Importance Of Quality Risk Management Plans In Project Management

Project Initiation Document

Project definition documentation is one of the most important artifacts in project management that mainly helps in providing foundation for the entire project.  PID generally helps in bundling various information, which was mainly acquired because of project initiation as well as due to initiating the project processes. PID document is considered as the top project planning documents that generally helps in defining the project, justifies the project, secures funding, and defines roles as well as responsibilities of the various participants of the project.

The paper mainly focusses on refurbishment of teaching rooms and computer labs in Queens building for ensuring that both student as well as staff of the organization have excellent learning environment and have access to the various types of latest technology in order to support teaching and studies. It is identified that the project was sponsored by the director of the business school with the help of proper support and collaboration from the side of both IT head and facilities Head. The entire project of refurbishment will be completed within 108 days as per the assumption.

The objectives of the project are as follows:

• Refurbishment of teaching rooms and computer labs in Queen’s building
• To provide excellent learning environment to the staff as well as to the students
• To provide access to the latest technology for supporting teaching and studying

The scope of the project are as follows:

• Refurbishing computer labs and teaching rooms
• Providing learning environment to the students and the staffs’
• Providing access to the recent technologies
• Completing the project within estimated time and budget

• The entire project will be completed within the budget $506,040.00
• The refurbishment of computer labs and teaching rooms will be completed successfully in 108 days
• The project will follow the scope for completing the project successfully

The deliverables of the project include:

• Buying new hardware for lab
• Installation of software
• Development of network infrastructure
• Refurbishing all the peripherals
• Refurbishment of furniture’s
• Improving IT support desk

The timescale of the project reflects that the entire project of refurbishment will be completed successfully within 108 days. The time that is needed for executing each of the project activities is reflected with the help of the table that is provided below:

It is assumed that the entire project of refurbishment will be completed successfully within the budget of around $506,040.00. The budget that is required for completing each of the activities of the project is reflected below:

The key staffs who are involved with the project are listed in the table below:

Stakeholder analysis is conducted in project management in order to assess the impact of the management decision on relevant parties who are involved in the project. It is considered as one of the systematic procedure of analyzing as well as gathering qualitative information for determining the interests that is needed to be taken into account during the development of the project.  It generally assists in defining the key stakeholders who are involved with the project by and helps in building cooperation between the project team members as well as project stakeholders. The stakeholder analysis for the refurbishment of teaching rooms and computing labs in the Queen’s Building is provided in the template below (Smartsheet 2018).

Project Approach

Risk register is considered as a tool that helps in documenting the risks as well as actions of the project for managing the project risk. The risk register is quite essential for proper management of risks that are mainly associated with the project. With the help of risk register, the risks that are related with the project are identified and logged on register and then appropriate actions are taken so that the problems or risks can be easily resolved easily. The risk register for the project refurbishment of teaching rooms and computing labs in the Queen’s Building is provided below (Stakeholdermap.com 2018).

Figure 1: WBS

(Source: Created by Author)

Gantt chart is one of the horizontal bar that is created for the project in order to reflect the time that is needed in order to complete the refurbishment of teaching rooms and computer labs. It is reflected from the gnat chart that the entire project of refurbishment will be finished within 108 days as per the assumption that is made during the initial project stages. It is found that the with the help of Gantt chart, the team members can easily understand the delays within the project and further it helps in creating stronger collaboration by encouraging better organization of project activities.

Figure 2: Gantt chart

(Source: Created by Author)

Figure 3: Critical Path

(Source: Created by Author)

According to quality risk management is one of the systematic procedure for the identification, assessment as well as control of risks in order to manage the quality of the project throughout its lifecycle. The organization is mainly encouraged to identify as well as manage the potential quality risks that are mainly associated with refurbishment of computer labs and teaching rooms.  It is stated by Goetsch and Davis (2014) that project quality management mainly comprises of processes as well as activities of the performing organization in order to identify the  objectives, quality policies, responsibilities so that the needs as well as demands for which it was mainly undertaken. Quality management must be performed at each stage of refurbishing in order to ensure that proper quality of the project is maintained within the entire project lifecycle. Quality management must be initiated at the initial phases of refurbishment (Smart et al. 2017).  If proper quality of the project is maintained then the issues as well as challenges that are associated with project quality does not hinder the success of the project during project lifecycle. Proper quality risk management does not enhances the quality of the project but also increases client satisfaction.

Project Objectives

 The quality risk management mainly creates positive impact on the project. It generally assists in reducing the quality related risks as well as challenges within the project and helps in maximizing the performance of the project by enhancing probability of project success. Efficient quality management can be considered as one of the efficient tool that not only helps in increasing the quality of the project but also helps in accelerating the development as well as delivery of high quality based project within the estimated budget and timeline (Kwon, Lee and Shin 2014). It is identified that proper quality based project helps in increasing customer satisfaction thus, it is quite essential for the organization to complete a project within the estimated timeline and budget but also deliver the project with appropriate excellent quality.  Appropriate quality management helps in reducing waste by keeping the raw materials equal to the requirements of the project, which helps in reducing the chances of budget shortfall within the project (Monczka et al. 2015). Quality management helps in identifying various areas of improvements by eliminating unnecessary activities from the project. It also helps in creating proper teamwork so that the quality of the project can be enhanced. Proper quality management ensures that the quality of the project is helpful in meeting the requirement of the client within the estimated time and budget. It is identified that if proper quality risk management is used then refurbishment of college lab as well as teaching room can be done appropriate as needed by the client without compromising the quality of the project (Goetsch and Davis 2014). In addition to this, appropriate quality risk management helps in minimizing the risks that are associated with refurbishment of college labs as well as teaching rooms.

The PRINCE2 methodology helps in breaking down the project into number of stages so that it can be easily monitored by utilizing systematic method from the initiation phase of the project. This generally helps in minimizing the chances of project spiraling out of control. It is stated by Vanickova (2017) that PRINCE2 methodology helps in standardizing every aspect of the project by reducing the chances of misdirection as well as miscommunication. It is identified that due to standardization, both time as well as money is saved on providing training to the new employees of the organization. Less amount of time is invested in determining the risks as they are generally outlined in the beginning of the initiation phase of the refurbishment project. If an unexpected risk or challenges occur within the project they, can be dealt successfully due to the utilization of PRINCE2 methodology (Tomanek and Juricek  2015). As project is considered successful only if it can be delivered properly on time by marinating the quality, which can only be possible with the help of PRINCE 2 and cannot be possible if agile methodology is used in the project. Hence, the best method for making the project is by utilizing PRINCE2 methodology.

Project Scope

 In spite of the advantages, the PRINCE2 methodology also creates number of issues as well as challenges within the project. PRINCE2 methodologies does not helps in offering proper level of flexibility that is offered by other methodologies of project management. As project management has grown to a different level, it is quite difficult and as a result, PRINCE methodology finds it quite difficult to cater some of the modern needs of the project management (Coppola, D’Ambrogio and Gianni 2016). The RINCE2 methodology does not include contract management as well as people management within the project and thus it can create number of issues and challenges in context to contract and people management.

 It can be analyzed that PRINCE2 methodology must be utilized in the project but before using it is very much important to analyze the type as well as suitability of the project. If the PRINCE2 methodology is suitable with the project then it can be used within the project. Analyzing suitability of project methodology is necessary before using it in order to achieve positive outcome from the project by completing it successfully within the estimated time and budget. In addition to this, it is quite necessary to consider the disadvantages of PRINCE2 methodology before utilizing it within the project so that if any risks or challenges occur within the organization it can be easily mitigated.  It is identified that there are number of real project that have become successful due to the utilization of PRINCE2 methodology. For example, the project of America Airline and the project of royal bank of Scotland. In addition to this, there are number of project that failed due to the utilization of PRINCE2 methodology. The examples include NHS’ civilian IT project as well as the project of Target’s entry into Canada. However, if agile project methodology is used in the project then it will be quite difficult to save both time and money that is associated with the project. In addition to this, the project related risks couldn’t be also managed with the help of agile project methodology. Thus, PRINCE 2 methodology is identified to be most suitable for refurbishment of teaching rooms and computing labs in the Queen’s Building.

References

Coppola, D., D’Ambrogio, A. and Gianni, D., 2016. Bringing Model-based Systems Engineering Capabilities to Project Management: an Application to PRINCE2. In CIISE (pp. 6-15).

Goetsch, D.L. and Davis, S.B., 2014. Quality management for organizational excellence. Upper Saddle River, NJ: pearson

Assumptions

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