Executing and Controlling Project

Question: Describe the process used by a project team to undertake the work according to the agreed scope management plan and how changes to scope should be managed. Attach a flow chart and describe the steps? 1. Description of used process by project team to undertake work according to scope management plan and changes that managed scope2. Importance to report instances of non-compliance with the scope3. Methods that used to control the project schedule4. Description the process of project activities are documented and evaluation of determination the compliance with agreed quality standards5. Tools and Techniques of monitor and report on cost throughout the project execution6. The performance of team member and contractors involved in a project evaluation7. Information management and communication methods are commonly used to keep all relevant parties8. Outline of risk management in project9. Outline of process of project management that conducted on a project10. Outline of procurement management process Answer: 1 . Description of used process by project team to undertake work according to scope management plan and changes that managed scope In order to undertake the work to scope management plan during the project, project management team the following process with application of skills, knowledge, techniques, tools with broad range of activities (Bredillet, 2010). Figure 1: Process of scope management plan (Source: Martinsuo, 2013, pp- 795) Initiation Process: This part was used by the project team in terms of making the idea of project and examines the benefits from the project to organization. During the initialization stage, decision-making team properly identified the realistic of project regarding completion. Planning Process: The project team outlined as well as writing the scope of project that required to be performed. In this particular process, project team calculated the budget, prioritized the project and made schedule. Execution Process: The management staff of the project provides individual responsibilities into the team members and allocates the resources of task based on individual as well as group (Brewer and Dittman, 2013). Controlling Process: This part was most critical and important phase in terms of executing the project successfully. Project management team compared the status of project with actual progress plan. During the controlling process project, management staffs adjusted the schedule and takes necessary steps for project completion (Collins, 2010). Closing Process: After complete the project, management team evaluated the necessary steps in order to highlight the success of project as well as learn from the project. 2. Importance to report instances of non-compliance with the scope Report instance of non-compliance with the scope is an important aspect of the project regarding safeguard system. Holzmann (2013) argued that it is also helps in establishing required mechanism for determining the non-compliance with the scope of the project itself. Apart from that, non-compliance is necessary in terms of distinguishing between the less serious breaches and safeguard breaches that have actual significance. Moreover, non-compliance with the scope is also helps in understanding the issues related to the project through adopting guideline. After deciding the breaches, non-compliance sufficiently report to the board member of the project (Dalcher, 2011). On the other hand, Safeguard breach in the project constitutes non-compliance with the scope of project. 3. Methods that used to control the project schedule In order to control the schedule of the project, project management team has to implement five basic steps such as progress reporting, performance measurement, project management software, variance analysis and schedule comparison bar charts. These methods allowed the project team in controlling the project scheduled in undertaken project for the organization. Progress Reporting: According to Huemann (2013), progress reporting provided the information of current scheduling including start and finish date. Apart from that, progress reporting schedules the activities of remaining time of unfinished work. Within the undertaken project, management has to take total responsibility of periodical reporting of the progress of project. This template can create consistency of organizational components that relates with the project. Performance Measurement: Hydari (2013) opined that poor performance of the workers may changes the project schedule such as delay to deliver. However, performance measurement tools allows in producing the Schedule Performance Index and Schedule Variance. Apart from that, performance measurement provides the required corrective action that is the important part of schedule control for any undertaken project. Project Management Software: For schedule control, various types of project management software such as Basecamp, TeamLab, Kapost, etc plays the important role within the undertaken project. Project Management Software allows the project management team in tracking ability of worker and comparing the actual dates with the planned dates (Doloi, 2011). Apart from that project, management software helps in forecasting the project schedule changes as well as makes real the schedule that is the useful tool of schedule control. Variance Analysis: It is the key function of schedule control in any project. Variance analysis allows the project management team in analyzing the monitoring process of scheduling. Furthermore, variance analysis compares the target schedule dates with the finish date as well as actual dates of start. Schedule Comparison Bar Chart: Use of bar charts with comparison increase the activity of schedule and control in a better way. Set of bar charts in the project management process allows the team member of displaying the status as well as the other status that approved as a baseline of project schedule. 4. Description the process of project activities are documented and evaluation of determination the compliance with agreed quality standards Hllgren (2012) suggested that the process of documentation and evaluation in terms of generating standard quality of project is a broad area. Several steps have to adopt and implement into the project in terms of developing documentation of project activities. These are Stakeholder Analysis: This is the most important part in documenting project activities. Stakeholder analysis helps the project manager in understanding the actual perspective of involved stakeholder. Objective Analysis: Project management team has to fully involve with the objectives of project and analysis the meeting of traditional beliefs. Apart from that, need to observe the friction and interactions of project objecting in terms of documentation of project and evaluate it to determine the compliance that generates high standard quality. Interview: Project manager has to visit stakeholders and other member who related with the project and take face to face interview about their own decision. Background Information: Project team needs to collect information from open sources such as journals, books, articles, interview experts, websites, etc in terms of documenting the context of the initiative for change (Gladden, 2010). Organize moments and share findings: In order to document the project activities and evaluate it for increasing standard quality of project, need to organize moments of daily activities as well as analyze the patterns and trends of project Apart from that, project management team has to share the findings of complete project into a rapid destination. 5. Tools and Techniques of monitor and report on cost throughout the project execution In order to monitor and report on cost throughout the project execution following tools and techniques are valuable and essential in terms of managing costs efficiently Budget and Planning: Journal (2013) argued that managing costs means meeting the budget. This process calls cost estimation. Two different components such as estimation of the scope of the work and cost for each complete task. Planning: Need to prepare the project plan through assembling the estimation of cost and scheduling activities. Earned Value: In order to manage the cost of project effectively, need to identify the value of the work that is very much helpful in accounting the technique commonly. Therefore, through the process of earned value, project management team can able to changes quickly that is essential for the success of the project. Time Management: This is also an important technique that effectively manage the cost of project. Project manager has to take full responsibility in managing time through properly work schedule. 6. The performance of team member and contractors involved in a project evaluation The team member and contractor of the project fully involved in various processes for evaluating the project such as Contractors and team members helps in identifying the objectives of performance evaluation such as improvement of customer relationship, resolve the issue of mid-project, increase project performance in future, etc. Team members and contractors identifies the evaluation scope of project through several analysis like bottom-up, top-down, customer, peer to peer, etc. Choose the participants Select the mechanisms of performance measurement such as interviews, formal meetings, surveys, etc. Analyze results of evaluation such as weakness, strengths, etc. The most important role that played by the team members and contractors in evaluating the project is application of results evaluations that required to suit the objectives identified in performance evaluation like customer relationship management, address issue, etc. 7. Information management and communication methods are commonly used to keep all relevant parties In order to keep all parties informed and submit daily report about the project, several tools and techniques were required for successfully complete the project. For effective project management, various tools and techniques are available that facilitate the effective as well as efficient communication individually. Within the project, team members along with the project manager implement various types of communication and information management that are the key of influencing success of the project. Within the project, there were two types of communication methods available such as active and passive. Active communications are mainly used regularly. Following are the active communication methods that help in keeping all parties into a single chain Face to face formal meeting with the stakeholders Formal meeting through video calling using social media technique such as Skype, Gtalk, Facebook, etc Telephonic conference with the stakeholders In order to deliver presentation based activities, project managers commonly used webinars Standup presentation On the other hand, Kapsali (2011) argued that there are several passive communication method that allows the project management team in keeping all parties with the project scope. These are Websites Email Table top presentation Blogs Web Cast Pod Cast Intranet bulletin boards Project Newsletter (Based on paper) In order to ensure the all information is timely, accurate and relevant, project team has to align report with the overall strategy that must support to the objectives of that particular organization. Apart from that, project team has to look for efficient leaders that consider the opportunities of the project (Turner, 2012). Furthermore, need to set time for transforming as well as closing the system and properly plan for the submission of work. The most important thing that required to ensure all information timely, relevant and accurate, project team has to evaluate the alternative operating models. 8. Outline of risk management in project In terms of managing risk in the project, need to maintain the following criteria such as Involve risk management part with in the project: It is an essential as well as important art of managing risk over the project. Involvement of risk management plan into the project, project manager is able to make several benefits that increases project approaches. Apart from that, risk management plan allows the project team in developing methods for handling the out risk. Identification of risk early: It is the responsibility as well as quality of project manager to identify risk early (Kodukula, 2011). In terms of identifying risk early within project, project manager has to maintain two different resources such s paper and people. People within the project are the team members or investors, therefore, manager of project has to co-operate with each and identify the expectation as well as demand of the team members. Apart from that, need to use paper for documentation. Daily documentation of project allows the project manager in identifying risks properly. Communication: Appropriate communication allows the people in identifying the frequent risk for project. Good approaches help in identifying risks properly. Clarify ownership issues: Project manager has to clarify the lists of risk within the project. Apart from that, project manager need to take responsibility of engaging business unit, suppliers, departments and much more into the project (Throndson et al., 2012). Register Project Risk: Project manager has to maintain the risk log enables. Using perfect communication tools project manager has to inform the stakeholders and team members about the ongoing process of current project. 9. Outline of process of project management that conducted on a project In order to conduct the project, project team has to involve several essential phase before starting the project. Apart from that, Kutsch and Hall (2010) depicted project manager has to involve suitable skilled for in project and set up the phase of six key steps such as establishment of terms of references, development of project office, development of business case, perform phase review, appointed a project team and undertake the feasibility study. For planning the project, need to involve 10 different steps such as development of project plan, development of resource plan, development of financial plan, create quality plan, perform phase review, develop a procurement plan, conduct suppliers, create risk plan, development of acceptance plan and develop communication plan. Apart from that, in this process project team determined the required resources of the project. In this mean time, project management team brought up the information that was very much important with the project ( Maylor, 2010). In order to execute the project, project manager has to plays various responsibilities such as development of deliverables, monitoring and control time, risk, quality, procurement, change, acceptance, etc. 10. Outline of procurement management process For managing the procurement within the project, need to maintain following steps Requirement Analysis: In order to manage procurement, the role of project manager is to identify the optimal solution whether procurement provides Funding Approval: Project manager has to develop the business case for funding and determine the scope of project (Martinsuo, 2013). This process is the integral part of documenting project and evaluates it to determine the standard quality of project. Service Provider Selection: For managing procurement, awarding the contract, negotiation with the suppliers and evaluate the responses of stakeholders. Contract Management: Project manager has to take the responsibility of managing performance and transition between the contracts. Project procurement plan: Ensure the strategy in accordance to achieved the objectives and determine the objectives for approaching the market. 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