project management and information technology
EPM5700 Group Assignment 2016 EPM5700EPM5700GroupProject2016r1.doc Page 1 of 3 11 March 2016 VICTORIA UNIVERSITY EPM5700 Project Management and Information Technology Group Assignment 2016 Assume that your team is appointed as project planners for the project listed below. Project Title: Staging the Melbourne Grand Prix Each year the Melbourne Grand Prix is staged at Albert Park. The event is treated as a project. Planning for the following GP commences soon after the completion of the previous one. Aspects to be covered in the project plan for the Grand Prix include: Obtaining the necessary approvals from the Government and regulatory authorities to stage the event, close public roads, etc. Each application will require some statutory notice period and involve an approval period. There are likely to be a range of government and semi-government authorities involved. Plan the removal of stands, barriers, fencing, safety and security equipment etc from storage and deployment around the course Establishment of the race track Publicity for the event Liaison with the public transport providers to provide services to and from the venue – tram, train and bus Management of the organisational aspects of the event: the recruiting and training of the people to stage the event and guide spectators Managing the 2-3 weeks leading up to and including the event, probably on an hourly basis. Managing the clean-up after each day Planning and managing the dismantling and clean-up after the end of the Grand Prix, the reinstatement of the public roads and restoration of the parklands and the return of access to the parklands and roads Returning all the stands and barriers etc to their storage locations Obtain feedback from the stakeholders for improvements and report on the success or otherwise of the event. Your team should produce a Project Execution Plan (PEP) which sets out how the project is to be executed. The project schedule forms part of the PEP document. The Basis of Schedule which may form part of the PEP sets out the underlying assumptions going into the plan and how the plan is to be constructed, scheduling units, choice of calendars, choice of planning tool, etc. Will the schedule be resourced? Will the resources have costs associated with them? What will be the availability (calendar) of the various resources? That is, what are the work and non-work days (Public holidays, RDOs etc)? All other assumptions must be stated clearly at the beginning of the report(s). Stage 1 – Preliminary Planning Work and this Section must include the following:- Prepare: Method Statement – Outline the project methodology or technique for the project. EPM5700 Group Assignment 2016 EPM5700EPM5700GroupProject2016r1.doc Page 2 of 3 11 March 2016 Develop a Work Breakdown Structure (WBS) and Organization Break Down Structure (OBS) and Responsibility Assignment Matrix (RAM). a list of tasks and work breakdown schedule for the project including activity durations key milestones for the project, including: o Grand Prix Track and Facilities Ready for Use o Albert Park and Public Roads available post-event for public use a project Calendar a manual PDM diagram or a Gantt Chart a list of assumptions used for the project. a list and cost of all resources (own and subcontracted). a budget and cost forecast as per the WBS. develop a risk register to identify and prioritize all risk associated with this project Each group must obtain the costs for carrying out each activity (labour, material, equipment, etc.). The minimum number of activities to be allowed is 40-50 to the project as a whole. Provide a brief report detailing all manual planning work. The main report must be typed and submitted in a professional format. Only the diagrams may be drawn manually. Without written approval you should not commence Stage 2 work until Stage 1 work is completed. Stage 2 – Computerized Planning and Analysis Prepare the following by utilising project management software such as Primavera Project Planner P6, MS Project 2013, Primavera Risk Analysis and RiskIntegrator2. 1. A list of tasks and work breakdown schedule for the project including activity durations 2. A project Calendar 3. A PDM diagram and a Gantt Chart 4. A list and cost of all resources (own and subcontracted). 5. Various resource schedules in the form of Gantt Charts 6. A budget and cost forecast. Also develop an “S” curve using the Software 7. Carry out qualitative risk analysis using RiskIntegrator2 8. Perform Schedule Risk Analysis using Primavera Risk Analysis 9. Generate appropriate software generated reports to assist the delivery of this project Provide a report detailing all computerised planning and analysis work. The report must be typed and submitted in a professional format. Final Report should include Stage 1 and Stage 2 of the assignment. Final Submission Deadline: Monday Week 12 Assessment: The final reports including Stage 1 and 2 are expected to contain: Cover sheet. List of contents with page numbers Group member contributions in detail. EPM5700 Group Assignment 2016 EPM5700EPM5700GroupProject2016r1.doc Page 3 of 3 11 March 2016 Report aim. Executive summary. Project description. List of assumptions (if any). Method Statement – Outline the technique for the execution of the project. Planning Methodology Project calendar showing start and finish dates, weekends, RDO’s, and public holidays, etc. Develop a Work Breakdown Structure (WBS), Organisation Break Down Structure (OBS) and Responsibility Assignment Matrix (RAM). List of tasks, durations and their logical relationship. Execution programme. Calculation of quantity, labor output/performance and duration for each task. Manpower schedule for the project. Bill of quantities and cost estimates as per WBS. Risk Register and analysis of risk according to categories. Schedule Risk Analysis of the key milestones combining inherent uncertainty of durations (ranged durations) and schedule impact risk events from the risk register. References if any. Acknowledgements if any. Appendices containing materials used in the project. The Stage 2 report is also expected to contain: a. PDM diagram printouts from MS Project 2013 and P6 Primavera Project Planner. b. A weekly bar chart of all activities sorted by WBS c. Final cost and detail budget reports d. Resource schedules in the form of Gantt Charts. e. Resource profiles (histograms) by day for major resources. f. Risk profile reports based on identified risks. g. Schedule Risk Analysis Report including: Date histograms for key milestones; Cruciality Tornado diagrams showing the top five schedule drivers threatening achievement of the milestones; and Risk treatments, if any, devised to counter the top threats, and their effects. h. Appropriate software generated reports to assist the delivery of this project Oral Assessment: Oral assessment will be held on Week 13 and each Syndicate Group will have to book a time with me for oral assessment. Any Syndicate Group or Group Members failure to attend the oral assessment then no marks will be given. Contact Details: If they have any enquiries students can contact me on 9919 4714 or via Email: Vinayaga.Sarma@vu.edu.au or see me at my office at room D424 during work hours with appointment.
EPM5700/NBC4102 Project Management & Information Technology Unit: EPM5700 – Project, Management & Information Technology Lecturer: Vinayaga Sarma Date: February 2015 Vinay Sarma Course Coordinator – Masters of Project Management Contact Phone: +61 3 99194714 Email: vinayaga.sarma@vu.edu.au William Lai Tee Sessional Support Staff – Tutorial Contact: Email: lai.tee@vu.edu.au CONTACT DETAILS COLLEGE OF ENGINEERING & SCIENCE EPM5700/NBC4102 PROJECT MANAGEMENT & INFORMATION TECHNOLOGY SEMESTER 1 2016 The Project Staging the Melbourne Grand Prix • The project is expected to carry out in two stages: • Stage 1: Manual planning work. This stage you will carry out all the preliminary work and input data for stage 2. • Stage 2: Computerised planning work. The Project Staging the Melbourne Grand Prix Importance of Stage 1 Work • Need to understand the process of the proposed project and conduct all preliminary works before starting Stage 2 work. • Without approval you should not commence Stage 2 work until Stage 1 work is fully completed. Stage 1 – Preliminary Planning Work This Section must include the following:- Prepare: • Method Statement – Outline the technique for the study of the project. • Develop a Work Break Down (WBS) structure and Organisation Break Down structure (OBS) and Responsibility Assignment Matrix (RAM). • a list of tasks and work breakdown schedule for the project including activity durations Stage 1 – Preliminary Planning Work and this Section must include the following:- • key milestones for the project, including: • Grand Prix Track and Facilities Ready for Use • Albert Park and Public Roads available post-event for public use • a project Calendar • a manual PDM diagram or a Gantt Chart • a list of assumptions used for the project. • a list and cost of all resources (own and subcontracted). • a budget and cost forecast as per the WBS. • develop a risk register to identify and prioritise all risk associated with this project Stage 1 – Preliminary Planning Work and this Section must include the following:- • Each group must obtain the costs for carrying out each activity • The minimum number of activities to be allowed is 40 to 50 to the project as a whole. Stage 1 – Preliminary Planning Work and this Section must include the following:- • Provide a brief report detailing all manual planning work. The main report must be typed and submitted in a professional format. Only the diagrams may be drawn manually. • Without any approval you should not commence Stage 2 work until Stage 1 work is completed. Stage 2 – Computerised Planning Prepare the following by utilising Project Management software such as Project Primavera Project Planner P6, MS Project 2013, Primavera Risk Analysis & RiskIntegrator2: • A list of tasks and work breakdown schedule for the project including activity durations • A project Calendar • A PDM diagram and a Gantt Chart • A list and cost of all resources (own and subcontracted). • Various resource schedules in the form of Gantt Charts • A budget and cost forecast. Also develop an “S” curve using the Software • Carry out qualitative risk analysis using RiskIntegrator2 • Perform Schedule Risk Analysis using Primavera Risk Analysis • Generate appropriate software generated reports to assist the delivery of this project Stage 2 – Computerised Planning (cont’d) Project Planning Methodology WBS Serves as the Framework for Integration of Planning and Control • WBS enables: • Responsibility assignment • Schedule summarisation • Resource/Cost aggregation • Risk assessment of various levels • Performance measurement summarisation • Proactive cycle of control by aggregation Project Managers & Line Managers The project manager answers these questions: • What is to be done? (using the SOW, WBS) • When will the task be done? (using the summary schedule) • Why will the task be done? (using the SOW) • How much money is available? (using the SOW) Project Managers & Line Managers The line manager answers these questions: • How will the task be done? (i.e., technical criteria) • Where will the task be done? (i.e., technical criteria) • Who will do the task? (i.e., staffing) Project Managers & Line Managers • Project managers may be able to tell line managers “how” and “where,” provided that the information appears in the SOW as a requirement for the project. • Even then, the line manager can take exception based on his technical expertise. What is Work Breakdown Structure (WBS) ? • In planning a project, the project manager must structure the work into small elements that are: • Manageable, in that specific authority and responsibility can be assigned. • Independent, or with minimum interfacing with and dependence on other ongoing elements. • Integratable so that the total package can be seen • Measurable in terms of progress Importance of WBS • The first major step in the planning process after project requirements definition is the development of the work breakdown structure (WBS). • A WBS is product-oriented family tree subdivision of the hardware, services, and data required to produce the end product. • The WBS is structured in accordance with the way the work will be performed and reflects the way in which project cost and data will be summarized and eventually reported. • Preparation of the WBS also considers other areas that require structured data, such as scheduling, configuration management, contract funding, and technical performance parameters. • The WBS is the single most important element because it provides a common frame work to plan the project. WBS • The WBS is the single most important element because it provides a common framework from which: • The total program can be described as a summation of subdivided elements. • Planning can be performed. • Costs and budgets can be established. • Time, cost, and performance can be tracked. • Objectives can be linked to company resources in a logical manner. • Schedules and status-reporting procedures can be established. • Network construction and control planning can be initiated. • The responsibility assignments for each element can be established. Levels in the WBS • The work breakdown structure acts as a vehicle for breaking the work down into smaller elements, thus providing a greater probability that every major a minor activity will be accounted for. • Although a variety of work breakdown structures exist, the most common is the sixlevel indentured structure below: Levels in the WBS • Managerial Levels: • Level 1: Total Program • Level 2: Project • Level 3: Task • Technical Levels: • Level 4: Subtask • Level 5: Work Package • Level 6: Level of Effort Was there a reason for the cost overrun? Was there a reason for the cost overrun? • No matter how good the cost and control system is, problems can occur. Below are common causes of cost problems: Cost Overrun • Common causes of cost problems: • Poor estimating techniques and/or standards, resulting in unrealistic budgets • Out-of-sequence starting and completion of activities and events • Inadequate work breakdown structure • No management policy on reporting and control practices • Poor work definition at the lower levels of the organization • Management reducing budgets or bids to be competitive or to eliminate “fat” Cost Overrun • Inadequate formal planning that results in unnoticed, or often uncontrolled, increases in scope of effort • Poor comparison of actual and planned costs · Comparison of actual and planned costs at the wrong level of management • Unforeseen technical problems • Schedule delays that require overtime or idle time costing • Material escalation factors that are unrealistic The Cost Account Intersection WBS/OBS Links WBS versus OBS Time Management Effective Time Management? Submission of Final Report • Final Report should include Stage 1 and Stage 2 of the assignment. • Final Submission Deadline: Tuesday, Week 12 – 24 May 2016 Assessment: Re
port Content The final reports including Stage 1 and 2 are expected to contain: • Cover sheet. • List of contents with page numbers • Group member contributions in detail. • Report aim. • Executive summary. • Project description. • List of assumptions ( if any). Assessment: Report Content • Method Statement – Outline the technique for the delivery of the project. • Planning Methodology • Project calendar showing start and finish dates, weekends, RDO’s , and public holidays, etc. • Develop a Work Break Down (WBS) structure and Organisation Break Down structure (OBS) and Responsibility Assignment Matrix (RAM). Assessment: Report Content • List of tasks, durations and their logical relationship. • Study programme. • Calculation of quantity, labour output/performance and duration for each tasks. • Labour schedule for the project. • Bill of quantities and cost estimates as per WBS. Assessment: Report Content • PDM diagram printouts from MS Project 2010 & P6. • A weekly bar chart of all activities sorted by WBS • Final cost and detail budget reports • Resource schedules in the form of Gantt Charts. • Resource profiles (histograms) by day for each resource. • References if any. • Acknowledgement if any. • Appendices containing materials used in the project. Oral Assessment: • Oral assessment will be held on SWOT Week and each Syndicate Group will have to book a time with me for oral assessment. • Any Syndicate Group or Group members are failed to attend the oral assessment then no marks will be given. Steps to Take to Complete the Project In order to achieve the above objectives, the students are strictly expected to follow the following steps:- • Step 1: Working group (group of four) • Step 2: Familiarize the Microsoft Project 2013 & P6 & Risk Integrator 2 – Attend Scheduled Training Sessions. • (Once you have completed Stage 2, then you are in a better position to undertake this assignment • Step 3: Working on the assignment – Manual planning works as per the brief. This Step 3 can be done in conjunction with Step 2 • Step 4: Once you have completed the manual planning works then your group is in a better position to work with the assignment. Steps to Take to Complete the Project • The students who failed to complete the manual planning work then they struggle to complete the work. • Each syndicate group is expected to work as a team not an individuals. • Do not under estimate the amount of work involved in this project. Steps to Take to Complete the Project Important Points to Note • Stage 1 the assignment must be fully completed & approved before starting Stage 2 of the assignment. • Assistance for Stage 2 will be given those groups successfully completed Stage 1 of the assignment. • Workshop sessions will be held in the allocated classrooms until completion of Stage 1 of the assignment. Important Points to Note • Strictly follow the Four Step process in order to complete the assignment. • Each group will be expected to work on their own. • Assistance will be given during the class time if required. • Do not under estimate the amount of work load involved in this assignment. • Need individual commitment to complete this assignment. Unit Code: NBC4102 Unit Title: Project Management and Information Technology Group Assignment – Marking Rubric – Stage 1: Preliminary Planning Work Possible Mark Not Shown 0 Limited 1 Basic 2 Sound 3 Complete 4 Advanced 5 Presentation, Structure and Professional style (out of possible marks) 15 Title page, including all group participants names and student numbers, assignment title, title of unit, unit co-ordinator, Project plan title 5 Sentence and paragraph structure throughout project plan 5 Spelling and grammar throughout project plan 2.5 Harvard referencing style, in-text referencing, reference list and glossary 2.5 Introduction (out of possible marks) 15 Executive Summary 5 Identify the scope of the project (including background) 5 Aims and objectives clearly stated 5 Critical appraisal of Winning Proposal Bid Report (out-of possible marks) 70 Method Statement – Outline the project methodology or technique for the project 10 Develop a Work Break Down (WBS) structure and Organization Break Down Structure (OBS) and Responsibility Assignment Matrix (RAM 10 a list of tasks and work breakdown schedule for the project including activity durations and a project Calendar 10 a manual PDM diagram or a Gantt Chart 10 a list of assumptions used for the project. a list and cost of all resources (own and subcontracted 10 a budget and cost forecast as per the WBS. 10 develop a risk register to identify and prioritize all risk associated with this project Discussion on the results and conclusions 10 (100) TOTAL Unit Code: NBC4102 Unit Title: Project Management and Information Technology Group Assignment 2016 – Marking Rubric – Stage 2: Computerized Planning Possible Mark Not Shown 0 Limited 1 Basic 2 Sound 3 Complete 4 Advanced 5 Presentation, Structure and Professional style (out of possible marks) 15 Title page, including all group participants names and student numbers, assignment title, title of unit, unit co-ordinator, Project plan title 5 Sentence and paragraph structure throughout project plan 5 Spelling and grammar throughout project plan 2.5 Harvard referencing style, in-text referencing, reference list and glossary 2.5 Introduction (out of possible marks) 15 Executive Summary 5 Identify the scope of the project (including background) 5 Aims and objectives clearly stated 5 Prepare the following by utilising a project management software such as Primavera Project Planner P6, MS Project 2010 and Risk Integrator 2. Report (out-of possible marks) 70 A list of tasks and work breakdown schedule for the project including activity durations 10 A project Calendar A PDM diagram and a Gantt Chart 10 A list and cost of all resources (own and subcontracted 10 Various resource schedules in the form of Gantt Charts 10 A budget and cost forecast. Also develop an “S” curve using the Software 10 Carry out risk analysis using RiskIntegrator2 10 Generate appropriate software generated reports to assist the delivery of this project 10 (100) TOTAL Assignment Brief • Assignment brief document is available in VU Collaborate. Any Questions? Thank You
Lecturer: Vinayaga Sarma – assessment rubric reviewed February 2015 Unit Code: EPM5700 Unit Title: Project Management and Information Technology Group Assignment – Marking Rubric – Stage 1: Preliminary Planning Work Possible Mark Not Shown 0 Limited 1 Basic 2 Sound 3 Complete 4 Advanced 5 Presentation, Structure and Professional style (out of possible marks) 15 Title page, including all group participants names and student numbers, assignment title, title of unit, unit co-ordinator, Project plan title 5 Sentence and paragraph structure throughout project plan 5 Spelling and grammar throughout project plan 2.5 Harvard referencing style, in-text referencing, reference list and glossary 2.5 Introduction (out of possible marks) 15 Executive Summary 5 Identify the scope of the project (including background) 5 Aims and objectives clearly stated 5 Critical appraisal of Winning Proposal Bid Report (out-of possible marks) 70 Method Statement – Outline the project methodology or technique for the project 10 Lecturer: Vinayaga Sarma – assessment rubric reviewed February 2015 Develop a Work Break Down (WBS) structure and Organization Break Down Structure (OBS) and Responsibility Assignment Matrix (RAM 10 a list of tasks and work breakdown schedule for the project including activity durations and a project Calendar 10 a manual PDM diagram or a Gantt Chart 10 a list of assumptions used for the project. a list and cost of all resources (own and subcontracted 10 a budget and cost forecast as per the WBS. 10 develop a risk register to identify and prioritize all risk associated with this project Discussion on the results and conclusions 10 (100) TOTAL A written document and presentation will be required as part of this assessment. GENERAL COMMENTS:
Lecturer: Vinayaga Sarma – assessment rubric reviewed February 2016 Unit CodeEPM5700 Unit Title: Project Management and Information Technology Group Assignment 2016 – Marking Rubric – Stage 2: Computerized Planning Possible Mark Not Shown 0 Limited 1 Basic 2 Sound 3 Complete 4 Advanced 5 Presentation, Structure and Professional style (out of possible marks) 15 Title page, including all group participants names and student numbers, assignment title, title of unit, unit co-ordinator, Project plan title 5 Sentence and paragraph structure throughout project plan 5 Spelling and grammar throughout project plan 2.5 Harvard referencing style, in-text referencing, reference list and glossary 2.5 Introduction (out of possible marks) 15 Executive Summary 5 Identify the scope of the project (including background) 5 Aims and objectives clearly stated 5 Prepare the following by utilising a project management software such as Primavera Project Planner P6, MS Project 2010 and Risk Integrator 2. Report (out-of possible marks) 70 A list of tasks and work breakdown schedule for the project including activity 10 Lecturer: Vinayaga Sarma – assessment rubric reviewed February 2016 durations A project Calendar A PDM diagram and a Gantt Chart 10 A list and cost of all resources (own and subcontracted 10 Various resource schedules in the form of Gantt Charts 10 A budget and cost forecast. Also develop an “S” curve using the Software 10 Carry out risk analysis using RiskIntegrator2 10 Generate appropriate software generated reports to assist the delivery of this project 10 (100) TOTAL A written document and presentation will be required as part of this assessment. GENERAL COMMENTS:
