Project Management Report On Pergola Construction Project

Scope of the Pergola Construction Project

This is a report on project management for Perfect Pergolas which is a construction company planning to take pergola construction project from a School whose Principle is Mr. Archibald. The school needs a good quality pergola which has to be constructed within 3 weeks after awarding of the construction contract. The principal has three offers from different vendors and Mr. Kevin is very keen on getting selected and is planning for the project if it is awarded to his company.  This report presents the process of authorization, resource management, project delegations, WBS, project boundaries, proposals and adjustments, applying the principles of project management to the case.

Key steps involved in project authorization are project scope identification, business case preparation, submission, and approval of the case.

Authorities who would be approving the Pergola construction project include the School Principle, Mr. Archibald. The selection would be based on the four criteria including quality, ability to begin on time, ability to finish on time, and project cost (Clements and Gido 2006).

Background: Perfect Pergolas is a construction company that specializes in the construction of Pergolas and is headed by its Chief Executive, Mr. Kevin Barry. The project would bring revenues to Perfect Pergolas.

Budget: The school has a fixed budget of $60, 000 and thus, construction has to be completed within this amount including the profits for Perfect Pergolas (Kisongoch and Nsubug 2013).

Risks: The project is likely to face some risks such as delays in material delivery, lack of availability of workers, and changes in the project requirements. However, with proper planning, these risks can be addressed or mitigated (Kisongoch and Nsubug 2013).

Timelines: The school has summer holidays that are going to be over in 9 weeks and thus, the project has 6 weeks’ time for vendor selection and contract awarding while after the contract is signed, the project has to be completed in 3 weeks. Thus, for Perfect pergolas, the project would have to be completed in 3 weeks following the milestones given below (Assuming the project begins on 1^st march 2019):

Resources needed for the Pergola construction project include Mr. Marlyn who would be developing the design for the Pergola, suppliers for construction material delivery, construction workers who would be executing tasks on site, and subcontractors for electrical installation, water, and interior design.

The business case would be submitted to Mr. Archibald by Mr. Kevin for authorization based on which a contract would be signed and awarded for the construction of pergola to Perfect Pergolas. The authorization from the side of the school for this contract would be done by Mr. Archibald while Mr. Kevin would be authorizing the project deliveries from the side of Perfect Pergolas. The design of the Pergola would be approved and authorized by Mr. Archibald while the authority for accepting materials and beginning the construction work would be Mr. Kevin after the contract has already been awarded to Perfect Pergolas (PMI 2013).

Background of Perfect Pergolas

Project governance would ensure that the project deliveries is meeting the desired standards of the school. Governance structure would involve identification of project objectives, ways of achieving them, and monitoring project performance (Beringer and Kock 2013).

There are three key stages in delegation on a project that include responsibility assignment, authority delegation, and accountability creation. Responsibility assignment involves identification of tasks that have to be performed which in the case of Pergola construction project are identified in the WBS which has been developed by Perfect pergolas.

The next stage of delegation is assigning authority which would be done by the project manager of Pergola construction from perfect Pergolas. The project manager would motivate the key team workers by giving them the authority to take decisions about the tasks they would be responsible to manage.

With authority given to people also assigned responsibility for specific tasks, accountability will automatically be achieved in project teams as they would be obligated to perform. To achieve this, RACI matrix would be used to define the roles and responsibilities in such a way that it can be ensured  that members given responsibilities are also made accountable (Futrell 2002).

 The table below shows the RACI matrix for the Pergola construction project as proposed by Perfect Pergolas.

Work breakdown structure is a tool that is used for breaking down major components of the project into sub-components that can be managed separately. It presents the hierarchical division of work (Devi and Reddy 2012)

Boundaries are usually established at the initiation stage of the project which is essential so that there is an agreement between the project managers and the stakeholders of the project. Project boundaries identify what belongs and what does not belong to a project (Miller and Turner 2010).

Boundaries define what can be done as a part of the project and what cannot be so that there is no confusion on what is to be delivered.

In the Pergola construction project, the boundaries of the project are restricted to site where construction would happen. Any school area that is beyond the defined area for pergola is not in the boundaries of the project. Thus, any work required beyond the Pergola boundaries would not be treated as the part of the project.

The tasks that would not be in the scope of this project include:

• Interior designing
• Construction work beyond the boundaries of Pergola project

If there is a reshuffling in the company that has caused deprivation of some of the workforce on the project, it could severely affect both the costs and the schedule of the project as less workforce would not be able to finish the project on time and extension would also need adjustments in cost elements. Items that would have expenses adjustments would have to be validated by the project team and accordingly, changes have to be made in the project plan including resource allotments and schedules.

Budget and Risks

If there is a change in material requested by client then a change request would be raised along with justification of how business case is changed and how changes in material can still bring profits to the company. If the materials required then have more costs than initially planned then cost adjustments would have to be made in the plan and approval for additional funds have to be taken from the client (Heerkens 2015).

If the project is nearing the date of completion and the team realizes that it would take additional month to complete, the project manager would record the adjustments that it would need in the cost and schedule to be able to extend the project by a month. Contingency fund if set aside would be utilized to pay for the extra month and in the case this fund is insufficient, approval has to be taken from the sponsor to provide additional funds needed for the project with justification of the cases behind the day. If inevitable causes have lead to the delays then the sponsor can be convinced on providing additional funds for the project to proceed. However, this extension would also affect the plan of school to reopen as the students would start to join while Pergola is still under construction, The project manager in that case can hire more workers to speed up the work and accordingly make adjustments in the cost and the schedule so that the project could be finished before the school reopens (William Dow and Taylor 2010).

Conclusions

This report was prepared as a proposal for Perfect Pergola which is planning to take up pergola construction project for the school. The proposal identified the major stakeholders of the project, teams that would be employed at work, project scope and deliverables, risks and adjustment needs. The proposal suggests construction of the pergola in 3 weeks’ time as was proposed by the school. For this project has been given a budget of $60,000 as funded by the school. The report detailed the process of authorization, resource management, project delegations, WBS, project boundaries, proposals and adjustments, applying the principles of project management to the case. It helped the company make out how project would be managed before its business case can be approved.

References

Beringer, C. Jones, and A. D. Kock. 2013. “ Behavior of internal stakeholders in project portfolio management and its impact on success.” International Journal of Project Management 31 (6): 840-846.

Clements, J. P., and J . Gido. 2006. Effective Project Management. Thompson.

Devi, T., and V. Reddy. 2012. “Work Breakdown Structure of the Project.” International Journal of Engineering Research and Applications 683-686.

Futrell, Robert T. 2002. Quality Software Project Management. Pearson Education India.

Heerkens, G. 2015. Project management. Mcgraw-Hill Education..

Kisongoch, Gerald, and Abdul Nsubug. 2013. IT Project Management Methodology : Project Scope Management Support Guide. NITA.

Miller, R, and R. Turner. 2010. “Leadership Competency Profiles of Success Project Managers.” International Journal of Project Management 28 (5): 437-448.

PMI. 2013. A Guide to Project Management Body of Knowledge. PMI.

William Dow, and Bruce Taylor. 2010. Project Management Communications Bible. John Wiley & Sons.

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