OPAIC is a New Zealand based polytechnic educational organization that has a multistoried campus building. The institution is looking to redesign the 5th floor in order to suit the requirements of the new curriculum. Accordingly, the board has hired a project management team for handling and management of the project. The board has also asked to put forward a project management plan that will be used for the project if it gets approved by the board.
This report is based on the development of the project management plan for the redesign of the 5th floor of OPAIC as per the requirements set by the management board.
Any project requires a specific management approach in order to fulfill its requirements and complete all the deliverables that are specified in the requirements. There are many types of project management approaches that are mainly chosen based on the nature and requirements of the project (Burke & Barron, 2014). For example, software projects have specific types of approaches while construction projects require different approaches.
For this particular project, the most suitable project management approach will be “Waterfall Model”, also known as traditional project management approach. In this project management approach, specific milestones must be defined and placed between each task and the project approach must ensure the milestones are reached at the right schedules and in the right chronologic order (Conforto et al., 2014). Based on the process of this approach, a timeline can be developed using an appropriate work breakdown structure that will contain all the work packages as well as the pre-defined milestones.
Before proceeding further with the project management plan, the scope of the project needs to be defined (Kerzner & Kerzner, 2017). The project scope will define the boundary within which, the project must remain and fulfill all the deliverables that will be set as per the requirements of the project.
The main scope of the project is the delivery of the newly designed 5th floor of the OPAIC building. Other in scope items are specified as follows.
In order to manage the project within feasibility limits, it is required to define an appropriate schedule and budget within which the project must be completed (Crawford, 2014). Moreover, suitable and sufficient skilled labor has to be appointed who will work on the development of new 5th floor design as per the specifications.
The schedule baseline chart for the project is shown as follows.
Task Name |
Duration |
Start |
Finish |
Floor Redesign for OPAIC |
165 days |
Mon 2/4/19 |
Fri 9/20/19 |
Initial Discussion and Planning |
12 days |
Mon 2/4/19 |
Tue 2/19/19 |
Project Management Team Meeting |
12 days |
Mon 2/4/19 |
Tue 2/19/19 |
Discuss the Redesign Requirements |
3 days |
Mon 2/4/19 |
Wed 2/6/19 |
Develop a Proposal for the Project |
3 days |
Thu 2/7/19 |
Mon 2/11/19 |
Submit Proposal to Management |
2 days |
Tue 2/12/19 |
Wed 2/13/19 |
Propose an Estimated Overall Budget Required for the Project |
2 days |
Thu 2/14/19 |
Fri 2/15/19 |
Determine Feasibility of the Project |
2 days |
Mon 2/18/19 |
Tue 2/19/19 |
Receive Board Approval Regarding the Project |
0 days |
Tue 2/19/19 |
Tue 2/19/19 |
Project Planning Phase |
24 days |
Wed 2/20/19 |
Mon 3/25/19 |
Create Team for Project Management |
2 days |
Wed 2/20/19 |
Thu 2/21/19 |
Create an Idea Regarding Project Roadmap |
2 days |
Fri 2/22/19 |
Mon 2/25/19 |
Prepare Project Charter |
6 days |
Tue 2/26/19 |
Tue 3/5/19 |
Develop Project Scope |
1 day |
Tue 2/26/19 |
Tue 2/26/19 |
Determine Schedule Baseline for Project |
1 day |
Wed 2/27/19 |
Wed 2/27/19 |
Determine Budget Necessary for the Project |
2 days |
Thu 2/28/19 |
Fri 3/1/19 |
Determine Project Feasibility |
2 days |
Mon 3/4/19 |
Tue 3/5/19 |
Release Tender Regarding Project Contractor |
3 days |
Wed 3/6/19 |
Fri 3/8/19 |
Select Contractor for the Project |
2 days |
Mon 3/11/19 |
Tue 3/12/19 |
Discuss the Requirements of the Project |
5 days |
Wed 3/13/19 |
Tue 3/19/19 |
Discuss about the Human Resources Required for the Project |
1 day |
Wed 3/20/19 |
Wed 3/20/19 |
Discuss Timeframe, Budget and Design of the Floor |
3 days |
Thu 3/21/19 |
Mon 3/25/19 |
Proceed with the Project |
0 days |
Mon 3/25/19 |
Mon 3/25/19 |
Project Initiation |
20 days |
Tue 3/26/19 |
Mon 4/22/19 |
Receive Permit for Floor Work |
5 days |
Tue 3/26/19 |
Mon 4/1/19 |
Receive Approval from Board for Working on the Floor |
2 days |
Tue 4/2/19 |
Wed 4/3/19 |
Develop Floor Blueprint |
5 days |
Thu 4/4/19 |
Wed 4/10/19 |
Review the Floor Design |
2 days |
Thu 4/11/19 |
Fri 4/12/19 |
Recruit Human Resources (Work Force) |
2 days |
Mon 4/15/19 |
Tue 4/16/19 |
Procure Construction Materials |
2 days |
Wed 4/17/19 |
Thu 4/18/19 |
Procure Floor Design Equipments |
2 days |
Fri 4/19/19 |
Mon 4/22/19 |
Proceed to Project Initiation |
0 days |
Mon 4/22/19 |
Mon 4/22/19 |
Project Execution |
99 days |
Tue 4/23/19 |
Fri 9/6/19 |
Survey the Existing Floor Condition |
4 days |
Tue 4/23/19 |
Fri 4/26/19 |
Remove Unwanted Materials and Walls from the Floor |
2 days |
Mon 4/29/19 |
Tue 4/30/19 |
Place Design Parameters on the Floor |
2 days |
Wed 5/1/19 |
Thu 5/2/19 |
Prepare Room Frameworks |
15 days |
Fri 5/3/19 |
Thu 5/23/19 |
Install Structural Materials |
15 days |
Fri 5/24/19 |
Thu 6/13/19 |
Divide Rooms as per the Requirements |
5 days |
Fri 6/14/19 |
Thu 6/20/19 |
Create Structural Separations between the Zones |
10 days |
Fri 6/21/19 |
Thu 7/4/19 |
Install Electrical Wirings |
5 days |
Fri 7/5/19 |
Thu 7/11/19 |
Install Academic Equipments as Required |
2 days |
Fri 7/12/19 |
Mon 7/15/19 |
Place Accessory Materials and Structures |
2 days |
Tue 7/16/19 |
Wed 7/17/19 |
Install Computers and Other Accessory Equipments |
5 days |
Thu 7/18/19 |
Wed 7/24/19 |
Finishing Electrical and Other Works |
10 days |
Thu 7/25/19 |
Wed 8/7/19 |
Additional Works |
20 days |
Thu 8/8/19 |
Wed 9/4/19 |
Add Colours to Floor Rooms |
5 days |
Thu 8/8/19 |
Wed 8/14/19 |
Add Colours to Room Exteriors |
5 days |
Thu 8/15/19 |
Wed 8/21/19 |
Testing of the Electrical Connections |
5 days |
Thu 8/22/19 |
Wed 8/28/19 |
Testing of the Safety Equipments |
2 days |
Thu 8/29/19 |
Fri 8/30/19 |
Testing of the Academic Equipments |
3 days |
Mon 9/2/19 |
Wed 9/4/19 |
Completion of Floor Redesign |
2 days |
Thu 9/5/19 |
Fri 9/6/19 |
Handover the Project |
0 days |
Fri 9/6/19 |
Fri 9/6/19 |
Project Closure |
10 days |
Mon 9/9/19 |
Fri 9/20/19 |
Review of the Project |
5 days |
Mon 9/9/19 |
Fri 9/13/19 |
Project Appraisal |
3 days |
Mon 9/16/19 |
Wed 9/18/19 |
Pay All Wages |
1 day |
Thu 9/19/19 |
Thu 9/19/19 |
Stakeholder Sign Off |
1 day |
Fri 9/20/19 |
Fri 9/20/19 |
Project Closed |
0 days |
Fri 9/20/19 |
Fri 9/20/19 |
The key resources of the project are shown in the following table.
Resource Name |
Type |
Max. Units |
Std. Rate |
Ovt. Rate |
Project Manager |
Work |
100% |
$200.00/hr |
$0.00/hr |
Construction Manager |
Work |
100% |
$120.00/hr |
$0.00/hr |
Project Supervisor |
Work |
100% |
$125.00/hr |
$0.00/hr |
Finance Manager |
Work |
100% |
$135.00/hr |
$0.00/hr |
Workers |
Work |
100% |
$500.00/hr |
$0.00/hr |
Construction Materials and Other Costs |
Material |
$20,000.00 |
The milestones of the project are as follows.
Any project requires certain changes during the execution phase that is mainly dependant on the complexity and nature of the project. Moreover, the changes will depend on how the project is progressing and how any new changes will be able to enhance the quality of the project (Aga, Noorderhaven & Vallejo, 2016). For introducing change management in a project, it is also important to monitor the progress of the project and also implement the changes at the right time so that they have the maximum positive impact of the project.
In this project, change management may be required regarding the design of the 5th floor. Monitoring the progress of the project, at one point of time, the management may decide that certain changes are required that will further enhance the quality of the project. In this case, it is to be determined whether these changes will be absolutely necessary and also feasible for the project in terms of cost, time for implementation and others (Harrison & Lock, 2017). Furthermore, before implementation, the project manager must call a team meeting to discuss the proposed changes and determine whether the team is willing to work on the changes. After everything is finalized, the changes can be finally implemented in the project by the project manager.
In order to successfully execute a project, proper communication is required between the stakeholders and other human resources involved it in. The communication process also ensures there is a constant flow of information between the stakeholders regarding the progress of the project (Marchewka, 2014). The flow of information should also be in an appropriate format and should be processed at the right time. For this particular project, the communication management plan is shown in the following table.
Stakeholder |
Communication Purpose |
Communication Frequency |
Communication Medium |
Project Manager |
Any update on project, risk or challenge encountered, change requirement, expenditure report, progress update and others |
Daily (recommended) / Weekly (usual) |
Face to face meeting or written reports (paper or electronic documents) |
Design Engineer |
Design and project requirements |
During project planning / as required |
Face to face meeting / requirement document |
Construction Manager |
Construction related work requirements in the floor |
Daily |
Face to face communication / design document |
Project Supervisor |
Reporting requirements |
Weekly |
Face to face meeting |
Finance Manager |
Finance related problems and requirements |
As required |
Finance reports |
The cost baseline of the project is shown in the following chart (Heldman, 2018).
Task Name |
Resource Names |
Cost |
Floor Redesign for OPAIC |
$554,240.00 |
|
Initial Discussion and Planning |
$55,680.00 |
|
Project Management Team Meeting |
$55,680.00 |
|
Discuss the Redesign Requirements |
Construction Manager, Finance Manager, Project Manager, Project Supervisor |
$13,920.00 |
Develop a Proposal for the Project |
Construction Manager, Finance Manager, Project Manager, Project Supervisor |
$13,920.00 |
Submit Proposal to Management |
Construction Manager, Finance Manager, Project Manager, Project Supervisor |
$9,280.00 |
Propose an Estimated Overall Budget Required for the Project |
Construction Manager, Finance Manager, Project Manager, Project Supervisor |
$9,280.00 |
Determine Feasibility of the Project |
Construction Manager, Finance Manager, Project Manager, Project Supervisor |
$9,280.00 |
Receive Board Approval Regarding the Project |
Project Manager |
$0.00 |
Project Planning Phase |
$44,320.00 |
|
Create Team for Project Management |
Project Manager |
$3,200.00 |
Create an Idea Regarding Project Roadmap |
Construction Manager |
$1,920.00 |
Prepare Project Charter |
$11,760.00 |
|
Develop Project Scope |
Construction Manager, Project Supervisor |
$1,960.00 |
Determine Schedule Baseline for Project |
Construction Manager, Project Supervisor |
$1,960.00 |
Determine Budget Necessary for the Project |
Construction Manager, Project Supervisor |
$3,920.00 |
Determine Project Feasibility |
Construction Manager, Project Supervisor |
$3,920.00 |
Release Tender Regarding Project Contractor |
Construction Manager, Project Supervisor |
$5,880.00 |
Select Contractor for the Project |
Construction Manager, Project Supervisor |
$3,920.00 |
Discuss the Requirements of the Project |
Construction Manager, Project Supervisor |
$9,800.00 |
Discuss about the Human Resources Required for the Project |
Construction Manager, Project Supervisor |
$1,960.00 |
Discuss Timeframe, Budget and Design of the Floor |
Construction Manager, Project Supervisor |
$5,880.00 |
Proceed with the Project |
Construction Manager, Project Supervisor |
$0.00 |
Project Initiation |
$39,200.00 |
|
Receive Permit for Floor Work |
Construction Manager |
$4,800.00 |
Receive Approval from Board for Working on the Floor |
Construction Manager |
$1,920.00 |
Develop Floor Blueprint |
Construction Manager |
$4,800.00 |
Review the Floor Design |
Construction Manager |
$1,920.00 |
Recruit Human Resources (Work Force) |
Construction Manager |
$1,920.00 |
Procure Construction Materials |
Construction Manager, Construction Materials and Other Costs[1] |
$21,920.00 |
Procure Floor Design Equipments |
Construction Manager |
$1,920.00 |
Proceed to Project Initiation |
Construction Manager, Project Supervisor |
$0.00 |
Project Execution |
$396,000.00 |
|
Survey the Existing Floor Condition |
Workers |
$16,000.00 |
Remove Unwanted Materials and Walls from the Floor |
Workers |
$8,000.00 |
Place Design Parameters on the Floor |
Workers |
$8,000.00 |
Prepare Room Frameworks |
Workers |
$60,000.00 |
Install Structural Materials |
Workers |
$60,000.00 |
Divide Rooms as per the Requirements |
Workers |
$20,000.00 |
Create Structural Separations between the Zones |
Workers |
$40,000.00 |
Install Electrical Wirings |
Workers |
$20,000.00 |
Install Academic Equipments as Required |
Workers |
$8,000.00 |
Place Accessory Materials and Structures |
Workers |
$8,000.00 |
Install Computers and Other Accessory Equipments |
Workers |
$20,000.00 |
Finishing Electrical and Other Works |
Workers |
$40,000.00 |
Additional Works |
$80,000.00 |
|
Add Colours to Floor Rooms |
Workers |
$20,000.00 |
Add Colours to Room Exteriors |
Workers |
$20,000.00 |
Testing of the Electrical Connections |
Workers |
$20,000.00 |
Testing of the Safety Equipments |
Workers |
$8,000.00 |
Testing of the Academic Equipments |
Workers |
$12,000.00 |
Completion of Floor Redesign |
Workers |
$8,000.00 |
Handover the Project |
Workers |
$0.00 |
Project Closure |
$19,040.00 |
|
Review of the Project |
Project Manager |
$8,000.00 |
Project Appraisal |
Project Manager |
$4,800.00 |
Pay All Wages |
Project Manager |
$1,600.00 |
Stakeholder Sign Off |
Construction Manager, Finance Manager, Project Manager, Project Supervisor |
$4,640.00 |
Project Closed |
Project Manager |
$0.00 |
It is very much important to develop a suitable cost management plan in order to ensure the project costs do not exceed the total overall budget. Hence, the finance manager is assigned to monitor the project expenses and ensure no extra costs are occurring during the project (Ramazani & Jergeas, 2015). The project team is required to submit project finance report at the end of each week to the project finance manager that he will review and report to the management.
For the purpose of the project, procurement of suitable materials is necessary. In addition to the materials, it is also needed to be ensured that the quality of the materials is good enough to be used in the project (Walker, 2015). Furthermore, the overall quality of the project also needs to meet the specific design and construction standards and for that purpose, the materials used must be of the best quality but also at reasonable costs in order to avoid too much extra expenses in the project.
For the procurement of the materials, a procurement manager needs to be appointed who is not only experienced in marketing but also is able to identify the quality of materials bought from the vendors. During procurement, the following points should be considered.
Seller Background – Before purchasing materials from the seller, the procurement manager must analyze and check the background of the seller to determine whether he is reliable or not. Any seller with poor track record and background must be rejected.
Material Quality – The procurement manager must check the quality of the materials before purchasing them (Tyssen, Wald & Spieth, 2014). He can check the materials against certain quality standards and if they do not fulfill the standards, they can be rejected from purchasing.
Material Price – During the purchase process, the procurement manager must remember the project budget and ensure the purchased materials are not too costly and does not cross the allocated budget for the procurement.
The procurement can be done through the PO (Purchase Order) model in which, after all the verifications, the procurement manager will place a purchase order to the seller who will then deliver the materials and take payments for the same.
In addition to the material quality, it is also required to maintain a suitable quality of the project such that it meets the design and quality standards set during the planning of the project. Furthermore, before starting with the project, a Quality Control (QC) department needs to be set up who will be responsible for controlling the quality of the project outcome (Trendowicz & Jeffery, 2014). This department / team will monitor the progress of the project and conduct certain quality tests from time to time to ensure the quality standards are met. The team will also need to create weekly reports regarding the project progress and submit them to the management for further evaluation.
Another duty of the QC team is to monitor the work processes that are being executed every day during the course of the project. They need to determine whether the project is executed as per the predetermined schedule and the budget breakdown as defined earlier (Schwalbe, 2015). In case the project is lagging behind the created schedule, the QC team should escalate about the same to the management so that suitable change management actions can be taken to prevent any delay to the project.
There are several risks associated with the project that are listed as follows along with the management plan for each of the risks (Niazi et al., 2016).
Risk Description |
Chance of Occurrence |
Impact on Project |
Mitigation Plan |
Due to the construction work on the 5th floor, the other floors may get affected. |
Very High |
Very High |
During the construction and redesign work, special care should be taken such that the other floors are not affected during the works. |
The design may not meet suitable standards and hence, it may not be approved by the board or even the local council. |
Medium |
Very High |
During the planning phase, the design should be finalized and verified; license should be taken from the council to go ahead with the project. |
The project expenses may result in budget overshoot due to uncontrolled expenditure during project work or occurrence of unforeseen accidents |
Medium |
High |
The quality control team should monitor project work and ensure the budget is spent as per the planning. There can be some additional budget that is kept for contingency situations. |
Before the project is handed over and rolled out, the following approvals are needed.
Approval From |
Approval For |
Signature of Approver |
Management Board |
Proceed with Project |
________________________ |
Local Council |
Construction Work at 5th Floor |
________________________ |
Management Board |
Start Execution of the Project |
________________________ |
All Stakeholders |
Final Handover |
________________________ |
Conclusion
This report is used to develop a suitable project plan and define all the necessary parameters of the project. The main objective of this project is to redesign the 5th floor of OPAIC and the management has asked to form a project management team who will take care of the project. The overall quality of the project needs to meet the specific design and construction standards and for that purpose, the materials used must be of the best quality but also at reasonable costs in order to avoid too much extra expenses in the project. As per the initial estimations regarding the project, a total time of 165 working days are required along with an overall budget of $554,240.
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