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CIVIL 703 Project Management For the Work Breakdown Structure

Answer:

Overview 

This report depicts the role of project management methodologies for the successful accomplishment of any project within estimated budget and time. This is mandatory for the project manager to consider the most suitable managerial approach that is required to complete any project. The project is about a presentation on a “prestigious world conference in Asia Pacific on sustainable brand development”. Professional sales change and management program are very much crucial for the successful accomplishment of any project. A professional schedule with the help of a Work Breakdown Structure (WBS) is also represented in this report.

For designing the project schedule the technique that has been followed is Critical Path Method (CPM). The total budget of the project and for different activities the cost divisions are also done and it is expected that if all of these aspects are accurately followed by the project team members then the organized conference will surely show successful financial profit from the business perspective. At the end of the paper the benefits and limitation of the Critical Path Scheduling technique are demonstrated. In order to address the limitation of the CPM alternative scheduling technique is also described in this paper.

Schedule for the project 

Critical Path Schedule technique for the development of the project schedule 


WBS

Task Name

Duration

Start

Finish

Resource Names

Cost

0

Conference Schedule planning

148 days

Fri 7/6/18

Tue 1/29/19

$417,840.00

1

Initiation phase

15 days

Fri 7/6/18

Thu 7/26/18

$26,680.00

1.1

Ideation of the conference that has to be held 

3 days

Fri 7/6/18

Tue 7/10/18 

Project manager 

$1,920.00 

Identifying location

3 days

Wed 7/11/18

Fri 7/13/18

HR manager

$1,440.00 

Venue selection

2 days

Mon 7/16/18

Tue 7/17/18

Interior decorator

,Publicity committee

$8,560.00 

Identifying company outsources

3 days

Mon 7/16/18

Wed 7/18/18

Exhibit committee

$12,000.00 

1.5

Confirmation of company outsourcing

3 days

Thu 7/19/18

Mon 7/23/18

Project manager

$1,920.00 

Designing publishing websites

3 days

Tue 7/24/18

Thu 7/26/18

Interior decorator

$840.00 

Milestone 1: Advertise conference to the contributors 

0 days

Thu 7/26/18

Thu 7/26/18  

$0.00

2

Planning phase

50 days

Fri 7/27/18

Thu 10/4/18

$126,080.00

2.1

Project document planning

3 days

Fri 7/27/18

Tue 7/31/18

HR manager

$1,440.00

2.2

Budget planning

5 days

Wed 8/1/18

Tue 8/7/18

$2,800.00

Feasibility study

3 days

Wed 8/1/18

Fri 8/3/18

finance manager

2.2.2

Feasibility analysis

2 days

Mon 8/6/18

Tue 8/7/18

finance manager

$1,120.00

2.3

Development and design phase

3 days

Wed 8/8/18

Fri 8/10/18

Publicity committee

$12,000.00

2.4

Communication planning

6 days

Wed 8/8/18

Wed 8/15/18

Exhibit committee

$24,000.00

2.5

Procurement plan

5 days

Thu 8/16/18

Wed 8/22/18

HR manager

$2,400.00

2.6

Contingency planning

3 days

Thu 8/23/18

Mon 8/27/18

Exhibit committee

$12,000.00

2.7

Guest listing

13 days

Tue 8/28/18

Thu 9/13/18

$49,120.00

2.7.1

List of casual guests

3 days

Tue 8/28/18

Thu 8/30/18

HR manager

$1,440.00

2.7.2

List of VIP guests

2 days

Fri 8/31/18

Mon 9/3/18

Project manager

$1,280.00

Listing the chief sponsors of the conference

3 days

Tue 9/4/18

Thu 9/6/18

HR manager

$1,440.00

2.7.4

Sending invitation

6 days

Tue 9/4/18

Tue 9/11/18

Exhibit committee

$24,000.00

2.7.5

Response consolidation

5 days

Fri 9/7/18

Thu 9/13/18

Publicity committee

$20,000.00

2.7.6

Name tagging

2 days

Wed 9/12/18

Thu 9/13/18

HR manager

$960.00

2.8

Stakeholder management plan

3 days

Fri 9/14/18

Tue 9/18/18

Project manager

$1,920.00

2.9

3 days presentation

3 days

Wed 9/19/18

Fri 9/21/18

HR manager

$1,440.00

2.10

Master's workshop

3 days

Mon 9/24/18

Wed 9/26/18

Interior decorator

,Publicity committee

$12,840.00

2.11

Register of the applicants

1 day

Thu 9/27/18

Thu 9/27/18

Exhibit committee

$4,000.00

2.12

Sending the confirmation

2 days

Fri 9/28/18

Mon 10/1/18

Project manager

$1,280.00

2.13

banking arrangements

3 days

Tue 10/2/18

Thu 10/4/18

Interior decorator

$840.00

2.14

Milestone 2: Abstract of the papers (submission by the authors/contributors)

 0 days

Thu 10/4/18

Thu 10/4/18 

$0.00 

3

Execution phase registration

confirmation 

22 days

Fri 10/5/18

Mon 11/5/18 

$33,000.00

3.1

Coming to final agreement

6 days

Fri 10/5/18

Fri 10/12/18

HR manager

$2,880.00

3.2

Draft preparation of the conference plan

15 days

Mon 10/15/18

Fri 11/2/18

$30,120.00

3.2.1

Social media presentation

6 days

Mon 10/15/18

Mon 10/22/18

Project manager

$3,840.00

3.2.2

Designing Facebook pages

3 days

Tue 10/23/18

Thu 10/25/18

HR manager

$1,440.00 

3.2.3

Design of Instagram page

3 days

Fri 10/26/18

Tue 10/30/18

Interior decorator

,Publicity committee

$12,840.00

3.2.4

Creating links between the pages

3 days

Wed 10/31/18

Fri 11/2/18

Exhibit committee

$12,000.00 

3.3

Milestone 3: First draft of the conference details

1 day

Mon 11/5/18

Mon 11/5/18 

$0.00

4

Monitoring and control phase

19 days

Tue 11/6/18

Fri 11/30/18

$110,720.00

Draft of the speaker lists

3 days

Tue 11/6/18

Thu 11/8/18

delegates

$36,000.00

4.2

Identification the special needs

3 days

Fri 11/9/18

Tue 11/13/18

HR manager

$1,440.00

Speaker’s list confirmation 

2 days

Wed 11/14/18

Thu 11/15/18

delegates ,Master class workshop owners

$36,000.00

4.4

printing

3 days

Fri 11/16/18

Tue 11/20/18

HR manager

$1,440.00

4.5

catering

3 days

Wed 11/21/18

Fri 11/23/18

caterer

$2,400.00

marketing plan

2 days

Mon 11/26/18

Tue 11/27/18

Publicity committee

$8,000.00

4.7

Music and entertainment program arrangement.

3 days

Mon 11/26/18

Wed 11/28/18

show organizer 

$1,440.00

4.8

Arrangement of presentation speech

2 days

Thu 11/29/18

Fri 11/30/18

delegates

$24,000.00

Milestone 4: Completion of peer review of the papers

0 days

Fri 11/30/18

Fri 11/30/18 

$0.00

5

Academic review and validation of the papres

26 days

Mon 12/3/18

Mon 1/7/19 

$48,480.00 

change management program implementation 

3 days

Mon 12/3/18

Wed 12/5/18

Project manager

$1,920.00

5.2

Stakeholder management plan

2 days

Thu 12/6/18

Fri 12/7/18

HR manager

$960.00

Risk management planning

2 days

Mon 12/10/18

Tue 12/11/18

Interior decorator

,Publicity committee

$8,560.00

5.4

Organizing event register

2 days

Mon 12/10/18

Tue 12/11/18

Exhibit committee

$8,000.00

Other planning

3 days

Wed 12/12/18

Fri 12/14/18

Project manager

$1,920.00

Accommodation planning

6 days

Mon 12/17/18

Mon 12/24/18

$10,960.00

Listing complete possible accommodation 

3 days

Mon 12/17/18

Wed 12/19/18

Project manager

$1,920.00

Identification of special lists

1 day

Thu 12/20/18

Thu 12/20/18

HR manager

$480.00

Confirming accommodation

2 days

Fri 12/21/18

Mon 12/24/18

Interior decorator

,Publicity committee

$8,560.00

Other transformation

10 days

Tue 12/25/18

Mon 1/7/19

$16,160.00

5.7.1

Transport company names listing

2 days

Tue 12/25/18

Wed 12/26/18

Project manager

$1,280.00

5.7.2

Checking price

2 days

Thu 12/27/18

Fri 12/28/18

HR manager

$960.00

5.7.3

Total time arrangement

1 day

Mon 12/31/18

Mon 12/31/18

Publicity committee

$4,000.00

Timing arrangement

2 days

Tue 1/1/19

Wed 1/2/19

Exhibit committee

$8,000.00

Choosing company with best price range

3 days

Thu 1/3/19

Mon 1/7/19

Project manager

$1,920.00

Milestone 5: Registration for the open delegates

0 days

Wed 1/2/19

Wed 1/2/19

$0.00

Closure phase

16 days

Tue 1/8/19

Tue 1/29/19

$72,880.00

final catering contract

2 days

Tue 1/8/19

Wed 1/9/19

Project manager

$1,280.00

Dinner for delegates

3 days

Thu 1/10/19

Mon 1/14/19

caterer, Project manager

$4,320.00

stakeholder's contract

3 days

Tue 1/15/19

Thu 1/17/19

Project manager

$1,920.00

Stakeholder signoff

2 days

Fri 1/18/19

Mon 1/21/19

Exhibit committee

$8,000.00

Final documentation 

3 days 

Tue 1/22/19

Thu 1/24/19

Project manager, delegates ,Master class workshop owners 

$55,920.00

Final kickoff meeting

3 days

Fri 1/25/19

Tue 1/29/19

HR manager

$1,440.00 

6.7

Milestone 6: Final submission of the papers

0 days

Tue 1/29/19

Tue 1/29/19 

$0.00

Project progress report 

The way to achieve planned dates 

In order to achieve the original planned dates and to accelerate the relevant activitie project baseline should be set for the project. According to the project complexity and activity details it has been defined that the total time will be required for the successful accomplishment of the conference program is 148 days. It is a 3-days conference which is comprises of 2 days optional master class workshop also. According to the current situation of the project it is found that, before the starting of the conference the clients are willing to undertake a health check of the program. Du to extreme staff turnover the authority has faced serious issues. Du to this delay they also have to change the booking venue also this will cause loss for the project development authority. On the other hand, different venues are also available but it will cost additional 50% to is initial estimation. In order to maintain the original planned dates, baseline schedule is required to be maintained. The ways through which this can be maintained is as follows:

  • The original program plan should beconfigured
  • Based on the stakeholder’s consequence the deliverables, acceptable dates and resources are to berepresented
  • Consistent project budget and plan should beprepared
  • The responsibilities of the project performers should be clearlymentioned
  • Inclusion of original forecastingactivities

The way to achieve the original total

In order to achieve the original budget of the project it is mandatory for the finance manager to design a feasibility study at this phase to ensure that whether the project will be beneficial or to check any further additions are required. The ways through which his can be achieved re as follows:

  • Reducing the total number ofdays
  • Reducing the estimated fees of the delegated respectively for the master’s workshop delegates and 3daysconference programs
  • Increasing the total number of workers to reduce the time and complete the project work as soon apossible

Benefits and Limitations of Critical path schedule technique 

Benefits of Critical Path Method technique 

The Critical Path Method is also defined as a time management tool implemented in United States and most of the companies use this mechanism for reducing the time related issues that may interrupt the estimated budget of any project also. In order to track and monitor the progress of the projects the project managers use this technique in their application field. However for all the projects the Critical Path Method may not be appropriate therefore, Therefore, the project manager should have to be aware of the capabilities and the limitation of the Critical Path Method (CPM) technique.

The benefits that can be achieved from the appropriate usage of the CPM are as follows:

Helps in detail process analysis: With the help of the Critical Path Method the entire process can be analyzed in details. Though, the total time spend for combining the activities altogether is quite long. If the project plan is accurately prepared then the project will run all smoothly throughout the development period. It is expected that if the project run without any sort of interruption then definitely the project will lead to cost and time savings in later cases. Apart from this, it also helps to ascertain the time schedule of different activities have sequential relationship between each other.

Easy control: The project manager can easily control the entire project with the proper application of the critical Path Method technique.

Critical element identification: The critical elements associated to the projects can be easily identified with the help of the critical Path Method (CPM). In other words the management gives additional attention to these activities to avoid unwanted interruptions. Moreover, it supports to create more detailed and planning possible while developing any project.

Limitations of Critical Path Method 

In case of Critical Path Method a large project is broken down into small segments rather into discriminated activities. Apart from this, based on the complexity of the activities the time and cost ate also allotted. All the assigned activities are also linked to their graphical views in order to represent the possible direction towards the completion of the project. It is found that many directions will be available for successfully reaching the ultimate destination but the shortest path is known as the critical path. The limitations associated to CPM are as follows:

Time consuming approach: It has been assumed that this approach takes lots of time for the identification of the activities. Not only this but also for inter relating these activities it take numerous time and as it creates multiple numbers of paths thus the confusion also increases. These are the reasons for which the users lose their temper during the project development period.

Shift of the project resources: In case of any practical situation the CPM approach fails to work and as a result the employees are re located throughout the activities associated to the project which is very haphazard. The previously allocated time and budget also distrusted due to this reallocation and overall the CPM also gets interrupted highly.

Issues of parallel path: CPM creates many similar looking paths with same time duration and thus it become difficult for the users to identify the critical project path. Internal conflicts occur during the section of the critical path. Not only this but also the activities become more critical than the initial phase.

Identification of alternative schedule technique for time management: Gantt Chart 

Many alternative techniques such as Gantt chart, Schedule network analysis, PER chart etc are there that can be widely used by the project managers to avoid the issues of Critical Path Method technique. Project managers are allowed to use range of techniques and tools for developing, monitoring and controlling project schedules. However, many if these tools can also be applied in digitized format such as Microsoft Project, Excel sheet etc.

The most suitable alternative scheduling technique for managing the project time is the Gantt chart. This is a horizontal bar cart which is plotted over the time that is either based on days, weeks or month. The bars may run in parallel manner or can show sequential stages based on the dependency of the tasks and the assigned resources. Each of these bars are plotted to the start at the very earlier possible date of starting. The planned time duration and the actual time can be compared through this tool Not only this but also the difference between the actual cost and the planned cost can also be determined with the help of the Gantt chart.

Gantt chart gives clarity and possible visualization ability to the project team members. Multiple tasks can be formalized in a single document with this Gantt chart and also the stakeholders can easily understand the process progress in details during the grasping on ways.  In this process all the independent elements can also come together to the success of the project. It gives error free communication capabilities to the project team members. In order to replace any meeting or to update the status documents the application of Gantt chart is very helpful. The positions of the team members become clearer to the project team members as they become familiar to their role, responsibilities and current progress updates of the project. In addition to this, it helps to create external motivation among the project manager and the project team members.

In the overall project schedule if the project team members plug their own roles then the complexity of the project activities will be reduced. The chance of overrunning cost, over allocation of resource and budget will be also reduced if the time management tool Gantt chart is accurately utilized by the project manager and the project team members. According to most of the project managers the time scheduling is one of the most important benefits served by the Gantt chart technique. The chances of project delay and its negative impact on the project team members can be easily identified through this application. Therefore, instead of CPM if Gantt chart is used by then the limitation of the CPM can be addressed and resolved accordingly.

References

Bresnen, M., 2016. Institutional development, divergence and change in the discipline of project management. International journal of project management, 34(2), pp.328-338.

Costantino, F., Di Gravio, G. and Nonino, F., 2015. Project selection in project portfolio management: An artificial neural network model based on critical success factors. International Journal of Project Management, 33(8), pp.1744-1754.

Fleming, Q.W. and Koppelman, J.M., 2016, December. Earned value project management. Project Management Institute.

Heagney, J., 2016. Fundamentals of project management. AMACOM Div American Mgmt Assn.

Heldman, K., 2018. PMP: project management professional exam study guide. John Wiley & Sons.

Hornstein, H.A., 2015. The integration of project management and organizational change management is now a necessity. International Journal of Project Management, 33(2), pp.291- 298.

Kerzner, H. and Kerzner, H.R., 2017. Project management: a systems approach to planning, scheduling, and controlling. John Wiley & Sons.

Kucharska, W. and Kowalczyk, R., 2016. Trust, Collaborative Culture and Tacit Knowledge Sharing in Project Management–a Relationship Model.

Martens, M.L. and Carvalho, M.M., 2017. Key factors of sustainability in project management context: A survey exploring the project managers' perspective. International Journal of Project Management, 35(6), pp.1084-1102.

Mir, F.A. and Pinnington, A.H., 2014. Exploring the value of project management: linking project management performance and project success. International journal of project management, 32(2), pp.202-217.

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Takey, S.M. and de Carvalho, M.M., 2015. Competency mapping in project management: An action research study in an engineering company. International Journal of  Project  Management, 33(4), pp.784-796.

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