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MNG00785 Project Management - Southern Cross University

Project Report on Management to Build A Vacation House

Part 1

INTRODUCTION

This report is based on renovating a beachside cottage which when inspected needs lots of repair to be done to rent the cottage for vacation. A group of workers has to be identified and the goods needed for repair has to be itemized and the duration to complete the work will be around two weeks. The report has cover the milestones to complete. The project management tool like the Gantt chart, Timeline chart all will be discussed in detail and the report for the same will be generated for the same case. The working days for the renovation includes is about 80 hours and the work timing will be 8 hrs per day and 5 days of work and two days of leave. The cost estimated for the renovation will be $20,000 that has to be obtained as a loan amount from the bank and decided to pay the amount by making rent for the vacation cottage. Project management tools are used for the renovation purpose to complete at the stipulated time. Without project management none of the project will go properly or achieve its goal in time. For the project to be completed in time and to make a proper rent the report has insisted to follow in strict the project management for the renovation.

WHAT IS A PROJECT?

A project is a performance of a firm work, to achieve a management strategic plan the project are performed and planned. Project are performed by the people in the industry, controlled, planned and executed in a firm (William Duncan R , 2001). If a firm wants to introduce a product for its unique service it is implemented by undertaking project in an organization. Project is taken by all organization and they are performed by not a single person by thousands of person in the industry or the company. The project has to be managed in a proper way for this the firm initiates, plan, controls, executes and controls the tool of project management.

2.1 WORK BREAK DOWN STRUCTURE

The work breakdown structure comes under project scope management. The work breakdown structure is a project deliverable that explains the work that has to be completed in the project implementation and it is a grouping of project components and defines the scope of the entire project. The work in the work breakdown structure might be in out of scope of project. The Work breakdown structure is a flow chart for the work in progress of the project works the milestones and the deliverables. Unique identifier of work is Work break down structure has hierarchical cost and work assessment. The work break down structure can be broken down into sub break down structure and this assignment is done when the project manger describes the scope to other organization (William Duncan R, 2001). The work breakdown structure are described in the work breakdown dictionary includes the cost , budget and assignment of work for the schedule of project timeline (William Duncan R , 2001). The work break down structure should not be confused with the organization breakdown structure, Bill of material, project break down structure. The work breakdown structure explains the structure, scope and the historical data that helps in speed up of the project.

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2.2. RACI Chart

The responsibility assignment matrix helps in identifying the functional areas of the work to be done in project processing; the responsibility assignment matrix charts brings about the assignment of the difference of happening in open and resolve them by cross functional team meetings (Michae Smith L; James Erwin, n.d.). Responsibility charting helps the mangers of same organization or different organization to actively participate and to focus and discuss on the systematic discussion of the process involved in the project deliverables at the end of the product service.

The responsibility charting is the systematic approach of the project processing and verifying the process by proper communication of the end product service, roles of the functional team and the departmental functions. Expectations and participation responsibility assigned as per roles discussed in the decision.

Process
Model

Functional
Role

Functional
Role

Functional
Role

Functional
Role

Functional
Role

Decisions
or Actions

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Fig.1 RACI Chart

In an organization the whole responsibility is not taken by the manger or accountant and this has to be split up all employees of the department have their own responsibilities and each person has his own job in the organization in project processing (Michae Smith L; James Erwin, n.d.). The roles assigned to a person may change from one day to the other and the responsibilities are not permanent in a firm of project processing.

The basic assumptions in a role are (a) conception, (b) Expectation and (c) Behavior.
The definition of roles and responsibility charting definitions
Responsible R-Doer
Accountable -A
Consultant - C
Inform-I

The below chart is an example of the roles chart the responsibility description.

RACI chart example.jpg

Fig.2.RACI chart example

SCHEDULE 1 - GANTT

Gantt chart scheduler is the project scheduler that is used to plan the project as per schedule. The project will have a start date and end date. The project has a scheduler the task date and the task have to complete on time. The Gantt chart graphically represents the task involved in the project. The timeline is represented in horizontal line are grouped into categories.

Gantt chart.jpg

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SCHEDULE 2 - AON

Activity on node is a tool used in project management for describing the network diagram that describes the schedule the project processing which describes the activity schedule in a type of description of boxes. These boxes are connected by network of nodes denoted in arrow from the start of the process to the end of the process (Steven Gabriel A, 2009). The activities are coded with individual letters and represented with the activity code for the project description. The activity node represents which activity has to be finished Inorder to start the next activity. The activity node of an project management manages a project from "finish to start" precedence which describes the start activity and then finish the first one and start the second one (Steven Gabriel A, 2009). From the below figure the activity A and D has to be completed to start the activity E.

AON.jpg

Resource Overload

There are enough of resources to handle in project. For the success of project the schedule has to be made the overloading of resources will have a change in the project schedule. Resource overloading has to be mentioned in time constrained and project constrained (Matthews, M D, n.d.). The resource is schedule to 8 hours a day and when the resource scheduling exceeded the demand.

Determine the Budget

The project schedule will have a budget. To start a project the cost has to be estimated for all deliverables and the items included in the buildup of the project. The budget has to be scheduled for all the process flow in the project. Allocating individual cost for overall budgeting.

Progress.jpg

Progress Reporting (Timelines)

Progress report is nothing but the progress of the project schedule and the set of the timeline. It describes the process in the day today activity of the project schedule and the task achievements of the project with the timeline. The progress report certifies whether it is good are bad the follow of the project schedule.

Progress Reporting (EVM)

The progress evaluation of earned value predicts the performance. For the improvement in project the project managers are asked to assign earned value for the schedule. The report prepared easily for senior management or stockholders (Project Engineer, n.d.). For small projects that last up to two weeks the earned value is calculated as shown below example. The earned value can be done on daily basis or weekly basis and gives a progress in project performance report.

Project Status Report

Date

March 3

Project Budget

$10,000

Schedule Variance

-$1,000

Cost Variance

-$2,500

Comments

A one time purchase of materials
has created the negative variances

Risk Management

For the better performance of the project we have to manage risk in the project level ,so the project manger pre evaluates the risk involved in the project schedule. Plan the risk and then identify the risk involved in the project ,perform qualitative ,Perform quantitative ,Plan risk ,perform risk and monitor risk ( Bernie Roseke Eng, 2018).

Change management

There will be a change in project no project will run without change there may be lots of change involved in a project management. For this a change management report indicating change number part name are made and the report is prepared ( Bernie Roseke Eng, 2018).

Identification of stakeholder and communication

Stakeholder identification is an important point in the project management. The most impacted role in project management is the stakeholders' (PMBOK, 2013).The stakeholder's communication has to be planned and schedule accordingly and the communication of stakeholder is very important in terms of the project management. Communicating with the stake holders is nothing but to satisfy the needs of the stakeholders as far as project is concerned the stakeholders are the ones who is impacted by the project issues so it is the concern of the firm to satisfy the stakeholders. The continuous engagement of the stakeholder's involvement helps in successful implementation of the project. The stakeholders expectations have to be performed with the proper communication with the stakeholder for the completion of the project.

Project Closure

Project closure is nothing but handing over the project with closure documents like PPAP ,and the end of product closure has to be delivered to the customer. Part submission, cancellation of supplier requirements and informing the stakeholder regarding the project closure (William Duncan R, 2001).

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Part 2

2.1 The Work Break Breakdown Structure

 

Work Break Breakdown Structure.jpg

The work break down structure includes the renovation of the cottage for the reuse of the vacation rent pupose the renovation has the following steps

Sno

Description

No of days

1

Purchase supplies

3 days

2

Hang new curtains

1 day

3

Repair wooden shutters

1 days

4

Paint shutters

1 days

5

Hang shutters

1 day

6

Repair wooden porch

1 day

7

Repair wooden floor

1 day

8

Sand floor

1day

9

Refinish (seal) floors, including porch

2 days

10

Paint ceilings

1 day

11

Paint doors

1 day

12

Paint interior walls

1 day

13

Paint exterior walls

1 day

14

Wash exterior windows

1 day

15

Wash interior windows

1 day

It is clear from the above work break down structure that the renovation will take two weeks for completion of project and the working hours for the contractor and the apprentice is 8 hours daily and 5 days of work. The renovation schedule of the cottage is clearly depicted in the work break down structure. The inspection is made before the start up of the work and the identifiable are identified and scheduled as per the working hours. As the purchase of supplies will take long period because we have to buy all the supplies from the outside buyer and the supplier might take a day to supply the items. The other work can be distributed evenly or can be completed in a half day basis as per the availability of the apprentice and the contractor.

RACI Chart

Sno

Description

Contractor

Carpenter

Painter

apprentice

1

Purchase supplies

R

R

R

I

2

Hang new curtains

A

I

I

R

3

Repair wooden shutters

I

R

A

C

4

Paint shutters

A

C

R

R

5

Hang shutters

I

C

I

R

6

Repair wooden porch

A

R

I

R

7

Repair wooden floor

A

R

I

R

8

Sand floor

I

A

C

R

9

Refinish (seal) floors, including porch

R

A

C

R

10

Paint ceilings

A

I

R

R

11

Paint doors

A

I

R

R

12

Paint interior walls

A

I

R

R

13

Paint exterior walls

A

I

R

R

14

Wash exterior windows

A

I

I

R

15

Wash interior windows

A

I

I

R

RACI - the RACI stands for Responsible, Accountable, consulted and informed, Here in this each activity if a painting has to be done the contractor has to be consulted and the painter is responsible for painting with the help of the apprentice.

The description of the Abbreviation

The Responsible
The R denotes the responsible person for that particular work to be done. Here if a painting has to be done the painter is the responsible person for doing painting (Suzanna Haworth, 2018).

The Accountable
The Accountable is the person whose is going to follow up the process he will not do but follow the up the work to be done here the contractor is the accountable person for all works and he is also responsible for certain task (Suzanna Haworth, 2018).

The consultant
The information passed to the individual through communication set up and be informed of the work follow up.

Informed

This people will be kept informed of the completion of the task or the deliverable no feedback or review is required just be informed about the progress of the task and the deliverables (Suzanna Haworth, 2018).

Here in the above project report the contractor take up the responsibility of all the work and the apprentice is put on responsibility to do the work and the contractor is also accountable for certain task and the apprentice take up the responsibility of the whole task.

Schedule 1 - Gantt

Sno

TASK NAME

START DATE

END DATE

DURATION (WORK DAYS)

WEEK 1

WEEK 2

M

T

W

Th

F

M

T

W

Th

F

1

Purchase supplies

6/1

6/5

3

 

 

 

 

 

 

 

 

 

 

2

Hang new curtains

6/6

6/6

1

 

 

 

 

 

 

 

 

 

 

3

Repair wooden shutters

6/7

6/7

1

 

 

 

 

 

 

 

 

 

 

4

Paint shutters

6/8

6/8

0

 

 

 

 

 

 

 

 

 

 

5

Hang shutters

6/9

6/9

0

 

 

 

 

 

 

 

 

 

 

6

Repair wooden porch

6/10

6/10

1

 

 

 

 

 

 

 

 

 

 

7

Repair wooden floor

6/11

6/11

1

 

 

 

 

 

 

 

 

 

 

8

Sand floor

6/12

6/12

1

 

 

 

 

 

 

 

 

 

 

9

Refinish (seal) floors, including porch

6/13

6/13

1

 

 

 

 

 

 

 

 

 

 

10

Paint ceilings

6/14

6/14

1

 

 

 

 

 

 

 

 

 

 

11

Paint doors

6/15

6/15

0

 

 

 

 

 

 

 

 

 

 

13

Paint interior walls

6/16

6/16

0

 

 

 

 

 

 

 

 

 

 

14

Paint exterior walls

6/17

6/17

1

 

 

 

 

 

 

 

 

 

 

15

Wash exterior windows

6/18

6/18

1

 

 

 

 

 

 

 

 

 

 

16

Wash interior windows

6/19

6/19

1

 

 

 

 

 

 

 

 

 

 

The Gantt chart displays the working days of the project and the completion of the schedule and the follow up the task the renovation has to be carried for two weeks might be extendable for a day or two.

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AON scheduler

AON scheduler.jpg


Sno

Description

Description

1

Purchase supplies

A

2

Hang new curtains

L

3

Repair wooden shutters

B

4

Paint shutters

B

5

Hang shutters

C

6

Repair wooden porch

D

7

Repair wooden floor

D

8

Sand floor

E

9

Refinish (seal) floors, including porch

F

10

Paint ceilings

G

11

Paint doors

H

12

Paint interior walls

I

13

Paint exterior walls

J

14

Wash exterior windows

K

15

Wash interior windows

K

The above diagram is an example but the schedule is as follows first the Process A has to be completed and the B,C and D has to be completed to start up the next process. The AON is nothing but a network path work scheduler in the renovation only when the supplies are purchased the next process for the repair and painting would be carried and hence AON explains the network of work the start and finish, initiating of one work and completion of the other (Kramer, Scott W ; Jenkins, James L, 2006). At the completion of painting and wooden repairs we can hang the curtains so according to the AON scheduler only on completion of the painting and the wooden repair we can hang the wall hangers or the screen in the house.

Resource Overloading

The resource overloading is nothing but adding more and more task upon individual and to the same resource where an work breakdown structure gets unbalanced. The resource overloading can be deducted by unbalanced work breakdown structure or the skewing of the work in the work breakdown lagging time and days and getting delayed one by one (Lisa Anderson, n.d.). Ultimately due to more rapid delivery resources the invariable complete a larger number of individual and complex tasks in a shorter time frame. This probably makes the resource overloading more difficult to spot.

Progress report timeline

The progress report timeline is nothing but how speed is the project progressing how and thw task are achieved as per schedule in this report the painting process is more progress than the other process and this is collected from the timeline Gantt Chart.

Progress Reporting (EVM)

Project Status Report

Date

June 3

Project Budget

$20,000

Schedule Variance

-$2,000

Cost Variance

-$2,500

Comments

A one time purchase of materials
has created the negative variances

This is for a two week project as this project is scheduled to be carried out only for two weeks the purchase of supplies has created a variance of negative end value. the earned value can be done on daily basis or weekly basis but for this project as it is just a 15 days project the value can be done on single basis in one week itself (Project Engineer, n.d.).

Budget

The estimated budget for this project is $20000 and the supplies and wages are as per the scheduled budget.

Resources

Cost

Supplies needed                     $7500

You

$0

Contractor

$125 per hour

Apprentice I

$60 per hour

Apprentice II

$40 per hour

Risk Management

The risk management is the managing of risk ,preparing a risk register or risk checklist the supply of goods and the procurement of material and the delay in resource availability lack of contract apprentice all such risk factors might be associated with the risk assessment has to be performed for all projects and so before scheduling an timeline for the project plan. Identify risk in this project the supplies of goods (William Duncan R , 2001).

Change management

All project undergo change the project report specifies there might be a change in color of the paint so the paint color might be changed for what change has to be made is entered in the change management document .the resource is entered and what for the change is made and then specified in the deliverables .for example the change of color for ceiling might be decided as yellow but the green can be marked on the ceiling so the report has to be generated for change in color of the ceiling (PMBOK, 2013).

Stakeholder

The stakeholder is the owner of the cottage the deliverables at the end has to reach him and the satisfied as per requirement and so proper communication has to be send either by call or mail for approval of changes.

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