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Project Management Assignment: Controlling Risks associated to Melbourne Extreme Weather Events

Question

Table 1: Goals for the Future of Melbourne 

Listed above are the goals as envisioned by the ambassadors for the Future of Melbourne

What are your plans for your future?

What would you do with your education?

Can you see yourself as being part of this vision?

Having chosen to study the management of projects, would any of the above goals trigger entrepreneurship?

I am sure they do. Your part is then to plan out how this will take shape.

As a Project Manager you see opportunity to be a part of ‘Future Melbourne 2026’. You see it as a platform to use your skills and acumen to advantage. However, to do so you would need to envisage what you want to achieve and draw up a Plan and a Project Charter.

You are to choose your preferred Goal and one of the Priorities as your project for the Future of Melbourne. You are to prepare a project charter, as part of your assignment, addressing the following criteria on Table 2 below.

Table 2: Elements of Project Charter

Project purpose or Justification Reason for the project; may refer to business case, the organisation’s strategic plan, external factors or any reason for performing the project.
High Level project description A summary-level description of the project
Project boundaries Limits to the project scope. May include scope exclusions or other limitations.
Key deliverables The high-level project and product deliverables. These will be further elaborated in the project scope statement.
High-level requirements The high-level conditions or capabilities that must be met to satisfy the purpose of the project. Describe the product features and functions that must be present to meet stakeholders’ needs and expectations. These will be further elaborated in the requirement documentation.
Assumptions and Constraints Initial assumption about scope, resources, funding, limitations, budget or fixed due date etc.
Overall project risk An assessment of the overall riskiness of the project. Overall risk can include the underlying political, social, economic, and technological volatility, uncertainty, complexity, and ambiguity. It pertains to the stakeholder exposure to variations in the project outcome
Project objectives and related success criteria Project objectives are usually established for at scope, schedule, and cost. The success criteria identify the metrics or measurements that will be used to measure success. There may be additional objectives as well. Some organisations include quality, safety, and stakeholder satisfaction objectives
Summary milestone schedule Significant events in the project. Examples include the completion of key deliverables, the beginning or completion of a project phase, or product acceptance.
Approved financial resources The amount of funding available for the project. May include sources of funding and annual funding limits
Key stakeholder list An initial, high-level list of people or groups that have influenced or can influence the project success, as well as those who are influenced by its success. This can be further elaborated in the stakeholder register.
Project exist criteria The performance, metrics, conditions, or other measurements that must be met to coincide the project.
Assigned project manager, responsibility, and authority level The authority of the project manager with regard to staffing, budget management and variance, technical decisions, and conflict resolution
Name and authority of the sponsor or other person(s) authorising the project charter The name, position, and authority of the person who oversees the project manager for the purpose of the project. Common types of authority include the ability to approve changes, determine acceptable variance limits, resolve inter-project conflicts, and champion the project at a senior management level.

Your report will not be less than 1000 words but can be expanded to comprehensively set out details as this document forms the initial and reference point for the project.

Please refer to the rubric and marking criteria.

This Report/ Assignment is an individual effort and weighs in at 15% of the total unit mark.

Answer

Executive Summary
The purpose of this report is to highlight the managerial aspects that important for the deployment of connected cities within Melbourne. Following report presents a concise model of delivering considering the available scenario. The problem statement states the development of a project that can allow the connectivity of the individuals with the corners of the city with advanced and enhanced services.

Introduction
This report is being presented from the point of view of a manager emphasizing on the development of a project that can enhance the life living of the Australian community (Brooks 2015). A connected city has been chosen as the case study for the development of this project considering all the managerial aspects needed for the delivery of the project (Heagney 2016). Melbourne city can adhere many beneficial aspects through the successful delivery of this project, as it will be helpful in connecting the common citizens with the available resources and places within the Melbourne city. The attempt will be driven to present the management aspects for the delivery of a great walking city, cycling city, an integrated approach for the public transport, identification of the future transport technologies, connecting regionally and globally.

The aim of this report is to highlight on the management aspects related to the successful delivery of the project that can be helpful in establishing a connected city allowing smooth mobilization for the Australian community. The purpose is to enhance the life living of the individuals living in the Melbourne city and contributing in the development of better future.

Project Description
This project will allow the individuals to be well connected with the cities and urban places assuring the proper and effective transportation between them (Heldman 2018). Considering the environmental condition, a cycling path will be established for allowing the individuals to use cycle instead of the vehicles running on fuels. An innovative urban freight logistics will also be proposed considering the connection between the cities and the urban areas. The chosen priority for this report is the effective and integrated public transport system allowing the individuals of the Melbourne City, to travel within the city without any distractions (Gido, Clements and Clements 2014).

Project BoundariesThe project will not be considering the travelling outside the Melbourne city, cost will be limited to $ 350, 000 and the deliverables will be delivered within 250 days. The infrastructure and architect design are the out-scope for this project.

Key Deliverables

  • Establishment of a connected network for the transportation
  • Enhancing the current network and experience of the public transport
  • A road development that can allow the individuals to go anywhere within the city by road
  • Enhanced experience of public transporting
  • Smart card and GPS tracking technologies

High – Level Requirements
The proposed project should be managed effectively and efficiently under experienced and educated manager. Highly qualified and experienced leadership and managerial skills are needed for developing this project. Road construction should be done considering the long- run of the roads (Crawford 2014). Informational technology and wireless network needed to be implemented within the vehicles and the web application needed to be implemented for the establishment of a sophisticated network that can enhance the customer experience.

Assumptions and Constraints

  • The heads of the organization will approve project charter
  • The government will pass all the legal agreements
  • Human resource will be available throughout the project execution
  • Natural effects will not be disturbing the project execution
  • Resources’ estimated price will not vary
  • Resources’ estimated price will not vary
  • Project will be completed within expected schedule of 250 days
  • Total expense on the project will be $ 3,500,000

Overall Project Risk

Cost escalation: Cost is a considerable factor for the successful delivery of the project and has been a measurable factor for the project that needs to be restricted for the successful accomplishment and delivery of the project.

Schedule escalation: Activities included in the development of the project should be considered and followed regularly in manner to accomplish the objectives of the project. The following presented schedule should be followed in an effective and efficient manner fort the accomplishment of the overall objectives of the project (Kerzner and Kerzner 2017).

Resource lagging: The resource estimation and allocation should be conducted under proper guidance and effective planning for the consideration of the aspect that the project will be delivered in an efficient and effective manner.

Resource Jumping: The resources assigned should not be above than the necessity of the project, as it will affect the overall schedule and budget of the project (Harrison and Lock 2017). The resource manager should be capable of understanding the facts related to the resource allocation and delivery of the activities related to the accomplishment and delivery of the project (Martinelli and Milosevic 2016).

Natural uncertainties: Nature cannot be controlled by an individual and the factors such as rain, tornado, and other factors those are capable of destroying the overall accomplishment and delivery of the project (Olson 2014).

Privacy and security: The technology being implemented are vulnerable to breaches and intrusion and thus, an intruder can access the data and information being shared by the individuals to the network (Kerzner 2017).

Project Objectives and Related Success Criteria
Following are the objectives set for the delivery of the project:

  • To deliver the project within 250 days
  • To spend maximum budget of $ 3,500,000
  • To allow the individuals avail the services of an enhanced public transport system
  • To implement the information technologies those could contribute in this development
  • To deliver the project successfully

Summary Milestone Schedule
Work breakdown structure

Work structure of project management

Figure 1: WBS
(Source: Created by Author)

Activities

WBS

Task Name

Duration

Start

Finish

Predecessors

Resource Names

Cost

1

A connected City

229 days

Mon 5/14/18

Thu 3/28/19

   

$312,800.00

1.1

Phase 1: Planning

89 days

Mon 5/14/18

Thu 9/13/18

   

$83,840.00

1.1.1

Analyzing the current status

7 days

Mon 5/14/18

Tue 5/22/18

   

$0.00

1.1.2

Defining the problem statement

8 days

Wed 5/23/18

Fri 6/1/18

3

Business Analyst, Human resource, Project manager

$10,240.00

1.1.3

Proposing solution

10 days

Mon 6/4/18

Fri 6/15/18

4

Business Analyst, Human resource, Project manager

$12,800.00

1.1.4

Analyzing the feasibility of the solution

12 days

Mon 6/18/18

Tue 7/3/18

5

Business Analyst, Human resource, Project manager

$15,360.00

1.1.5

Preparing project charter

8 days

Wed 7/4/18

Fri 7/13/18

6

Business Analyst, Human resource, Project manager

$10,240.00

1.1.6

scope identification

7 days

Mon 7/16/18

Tue 7/24/18

7

Executives, Project manager

$5,600.00

1.1.7

budget identification

9 days

Wed 7/25/18

Mon 8/6/18

8

Executives, Project manager

$7,200.00

1.1.8

schedule estimation

10 days

Tue 8/7/18

Mon 8/20/18

9

Executives, Project manager

$8,000.00

1.1.9

key deliverables

5 days

Tue 8/21/18

Mon 8/27/18

10

Executives, Project manager

$4,000.00

1.1.10

risks identification

6 days

Tue 8/28/18

Tue 9/4/18

11

Executives, Project manager

$4,800.00

1.1.11

Phase 1 completed

7 days

Wed 9/5/18

Thu 9/13/18

12

Executives, Project manager

$5,600.00

1.2

Phase 2: project execution

71 days

Fri 9/14/18

Fri 12/21/18

   

$123,520.00

1.2.1

Assigning roles and responsibilities to the stakeholders

7 days

Fri 9/14/18

Mon 9/24/18

13

Project manager, Executives

$5,600.00

1.2.2

Identifying work breakdown structure

9 days

Tue 9/25/18

Fri 10/5/18

15

Project manager, Resource manager

$9,720.00

1.2.3

laying the roads

12 days

Mon 10/8/18

Tue 10/23/18

16

Project manager, Resource manager, Architecture, Human resource

$14,880.00

1.2.4

implementing transportation network

15 days

Wed 10/24/18

Tue 11/13/18

17

Project manager, Resource manager, Architecture, Human resource

$18,600.00

1.2.5

incorporating smart card

7 days

Wed 11/14/18

Thu 11/22/18

18

Human resource, IT team, Resource manager, resources[1]

$18,680.00

1.2.6

incorporating GPS

7 days

Fri 11/23/18

Mon 12/3/18

19

Human resource, IT team, Resource manager, resources[1]

$18,680.00

1.2.7

Web application development

5 days

Tue 12/4/18

Mon 12/10/18

20

Human resource, IT team, Resource manager, resources[1]

$16,200.00

1.2.8

Phase 2 completed

9 days

Tue 12/11/18

Fri 12/21/18

21

Human resource, IT team, Resource manager, resources[1]

$21,160.00

1.3

Phase 3: Monitoring and Auditing

34 days

Mon 12/24/18

Thu 2/7/19

   

$56,440.00

1.3.1

Testing the implemented technologies

5 days

Mon 12/24/18

Fri 12/28/18

22

Business Analyst, Executives, IT team, Project manager

$9,600.00

1.3.2

Identifying bugs and glitches

9 days

Mon 12/31/18

Thu 1/10/19

24

Business Analyst, Executives, IT team, Project manager

$17,280.00

1.3.3

eliminating bugs and glitches

3 days

Fri 1/11/19

Tue 1/15/19

25

Business Analyst, Executives, IT team, Project manager

$5,760.00

1.3.4

proposing changes

8 days

Wed 1/16/19

Fri 1/25/19

26

Business Analyst, Project manager, Resource manager

$11,200.00

1.3.5

implementing changes

4 days

Mon 1/28/19

Thu 1/31/19

27

Business Analyst, Project manager, Resource manager

$5,600.00

1.3.6

Phase 3 completed

5 days

Fri 2/1/19

Thu 2/7/19

28

Business Analyst, Project manager, Resource manager

$7,000.00

1.4

Phase 4: Projact Closure

35 days

Fri 2/8/19

Thu 3/28/19

   

$49,000.00

1.4.1

Documentation of the project deliverables

7 days

Fri 2/8/19

Mon 2/18/19

29

Business Analyst, Executives, Project manager, Resource manager

$9,800.00

1.4.2

sign-off from stakeholders

3 days

Tue 2/19/19

Thu 2/21/19

31

Business Analyst, Executives, Project manager, Resource manager

$4,200.00

1.4.3

lessons learned documentation

8 days

Fri 2/22/19

Tue 3/5/19

32

Business Analyst, Executives, Project manager, Resource manager

$11,200.00

1.4.4

releasing resources

9 days

Wed 3/6/19

Mon 3/18/19

33

Business Analyst, Executives, Project manager, Resource manager

$12,600.00

1.4.5

Project closure completed

8 days

Tue 3/19/19

Thu 3/28/19

34

Business Analyst, Executives, Project manager, Resource manager

$11,200.00

Gantt Chart

project-management gantt chart

Figure 2: Gantt Chart
(Source: Created by Author)

Stakeholder Register

Stakeholders

Roles

Responsibilities

Interest

Impact

Project Manager

Manage the all ongoing activities of the project

Accomplish all the activities and roles in efficient and effective manner

Very High

Very High

Project Sponsor

Provide funds to the project and financially support the project

Provide necessary funds those are capable of accomplishing all the activities of the project

Very High

Low

Architect

Prepare the design of the constructions and alterations necessary for the deployment of the constructions

Present a sophisticated design

High

Medium

Business Analyst

Analyze the needs and requirements of the stakeholders

Efficiently make the research

Medium

Medium

Government

Allow for the modifications

Support legally all the approvals for the project

Medium

Very High

Common Citizens of Australia

Avail the services

Provide feedback and suggestions

Very High

Very High

IT technicians

Implement the technologies within the vehicles

Provide bugs and glitches free system

Low

Low

Conclusion
Based on the above report it can be concluded that the project can be delivered in successful manner if the above mentioned activities are accomplished in an effective and efficient manner. The above report presents a sophisticated model for the activities and aspects responsible for the delivery of a connected city project. the manager needs to considered all the above mentioned activities in manner to assure the effective and efficient accomplish of the objectives and scopes of the project.

References
Brooks, R., 2015. Financial management: core concepts. Pearson.

Crawford, J.K., 2014. Project management maturity model. CRC Press.

Fleming, Q.W. and Koppelman, J.M., 2016, December. Earned value project management. Project Management Institute.

Gido, J., Clements, J. and Clements, J., 2014. Successful project management. Nelson Education.

Harrison, F. and Lock, D., 2017. Advanced project management: a structured approach. Routledge.

Heagney, J., 2016. Fundamentals of project management. AMACOM Div American Mgmt Assn.

Heldman, K., 2018. PMP: project management professional exam study guide. John Wiley & Sons.

Kerzner, H. and Kerzner, H.R., 2017. Project management: a systems approach to planning, scheduling, and controlling. John Wiley & Sons.

Kerzner, H., 2017. Project management metrics, KPIs, and dashboards: a guide to measuring and monitoring project performance. John Wiley & Sons.

Kerzner, H., 2018. Project management best practices: Achieving global excellence. John Wiley & Sons.

Martinelli, R.J. and Milosevic, D.Z., 2016. Project management toolbox: tools and techniques for the practicing project manager. John Wiley & Sons.

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