CMI 311 Assignment Example
Table of Contents
TASK 1: The role and purpose of projects within organisations
Projects help achieve the goals of an organization. This task explores the various types of projects that organizations use, the reasons for using projects, and how projects differ from regular activities.
AC 1.1 Identify the differences between projects and everyday activities
There are differences between projects and everyday activities in the realm of operations. According to Alzoubi (2022), projects are endeavours that have clear starting and ending points. They require resources, collaboration across functions and involve a certain level of risk. Projects bring about change and innovation so they need planning and adaptability. On the other hand , everyday activities are routine processes that ensure day to day operations run smoothly (Keating & Katina, 2019). They focus on stability, efficiency and maintaining established functions. Projects require allocation of resources. Often involve teams with diverse expertise. In contrast, everyday activities rely on existing resources and established processes. Communication in projects emphasises collaboration while everyday activities rely on established communication channels and roles. Recognizing these differences is crucial, for strategic resource management, timeline planning and effectively executing both transformative projects and routine tasks.
AC 1.2 Explain the reasons organisations use projects
Organisations utilise projects as tools, for purposes each aimed at accomplishing specific objectives. Firstly, projects enable organisations to navigate change (Guinan, Parise & Langowitz, 2019). In an evolving business environment projects facilitate the implementation of processes, procedures and systems that enhance efficiency and competitiveness. This adaptive approach empowers businesses to stay nimble and responsive to shifting market demands. Secondly projects serve as avenues for conducting research and feasibility studies enabling organisations to explore territories before committing resources. Projects allow for analysis, risk assessment and validation of concepts while minimising potential pitfalls. Furthermore, projects provide a defined structure for creating and executing solutions facilitating the introduction of new products, services or technologies. By focusing on projects companies can accomplish defined objectives while effectively managing risks and allocating resources.
AC 1.3 Discuss types of projects in an organisation
| Type of project | Explanation |
| Simple | Projects within organisations (Diamond & Adam, 2023) come in a range of sizes, complexities and durations serving objectives. Simple projects are characterised by their nature. They involve well defined tasks with minimal dependencies. Examples of simple projects include organising a company event or conducting a one-day training workshop, which can be executed quickly. |
| Complex | Complex projects involve interdependencies, multifaceted tasks and potentially extended timelines. A perfect illustration of a complex project is the development of a software system that requires coordination among multiple teams and phases. Meticulous planning is essential in complex projects.. |
| Short term | Short term projects are those projects that take a short time to be completed such as launching a marketing campaign. They usually take a few weeks or months to complete. |
| Long term | Long term projects are those projects that takes a long time to be completed such as constructing a manufacturing facility. They normally take a span of over years due and require extensive scope and resources. |
TASK 2: How projects are developed
To effectively support a project, it’s essential to understand how projects are developed, why it’s important to involve stakeholders, and what information is needed for a project plan.
AC 2.1 Explain stages of the project lifecycle
| Stage of the project lifecycle | Explanation of project activities |
| Initiation | This phase marks the beginning of the project. Involves defining its scope, objectives and the roles of stakeholders. According to Williams (2023), it includes conducting feasibility assessments to ensure that the project is viable and identifying requirements that lay the foundation for phases. |
| Planning | During this stage detailed strategies are developed to accomplish the project goals. It encompasses resource allocation, scheduling, risk evaluation and creating a project plan (Rezaei Soufi, Torabi & Sahebjamnia, 2019). This phase establishes a roadmap that aligns the teams’ efforts and resources towards a shared vision. |
| Implementation | In this phase the project plan is put into action. Teams carry out tasks, coordinate activities and work towards achieving milestones. Effective communication and collaboration are crucial to ensure task completion and goal attainment. |
| Closure | The closure stage represents the completion of the project. Deliverables undergo review to ensure they meet quality standards and align with objectives. Lessons learned from the project are documented for reference while resources are released as part of a transition from active work, to closure. |
AC 2.2 Explain the information required in the development of a project
The successful completion of a project relies heavily on planning and the collection of information.
Goal;
According to Carcary (2020), the goal of the project establishes its overarching objective clarifying the reasons behind its execution. For instance, a goal could be to enhance customer satisfaction through improved service delivery.
Objectives;
Aims encompass intentions while objectives are measurable targets that contribute to achieving those aims (Howe, 2019). For example, an aim could be to increase sales by 20% within the year.
The projects intended outcomes or deliverables refer to the results it aims to achieve. For example, in a software development project the goal might be to deliver an application with specific features.
Tasks that need to be completed are broken down to accomplish the project’s objectives. This breakdown includes designing, testing and implementation phases.
To ensure progress tracking and timely adjustments a timeline is established with timescales for completing tasks and achieving milestones.
Identifying the resources such as personnel, materials and finances is crucial for executing the project.
By collecting and analysing this information we can create a defined project plan that guides teams towards completion while aligning efforts, with organisational goals
TASK 3: How projects are developed
When creating a project plan, it’s important to recognise and understand the needs of key stakeholders.
AC 2.3 Identify the reasons for engaging stakeholders in project development
| Stakeholder | Reasons for engaging stakeholders | |
| 1. | Managers | The involvement of stakeholders (managers), in project development is a factor that greatly impacts the success of the project (Pace, 2019). To begin with it allows organisations to tap into the knowledge and insights of stakeholders. When it comes to the office relocation project getting input from managers can reveal logistical hurdles and creative solutions that may not have been evident otherwise. |
| 2. | Employees | Additionally, engaging stakeholders (employees) is vital, for clarifying requirements and expectations. By collaborating with both part time and full time employees who have work schedules we ensure that the new office setup caters to everyone’s needs. This inclusiveness promotes a transition. Reduces disruptions. |
| 3. | Team members | Moreover, involving stakeholders (team members) is crucial, in obtaining the support for the project. By engaging team members in the decision making process we foster a sense of ownership and dedication. This commitment plays a role in ensuring the execution of the project as it nurtures a shared responsibility and ensures that the project’s objectives align, with the overall vision of the organisation. |
Produce a Project Plan
You have TWO (2) options to complete this task. Choose only ONE (1) option.
Option 1:
If you have already created a project plan in the workplace, you may submit a copy to address this task. The project plan should cover at least a 1-month period and include the following details:
- Aims and objectives
- Timings
- Milestones
Instructions:
- Include the document(s) in the Work Based Evidence section of this assessment booklet (see page 23).
- Provide your documentation as separate documents outside of this assessment booklet.
Note: The separate documents should not exceed 10MB in size and must be saved as PDF files.
Option 2:
Produce a project plan based on the scenario outlined on page 8. Use the CMI template provided on page 10. The project plan should cover at least a 1-month period and include:
- Aims and objectives
- Timings
- Milestones
AC 2.4 Produce a project plan
| OPTION 1: WORK BASED EVIDENCE |
| Description of work based evidence: Please briefly describe the type of work based evidence that is being presented to meet the requirements of this task. | |
| Summary: Please provide a brief summary statement of how this work based evidence meets the requirements of this task. |
| Please indicate how you have presented evidence for this task (please tick box): | Document uploaded to Work Based Evidence section (page 23) of this assessment booklet | |
| Documents are provided separately to this assessment booklet. Document name(s):__________________________________________________________ |
| OPTION 2: COMPLETE THE TEMPLATE |
| Project Name: | Office Relocation Project. |
| Project aims and objectives: | To relocate the team to a temporary office for maintenance work while ensuring seamless operations. |
| Explanation of task to be completed | Responsibility | Timescale | Priority | Resource requirements | Risks |
| Provide a short explanation of the task to be completed. | Who is responsible for delivering/ completing this activity? | When does this activity need to be completed? | 1 = urgent and important2 = not urgent but important3 = urgent not important | What resources (e.g. people, equipment, materials, cost) do I need to complete this activity? | Are there any risks that could impact the project negatively? |
| Coordination of team’s move to a temporary office. | To be conducted by the team Leader. | 15th Aug- 5th Sept 2023. | 1 | Team members, office supplies and IT equipment. | Experiencing disruption of services and technical hitches in new setup. |
| Ensuring continuous support during the transition process. | All staff members. | Continuous. | 1 | Communication tools and IT systems will be required. | The challenge of miscommunication and workflow interruption. |
| Setting up IT infrastructure in the temporary office | To be conducted by the IT Team | Ongoing | 2 | IT equipment, network connections and software licences. | The challenge of technical glitches and delayed setup. |
| Facilitation of team’s access to the necessary resources. | To be facilitated by the Coordinator | 15th Aug- 20th Aug 2023 | 1 | Access cards and office keys. | Access issues and resource unavailability. |
| Communication of the relocation plan to the team. | To be done by the communications Leader. | Ongoing | 1 | Email communication and team meetings. | Miscommunication and lack of awareness. |
TASK 4: How projects are delivered
A crucial aspect of managing project delivery is understanding the roles involved in developing and delivering the project. This includes recognizing factors that might impact how tasks are assigned, managing risks, and selecting effective ways to communicate with others to ensure the project is successful.
AC 3.1 Identify roles involved in the delivery of a project
| 1. | In the world of project delivery there are three roles that work together to steer the project towards success. First and foremost, we have the project manager who takes on the responsibility of overseeing the execution of the project (Walker, 2022). This involves coordinating tasks in a manner ensuring they are completed on time and within budget. The project manager acts as a guiding light navigating challenges while staying aligned with the goals. |
| 2. | Next we have the project team members who’re at the core of this endeavour. Their combined expertise and collaborative efforts provide a foundation for the project. With their skill sets team members contribute to achieving project objectives by carrying out tasks fostering innovation and ensuring smooth operation of all elements involved (Winch, Maytorena & Sergeeva (2022). |
| 3. | Lastly we have the project sponsor who plays a role as an advocate and facilitator. They provide support, resources and strategic guidance for the project within a context. The role of the sponsor is pivotal in securing support from stakeholders aligning the project with business objectives and creating an environment conducive to its success. |
AC 3.2 Discuss factors affecting the allocation of project activities to individuals
| 1. | Experience and knowledge play a role in determining the suitability of individuals for tasks. It is important to allocate tasks based on expertise to ensure that responsibilities align with capabilities (El Khatib et al., 2022).Technical proficiency is key to executing activities and maintaining standards. Tasks requiring skills should be assigned to individuals who possess the finesse and precision needed as this contributes to the quality of the project. |
| 2. | According to Lucarello (2023), the relationships within the team greatly influence collaboration dynamics and harmony. Assigning activities based on these relationships can promote communication, synergy and seamless cooperation ultimately improving project efficiency. |
| 3. | An individual’s track record reflects their performance and achievements serving as an indicator of their reliability and proficiency. Assigning tasks according to proven capabilities instil confidence in their ability to deliver.Considering location and availability is also important when allocating tasks. It ensures that individuals are assigned responsibilities within their reach ensuring execution. Lastly, job roles define responsibilities and contributions. Aligning task allocation, with these roles brings clarity, reduces ambiguity and facilitates project progress. |
AC 3.3 Compare methods for communicating project activities to individuals
Written methods, such as letters, memos and reports provide records that convey information clearly and consistently. According to Stone & Lodhia (2019), they are particularly useful for communication and can serve as a reference for future clarity. Verbal methods, like telephone calls, video conferences and briefings add a touch by enabling real time interaction that allows for clarification and feedback. These methods are ideal for addressing nuanced questions and discussing issues that require exchange.
Digital methods encompass emails, intranet platforms and instant messaging (Diefenbach, 2022). They leverage the agility of the age to facilitate communication across geographical boundaries. They are well suited for sharing updates, exchanging resources efficiently and maintaining dialogues among team members located in different places. Choosing the communication method depends on factors such, as the urgency of the information being conveyed or its complexity and nature.
AC 3.4 Outline how to manage risks to the successful delivery of a project
The act of handling risks involves creating a risk register (Saffady, 2020), which acts as a repository for identifying vulnerabilities, threats and uncertainties that could impact the project’s success.
Evaluating these risks within the register requires examining their impact and likelihood. By assessing the magnitude of each risk project managers can allocate resources to address those with the potential to disrupt the project’s path. Once risks are identified and assessed specific plans come into play. These plans involve developing strategies to mitigate, alleviate or navigate through the identified risks. For example, in this scenario a contingency plan could be devised to tackle the risk of disruptions in office setup during transition. This may include securing workspaces in case of issues or ensuring a strong IT support system to address technical problems.
Managing risks requires commitment because project landscapes can change over time. By skilfully navigating this realm project managers enhance their ability to proactively tackle challenges. This ensures that the project stays on track, remains resilient, in situations and is set up for completion.
TASK 5: How projects are monitored to ensure successful delivery
By keeping track of progress towards specific goals and objectives, a manager can determine what is working and what isn’t. This task examines how projects are monitored to ensure successful delivery, including the tools used to track progress, the corrective actions that can be taken when things go off track, and how to evaluate a completed project.
AC 4.1 Outline how to monitor progress against a project plan
According to Kerzner (2022), Monitoring the progress involves measuring metrics identified in the project plan. These metrics cover aspects, including completing tasks on time and sticking to established timelines. This approach ensures that the project stays on track minimising the risk of delays and deviations.
In the case of an office relocation monitoring progress may include keeping track of team members’ phased move to an office. This includes ensuring that necessary infrastructure like workstations and IT systems are set up promptly to maintain operations during the transition. By measuring these metrics project stakeholders can stay updated on the project’s trajectory and identify potential issues early. This enables them to take actions, make adjustments and keep the project aligned with its intended plan, hence a successful journey towards completion.
AC 4.2 Discuss tools that can be used for monitoring progress of a project
| 1. | One crucial tool is project management software, which allows for oversight and control over aspects of the project (Plowman & Diffendal, 2020). This software offers features such as tracking tasks, allocating resources and managing timelines all of which work together to make the project more transparent and efficient.Gantt charts are representations that show the tasks and their interdependencies. They provide a roadmap for project stakeholders helping them visualise task sequences, milestones and timelines. This visualisation enables decision making and proactive adjustments to keep the project on track. |
| 2. | Collaborative platforms serve as arenas that facilitate communication and collaboration among project teams. These platforms enable real time sharing of information discussion forums and document storage – all of which streamline the exchange of insights related to the project.In an office relocation scenario strategic utilisation of project management software can effectively monitor task completion adherence to timelines and optimal resource allocation. By harnessing these tools stakeholders can improve their ability to monitor progress, identify obstacles or delays in a manner and take actions promptly to ensure the smooth progression of the project according to plan. |
AC 4.3 Determine how to take corrective actions to ensure successful project delivery
| 1. | Successfully navigating the process of project delivery can encounter obstacles that have the potential to disrupt progress (Mansaray, 2019). In the scenario of relocating an office, there are issues that could hinder the execution of the project such as IT setup in the office, which could negatively impact operational efficiency and productivity. | To tackle this challenge, the project stakeholders should proactively assess the situation, ensure the necessary IT infrastructure is promptly provided, allowing for a transition. This may involve coordinating with IT teams to ensure that workstations, network connections and essential software are fully functional before the teams’ relocation takes place thereby minimising any disruptions. |
| 2. | Another conceivable issue could arise from allocation of resources resulting in inefficiencies and potential delays. Addressing this issue would require reallocation of resources to ensure support for every aspect of the project and alleviate any bottlenecks. | By identifying challenges and implementing appropriate corrective measures project stakeholders maintain momentum, overcome obstacles and strengthen their path towards successful project delivery. This approach fosters agility in executing projects |
AC 4.4 Assess how completed projects can be evaluated
| 1. | Time, cost and quality form the three pillars that encapsulate a project’s performance. Assessing whether the project was completed within the designated timeframes adhered to budget constraints and maintained the desired quality standards provides a view of its success.Achieved outcomes, which represent results, serve as a measure of the project’s effectiveness. By analysing whether the intended outcomes were met and understanding how they impact the organisation stakeholders can gauge the project’s significance and relevance. |
| 2. | Efficient resource utilisation sheds light on how resources were allocated. This evaluation considers whether resources were distributed judiciously and if there were any bottlenecks related to resource management that affected project delivery (Liang et al., 2019).In the case of an office relocation scenario, evaluation would involve scrutinising if the temporary office setup adequately fulfilled needs if maintenance work was completed as scheduled and within limits and how smoothly the team transitioned back to normal operations. This comprehensive assessment provides insights into the project’s strengths, weaknesses and areas for improvement—ultimately contributing to enhancement, in project management practices. |
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