Project Management Plan For Northern Victoria Irrigation Renewal Project Stage 1

Project Objectives

The purpose of this project management plan is to develop a project charter for Northern Victoria Irrigation Renewal Project Stage 1. The project management plan contains all the major requirements and attributes that are included in the project. These attributes include project objectives, scope, assumptions, constraints, risk management plan, stakeholder analysis, time schedule, budget, quality management plan and human resource management plan among others.

This project is mainly based on the modernization and renewal of the irrigation distribution system in Victoria, Australia. The current Goulburn-Murray Irrigation District (GMID) system was built more than 100 years ago with the help of contemporary technology that have become vague in the current terms. Moreover, with 100 years of use, the equipments and machines have become rusty and slow in addition to provide output with very low efficiency. Hence, the plan is to replace the entire irrigation system with new technology in order to gain maximized output and efficiency. The entire renewal process will take a significant amount of time and use high amount of resources using money, materials as well as human resources. Owing to the large scale of the project, each and every aspect of the project must be finalized with high accuracy and roadmaps must be developed by discussing with all the stakeholders involved in the project.

For the preparation of the project some assumptions have been made as follows.

The proposed budget for the project is sufficient for completing the project.
The proposed timeline for the project is sufficient for completing the project.
Complete replacement of the irrigation system is possible.
In spite of heavy investment in the project, sufficient cost benefit will help to recover the invested amounts.
The hired construction contractor will complete all the requirements of the project and hand over the project within the specified time.

Some constraints of the project are as follows.

The scale of the project is massive – complete change of the irrigation system will require huge amount of manpower and mechanical equipments.
Nearby land owners may not allow any kind of disturbance on their land.
The desired technical setup may not be available in the country.
Due to the scale of the project, heavy investments are required and in the end, there may not be sufficient return on investment from the project.
The entire project may be unnecessary if sufficient amount of water does not flow through the river in the basin.

The purpose of this project is to renew the irrigation system by completely replacing the equipments of the system and restoration of the irrigation setup with better, more efficient and modern equipments. Furthermore, the irrigation system is to be changed and improved such that it does not the flood the nearby agriculture fields when a huge amount of water is released due to overflow. Building a specific irrigation canal is also suitable for fulfilling the purpose.

This project will be further followed by development of river dam, construction of water reservoir and others. These later project plans are explained below.

Development of River Dam: After the renewal of the irrigation system, the flow of water of the river should be kept in check by building a river dam along the course in the basin. This will allow the controllers to control the flow of water in case of floods and high water level due to heavy rainfall.

Water Reservoir: This project is a follow up from the irrigation renewal project. In spite of the renewal of the irrigation system, there will be a problem during the dry season where there will not be any sufficient amount of water. In this case, a reservoir will be constructed that will capture the water during rainy season for use in irrigation in the dry season.

The scope of the project includes the following.

Survey of the currently existing irrigation system
Consultation with government regarding the project
Development of a detailed business case for the project
Hiring of contractor for managing and executing the project
Hiring human resources and labors for the project
Procuring resources for the project
Initiating and managing the entire project
Documentation of the entire project

The WBS Structure development is shown in the following table.

WBS	Task Name	Duration	Start	Finish	Predecessors
0	Northern Victoria Irrigation Renewal Project	1206 days	Fri 5/25/18	Fri 1/6/23
1	Project Discussions and Survey	144 days	Fri 5/25/18	Wed 12/12/18
1.1	Initial Discussions with Government	15 days	Fri 5/25/18	Thu 6/14/18
1.2	Complete Survey of the Entire Irrigation System	25 days	Fri 6/15/18	Thu 7/19/18	2
1.3	Discuss regarding the scale of the project	15 days	Fri 7/20/18	Thu 8/9/18	3
1.4	Determine the equipments and structures that are to be replaced	10 days	Fri 8/10/18	Thu 8/23/18	4
1.5	Analyze the feasibility of the project	10 days	Fri 8/24/18	Thu 9/6/18	5
1.6	Propose a budget to the government	5 days	Fri 9/7/18	Thu 9/13/18	6
1.7	Prepare a detailed business case	10 days	Fri 9/14/18	Thu 9/27/18	7
1.8	Submit business case to government	2 days	Fri 9/28/18	Mon 10/1/18	8
1.9	Receive approval from government	25 days	Tue 10/2/18	Mon 11/5/18	9
1.10	Contact with sponsor for funding	5 days	Tue 11/6/18	Mon 11/12/18	10
1.11	Present funding proposal	5 days	Tue 11/13/18	Mon 11/19/18	11
1.12	Hire Contractor	10 days	Tue 11/20/18	Mon 12/3/18	12
1.13	Present construction proposal	5 days	Tue 12/4/18	Mon 12/10/18	13
1.14	Approval of the Proposal	2 days	Tue 12/11/18	Wed 12/12/18	14
2	Project Planning Phase	130 days	Thu 12/13/18	Wed 6/12/19
2.1	Hold Meetings with the Contractor	5 days	Thu 12/13/18	Wed 12/19/18	15
2.2	Discuss Project Roadmap	15 days	Thu 12/20/18	Wed 1/9/19	17
2.3	Analyze Requirements for Human and Material Resources	20 days	Thu 1/10/19	Wed 2/6/19	18
2.4	Prepare an Estimated List of Resources	5 days	Thu 2/7/19	Wed 2/13/19	19
2.5	Appoint Stakeholders in the Project	10 days	Thu 2/14/19	Wed 2/27/19	20
2.6	Allocate Roles to Stakeholders	5 days	Thu 2/28/19	Wed 3/6/19	21
2.7	Recruit Labors for Project	20 days	Thu 3/7/19	Wed 4/3/19	22
2.8	Hire Construction Vehicles	10 days	Thu 4/4/19	Wed 4/17/19
2.8.1	Hire Bulldozer	10 days	Thu 4/4/19	Wed 4/17/19	23
2.8.2	Hire Other Vehicles Required	10 days	Thu 4/4/19	Wed 4/17/19	23
2.8.3	Hire Cement Mixer	10 days	Thu 4/4/19	Wed 4/17/19	23
2.9	Hire Electrical Workers	10 days	Thu 4/18/19	Wed 5/1/19	27,25,26
2.10	Hire Other Technical Workers	10 days	Thu 4/18/19	Wed 5/1/19	25,26,27
2.11	Prepare a Human Resource Management Plan	5 days	Thu 5/2/19	Wed 5/8/19	28,29
2.12	Align the Plan with the Project Requirements	5 days	Thu 5/9/19	Wed 5/15/19	30
2.13	List Down Project Requirements	5 days	Thu 5/16/19	Wed 5/22/19	31
2.14	Allocate Roles to All Human Resources including the workers	15 days	Thu 5/23/19	Wed 6/12/19	32
3	Project Procurement Phase	125 days	Thu 6/13/19	Wed 12/4/19
3.1	Prepare a List of All Materials Required	20 days	Thu 6/13/19	Wed 7/10/19	33
3.2	Prepare List of Technical Equipments and Other Requirements	10 days	Thu 7/11/19	Wed 7/24/19	35
3.3	Develop Resource Management Plan	15 days	Thu 7/25/19	Wed 8/14/19	36
3.4	Consult with Contractor Regarding Resource Usage	10 days	Thu 8/15/19	Wed 8/28/19	37
3.5	Analyze Market Prices of the Resources	10 days	Thu 8/29/19	Wed 9/11/19	38
3.6	Predict Price Changes	5 days	Thu 9/12/19	Wed 9/18/19	39
3.7	Determine Budget Portion Required for the Resources	15 days	Thu 9/19/19	Wed 10/9/19	40
3.8	Recruit Procurement Manager	5 days	Thu 10/10/19	Wed 10/16/19	41
3.9	Provide a List of Resources	5 days	Thu 10/17/19	Wed 10/23/19	42
3.10	Hand Over Budget for Procurement Phase by Phase	10 days	Thu 10/24/19	Wed 11/6/19	43
3.11	Procurement of Materials Phase by Phase	20 days	Thu 11/7/19	Wed 12/4/19	44
4	Project Preparation Phase	70 days	Thu 12/5/19	Wed 3/11/20
4.1	Start Preparation for Project	15 days	Thu 12/5/19	Wed 12/25/19	45
4.2	Survey of the Site by the Contractor	15 days	Thu 12/26/19	Wed 1/15/20	47
4.3	Estimation of Work Required in Project	5 days	Thu 1/16/20	Wed 1/22/20	48
4.4	Develop Work Breakdown Structure	5 days	Thu 1/23/20	Wed 1/29/20	49
4.5	Assign Workers to Work on the Site	5 days	Thu 1/30/20	Wed 2/5/20	50
4.6	Assign Resources to the Workers	5 days	Thu 2/6/20	Wed 2/12/20	51
4.7	Assign Supervisor for the Project Works	5 days	Thu 2/13/20	Wed 2/19/20	52
4.8	Final Meeting Regarding Discussion of Requirements of the Project	10 days	Thu 2/20/20	Wed 3/4/20	53
4.9	Start Working on the Project	5 days	Thu 3/5/20	Wed 3/11/20	54
5	Project Execution Phase	530 days	Thu 3/12/20	Wed 3/23/22
5.1	Break Down Unwanted Structures	15 days	Thu 3/12/20	Wed 4/1/20	55
5.2	Flatten the Land	10 days	Thu 4/2/20	Wed 4/15/20	57
5.3	Start Digging Irrigation Canal	5 days	Thu 4/16/20	Wed 4/22/20	58
5.4	Excavate Land along the Course of the Canal	65 days	Thu 4/23/20	Wed 7/22/20	59
5.5	Build Canal Infrastructure Framework	135 days	Thu 7/23/20	Wed 1/27/21	60
5.6	Build Lock Gate	85 days	Thu 1/28/21	Wed 5/26/21	61
5.7	Connect the Canal with River through the Lock Gate	25 days	Thu 5/27/21	Wed 6/30/21	62
5.8	Clear Land for Pumping Station	10 days	Thu 7/1/21	Wed 7/14/21	63
5.9	Develop Infrastructure for Pumping Station	55 days	Thu 7/15/21	Wed 9/29/21	64
5.10	Install Pumping Equipments	25 days	Thu 9/30/21	Wed 11/3/21	65
5.11	Install Motors in the Station	20 days	Thu 11/4/21	Wed 12/1/21	66
5.12	Connect the Pumping Station with the Canal	10 days	Thu 12/2/21	Wed 12/15/21	67
5.13	Build Flood Resistant Structures along the Canal	35 days	Thu 12/16/21	Wed 2/2/22	68
5.14	Build Underground Aquifers	15 days	Thu 2/3/22	Wed 2/23/22	69
5.15	Build Sprinklers	15 days	Thu 2/24/22	Wed 3/16/22	70
5.16	Finish Working on the Project	5 days	Thu 3/17/22	Wed 3/23/22	71
6	Project Review Phase	140 days	Thu 3/24/22	Wed 10/5/22
6.1	Start Reviewing the Project	5 days	Thu 3/24/22	Wed 3/30/22	72
6.2	Conduct Survey to Detect Faults and Errors	35 days	Thu 3/31/22	Wed 5/18/22	74
6.3	Address the Faults and Issues	30 days	Thu 5/19/22	Wed 6/29/22	75
6.4	Test the Pumping Station Equipments	15 days	Thu 6/30/22	Wed 7/20/22	76
6.5	Test the Pumping Process	5 days	Thu 7/21/22	Wed 7/27/22	77
6.6	Complete Review of the Project	15 days	Thu 7/28/22	Wed 8/17/22	78
6.7	Prepare Documentation of the Project	20 days	Thu 8/18/22	Wed 9/14/22	79
6.8	Hand Over the Project	15 days	Thu 9/15/22	Wed 10/5/22	80
7	Project Closing Phase	67 days	Thu 10/6/22	Fri 1/6/23
7.1	Project Appraisal	15 days	Thu 10/6/22	Wed 10/26/22	81
7.2	Review the Entire Developed System	15 days	Thu 10/27/22	Wed 11/16/22	83
7.3	Complete Payments and Wages	20 days	Thu 11/17/22	Wed 12/14/22	84
7.4	Sign Closing Contract	2 days	Thu 12/15/22	Fri 12/16/22	85
7.5	Open Canal for Irrigation	5 days	Mon 12/19/22	Fri 12/23/22	86
7.6	Final Closing of the Project	10 days	Mon 12/26/22	Fri 1/6/23	87

Sl No.	Stakeholder	Roles	Responsibilities
1.	Minister of water	Allow the passage and blockage of the water while bringing out the transformation	To support the project throughout the entire project lifecycle
2.	Treasures	Manage all the funding and expenses being made for the deployment and delivery of the project	Manage the budget and financial calculations without any error
3.	Minister of community development and planning	Provide allowance to the delivery of the entire project and necessary legal agreements with the contractors and other key stakeholders	Provide all the necessary support
4.	DSE and DTF	Implement the financial and managerial components those are necessary fort the deployment of the operational activities within the project	Manage all the project constraints in an efficient and effective manner.
5.	DPC (Department of premier and cabinet	Manage the legal agreements and exchange of the necessary technology and resources applicable for the d3eployment of the entire project.	manage the paper work and records related to the growth and development of the project
6.	DPI (Department of primary Industry)	Communication with the irrigators and manage the delivery of the primary and environmental production outcomes related to this project	Execute the role with complete responsibility
7.	Regional development Victoria	Execute the economic and social impacts on the water plan initiatives.	Effectively present the results
8.	Modernization steering committee	Support the project in miscellaneous way	Execute the roles with complete responsibility
9.	Service Commission	Manage the tariffs and objectives related to the legal perspectives.	Execute the role with complete responsibility
10.	Government of commonwealth	Provide support on legal agreements and funds for delivering the project	Always give priority to this project than any other components and ongoing project
11.	Local government	Manage the legal considerations, policies and agreements	Take decision considering the local community
12.	Civil Engineer	Prepare the design and construction for new establishment of the IT infrastructure	Deliver I or her section of work with complete responsibility
13.	Resource Manager	Manage all the resources those are necessary for the deployment of the project.	Collect sufficient resources those are sufficient for the project delivery
14.	Human Labour	Accomplish the operational activities	Deliver their 100% contribution in the development of the project
15.	Local community	Avail the services being proposed for them	Provide feedback and suggestions
16.	Australian Government	Provide necessary support	Allow sufficient legal allowance for the project delivery
17.	Project Manager	Manage the project constraints	Manage all the activities and responsibilities of the project in an efficient and effective manner
18.	Business Analyst	Analyse the business environment including the needs and requirements of the customers	Perform their job with complete responsibility
19.	Sponsors	Support the project financially	Manage sufficient fund contribution for the project delivery
20	Market analyst	Analyse the entire market	Propose the effective and efficient solutions for the project
21	Project Supervisor	Supervise the team towards set objectives and goals of the project	Manage the project constraints in an efficient and effective manner

The scope of the developed project will be to enhance the customer experience in the field of the irrigation system for enhancing the facilities through replacing the old materials with the new technologies that can cover the entire irrigation system of the Victoria Australia.

Scope

Transformation of the existing system through the implementation of the latest technologies those can contribute in the enhancement of the existing system. Provide easy and efficient way for the irrigation system. Transform the existing of systems with new and innovative technological approaches.

The developed project must be capable of delivering all the services those are being delivered through existing system and meeting all the needs of the irrigation system. The proposed system should be faster than previous system and capable of delivering more services than the existing system.

The out scope of the project is the tendering and conflict management those might affect the growth and development of the project. The costs of the new technologies are being proposed as per the present status of the market.

The estimated time for the project might turn out to be a significant constraint.

The budget might be a constraint if suitable cost management plans are not undertaken.

The deliverables of the project will enhance the standard of the present system through providing necessary outputs of the project.

The proposed draft will be accepted by the executives of the government and the project will move on. The budget of the resources will be same during the project execution phase as it is being proposed in the present plan. The proposed time will be sufficient for the project delivery. There will be not any uncertainties during the project delivery. The risk impacts will be minimized to the extent level.

The stakeholders of the project will be managed through proper communication ad assigning roles and responsibilities to them considering the accomplishment of the objectives of the project. The positions and responsibilities being assigned to them will be as per their ability and capability in manner to harness the maximum efficiency of the stakeholders and accomplish the project in much better and efficient manner. He purpose of the stakeholder management will be assure that the every stakeholder is satisfied with the roles and responsibilities of the stakeholders the scope is to manage every stakeholder in an efficient and effective manner.

	Stakeholder	Roles	Responsibilities	Interest	impact
1.	Minister of water	Allow the passage and blockage of the water while bringing out the transformation	To support the project throughout the entire project lifecycle	High	Very high
2.	Treasures	Manage all the funding and expenses being made for the deployment and delivery of the project	Manage the budget and financial calculations without any error	High	Medium
3.	Minister of community development and planning	Provide allowance to the delivery of the entire project and necessary legal agreements with the contractors and other key stakeholders	Provide all the necessary support	Low	Medium
4.	DSE and DTF	Implement the financial and managerial components those are necessary fort the deployment of the operational activities within the project	Manage all the project constraints in an efficient and effective manner.	High	High
5.	DPC (Department of premier and cabinet	Manage the legal agreements and exchange of the necessary technology and resources applicable for the d3eployment of the entire project.	manage the paper work and records related to the growth and development of the project	Low	Medium
6.	DPI (Department of primary Industry)	Communication with the irrigators and manage the delivery of the primary and environmental production outcomes related to this project	Execute the role with complete responsibility	Medium	Low
7.	Regional development Victoria	Execute the economic and social impacts on the water plan initiatives.	Effectively present the results	High	Very High
8.	Modernization steering committee	Support the project in miscellaneous way	Execute the roles with complete responsibility	Medium	Medium
9.	Service Commission	Manage the tariffs and objectives related to the legal perspectives.	Execute the role with complete responsibility	Low	Low
10.	Government of commonwealth	Provide support on legal agreements and funds for delivering the project	Always give priority to this project than any other components and ongoing project	Medium	Very High
11.	Local government	Manage the legal considerations, policies and agreements	Take decision considering the local community	Very high	Very High
12.	Civil Engineer	Prepare the design and construction for new establishment of the IT infrastructure	Deliver I or her section of work with complete responsibility	Medium	Low
13.	Resource Manager	Manage all the resources those are necessary for the deployment of the project.	Collect sufficient resources those are sufficient for the project delivery	High	High
14.	Human Labour	Accomplish the operational activities	Deliver their 100% contribution in the development of the project	Low	Low
15.	Local community	Avail the services being proposed for them	Provide feedback and suggestions	Very High	Very high
16.	Australian Government	Provide necessary support	Allow sufficient legal allowance for the project delivery	High	Medium
17.	Project Manager	Manage the project constraints	Manage all the activities and responsibilities of the project in an efficient and effective manner	Very High	Very High
18.	Business Analyst	Analyse the business environment including the needs and requirements of the customers	Perform their job with complete responsibility	Low	High
19.	Sponsors	Support the project financially	Manage sufficient fund contribution for the project delivery	Low	Medium
20	Market analyst	Analyse the entire market	Propose the effective and efficient solutions for the project	Medium	Low
21	Project Supervisor	Supervise the team towards set objectives and goals of the project	Manage the project constraints in an efficient and effective manner	Very High	High

Operational

Executive

Internal

11,

13,

16,

17,

External

19,

20,

12,

14,

Stakeholder engagement matrix/approach

interest	Very High				21	11, 15, 17
High			2, 16	4, 13,	1, 7
Medium		6, 12, 20	8,		10,
Low		9, 14,	3, 5, 19	18
Very Low
Very Low	Low	Medium	High	Very High
Impact

Roles and responsibilities

Sl No.	Stakeholder	Roles	Responsibilities
1.	Minister of water	Allow the passage and blockage of the water while bringing out the transformation	To support the project throughout the entire project lifecycle
2.	Treasures	Manage all the funding and expenses being made for the deployment and delivery of the project	Manage the budget and financial calculations without any error
3.	Minister of community development and planning	Provide allowance to the delivery of the entire project and necessary legal agreements with the contractors and other key stakeholders	Provide all the necessary support
4.	DSE and DTF	Implement the financial and managerial components those are necessary fort the deployment of the operational activities within the project	Manage all the project constraints in an efficient and effective manner.
5.	DPC (Department of premier and cabinet	Manage the legal agreements and exchange of the necessary technology and resources applicable for the d3eployment of the entire project.	manage the paper work and records related to the growth and development of the project
6.	DPI (Department of primary Industry)	Communication with the irrigators and manage the delivery of the primary and environmental production outcomes related to this project	Execute the role with complete responsibility
7.	Regional development Victoria	Execute the economic and social impacts on the water plan initiatives.	Effectively present the results
8.	Modernization steering committee	Support the project in miscellaneous way	Execute the roles with complete responsibility
9.	Service Commission	Manage the tariffs and objectives related to the legal perspectives.	Execute the role with complete responsibility
10.	Government of commonwealth	Provide support on legal agreements and funds for delivering the project	Always give priority to this project than any other components and ongoing project
11.	Local government	Manage the legal considerations, policies and agreements	Take decision considering the local community
12.	Civil Engineer	Prepare the design and construction for new establishment of the IT infrastructure	Deliver I or her section of work with complete responsibility
13.	Resource Manager	Manage all the resources those are necessary for the deployment of the project.	Collect sufficient resources those are sufficient for the project delivery
14.	Human Labour	Accomplish the operational activities	Deliver their 100% contribution in the development of the project
15.	Local community	Avail the services being proposed for them	Provide feedback and suggestions
16.	Australian Government	Provide necessary support	Allow sufficient legal allowance for the project delivery
17.	Project Manager	Manage the project constraints	Manage all the activities and responsibilities of the project in an efficient and effective manner
18.	Business Analyst	Analyse the business environment including the needs and requirements of the customers	Perform their job with complete responsibility
19.	Sponsors	Support the project financially	Manage sufficient fund contribution for the project delivery
20	Market analyst	Analyse the entire market	Propose the effective and efficient solutions for the project
21	Project Supervisor	Supervise the team towards set objectives and goals of the project	Manage the project constraints in an efficient and effective manner

Weekly report will be developed considering growth and development of the project and monitoring the performance of the involved stakeholders.

Weekly report will be developed considering the contributions made in different sections and phases of the project considering the continuous contribution.

Every stakeholder’s contribution will be measured through identifying the percentage of the work accomplished by them with respect to the accomplishment and thus, their activity durations and other responses will be manipulated accordingly for the management of the stakeholders and manipulating them towards accomplishing the objectives and goals of the project.

The communication management will be helpful in assuring that every stakeholder is engaged in the project and propose the strategies those could manipulate the growth of the project towards accomplishing the project objectives.

All the stakeholders will participate in the meetings and brainstorming activity. The stakeholders will agree at a particular point of the conversation on the points of the conflict.

Assumptions

Regular report will be generated based on the weekly progress of the project will be documented and reviewed for the evaluation and quality management strategies.

The milestones of the project should be managed within the expected tie and budget and if not the effective changes will be applied throughout the project for the delivery of the project within the constraints.

Stakeholders	Roles	Responsibilities
Project manager	Present weekly report	Highlight the lagging and advantageous factors
Resource Manager	Provide update on the available resources and required resources	Propose the best suitable resources
Quality manager	Present the weekly report about the ongoing growth and expected growth	Try to manage all the constraints as per the expectations
Suppliers	Provide report on the supplies	Propose effective and efficient supplies for the delivery of the project
External stakeholder representatives	Communicate about the problems and issues being faced by them	Provide necessary feedback on the growth and development
Government representatives	Propose needed update for the delivery of the project	Cover all the necessary sections

Face to face meetings, meetings over telephone, documentation of the problems identified, regular recording of the previous meetings, and proposing the changes those could contribute in meeting the goals and objectives of the project.

SL no.	Issue	Responsible stakeholder	Date	Issue solving
1	Resources	Resource manager	25^th may 2018	Solved
2	Problems	Project supervisor	26^th may 2018	Solved
3	Solutions	Key stakeholders	27^th may 2018	Solved
4	Planning	Project manager	28^th may 2018	Solved
5	Budgeting	Project manager	29^th may 2018	Solved
6	Risks	Risk manager	30^th may 2018	Solved

This strategy will focus on delivery of the set of practices those could be contributed in the deployment of the conflict management strategies such as follows:

Identifying the issues: The topic of the conflict must be considered in the prior of the decision making in manner to assure that the topic is well defined and broad aspect of the project can be determined for the proposition of the solution that can alternatively be proposed to the individuals for reaching at a situation where both the parties are satisfied with the proposed solution.

Understanding the problems from both party’s perspective: it is important to consider how the parties are reacting on the point of the conflict and managing them as per the needs and requirements of both the parties. It will be helpful in diversifying the topic and considering its big picture

Keeping feelings apart from the scenario: There should not beany emotional attachment with any of the parties in manner to assure that the delivery of the conflict management does not follow any biasing scenario and every party is being reaching to an understanding of the effective solution.

Reaching at a balance point for proposing win – win situation for both the parties: After analysing the situation, the course of the actions could be delivered for the proposed solution by identifying the best balancing point that can be proposed for both the parties and reach at a particular point that can be satisfactory for both the parties.

Stakeholder	Messages	Vehicles	Frequency	Feedback Mechanisms
Project manager	Project updates	Project Report	Daily	Direct instructions
Resource Manager	Resource requirements	List	As required	Email
Quality manager	Project quality requirements	Email / document	As required	Document
Suppliers	Material requirements	List	As required	Document
External stakeholder representatives	Project contract	Email	Weekly	Document
Government representatives	Project progress	Email	Monthly	Email

Cost and budget management is required so that a project does not move off limits and incur huge amount of expenses. The budget is used to determine a limit of investment that can be made in the project and the cost determines the actual extent of expenses encountered in the project.

Stakeholders	Roles	Responsibilities
Project manager	Present weekly report	Highlight the lagging and advantageous factors regarding project costs
Resource Manager	Provide update on the available resources and required resources	Propose the best suitable resources at the best possible costs
Quality manager	Present the weekly report about the ongoing growth and expected growth	Try to manage all the cost related quality constraints as per the expectations
Suppliers	Provide report on the supplies	Propose effective and efficient supplies at the most effective costs for the delivery of the project
External stakeholder representatives	Communicate about the problems and issues being faced by them	Provide necessary feedback on the growth and development of the project in terms of investment
Government representatives	Propose needed update for the delivery of the project	Cover all the necessary sections regarding investment

Meeting the integration of data needs is the main requirement of coordinated cost management strategies and frameworks, for example, Target Costing and CAIV (Cost as Independent Variable), which ought to be viewed as the best strategies in cost management and will be reasonable connected in this specific project. Cost management rehearses have gone under considerable feedback for their absence of proficiency and limit with respect to adapting to the prerequisites of a quickly developing condition. Absence of cost bookkeeping development does not, nonetheless, seem, by all accounts, to be the issue: bookkeeping experts and scholastics have united to make new types of cost management that give choice applicable data. Incorporated costing frameworks lessen add up to proprietorship cost, increment consumer loyalty, and give cost execution that addresses or surpasses the clients’ issues. Likewise, incorporated management frameworks decrease cost and hazard by setting forceful and firm cost goals, expanding rivalry, boosting providers, and successfully using producibility projects and outline re-utilize.

Constraints

The cost for the project is estimated using two separate methods – bottom up estimation for human resource usage and total estimation of prices of all material resources to be procured. First, for the bottom up estimation, the following rates have been considered for the main stakeholders of the project.

Resource Name	Type	Max. Units	Std. Rate	Ovt. Rate	Cost/Use	Accrue At	Base Calendar
Project Manager	Work	100%	$500.00/hr	$0.00/hr	$0.00	Prorated	Standard
Chief Financial Officer	Work	100%	$350.00/hr	$0.00/hr	$0.00	Prorated	Standard
Project Supervisor	Work	100%	$300.00/hr	$0.00/hr	$0.00	Prorated	Standard
Resource Manager	Work	100%	$250.00/hr	$0.00/hr	$0.00	Prorated	Standard
Construction Manager	Work	100%	$300.00/hr	$0.00/hr	$0.00	Prorated	Standard
Construction Workers	Work	100%	$4,000.00/hr	$0.00/hr	$0.00	Prorated	Standard
Equipments Manager	Work	100%	$250.00/hr	$0.00/hr	$0.00	Prorated	Standard
Civil Engineer	Work	100%	$400.00/hr	$0.00/hr	$0.00	Prorated	Standard
Other Workers	Work	100%	$2,750.00/hr	$0.00/hr	$0.00	Prorated	Standard

Considering these costs, the overall costs for the project has been estimated as follows.

Task Name	Duration	Resource Names	Cost
Northern Victoria Irrigation Renewal Project	1206 days		$20,082,800.00
Project Discussions and Survey	144 days		$934,000.00
Initial Discussions with Government	15 days	Civil Engineer, Project Manager	$108,000.00
Complete Survey of the Entire Irrigation System	25 days	Civil Engineer, Project Manager, Project Supervisor	$240,000.00
Discuss regarding the scale of the project	15 days	Chief Financial Officer, Civil Engineer, Project Manager, Project Supervisor	$186,000.00
Determine the equipments and structures that are to be replaced	10 days	Project Supervisor	$24,000.00
Analyze the feasibility of the project	10 days	Civil Engineer, Project Manager, Project Supervisor	$96,000.00
Propose a budget to the government	5 days	Chief Financial Officer	$14,000.00
Prepare a detailed business case	10 days	Project Supervisor, Civil Engineer	$56,000.00
Submit business case to government	2 days	Project Manager	$8,000.00
Receive approval from government	25 days	Project Manager	$100,000.00
Contact with sponsor for funding	5 days	Chief Financial Officer	$14,000.00
Present funding proposal	5 days	Project Manager	$20,000.00
Hire Contractor	10 days	Project Manager	$40,000.00
Present construction proposal	5 days	Project Manager	$20,000.00
Approval of the Proposal	2 days	Project Manager	$8,000.00
Project Planning Phase	130 days		$694,000.00
Hold Meetings with the Contractor	5 days	Civil Engineer, Project Manager	$36,000.00
Discuss Project Roadmap	15 days	Civil Engineer, Project Manager	$108,000.00
Analyze Requirements for Human and Material Resources	20 days	Construction Manager, Project Manager	$128,000.00
Prepare an Estimated List of Resources	5 days	Construction Manager, Equipments Manager	$22,000.00
Appoint Stakeholders in the Project	10 days	Project Manager	$40,000.00
Allocate Roles to Stakeholders	5 days	Project Manager	$20,000.00
Recruit Labors for Project	20 days	Project Manager	$80,000.00
Hire Construction Vehicles	10 days		$60,000.00
Hire Bulldozer	10 days	Equipments Manager	$20,000.00
Hire Other Vehicles Required	10 days	Equipments Manager	$20,000.00
Hire Cement Mixer	10 days	Equipments Manager	$20,000.00
Hire Electrical Workers	10 days	Project Manager	$40,000.00
Hire Other Technical Workers	10 days	Project Manager	$40,000.00
Prepare a Human Resource Management Plan	5 days	Project Manager	$20,000.00
Align the Plan with the Project Requirements	5 days	Project Manager	$20,000.00
List Down Project Requirements	5 days	Project Manager	$20,000.00
Allocate Roles to All Human Resources including the workers	15 days	Project Manager	$60,000.00
Project Procurement Phase	125 days		$382,000.00
Prepare a List of All Materials Required	20 days	Construction Manager, Equipments Manager	$88,000.00
Prepare List of Technical Equipments and Other Requirements	10 days	Construction Manager, Equipments Manager	$44,000.00
Develop Resource Management Plan	15 days	Construction Manager, Equipments Manager	$66,000.00
Consult with Contractor Regarding Resource Usage	10 days	Project Supervisor	$24,000.00
Analyze Market Prices of the Resources	10 days	Project Supervisor	$24,000.00
Predict Price Changes	5 days	Project Supervisor	$12,000.00
Determine Budget Portion Required for the Resources	15 days	Project Supervisor	$36,000.00
Recruit Procurement Manager	5 days	Project Supervisor	$12,000.00
Provide a List of Resources	5 days	Project Supervisor	$12,000.00
Hand Over Budget for Procurement Phase by Phase	10 days	Project Supervisor	$24,000.00
Procurement of Materials Phase by Phase	20 days	Resource Manager	$40,000.00
Project Preparation Phase	70 days		$248,000.00
Start Preparation for Project	15 days	Construction Manager	$36,000.00
Survey of the Site by the Contractor	15 days	Construction Manager	$36,000.00
Estimation of Work Required in Project	5 days	Construction Manager	$12,000.00
Develop Work Breakdown Structure	5 days	Construction Manager	$12,000.00
Assign Workers to Work on the Site	5 days	Construction Manager	$12,000.00
Assign Resources to the Workers	5 days	Construction Manager	$12,000.00
Assign Supervisor for the Project Works	5 days	Project Manager	$20,000.00
Final Meeting Regarding Discussion of Requirements of the Project	10 days	Civil Engineer, Construction Manager, Project Manager	$96,000.00
Start Working on the Project	5 days	Construction Manager	$12,000.00
Project Execution Phase	530 days		$16,160,000.00
Break Down Unwanted Structures	15 days	Other Workers	$330,000.00
Flatten the Land	10 days	Other Workers	$220,000.00
Start Digging Irrigation Canal	5 days	Construction Workers	$160,000.00
Excavate Land along the Course of the Canal	65 days	Construction Workers	$2,080,000.00
Build Canal Infrastructure Framework	135 days	Construction Workers	$4,320,000.00
Build Lock Gate	85 days	Construction Workers	$2,720,000.00
Connect the Canal with River through the Lock Gate	25 days	Construction Workers	$800,000.00
Clear Land for Pumping Station	10 days	Construction Workers	$320,000.00
Develop Infrastructure for Pumping Station	55 days	Construction Workers	$1,760,000.00
Install Pumping Equipments	25 days	Other Workers	$550,000.00
Install Motors in the Station	20 days	Other Workers	$440,000.00
Connect the Pumping Station with the Canal	10 days	Other Workers	$220,000.00
Build Flood Resistant Structures along the Canal	35 days	Construction Workers	$1,120,000.00
Build Underground Aquifers	15 days	Construction Workers	$480,000.00
Build Sprinklers	15 days	Construction Workers	$480,000.00
Finish Working on the Project	5 days	Construction Workers	$160,000.00
Project Review Phase	140 days		$1,400,000.00
Start Reviewing the Project	5 days	Civil Engineer, Construction Manager	$28,000.00
Conduct Survey to Detect Faults and Errors	35 days	Civil Engineer, Construction Manager	$196,000.00
Address the Faults and Issues	30 days	Construction Workers	$960,000.00
Test the Pumping Station Equipments	15 days	Civil Engineer, Project Supervisor	$84,000.00
Test the Pumping Process	5 days	Project Supervisor	$12,000.00
Complete Review of the Project	15 days	Project Supervisor	$36,000.00
Prepare Documentation of the Project	20 days	Project Supervisor	$48,000.00
Hand Over the Project	15 days	Construction Manager	$36,000.00
Project Closing Phase	67 days		$264,800.00
Project Appraisal	15 days	Project Manager	$60,000.00
Review the Entire Developed System	15 days	Project Manager	$60,000.00
Complete Payments and Wages	20 days	Project Manager	$80,000.00
Sign Closing Contract	2 days	Construction Manager, Project Manager	$12,800.00
Open Canal for Irrigation	5 days	Construction Manager	$12,000.00
Final Closing of the Project	10 days	Project Manager	$40,000.00

From this estimation, the total cost has been determined to be $20,082,800. In addition, the material costs are determined as follows.

Resources / Requirements	Estimated Costs
Construction Vehicles	$500,000
Construction Equipments	$200,000
Labour Camps	$50,000
Construction Materials	$1,500,000
Other Costs	$250,000
TOTAL	$2,500,000

Hence, the total estimated budget for the project is $22,582,800.

For compensating minor losses and additional requirements of the project, some contingency budget is used. The value of this budget is about 20% of the total budget and hence, the contingency budget for the project is $ 4,516,560.

For the purpose of reporting regarding budget expenses and requests, a stakeholder must contact with the chief financial officer who will review the request and forward the same to the project manager. If the project manager approves the request, the request will be approved and granted to the stakeholder by the finance officer.

Effective cost monitoring and control are required in order to ensure there is no overspending or low availability in a certain phase of the project i.e. they are required for effective distribution and control of the budget.

The power of controlling the budget is on the finance officer who will review the budget spending plan and the requirements of the project for controlling the budget. This particular project is a very large project and a huge amount of budget is involved and invested for the execution of the project. Hence, if effective cost monitoring and control are not done, the Government will face heavy financial losses.

Each change control framework inside a project design is started by a change ask for, regardless of whether it is for the financial plan, the calendar, or for gets the association holds with its providers. Partners must present a genuinely convincing contention in the demand why the proposed change must be made. Once a change ask for is presented, the means of the cost change control framework are taken after to decide if the cost baseline will change because of the demand. The cost change control framework includes some particular advances. The project expert should utilize this strategy to guarantee that all change demands are appropriately managed and that exclusive endorsed changes are reflected in the cost baseline.

The cost closing will be measured by the overall costs incurred to complete the project excluding additional investments made by the sponsor or other entities.

The purpose of the procurement management plan is to develop a suitable arrangement for the procurement of project resources as per the quality requirements and the budget allocated for procuring the resources.

The procurement management approach for the project should be to procure the best quality materials at the lowest possible price.

Stakeholder	Role and Responsibility
Chief Finance Officer	Allocate budget for procurement of resources
Resource Manager	Procure resources as per the requirements

Contract types: The contracts for procurement should be of long term and as per the contract, the required resources will have to be delivered phase by phase.
Evaluation process: The procurement will be evaluated based on material quality and the cost of the materials.
Procurement constraints: The main constraints are high prices for quality materials and changing markets for these materials.
Contract approval process: Contract should be reviewed by a large number of stakeholders as well as the government before they are approved.

In order to avoid procurement risks, procurement plan should be clearly defined as early as possible and the risks are to be identified. Once the responsible stakeholders are aware of the risks, they will ensure the procurement is not affected by the risks

A probity plan will be required in order to ensure all the procurement contracts are signed in the right manner and with the best possible clauses.

Contract performance management: The vendors and suppliers should be tied with appropriate contracts including penalties that they will have to face if they do not meet the terms of the contracts.

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