of Project Management

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Concepts And Procedures Of Project Management

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Question:
Discuss about the Concepts and Procedures of Project Management.
 
 
Answer:

Introduction
The project’s main objective is to illustrate the incorporation of concepts and procedures of project management for the concerned project with the up-gradation of the present security foundation unit of XYZ Group Ltd. The organization performs offshore marine operation and is also present in gas and oil sectors. The whole project will be administrated by the Principles of Project Management Body of Knowledge or PMBOK. One of the frequently utilized and trusted methodology of project management, PMBOK is easy to utilize and has tested and proven procedures. It consists of the best practices in regards to project management that can be applied to all types of projects. The IT foundation of the security unit, in this regard, would go through various stages of project management, and this includes planning and designing, and after that execution, and in the end, evaluation.
Project scope
Objective
To update XYZ Group Ltd.’s security unit’s IT infrastructure and to make it operational within the provided time period with pre-approved conditions and requested benefits, within a SGD 28,580 budget.
Following are key deliverables of the revamp security unit of XYZ  Group of the company:

To provide secure unit to the company.
To enhance daily operations of the company.
To enhance integrity and security of company’s information.

Deliverables
Following are key deliverables of the project:

The revamp process will include examining the current system and installation of new software on the system.
The installation process shall include backing up existing data.
The status and progress reports are required to be prepared and discussions should be held in team meetings.
All workstations will be provided with Windows Server 2012 and latest updated anti-virus software.

Milestones
Following are key milestones of revamp projectare as follows:

Finalize upgrade project plan – 1st October 2016
Take backup of existing data – 4th October 2016
Selection of hardware – 8th October 2016
Selection of vendor – 15th October 2016
Hardware installation – 20th October 2016
Testing of revamped network – 24th October 2016

Technical requirements
Following are key technical requirements of revamp project:

The plan for data backup should be prepared before revamping the unit.
All data should be stored at centralized server and must be accessed by authentic users only.

 
Limits and exclusions
Following are key limits and exclusions of revamp project:

All project hardware and software should be delivered as per the assigned deadline.
The client should approve the resources to be used in the project.
All deliverables should be made within the assigned budget of the project.
All deliverables should be made within the assigned deadline of the project.
The cost may increase if the project gets delayed but deadline cannot be extended.

Customer review
XYZ group of companies
Project Priorities
There exists a robust correlation between project management and performance, time, and the project’s cost factor. For recognizing the criteria which are to be limited or enhanced, a project matrix needs to be incorporated.

Constraint – The constraint specifies the criteria that are to be finished within the specified descriptions, scope, and time.
Enhance – These are the criteria which are cleared for the project, however, time and cost would enhance project value.
Accept – These criteria dictate that even though there is a slight amount of trade-off, it will still be approved to the project duration so that scope variation and budget overflow can be reduced.

Project Priority Matrix
During the whole refurbishment project of XYZ Group Ltd.’s security unit, one of the critical factors is time. This is due to the fact that in case the project duration goes beyond the approved deadline, then, the organization might lose out on budget and resources. Thus, the project manager needs to comply with the project deadline. It will be achieved by permitting some contingencies within the project. But, that is not desirable. The process of installation and upgradation’s backup plans can be modified, in accordance with the requirements of the project.

 

            Time

Performance

Cost

Justification

Constrain

 

X

 

Performance is the key constraint of the project as the network is revamped to increase the efficiency

Enhance

X

 

 

The time can expand as and when company comes up with new modificaitons.

Accept

 

 

X

It allows extra budget if it is possible to extend the deadline and improve the quality of the revamped unit.

Work Breakdown Structure

Level-3 packages of the WBS are as follows:

Requirement analysis – Study the current structure and design of the secure unit.
Conduct feasibility study – Finalize whether project is feasible to be done.
Finalize project plan – Create the project plan with required resources and deadline.
Prepare deliverables – Finalize deliverables of the project.
Finalize communication plan – Finalize communication plan for project resources.
Prepare testing plan – finalize testing plan to test the new network.
Finalize change management plan – Finalize change management plan to combat with new change requests in the project.
Finalize risk management plan – Finalize risk management plan to mitigate occurring risk in the project.
Sign-off of plan – Get the project approved by the client.
Conduct market research – Perform market research for new design of the network.
Prepare configuration plan – Finalize plan for configuring and installing new systems.
Prepare bill of the material – create bill of all the hardware and systems purchased.
Open tender – Open request for tenders from hardware vendors.
Create the criteria for vendor selection – Finalize selection criteria for vendors.
Finalize vendors for hardware – Select hardware vendor.
Perform quality check on selected hardware – conduct quality conduct for the new hardware installed and configured.
Store parts in warehouse – Store required hardware parts in warehouse of the company.
Test each machine–Conduct testing of each machine in the new network.
Sign-off of testing – Get approval on testing of all machines.
Place machine on the network – Conduct testing of entire new and revamped network.
Sign off of network testing – Get approval on network testing.

Cost Estimation
Top down estimation
Consensus was used of the project’s team members. Their consensus was based on their previous experience of other projects.

WBS

Task Name

 

1

IT Infrastructure up gradation

 

1.1

   Planning

 

1.1.1

      Requirement analysis

500

1.1.2

      Perform feasibility study

400

1.1.3

      Prepare detailed plan

300

1.1.4

      Finalize deliverables

200

1.1.5

      Prepare communication plan

200

1.1.6

      Prepare testing plan

200

1.1.7

      Prepare change management plan

200

1.1.8

      Prepare risk management plan

200

1.1.9

      Get signoffs on the plans and deliverables

80

1.2

   Analyze & Design

 

1.2.1

         Conduct compatibility study

400

1.2.2

Conduct market research

500

1.2.3

         Prepare detailed configuration plan for computers

400

1.2.4

         Prepare bill of the material

300

1.2.5

         Sign-off on the material bill

100

1.3

      Vendor selection

 

1.3.1

         Raise tender for hardware

800

1.3.2

         Prepare the criteria for vendor selection

300

1.3.3

         Identify vendors for hardware

300

1.3.4

      Backup existing data

400

1.4

      Raise invoice for hardware purchase

 

1.4.1

         Perform quality check on selected hardware

500

1.4.2

         Store parts in the warehouse

100

1.5

      Install

 

1.5.1

Upgrade hardware on critical machine

600

1.5.2

Install software on these machines

800

1.5.3

Give demo

100

1.5.4

Perform quality check on selected hardware

500

1.6.

      Machine test

 

1.6.1

         Test each machine

10000

1.6.2

         Sign-offs

100

1.7

      Network testing

 

1.7.1

         Place machine on the network

10000

1.7.2

         Sign-offs

100

 

Total cost

28580

(Duncan, 1996)
Bottom up estimation

WBS

Task Name

Unit Cost ($)

Quantity

Total Cost ($)

1

Revamp secure unit

 

 

 

1.1

   Planning

 

 

 

1.1.1

      Requirement analysis

500

1

500

1.1.2

      Perform feasibility study

400

1

400

1.1.3

      Prepare detailed plan

300

1

300

1.1.4

      Finalize deliverables

200

1

200

1.1.5

      Prepare communication plan

200

1

200

1.1.6

      Prepare testing plan

200

1

200

1.1.7

      Prepare change management plan

200

1

200

1.1.8

      Prepare risk management plan

200

1

200

1.1.9

      Get signoffs on the plans and deliverables

80

1

80

1.2

   Analyze & Design

 

 

 

1.2.1

         Conduct compatibility study

400

1

400

1.2.2

Conduct market research

500

1

500

1.2.3

         Prepare detailed configuration plan for computers

400

1

400

1.2.4

         Prepare bill of the material

300

1

300

1.2.5

         Sign-off on the material bill

100

1

100

1.3

      Vendor selection

 

1

 

1.3.1

         Raise tender for hardware

800

1

800

1.3.2

         Prepare the criteria for vendor selection

300

1

300

1.3.3

         Identify vendors for hardware

300

1

300

1.3.4

      Backup existing data

400

1

400

1.4

      Raise invoice for hardware purchase

 

 

 

1.4.1

         Perform quality check on selected hardware

500

1

500

1.4.2

         Store parts in the warehouse

100

1

100

1.5

      Install

 

 

 

1.5.1

Upgraed hardware on critical machine

600

1

600

1.5.2

Install software on these machines

800

1

800

1.5.3

Give demo

100

1

100

1.5.4

Perform quality check on selected hardware

500

1

500

1.6.

      Machine test

 

 

 

1.6.1

         Test each machine

1000

10

10000

1.6.2

         Sign-offs

100

1

100

1.7

      Network testing

 

 

 

1.7.1

         Place machine on the network

1000

10

10000

1.7.2

         Sign-offs

100

1

100

 

Total cost

 

 

28580

(Billows, 2016)
Time phased estimation
This method helps in calculating the earned value management metrics. It provides the overall cost of the businesss value statement. Apart from that, the continengecy funds it’s contains is derived from the risk plan.

Task Name

1st week

2nd week

3rd week

4th week

Revamp secure unit

 

 

 

 

   Planning

 

 

 

 

      Requirement analysis

500

 

 

 

      Perform feasibility study

400

 

 

 

      Prepare detailed plan

300

 

 

 

      Finalize deliverables

200

 

 

 

      Prepare communication plan

200

 

 

 

      Prepare testing plan

200

 

 

 

      Prepare change management plan

200

 

 

 

      Prepare risk management plan

200

 

 

 

      Get signoffs on the plans and deliverables

80

 

 

 

   Analyze & Design

 

 

 

 

         Conduct compatibility study

400

 

 

 

Conduct market research

500

 

 

 

         Prepare detailed configuration plan for computers

400

 

 

 

         Prepare bill of the material

300

 

 

 

         Sign-off on the material bill

100

 

 

 

      Vendor selection

 

 

 

 

         Raise tender for hardware

 

800

 

 

         Prepare the criteria for vendor selection

 

300

 

 

         Identify vendors for hardware

 

300

 

 

      Backup existing data

 

400

 

 

      Raise invoice for hardware purchase

 

 

 

 

         Perform quality check on selected hardware

 

500

 

 

         Store parts in the warehouse

 

100

 

 

      Install

 

 

 

 

Upgraed hardware on critical machine

 

 

600

 

Install software on these machines

 

 

800

 

Give demo

 

 

100

 

Perform quality check on selected hardware

 

 

500

 

      Machine test

 

 

 

 

         Test each machine

 

 

 

10000

         Sign-offs

 

 

 

100

      Network testing

 

 

 

 

         Place machine on the network

 

 

 

10000

         Sign-offs

 

 

 

100

 

3980

2400

2000

20200

 

3980

6380

8380

28580

(Kerzner, 2001)
 
References
Billows, D. (2016). Bottom-up Estimating. 4pm.com. Retrieved 27 July 2016, from https://www.4pm.com/bottom-up-estimating/
Duncan, W. (1996). A guide to the project management body of knowledge. Sylva, NC: PMI Communications.
Hyväri, I. (2006). Project management effectiveness in project-oriented business organizations. International Journal Of Project Management, 24(3), 216-225. https://dx.doi.org/10.1016/j.ijproman.2005.09.001
Introduction to Project Management: Principles, Techniques and Tools. (2013) (1st ed.). Retrieved from https://oe.ucdavis.edu/local_resources/docs/projectmanagementtraining.pdf
Kerzner, H. (2001). Project management. New York: John Wiley.

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