University of Engineering and Technology

(UET), Taxila

Department of Computer Engineering

Sumaiya Bibi 21-CP-37

Areej Mehboob 21-CP-97
Semester: 7h Section: Alpha

Assignment 02
Insights from Dr. Khurram Mehmood, NARC Project Manager

Submitted To: Dr. Fawad Hussain

Date
02nd Dec . 24
Course title
Computer Engineering Project Management (CEPM)
Introduction to NARC
The Network Administration and Research Center (NARC) at UET Taxila was
established under the University Computerization and Network Enhancement Program
(UCNEP). Its primary mission is to develop and maintain the IT backbone of UET Taxila.
Key contributions of NARC include:

• Campus-wide Networking: Establishing a robust IT infrastructure to ensure seamless

connectivity, including 24/7 internet services and wireless access across the campus.
• High-Performance Computing (HPC): Supporting academic and research pursuits
by enabling simulations and processing of large datasets.
• Digital Library Access: Providing the academic community with a repository of
knowledge for enhanced learning and innovation.

Beyond UET Taxila, NARC also provides technical consultancy for national and
educational projects, significantly contributing to the technological growth of Pakistan.

This assignment is based on an interview with Dr. Khurram Mehmood, a seasoned project
manager at NARC, who shared his extensive experience in IT project management, risk
handling, team motivation, and stakeholder communication.

Interview Insights
Project Planning and Execution

Q: How do you ensure project objectives are clearly defined and understood by all
stakeholders?

A: "At NARC, we prioritize clear communication and alignment at the beginning of each
project. We make sure all stakeholders understand the project objectives by holding initial
kickoff meetings where we clearly define goals, timelines, and expected outcomes. We also
ensure that stakeholders are actively involved in the planning process, which helps to clarify
any ambiguities early on."

Q: What tools or techniques do you use to create realistic project schedules and
timelines?

A: "We use a combination of Microsoft Project and Gantt charts to create realistic schedules.
These tools help us visualize the timeline, set milestones, and track progress. We also involve
team members in estimating task durations to make sure our schedules are as accurate as
possible."

Q: Can you describe a situation where you had to replan a project mid-way due to
unforeseen challenges?

A: "During a recent network upgrade, we encountered unexpected delays in hardware

delivery. To keep the project on track, we had to revise the schedule, adjust our resources,
and reallocate tasks. We communicated these changes transparently with stakeholders to
manage their expectations and minimize disruptions."
Q: How do you balance long-term goals with short-term milestones in a project?

A: "We make sure to align short-term milestones with our long-term goals by breaking down
larger objectives into smaller, manageable tasks. Each milestone acts as a check-in point that
helps us stay on track toward our ultimate goals. This method ensures that we maintain
momentum without losing sight of the big picture."

Team Coordination and Leadership

Q: What strategies do you use to maintain team morale during high-pressure phases of
a project?

A: "During high-pressure phases, we focus on maintaining open communication and

providing positive reinforcement. We celebrate small victories to keep morale high and
encourage team members to share challenges so we can address them collectively. Keeping
the lines of communication open ensures everyone feels supported."

Q: How do you manage conflicts within a project team to avoid disruptions?

A: "I believe in addressing conflicts early by actively listening to all parties involved. I
encourage team members to voice their concerns and work towards finding common ground.
Once we understand the issue, we come up with a solution that aligns with the project goals,
ensuring minimal disruption."

Q: What steps do you take to ensure every team member understands their roles and
responsibilities?

A: "At the start of each project, we define roles and responsibilities clearly during team
meetings. I make sure everyone knows their specific tasks and how they contribute to the
overall success of the project. Regular check-ins and progress updates also help reinforce
accountability."

Q: How do you evaluate and improve team performance over the course of a project?

A: "I use performance metrics to monitor progress, such as task completion rates and quality
of work. If any team member is struggling, we provide additional support or resources. At the
end of the project, we conduct a post-mortem to discuss lessons learned and identify areas for
improvement."

Risk Management and Decision-Making

Q: How do you identify, assess, and prioritize risks at the start of a project?

A: "We start by conducting a risk assessment with the team, where we identify potential risks
such as technical failures, supplier delays, or changes in project scope. Each risk is then
prioritized based on its potential impact and likelihood. We create mitigation strategies for
the highest-priority risks."

Q: What is your approach to managing risks caused by factors beyond your control,
such as vendor delays?

A: "When facing external risks like vendor delays, we have contingency plans in place. We
work closely with vendors to ensure timelines are met, but if delays occur, we quickly
reallocate resources to keep other aspects of the project moving forward. We also
communicate transparently with stakeholders about the impact of such delays."

Q: How do you balance the need for quick decision-making with thorough risk
analysis?

A: "Quick decisions are essential in fast-paced projects, but I always ensure that key risks are
assessed before making any major decisions. For less critical decisions, we can move quickly,
but for higher-impact ones, we take the necessary time to analyze the risks, consult with the
team, and ensure the best course of action is taken."

Q: Can you share an example of how you turned a project risk into an opportunity?

A: "During a recent campus-wide network upgrade, we faced potential downtime due to

equipment failures. Instead of seeing this as a setback, we used this as an opportunity to
upgrade other components of the system. This proactive approach not only mitigated the risk
but also resulted in a more robust network infrastructure."

Technology Integration and Tools

Q: What criteria do you use to select the most effective tools for project management?

A: "We look for tools that are scalable, easy to integrate with existing systems, and provide
real-time updates. The tool should be user-friendly, with strong reporting capabilities, to
ensure transparency across the team. We also consider the cost-effectiveness and the ability
to customize the tool based on project requirements."

Q: How do you leverage technology to improve collaboration within a project team?

A: "We use collaboration tools like Microsoft Teams and SharePoint to enhance
communication and document sharing. These tools allow us to stay connected in real-time,
regardless of physical location. They also help streamline project tracking and ensure that
everyone is on the same page."

Q: Can you explain how high-performance computing (HPC) has contributed to project
success at NARC?

A: "HPC has been crucial for research projects at NARC, especially those that involve large-
scale data processing or simulations. By utilizing HPC, we are able to handle complex
computations faster and more efficiently, which accelerates research outcomes and improves
decision-making across the board."

Q: What measures do you take to ensure smooth adoption of new tools or systems by
your team?

A: "We make sure to offer training sessions and hands-on support for any new tools or
systems. We also encourage team members to provide feedback, so we can make adjustments
as needed. By involving the team in the selection and implementation process, we help ensure
a smooth transition."

Resource Allocation and Budgeting

Q: How do you allocate limited resources across multiple concurrent projects?

A: "We allocate resources based on the priority and urgency of each project. We use resource
leveling techniques to ensure that no one is overburdened and that critical tasks are assigned
first. Regular monitoring helps us adjust resource allocation as projects evolve."

Q: What strategies do you use to manage unexpected cost overruns in a project?

A: "To manage cost overruns, we conduct regular budget reviews and compare actual
spending against projected costs. If we see an area where costs are exceeding expectations,
we make necessary adjustments, such as revising timelines or re-evaluating vendor contracts,
to keep the project within budget."

Q: Can you share an example of how you optimized resources to meet a challenging
deadline?

A: "We once faced a tight deadline for a system upgrade, and to meet it, we optimized our
resource allocation by having team members focus on high-priority tasks and delaying non-
critical activities. We also brought in additional temporary support to accelerate specific
tasks, which helped us meet the deadline."

Q: How do you ensure that all project expenditures remain aligned with the budget?

A: "We track expenditures closely using project management tools like Microsoft Project and
Jira. These tools help us stay on top of the budget by providing real-time data on spending.
Regular financial reviews ensure that we address any discrepancies early on."

Stakeholder Engagement and Communication

Q: How do you ensure stakeholder alignment when there are conflicting expectations?
A: "When conflicting expectations arise, we organize meetings with stakeholders to clarify
objectives and discuss possible compromises. We make sure everyone’s concerns are heard
and work towards a solution that balances the needs of all parties involved while still meeting
project goals."

Q: What methods do you use to keep stakeholders informed of project progress?

A: "We use regular progress reports and dashboards to keep stakeholders informed.
Additionally, we hold periodic review meetings to present updates and discuss any challenges
or adjustments needed. This helps maintain transparency and ensures everyone is aligned
throughout the project."

Q: How do you handle situations where stakeholders request changes that could impact
the project timeline?

A: "When stakeholders request changes, we assess the impact of the changes on the timeline,
budget, and scope. We then communicate this assessment clearly to stakeholders, helping
them understand the implications of their request. If necessary, we propose alternative
solutions that minimize disruption."

Q: Can you share an example of how stakeholder feedback significantly improved

project outcomes?

A: "In a previous project, stakeholder feedback led us to adjust the design of a network
infrastructure to better align with end-user needs. This change not only improved user
satisfaction but also enhanced the system’s performance, ultimately making the project more
successful."

Flexibility and Continuous Improvement

Q: What is your process for adapting a project strategy when priorities change
unexpectedly?

A: "When priorities change unexpectedly, we quickly re-evaluate the project’s goals and
realign the team’s focus. We adjust our timelines and resources, accordingly, ensuring that
we still meet the most critical objectives while remaining flexible enough to accommodate
new requirements."

Q: How do you ensure your team is prepared to handle project uncertainties

effectively?

A: "We foster a culture of adaptability by encouraging the team to be proactive in identifying

and addressing potential risks. We also provide them with the tools and training needed to
respond to uncertainties."

THE END