Management Report and WBS (Term Paper Sample)

Instructions:

For the referral assessment 1, students must select one of the scenarios out of three as given in the assessment brief. Afterwards students will gather the information of their selected scenario as per the rubric guidelines in the assignment brief and prepare a report on the selected scenario. Summative final report (weight: 100%) 2.1 Scenario Analysis (Weight: 65%) Students will elaborate on of the given scenarios and complete the report with a project brief, objectives, constraints, and stakeholders' details. They must thoroughly analyse the scenario and propose an appropriate project management approach. The report should include the following elements: • Project scope and deliverable • Stakeholder analysis and engagement plan • Work breakdown structure (WBS) • Project schedule (Gantt chart or other suitable formats) • Risk assessment and mitigation plan 2.2 Project Evaluation and Lessons Learned (Weight: 20%) In this part of the assessment, students must analyse the project's performance against initial objectives and outcomes, identify key lessons learned, and propose recommendations for future improvement of the selected scenario. 2.3 Process log (15%) Process log template is available in the Assessment and Feedback folder. Student will fill out the process log form while working on their assessment and attach it with the main assessment as an appendix. There is no word limit for the process log. Moreover, process log words won't be counted in the assessment word count. Project Management Simulation Scenarios: Scenario 1: "Event Planning for a Destination Wedding" Description: Students are assigned to organise a destination wedding on an island miles away from the guests invited from three countries. The project aims to address the communication, coordination and quality management as well as the challenges faced in ensuring the timely presence of the guests at the venue. • Wedding Days: 4 days in a prestigious venue • Estimated Attendance: 250 guests from 3 countries • Wedding Budget: £2 million • Key Stakeholders: Organizing Committee, Government Representatives, International guests, IT Business units, stakeholders. Challenges: • Coordinating with guests, travelling and accommodations plans, and obtaining visas for guests from countries with strict entry requirements. • Project risk impacting the project planning process. • Ensuring smooth logistics for travel, accommodation, and security for international guests. • Planning and executing multilingual interpretation services for participants from different linguistic backgrounds. Scenario 2: "Extension of Automobile Business to a new country " Description: Targeting a new country to open a showroom for the automobile industry and implementing the enterprise resource planning (ERP) system for better communication, management and quality control. The ERP system will integrate various business processes, including finance, HR, supply chain, and customer relationship management. The project aims to streamline operations and improve overall efficiency. • Project Duration: 2 Years • Budget: £15 million • Number of Users: 10,000+ new customers • Key Stakeholders: C-Suite Executives, IT Department, Automobile Business Units, External Vendors, Stakeholders Challenges: • Complex integration with existing systems and data migration from legacy systems. • Ensuring user acceptance and conducting extensive training programs for employees. • Managing risks related to data security and system downtime during the transition. • Targeting new customers and meeting their needs. Scenario 3: "Logistics Network Development for Automobile Industry" Description: To lead the project management team responsible for planning and executing a better logistics system for automobile transportation from the showroom to the delivery point and from the customers to the workshop for damage and repair services to distant areas of a rapidly growing city. The project involves designing and networking with logistics companies to ensure the safe transportation of automobiles from the point of production to the point of distribution by implementing an efficient transportation and communication system. • Project Timeline: 2 years • Estimated Cost: £6 billion • Total Length of Automobile Supply: 1000 kilometers in different areas of the country • Key Stakeholders: City Government, Transport Department, Business Unit, IT System, Stakeholders, Residents Challenges: • Balancing the need for minimal disruption to the existing automobile supply to the designated areas. • Managing environmental impacts and obtaining necessary permits and approvals for the automobile supply. • Ensuring the safety and security of the automobile supply and its safe storage in a warehouse till delivered to the customers Students are expected to analyse, plan, and execute their project choice effectively to demonstrate their project management skills in real-world scenarios. The assignment should refer back to the clients lectures, seminars, or other module topics. Please complete process log that the client has uploaded on a seperate piece of paper source..

Content:

Assignment in Project Management Scenario Analysis - Event Planning for a Destination Wedding Project Scope and Deliverable The chosen project from the given scenarios is event planning for a destination wedding. The project entails organising the destination wedding, which will take place in Cyprus for four days. It is estimated that there will be 250 attendees from three different countries including Turkey, France, and Spain. Project deliverables are elements of output within the project scope. A project scope entails a list of specific project goals, tasks, costs, and deadlines that must be accomplished during a project (Khaled, 2022). In this case, several project deliverables must be accomplished within the project scope. The project scope also establishes boundaries that must be adhered to when fulfilling the project. The project has a budget of £2 million that must not be exceeded. All activities in the project must not exceed the provided budget. Additionally, the event must take place within the selected four days. All travel plans for guests must guarantee timely arrival of attendees for the wedding. The first project deliverable is timely presence of all 250 guests in Cyprus for the wedding. To ensure this happens, the project team must obtain visas for guests from the three countries since Cyprus has strict border or entry restrictions. Early planning for processing of these visas is paramount towards guaranteeing timely presence of all guests at the venue. The second deliverable is making travel plans for all guests once they have obtained their visas. Travel plans will include flights to Cyprus and back to their homes, and travel plans to the venue and back to the airport after the event. The third project deliverable is making accommodation plans for all guests once they are at the island. The guests will be spending four days and accommodation plans must be in place in line with their preferences. The fourth project deliverable is providing security for all international guests at the island. Security arrangements are critical in guaranteeing the safety of all guests from the three countries. The fifth project deliverable is providing multilingual interpretation services for the international guests. Language barriers should not hinder the success of the event. Since the attendees are from different linguistic backgrounds, appropriate interpretation services must be provided. This can be achieved through coordination with IT business units that provide seamless language interpretation services. Stakeholder Analysis and Engagement Plan Project stakeholders involves individuals from the team or external parties that are impacted by activities in the project (Sastoque-Pinilla, 2022). Some of the main project stakeholders for this project include the international guests, the organising committee, government representatives, and IT business units. The organising committee is tasked with ensuring all project deliverables are met. They do this by working with the various stakeholders. The organising committee must work with government representatives to ensure that all visas are given, and travel plans made for the guests. The government representatives will be in two forms including those from Cyprus and the three countries. Representatives in Cyprus will coordinate with local security personnel to ensure the safety of international guests once in Cyprus. The IT business units are responsible for providing support to the project team and providing guests with multilingual interpretation services during the four-day event. To keep all the stakeholders engaged about the project, it is crucial that a stakeholder engagement plan is created. A stakeholder engagement plan documents the involvement of stakeholders and how the project team intends or plans to communicate with the various interested parties (Sastoque-Pinilla, 2022). The stakeholder engagement plan shown in figure 1 will come in handy during the project. Stakeholders have different reasons to be involved in project including financial and strategic reasons. Their motivations, level of interest, and influence varies in the project. As a result, it is critical that appropriate communication tools are identified for each stakeholder. The SEP is a crucial document in the project since helps prioritise communication with stakeholders who have the biggest impact on the project. Additionally, it helps address communication barriers that may affect project workflow. Stakeholder Engagement Plan Stakeholder Influence Level Interest Level Communication Frequency Communication Channel Information Type International Guests Very high Leading Weekly Email and calls Status updates Organising Committee Very high Leading Daily Zoom Brainstorming Strategic Planning. Government Representatives Medium Supporting Fortnightly Email Status updates IT Business Units High Supporting Weekly Zoom Strategic planning. Figure 1: SEP From the SEP table, international guests have a very high influence level and a leading interest. Every activity undertaken in the project has profound impacts on these international guests since they are central to the project and planning purposes for the wedding. Due to the importance of the stakeholder, the frequency of communication should be weekly prior to the wedding. These communications can be made using personal emails and calls to all attendees. The nature of information shared will be status updates about the event, travel arrangements, visa applications, language preferences, and security updates. The organising committee has very high influence level on the project and a leading interest. Communication frequency should be daily on Zoom calls. Members should spend their time brainstorming and strategic planning about the event to guarantee impeccable experience for all guests. The third major stakeholder in the project is government representatives from Cyprus and the three countries. Government representatives must be informed about the attendees and support in visa processing and entry clearance once the guests arrive at the island. They have a medium influence level and supporting interest level. Fortnight communications are appropriate and can be conducted via email. The information type to be shared is status updates about visa aspects, entry clearance, and security required for the guests. The last stakeholder is IT business units. They have high influence since they provide a supporting role to the project. These units will support the project in acquiring multilingual interpretations for the guests. Weekly meetings on Zoom would be ideal in meeting the project deliverable. Work-Breakdown Structure Figure 2: WBS A work-breakdown structure is a crucial tool in ensuring the success of the project or event. It allows the organising committee to breakdown various project deliverables into smaller components or activities that can be pursued separately to achieve the overall deliverable (Metri, 2019). In this scenario, the event is divided into five major activities including visa processing, travel and accommodation, security planning, multilingual interpretation services, and wedding preparation. As earlier stated, the 250 guests are coming from three different countries with varying entry restrictions into Cyprus. As a result, the organising committee must ensure that their visas are timely processed. A guest list may help ascertain the visa types required for each guest. The committee must work with government representatives to ensure the visas are processed and disseminated to guests before departure. Each of the major deliverables in the project are divided into steps on the WBS to make it easier for the organising committee to fulfil the deliverable. For example, visa processing is divided into four major steps including making the guest list, determining the visa requirements of each guest on the list, coordinating with government representatives, and ensuring that guests receive their visas in a timely manner. Breaking these deliverables into individual activities allows the organising committee to divide tasks among members of the team. Additionally, it also guarantees that all tasks are completed in the project deliverable. Non-performance of a single task in a project deliverable could affect the success of the whole event. The work-breakdown structure in Figure 2 should be shared with all members of the organising committee. Each team member must understand their roles in guaranteeing the success of the event. Brainstorming comes in handy when conducting project meetings. The aim of these meetings is to provide status updates to team members and external stakeholders including the expected guests and government representatives who will be providing security and issuing transport documents for the guests. It is important to note that tasks on the WBS must be completed in order of how they appear on the structure. For example, the team cannot start making travel and accommodation plans for the guests before their visas have been processed. Travel and accommodation plans can only commence once the organising committee has received confirmation from government representatives that proposed visa documentation has been provided to each guest on the list. Project Schedule Destination Wedding Project Start Tue, 10/24/2023 Display week: 1 Oct 23, 2023 Oct 30, 2023 Nov 6, 2023 Nov 13, 2023 Nov 20, 2023 TASK ASSIGNED TO START END 23 24 25 26 27 28 ...

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Management Report and WBS (Term Paper Sample)

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