Project Management For Sunshine Coast Region

Background of the project

Discuss about the case study Project Management for Sunshine Coast Region.

The University of the Sunshine Coast is  one of the renowned  institutions  that  offers a  wide range  of curricular programs to that  graduate  and  undergraduate  students.  Situated in the Sunshine Coast region of Queensland, the institute enjoys the serenity of the Mooloolah River National Park courtesy to its adjacent location.

The higher management of the   institution are committed towards maintenance of  the   ecology  of   the said national  park and thus  is  aimed  at reducing the carbon  footprint  of   the  university (such that  the harm being conducted to the environment can be reduced). The following sections of the report would be utilized so as to provide insight into the several managerial policies to be  used in  the project.  

The technical experts of the University of the Sunshine Coast have been  successful at making  the administrative authorities realize  the fact that  the  green-house gas  emission rate of the institute can be  reduced significantly  simply  by managing the  power  consumption  of  the various  ICT  systems that are currently being  managed and utilized by  the faculties  of the institute. 

The Environmental Management Plan, thus  developed  by the said authorities,  is  aimed  at redesigning the said  ICT systems  in a manner  such  that the  carbon–di-oxide equivalence rate  of  the University   is  significantly reduced by  the end of  2019 ( the target  is to reduce the emissions by a minimum  of 20  percent  within the said  time period).

Since   it  has   already become clear to  the  administrative  authorities that  a reduction  in the  amount of  electricity consumed by  the  ICT  systems   would  be  quite helpful in reducing the  total  greenhouse gas  emission  rate  of the University, the project being  discussed  is   primarily  being  aimed at :

1. The development  of  a platform  that  can be utilized for  considering  the various   factors associated with the total power consumption  of  all the  ICT systems functioning  within  the premises  of  the organization.

2. An estimation of the total amount of green house gas emitted by the said ICT systems on a yearly basis.

3. The identification of methods, policies and technologies that can be utilized for achieving the targeted reduction in the carbon–di-oxide equivalence rate of the University.

In the following section of the report, discussions would be made in the various policies and strategies to be utilized for the management  of  several essential  aspects associated with the project, like  that of  the policies to be utilized for ensuring  optimal  usage of  resource resulting  in quality  work and  the  strategies  to be  used for the management of   stakeholders of the project, along with the mitigation  of  risks.

Aims and objectives of the project

The manager of the project, Mr. Thomas Moody, in unison with the  other members  of  the project  team, had  decided  on the utilization  of  the following  techniques for   the  management of the  planning   process of the  project:

1. Identification of the   aims and objectives  of the  project:  The  identification   of  the aims an objectives of the project would be conducted at the very  first   phase, so as to gain  insight  into   the  scope of  the project,  along with the feasibility of  the project ( both technical  and economical) and the  identification of   alternative  solutions ( in  case  there exists  any).

2. Developing the work breakdown structure: In the very next phase, the work breakdown structure of the entire project would be developed, so as to identify the various activities essential for the successful completion of the project.

Figure: Strategies for management of project planning

(Source:  Developed by the author)

1. Development of the initial plans: Based on the activities identified in the WBS, the initial plans of the project would be developed, encompassing the following factors:

2. An estimated schedule of the project

3. An estimated budget of the project.

4. Identification of the risks that the project team might experience, along with the identification of the mitigation plans.

5. Formalization of the plans that would be utilized for communicating with the stakeholders of the project.

The following tools and techniques would be utilized to ensure the quality of the project:

1. Pulse Meeting: Pulse meetings aimed at discussing the status of the project would be conducted   on   daily basis.  The project team, being led   by Mr. Thomas Moody, has agreed to discuss on the following agenda in such pulse meetings:

2. The status of the project activities, as conducted by the team members

3. The issues being experienced by the members of the project teams while carrying out the tasks assigned   to them.

The risks or issue that might affect the consecutive phases of the project.

1. The reasons behind the delays ( if any) that  have occurred while  conducting the  project and the strategies that can  be  utilized  for  making  up  the time  lost.

2. Variance Reports: It is   well known  fact that most   project managers  insist upon the utilization  of  variance  reports, so  as  to gain an estimation   of  the  difference  between  the  progress  made by the project  team  ( as observed  on  a specific date)  with  the expected progress  of the project ( on that day, as estimated  in  the  planning  phase).  Variance reports would be utilized in the project under consideration, so as to control the performance of the project team.

Managing the project

3. Program reviews: The status of the project (as compared with the original plan of the  project)  is discussed  on in these meeting,  such   that  the  project manager and the sub project- managers remain well informed of the progress made so far by the project team.

In the   following section  of the report,  a  detailed  description  of the various  risks associated with  the  project  would be  identified, along with the policies  that  would be utilized for managing  the risks.

Table: Management of risk

Sl. No	Risk	Risk description	Risk Owner	Risk  Priority	Risk  Contingency	Risk  Mitigation
1	Ineffective communication  with stakeholders	The methods and strategies being   used for   communicating   with the stakeholders might not be effective enough.	The project manager	High	1.  Send mails to the technical experts associated with the project 2. Send mails to the technical experts responsible   for maintaining the ICT systems.	1. Posting updates on the official website of the project.
2	Selection of the location of the pilot  project.	The location selected for conducting the pilot project might not be appropriate.	The project manager, the   technical experts   associated with  the  project	High	Reselection   of location	The plan for conducting the pilot project needs to approved by   the steering   committee.
3	Collection  of  inappropriate information	The  information  collected from the    pilot  project might  not  be   suitable  enough for deciding  on the whether  to conduct  the project   or not	The project manager, the   technical experts   associated with  the  project	Medium	The  project team might  have to redo the entire process   of data collection	The information collected from the pilot project has to be discussed   with the technical expert, so  as    to  make  the final  plans for the project.
4	Lack  of Budget	The administrative   authorities of the University of the Sunshine Coast  might not be  in a position to  bear all the expenses  associated with the  project	The Steering  committee  of the project	High	The administrative   authorities of the University of the Sunshine Coast might have to ask for financial help from various sponsors.	The project team must put all their efforts in conducting the project in accordance to the allocated   budget.
5	The  outcomes   of  the project  do not meet   the objectives  of  the project	The   techniques and methods for reducing the rate of greenhouse gas emission (as identified by the conduction of the pilot project), when   implemented did not meet the objectives of the project.	The Steering  committee  of the project, the project manager, the   technical experts   associated with  the  project	High	Report the performance of the system to the stakeholders.	1. Reporting  the  rate of greenhouse gas emission before  and  after the project 2.  Developing policies for   improving the efficiency of the system.

(Source:  Developed by the author)

The following processes would be utilized for the management of resources associated with the project:

Hiring of resources: The  project being  discussed  in this report  would require the acquisition  of  both skilled and unskilled resources,  who    would be provided  with adequate  training.                         

Figure: Strategies for management of human resources

(Source:  Developed by the author)

1. Resource allocation: The allocation of  the above mentioned  resources  ( to various project  activities) would be  done  in    accordance  to their   skill sets.

2. Management of resources: The human resources in   consideration would be provided with all the  facilities  that they  are entitled  to during  the entire length   of  the  project and  would be  released at the end of it.

The procurement of the materials required   for conducting the project under consideration would be performed   through   the following  stages:

1. Planning the procurement: At the very  first phase,  the procurement  plan of the  project would  be developed,  which  would  essentially contain the details of the  products  to be procured from various  sources, along  with  the details  of the sources of procurements.

2. Conducting the procurement: In the second phase, the project management team would essentially shortlist the vendors from whom the materials required for conducting the project would be procured.  The acquisition of the materials from the selected vendors would also be conducted in this very stage.

3. The Procurement administration phase would include the documentation process associated with procurement, besides maintaining business relationships with the vendors in consideration.

The closing   of the   procurement contracts (also known as Procurement Closure) would be conducted after the successful completion of the project.

The methods and strategies to be utilized for communicating with the stakeholders of the project have been described in the following section of the report:

Table: Management of Communications and Stakeholders

Sl. no	Stakeholder	Need  for communication	Responsibility	Mode  of Communication	Frequency of communication
1	The management of the University of the Sunshine Coast	To provide information  regarding  the  progress  of the project	Project Manager	1. Well documented reports 2. Face to face meetings 3. Presentations	Quarterly
2	The Project Steering Committee	1. To provide information  regarding  the  progress  of the project 2. To  provide information regarding  the feasibility of the project 3.  To grant permits for future stages of the project	1.Project Manager 2.The technical experts associated with the project	1. Well documented reports 2. Face to face meetings 3. Presentations	Once in a month
3	The project management group	Any  changes requested by   the management of the University of the Sunshine Coast	Project Steering Committee	1. Face to face meetings 2. Presentations	As and when required
4	The technical experts associated with the project	Any  changes requested by   the management of the University of the Sunshine Coast	Project Steering Committee	1. Face to face meetings 2. Presentations	As and when required
5	The heads of the faculties or departments that are currently utilizing the ICT systems.	Changes introduced  in the ICT systems  maintained and used  by   the faculties	Project Manager 2.The technical experts associated with the project	1. Well documented reports 2. Face to face meetings 3. Presentations 4. Demonstrations	End of the  project

(Source:  Developed by the author)

Conclusion

The various aspects of the ‘Sustainable ICT project’ being conducted by the University of the Sunshine Coast, like that of the management strategies and policies to be utilized for ensuring the quality of the project and the risks (essentially associated with the project) that have been identified, the techniques to be utilized for managing the human resources associate with the project and that of the procurement process, have been discussed in the report. The report had shed some light on the manner the communication with the key stakeholders of the project would be conducted.

Management of planning

In the light of the discussions mad in the report, it can thus be concluded that the project in consideration would be conducted by the utilization of all the standardized project management tools and technologies, thus ensuring the optimal management of the entire project.

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