MANAGING PROJECTS

ASSIGNMENT CODE SIM335

University of Sunderland - Faculty of Business and Law

Submission date 10 Aug 2010

Lecturer: Michael Dawson. Student: Benedict Kimbache Page 1

 TABLE OF CONTENTS

INTRODUCTION

TASK 1

1. Project Network Diagram (PND)

2. Determination of timing of activities and Total float
3. How to determine Project duration and Critical path
4. Calculation on the earliest start date
5. Effect on late start (delay) of the project
6. Rationale of Network diagrams

TASK 2
Report on Project management perspective

CONCLUSION……………………………………………………….

REFERENCES……………………………………………………….

APPENDIX…………………………………………………………….

Lecturer: Michael Dawson. Student: Benedict Kimbache Page 2

INTRODUCTION

In this assignment I will critically deal with two projects which I can categorize both to
be in the same industry that is entertainment. The whole assignment will highlight the
different approaches to project planning and control and will further look at
management of resources particularly scope, time, quality and cost.

In the first task I will deal with the concept of project planning and control in Harman
Ltd. In this I will look at important concepts like Work Breakdown Structure (WBS)
and Critical path analysis (CPA).

In the second task I will play an important role as Project Manager (consultant), by
preparing a report which will advice Woods Limited in one of its music event. My role
will be to manage project processes in general including WBS, dealing with
leadership/administration by making sure the project meet all here fundamental
dimensions that is cost, quality and time.

In managing these projects I as a manager/consultant I will make sure the projects

meet specific objectives within definite schedule, cost and performance parameters.
The process and functions will be controlled by observing the performance in relation
to plan to achieve organisational objectives.

Lecturer: Michael Dawson. Student: Benedict Kimbache Page 3

TASK 1

1). Project Network Diagram (Activity on node)

A Project network diagram (PND) is a diagrammatic representation of a program or

plan for a particular project (or part of a project) that shows the correct sequence and
relationship of activities and events required to achieve the end objectives. James M
et al. (1990 pg. 10).

Now Lets apply theory of project network diagram to draw AON using a tabulated
details from the question. NB the PND is on Appendix 1

2. Determination of timing of activities and Total float

The timing of activity is obtained by working on ‘forward pass’ through a network

diagram from start to finish/end of project. Also the timing of activity is done by doing
a backward pass. Details of how can be done is analyzed here under.

Forward pass
The forward pass helps to determine the Early start (ES) and early finish (EF) foe
each task. It is so named because it involves working through a network diagram
from start to finish. Eric Verzuh (2003 pg.119)

The forward pass is calculated /quantified as follows:

 Establish earliest start time (EST) this can be either day one or the specific
date of the month. For my case using activity schedule table the EST is day 0
which appear on the top left corner of activity A.
 Establish Earliest finish time (EFT), this is inserted on the top right corner of
the node and obtained by adding duration of the activity to earliest start time.
Going back to our table this give us A=EST for A+4= 4.Tthis formula goes on
for the succeeding activities to the end of the project.

Lecturer: Michael Dawson. Student: Benedict Kimbache Page 4

 Rule(s)
In case there are 2 or more preceding activities then the big figure of EFT will be
taken as EST for succeeding activity(s).

Backward pass

A backward pass is performed by beginning at the end of project and move

backward.

Latest finish time (LFT) of final task (for this case Activity Q) = Project duration

The latest finish time (LST) of activity Q=earliest finish time (LFT) of Q, in this case
LST of Q is day 83.

The latest start time of activity Q is the difference between EFT and activity days.
Coming to succeeding activity which is activity P, LFT of P= LST of Q.

Rule(s).

In backward pass in case there are 2 or more subsequent tasks the lowest figure in
latest start time (LST) is taken for latest finish(LFT) for succeeding activity. This can
be seen on activity I and J, where day 34 which is the lowest were taken as LFT for
succeeding activity H.

Total Float

The term float which can also be termed slack of an activity is the amount of time
that the activity can be delayed without causing a delay in the project. Michael W.
(Third edition).

TF= EFT-LFT for example for task A float is 0, task C float is 10.

TF= Float of activities (A+B+C+………..+Q)

TF= 0+10+10+0+0+0+0+0+0+1+0+0+0+0+67+0+0+0

TF= 88days.

Lecturer: Michael Dawson. Student: Benedict Kimbache Page 5

3. Determination of Project duration and Critical path

Project duration

Project duration is the number of calendar periods it takes from project launching/
execution of activity, from start to project end.

In this PND by looking at the earliest finish time (EFT) of the final activity, our project
duration would be 83 days.

Critical path

Adedeji B. (1996) defined Critical path as the path with the least slack in the network
diagram. It has also been defined as the series of activities that have zero float.

Also critical path can be defined as sequence of tasks that forms the longest duration
of the project.

In this case our critical path, is the longest (in duration) path through the network is
A-E-F-G-H-I-K-L-M-N-P-Q with these numbers of days in those critical activities
4-9-17-27-34-40-47-61-69-72-80-83.

4. Calculation on the earliest start date(EST)

If the project starts on the Monday 21 February 2011 the earliest date it can be
completed using a 5 day working week will be calculated as follows. (Assumption no
other holidays).
Data
Project duration 83 days
Start date 21 Feb 2011
Calculation
Using 5 days working week in a project duration of 83 will give us 16 weeks of 5
days each and 3 days.
By using a calendar when we go forward 16 weeks and 3 days from the start the
earliest possible completion time would be 15 June 2011.

Lecturer: Michael Dawson. Student: Benedict Kimbache Page 6

5. Effect on late start (delay) of the project

a) A 2 day delay during activity O would have no effect at all in the project duration
simply because activity O has 67 floats. The activity can be delayed even for a 2
months and will have no effect on the overall project completion date.

b) If Activity Q is delayed 1 day, will have serious effect on project duration, as

activity Q is on critical path with zero float, a late start for 1 day will increase the
overall project time from 83 to 84 days.

c) A 1 day delay during activity D will affect the whole path as activity G which
succeeding activity D will not start on time hence the whole activities along the
critical path up the end will be affected accordingly.

6. Rationale of Network diagrams

A project network diagram (PND) is a roadmap of the sequence of activities needed
to complete the project work.  Teresa Luckey, et al (2006 Pg. 176).

A PND is a very useful tool in project management with a number of purposes as

listed below.
PND enable to visually sequence the work, by doing so a manager/planner can
estimate more accurate durations
 
A visual representation of PND can make educated decision on project timing,
forecasting and labour assignment.

PND can help to see which tandem task to be done along with other activities while
others must happen in a particular order.

As I have said earlier PND can visually show which tasks are more complicated and
tricky to handle (i.e. those which are critical). This can help to make decision by the
manager to assign more experienced staff. This is time saving rather than thinking of
training someone else to do the job.

Lecturer: Michael Dawson. Student: Benedict Kimbache Page 7

PND it visually shows the progress of the project being carried hence helps in
monitoring and evaluation.

PND also helps in budgeting decision on those activities being carried. Another
purpose of PND as written by C. K. Mustafi, (2006), is that although the main focus
of network Diagram in a project is time management, it can also be used for financial
or cost planning. Such cost planning or cost scheduling helps to introduce budgetary
control and cash control in the project.

Lecturer: Michael Dawson. Student: Benedict Kimbache Page 8

TASK 2

REPORT

On

Project Management Consultation on Music concert

Submitted to

The Music Concert Board members

Jan 2011

Prepared by: Asma Kombe

Introduction
A rock concert is entertaining, fun and electric for the audience, however is
something tough and painstaking project for organiser by making sure everything is
well planned and coordinated for the best of the audience but also by making sure
the project is on schedule and within the budget.

To make it possible it needs a great deal of project managerial skills, knowledge and
participative and consultative leadership style to make it successful.

In this task I am responsible to outlining activities required to successful manage the

said project event, along with analysing the skills and competence required by
Project Manager and the whole concept of project managerial process.

Skills required by a project manager

A project manager needs to have a vast and range of attributes to make sure that
customer are satisfied and work scope is completed in a quality manner, within
budget, and on time.

Lecturer: Michael Dawson. Student: Benedict Kimbache Page 9

  Adequate knowledge base, attitudes, Positive feeling and an open mind
regarding a fact or state. (David I. et al)
 Primary responsibility for providing leadership in planning, organising, and
controlling the work effort to accomplish concert’s performance project
objective.
 Being ‘leadership focused “The project manager provides the leadership to
the project team to accomplish the project objective” (James P. Clements
2008, pg. 291)

James P. Clement in his book Effective project management analyse the following
as skills needed by effective project manager.

 Be able to define the project objectives, and reaches agreement with the
customers on this objective.

 Be able to communicate objective to the project team in such a manner as to

create a vision of what will constitute successful completion of the objective.

Project management concern

In project management there are a number of concern and issue which need to be
dealt along with my project team for the whole period of project life, to prevent
likelihood of sluggishness of the project.

My main duty will be to listen and deal with any issue which will arise. Moreover I
have to consider the performance and whole project conduct is customer focused.

Risk assessment is another concern and the hardest part of any project
management plan. As a manager I will make sure there is a system in place in
identifying risks, assessing risk, and risk mitigation.

Staffing is another priority to deal with, I have to look at staff skills and level of their
skills and knowledge to make sure they deliver results.

Lecturer: Michael Dawson. Student: Benedict Kimbache Page 10

Moreover I have to think of hiring technical expert to accomplish the project who will
deal with musical instruments.

Project stages.

The project life cycle consist of 4 phases, Project Initiation, Project Planning, Project
execution, and Project closure (See appendix fig 2, 3, 4 & 5). In this task I will not
discuss every single stage.

Although feasibility study has taken place, still I would need to countercheck
technological requirements, internal capabilities, goals and objectives, cost and
estimates, to make sure everything is on the truck before a kick off.

An initial and planning stage almost goes together. In these project stages the
following analysed activities will take place and will be my guideline which will help to
build a representative visual network diagram for accomplishing the tasks. (See
appendix 6 for outlined activities discussion).

Processes control and administration

Process Control

In this task we will have system in place to monitor the progress of processes and
execution at each stage to make sure things goes as per plan.

Processes here we mean pre-planned specific tasks that have to be done over the
course of the project.

AS this is a small project in terms of project life cycle and complexity PRINCE 2
would not be ideal for this project processes control, instead other monitoring and
control means will be applied.

Also we will create a suitable reporting style, where the information will be shared to
project team/board and project sponsor to monitor progress.

We will have a system in place to make sure there is audited Planning and budgeting
for the concert to take place.

Lecturer: Michael Dawson. Student: Benedict Kimbache Page 11

Also the management will have procedure and technique in place that helps
reducing risk, risk avoidance, risk transfer and risk acceptance.

Leadership

Project board

Project board also known as project steering committee, is the top in structure,
responsible for decision making. The board will delegate a day to day management
to project manager. The board will also be responsible for the authorization to start
the project initiation and to start implementing the project and Closing of the project.
The board will also be responsible to back manager’s decision.

For this project we don’t need a board which will swallow a big number of board
members due to less complexity of the project.

Project Manager

A PROJECT MANAGER may be defined as the individual who has the responsibility,
authority and accountability assigned to him or her to achieve safely the project
objectives within the agreed time, cost and performance/quality. Albert Lester (2007
pg. 6)

The project manager is responsible for managing the project on a day to day basis.
He or she will either do directly or closely oversee, planning of the project, clearly
defining the task and responsibility for the project team, to monitor, and evaluate
every stage of the project, management of risk, to focus on project profit and loss, to
communicate with shareholders on the progress, closely working with project team to
make sure each activity meet deadline and managing closure of the project.

Project champion
I wouldn’t recommend project champion for this project.

Project team

A team is a small number of people with complementary skills who are committed to
a common purpose, a common set of performance goals, and a common approach
for which they hold themselves mutually accountable. Anthony T (2006).

Lecturer: Michael Dawson. Student: Benedict Kimbache Page 12

As project manager I have a sole role to identify all team members and clearly define
their roles and responsibilities. The project team is a critical stakeholder of any
project, and the project leader will do well to look out for its interests even before it is
assembled Anthony T. (2006).

As a PM consultant I will make strong team, by equipping them with the necessary
skills, info and guidelines to make them able to deliver results according objectives.

Stake holders

Stakeholders are important part of any project, due to its roles in execution. Stake
holder is any group or individual who can affect or is affected by the achievement of
the organization’s objectives (Freeman 1984:46).

As a project manager I am responsible of identifying and managing stakeholders,

these are my project team members, sponsors, media, music lovers and public in
general.

Project administration and control problems

Good administration and control is vital responsibility in an organization for a better

performance.

Project administration refers to support, planning, documentation, time recording,

cost monitoring, billing and evaluation for projects. Project administration delivers not
only key performance indicators but also a current overview of the project status,
project progress, costs and budgets. Actano: Glossary [Online]

http://www.actano.com/20911_EN-What%B4s_new-Glossary.htm#P. [Accessed on
08 Jan 2011].

In controlling the actual results will be compared with the plan and objectives of the
project.

Field and Keller point that “Monitoring and control are the project manager’s
predominant activities during the main execution phase”

Lecturer: Michael Dawson. Student: Benedict Kimbache Page 13

Monitoring and reporting/Managing issues and change

Monitoring show progress toward project objectives, monitoring deviation from the
plan, and taking corrective actions to match progress with the plan Kathy Schwalbe
(2009 6th ed. Pg 1110).

As the project life cycle will take not more than 4 months (normally music concert
takes 2-6 months-from preparation to performance) report will be given to board
members by project manager on monthly basis for the first two months, there after
the following months will take place on weekly basis prior to performance of the
concept.

Daily operation report among the core project team members will be given to the
head of section/supervisor who will also have to report to project manager.

Most of the projects have some changes happening during the course of the project
from the start to finish. As project manager I have to avoid this to happen at least at
the start up, however I have to anticipate of changes.

Dennis Lock (2007 9th Ed. ) defined project change as: departure from the
approved project scope or design as indicated by a change to any contract, drawing
or specification after its approval and issue for action.

In this task I along with project team will try to our level best to avoid any deviation
especially on execution which I can say it takes place on one single day (one day off
concert event) As there will be no time to correct any disastrous deviation of project
plan, hence avoidance is necessary and this is due to nature of operation.

Lecturer: Michael Dawson. Student: Benedict Kimbache Page 14

CONCLUSION

Project Management is the whole concept of application of knowledge, skills, tools,

and techniques, needed to accomplish project requirements by considering five
dimensions of a project these are Scope, Quality, Time, Cost and Risk so as to meet
project objectives.

In this assignment I have demonstrated those skills, that Project manager must not
only strive to meet specific scope, time, cost, and quality goals of projects, but must
also facilitate the entire process to meet the needs and expectation of the people
involved in or affected by project activities.

As project manager the main function is to foresee or predict problems and other
deviations and to plan, organize and control activities to accomplish the project
successful despite of bottlenecks and risks.

Lecturer: Michael Dawson. Student: Benedict Kimbache Page 15

Appendix 1

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Appendix 2

Fig 1. Project’s lifecycle.

Fig. 2. Project’s lifecycle: Planning stage

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 Fig 3 Project’s lifecycle: Execution stage

Fig 4 Project’s lifecycle: Closure stage

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Appendix 3

Outlined are activities at initial stage which will provide the framework for easy
organisation and management of work.

I. Establishing a date where the event will take place

In doing this carefulness has to be thought by making sure the event will not
coincide with other local event.

ii. Liaise with relevant firm concerning the concert.

This can be government firms who will give their blessing to carry on with provision
of licence to do so, looking after potential sponsors

iii. Looking a venue for the concert

Here I have to be careful in consultation with performer (Rihanna/Jay Z), a

consideration here will base on what kind of a venue they want to perform, a venue
which will be self contained with all the necessary musical facilities and accessories,
and a venue which will accommodate not less than 25,000 audiences.

Past experience, “madness” of music lover’s response on advert about the upcoming
gig will help in estimating audience turnout.

iv. Communicate the event to the public and music lovers.

It is of paramount importance to educate the audience on what the concert can offer.
In doing this there is a number of communicating tools to word the gig out to the
mass, from using print flayers to TV, Radio Station, Radio Stations and other media.

v. Ticket selling

This should be done in advance and other few tickets can be sold during the event
day provided there are still some vacant seats.

Lecturer: Michael Dawson. Student: Benedict Kimbache Page 19

REFERENCES

Albert Lester Project Management: Planning and Control (2007) 5th Ed.

Anthony T. Cobb: Leading project teams: an introduction to the basics of project

management. (2006)

K. G. Lockyer and James Gordon: Project management and project network

techniques (7th ed. 2005)

C. K. Mustafi: Operations Research Methods and Practice (2006)

Eric Verzuh: The portable MBA in project management (2003)

James M. Antill, Ronald W. Woodhead: Critical path methods in construction

practice (4th ed. 1990)

Michael W. Newell: Preparing for the project management professional (PMP)

certification exam (Third Ed.)

Rory Burke: Project Management –Planning and control technique (4th edition)

Teresa Luckey, Joseph Phillips: Software project management for dummies (2006)

Thomas Pyzdek: The Six Sigma project planner: a step-by-step guide to leading a
Six Sigma (2003).

Lecturer: Michael Dawson. Student: Benedict Kimbache Page 20