Roles And Responsibilities Of The Project Manager Construction Essay
As defined by Field and Keller (2007) Project management is the discipline of planning, organising, securing, managing, leading and controlling resources to achieve a specific outcome or outcomes during a defined time period and given resource constraints. It is a temporary endeavour which has a defined beginning and end which is aimed at achieving a set of specific goals and objectives. Elenbass (2000) has showed that achieving the project goals and objectives within the given time, schedule and cost constraints are the primary challenge of the project management. Hence the project managers must attempt to utilise the resources efficiently and effectively to meet the pre-defined standards of performance and to optimise the productivity of the resources.
The aim of this assignment is to identify certain projects to achieve two main business objectives for the financial year of a large manufacturing organisation which has employed over 1250 employees including the office staff and factory workers; to reduce the movement of staff from the premises during the lunch break and to help the staff to develop a healthy life style as a part of the CSR of the entity and to reduce the absenteeism accordingly. Hence at the beginning of the paper several projects will be identified that are suggested to be feasible to implement to achieve these particular objectives. Then a specific project was selected and carried out the fundamental project management functions such as elaborated the and assess it for feasibility, cost and time management, select appropriate project methodology, establishing an appropriate management, administrative structure and etc.
Task 01: Identifying Specific Projects
There are two main objectives of that have to be achieved during the current financial year;
Reducing the movement of staff from the company’s premises during the ,lunch break which has created an issue overcrowding the local area
Assist the company’s staff to develop a healthy life style as a part of the policy of the organisation
In order to achieve these objectives following factors should be considered before determining suitable projects;
There are more than 1250 office staff and factory staff who have been employed in the company
The staffs has been assigned with the range of different roles
The offices and factory buildings are spread across an extensive area
The is no existing catering services for the office staff or the factory workers
Accordingly the company has been faced with the need for developing a proper plans and programs to reduce the matters relating to the movement of the employees during the lunch break and overcrowding the premises and closure area (Case Study). Hence author suggested that following alternative projects can be considered to address these issues and to achieve the above mentioned objectives;
Setting up a separate building to providing catering services for the employees of the company
Setting up a separate building to take the lunch and tea without providing the catering services at the premises
Setting up a separate building and buy-in the external catering service
Arrange lunch rooms in every separate building in the premises and setting small building to buy the meals from an external catering service
A Chosen Project
From the above mentioned alternative projects the first alternative (Setting up a separate building to providing catering services for the employees of the company) due to following reasons;
This alternative provides a long-term solution for the problem
The employees will be happy about the employer since they feel that the company care their needs
This solution can be built and develop healthy relationships among the various staff of the company
The objectives of CSR can be easily achieved
As a pre-requirement of planning the project has to be sub-divided into major divisions. Accordingly following sub-divisions can be identified with the high level estimates of time, resources and costs.
Project Sub-Division
Description
Time Estimates
Resources
Cost Estimates
Constructing the Building
This includes,
Planning the building
Estimating the costs and purchasing requirements
Calling for tenders from the suppliers
Selecting suppliers
Constructing the building
2 months
External Architectures
Engineering Division and Top Management involvements including Budgetary committee
Tender board
Construction people and material
Land
£5000
Arranging the Interior facilities
This includes,
Arranging the seating facilities
Arranging the canteen including fixed assets such as fridges, cashiers, delivery tables, etc
1 month
Financial resources
Labour
Clerical staff
Fixed assets
Management and coordination
£3000
Establishing the catering service
This includes,
Recruiting kitchen and canteen staff
Purchasing fixed assets, equipments and goods for the kitchen and the canteen
2 months
Clerical staff
Human resource Division
Financial resources
Purchasing procedures
Fixed assets
£2000Table 01: Project Plan
Project Methodology – PRINCE 2
Having identified the above fundamentals of the main project a suitable project methodology should be selected. There are several project methodologies can be identified in the Project Management literature such as the traditional approach, PRICE 2, Event Chain Methodology, Process Based Management, Critical Chain Project Management, etc. Among these the PRINCE 2 project management methodology is the best suit for the project under concern. As explained by Hutchings (2011) this method is a structured approach to project management which provides a clearly defined framework for project management. It describes how to coordinate people and activities of the project, how to design and supervise the project and what actions should be taken if the project reflects some deviations from the plan and planned outcomes. Accordingly each activity is structured with clear input and outputs allowing the automatic control of the project processes and efficiency of the resources. The following figure shows a typical PRINCE 2 methodology.
Figure 01: PRINCE 2 Methodology
[Source: http://www.projectmanagement.net.au/prince2]
Feasibility Assessment
Feasibility Criteria
Assessment
Weighing
Technical Feasibility
The technical expertise for several aspects of the project should be made available from the external sources. Accordingly following services are available for the project;
The project planning staff
100%The clerical staff
Engineering and designing
Budgetary committee
And following technical skills should be outsourced;
80%Building architecture
Construction engineering
Cooking staff
There are reliable sources to obtain these technical requirements for the project without greater difficulty.
90%
Schedule Feasibility
Schedule should be subjected to proper control (85%). 15% risk assessment is allowed.
The expertise of the external constructors and technical services is assured 100% by the top management
92.5%
Human Resource Feasibility
The members of the corporate project staff are newly appointed. Therefore they should be subjected to proper guidance, controlling and monitoring procedures in order to get their full potential for the project work.
In the catering services field and building construction their knowledge and experience are significantly lack and therefore effective consultation is required.
Required labour for the project should be externally fulfilled since there are no idle labours that can be allocated for the project.
20%
Financial Feasibility
The financial for the project can be sourced in following ways;
Welfare fund: 12.5%
CSR Budget allocations: 25%
Company Bank Accounts: 50%
Employee Contribution: 12.5%
100%
Operational Feasibility
Since the project is to be carried out utilising the external labour is can be operated without disrupting the normal manufacturing and business operations.
90%
Sharing best practices
The project team is prepared to utilise the lessons in the past and to obtain information further from the external sources personally to make the project a success.
90%
Table 02: Feasibility Assessment
Nicholas (2009); Warner (2010); Borow (2010)
Administrative Structure
Based on the PRINCE 2 Project Methodology following structure can be developed for the management and administration of the project (Hartl, 2006).
Project Planning Committee
Site 01
Site 02
Site 03
Catering Service Arrangement
Interior Facilitation
Building Construction
Construction
Purchasing
Arrangement
Purchasing
Recruiting Staff
HR Division
Purchasing
Corporate Project Manager
Budgeting
CEO/ Director Board
Steering Committee
Figure 02: Administrative Breakdown structure
Roles and Responsibilities of the Project Manager
Haughey (2011) has pointed that the role of the project manager is to plan, approval, implementation, control, monitor and execution of the project. The execution involves the accumulating resources and coordinating the people and physical resources in order to perform the tasks effectively and efficiently to the standards of performance. Accordingly followings are the responsibilities of the project manager;
Team leadership
Documentation
Developing schedules
Activity planning and scheduling
Planning and define scope
Risk analysis
Monitoring and reporting the progress
Manage the risk issues
Control the quality
Realise the benefits
Project Plan
Based on the PRINCE 2 project methodology adopted the project plan should be prepared. Accordingly each process should be clearly defined with inputs and outputs and necessary performance standards and controls. Methodology should be inclusive of remedies for the potential deviations from the planned process. Accordingly following project plan is outlined for the project under consider (Frese, 2003).
Order
Task Name
Start Date
Duration
End Date
Resources
1
Building Construction
9/1/2012
60
10/31/2012
2
Planning the building
9/1/2012
7
9/8/2012
Architecture
3
Estimating the costs and purchasing requirements
9/9/2012
7
9/16/2012
Budgetary committee
4
Calling for tenders from the suppliers
9/17/2012
12
9/29/2012
Purchasing Dept
5
Selecting suppliers
9/30/2012
10
10/10/2012
Purchasing Dept
6
Purchasing procedure
10/11/2012
7
10/18/2012
Purchasing Dept
7
Constructing the building
10/19/2012
17
11/5/2012
Contractors
8
Preparing Interior facilities
11/6/2012
30
12/6/2012
9
Planning the interior arrangement (following the plan of the building)
11/6/2012
2
11/8/2012
Project planning team
10
Estimating the costs and purchasing requirements
11/9/2012
2
11/11/2012
Project planning team
11
Calling for tenders from the suppliers
11/12/2012
7
11/19/2012
Purchasing Dept
12
Selecting suppliers
11/20/2012
7
11/27/2012
Purchasing Dept
13
Purchasing procedure
11/28/2012
7
12/5/2012
Purchasing Dept
14
Arrangement
12/6/2012
5
12/11/2012
Labors, Project planning team
15
Establishing the catering service
12/12/2012
30
1/11/2013
16
Planning the Human Resource requirements
12/12/2012
7
12/19/2012
HR Division and Project Planning Team
17
Recruitment procedures
12/20/2012
7
12/27/2012
HR Division
18
Recruitment and Selection
12/28/2012
2
12/30/2012
HR Division
19
Estimating the costs and purchasing requirements
12/31/2012
7
1/7/2013
Project planning team
20
Purchasing procedure
1/8/2013
7
1/15/2013
Purchasing Dept
21
Closure of the project
1/16/2013
7
1/23/2013
22
Post project evaluation
1/16/2013
3
1/19/2013
Steering committee, Project manager and the team
23
Reporting
1/20/2013
2
1/22/2013
Project manager
24
Hand over the documents and project to the management
1/23/2013
1
1/24/2013
Project manager
25
Opening for employees
1/25/2013
1
1/26/2013
Project planning team, management and employees
Table 03: Project Plan
Task 02
Alternative Project Team Structures
Team Structure
Assessment
Pure Project
The project manager has the full authority over the project
Every member reports to a one boss
Line of communication is shortened
Decisions are made quickly
Motivation, team spirit and commitment are high
The teams have not a sustainability after the project is completed due to ignorance of the organisational goals and objectives (Baguley, 2003)
Functional
One team member may be working on several projects
The projects have been established within a certain functional division
Motivation, team spirit and commitment are weak
Project manger’s role may not be defined clearly
The aspects of the project that are not directly related with the functional area may be ineffectively achieved
Matrix Project
Project team composed of people from different functional areas so that all aspects of the project are equally fulfilled and considered
Project manager has defined roles and responsibilities
Communication among the functional divisions is improved and enhanced
There would have two bosses; project manager and the functional manager
There is a high risk for failure of the project unless the project manager possesses strong negotiating skills (Mullins, 2007)
Table 04: Alternative Project Team Structure
Interpersonal Skills for Project Manager
According to Yeong (2011) following interpersonal skills are crucially important for the project managers in order to successfully manage the progress and people of the project.
Leadership and influencing skills
Team building
Motivation
Communication
Decision making
Negotiating
Political and cultural awareness
Quality Management Process
According to Borow, (2010) the quality management process for the project under concern is as follows;
Quality planning:
The goal of the project: To establish a canteen for the employees of the company including office staff and factory workers in order to reduce the overcrowding in the local area and to promote healthy foods
Expected deliverables:
The building: spacious sufficiently to gather employees, clean, proper waste and water disposal methods,
Catering service: established within the company premises, clean and healthy foods, affordable prices for all staff, availability of choices
Measuring the success: Post project evaluation, questionnaire survey among the employees, physical performance of the building, water and waste disposal systems
Quality Assurance
In order to assure the quality of the deliverables, following steps will be followed;
Building: utilise the best materials, get the services of the well-known constructors, utilise the service of the recognised and assured architectures and designers
Catering service: employ most skilled and well-experienced cooking staff, set the conditions for service relating to quality, clean and healthy foods, ensure tidy environment
Quality control
In order to control the quality of the deliverables, evaluations and suggestions of the following persons will be considered.
The physical tests of the engineering heads
Assurance of the HR division relating to the competency of the canteen staff
Physical verification by the project team and the management of the waste disposal systems
The employees of the company
Managing Project Change Proposals
Changes are possible in course of the projects due to various implications of the project management and stakeholder influences. Following typical change management procedure will be followed to ensure the changes are properly managed during the project ensuring the success.
Figure 03: Change Management during the Course of the Project
[Source: http://product-ivity.com/project-change-management/]
Possible Issues and Risks
As shown by Viney (2004) following project risks and issues should be encountered.
Risk / Issue
Description
Business/ Inherent Risk
Culture and politics that are prevailing within the organisation may affect the project execution, monitoring and controlling.
Project specific risk
The skills of the project team, as discussed earlier are considerably insufficient for this project. Hence there is a high need for proper control, execution and supervision of the project leadership during the work
Stage risk
Risk associated with the each sub-division of the project
Table 05: Possible Risks
Monitoring and Evaluation
In order to monitor and control the project work successfully the stakeholder analysis can be adopted. As claimed by Kerzner, (2004, pp 358). The stakeholder analysis helps to identify the persons or the groups that should be involved in the decision making process of the project and to whom, what and how to disseminate the information about the project. Additionally the stakeholders would affect and involve in the change management and control procedures. By identifying and defining their needs the project manager can effectively determine how should the project be monitored and on what bases or criteria the project should be evaluated. Accordingly following analysis can be used for the monitoring and evaluation purposes of the project.
Stakeholder type
Parties may included
Requirements
Critically affect the success of the project
Budgetary committee
Top management
External services
Project team
Comply with the organizational policies, practices and system procedures
Effective Reporting
Proper coordination and availability of resources
Legally required to participate
The local government officers
To ensure the construction of a building in the local area
Have specific expertise on project
The project planning team
Steering committee
Project team including the project manager
Building constructors and designers
Engineering
HR Division
The right quality and standards of performance of the relevant deliverables
Beneficiaries
The employees
The company
The improved and quality environment
Healthy and clean foods
Affordable prices
Continuous maintenance
System to detect and manage issues
As Frese, (2003) explained, the project charter can be used as a source document in order to detect and manage issues of the project. This document includes all of the following details;
Deliverables
Constraints
Risks
Resources
Acceptance criteria
Cost and man-hour estimations
Risk management policy
Resources requirement
Benefits and impacts
Link to the corporate business and CSR strategy
Conclusion
Project management is dealt with managing projects effectively within the given triple constraints of cost, time and schedule. In order to manage a project successfully the project managers and team members should possess a range of skills, experience and competencies. If the project team armed with necessary skills and competencies or has the quick access to reliable sources, the project can be achieved successfully. Further interpersonal skills are highly important for the project managers. Since, especially in the matrix team structure the project manager plays a significant role by effectively negotiating with the functional managers and the employees assigned from various functional areas to discharge the project tasks. There are main three types of team structures that can be used to organise the project team. The project must be subjected to properly established quality control processes and the outcomes should be benchmarked in order to ensure the expected deliverables. Stakeholder analysis can be used to monitor and evaluate the project based on the nature and purpose.
Order Now