Discuss about the Project Management Toolbox for Tools and Techniques.
The Roaders Estate is situated 30 kilometers from Melbourne City and has been experiencing tremendous drainage problems. Elaborate efforts have been put in place by the local county government with the attempt of trying to solve and sought out this trying issue head-on. The advancement of this problematic situation has been facilitated by bad and ineffective governance within the local water companies who have been tasked with that mandate of necessitating effective and efficient water drainage systems. This has now resulted in the direct involvement of the local government who have shown up in the picture with the sole purpose and idea of appropriately addressing this issue. This has presented numerous problems to the involved residents as a result of the undrained water. One such challenge revolves around the outbreak of waterborne diseases on very numerous occasions within the affected estate. The water supplies have also been contaminated resulting in extreme and difficult life experiences for the members of that diverse place of settlement (Binder 2016).
The local county government developed strategic and elaborate objectives that were to be rolled into play with the sole purpose of trying to diminish and eliminate the problem completely. The thorough and effective assessment was conducted round about the estate with the accompaniment of define practices to be efficiently employed so as to put the town back on its feet again. One of the most crucial requirements revolved around the idea of hiring services from one of the most leading water companies within the region so to get the best possible outcomes within a short period of time as the rainy season was forthcoming. The company eventually conducted an elaborate inspection round about all the facilities within the estate with the eventuality of everything being the presentation of the most effective recommendations to be assumed by the local county government. The possible expenses to be incurred in the entire project were also elaborately outlined in the already compiled report (Boud Cohen Sampson 2014).
The end result of the entire project was a success as the necessary infrastructure required within the estate was effectively and appropriately established. This, however, took a lot of time as the older drainage systems had to be removed from their underground hideouts and completely eliminated. There were, however, several challenges associated with the entire project that mainly revolved around the members of that particular estate. Miscommunication was the underlying factor which facilitated that challenge. There were areas that the proprietors of the project needed the input of the local residents and that is where the element of miscommunication rolled in to elaborate action. The budget had also been overlooked as the projected amount that was to be incurred exceeded quite a bit. This resulted in the entire project being put on hold for a period of time that slightly affected the entire estate as the rains had already begun. This was eventually sorted out and the project sailed on to a successful and excellent ending (Fleming Koppelman 2016).
There were several risks and unforeseen circumstances that the entire project had to be exposed to as it is usually the case in numerous undertakings. The risks rose into action both from the internal and external capacities of the involved project. These wanting circumstances and a greater length derailed the smooth flow of the entire project which resulted to the establishment of set guidelines and strategies to be employed so as for the project to roll on as per the expectations of the involved team. One such risk revolved around the technical team (Gido Clements 2014). The better part of the team was made up of inexperienced members that were out on the internship programs so as to gather the necessary expertise that they would require in the performance of their duties within the respective areas of their jurisdiction. If no elaborate plan was put into play, a lot of errors would have been forthcoming that would have greatly affected the entire project preventing its full realization and manifestation. However, this occurrence had been foreseen by the project managers who had hired this inexperienced team deliberately (Harrison Lock 2017). The solution as presented by the executives within the involved water drainage company was embed in the idea of placing the newly employed recruits under the strict and consistent supervision of the most experienced members of the hired company. This was effectively and efficiently done and the results were quite encouraging and excellent. This, however, did not guarantee smooth sailing as their numerous loopholes within the entire project that only a few experienced few workers could effectively handle. The complexity of some of the issues revolved around the establishment of the right water basins in numerous sections within the estate. The eventuality of this was however successful as they properly and appropriately installed in numerous sections (Heagney 2016).
There was also the assumption risk in line with the allocation of the exact budget that was to enhance the safe propelling of the entire project towards the already stipulated and well-expected end. The estate had been smaller as compared to other large areas that the hired company had served. This prompted their assuming that the entire project would not consume quite an elaborate amount of money. This was a terrible mistake that could have disrupted the elaborate execution of the entire project. The estate had been small in size but had numerous facilities that had different and quite complex drainage systems (Heldman 2018). There was also the issue of the main drainage system that was quite complex and unique as it had been established in the 20th century. All these facilities required quite an amount of money that had not been registered in the actual budget. Due to the companies numerous experience and expertise, an elaborate amount of money had been allocated for any unforeseen and unaccounted need that may arise. This is the exact money that the hired company used so as propel the project into its successful eventuality. This elaborate plan of setting aside some amount of money had been birthed by the management of the hired company as they had assessed their entire project having such shortcomings in mind so as to effectively and efficiently deal with them in the wake of their occurrence. The management of this unforeseen risk was appropriately done. This would have also served the purpose of soughting out in any other unforeseen scenario within this particular project (Hornstein 2015).
Adverse weather was also an external risk that rolled into play in the development of the project. The project development team had put this into consideration as explained by the effective ways they employed in handling the extreme and consistent storms. There were moments when the storm was quite extreme that resulted to elaborate and deliberate plans that necessitated the putting on hold of the entire project as no substantial effort or even action could be rolled into play efficiently (JOSEPH PHILLIPS 2018). This, however, was not on numerous occasions as the project team had already anticipated the occurrence of those consistent storms and therefore had presented well-established plans and strategies to use in the attempt of not derailing the urgent and quite significant development of the entire project. All these risks had no elaborate consequence as they had all been foreseen and elaborate plans being put in place by the managers of the project so as to efficiently deal with them in their occurrence. The elaborate risk management processes were rolled into play resulting in the eventual success of the entire project (Kerzner 2017). Effective sources and methods had been employed in identifying the above three risks. Thorough and immediate responses were rolled into action so as to avert the possible impacts and consequences that were partly experienced especially when the storms hit in. This served the purpose of their transfer, avoidance and eventual reduction in the wake of their occurrence.
The project had been highly put under close scrutiny with the intent and purpose of realizing the already set goals and objects as far as the drainage system of the Roaders estate is concerned. This greatly facilitated the eventual success of the entire project (Kerzner Kerzner 2017). Thorough and elaborate monitoring of the entire process was effectively conducted by the project managers. Before any major undertaking was rolled into action, the entire process of how the project would be rolled into play was presented with extreme clarity to the members of local county government as well as the members of the estate. There were also set standards within the county government that was to be strictly followed to the letter in the execution of the entire project. The delivery date was also set with the relevant documents in the names of the compiled report and survey documents stored in the projects folder. Weekly meetings were also agreed upon by the project managers so as to check on the progress of the entire project. The heads of the several departments were to compile reports of the unfolding of the project to the executives in those weekly gatherings (Krajewski Malhotra Ritzman 2015).
Close monitoring and measuring of the possible outcomes of the project were also rolled into play through the effective use of the key performance indicators that included:
* The project effectively established within the stipulated time and budget
* The development is within the set standards of drainage systems
* Documentation of the entire project development
* All permits involving the installation of the drainage systems acquired
* Approval of the new designs of installation
* An elaborate and detailed estimate of the entire development cost
* A clear outline of the safety measures to be observed in the entire development of the project
Cybernetic control was expansively employed as the elements of the substantial time spent as well as the expenses incurred in the entire project had to be put under close consideration. This served the purpose of establishing reminders in the course of the entire project so as to make sure that nothing that was left out. An elaborate time sheet was established so as for the workers involved to record their attendance on a daily basis in the attempt of avoiding any form of the derailment of the project (Leach 2014). All the costs incurred by the elaborated expenses within the drainage systems installation project. This served the purpose of making sure that no any misappropriation of funds was forthcoming to enhance the propelling of the project forward in line with the already budgeted money. This control process directly involved the project managers as no amount of money would be withdrawn without their elaborate approval. Thorough and effective monitoring was done by these heads in the attempt of making sure that the allocated time towards the performance of a given task was done perfectly and realistically which resulted to the successful installation of the drainage systems (Martinelli Milosevic 2016).
Go/no-go control process was also employed comprehensively in the course of the entire project in the attempt of realizing the already set goals and objectives. Thorough and elaborate comparison of the various estimations conducted within the project against the actual data was effectively rolled into play. These estimations that revolved around the element of time, as well as the immediate expenses, worked towards realizing the objectives of the project resulting in a successful and excellent end (Mir Pinnington 2014). Benchmarking was the other elaborate control process that the project managers employed in the realization and manifestation of the effective installation of the numerous drainage systems within the estate. This benchmarking was however done by comparing the company’s previous similar work with the current initial report. The success of that previous work done within the very same region instilled confidence to the entire project team as well as the local county government. The company’s elaborate experience and expertise gathered from the numerous other successful works gave them a leeway in the idea of their looking back at their recent performed work as a point of extreme reference in benchmarking as a control process. This, however, did not disappoint as the proposed objectives of the entire project were eventually realized (Meredith Shafer Mantel, et al 2016).
The project team employed the most appropriate elements of risk management towards the eventual success of the installation of the drainage systems within the estate. They mainly employed the proactive risk management that revolves around the process of assessing continuously what could possibly go wrong, determining the risks to focus more on and the establishment of the elaborate strategy of dealing comprehensively with the risks. This tact was employed effectively by these executives especially when the storms kicked in as work had to continue regardless of this adverse weather condition (Nicholas Steyn 2017). Effective identification of the three risks that were experienced in the course of the project was done by these heads. A thorough scrutiny of the sources and methods employed in identifying these risks was conducted whose eventuality was the overall excellence and success in the installation of the drainage systems. The elaborate assessment followed suit where the likelihood of the occurrence of these risks was effectively done. The eventuality of the occurrence of these uncertainties was also placed under close scrutiny where the possible outcomes in the names of impacts and consequences were thoroughly analyzed. The most likely risks to unfold were given first priority with the necessary time and money allocated towards preventing their presumable occurrence. The risk impact in the element of quantitative was conducted by the managers of the project (Schwalbe 2015).
Effective and efficient strategies were also employed by the managers in the attempt of dealing appropriately with the risks that eventually occurred. Accepting that the risk had indeed occurred was effectively accompanied by the taking of responsibility where elaborate measures were taken by the managers in trying to do away with the risk. For instance, the assumption risk that revolved around their failure to allocate the required money in the project was solved very well very well by these executives (Sears Sears Clough, et al 2015). They had earlier on projected the possibility of such an occurrence which prompted their allocating extra amounts of money in case a given need arose. The element of transfer was also greatly rolled into play where the inexperience of the better part of the team which was a technical risk was transferred to the very abled and seasoned supervisors. The possible errors that the inexperienced team rolled into play were effectively and efficiently dealt with for the eventual success of the entire project. With the extreme unfolding of the stormy season, the project was put on hold for several days as no work could be easily executed at that particular time. The team had to accept the risk as the cost of reducing, avoiding or even transferring the risk exceeded the actual benefits of the entire project. There was, however, no contingency plan set in place for the purpose of mitigating the risk once it occurred. The were no elaborate prior elaborate plans put in place by the managers in the wake of the occurrence of the common risks. This resulted in there is no work going on in several days when the installation materials diminished (Serra Kunc 2015).
The effectiveness of these project controls was highly experienced with the eventual success of the entire project. Effective planning as well as elaborate monitoring of all the events that revolved around the project facilitated the positive outcome. Planning involved the close supervision of the numerous activities that pertained to the installation of the drainage systems. Other very many activities had to be effectively and efficiently organized as well as the close analyses of the entire cost that the project required for its elaborate and appropriate development. The close monitoring of the weekly gatherings that had to do with the elaborate presentations of the entire progress of the project was effectively rolled into play (Steyn Dekker Kuschke, et al 2016). This accompanied by a close and vivid oversight with regard to the various milestones that had to be reached so as for the set goals and objectives with regard to the entire project were fully and comprehensively realized and manifested. The Go/No-go Controls served the purpose of closely evaluating how time was spent with regard to the performance of the numerous activities. This close observation by the managers with the idea of going through the timesheets was very effective as no derailment of the entire project was anywhere related to the allocation of time. This project control also served the purpose of making sure that the already outlined costs were valuable and realistic for the overall good of the project. This served the idea of reducing any element or wild thought of misappropriating the already allocated fund that would negatively impact the overall project whose eventuality would not have been that pleasant. This strict observation necessitated by the Go/No-go controls efficiently facilitated the prowess and excellence of the entire project (Svejvig Andersen 2015). The key performance indicators on the other hand greatly improved the performance of the installation of the drainage systems. The general scrutiny of the main elements revolving around the entire project was overwhelmingly rolled into play by this elaborate project control. The main issues revolving around the allocation of the exact funds that the entire project was all about was at a deeper length brought to light by the performance index. Other major issues such as the idea of the set standards to be followed in the development of the project were effectively enhanced by these indicators.
Conclusion
The entire project was a success as elaborate tact and strategies were employed by the involved individuals towards the realization of the set goals and objectives. This was made possible by the effective use of the most effective and efficient project controls. The key performance indicators served the purpose of highlighting the main elements of the entire project that was the very significant result of this impressive performance. A thorough analysis of the possible requirements that would facilitate the smooth flow of the project was also very vital and significance. This necessitated the idea of the involved team to gather all the supplies needed in developing effectively the project. The possible expected outcomes were also elaborately highlighted which presented a general idea to the project team what awaited them at the end of the long road. These expectations enhanced the proper preparation within the perimeters of the hired company so as to live up the esteemed services that they were being paid for. This elaborate forecasting resulted in the eventual success and excellence of the drainage systems installation (Turner 2016).
The elaborate close scrutiny of the possible risks and uncertainties that the project could face also served the greater good of this diverse project. Some of these projected risks occurred but the project was not in any way adversely affected as the involved managers and executives had well elaborate plans to roll into play so as to effectively and efficiently eliminate them completely. This upper hand that the management had assumed in this projection of the future reduced the chances of there being any unmanageable risks which greatly facilitated the eventual success and prowess of the entire project (Verzuh 2015). There were, however, several challenges that the project team faced that at some point derailed the projection of the project but possible solutions were employed resulting in excellent outcomes. The level of maturity exhibited by the involved managers serves the purpose of confirming that indeed they are among the best drainage systems installation companies within the region. This presumably has been amassed from the numerous job descriptions they have been lucky to be a part of. The elaborate use of an inexperienced task force further confirms their amazing expertise. Possibly this tact and strategy were to minimize any possible scenarios that are normally associated with the hiring of numerous experienced works who are out to enrich themselves at the expense of that seasoned company (Walker 2015).
References
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Boud, D., Cohen, R., & Sampson, J. (Eds.). (2014). Peer learning in higher education: Learning from and with each other. Routledge.
Fleming, Q. W., & Koppelman, J. M. (2016, December). Earned value project management. Project Management Institute.
Gido, J., Clements, J., & Clements, J. (2014). Successful project management. Nelson Education.
Harrison, F., & Lock, D. (2017). Advanced project management: a structured approach. Routledge.
Heagney, J. (2016). Fundamentals of project management. AMACOM Div American Mgmt Assn.
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