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The task is to identify specific projects to achieve two relevant objectives for the current financial years. The objectives are (1) Reduce the movement of the staff from the premises during lunch break which is currently creating congestion issues in the local area, and (2) Help the staff to develop a healthy lifestyle which the organisation believes is part of their Corporate Social Responsibility (CSR) and will also reduce staff absenteeism.
Before going to the main task, it is proper to lay material facts to work on, to wit:
NATURE OF BUSINESS : Manufacturing
LOCATION : Based in the Midlands
It has office and factory on an extensive sites in various buildings
NUMBER OF EMPLOYEES : One Thousand Two Hundred Fifty
Composed of two classes of workers: the office staff and factory workers
After analyzing the scenario given above, this first task shall be divided into the following: (a) Identification of Specific Projects; (b) Selection of the Project; (c) Timescales and Budget; (d) Evaluation of Methodology and finally, (e) the Management and the Administration of the Project.
IDENTIFICATION OF SPECIFIC PROJECTS
Analyzing the two business objectives, projects to be conceptualized in the organisation should actually respond to four essentialities: firstly, the need to reduce movement of staff from the premises during lunch break; secondly, decongesting the local area during this hour; thirdly, projects should also develop healthy lifestyle among the staffs; and finally, projects should reduce absenteeism.
It is respectfully submitted the following are the appropriate list of projects that met the objectives provided:
A Dining Hall Project
As stated, the manufacturing industry with relatively numerous employees, lack onsite catering. This might be the best reason why employees loiter and creates congestion issues in the midland local area during the lunch breaks. They seek a place to dine.
A dining room or other suitable place for eating is required where employees consume meals in the place of work. This would minimize if not eradicate employees movement during lunch break
Recreational Hall Project
Ewa Kern-Jedrychowska, DNA Reporter/Producer, wrote that in Long Island City, Queens Office workers have their lunchtime Dance Party. It was said it was first in the city and inspired by a European trend. Workers have a little fun; have a little lunch and little dancing. It is to be noted that here the party is a alcohol-free and dance lovers can't talk about their jobs. Positive feedbacks were gain by this concept.
In the study conducted by April Everett (MLIS Student at the University of North Carolina at Greensboro), fun that is an outgrowth of a positive organizational culture may be used to enhance the goals of the organization while increasing an employee's commitment and satisfaction with his or her job.
Studies suggest that workplace fun may be an inexpensive, profitable mechanism of engagement that correlates directly with increasing employee job satisfaction, cultivating morale, and improving quality of customer service.
Job satisfaction can profoundly affect life satisfaction while conversely; job dissatisfaction can affect "physical and emotional health, which may lead to tardiness, absenteeism, and turnover."
SELECTION OF THE PROJECT
In the given scenario, it is noteworthy that currently there is no onsite catering. Hence, the best way to solve the dilemmas of staff movement and congestions is to provide for one, to build or provide for a Dinning Hall. It shall be called Project Cafeteria.
TIMESCALES AND BUDGET
In planning a timescale it should be realistic and not so ambitious. If at all possible you have to plan for some leeway. If you have been given a fixed deadline, make a plan or strategy to have it a head of the given date, and try working back from that previous date. The project that are behind schedule and carried out in un-appropriate time will give so many problems in the long run. In addition to this, failure to meet the financial requirements like poor budgeting or it can over run the finances in the said project can lead to significant problems. Having said this, several organisers/planners are trying their best to bring out projects as fast as they can and in more cost-effective way rather than it is convincing. It is a good attitude to be ambitious and having high goal, but doing the plan and it is devoid of proper judiciousness and accountability is bizarre. When problem sets inn in any area of the "exaggerated project", investors and executives have a tendency not to query an over-ambitious plan, but they will hurriedly make very ruthless decisions in the process. That is why it is wise to exercise a little realism/practicality at the beginning of a project concerning financials and timescales, in order to prevent huge problems in the future.
This is a projected timeline and the corresponding estimated budget.
Project Management Timeline
Develop project management timeline
Identify planning team
Schedule first planning team conference
Develop exercise budget (e.g., personnel, contractor, overtime, supplies, etc.)
Concept & Objective Meeting (C&O)
Determine exercise scope (threat/hazard, participating agencies, objectives, etc.)
Initial Planning Conference (IPC)
Develop sign-in sheets for workers
Determine scenario (i.e. venue)
Assign responsibilities and due dates for each task
Final Planning Conference (FPC)
Develop sign-in sheets
II. Design and Development
Identify design objectives
Identify the threat/hazard
Identify the venue
Determine weather conditions (i.e., pre-determined or real-world)
Determine date and time for scenario to take place
Develop Execution Plan (EXPLAN)
Develop Evaluation Plan (EVALPLAN)
Develop Procedural Flow (PROFLOW)
Develop Execution Evaluation Guides (EEGs)
Develop execution schedule
Develop identification badges (i.e., for construction workers)
Provide secondary device for render-safe procedures
Procure perimeter signage
Identify Safety Controller
Develop rules of engagement
Determine real emergency procedures (i.e., code word or phrase)
Develop safety policies (i.e. inclement weather, heat stress, safety plan, etc.)
Determine exercise staff requirements (i.e., no. of workers)
Develop After Action Report (AAR)
Develop AAR letter of transmittal
Access things that needs to improve
V. Improvement Planning
Develop Improvement Plan (IP)
Project Management Budget
This is the projected expenses and it estimated amount. It is necessary likewise to indicate the actual amount as the project progresses.
Concept and Objective Meeting
Initial Planning Conference
Final Planning Conference
Design and Development
Exercise Site Areas
(Licensing and Permit)
This Project Cafeteria aims to hit the organization's objectives as well as a way of exercising their Corporate Social Responsibility (CSR). In the evaluation stage the after action report should be conducted. It should be communicated all committee organized to execute the Project. It shall include those lessons learned and best practices in accomplishing the Project.
MANAGEMENT AND ADMINISTRATION
This pertains to the creation of committees. The project manager has developed structure to organize at all stages of the Project. It incorporates therein the main task and responsibility thereof. Should there be any problem unforeseen it should be work hand in hand with the Improvement Committee to be coordinated with the Over-all Project Manager.
OVER-ALL PROJECT MANAGER
FOUNDATION DESIGN IMPLEMENTATION CLOSING
COMMITTEE COMMITTEE COMMITTEE COMMITTEE
Timeline Management Identify Participants Briefings Conduct after action
Planning Team Identify dilemmas Control Check conference
Budget Team Venue, Time Check Evaluation Team Develop improvement
Concept Team Refreshment Team - After Action Report Plan
- Meeting Organizers Documentation Team -Transmittal of Report Monitors the
- Agenda and Minutes - Controller - Access to Report improvement
- Procedural Flow
- Dissemination of
TASK 2: DETAILED NOTES
This Project Cafeteria shall be owned by the Manufacturing Organization. It shall be operated not by the employees neither the organization but outside catering business. The Cafeteria should be erected within the premises of the company to avoid congestion in the local area in the midland where the factory is located. It shall be opened to the bidders in said industry (food industry: catering business). The lowest bid per food serving shall be awarded the operation of the cafeteria. The duration of the operation shall be under the terms and condition under the contract. A year prior to the agreed term, project manager shall conduct a survey among the employees regarding the service during duration of the operation. If the survey found to be in favour of the food caterer, then it shall be renewed under the same term. Conditions may however be change after the term of the contract. If the survey found to be otherwise, public offering will then be held for the bidders for the new term.
A. Assess Alternative Project Team
The advantages of having a team are the following: (a) it creates division of labour that makes the complexities of the task simpler; (b) the classification of committee and team within such committee make the project realistic; (c) According to Laura Dallas Burford, it makes project management comprehensible and feasible for people and organizations; (d) Presents instructions in a sequence way and aiming towards working and generating a project management framework for the company by assisting a project manager or team member and (e) Includes project scoping, negotiation and planning, estimation, monitoring and control, the role of ingenuity, and the importance of lessons learned.
B. Interpersonal Skills
According to Dr. Anthony Yeong, Interpersonal skills assist project managers to manage project effectively. Interpersonal skills are vital to the successful outcome of a project. Process of communication, conflict management, motivation and leadership are necessary for team building.
Conducting regular meetings and making agenda are part and parcels of bridging gaps and allowing communication barriers collapse. Communication can make or break project success. This is the essential if not the primary concept in interpersonal skills.
C. Quality Management Process
Every time you plan and wanted to improve the quality of your work in a specific project or task may it be small or big, Quality Management Process will be used. Either you are generating deliverables as part of a project or operational team, an effective quality management and quality assurance process will be valuable. By implementing this Quality Management Process, you can guarantee that your team's results meet the expectations and needs of your customer.
A Quality Management Process is a set of measures that are followed to make sure that the pieces of work made by a team are "fit for purpose". The start of the Quality Management Process involves setting quality targets, which are agreed with the customer. Followed by, project planning by using appropriate tools. Discussion of the project plan to your project team or to any interested party. Afterwards, agree and delegate on the project plan. Encourage team member to work on a given task in their own discretions but in accordance to the set objectives. Then check, measure, monitor and review the project progress and if there are any changes, discuss it with the project team. The next step is completing the project and reflecting on the mistakes that had happened. Lastly is to follow-up the project but traditionally this stage is part of the project completion as well.
Managing Project Change Proposals
If there are changes on the project that we are planning to make, the contractor head team should be given a guideline on how to react on the laid down changes. It should also mention the limitation of the desire changes, for both project team manager and the head contractor.
Changes can be requested by the team manager at any time. Nonetheless the contractor team doesn't give 100 percent assurance that modification will be applied and there is also no warranty about a time span on how immediate the change will be implemented. If the head contractor requests a requirement change, the project manager has to discuss the terms and conditions of the change. And then the outcome of the negotiation must at all times lessening the initial requirements. The head contractor explains this position to the project manager at the beginning of the negotiation. The project manager explains the significance of the suggested change. The head contractor suggests one of the identified options that could be let go in order to put in place the possible changes. In doing so, the pros and cons in the changes must be laid down and understood. The project manager has then to decide whether he can accept the change or not. If not, the head contractor suggests another option. The new requirement is then prioritized by the project manager. At the end of the day, if there is need for changes the project manager is responsible for the decision making.
Some issues and risk that may impede the project
If the project manager wish for a change (in relation to the project)
The project manager has been identified that the project is Off-Specification
Raised questions that need immediate resolution
Someone has delivered a statement of concern
For the risk:
People that you have assigned to the task is not familiar on the technology
cannot meet the financial deadline
Project monitoring and control system
Project managers' monitors and assess the work of junior team to make certain that workers complete tasks within a given time. They are doing this to avoid price overruns and runaway budget shortages. Not only this, risk management, establishing adequate controls and procedures are also the concern of the project leaders; in order for them to pinpoint and give remedy to the operating exposures. Proper risk appraisal and management procedures aid a project coordinator improve the chances of successful completion. Further more, companies appraise existing projects to pin down remaining inefficiencies as early as possible. They use project appraisal as a foothold for profit management and strategic growth. This is because fruitful projects form personnel's confidence and generate an occupational environment favorable for productivity enhancement. And also project managers depend on appraisal techniques and risk-management procedures to run tight ships. They use these procedures to guarantee that work is moving ahead according to plan and that potential exposures do not disrupt task development and completion.
On the other hand, project monitoring system is needed in order for the project manager to have different checks and balances thus guaranteeing achievements of planned targets. By the use of "software technology" it is being used for project monitoring like for reviewing and updating the charts that has been used, billing purposes and accounting, and even internet communication. So through this devise we can control the progress of the project. We can create a bar chart for example and record its progress, and it should be discussed everyday and updated weekly. Another way of controlling the progress of the project is by site meeting, we can do this by daily briefing system by project manager to the site engineers. Through these meetings we evaluate the present days' progress and plan for the following day. In addition to these meetings, we have meetings with the management/consultant at necessary interims to apprise on the subject of problem and difficulties encountered at locations of the project. Day to day requirement of skilled, semiskilled, unskilled labour, different construction material with essential quantities and other various requirements and even issues arising in the course of project are discussed.
Furthermore, the project manager should have time to check the progress of activities against the plan. Review performance regularly and at the stipulated review points, and confirm the validity and relevance of the remainder of the plan. Adjust the plan if necessary in light of performance, changing circumstances, and new information, but remain on track and within the original terms of reference. Be sure to use transparent, pre-agreed measurements when judging performance. Identify, agree and delegate new actions as appropriate. Inform team members and those in authority about developments, clearly, concisely and in writing. Plan team review meetings. Stick to the monitoring systems that have been established. Probe the apparent situations to get at the real facts and figures. Analyse causes and learn from mistakes. Identify reliable advisors and experts in the team and use them. Keep talking to people, and make yourself available to all at all time.
In order for your ideas to become reality various activities must be undertaken to ensure your building project has a successful outcome. Once the feasibility is complete, the detailed design starts. Planning permission is applied for and the specification of works prepared. Selecting the right contractor, sorting legal contracts and managing the construction process are all part of the project management service. The final stage is commissioning and handover.
Commissioning and Handover
You can be assured that your project will be finished to the highest possible standards and build quality, including the finishes and decoration, where appropriate. Project management service will create a snagging list by comparing the specification of works to the actual construction. Any areas which do not meet the requirements of the specification will be added to the list and discussed with the contractor. Project management service will request the contractor to carry out any snagging works and ensure they are completed to your satisfaction. Commissioning tests will take place to check electrics and, where appropriate, heating, hot water and gas supplies. Once project management service is in receipt of all the various certificates, the handover process of the building will take place.