(Project Management of Public Policy) Final Exam
- Describe in detail the four (4) -step project control process for monitoring a capital improvement project.
- Setting a baseline plan
- Measuring process and performance
- Comparing plan against actual, and
- Taking action
The baseline plan provides a project manager with the elements needed for measuring the project performance. The cost and duration information found in the work breakdown structure (WBS) database is used in designing the baseline plan of a project. Using the WBS, a project manager can easily come up with a project resource schedule used to streamline all works, resources and budgets into the baseline plan.
Step two: Measuring process and performance
Time and budgets are the two main measures of performance and progress of a project plan. These two form the quantitative measures in a project management. Measurement of time performance is associated with whether the project is progressing as scheduled while measurement of performance against budget is associated with the cost of implementing the project in relation to the budgeted amount. If any of the two quantities defers with the original plan, the project manager has a duty to investigate where the problem is and deliver a solution.
Step three: Comparing plan against actual
Every project manager should compare the implemented plan with the actual plan because plans rarely materialize as expected. Because it becomes difficult to measure deviations from the plan, a project manager should make periodic monitoring and status measurements of the project in order to make an effective comparison of the actual plan and the expected plan. Conducting frequent comparison procedures with correct timing ensures the actual project deviates very little from the actual project. Normally, status reports taken in four week interval give better results.
Step four: Taking action
This process aims at returning the project to its actual plan in case the project manager observes a deviation after making comparisons. When a project manager discovers that the project progress is going against expectation, corrective actions are taken to take it back to its original plan. In other circumstances, the scope of the project might change that calls for a change in the baseline plan affecting all other processes, budget and timing.
- Describe in detail one important project closing principle discussed in Chapter 14 of the textbook.
One important project closing principle highlighted by Larson and Gray (2011; 504-510) is the principle of project success. Closing a project includes fulfilling a number of tasks. Every member of the project team takes part in ensuring the project settles and achieves the intended objectives. The success of any public policy project is the desire of any project manager irrespective of the time, resources, and management issues observed during implementation. During the project closure phase, the project manager releases all project deliverables to the client that include project documentation. The project stakeholder to ensure all everything works as planned carries out an evaluation of the success of a project. In case the customer gets satisfied with the work done, then the project team enjoys the success of their work. On the other hand, some projects never achieve their goals and force the customer to request for money refund or the project starts again. Such an incidence is the worst for any project manager especially if he or she fails to incorporate the principle of success while executing the project.
According to Larson and Gray (2011), failed projects pose many questions from customers but the project manager should communicate the reasons for failure. The principle of success demands that a project manager makes a list of all major achievements, possible failures, and mitigation of failures in the initial baseline plan in order to plan. Coming up with this list makes it easier for the project team to see misfortunes and deal with them in order to make the project successful. On the other hand, the success of a project depends on the nine components of a project plan. Effective communication between project stakeholders forms the most important aspect of the success of any project.
- Describe in detail your proposed community outreach / communications plan for a large capital project, such as a new hospital wing, solid waste facility expansion, new high school, new library or other major capital project. Assume the project has neighbors concerned about traffic, noise, litter, crime and lowering their property value.
Poor communication is a known source of project failures as described by executives and managers around the globe. Most unsuccessful projects claim their bad luck on the poor communication plan during the setting of baseline plans. Communication plan in any project forms the key component for coordinating and tracking issues related to project schedules and action time. The communication plan will map out the flow of information to different parties involved who eventually becomes an essential part of the project plan. Large capital projects are expected to succeed because they get attraction of a large number of people from citizens, leaders, investors, and international businesspeople. In order to avoid project failures related to communication, a project manager must come up with an effective communication plan. An effective communication plan must address issues related to traffic, noise, litter, crime, and property value of the neighboring peoples. It essential noting that the communication plan must be created in the initial stages of implementing a project. The proposed community project plan will address the following issues:
- The type of information that will be collected and the time to collect it
- The receiver of the information
- The method used to collect and store the information
- The time when the information will be communicated, and
- The avenues of communication
Below is a proposed communication plan for a solid waste facility expansion project.
The above communication plan shows clearly elaborates how, where and when information will be communicated and the mode of communication. The project manager will be responsible for communicating main issues about the project, like outsourcing services, change of scope and the project progress to the client (The ministry of environment in this case). In addition, the mode of communication adapted is favorable to every stakeholder. Mostly, emails are used to communicate to project staff and ministry staff but media are used where other stakeholders are involved like the community. Disposal of solid waste requires keen observations because it can be of dangerous effects to the community. Pollution from solid waste leads to many problems like diseases, littering of environment and bad smell. The communication plan ensures that all issues affecting the community are addressed and possible victims warned in advance.
- Based on your knowledge from this class, what are the nine components of a project plan? In your view, which component is the most important? (You must pick one or possibly two- saying that all are important is not an option).
The nine components of a project plan are:
- Overview
- Objectives
- General approach
- Contractual aspects
- Schedules
- Resources
- Personnel
- Evaluation methods
- Potential problems
Out of the nine components, the most important are the resources and overview. All projects must run with a specified budget that is depends on the amount the client wished to invest. Budget matters are essential in any project because they determine all other components like scope, project integration and management. A project plan that lacks enough funds to implement it ends up failing even with the most proficient project manager and the most effective scope and project team. Before the commencement of any project, the project manager must ascertain that the client has enough resources to cater for the proposed budget and any extra cost that might arise as the project progresses. In addition, resources are important in any project plan because they form the most important factor of a project plan. The project manager must account for all funds used while implementing the project plan. Moreover, the project plan cost determines the effectiveness of all other components. With enough funds, the project runs smoothly and with little issues associated with the project team lacking some materials or resources.
On the other hand, project plan overview is another important component of a project plan. Project overview forms a collection of processes that give the outline of the project in order for it to be successful. The project overview processes provide a breakthrough of all activities that must be fulfilled in order to implement the project fully. The absence of any of the project overviews result into a failure. Moreover, overview is important because it provides a work breakthrough structure that helps in implementing all other project plan components.
- Describe the three most important project management principles you learned in this class. Why are these three principles so important?
For a project to be successful, the following three principals must be considered:
- Success principle
- Strategy principle
- Commitment principle
These three principles are essential because they ensure effective implantation of a project with minimal breakdowns. Depending on the size, type or location of a project, the above three principles play a major role in coordinating all the operations and components of a project plan in order to fall in line with the baseline plan. The principle of success ensures that all project stakeholders understand the main objectives of the project. All involved parties must confirm and agree on the success measure of a project before it commences. Scope, quality, time, efficiency and costs are all measures of the success of a project. Secondly, the strategy principle is important for any project because it helps in planning and implementation. This principle takes control of all activities that must be occurring in details and presented with a set of processes to be completed. This principle deals with four fundamental project lifecycles, project initiation, project planning, project execution and project closure. Project strategies must take care of every cycle in a project plan in order to come up with the expected results after completion. Finally, project commitment principle carries a lot of weight because it determines the effectiveness of the people executing the project. Commitment in a project is essential because it ensures smooth running of processes and within the correct schedule. According to Larson and Gray (2011), a fair commitment must exist between the project team and the client in order for the project to succeed. A mutual commitment between these two parties ensures all other processes run a planned and eliminates failures associated with poor coordination among project stakeholders.
- As described by Professor Hakes, list at least six (6) kinds of funding sources for public agency capital projects. Describe one of these six (6) in detail. Why are grants and debt financing so commonly used for public capital projects?
Public agency capital projects can receive funding from any of the following six sources:
- General fund reserves
- Enterprise fund reserves
- Grants
- Federal/ state appropriations
- Debt financing (example, bonds)
- Partnerships
- Designated capital appropriations
Federal or state appropriations
These are forms of finances set aside by a federal or state government and designated for specific programs. The funds are used for a variety of purposes that include staffing, maintenance, operations and capital projects. For example, California County has a set of funds that are used to conduct all projects aimed at improving the well-being of the state. The sources of such state appropriations include; state gas taxes, transportation demands, designated health care funds, and healthcare services funds. The state and the federal government are much concerned about all capital development projects because they form new sources of revenues upon their establishment. Federal appropriations refundable and the government acquire revenues to finance other projects through takes collected from businesses operating on the completed projects.
Grants and debt financing are the most commonly used funding sources for public capital projects. Most public capital projects prefer these two financial sources because fund approval does not demand many papers for a project. In addition, they do not charge high interest rates because they are designed for development projects.
- As described by Mr. Felipe Flores, list at least four (4) kinds of “additional tools” that a new project manager (who is not an engineer and has only a little experience) could easily use. Describe one of these tools in some detail (a paragraph or two paragraphs).
A new project manager must have the following additional materials:
- Progress notes
- Photographs
- Stored material log
- Meeting minutes
- Quality control documents
- Request for information log
Quality control documents
Quality control documents are essential for a project plan execution because they contain all the necessary information needed to complete a project successfully. Quality control has become a requirement for any engineering building and construction project. Experienced professionals execute engineering projects because of their many demands in terms of management, interpretation of drawings, and maintenance of engineering standards. A new project manager with less or little experience needs to have quality control documents that guide him or she Lack of proper preparation of an engineering project causes serious problems in the course of putting up the designs. In some instances, lack of proper and detailed drawings and poor project management plan schedules result into problems during the project execution. Moreover, quality control documents assist a new project manager in understanding the project in details and determine whether to continue with the same scope or change to one that fits his or her capabilities (Larson and Gray, 2011).
The main aim of having the quality control documents in a project plan is to minimize project risks. Quality control documents also assist a new project manager in monitoring the performance of the project team in order to determine areas that require more intervention. Moreover, a new project manager requires a brief of the project baseline plan in order to cope with the project progress. When dealing with large capital projects, quality control documents assist in updating the budget and forecast on the remaining costs to completion, Monitor and verify the project status in relationship to the available resources, schedule and time, change management where necessary, and make effective communications between the project team and the client.
Reference
Larson, E. W., & Gray, C. F. (2011). Project management: the managerial process (5th ed.).
New York: McGraw-Hill Irwin.
