Week 5: Hand in Assignment

Introduction IN every project there are some significant events which usually achieved with completion of some important deliverables and this is often known with a term milestone. In every project, these are very essential in managing and controlling of it and help us in identification of particular events in due course of a project. Their main purpose is to put an eye on the progress of a project and in case of a lag or delay is being recognised, take necessary actions to bring it back on track. (Wysocki, 2009, Ch.6)
I.

Analysing Milestones As per the given schedules and tasks in the assignment, according to me there are in total 5 (five) milestones which are as follows: 1. Task 2 = Design of the backyard 2. Task 4 = Receiving quotations for purchases 3. Task 5 = Receiving quotations for contractors 4. Task 11 = Levelling of the yard 5. Task 20 = Making final payments

To my best understanding due to time limitations and & because of lack experience in working with this software (MS projects 2010); all the above tasks are being set in the attached Gantt Chart & following are the assumptions in that chart:

No.1 is considered as the overall tasks which makes all the tasks shifted by +1. For example task 1 in the question of assignment is task 2 in my reply. The Weekends are not counted as working days. Working Hours are from 8:00 AM to 5:00 PM daily 1 Day saved by John is taken into account. Extra day requirement for the contractor for levelling is also taken into account.

The benefits of setting these milestones is that they will help the team to keep the track of main project tasks / activities with respect to the involved risks and the status These milestones points can be the one which determine the critical path. (Wysocki, 2009, pp. 172)

Here is the explanation, that why these tasks can form a critical path: Task 2 : This is the most important task, as without completion of the design there is no further commencing of work & the risk which can emerge is delay in the start-up of the project than what is being planned (31/08/12). Task 4: In absence of the quotes, there is a possibility of delay in the buying of required materials causing delays in the project completion as per schedule. Task 5: The impact of this task is similar to that of task 4 which due to non-availability of materials delays will be caused. Task 11: With completion of the ground levelling work, the re-construction of landscape is possible & the risks of an accident and bad quality can cause significant delays. Task 20: Although, this is almost at the end of the project after performing the inspections on the performed tasks but due to non-payment issues, risk of delay in the final opening ceremony can occur. Also, due to the limited available sources, some unexpected factors such as absence due to illness of a team member can even have a consequent effect on overall outcome of the scheduled programme.
II.

Plan for Minimising the Risks Involved:

As per the PMBOK guide (2008), for every planned risk the applicable reactions must be suitable to the implication of the risk, with cost effectiveness in overcoming the respective challenge, shall be realistic within framework of the project with an agreement between all parties involved and having one responsible owner. Risks are characteristic property of involved tasks in a project and even in case of this project the risks cannot be completely omitted but can surely be managed by decreasing the chances of occurrence of them. By making a risk mitigation plan, the probability of occurring of the risks can be identified with level of severity making an alert for the responsible member in order to determine & solve the upcoming problems. In the below table all the involved risks along with the control method is being defined.

Table 1 (Risk Mitigation Plan)

Risk Involved

Mitigation / Control

Delay in the designing phase of With proper monitoring & control make sure that it backyard shall be completed on time Delay in receiving of quotations Timely actions shall be made regarding the initiating of getting it so that suppliers get sufficient time to quote properly; This shall also be applicable to the deliveries of goods.

Poor quality of work (levelling) + All the work forces shall be having proper skill set for Happening of an accident the task which can be improved with training (if required). Proper procedures shall be followed in addition to shift possibilities. Payment delays Timely control & checks for the available resources (monetary) shall be done to make all the payments. Good competent replacement shall be found.

Absent team member

III. PROJECT PROGRESS REPORT

Landscape Project

Prepared for:

Senior Management by:

Kunal Chopra

Document No. Date :

11203-MPR-001

14-09-2012

ABC Construction Noordhoek 37 P.O. Box 1155 3350 CD Rotterdam THE NETHERLANDS Tel.No. +31 (0)786448888

Purpose: This report is generated in order to report the status of the Landscape Project Summary: The given project is being intended to landscape the small collective area outside a residential building at Mahatma Gandhi Street, Rotterdam. The process involves the clearance of the existing site, ground levelling, creation of a new walkway with flowers and paved parking area. Additionally, two trees need to be planted and a new bench needs to be put in place. At present, all the activities are on schedule as per the budget with an overall progress of 80% Introduction: The stated project started on 31st August 2012 and currently is moving as per constructed schedule. It is being managed from our branch office in Rotterdam for all Vital services such as electricity, water and funds etc. while all the storage facilities located at site are client provided. Till date, i.e. Friday 14th September all scheduled tasks have been completed as planned, such as:
a) All applicable purchases have been completed for a guaranteed timely delivery of material

on site. b) Clearance of all the weeds and debris is being completed and the rented dustcart will be removed on Monday. c) Finalisation of the contractors for levelling of back yard as well as for pave parking area. d) The materials (patio stones + trees + bench) has been bought.
e) Risk mitigation plan has been made for all the critical path tasks after identification of risks. f) Regular conductance of progress meetings is being done on daily basis with team members.

g) Members with open or pending task report it in the meeting, which then being documented after comparison with the planned schedule

Cost Overview Total available budget: $ 17650

Total Duration required for completion No. of days completed till date No. of Days Remaining Cost per resource:

= 22 Days = 10 = 12

John = $ 500 x 6 days = $3000 (As he finished the work one day earlier for getting quoted for purchases- Task 4 as per the Gantt Chart) Mary = $ 500 x 4 days Susan = $ 500 x 5 days Sub-Total Cost for Purchases till date: Bench = $ 500 = $2000 = $2500 = $7500

Trees x 2 @ $50 each = $ 100 Patio Stones Sub-Total = $ 300 (i.s.o. planned $ 200) = $900

Total Expenditure as on 14th September = $8400 Current figure is in line with the budget. Savings:

$300 has been saved in buying a bench $ 500 has been saved by consumption of one day less by John

Extra costs:

$100 paid extra for buying patio stones

Therefore, overall savings till date = $( (300-100) + 500) = $700 Similarly, further expenses will be highlighted in upcoming reports.

Modifications or Alterations:

During the life cycle of this project, all the expansions, changes or modifications will be managed. As per Wysocki (2009), on the basis of the contingency of the change we will be capable to: I. II.
III. IV. V.

Keep up within the budget and schedule Get extra source for keeping up the scheduled delivery Accommodate with combination of additional resources and extended delivery schedule. Set up the release dates according the priority of the deliverables Put up with a substantial change to the running project.

Conclusion: With use of proper methods and controlling, current overall progress is as per the schedule and within the acquired budget.

Reference: Making of Gantt Chart with the help of Microsoft project 2010, available from: http://www.microsoft.com/project/en-us/project-management.aspx

PMBOK Guide. (2008), A Guide to the Project Management Body of Knowledge, 4th Edition, American National Standard, ANSI/PMI 99-001-2008.

Wysocki,R.K.,(2009), Effective Project management: Traditional, Agile, Extreme, Fifth Edition, Wiley Publishing Inc.

Attachments: Gantt chart Week 5 Project.

Gantt chart Week 5 Project (Critical Tasks)