Project Management Concepts: Case Study Of Chamber Of Commerce Entertainment Facility Development

Creation of Effective project Team Structure and Communication Map

Describe about the Project Management Concepts, a Case Study of Chamber of Commerce Entertainment Facility Development Project?

This study describes the various project management concepts that needs to be followed in context to the regeneration of student facility project to develop an entertainment facility for the students in the campus so that they can feel relaxed after their studies and daily activities. The presentations are provided in context to the development of the entertainment facility for the successful running of the project and completion within the estimated timeframe of 100 days as allocated by the local town council as the stakeholder in the project.

Organizational Hierarchical Structure

In this context to the regeneration of the student facility for the development of an entertainment facility project, interactive communication method will apply for this particular project. This communication method will help in involving entire stakeholders of the project in on way of communication. However, project manager will apply the several modes of interactive communication such as video conferencing, phone calls, live chat through social media sites, face to face meetings, etc. Meredith and Mantel Jr (2011) suggested that interactive communication method is the most effective method rather than other communication method such as Push Communication, Pull Communication, etc. According to Shipton, Hughes and Tutt (2014), face-to-face communication is the most effective efficient way of communication in interactive method. It allows the project manager in conducting the all stakeholders in a room and brainstorming them.

Figure 1: Interactive Communication Process in Project Management

(Source: Swallow et al. 2014, pp- 26)

Team Dynamics

Team dynamics is a very much important phase in project management. However, in this particular project it has been analyzed that viable option does not included properly. However, it has been also analyzed that insufficient investment, sloppiness, etc are the important phase in this project (Carroll, 2014). Moreover, team dynamics is potential part for innovation, team member motivation, efficiency, etc. There is dependably a chance that the change will be problematic for the task and the venture group, so changing anything on an undertaking only for the purpose of progress is never a smart thought (Meredith and Mantel Jr, 2011). Pioneers ought to consider the issue from each point and request info from every single concerned party before they can even choose if a change is justified (Heagney, 2012). In the event that change is without a doubt vital for the undertaking, then the accompanying agenda will guarantee that all bases are secured as the task director actualizes the changes.

Figure 2: Team Dynamics

(Source: Brown, Brown and Yocum, 2012, Pp- 896)

This must be one that rouses and motivates colleagues ‘a future they feel merits making progress toward. On the off chance that a group is set an unattainable objective, it can have a de-persuading impact. Shared points make a feeling of regular reason and proprietorship, and advance group character (Apm.org.uk, 2015).

Following table demonstrates the areas with high priority for this particular project that need to develop the relationships in terms of improving –

Project Initiation Phase	Project Integration management
Planning	Scope Management Time and Cost Management Quality Management
Executing and Controlling	Human Resource Management Risk Management Procure Management
Closing	Stakeholder Management

Discussion of Team dynamics and Priority Areas to Develop the Relationships

In context to the developmental project for the entertainment facility, the designation of the team members are changed but will execute the same liabilities as in any other construction project (Lock, 2013). Hence, the reflections of the roles and responsibilities of the members involved in the project are given as:

Trainee Project Planner – The role of the project planner will be as same as that of the project manager in any other project. The Project planner will be responsible for conducting the whole project by planning the project schedule until the final delivery of the project. In the like manner as the project manager, the project planner will be responsible for the successful initiation, planning, design, execution, monitoring, controlling and closure of a project.

Senior Project Manager – This member will solely monitor the project planner as the supervisor and look into the progress of the project at a regular interval. The requirement analysis and gathering of the specifications will be done by the senior project manager as the close representative to the stakeholders of the project (Maylor, 2010).

Project Analyst – The role of the Project Analyst will be more like that of a business analyst who will look into the business perspectives of the project. The regular communications with the stakeholders will be done to look after any issues arising in the project. 

Project Financial Staff – The major role of this person is issues related to financial status of the project budget and oversee if there is any over-allocation of budget on a particular activity. The financial records of the budget being spent on the various activities will be monitored to ensure the effectiveness of the project (Apics.org, 2015).

Departmental Staff – There will be various staffs involved in the project as it construction based so there will be requirement for Architect, Design engineer and several other staffs who are well accustomed with construction projects (Shipton, Hughes and Tutt, 2014). Therefore, there will be various roles and responsibilities of the different departmental staffs to design and develop building plans and specifications.

WBS

Task Name	Duration	Start	Finish	Resource Names	Cost
Entertainment Facility Construction Project	100 days	Tue 05-01-16	Mon 23-05-16		£150,000.00
Facility needs	9 days	Tue 05-01-16	Fri 15-01-16		£36,500.00
Stakeholder input	5 days	Tue 05-01-16	Mon 11-01-16	Project Finance Controller, Trainee Project Planner	£21,500.00
Vision of the facility	4 days	Tue 12-01-16	Fri 15-01-16	Project Analyst, Senior Project Manager	£15,000.00
Building proposal	22 days	Mon 18-01-16	Tue 16-02-16		£29,000.00
Size and scope	5 days	Mon 18-01-16	Fri 22-01-16	Project Analyst, Trainee Project Planner	£12,500.00
Requirements Analysis	10 days	Mon 25-01-16	Fri 05-02-16	Senior Project Manager, Trainee Project Planner	£10,500.00
Cost rationale	7 days	Mon 08-02-16	Tue 16-02-16	Project Analyst, Project Finance Controller	£6,000.00
Approval for building	12 days	Wed 17-02-16	Thu 03-03-16		£10,000.00
Approval from local business council	7 days	Wed 17-02-16	Thu 25-02-16	Departmental staff ,Trainee Project Planner	£4,000.00
Need of the organization	5 days	Fri 26-02-16	Thu 03-03-16	Project Finance Controller, Senior Project Manager	£6,000.00
Building documents	29 days	Fri 04-03-16	Wed 13-04-16		£26,500.00
Schematic designs	10 days	Fri 04-03-16	Thu 17-03-16	Departmental staff ,Trainee Project Planner	£9,000.00
Development plans	12 days	Fri 18-03-16	Mon 04-04-16	Project Analyst, Trainee Project Planner	£8,500.00
Contract documents	7 days	Tue 05-04-16	Wed 13-04-16	Project Analyst, Project Finance Controller	£9,000.00
Building construction	7 days	Thu 14-04-16	Fri 22-04-16		£11,500.00
Conduct Feasibility Study	7 days	Thu 14-04-16	Fri 22-04-16	Project Analyst, Trainee Project Planner	£11,500.00
Equipment needed	9 days	Mon 25-04-16	Thu 05-05-16		£18,000.00
Computers	5 days	Mon 25-04-16	Fri 29-04-16	Departmental staff ,Trainee Project Planner	£10,500.00
Raw materials	4 days	Mon 02-05-16	Thu 05-05-16	Departmental staff ,Trainee Project Planner	£7,500.00
Recruitment and training	12 days	Fri 06-05-16	Mon 23-05-16		£18,500.00
Arrange interview for staff	7 days	Fri 06-05-16	Mon 16-05-16	Project Finance Controller, Senior Project Manager	£10,000.00
Hiring and training	5 days	Tue 17-05-16	Mon 23-05-16	Project Finance Controller, Senior Project Manager	£8,500.00

Resource Name	Max. Units	Std. Rate	Base Calendar
Trainee Project Planner	100%	$20.00/hr	Standard
Senior Project Manager	20%	$80.00/hr	Standard
Project Analyst	100%	$30.00/hr	Standard
Project Finance Controller	100%	$50.00/hr	Standard
Departmental staff	100%	$25.00/hr	Standard

The resources have been properly allocated with the various activities and keeping in mind that there are no issues related to resource over-allocation as it may definitely affect on the execution of the project thus delaying it than the expected project timeline. The various activities as reflected in the schedule depicts that all the requirements for the successful execution of the project has been taken into consideration (Shipton, Hughes and Tutt, 2014). The budget has also been kept into mind but it is well evaluated such that it does not affect the tight timeline given for the project. Therefore, there is no doubt that the project will be completed within the given timeline by fulfilling every requirement of the client and stakeholder associated to the project.

Phase 1: Change Preparation

Defining of Change management Strategy: In this phase, project manager will ask the sponsors or more concentrate in request for change (Hwang and Low, 2012). Based on the activities, project manager will take appropriate strategy for change management.

Allocation of Roles and Responsibilities in this Project Team

Preparation of change management Team: In this phase project, manager will prepare or reconstruct the project team based on request from sponsor’s end (Zhang et al. 2013).

Development of Sponsorship Model: In this phase, project manager will develop appropriate model for change management and control.

Development of Change Management Plan: Project manager will take responsibility for developing strategy for change management.

Take Appropriate Action: Based on change request, project manager will take proper action.

Analyze and Collect Feedback: Project manager will collect feedback and analyze the data based on change request.

Understanding Gaps and Manage Resistance: Project manager will diagnosis the gaps of requested changes and take appropriate strategy to manage the gaps.

Following approaches will take by the project managers in terms of concluding the project in proper manner –

The initial step is to impart the up and coming change to the undertaking. This correspondence needs to go all over the chain. The group chipping away at the venture ought to be completely mindful of the change and the explanation for it with the goal that they are not something so as to work oblivious or walloped amidst the undertaking (Newton, 2013). As chiefs, they should know about any progressions so they can carry out their employments viably. It might be important to get authorization for each change that is made to the venture, yet it is critical for partners to be educated.

Subsequent to imparting what is happening in the venture, the time has come to archive it. There may be an upgrade to the work force arrangement if there was a change made in the group structure, or an overhaul to the danger relief arranges in the event that you are changing parts of the task to diminish the probability of specific dangers happening (Newton, 2013). The documentation of the undertaking ought to stay current so that everybody on and outside the task is as yet working from current documentation.

The last stride in upgrading venture documentation ought to be redesigning the timetable. While a few changes might not have any effect on the calendar by any stretch of the imagination, it is likely that something that changed on a task will influence the timetable (Nokes and Kelly, 2014). Whether new assets have been included that change the asset heap of the venture arrangement, or extension has been restricted which evacuates assignments. 

Most ventures experience changes amid their life cycle; it is the way those progressions are taken care of that has the effect between a positive or negative experience for everybody included on the undertaking.

Conclusion

The task arrangement highlighted the significance and criticality of viable Communications Management for the achievement of a data innovation ventures. As the Trainee Project organizer for this venture it is not only adequate to do the arranging and execution of a task. There is significantly more to it. A fruitful venture director ought to be a viable communicator also. They ought to have “delicate” aptitudes connected with effective authority. These above highlighted focuses will not ensure achievement, however they will get a strong handle on the venture and guarantee that everything is done to make it succeed in an insane world. The various management plans are depicted to offer a clear and better understanding of the concepts that needs to be taken into consideration for the success of the project. The project is planned with a professional look with the help of the project management tool that makes it easier to evaluate the various activities that will be involved in the project.

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