Project Management

BM522

By: Eleftheria Panagiotopoulou

Assignment Structure &
Explanation
Session Plan
PART 1: TASK 1 Project Justification
PART 2: TASK 2 Network Diagram
PART 3: TASK 3 Stakeholders Analysis
PART 4: TASK 4 WBS
PART 5: TASK 5 Risk Analysis
PART 6: TASK 6 Quality Expectations
PART 7: Assignment Recommended Structure
 Part 1
Task 1 Example
Project Justification
Task 1 Requirements
Task 1:
The project management plan must begin by providing a justification
for the project i.e.
1. A compelling business case – project objectives and deliverables.
2. Followed by a critical analysis of what methodology would be
appropriate for this project and why?
3. Supported with justification examples of where this methodology
has been previously used as well as the benefits of using this
methodology in your project. (15 marks)
 Part 2
Task 2 Example
Network Diagram
Task 2 Requirements
Task 2:
i. Develop a network diagram manually, AS TAUGHT (activities on arrows) clearly showing the
relationship between all the activities listed above, the dependencies, the likely duration for
each activity, the likely completion date (expected total project time).
Calculate:
• the earliest starting time (EST),
• the latest starting time (LST) and
• the earliest finishing time (EFT)
• and latest finishing time (LFT) for each activity
including an outline description of the critical path,
• highlighting the critical activities and
• the shortest possible time in days in which the project can be completed as scoped above.
(give reasons for your choice).
ii. Using Microsoft project i.e. MS Project, represent the activity list above in a Gantt Chart
[(i) & (ii) [25 marks]
Simple Network Diagram
Activities A B C D E F G
Predecessors - - A A,B D C,E E
Duration (Weeks) 7 9 12 8 9 6 5

A C F
Start Finish
B D E G

(50) Project Scheduling - PERT/CPM | Finding Critical Path -

YouTube
 Advanced Network Diagram

A 0 7 C 7 19 F 26 32
7 2 9 12 14 26 6 26 32

Start Finish
B 0 9 D 9 17 E 17 26 G 26 31
9 0 9 8 9 17 9 17 26 5 27 32
Forward Pass
• A has no dependences (this is a scenario of no dependencies on the forward
pass)so its EST will be 0, or right away. Since it has 7 weeks to be completed, its
EFT will be 0+7=7 (EF=ES+t)
• B has also EST of 0, and with an activity time of 9 it will have an EFT of 0+9=9
• C needs A to be completed (this is a scenario of 1 dependence) before it can start.
Since the EFT of A is 7, then the EST C can start is 7, and with an activity time of
12 weeks C will have an EFT of 12+7=19.
• D needs both A and B to finish (this is a scenario of more than one dependences
on the forward pass). Since the EF time for A and B are 7 and 9 respectively, and
D needs both of them to finish, in order to start, the EST of D is 9 (We pick the
highest, when we do the forward pass). In other words, the highest of the EF
times preceding an activity will be the activity’s EST. So D finishes at 8+9=17.
Forward Pass Cont.
• E, since it depends on D, so can start at 17 and finish at 17+9=26.
• F depends on C and E, since the higher EF time is 26, F can start
earliest at 26, and finishes at 26 +6=32.
• G can also start earliest at 26 since it has only one
dependence/predecessor, E and G can finish at 26+5=31. Although G
is the last letter, does not have the highest EF time (31<32), so we say
that the project completion time is 32 weeks. In essence, the project’s
competition time, is the highest of the EF times.
Backward Pass
• Since the project completion time is 32 weeks, the LFT for the activities at
the finish node (be careful, it might be only one node and not 2) F and G
has to be 32. That is F and G cannot be completed in longer than 32 weeks.
Next we obtain the LST by subtracting the activity times from the LFT
(LS=LF-t).
• For G, the LST will be 32-5=27.
• For F, LST=32-6=26.
• E has 2 dependencies, F and G. The LST of these activities are 26 and 27
respectively. As a result, the LST of E has to be 26, in order for F to start. In
essence, when doing the backwards pass, the LFT of an activity, must be
the minimum of the LST of its successors. Thus, the LST for E=26-9=17.
Backward Pass Cont.
• D has only one successor, E. So the LFT will be the LST for E, which is
17-9=9
• Activity C has one successor, F. Therefore the LFT will be 26 for C, and
the LST will be 14.
• A has two successors, C and D. The minimum of their latest starting
time is 9. So, the LFT for A will be 9 and the LST will be 2.
• Activity B has one predecessor, D, with LST of 9. So the LFT for B will
be 9, and its LST will be 0.
• The backward pass is now complete.
Slack Calculation
• Slack for an activity is defined as how long the activity can be delayed
without extending or increasing the projects completion time and is
calculated as: slack=LS-ES or slack=LF-EF (Be careful, any of those 2
calculations must result on the same number. If not, it means you have
done a mistake on your calculations).
• So the slack for A=2-0=2 or 9-7=2
• For B=0, for C=7, for D=0, for E=0, for F=0 and G=1
• For example, activity C, can begin any time between week 19 and 14and
can finsigh between week 19 and 26. Thus C can be delayed for up to 7
weeks and the project will still be completed in week 32. Activities B,D,E,F
on the other hand, cannot be delayed at all, without extending the
project’s competition time. So, if D is delayed by 2 weeks, then the project
will be delayed by 2 weeks, from 32 to 34.
Critical Activities and Critical Path
• The activities with 0 slack are called critical activities and they form
the critical path, which is the longest path in the network. So, the
critical path here is B-D-E-F.
Gantt Chart
• After you finish with all calculations, you should create a Gantt chart,
in MS Project.
(3) How to make Gantt Chart using MS Project 2016 - YouTube
 Part 3
Task 3 Example
Stakeholders Analysis
Task 3 Requirements
Task 3:
Undertake a stakeholder analysis for this project. This should
clearly
• identify internal and external stakeholder,
• group stakeholders according to their interest and power i.e.
stakeholder management matrix, communication strategies.
(20 marks)
Internal & External Stakeholders
Create a list of stakeholders and divide them as internal and external
Internal & External Stakeholders Example
Portfolio Interest, Influence, and information Needs
Stakeholders

External Business partners, Competitors, Government, Industry, Legal,

Customers, Investors, Shareholders, Public relations,
Contractors, Subcontractors, Suppliers, Landowners, interest
groups

Internal Business operational stakeholders, Top management, Your

manager, Resource managers, sponsor, project team, support
staff, and internal customers for the project, other functional
managers, and other project managers because organizations
have limited resources
Internal & External Stakeholders Example (Tip)
• Remember that after categorising stakeholders as internal and
external, IF YOU WANT you can further subdivide the external or
internal stakeholders, as shown below:
*****But also remember, copying
someone else work, is not going to
give you marks.
• YOU NEED TO EXPLAIN what
and how you did !
Stakeholder Analysis
• THEN, you will have to analyse one and each stakeholder for his/her
power and interest over the project.
• Example: Let’s assume that one of the stakeholders is the
Government.
• So, first create the following grid:
Stakeholder Analysis
• THEN, you will have to place the stakeholder in
one of these four grids, ***but based on the
stakeholders power and interest and NOT
based on the communication strategies.
• So if the stakeholder is the Government, you
need to think how much power and interest
the government has over the project? Is it a
national or local government?
National Government has Low Interest, since,
they just see the festival as a matter for the local
Government, but they have the ability to stop
the festival at any time, so the Power is high.
Stakeholder Analysis
• THEN, you have to place the Government
of the correct side of the grid, and explain
the communication strategy. Government
• So, THEN you say, because Government has
now interest but high power over the
project, the applied communication
strategy is to keep this stakeholder
satisfied.
• REMEMBER You have to analyse and place
all the stakeholders on the grid, following
the same way. Based on where you place
them, then the communication strategies
will apply. And of course you need to
explain the communication strategies.
(60) Introduction to stakeholder maps - YouTube
 Part 4
Task 4 Example
WBS
Task 4 Requirements
Task 4:
Using the activity list above, DEVELOP
• a clearly numbered Work Breakdown Structure (WBS)
• alongside an organizational structure for this music event
[10 marks]
Develop a Work Breakdown Structure

How to Create a WBS: The High-Level View

• Determine and describe the project statement
• Highlight all the necessary phases of the project
• Create and list the deliverables (as well as how success
will be measured)
• Divide the deliverables into manageable tasks
• Assign every section and ensure each owner is
empowered to deliver
Develop a Work Breakdown Structure
Why WBS is important?
Think: Since you have all
the activities (22), you can • Provides a visual representation of all parts of a
project
now develop a WBS, from
• Offers an ongoing view for management and team
which you can then members into how the entire project is progressing
understand the involved • Defines specific and measurable outcomes
• Breaks the work into manageable chunks
stakeholders. • Provides a way to make successful experiences
repeatable
• Sets a foundation for estimating costs and allocating
human and other resources
• Ensures no overlap and no gaps in responsibility or
resources
WBS Example
Develop an Organogram

Organogram is a diagram that shows the structure of

an organization and the relationships between the
different people, departments, and jobs at different
levels within that organization.
(3) How to Make an Organizational Chart in Excel - Tutorial – YouTube
(3) How to make organizational chart in Microsoft Word - YouTube
Organogram Example
 Part 5
Task 5 Example
Risk Assessment
Task 5 Requirements
Task 5:
You are required to prepare a Risk Analysis for 15 different risks that
could affect your project.
• Analyse the risks involved and
• develop strategies for dealing with them in detail.
• Present your Risk Analysis and Risk Management
strategies/mitigations in the form of a table, AS TAUGHT in class.
[15 marks]
Example of Risk Analysis
• Example of a risk: During the festival,
someone enters with a gun and begins
shooting in all directions.
• Once you come up with the risk, you need
to put it in the risk matrix to understand
the risk’s status, so that you can take
decisions accordingly.
• The likelihood of this happening is low,
given how many events take place in the
UK on a daily basis and how many of these
incidents we hear about. However, if it
occurs, the consequences will be severe.
As a result, the overall risk status is
Medium, necessitating extensive
management and monitoring.
Example of Risk Analysis (Table)
You must enter all of the details into the table. You must repeat this process for each of the five risks.

Risk Description of the Risk Probability Impact Risk Risk Owner Risk Actionee Proposed risk management
Category level Status strategy
Security Risk During the festival, someone enters Low High Medium Project Manager Specialised security The project manager has assigned the risk to a
with a gun and begins shooting in team specialised security team and they will be
all directions. responsible to take action upon it. The following
will be applied.: Searching (body and bag as
appropriate)
Patrolling and boundary / car park security
Entrance and exit security
 Part 6
Quality Expectations
Task 6 Requirements
Task 6:
You are required to DETERMINE what
• the quality expectation,
• acceptance criteria,
• quality specification,
• and what measures would be put in place to control the event.
In other words your write up in this section must cover these heading.
(15 marks)
 Part 7
Assignment
Recommended Structure
Assignment Structure
- Cover page – Add: Bucks Students’ Union Music Festival Project
BM522 Project Management CW1 Assignment
Buckinghamshire New University
BA (Hons) Business Management Degree
Semester XXXXXX
Word count : XXX

- Executive Summary: Here summarise what the report is all about, as

well as add some of the findings from the report. REMEMBER – Although it
comes first, you write it last – Also, do not include it in the table of contents. - Also, the words here do not
contribute to the total number of words.
Introduction
- Table of Contents: Task 01. Project Justification
Task 02: Network Diagram
Task 03: Stakeholders Analysis
Task 04: WBS
Task 05: Risk Analysis
Task 06: Quality Expectations
Conclusion
References
Appendices
Assignment Structure
- Introduction: HERE we usually include some background information about the topic here, so you
can include some definitions of PM or PMM and explain what this report is about/provide its
structure.
- TASK 1
- TASK 2
- TASK 3
- TASK 4
- TASK 5
- TASK 6
- Conclusion: HERE restate the purpose of the report and highlight some of the findings.
- References: HERE Make sure your references are in alphabetical order and that you cite them in
Harvard style.
- Appendices: (if you have something to add here)
Be Inspired
CHANGE STARTS HERE