Project Management: Sunshine Coast Region

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Project Management: Sunshine Coast Region

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Project Management: Sunshine Coast Region

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Question:
Discuss about the case study Project Management for Sunshine Coast Region.

Answer:

Introduction
The University of the Sunshine Coast is one of the renowned institutions that offers a wide range of curricular programs to that graduate and undergraduate students. Situated in the Sunshine Coast region of Queensland, the institute enjoys the serenity of the Mooloolah River National Park courtesy to its adjacent location.
The higher management of the   institution are committed towards maintenance of the   ecology of   the said national park and thus is aimed at reducing the carbon footprint of   the university (such that the harm being conducted to the environment can be reduced). The following sections of the report would be utilized so as to provide insight into the several managerial policies to be used in the project.
Background of the project
The technical experts of the University of the Sunshine Coast have been successful at making the administrative authorities realize the fact that the green-house gas emission rate of the institute can be reduced significantly simply by managing the power consumption of the various ICT systems that are currently being managed and utilized by the faculties of the institute.
The Environmental Management Plan, thus developed by the said authorities, is aimed at redesigning the said ICT systems in a manner such that the carbon–di-oxide equivalence rate of the University   is significantly reduced by the end of 2019 ( the target is to reduce the emissions by a minimum of 20 percent within the said time period).

Aims and objectives of the project
Since   it has   already become clear to the administrative authorities that a reduction in the amount of electricity consumed by the ICT systems   would be quite helpful in reducing the total greenhouse gas emission rate of the University, the project being discussed is   primarily being aimed at :
1. The development of a platform that can be utilized for considering the various   factors associated with the total power consumption of all the ICT systems functioning within the premises of the organization.
2. An estimation of the total amount of green house gas emitted by the said ICT systems on a yearly basis.
3. The identification of methods, policies and technologies that can be utilized for achieving the targeted reduction in the carbon–di-oxide equivalence rate of the University.
Managing the project:
In the following section of the report, discussions would be made in the various policies and strategies to be utilized for the management of several essential aspects associated with the project, like that of the policies to be utilized for ensuring optimal usage of resource resulting in quality work and the strategies to be used for the management of   stakeholders of the project, along with the mitigation of risks.
Management of planning
The manager of the project, Mr. Thomas Moody, in unison with the other members of the project team, had decided on the utilization of the following techniques for   the management of the planning   process of the project:
1. Identification of the   aims and objectives of the project: The identification   of the aims an objectives of the project would be conducted at the very first   phase, so as to gain insight into   the scope of the project, along with the feasibility of the project ( both technical and economical) and the identification of   alternative solutions ( in case there exists any).
2. Developing the work breakdown structure: In the very next phase, the work breakdown structure of the entire project would be developed, so as to identify the various activities essential for the successful completion of the project.

Figure: Strategies for management of project planning
(Source: Developed by the author)
1. Development of the initial plans: Based on the activities identified in the WBS, the initial plans of the project would be developed, encompassing the following factors:
2. An estimated schedule of the project
3. An estimated budget of the project.
4. Identification of the risks that the project team might experience, along with the identification of the mitigation plans.
5. Formalization of the plans that would be utilized for communicating with the stakeholders of the project.
Management of quality control
The following tools and techniques would be utilized to ensure the quality of the project:
1. Pulse Meeting: Pulse meetings aimed at discussing the status of the project would be conducted   on   daily basis. The project team, being led   by Mr. Thomas Moody, has agreed to discuss on the following agenda in such pulse meetings:
2. The status of the project activities, as conducted by the team members
3. The issues being experienced by the members of the project teams while carrying out the tasks assigned   to them.

The risks or issue that might affect the consecutive phases of the project.
1. The reasons behind the delays ( if any) that have occurred while conducting the project and the strategies that can be utilized for making up the time lost.
2. Variance Reports: It is   well known fact that most   project managers insist upon the utilization of variance reports, so as to gain an estimation   of the difference between the progress made by the project team ( as observed on a specific date) with the expected progress of the project ( on that day, as estimated in the planning phase). Variance reports would be utilized in the project under consideration, so as to control the performance of the project team.
3. Program reviews: The status of the project (as compared with the original plan of the project) is discussed on in these meeting, such   that the project manager and the sub project- managers remain well informed of the progress made so far by the project team.
Management of risk
In the   following section of the report, a detailed description of the various risks associated with the project would be identified, along with the policies that would be utilized for managing the risks.
Table: Management of risk

Sl. No

Risk

Risk description

Risk Owner

Risk Priority

Risk Contingency

Risk Mitigation

Ineffective communication with stakeholders

The methods and strategies being used for communicating with the stakeholders might not be effective enough.

The project manager

High

1. Send mails to the technical experts associated with the project
2. Send mails to the technical experts responsible for maintaining the ICT systems.

1. Posting updates on the official website of the project.

Selection of the location of the pilot project.

The location selected for conducting the pilot project might not be appropriate.

The project manager, the technical experts associated with the project

High

Reselection of location

The plan for conducting the pilot project needs to approved by the steering committee.

Collection of inappropriate information

The information collected from the pilot project might not be suitable enough for deciding on the whether to conduct the project or not

The project manager, the technical experts associated with the project

Medium

The project team might have to redo the entire process of data collection

The information collected from the pilot project has to be discussed with the technical expert, so as to make the final plans for the project.

Lack of Budget

The administrative authorities of the University of the Sunshine Coast might not be in a position to bear all the expenses associated with the project

The Steering committee of the project

High

The administrative authorities of the University of the Sunshine Coast might have to ask for financial help from various sponsors.

The project team must put all their efforts in conducting the project in accordance to the allocated budget.

The outcomes of the project do not meet the objectives of the project

The techniques and methods for reducing the rate of greenhouse gas emission (as identified by the conduction of the pilot project), when implemented did not meet the objectives of the project.

The Steering committee of the project, the project manager, the technical experts associated with the project

High

Report the performance of the system to the stakeholders.

1. Reporting the rate of greenhouse gas emission before and after the project
2. Developing policies for improving the efficiency of the system.

(Source: Developed by the author)
Management of human resources
The following processes would be utilized for the management of resources associated with the project:
Hiring of resources: The project being discussed in this report would require the acquisition of both skilled and unskilled resources, who would be provided with adequate training.

Figure: Strategies for management of human resources
(Source: Developed by the author)
1. Resource allocation: The allocation of the above mentioned resources ( to various project activities) would be done in    accordance to their   skill sets.
2. Management of resources: The human resources in   consideration would be provided with all the facilities that they are entitled to during the entire length   of the project and would be released at the end of it.
Management of procurement
The procurement of the materials required   for conducting the project under consideration would be performed   through   the following stages:
1. Planning the procurement: At the very first phase, the procurement plan of the project would be developed, which would essentially contain the details of the products to be procured from various sources, along with the details of the sources of procurements.
2. Conducting the procurement: In the second phase, the project management team would essentially shortlist the vendors from whom the materials required for conducting the project would be procured. The acquisition of the materials from the selected vendors would also be conducted in this very stage.
3. The Procurement administration phase would include the documentation process associated with procurement, besides maintaining business relationships with the vendors in consideration.
The closing   of the   procurement contracts (also known as Procurement Closure) would be conducted after the successful completion of the project.

Management of Communications and Stakeholders
The methods and strategies to be utilized for communicating with the stakeholders of the project have been described in the following section of the report:

Table: Management of Communications and Stakeholders

Sl. no

Stakeholder

Need for communication

Responsibility

Mode of Communication

Frequency of communication

The management of the University of the Sunshine Coast

To provide information regarding the progress of the project

Project Manager

1. Well documented reports
2. Face to face meetings
3. Presentations

Quarterly

The Project Steering Committee

1. To provide information regarding the progress of the project
2. To provide information regarding the feasibility of the project
3. To grant permits for future stages of the project

1.Project Manager
2.The technical experts associated with the project

1. Well documented reports
2. Face to face meetings
3. Presentations

Once in a month

The project management group

Any changes requested by the management of the University of the Sunshine Coast

Project Steering Committee

1. Face to face meetings
2. Presentations

As and when required

The technical experts associated with the project

Any changes requested by the management of the University of the Sunshine Coast

Project Steering Committee

1. Face to face meetings
2. Presentations

As and when required

The heads of the faculties or departments that are currently utilizing the ICT systems.

Changes introduced in the ICT systems maintained and used by the faculties

Project Manager
2.The technical experts associated with the project

1. Well documented reports
2. Face to face meetings
3. Presentations
4. Demonstrations

End of the project

(Source: Developed by the author)

Conclusion
The various aspects of the ‘Sustainable ICT project’ being conducted by the University of the Sunshine Coast, like that of the management strategies and policies to be utilized for ensuring the quality of the project and the risks (essentially associated with the project) that have been identified, the techniques to be utilized for managing the human resources associate with the project and that of the procurement process, have been discussed in the report. The report had shed some light on the manner the communication with the key stakeholders of the project would be conducted.
In the light of the discussions mad in the report, it can thus be concluded that the project in consideration would be conducted by the utilization of all the standardized project management tools and technologies, thus ensuring the optimal management of the entire project.

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