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Task 1
1.1 Project management methods, models and underpinning theories
A project refers to a temporary endeavor with a defined start and end time and requires
resources to create a unique service or product. Consequently, project management is the
practice of applying knowledge, skills and techniques to all activities of a project such as
project initiation, project planning, its execution, its control/monitoring, as well as project
closure to meet the requirements of the project. In this paper, I will consider the waterfall
method, the agile method and lastly CPM to appraise project management methods, models
and underpinning theories.
1.1.1 The Waterfall Method
Overview
This method was largely inherited from the construction and manufacturing industry where
project teams can’t afford to iterate (example: going back to improve a building/bridge’s
foundation after its completion). It can be referred to as a traditional project management
method because it is among the first project management methodologies and has been in use
for many years. In this approach, the project at hand undergoes step by step completion of its
distinct stages until the ultimate release of the project product or until the project’s closure.
This means that the project is planned upfront and then executed in a linear fashion anticipating
that there will be absolutely no changes in the plan. The static phases in waterfall method that
are executed sequentially are; requirements analysis, design, testing, implementation, and
maintenance.
Evaluation
When all activities of waterfall method are put on a Gantt chart, a diagram depicting the slope
of a waterfall is realized. The order of activities must be followed because one phase cannot be
started before the completion of the previous phase. This makes planning an important aspect
of waterfall projects. The opponents of this method argue that it lacks provision for controlling
change in case something goes wrong in the project process. Assuming we have team a, b and
c, and the project process is moving activities of team A to team B and to team C, when team C
discovers a problem from team A it would be hard to go back. This makes the waterfall method
to be risky in project management. In addition, following a static process in areas such as
software development is also very tricky because project teams can never be 100% sure of the
amount of time to be spent on a particular project phase. On the flip side, waterfall’s linear
approach is preferred in managing projects in various industries where a great client’s input is
achieved early, the project budget, scope and requirements are fixed, the work can accurately
be estimated, iteration is not an option in the project process and the project can be defined as
low-risk.
1.1.2 The Agile Method
Overview
The approach adopted by agile methodology is managing projects is quite different in
comparison to the traditional waterfall method. Project processes that require iterations due to
rapidly changing standards and requirements can opt for this method. This means that the
initial goal for its development was to manage projects in which a significant level of
flexibility and speed are required. To achieve agility in project management, the project team
should follow the principles and values that are defined in the Agile Manifesto (Guay, 2018).
In agile, you consider what you will build in a given short period. This makes agile model to be
composed of sprints which can be described as short delivery cycles. The agile approach is
suitable for projects that require real time communication within the agile team and those
requiring less control. Other types of projects where agile approach can be employed include
those where a client doesn’t exactly know what they need, where project team doesn’t know
what the final product looks like and where user feedback should be incorporated in the final
product.
Evaluation
The agile management moves away from prescribing how to run/implement a project process
to instead define and develop a mindset on best practices to manage projects especially in
software development. The values help agile teams focus on what is important (example;
working software over extensive documentation). Here documentation is important, but it is
more prudent to spend more time fixing a bug than composing a detailed user story. Agile
management help project teams define a project clearly by utilizing the input of all
stakeholders and project team. The sprints/iterations are assigned to a small group thereby
ensuring incremental development. The product gets better through each iteration that build on
the previous work. A culture of change is also an important aspect in agile management. To
ensure agility, agile teams focus on immediate change instead of reviewing the project
constantly. The agile approach also ensure that the client’s involvement level is high to ensure
frequent communication throughout the project process. This ensures project team work
towards a common goal and a short feedback loop with client/users is established. Basically
project process takes several small steps to get completed and through agile it is re-evaluated.
1.1.3 The Critical Path Method
This method presents a step by step approach and is applied to projects that have
interdependent tasks/activities. CPM therefore present a list of activities and employs a WBS
(work breakdown structure) with a defined timeline in which these activities will be completed.
The task dependencies, milestones reached and project process deliverables are also outlined
using this project management approach. Through CPM, an analysis of the precedence
relationships in the many tasks and activities of a project is achieved. A critical path is
determined by identification of the longest stretch of dependent activities. These activities are
measured from start to finish enabling the project team to determine how long a project will
take to be completed.
1.2 Assess the value of project planning methods, individual plans and project
management processes for at least two different situation and types of business objectives
The two projects are as follows:
Project 1
Overview
The latest fitness challenge in Dubai has elicited the need for regeneration and construction of
a multi-purpose Indoor Stadium. The extensive nature of the construction program has made
the project to be a challenge with respect to its political and technical aspects. The project must
meet its fixed completion deadline of January 2019. Dar Asif bin Jama and Assoiates LLC
have been tasked to turn the project vision into reality.
Objectives
The stakeholders for this project include the Federal government, local authorities, the mass
media, area residents and the general public. The company has to ensure that all the
stakeholders’ interests are addressed and these persons are satisfied. Additionally, the company
had to guarantee it was on track to deliver the required infrastructure for games, provide value
for money and provide a legacy for ensuring fitness challenge is an ongoing priority for
residents.
Resources
Fitness challenge budget was put at AED 50 million.
Challenges
From the start, the company was well aware and anticipated a high level of public interest to
surround the fitness challenge project. Additionally, it welcomed the fact that delivering the
project required development of partnership and support from other organizations in private
sector and NGOs.
Project 2
Overview
Poor service delivery by local government of Dubai to its citizens had sparked online
discussions on how well the authorities can use technology to provide E government services
to citizens. This was viewed as the solution to government’s service delivery standoff. The
government’s department of ICT constituted a project team to deliver the ICT infrastructure
including an online application platform to deliver the services.
Project scope
Key stakeholders in this project were the project team, government and general public.
Through the online application, the services to be offered included; the platform had to be
designed carefully to ensure that it is user-friendly
Project budget
The project was estimated to cost the government AED 30 million.
Challenges
The ICT department conducted a survey and established that there exist a significant number of
people mainly from the older generation that had a problem with embracing migration of
government services from the manual paperwork to the digital platform. Additionally, the
critiques of the project highlighted loss of jobs due to automation as their reason to forge
resistance towards the government’s project.
Value of planning methods for the two projects
The projects were planned using the Critical Path Method (CPM). It is suitable for complex yet
predictable projects. The project activities were scheduled using CPM and resulted to a model
of the project that has all tasks required for project’s completion, depicted the dependencies
between the different tasks and a time estimate that each project activity/task will take to be
completed.
Assessment of CPM value in the two projects
the approach enabled a more systematic approach to all the activities of the project process
namely, project planning, project scheduling, execution of the project and the project’s risk
management. The approach proved to be a very good method in efficiency optimization by
appropriately allocating resources. Consequently, the overall project cost was reduced
significantly to AED 37.5 million for project 1. For project to, the final budged was shot down
to AED 20 million. The CPM project approach model also eased float/slack calculation of each
project activity. Lastly the method assisted the project managers to greatly reduce the projects
duration, for instance, project 1 could be completed by end of year 2018, by ensuring critical
path is optimized and application of the compression techniques. However, there was a demerit
that was encountered during the use of CPM method. This was the complexity of the method
and lack of proper information on resources, harnesses by the technique.
Assessment of individual plans
The project team comprises of members who share the common goal of delivering a successful
project. Each project team member is allocated duties and responsibilities to discharge. Each of
these members has individual plans for activities/tasks assigned. The value of each team
member’s plans is assessed and evaluated with respect to the individual’s role in the overall
project process. The roles in both projects include; project sponsor, project champion, project
manager, steering committee member, and team member. Below is my assessment:
Project Sponsor is a key stakeholder in the two projects. The first project, being a part of the
larger program that is spear headed by the leaders of the country, my assessment reveals, that
elements like time and quality assurance would be strictly demanded and enforced by the
sponsor. This will therefore influence the Project Plan accordingly. Secondly, in each project,
each team member has a different responsibility and these responsibilities collectively connect
and integrate the entire project together. All the members’ responsibilities are extensively
described and detailed in the project plan. Lastly, the project champion has the controlling
authority within and outside the projects.
Value assessment of project management processes the two projects
the basic processes of the project include: project initiation, planning, execution and project
closing.
Project initiation is a vital phase, which the two project teams have already been executed quite
well, and they, according to my study, rightly found that the project(s) are a good opportunity.
This phase yields a project initiation document (PID) which is proficiently created.
Project planning: the project team using the project requirements develops a strategy (Scope
Management) that has to be followed for the Project. Here, the important document that is
developed is work breakdown structure (WBS), a checklist that divides all the necessary work
into smaller more functional categories. Its objective is to prevent wastage of valuable
resources.
Execution phase: The project(s) is/are in the beginning stages of the Execution. A monitoring
and control plan is required to make the project process more effective.
Closing the project: Any failures, like rework of the WBS is recorded and incorporated in the
project closure document, for “lessons learned”. This helps future construction projects to be
successful.
1.3 Identify how risk is managed in projects and illustrate how risk can be mitigated in
global, complex or sensitive projects.
As put forward by Viswanathan (2015), there exist four major risks that are prevalent in a
typical project namely; Scope, scheduling, resource, and technology risks. Jutte (2016) outlines
ten golden rules that can be applied to manage risks in projects.
Rule 1: Make risk management part of your project
Rule 2: Identify risks early in your project
Rule 3: Communicate about risks
Rule 4: Consider both threats and opportunities
Rule 5: Clarify ownership issues
Rule 6: Prioritize risks
Rule 7: Analyze risks
Rule 8: Plan and implement risk responses
Rule 9: Register project risks
Rule 10: Track risks and associated Tasks
Identifying and mitigating against risks
Below are the major risks identified for most of the projects undertaken and the typical ways,
of mitigating them (Project-Management.com, 2017).
Risk Mitigation
1. Risk of Rising The company normally secures ‘Fixed Price Contract’: As the risk is
cost of Materials on the supplier side, who absorbs any omissions, inflation and other
external risks.
2.. Sub Partial mitigation of risks for smaller Works, is achieved by a “Time
Contractors’ and Material Contract” with the small sub-contractors.
increasing costs
3. Cashflow The contractual obligations are such that delays in payment to
Suppliers are accommodated.
Besides by arrangement of Short Term loans/facilities
Example: In Project 1, used, the high profile image of the Project, to
arrange for cash inflow, in case there is any shortage in funds.
4. Completion By appointment of UK based Consultant : They generally called in to
Risk oversee most Projects and advise on the monitoring and control
mechanism, which is identified as the potential barrier to completion in
time.
5. Sponsor Risk By way of: Minimum Capital Commitment
Example: In Project 1: Although the probability of the risk here is
lower, being a high Profile Project, it is still addressed and a
“Minimum Capital Commitment” of AED 40 million is secured.
Task 2
2.1 Review how project feasibility can be assessed for individual projects
Project feasibility assessment of the recent project, and specifically the Project 1 and Project 2
described above by local government’s ICT department and Dar Asif bin Jama and Associates
LLC. is reviewed in the below Table.
The approach of Assessment of the Review of the Assessment of the Projects
Projects undertaken by Dar Asif bin
Jama
The assessment of the company Projects The review reveals that the Assessment, for
basically has five aspects namely most projects, was done based on a constant
technical, economical, legal, operational set of evaluation criteria, with no room, to
and scheduling (TELOS). possibly alter the criteria or change the weight
Technical – This area assessed how the of a criterion, according to the needs of
company will deliver the project based on individual Projects.
the heavy machinery, labor, transport, Environmental and more so, social impact
building materials, and any other practical assessment was not given much importance
requirements. in all Projects. The latter issue (Social
Economic – Loss and Profit are assessed Impact), was very much evident, in Case of
here, since the ultimate goal is that the Project 1, as it was initiated to contribute to
profit outweighs the cost. (cost of material, local development while minimizing the
capital needs, volume etc. are considered) impact on the environment.
Legal – the legality of a project was looked In the review, on a Scale 0f 1-10:
into, to establish whether the construction Environmental Assessment - scored 5,
company will be able to meet the legal and Social Impact Assessment – scored 3
requirements of the project. and it is now advised to raise both level to at
Operational –This assessed whether the least 8.
company has the ability to manage and Other than the above, the Review concludes,
execute the complexities of a project. most of the other aspects were assessed quite
Scheduling – This checks whether the well. Technical and Economic aspects in
company can execute and deliver a particular are found to be fine-tuned.
satisfactory building structure to the client The Review Included:
without compromise in quality, due to the Design review
time constraints laid out. Specifications review
Projects, meeting all the above counts were Selection of suppliers and subcontractors
declared feasible. Permits and licenses review
2.2 Evaluate the role and choice of individuals and teams in project development and
project delivery.
For a selected Project, the role of Individual and Teams for project development and project
delivery is listed as below
Project Development
Role of Individual and Teams
Each team member should discharge the duties assigned fully.
Collectively, their individual goal should resonate with the team’s goals.
The project teams should discharge the mandate of completing a project that meets its
requirements and needs of all stakeholders.
Choice of Individual and Teams
Individuals chosen for the project should be from diverse professions so that the project team
can have diversity of skills. Additionally, the team should possess the relevant experience in
similar projects so as to critically consider the lessons learned. This will lead to successful
projects
Project Delivery.
Role of Individual and Teams
Each team member is responsible for the success of the project. Project manager should
ensure that the project is completed successfully.
Team members work on the project phases and provide expertise, works with product users
to establish their needs, documents processes and complete the individual deliverables.
Choice of Individual and Teams
Members of a project team should be team players. To ensure delivery of the project, they
should work together and share information. The project sponsor should assume the role of a
driver and champion the project. Team work in project management will enable the team to
deliver the required project on time and within budget.
2.3 Evaluate the uses and effectiveness of different project management software.
To evaluate the uses and effectiveness of different project management software, I am
considering the FunctionFox, Wrike and Zoho Software.
1. FunctionFox
Software Overview
FunctionFox is designed specifically to help small creative businesses track time and manage
simple and complex projects with its full-featured project management platform. The system
generates multiple reports on all project activities, customers, tasks and personnel and delivers
them to both managers and stakeholders. With FunctionFox, users can compare and analyze
information on their finances, like actual costs and estimates as well as look at their project
timelines, budget, performance and productivity of all members. The tool is intuitive and
straightforward to use, allowing staff members to track their time and how long it took them to
accomplish certain tasks via the stopwatch feature. The project management tools include a
personal calendar, file and document sharing, timelines, milestones, to-do lists, and task
management.
FunctionFox : Evaluation of its Use
FunctionFox is a simple and intuitive project management tool with time tracking capabilities.
The software is designed to streamline all processes of creative companies so that they can
deliver top quality services while maintaining high levels of creativity.
Many companies appreciate how FunctionFox takes them from paper-based timesheets and
Excel documents to a more modern, fluid way to manage their projects, monitor time and track
milestones. The software enables users access to all the knowledge they need without
overwhelming them with too much information.
FunctionFox enables users to look back at project’s history, whether it be two weeks ago or
two months ago. This functionality makes it easy for managers and team members to review
their steps, make the necessary corrections and adjustments so they can move forward and
deliver the project as instructed and within schedule.
Effectiveness of FunctionFox
a) Building transparency, accountability, and trust for solo creative professionals.
b) Freeing time for creativity in a small creative company.
c) Streamlining workflow and improving communication in an In-house creative
group.
2. Wrike
Software Program Overview
Wrike is an award-winning software for online project management that was designed with a
single goal: to improve the speed and efficiency of work in both co-located and distributed
groups. The flexibility provided by Wrike enables multifunctional groups to collaborate and
get things done effectively from a single location. The service allows you to schedule,
prioritize, discuss, and keep track of both work and progress in real time — all with just a few
clicks of the mouse. It is a winner of Finances Online Best Project Management Software
Award for 2016.
Wrike: Evaluation of its Use
All Wrike reviews confirm that this solution is loaded with business collaboration and
information management features that will take your business a higher level.
Benefits of using Wrike include:
a) Having just one hub for all of your work.
b) User-friendly navigation which makes things easy for you and your teams.
c) Excellent security measures are in place to ensure that no one other than
authorized personnel can access the information and other files stored in your
online database.
d) With mobile apps, you can easily track and monitor progress from your mobile
phones anytime, anywhere.
Effectiveness of Wrike
1. Unaligned and unfocused teams, and costly delays;
2. Improper response to customer expectations, and severe administrative burden;
3. Slow product development, due to inaccurate prioritization
3. Zoho
Software Program Overview
Zoho Projects is a very popular project management system that was distinguished with our
Expert’s Choice Award for 2016 and our Great User Experience Award. It is a free tool that
aids you in making your business projects more productive and finishing them within your
timetable. Zoho Projects is loaded with functions that improve team collaboration, making
project monitoring easy, and enhancing your productivity and output.
With Zoho Projects, you can get work done on time, and use its milestones, tasks, and task lists
to plan your work in advance. What the system does is in fact very simple: it divides your large
and complex projects into manageable units, and schedules recurring tasks, dependencies, and
subtasks according to your deadlines. It is also packed with a variety of seamless collaboration
tools thanks to which your employees and consultants can stay in line with your progress.
Zoho: Evaluation of its Use
Zoho Projects is the ideal system for planning projects, as it allows you to divide even the most
complex of them in milestones, tasks, and subtasks, and to schedule activities according to
your deadlines. It is also an unparalleled system for task monitoring, and one that would allow
all employees to share and discuss data at an organizational level.
The platform is intuitive and user-friendly to ensure the best possible interaction between
network members, and uses Gantt Charts to showcase the progress of your projects. Most of
the time, you’ll get to complete all operations from a single page, and you’ll get to store all
valuable information and documentation in a single database.
Effectiveness of Zoho
1. Zoho Projects gives you access to in-depth insights displayed in understandable charts
and graphs, so that you could report on your activities, track opportunities, and capture
eventual drawbacks.
2. Zoho Projects also boasts of a secure structure wherein client information can only be
accessed by authorized personnel.” (Financesonline, 2017)
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