Introduction
Project management is one of the most involving activities, which require utilization of both skills and experience in achieving the desired results. Besides, the project manager needs to be well equipped with exposure and a wide range of project management skills to competently handle the task.
The management of Bluesteel Ltd has a tough task to complete the huge project of producing websites. However, this challenge is not only demanding due to fixed time schedule but because of limited resource availability. Therefore, successful completion of the project not only requires the utilization of scarce resources but also strict utilization of management competencies and rational prioritization of the the project task.
Scope of the project
Just like in other projects, Bluesteel project has been divided into four distinct phases namely, initialization, planning process, execution process and closing processes. These activities are organized in a systematic way to enhance interdependence and interrelationship between these activities.
The initial stage entails all the preliminaries, which include preparing all materials, and resources that will be needed. The preliminary process involves organizing for architectures, legal and technical requirements.
The first thing that a blue print should ensure is defining the project to streamline focus and to avoid misuse of resource. At this stage, the main task is generating goals, and specifying the activities and task entailed. Finally, each staff is allocated specific activity to avoid overlapping of duties as well as well ensuring overall participation.
In fact, proper definition of the problem not only provides timely resolution to the problem but it also saves on resources available. At this stage, SMART objectives are formulated which is an acronym for Specific, measureable, attainable, realistic, and time bound.
Therefore, it is always important to have a precise project definition to be able to achieve the intended but unique outcome. Nonetheless, most project planners fail at this point due to wrong definition of the project.
The second area of interest is the planning phase. At this stage, Bluesteel manager as a huge task of designing the work plan while bearing in mind the various activities and sub-activities involved in the project.
This phase requires the management to make sure all activities are organized in a systematic manner to avoid overlapping and misuse of resource. Similarly, at this stage, the management needs to prepare a budget for each process, activities and sub-activities.
Correct budgeting helps in careful utilization of scarce resources. Apart from budget, the management should also prepare a well-designed staff worksheet to ensure adequate and equal distribution of employee in the organization.
Despite ensuring the project meets its predetermined objectives, the management has the obligation of ensuring the project meets the specification of clients. For instance, Bluesteel has a duty to ensure the project is carried as per the requirement outlined by the client.
Moreover, the project should be executed within the specified time duration to avoid aggravating the client. Similarly, it is the duty of Bluesteel to employ the cheapest available personnel to perform their duties while maintaining high quality.
In most organizations, performance is dynamic and it is subject to constant changes. For instance, during the preparation of the website, the prices of the commodities might change and therefore Bluesteel should remain ablest of customer needs.
Therefore, the project manager to project does this to avert future problem to counter them in advance. In addition, he argues that the project manager should equally not forger human aspect of project management such as motivation as well as communication.
The Bluesteel project does not operate in a vacuum and it requires meeting the needs of its stakeholders to enhance their satisfaction. Therefore, the stakeholder’s needs should come at the forefront to avoid disgruntling them. Since a large customer base will operate the website, it is vital to ensure that it meets international standards.
By giving the websites a global approach and acceptability, the management enhances the organization acceptability as well as organization performances in all its dealing. Thus, the project should cater for the need of its users. In this case, the website developed should be able to meet all the needs of its clients by having issues such as, FAQs, contacts, product prices, international correspondences and agencies for the organization.
In addition, the project design should be interactive in nature to allow easier manipulation and immediate feedback to the user of the websites.
The project is facing some tradeoffs due to some eventualities and strict deadlines. The management of resource presents the management with constraint on available resources, tough deadlines and a wide scope. For instance, the project manager is obliged to “crash” certain activities to save on time and resources.
Furthermore, it is more important for the management to have unbiased priority to ensure activities are implemented at the right time and that strict control of the project is effected. Finally, the manager is obliged to bring the entire project operation into a humble completion after meeting all the targets outlined.
The execution phase also requires the management to ensure that the project is done in a systematic way to avoid unnecessary hitches and avoidable dilemma. There is need to downsize the corporate scope to ensure inclusion of the entire administration needs in the organization.
In this manner, the website should also be designed with the initial aim of meeting the needs of the clients conveniently. In a wide perspective, it is also important for the project to be summarized to represent a “big picture” though in a somehow small project.
Project Work Load
Since the Bluesteel project is subdivided into small activities and sub-activities it is therefore important to compute the workload for easier allocation of resources and workers. Computation of the workload also helps the management in ensuring that each individual performs only that activity that he or she is required to do without being overburdened.
Bluesteel workload assumes the following model and is more organized in the following format. With this workload, it is easier to proceed with the preparation of the project network and eventually with the Gantt chart for the project. On the other hand, the project is designed in a way more precise and organized manner. This project is designed to take 30 days from initiation till the closure stage, however, to reduce on cost we have incurred.
Macro-planning structure
In this macro plan, all projects have been outlined in a systematic manner to ensure that all activities are interlinked together and enhance smooth operation of activities. Most organizations at an advanced stage of the project are directly linked to each other back-to-back.
Bluesteel Project Cost
The Bluesteel project captures all material information with respective cost functions for each activity and sub-activity. However, in this report, only the costs of main activities are outlined. Each cost factor is computed in terms of a person daily wage bill of 1K€. Thus, for ease of computation the project cost is sub-divided into complete individual work bill. The cost outline for the project is as follows.
The entire project would cost K€.76 for it to be complete. However, the agreement with Bluesteel require that all the bills to be paid in two installments, a down payment of K€25 at the beginning of the project and the remaining K€.65 to be settled at the end of the project. The down payment received is used to cater for the legal requirements, retaking of the photographs, and catering for maintenance purposes.
To ensure maximization of the profit we were compelled to work for overtime as well as crashing some activities to ensure we optimize on the scarce resources available. Although crashing activities increases costs it helps the project to follow the timetable as it is stipulated on the work schedule:
The Cost-Time Graph
Work Breakdown Structure
At this stage, the project is subdivided into its constituent sub-activities to provide a clear pictorial representation for the project. By breaking down activities into smaller sub-activities present a good planning base through which budgeting and task scheduling is based. With the work breakdown structure the task are designed in a systematic way that shows interdependencies.
Generally, work breakdown structure is a hierarchical representation of activities and sub-activities. The direct portray helps in developing interrelationships as well as interdependencies. Hence, the project should be sub-divided into sub-activities to meet the predetermined goals and objectives. The Bluesteel project work breakdown is as shown below:
Bluesteel Work Breakdown Structure
This project assumes three main parts, initialization, execution and closure. The initialization phase is the preliminary stage where all preparations of the main activities that will be used by the organization. It entails defining the project, acquiring legal documents, designing tasks as well as assigning responsibilities.
The second and the most important phase is execution which entails actual operation of the tasks. This phase include; activity scheduling, budgeting, resource allocation, and staffing. The operation sub-section entails web design, photos and text implementation, and web architecture.
Finally, the last part entails development of final documentation and training the customer on how to use the web site. At this stage the website is tested by the customer. Then the manual and other supporting documents are prepared to enhance maximum utilization of the design.
Project Macro-plan
After preparation of the project workload, the next step entails preparation of the project macro-plan. The project macro-plan is a composite design on how activities in the project will follow each from the beginning to the end. A well-structured macro-plan helps the management in effective time planning as well as ensuring efficient utilization of resources. Due to the importance attributed to the phase, keen interest should be undertaken to ensure the manager does his/her job properly.
In addition, the macro-plan is also used to ensure all resources in the project are utilized effectively as stipulated in the budget. Bluesteel project macro-plan is as shown below:
Bluesteel Macro-Plan
The project macro-planning is designed in the model of the activity network. All activities in the macro-plan are interrelated and interconnected in nature. After preparing the text and photos, the photos, which had a problem, are retaken to fit in the website design.
In the above network, only one activity is independent and that is accusation of legal documentation. This represents a dummy activity, which consumes no time and resources during the implementation process. All the other activities take place as shown by the arrows. The preceding activity depends on the initial activity and they are therefore interconnected.
Gantt chart
Once the network is developed, the next state entails preparation of the Gantt chart. Gantt chart outlines the way activities are interrelated from the initial stage to the final stage of the project. The Gantt chart spells out clearly what is to be done, how it is to be done, when it is to be done and who is supposed to do it. The Gantt charts shows activities which can be delayed and those which cannot.
In dealing with scarce resources, Gantt chart offers a wonderful base for the manager to priorities among competing activities. The rule that applies in making priorities is that of importance and urgency. The most important and urgent activities are carried out first followed by urgent but less important. Gantt chart is one theory most useful and applicable to both the practicing managers and students with their course works.
Effects of Extra Work
Since the photos, which were collected from the photo agency, are not compatible with the web site, they had to be retaken. This caused delay in the development of the project since photos formed core of the project and the entire process had to be delayed. On the other hand, an increase in this activity results to increases in expenses.
To make amendments for the increased cost, I had to negotiate with Bluesteel Company for them to revise the terms of contract. This was not to be an easy task but due to the seriousness of activity, an agreement was to be realized. Since we were not responsible for the fault photos, the organization then had to provide replacement or pay for the photos shooting expenses. This was a valid reason that would make them revise payment.
Resource Table
This project has been made successful by three people the Mosaab as designer & HTML/Web expert, Santiago as HTML/Web expert, Koushik as IT specialist and myself as the project manager.
Gantt Project Sources Representation
