One Project Charter Office Move Assessment Answers

Assessment One Project Charter Office Move
Table of Contents TOC o 1-3 h z u Part A Theoretical Explanation of Each Project Element PAGEREF _Toc4269242 h 3Project Scope PAGEREF _Toc4269243 h 3Business Case PAGEREF _Toc4269244 h 3Milestone Schedule amp Deliverables PAGEREF _Toc4269245 h 3Risks Assumptions amp Constraints PAGEREF _Toc4269246 h 3Resources Estimate PAGEREF _Toc4269247 h 4Stakeholders PAGEREF _Toc4269248 h 4Team Operating Principles PAGEREF _Toc4269249 h 4Lessons Learned PAGEREF _Toc4269250 h 4Charter Signatures PAGEREF _Toc4269251 h 4Part B Project Charter PAGEREF _Toc4269252 h 5Letter to Sponsor PAGEREF _Toc4269253 h 5Project Scope PAGEREF _Toc4269254 h 6Business Case PAGEREF _Toc4269255 h 6Milestone Schedule amp Deliverables PAGEREF _Toc4269256 h 7Risk Assumptions amp Constraints PAGEREF _Toc4269257 h 11Resources Estimate PAGEREF _Toc4269258 h 12Stakeholder Register PAGEREF _Toc4269259 h 12Team Operating Principles PAGEREF _Toc4269260 h 12Lessons Learned PAGEREF _Toc4269261 h 13Charter Signatures PAGEREF _Toc4269262 h 13References PAGEREF _Toc4269263 h 15
Part A Theoretical Explanation of Each Project ElementProject ScopeOver the course of a project, the project scope acts as a foundation for project team to be focused as well as compliant on tasks at hand. The project scope offers a project team to be equipped with guidelines to make decisions concerning change requests for specific project (vom Brocke amp Lippe, 2015, 1022-1025).
Business CaseA business case for a project offers a justification to undertake the said project. The same undertakes an evaluates of benefits / costs / risks for alternate options as well as offers the rationale to the solution preferred (vom Brocke amp Lippe, 2015, 1022-1025).
Milestone Schedule amp DeliverablesThe deliverable refers to a verifiable and measurable object / outcome which the project team needs to create as well as deliver as per terms of the project. The milestone represents a status for project as has been represented through moments / events during which specific project activities get completed (Project Management Institute, 2013, 66-71).
Risks Assumptions amp ConstraintsRisk constraints refer to the factors which shall limit the options of team, limits with respect to schedule / time / cost / resources / scope. Further, assumptions refer to things which shall be assumed in being true and yet shall not be true.
Resources EstimateResource estimating refers to the process by which concerned project team shall compile in a careful manner the thorough listing concerning the resources which shall be required to complete the project (vom Brocke amp Lippe, 2015, 1022-1025).
StakeholdersProject stakeholder shall comprise individuals / groups / organization who shall affect, or be impacted by, or else perceive themselves in being impacted by way of activity, decisions, or else outcomes concerning the specific project (Project Management Institute, 2013, 66-71).
Team Operating PrinciplesIn the project context, team operating principles offer a guideline to be adhered by team members for seamless and collaborative work environment.
Lessons LearnedEach project, either successful or a failed one, offers lessons to be learned. A formal and systematic documentation of learning from the project shall be helpful in competently undertaking future projects.
Charter SignaturesA charter is complete only when it is duly authorized and signed-off by the concerned authorities.
Part B Project CharterLetter to SponsorTo Mr. A, CEO of ABC Insurance Company
From Mr. B, Branch Manager of ABC Insurance Company
The project charter presented in the enclosed document is alignment to the business objective and project idea that was agreed upon. On the basis of the initial discussions, this charter offers a detailed, specific and organized project charter that captures scope of the project, underlying business case, milestone list, deliverables list, risk related assumptions / constraints, resource estimates, stakeholder register, team operating principles, and other ket elements of the project.
In essence, the business case assessments justify the undertaking of the project with positive net present value and returns. Please refer to the document for detailed discussion and assessments.
On your sign-off and approval, the project shall be initiated as agreed.
Regards
Mr. B, Branch Manager of ABC Insurance Company
Project ScopeThe scope statement of this project is seamless vacation of the existing premises of the insurance company and to move to a new premise with minimum levels of disruption for the staff as well as customers, and to be undertaken in the short time possible and in any case no more than 2 months, and to be undertaken within the allocated budget of 100,000.
The above scope is specific and meets the SMART criteria. The goals are specific in what the project intends to achieve (vacate current premise and move to a new premise), measurable (least possible disruption), achievable (a practical aim with reasonable expected outcome), realistic (the time / quality / cost constraints are realistic), and time bound (to be completed within 2 months) (Aydin amp Dilan, 2017, 18).
Business CaseThe project of an operational nature that aims in ensuring the overall effectiveness and efficiency of the business operations are not impacted and the overall move to a new premise has significant value in terms of the money and efforts invested for the same. In terms of the assessment undertaken, the proposed project shall not cause any noticeable disruption to the existing processes at the time of shifting, and on moving to the new premises lead to significant returns in terms of cost savings.
Table 1 Business Case
Particulars Year 0 Year 1 Year 2 Year 3 Year 4 Year 5
Investment (1,00,000) - - - - -
Cost Savings 10,000 12,000 18,000 27,000 32,400 32,400
Net (90,000) 12,000 18,000 27,000 32,400 32,400
NPV 12,496
IRR 9
ROI 12
Milestone Schedule amp DeliverablesWhile the scope offers the broad level guidance on the objective, outcomes, and constraints of the project, the breaking down of the project as distinct deliverables, and set of key milestone schedules is critical to effectively plan the project for successful execution (Papke-Shields amp Boyer-Wright, 2017, 171).
The key project deliverables include the following
Charter Sign-off Singing off on the project chart
Project Plan Document Undertake end to end project planning for effectively managing the project
Material Resource Documentation Undertaking review study to catalogue, classify, and document all material resources to be transported
People Resource Documentation Undertaking review study to classify and document all personnel
Action Plan Development Developing action plan for the transportation in a phased manner that has least amount of disruption
Vendor Finalization I Identify, short-list, and finalize vendors for undertaking the transportation
Vendor Finalization II Identify, short-list, and finalize vendors for undertaking the unwiring / packing of materials resources and their setup at the destination premises
Implementation of Action Plan Undertaking the transportation of resources in phased manner.
Post Implementation Actions Review, assess, and validate new premises and ensuring all resources are transported and fitted, all people resources are comfortably allocated space, and there are no issues to the customers.
Project Closure success evaluation, learning documentation, payment / contract obligation closure, and sign-off
On the basis of the deliverables identified, the Table 1 below presents the milestone schedule
Table 2 Milestone
Milestone Completion Date Acceptance Criteria Stakeholder Judge
Charter Sign-off Singing off on the project chart 04-Apr-19 Approved charter with clear authority and scope Project Sponsor
Project Plan Document Undertake end to end project planning for effectively managing the project 10-Apr-19 A comprehensive, effective, and practical PMP Project Manager
Material Resource Documentation Undertaking review study to catalogue, classify, and document all material resources to be transported 18-Apr-19 A document summarizing the catalogue of all material resources with classification and relevant details. Project Manager
People Resource Documentation Undertaking review study to classify and document all personnel 26-Apr-19 A document listing all personnel with their name, designation, resource needs, etc. Project Manager
Action Plan Development Developing action plan for the transportation in a phased manner that has least amount of disruption 02-May-19 An action plan for successful implementation of the move Project Manager
Vendor Finalization I Identify, short-list, and finalize vendors for undertaking the transportation 06-May-19 A qualified and experienced vendor made available at reasonable costs Project Manager
Vendor Finalization II Identify, short-list, and finalize vendors for undertaking the unwiring / packing of materials resources and their setup at the destination premises 10-May-19 A qualified and experienced vendor made available at reasonable costs Project Manager
Implementation of Action Plan Undertaking the transportation of resources in phased manner. 26-May-19 Successful move and set up at new premised Project Manager
Post Implementation Actions Review, assess, and validate new premises and ensuring all resources are transported and fitted, all people resources are comfortably allocated space, and there are no issues to the customers. 30-May-19 Ensuring the transfer has been done in a successful and complete manner Project Manager
Project Closure success evaluation, learning documentation, payment / contract obligation closure, and sign-off 31-May-19 Ensuring resources are re-allocated from the project, necessary documentation done, and project closure sign off completed Project Manager
Risk Assumptions amp Constraints
On the basis of the assessments undertaken, the initial risks identified are presented as follows
Table 3 Risk Register
Project (Potential) Risks Risk Owner Contingency Plans
Cost Overrun Project Manager Adherence and implementation of project controls and monitoring processes as per PMBoK guidelines
Schedule Delays Project Manager Adherence and implementation of project controls and monitoring processes as per PMBoK guidelines
Vendor delays / failure to deliver expected services Project Manager Find second best vendor from shortlisted list and renegotiate
Force Majeure events like earthquake Project Manager Risk Acceptance
Resources EstimateOn the basis of the assessments undertaken, the resource requirements are presented as follows
Table 4 Resource Requirements
Funding A total budget of 100,000
People Personnel from internal teams shall make the project management activities. External vendors shall be contracted for packing, logistics, etc.
Equipment Internal resources shall be used. For logistics, the materials / vehicles shall be brought by the vendors.
Other NA
Stakeholder RegisterThe stakeholders identified for the project is presented as follows
Table 5 Stakeholder List
Stakeholder Interest in Project Priority
CEO Sponsor High
Branch Manager Project Manager High
Manager CIT Project Team Member Medium
Administration Manager Project Team Member Medium

Team Operating PrinciplesThe team operating principles are listed as follows
Table 6 Team Operating Principles
Team operating principle
1 All team meetings shall be documented by way of minutes of meeting
2 All team members need to act in a transparent and committed manner with project success as sole aim
3 In case of disputes, project manager shall have the discretion on final decision
Lessons LearnedThe lessons learned from earlier projects are presented as follows
Lesson
1 The project progress needs to be tracked in a continuous and periodic manner to avoid cost overruns, delays, and quality issues.
2 The roles and responsibilities need to be specific and clearly defined to avoid conflicts and other issues
3 The project planning stage needs to be comprehensive and undertaken in a focussed manner to ensure eventual success.
Charter SignaturesSponsor Department / Organization Signature
Mr. A, CEO ABC Insurance Company Project Manager Department / Organization Signature
Mr. B, Branch Manager
ABC Insurance Company Core Team Members Department/ Organization Signature
Mr. C, Manager CIT, ABC Insurance Company Mr. D, Manager
Administration, ABC Insurance Company ReferencesAydin, M. N., amp Dilan, E. (2017). Project management method adoption A service industry case study.International Journal of Information Technology Project Management (IJITPM),8(2), 17-33.
Papke-Shields, K. E., amp Boyer-Wright, K. M. (2017). Strategic planning characteristics applied to project management.International Journal of Project Management,35(2), 169-179.
Project Management Institute (2013). A Guide to the Project Management Body of Knowledge (PMBOK Guide). Fifth Edition. Project Management Institute
vom Brocke, J., amp Lippe, S. (2015). Managing collaborative research projects A synthesis of project management literature and directives for future research.International Journal of Project Management,33(5), 1022-1039.