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Module Code: CORP 5064Managing Business Projects and Processes

INDIVIDUAL ASSESSMENT

Submitted By: Keyur ShahP14164980

Tutor Names: Martyn Kendrick and Dr. Ashley CarrerasDate of Submission: 05/02/2015

Word count : 2778

Executive Summary

Leicester Tennis Limited is a SME company specialising in the supply of groundwork equipment and materials for the construction of tennis courts based in Leicester. They also have a subsidiary company that provides the skilled personnel to repair or build the tennis courts. The current organisation structure of Leicester Tennis Ltd consists of 1 General Manager, 2 Business Development Managers, and an Administration Team with 5 members. The project is to plan for the Design of the new storage facility (warehouse) that will hold the tennis court materials and groundwork equipment to be packed and shipped to the different venues

Contents1Executive Summary22INTRODUCTION43PROJECT BACKGROUND54PROJECT DEFENITION55STRATEGIC OBJECTIVES OF THE PROJECT65.1SWOT ANALYSIS65.2OBJECTIVES86PROJECT PROCESS86.1INITIATION PHASE86.2PLANNING PHASE96.3EXECUTION PHASE & CONTROL PHASE106.4PROJECT CLOSE OUT PHASE106.5ROLE OF PROJECT MANAGER IN EACH STAGE117STAKE HOLDERS127.1DIFFERENT STAKEHOLDERS137.2STAKEHOLDER ANALYSIS (MAPPING)137.3STAKE HOLDER ISSUES147.4SCOPE OF THE PROJECT157.5CONSTRAINTS167.6PESTLE Analysis178RISK ANALYSIS189WORKBREAK DOWN STRUCTURE2010GANTT CHART & SHEET2410.1GANTT SHEET2410.2GANTT CHART2611COST ANALYSIS2812CONCLUSION2913Reference30

INTRODUCTION

This report will talk about the different activities and processes included in finishing the project that is concerned with the designing of storage facility for SME Company. In the first area it will examine about task definition and the undertaking work process; in which what all activities and analysis were carried out in the initiation and planning stage are given. At that point it will talk about what jobs will be done to ensure proper working of the plan.

PROJECT BACKGROUND

Leicester Tennis Limited is a SME company specialising in the supply of groundwork equipment and materials for the construction of tennis courts, has purchased an old warehouse in New Castle. A project manager along with project team members is appointed to design the storage facility within in the budget of $2,000,000 and under the time period of 4 months. A project team consisting of the project head, assistant project head, architect, recruitment manager, finance manager is appointed for the designing of the warehouse.

PROJECT DEFENITION

Definition of the project is highlighted with the help of CATWOE method:

C: Customers - Both National and International tennis clubs, University Sports Complexes

A: Actors- Leicester Tennis Limited and Project team

T: Transformation- Designing storage facility to be able to meet the organisational demands.

W: Weltanschauung - International Company with all the facilities which is flexible to respond all the needs of customers and clients.

O: Owner- Leicester Tennis Limited

E: Environmental constraints Regulation and taxes, weather, safety issues, pollution, supplier issues, and quality

Project definition: To design a warehouse which address all the demands of global environment and will help Leicester Tennis Limited to increase the turnover of the company and open up a new market.

STRATEGIC OBJECTIVES OF THE PROJECT

SWOT tool analysis is used by project team to help in determining of objectives

SWOT ANALYSIS

STRENGTHS Experience and good reputation in dealing with similar projects Good workforce and facilities Ability to arrange finance Efficient supply chain managementWEAKNESS Limited time Strategy not so flexible Limited funds Lack of co-ordination Improper communicationOPPORTUNITY New market Increase turn over Increase in quality of service Attract investors Employment opportunity

THREAT New competitors Not favourable economy Change is regulatory frameworks Change in demand of clients.

OBJECTIVES

Optimum and effective use of resources Effective and efficient use and management of budget Identify risks associated Completion of project in allocated time Satisfaction of Leicester Tennis ltd. Effective communication with and among the stake holders Well define goals, responsibilities, specification and accountabilities Satisfaction and support between the owners, sponsors and the project management team Develop troubleshooting to ensure smoothing running of the project

PROJECT PROCESS

The project process will define all the different stages during the course of the project namely initiation, planning, execution and close-out.

INITIATION PHASE

This is the first stage in project process; here the project manager meets the project sponsor to enable better understanding of the project and the needs.Stakeholder analysis is to be done and key stake holders will be interviewed to understand their needs. Based on the analysis, we can make a list of deliverables and rank them as per their priority level. The following step would be looking for approval from the project sponsor focused around the scope recognized.

PLANNING PHASE

The second important step in project process is planning and it includes breakdown and assignment of each job/task of the project from start to end.This process begins with instructing all the concerned divisions inside the company and the organizations to whom work will be outsourced, about the project. In addition to defining the criteria needed for the successful completion of each job-task, the planning phase will include a risk assessment. In short, the working procedure is defined, stake holders are distinguished and reporting frequency and channels are explained. One of the crucial parts of the planning process is to prepare the Work Break Down Structure which would include all the tasks to be undertaken in the next phase. A detailed report known as the Project Initiation Document (PID) which consists of an estimation of budget and time will be prepared and submitted to the project sponsor. Once the PID is authorised by the project sponsors, the execution phase can be started.

EXECUTION PHASE & CONTROL PHASE

The project takes off in the execution phase. In this stage, a project baseline is identified and established which is used as a standard to measure the progress. Importance is given to check if the project is being completed within the allocated time, budget and also quality. Timely project review is to be conducted to see whether the communication plan is being properly used to communicate and get feedback from stake holders and to monitor activities. Timely meetings will be done to assess the degree of variance from standard baseline and also discussion on the steps to be taken to correct the variances will take place in the meetings. All meetings and variances (if any) will be logged. To comply with the specifications, quality and procedures, the subject matter experts will be asked to submit reports. In case of conflicts between the team members, it is project managers duty to look into the matter and sort it out. Project manager will maintain project report at timely intervals, which will state project progress and status.

PROJECT CLOSE OUT PHASE

This is the final phase of the project; in this stage all the tasks will be completed. Project manager will be responsible for feedback from all the project participants and the closure procedures associated with project. Project documents are to be collected, deliverables are accepted by project owners and sponsors, closing out contracts with contractors and suppliers by evaluating their performance and paying the dues. Log everything associated with the project to learn and avoid the mistakes or failure of the project.

ROLE OF PROJECT MANAGER IN EACH STAGE

INITIATION Determining scopes Construction Work Break-down Structure, Cost analysis and risk analysis. Identifying remedies for each needs

PLANNING Recruiting staffs Identifying suppliers for the equipments Identifying contractors Risk assessment

EXECUTION Control of the project Evaluating whether the scopes are achieved Keep a check on quality control Execution of risk assessment plans

PROJECT CLOSE OUT Review of the project Documenting all important data related to project Conduct meeting for feedback

STAKE HOLDERS

Stakeholders are the persons or organisations who are actively involved in the project or whose interests may be positively or negatively affected by the performance or completion of the project (Project Management Institute, 2008, p23).Stake holders are divided into two, Primary and Secondary, and are tabulated in a table.

DIFFERENT STAKEHOLDERS

Primary Stake holdersLeicester Tennis Limited, Project team, Project Sponsors and Employees of the company

Secondary Stake Holders Local council, Bank, Suppliers, Architectures and Interior designers, Government, Equipment provider, Logistics Company, Potential suppliers of the company, Clients, Competitors, Environmentalists.

STAKEHOLDER ANALYSIS (MAPPING)

The stake holder map is divided into four sections (quadrants) based on the power and interest of the various stakeholders in this project.

High Influence Degree of Influence Low Influence

Leicester Tennis Ltd., Project manager, Government, Project team, Local CouncilEmployees of the company

Banks, Suppliers, Interior designers & Architectures, Potential SuppliersClients, Competitors, Environmentalists

High Importance

Degree of

Importance

Low Importance

STAKE HOLDER ISSUES

Project sponsor: 1Project Sponsor is concerned on delivering on time and budget. Securing Finance: and meeting all standards are the other issuesSuppliers: Regular purchase of raw materials from supplier and timely paymentsLocal Council: Regular payment of tax along with proper documentationArchitectures and Interior Designers : Satisfaction from project owners and manager, and payment on time.Bank: Payment of interests of timeClients: Excellent services and more flexibilityEnvironmentalists: Environmental pollution and effects on societyProject team: Goodwill in the organisation, success of the project.

SCOPE OF THE PROJECT

The scope of the project defined are based on the issues of stakeholders and deliverables that are needed to be delivered for successful completion of the project

IDENTIFIED SCOPES OF THE PROJECT

Renovation of the building Designing interior of the storage facility including floor plan, electrical wiring furniture Installing security system, fire alarms and fire extinguishers and CCTVs Approval of Local council Installing machineries for efficiency in job Supply of materials like electrical materials, furniture, machinery Information technology : Computers, networking, Data Management Systems and System support and maintenance Banking and financial facilities Transportation and Parking facilities Inauguration

CONSTRAINTS

In order to identify the constraints and risks associated with the project PESLTE analysis is carried out.

PESTLE Analysis

PESTLE analysis a macro environmental tool and is used to have better understanding of how external factors have an impact on the project and is also used as strategic analytical technique.

POLITICAL

Despite the tax-rate being high, it would not affect the project much, but any increases in the tax-rate would have negative effects on the cost and budget. The government policies, other regulation, and the pressure from government to go environment friendly may impact the result of the project.

ECONOMICAL

Current value analysis indicates that project may have some financial problems due to Increase in the cost of fuels; transportation charges etc. which may result in increase in expenses.

SOCIAL

Customers are quality oriented; hence any decrease in the quality will affect the business, which in turn will hamper the project. Several other issues related to ethics and Corporate Social Responsibilities (CSR) can have effects on smooth implementation of project.

TECHNOLOGICAL

Changes in technology, Emergence of new technology enables the company to be more innovative, this may affect the costs related to it. With further developments in Data Management systems, operations like inventory management can make communication of information easier.

Legal

Certain regulations and laws for health and safety which the project team has to keep in mind while designing the storage facility.

Environmental

Issues like pollution, treatment and disposal of waste are to be considered under environmental issues. Bad weather can also affect the project, it can cause delay in receiving supplies.

RISK ANALYSIS

Several risks associated with time, quality, legal frameworks, approval and suppliers can occur during the working of project, which may affect the project plan and may force changes to it. In order to make smooth running of the project, contingency plan will be made by assessing and identifying these risks. Identification of maximum number of possible risks will be beneficial to company. Based on the identified risks, contingency solutions are made for each risk. The severity and probability of risk are divided into High, Medium and Low. Below is the table showing analysis of risk

Sr. No.RiskProbability(L,M,H)Severity(L,M,H)Possible Solution

1Lack of coordination among team membersHMGive training, properly communicating

2Electricity (Power) FailureMHTo setup back up power facility, like generators.

3Delay in supply and or material lacking qualityHHChose best suppliers, strict quality checks, reward and penalties to supplier.

4Bad Weather conditionMHCheck forecast and complete the work on exteriors accordingly

5Delay in license approval MHTo apply before hand and make sure it is in correct format and meets the required need

6FireLMTo make sure fire extinguishers are present. To call fire service in case of extreme situations

7Rise in cost of materialsMLTry to reduce operation cost or look for suppliers with better prices

8Injuries to due to accidentHMProvide clear instructions and safety equipments. On site first aid it.

9Underperformance in different project phaseMHIdentify the reasons and take corrective steps to improve the performance

10Inadequate fund to meet risksMHSet aside certain amount from the budget for contingency.

WORKBREAK DOWN STRUCTURE

The work Breakdown Structure is a deliverable-oriented hierarchical decomposition of the work to be executed by the project team to accomplish the project objectives and create the required deliverables, with each descending level of the WBS representing an increasingly detailed definition of the project work (Project Management Institute, 2008, p116)

A project work breakdown structure (WBS) is a deliverable or product-oriented grouping of project work elements shown in graphical display to organize and subdivide the total work scope of a project. (Field and Keller, 1998, p94-100)

1 Setting up site 1.1 Get Architecture to survey 1.2 Get electrician to survey 1.3 Plan modification & Alteration 1.3.1 Building layout 1.3.2 Wiring and Lighting layout 1.4 Order materials for the facility

2 Design site 2.1 Use services of interior designer 2.2 Renovation wherever required 2.3 Make suitable partitions and shelves 2.4 Wiring & Lighting 2.5 Machinery layout

3 Equipping Operational facilities 3.1 Acceptance of materials 3.2 Installation of machinery 3.2.1 Installing Conveyor belts 3.2.2 Setting up Forklifts 3.3 Installing security system 3.3.1 Theft alarms 3.3.2 Installing CCTVs 3.4 Installing safety systems 3.4.1 Setting Smoke detectors 3.4.2 Installing Fire alarms 3.4.3 Equipping with Fire extinguishers 3.5 Installing IT Equipments 3.5.1 Installing computers 3.5.2 Setting up network 3.5.3 Data management system

4 Recruitment 4.1 Interview candidates 4.2 Take decision 4.3 Background verification 4.4 Give offer letter

5 Parking 5.1 Assemble team 5.2 Tar Entire place 5.3 Setting up security booth

GANTT CHART & SHEET

Gantt Charts are a way to graphically show progress of a project. Management of a project is made easier if it is viewed as small manageable items where the dependencies are visually illustrated, parallel processes are discovered, the overall processing time determined and progress tracked. The tasks of a project can be quite complex and dependent on each other. With a project management tool, such as a Gantt chart, all subtasks of a task can be viewed graphically.

GANTT SHEET

GANTT CHART

The red bar in GANTT chart denotes the critical path of the project

COST ANALYSIS

The project, according to forecasted cost will be completed within the budget. The remaining amount from budget $685120 can be used as contingency.

CONCLUSION

The project report has presented well defined outline for designing and inauguration of new storage facility in New Castle for Leicester Tennis Ltd. This state of the art storage facility will help Leicester Tennis Ltd and its subsidiary company to increase turnover and venture into new market

Reference

Field, M. and Keller, L. S.(1998) Project management. London: International Thomson Business Press Wilson, J. (2003). Gantt charts: A centenary appreciation.European Journal of Operational Research, 149(2), pp.430-437. BURKE, R. (2013). Project management: planning and control techniques. Hoboken, N.J., Wiley Project Management Institute (COR) (2008) A guide to the project management body of knowledge (PMBOK guide), Newtown Square, Pa.: Project Management Institute ROLOFF, J., 2008 Learning from Multi-Stakeholder Networks: Issue-Focussed Stakeholder Management.Journal of Business Ethics,82(1), pp. 233-250, available from ABI/Inform Global Maylor, H. (2005) Project management. Harlow, England: FT Prentice Hall BERGVALL-KAREBORN, B., MIRIJAMDOTTER, A. and BASDEN, A.(2004) Basic Principles of SSM Modeling: An Examination of CATWOE from a Soft Perspective.Systemic Practice and Action Research,17(2), pp. 55-73, available from ABI/Inform Global.