MOOD007198 Project Management and Implementation

 MOOD007198 Project Management and Implementation

Task 1: Project Management Knowledge and Skills

1a. Identification of Project Management Skills

A good project manager must have the following skills;

• Project management approaches: A project manager must have knowledge and skills on different type of project management approaches for example Agile, Waterfall and Lean so that they can conduct the required project as it is required. This knowledge will make them able to determine the most appropriate knowledge for the project work (Tinnirello, 2021).
• Technical expertise: A project manager must be technically expert. Since a project requires to involving lots of works, if a project manager don’t have enough knowledge on technology and don’t have any technical skills, s/he will not be able to make the project success (Tinnirello, 2021).
• Communication skills: Another key important skill for a project manager is communication skills. If a project manager has lack of communication skill, he will not be able to communicate the required activities with their fellow staffs (Tinnirello, 2021)
• Leadership Skill: A project manager must have leadership skills. If not, they will not be able to lead their team and their output will be very low.
• Risk management Skill: In order to be successful as a project manager, one needs to be able to recognize possible hazards and devise strategies to deal with them. This is thinking ahead to identify prospective issues and preparing backup plans to deal with them in the event that they materialize (Hwang, 2013).
• Budgeting and financial management Skill: A project manager is required to have the ability to successfully manage the project budget. This includes being able to track spending, estimate costs, and make modifications as necessary to ensure that the project remains within budget constraints (Hwang, 2013). 

1b. Reflection of Knowledge, Skills, and Competencies at the beginning and end of the Module

During the course of this program, I gained an understanding of the various Belbin Team Roles and how they may be utilized in the context of project management. In addition to that, I was given the chance to consider my place in the team and to evaluate both my strengths and my limitations in that context. I just came to the realization that I tend to be a Team worker, which means that I am generally encouraging, diplomatic, and a good listener. I also possess some of the characteristics of an Implementer, who is practical and dependable, and of a Coordinator, who is self-assured and able to successfully distribute duties. On the other hand, I discovered that I am less at ease in the Shaper position, which is more forceful and demanding.

Acquiring an awareness of both my own capabilities and limitations as a member of a team has enabled me to function more efficiently within a group setting. Recognizing my capabilities allows me to make a constructive contribution to the team and accept roles that are well-suited to my skills. On the other hand, if I acknowledge my shortcomings, I can either endeavour to improve in those areas or look for assistance from members of my team who are particularly strong in those aspects.

I have acquired the skills necessary to successfully delegate duties, arrive at judgments in a timely manner, and manage resources in an efficient manner. Because of this, I am now better able to recognize possible problems and come up with original methods to handle them. In addition, my problem-solving skills have increased. I have improved my ability to work successfully in a team, interact with stakeholders, and manage project deadlines and budgets. I am certain that I am able to lead a project team and see to it that the project is finished on time, within budget, and to the satisfaction of the stakeholders.

Overall, I have been able to acquire the information, skills, and competences essential to become a successful project manager because to the aid that I received from this module. I can't wait to put what I've learnt to use in my next projects and to further expanding my professional skills in this area.

Task 2: New Project Management Processes at Haklo

2a. Proposal of new project management ideas including stakeholder and risk management. 

How project management ideas can benefit Haklo:

The use of project management concepts may be extremely beneficial to Haklo, just like it can to any other firm. By offering a methodical approach to the planning, carrying out, and monitoring of projects, project management assists companies in achieving their objectives. Project management may provide Haklo with a number of advantages, including:

• Improved efficiency and productivity: Project management helps to simplify processes and ensure that resources are utilized properly, which contributes to an improvement in both efficiency and production (Hwang, 2013). This can assist Haklo in finishing projects on schedule and within budget, which will increase production and profitability.
• Better risk management: Project risk management entails identifying and controlling the risks connected with a project (Hwang, 2013). Haklo may lessen the possibility that projects will fail and lessen the effect of unplanned occurrences by employing risk management measures.
• Enhanced communication: Project management places a strong emphasis on the significance of open and efficient communication between all of the many stakeholders (Hwang, 2013). Haklo can guarantee that all project stakeholders are aligned with the aims and objectives of the project by increasing communication, which in turn results in improved results.
• Improved Stakeholder Satisfaction: Haklo may make sure that stakeholders' requirements and expectations are met by including them in the project management process (Hornstein, 2015). This may result in higher satisfaction among stakeholders as well as enhanced relationships.

The need for stakeholder management:

Project management must include stakeholder management as a crucial component. Individuals or organizations that have a vested interest in the success of a project are referred to as stakeholders. Members of the project team, clients, vendors, financiers, and the community at large are all examples of stakeholders (Hornstein, 2015). Good stakeholder management is essential for the success of a project since it helps to ensure that stakeholders are involved, informed, and supportive of the project. Stakeholder management is crucial for a number of reasons. Stakeholder management is finding stakeholders, gaining a knowledge of their requirements and objectives, and maintaining communication with them throughout the duration of the project. Project managers will be able to guarantee that stakeholders are happy with the results of the project if they follow this course of action. 

A stakeholder approach for Haklo:

A stakeholder approach for Haklo should involve the following steps:

• Identify the stakeholders: the first step of the approach is to identify the stakeholders of the company. Haklos stakeholders are its suppliers, workers, management, owners, customers and investors.
• Understand stakeholder needs:  By first learning about the needs of its stakeholders and then changing its project management strategy to meet those needs, Haklo is better able to meet their demands.
• Engage the stakeholders: The success of the project depends on the engagement of the stakeholders. This could entail frequent communication, giving updates on the project's status, and including stakeholders in the decision-making process (Hornstein, 2015). Haklo can garner support for the project and handle any concerns raised by stakeholders before they become problems by incorporating them in the process.
• Prioritize stakeholders: Establishing priorities among stakeholders is necessary since not all of them have the same amount of influence or relevance. Haklo must establish a hierarchy of stakeholders and provide primary emphasis on those who are indispensable to the project's success. This may entail identifying important stakeholders and making sure that their requirements are satisfied.
• Manage stakeholder expectations: Throughout the course of a project, stakeholder expectations may change. Haklo must manage the expectations of its stakeholders and convey any changes or delays in a timely way. This can assist to create trust and sustain stakeholder support.
• Monitor stakeholder satisfaction: Haklo may discover any problems or concerns and take remedial action by regularly assessing stakeholder satisfaction. This may be accomplished through the use of questionnaires, feedback sessions, and a variety of other techniques.

Significance of risk management 

For each project, including those done by Haklo, risk management is essential to its success. It entails detecting, assessing, and responding to any risks that might have an effect on the project's goals, schedule, or budget (Avença, Domingues and Carvalho, 2023). Haklo may reduce the chance and effect of unfavourable occurrences, hence increasing the possibility that the project will be successful, by proactively managing risks.

Haklo can detect possible issues early and take actions to stop them from happening with the use of risk management. This can improve the chance of a project's success while simultaneously decreasing the risk of a project's failure (Avença, Domingues and Carvalho, 2023). Haklo is able to lessen the chance of experiencing cost overruns and unforeseen expenditures by actively controlling the risks that are associated with the company. This may assist the project stay within its allotted budget and lessen the organization's financial risks. At the planning stage of a project, risk management entails identifying possible risks. This can assist Haklo in creating project plans and deadlines that are more precise, as well as more efficiently allocating resources.

By proving that Haklo has a plan in place to reduce the likelihood of possible risks, effective risk management may increase stakeholder trust. This can assist to develop confidence and support among stakeholders, including as investors, partners, and consumers. By lessening the effects of adverse occurrences and enabling Haklo to concentrate on meeting project goals, risk management can ultimately raise the chance of project success.

2b. Development of the Project Scheduling tools (Gantt Chart)

Development of the Project Scheduling tools (Gantt Chart)

Project management software like Microsoft Project (MS Project) is helpful for a number of reasons (Avença, Domingues and Carvalho, 2023). These tools give project managers and their teams a structured way to plan, organize, and keep track of project activities and resources.

In the above Gantt chart developed using the data from the case study, it can be seen that the task required 3 months to complete. The project started on 20th March 2023 and will be completed by the presentation in 20th June 2023. Based on the requirement of the project, as a Senior Project Manager I have devised the time-schedules for the project.

2c. Project Budget Creation

Project budgeting procedures are employed in order to estimate and keep track of the expenditures that are involved with a project (Hwang, 2013). Proper budgeting is essential for the success of any project since it helps to guarantee that the project will be finished within the budget that has been set for it.

Using the data from the case study, budget has been allocated as the following.

Project Budget Creation

Task 3: Application of Project Management

Project Charter: Recruitment Project for "Haklo Free" Team

Scope: The purpose of the "Haklo Free" Recruitment Project Team is to find and hire the best people for the company's new "Haklo Free" division. People with specialized skills in fields like software development, marketing, and customer service will be recruited for this project. In collaboration with the heads of the "Haklo Free" division, the HR department will manage the project.

Goals: The main goal of the Recruitment Project for the "Haklo Free" Team is to hire a team of skilled professionals who will contribute to the growth and success of the new division. People who believe in the same things as the company and are dedicated to doing good work will be sought after for the project.

Objectives:

• Create job descriptions and qualifications based on the specific roles and skill sets needed for the "Haklo Free" division.
• Source and attract qualified candidates through job boards, social media, and networking.
• To find the best candidates for each role, conduct a thorough screening and selection process.
• Make sure the hiring process is fair, open, and free of bias or discrimination.

Stakeholder Analysis and Communication Approach:

In order to carry out an analysis of the stakeholders and to develop an appropriate communication strategy, the following actions will be taken:

• Identify the stakeholders: The project team will identify all of the stakeholders who are either impacted by the project or have the potential to have an influence on it (Müller and Turner, 2010). This covers the HR department, the leaders of the "Haklo Free" division, present workers, prospects, and external recruiting firms.
• Analyze the stakeholders: Once the stakeholders have been identified, the project team will conduct an analysis of the requirements, expectations, and concerns of each stakeholder (Müller and Turner, 2010). This will assist in prioritizing stakeholders and developing a communication strategy that is specifically catered to each group.
• Create a communication strategy: Following the completion of the stakeholder analysis, the team working on the project will work together to create a communication strategy that is suitable for each of the stakeholder groups that will be involved in the project (Müller and Turner, 2010). This will comprise the frequency, substance, and structure of communication, as well as the channels that will be utilized to deliver it.
• Adopt the communication method: Throughout the project, the project team will execute the communication approach, ensuring that stakeholders are engaged and informed at all times.

Risk Analysis:

In order to carry out a risk analysis, the following procedures will be taken:

• Identify risks: The project team will identify possible risks that might have an effect on the project, such as an inability to attract competent applicants or delays in the recruiting process.
• Evaluate the risks: When the risks have been identified, the team working on the project will examine the possibility of each risk occurring as well as the possible impact that it may have on the project. This will assist in the prioritization of risks and the development of suitable risk mitigation solutions (Müller and Turner, 2010).
• Develop Risk mitigation techniques: The project team will design methods to minimize each identified risk based on the results of the risk analysis. Creating contingency preparations, readjusting the project timeframe, or switching up the recruitment method are all potential outcomes of this step (Müller and Turner, 2010).
• Execute Risk mitigation techniques: The project team will apply the risk mitigation methods during the course of the project. Throughout this process, the team will regularly monitor for the occurrence of possible risks and change the tactics accordingly.

3b. Project Plan with Resources (Gantt Chart)

Based on the project activities and timelines provided earlier, the following steps can be added to the Gantt chart for the Recruitment Project for "Haklo Free" Team:

These phases may be added to the Gantt chart in order to better see the timeline of the project and make certain that all of the tasks are finished before the deadlines that have been set for them. Task titles, start and finish dates, length, and any dependencies between tasks should all be included in the chart (Hwang, 2013). The Gantt chart may also be utilized to monitor the project's progress and locate any possible bottlenecks or problems that must be resolved.

Project Plan with Resources (Gantt Chart)

3c. Project in Progress Management

Political instability

On the recruiting project for the "Haklo Free" team, the country's political instability may have a number of effects. The following are some of the potential problems that could occur:

• Reduced pool of potential applicants: Political instability may result in fewer people applying for open positions. Finding suitable people with the necessary skills and expertise may be challenging as a result (Joslin and Müller, 2015).
• Delay in the process: The circumstance may cause delays in the recruiting process as a result of disruptions in transportation and communication as well as the temporary cessation of corporate activities. Because of this, the allotted amount of time to finish the project might need to be extended (Joslin and Müller, 2015).
• Greater rivalry for candidates: Political instability can result in an increase in the competition for candidates among groups. Because of this, the process of recruiting top talent may become more difficult as a result of the increased likelihood that businesses would pay greater wages or provide more alluring perk packages in an effort to win over top talent (Joslin and Müller, 2015).

I would take the following actions in order to respond to and handle this situation:

Keep an eye on things: I would keep tabs on the country's political environment and evaluate how it may affect the recruitment effort. This would enable me to foresee prospective problems and take preventative efforts to address them (Ford and Lyneis, 2020).

• Change the recruiting approach: If the political instability leads to a decline in the applicant pool, I will alter the recruitment strategy to focus on other sourcing channels, such as employee recommendations or online job posts (Ford and Lyneis, 2020).
• Recruiting remotely: Consider the use of remote recruiting methods, such as conducting virtual interviews or online assessment exams, in order to reduce the amount of time lost due to interruptions in the transportation system or company closures (Doloi et al., 2012).
• Communication with stakeholders: I will update about necessary changes and achievements to the project stakeholders on a regular basis about the project. This would guarantee that everyone is aware of the possible risks and the measures being taken to lessen them (Doloi et al., 2012).

Project sponsor asked to complete the project four weeks earlier

This adjustment request would have substantial effects on the project's scope, schedule, and budget if the project sponsor wanted to finish the project four weeks sooner than expected. The following is how I would react to this predicament:

• I would evaluate the impact on the project's scope, schedule, and budget, as well as the resources' availability and any possible risks.
• After determining whether or not the request could be fulfilled, the next step would be to discover potential solutions that might assist in fulfilling the requirements outlined by the sponsor. This can entail reorganizing the order in which activities are completed, acquiring additional resources, or narrowing the project's focus (Lock and Harrison, 2004).
• Following the evaluation of the choices, I would speak with the project sponsor in order to clarify the request's ramifications as well as the options that are accessible (Lock and Harrison, 2004). The request's viability and possible effects on the project's scope, schedule, and budget would be evaluated by me.
• I would evaluate and amend the project plan accordingly. This would entail changing the project timeline, budget, and resource plan to reflect any necessary adjustments to satisfy the sponsor's request.
• I would continue to monitor and oversee the project to ensure that it remains on track to achieve the revised date. To ensure that everyone is aware of the updated timeframe, this would entail carefully monitoring progress, managing risks, and communicating with the project team and stakeholders (Too and Weaver, 2018).

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