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Project Initiation Document (PID)
Budgetary information, stakeholder analysis table, risk register, work breakdown structure, report for project management sponsor, the need for leadership and the role of project management.
According to the Project Management Body of Knowledge (PMBOK), a project is a temporary endeavour that has a beginning and an end and it has a defined objective for delivering a unique service, result, or product. Every project is a multi-faceted process and needs effective management, planning and monitoring of various operations. Talking about project management assignment help , it is the process that is characterised by initiation, planning, executing, controlling, and closing the teamwork. The project manager must have a broad perspective and understanding of project management, especially the core activities and aspect. There are some qualities that are required in the project manager. These are effective communication skill, technical skills, decision-making, leadership, team building, and cool under pressure. In this project management assignment example , a launch project of QA Higher Education (QAHE) is discussed that aims at publicising the university and attracting students through updated teaching rooms and computing labs. In addition to this, the other purpose of this event is to gain a competitive edge in the education sector. This report covers the project initiation document, wherein the objectives of this launch project, budgetary information, timelines of each activity, and more information are provided. In addition to this, the key stakeholder analysis is also done. A risk entry and mitigation plan is also provided along with a work breakdown structure, and a discussion on the project sponsor and methodologies used in completing the project.
The objectives of this launch event project are:-
- To organisation the world-class launch event to highlight the facilities provided by QAHE in its teaching classes and computing labs
- To attract the attention of local and global students to take admissions
- To improve the competitive position of the QAHE in the education industry of the UK.
Budgeting is one of the most crucial aspects of the launching event project. It is given that there is a budget limit of 51000 euros. Therefore, the project manager needs to plan the activities in accordance with the budget limit. It is important to determine the initial and ongoing cost of operations. It is important for the project manager to make a realistic budget in order to have a better articulation of expenses. The budget provided below is prepared while keeping the objectives of the process in mind (Fernandez& Fernandez, 2015). Since the main objective is to publicise the education institution, the main focus is given to publicity. Hence, the major share of the launch project budget is dedicated to publicity. The organisation of the event would be needing a place where the majority of guests comprise the students. In addition to this, the cost of operation staff comprises the salary of the staff, administration, facility maintenance, resident care, food, and transportation. One thing to note here is that there some costs that might change in the due course due to inflation. This might comprise property expense, resources, and material. Hence, it is better for the project manager to book them in advance in order to keep the expenses within the budget (Alleman, 2015).
As it is given here that the launch event will commence in the month of September, the project will span in 8 months in total. The project management plan is incomplete without a timescale that will provide the visual idea of commencement of the project and completion of the project and the activities that takes place in between. There are many processes that will take place between the eight months of time (Koskela& Howell, 2013). The organisation is expecting a great launch event that will attract the students to take admission. Hence, the project manager is putting efforts into making the launch recognised in the local and international education market. Therefore, it is required to carry out certain marketing related activities and other sorts of planning measures. These have been shown in the Gantt chart shown below.
As the deadline is fixed that the launch event will take place in the month of September, there is no option for moving it. Therefore, project management is the most efficient tool. For organising a launch event. An effective project manager needs to have strong organisational skills, communication, and over them the ability to get the task done well on time within budget and the scope of the project. The approach used for getting this project done well on time is PRINCE2. This management tool will provide a standard set of guidelines and processes to achieve the goals. Being a process-based and scalable tool, it can be easily tailored as per the scope of this launch event. The principles of the PRINCE2 can be used at all the processes of project management.
The above-shown diagram gives a brief idea of the PRINCE2 process. Talking about the pre-project process, the whole project work is established around three key elements, such as ensuring availability of information required for the execution of the project, forming a team, and developing initiation plan for the project. PRINCE2 provides a well-established and formulated set of guidelines to conduct a project stepwise and get things done well on time (Pons, 2018).
The key staff required for this process comprises Project manager, HR director, operation manager, admin staff, electrician, marketing manager, content developers, security, etc.
It is important to understand the impact of the project on the stakeholders. This can be done in many ways. The best method is having a stakeholder analysis. It is a method used for stakeholder determination and analysis of their demands and needs. It is used to determine the primary and secondary stakeholders. The aim of the stakeholders' analysis is to establish an analytic and strategic view of the landscape of human and institution (Dingsøyr, et.al, 2015). There are many benefits to stakeholders' analysis. The first and foremost is that it helps in determining the potential risks and challenges that could affect the project and the other is it helps in reducing negative challenges and impact and manage them for the stakeholders (Nicholas &Steyn, 2017).
One of the major aspects of top-notch project management is risk management and analysis. It is vital to comprehend the risk management process which is characterised by identifying, evaluating, and monitoring the risks associated with a project. The risks, in this case, are associated with the technical, operational, environmental, organisational, and human resource. By making use of a risk register or risk management plan, the project manager can control the side-effects or consequences (Poppendieck&Cusumano, 2012). PMBOK has given its own project risks management strategy that comprises seven processes as shown below
In the plan risk management stage, all the risks are categorised and itemised for the assessment and their probability of occurrence is calculated. For this particular stage, the risk management plan, stakeholder analysis, project operations, timelines, and environmental factors that might affect the launch event. In addition to this, identifying risks is all about creating a checklist of all the risks and challenges that might affect the project. The first and foremost of them are lack of training, employees’ poor efficiency, and much more. Looking into the project risk management plan provided, it can be seen that risk probability has been divided into different categories as per their probability of occurrence. For instance, low occurrence risk is given a rating of 0.25, medium, and large risk occurrence are given 0.5 and 0.75 respectively. In addition to this, the risk impact has been rated as 2.5, 5, and 7.5 based on the risk impact intensity. Talking about the project performance quantitative management, this stage needs a deep understanding of empirical and mathematical knowledge in order to work out the baselines, schedules, cost, and milestone list.
A work breakdown structure permits the manager to plan the project related operations efficiently and that too without any complexity. This would help in arranging the activities according to their importance and time availability. Once all the tasks in the WBS are accomplished, the project is called complete. The launch programme requires a lot of planning and management skills from the project manager's end. The WBS helps the project manager in making the project management plan and other associated plans consistent and carry out effective execution of the project plan (Hilton &Sohal, 2012). It helps in creating a measurable and Independent task. In addition to this, PM can track the progress of each task and also keep a check on the cost and resource consumed by the individual task. Some researcher says that WBS can be very useful in visualising the scope of the project. Moreover, the project manager can very easily assign responsibility as per the tasks and expertise of the employees. This way they can carry out the task more effectively and in a better way.The WBS for the following launch project has been shown below:-
This report highlights the significance of quality leadership in an organisation and for any project. In addition to this, a small discussion on the role of project management in the success of the project is done. The last part talks about the positive and the negative sides of the PRINCE 2 methodology that is used in carrying out the project.
Leading a project is not everyone’s cup of tea. One needs to walk an extra mile in order to make a project a success story. The project manager has to take the team members and guide them at each and every aspect in order to get the project completed effectively and efficiently. For that purpose, the PM needs to have a clear vision and objectives. The application of leadership, especially the transformational leadership style can help in motivating the team members and get a large and complex task done in a proper way (Brioso, 2015). However, the leadership style might change with the scope of the project. Hence, it is the job and responsibility of the manager to make use of the leadership style after understanding the scope of the project. As per the top manager, the leadership style has to be sharing, flexible, and innovative so as to bring success to the project (Hilton &Sohal, 2012). In addition to this, leadership focuses on motivation and team building. This way the leadership can make the diverse team members work as a team.
Talking about the project manager’s role in the success of the project, MPMM (2018) highlights the key functions of a PM. These are initiation, planning, design, execution, and closure. To carry out these functions, the project managers must have some set of skills, such as conflict management, problem-solving, and management skills.
The project manager has employed PRINCE 2 method in order to have better control over the project tasks. The reason for using this tool is the predictability of PRINCE2. The project can be broken down in many stages. This means that the project manager can be easily monitored. In addition to this, it makes use of the best practices in order to give the best outcomes. Another advantage of using PRINCE2 is that it standardise each and every task of the project. This reduces the chance of misdirection or miscommunication. Furthermore, it is time effective and budget-friendly method. In case, any discrepancies occur, it can be dealt with timely and in an efficient way. However, this tool is not widely used due to some use of some empirical fundamentals.
In this report to the sponsor, the project management tried to showcase the need for leadership in carrying out a successful project. In addition to this, project manager’s role are also reflected in the report. Furthermore, the advantages and disadvantages of PRINCE2.
In the following project management assignment report, the plan is discussed in detail. In addition to this, a risk management plan, wherein the possible risks and their probability of occurrence had been mentioned and the actions taken to handle those risks are illustrated. The project initiation document was formulated, wherein the objectives of this launch project, budgetary information, timelines of each activity, and more information were provided. In addition to this, the key stakeholder analysis was also done. A risk entry and mitigation plan was also provided along with the work breakdown structure, and a discussion on the project sponsor and methodologies used in completing the project was done.
- Alleman, G. B. 2015. Agile project management methods for IT projects. The story of managing projects: An interdisciplinary approach , 324-333.
- Brioso, X. 2015. Integrating ISO 21500 guidance on project management, lean construction, and PMBOK. Procedia Engineering , 123 , 76-84.
- Dingsøyr, T.,Nerur, S.,Balijepally, V., & Moe, N. B. 2015. A decade of agile methodologies: Towards explaining agile software development.
- Fernandez, D. J., & Fernandez, J. D. 2015. Agile project management—agilism versus traditional approaches. Journal of Computer Information Systems , 49 (2), 10-17.
- Hilton, R. J., &Sohal, A. 2012. A conceptual model for the successful deployment of Lean Six Sigma. International Journal of Quality & Reliability Management , 29 (1), 54-70.
- Howell, G. A., &Koskela, L. 2012. Reforming project management: the role of lean construction.
- Kahn, K. B., Barczak, G., Nicholas, J., Ledwith, A., & Perks, H. 2012. An examination of new product development best practice. Journal of product innovation management , 29 (2), 180-192.
- KnowledgeTree Training, 2015. A Brief Introduction to 7 PRINCE2 Principles. Available at: https://project-management.com/a-brief-introduction-to-7-prince2-principles/ [Accessed on: 16/02/2019].
- Koskela, L. J., & Howell, G. 2013. Reforming project management: the role of planning, execution and controlling. In Proceedings of 9th International Group for Lean Construction Conference. (pp. 185-198).
- MPMM, 2018. Project Management Best Practices. Available at: http://www.mpmm.com/project-management-best-practices.php [Accessed on: 09.09.2018].
- Nicholas, J. M., &Steyn, H. 2017. Project management for engineering, business, and technology. Routledge.
- Pons, D. 2018. Project management for new product development. Project management journal, 39(2), 82-97.
- Poppendieck, M., &Cusumano, M. A. 2012. Lean software development: A tutorial. IEEE Software, 29(5), 26-32.
- Six Sigma, 2016. Defining CTQ Outputs: A Key Step in the Design Process. Available at: https://www.isixsigma.com/methodology/voc-customer-focus/defining-ctq-outputs-key-step-design-process/ [Accessed on:16/02/2019].
- Špundak, M. 2014. Mixed agile/traditional project management methodology–reality or illusion?.Procedia-Social and Behavioral Sciences, 119, 939-948.
- Timmons, W., Antony, J.,Ahaus, K., & van Solingen, R. 2012. Implementation of Lean Six Sigma in small and medium-sized manufacturing enterprises in the Netherlands. Journal of the Operational Research Society, 63(3), 339-353.
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Assignment 1 overview
Assignment 1 – project proposal.
This assignment is worth 15% of your total grade.
- Due date: Friday, Week 5 by 5:00 pm (Darwin time)
- Word limit: Maximum 2000 words
- Name, student number and page number if the footer of every page (excluding title page)
- No attachments will be accepted
- No emailed submissions will be accepted
You work for a large organisation that has recently introduced PRINCE2 as a required method for managing projects. Several policies, templates and other resources have not yet been developed, which means that you might be required in this, and future assignments to provide information that covers more than one component outlined in PRINCE2.
Your employer wants to improve their profile as being more socially responsible and has decided to allocate up to $50,000, spent over the next 12 months to achieve this goal.
You and several colleagues have been asked to individually design a proposal for a project that meets the criteria stated below. Later, in assignment 2, you will evaluate your proposal against your colleagues and determine which mutually exclusive proposal is to be selected.
To receive the funding, the project must meet the following criteria:
- It is to benefit a community in the Northern Territory or a target audience in the NT. External students can use the home State or Territory.
- It is to be a unique endeavour
- It is to be completed within one (1) year
- It is to be limited to a budget between $25,000 and $50,000
- It can create income; however, proceeds are to be donated the cause
- It should relate to your area of study (degree program). If not negotiate with your lecturer.
- It is not to include additional sponsorship, grants, donations beyond the $50,000. If the organisation’s staff are required to volunteer in the project during normal work hours the opportunity costs to the organisations normal work must be included as an expense.
- All statements must have legitimate references. (Harvard Style)
1. Title page
- Project title
- Name and student number
2. Table of Contents
3. Executive Summary
a. Purpose or objectives of this proposal
i. Identify the problem to be solved or need to be filled.
ii. What will be in scope and what is not going to be included.
iii. Explain how the project will be conducted. Will it be managed by embedding and tailoring PRINCE2 to suit the project or will you use /create another methodology? You should explain any alternative methodology in detail or provide some information to show that you understand the process embedding and the detail of your tailoring.
b. Describe how you believe is the best way to measure the success of the project and explain why your suggested measures are appropriate over alternative measures.
5. Expected Benefits and Dis-benefits
a. Context and analysis
i. To provide context, briefly explain corporate social responsibility, why your organisation might want to raise its profile and how the proposed project will align
ii. Provide a SWOT analysis to improve a reader of your proposal a balanced understanding.
iii. Provide further analysis using a weighted scoring model.
1. You are to determine the criteria. The criteria should consider the way you would expect the success of the project will be measured
2. To conduct a weighted scoring analysis, you will need to have an alternative to compare it with. You can create an alternative proposal if it can be quickly summarised, or your alternative could be the act of not doing the project.
iv. Include more context by explain how / why you developed the idea
b. Identify the expected benefits and dis-benefits, ensuring they are informed by the strategic context (social responsibility context you have explained above).
i. This paragraph is an opportunity to sell the value of your project to decision makers.
6. Project requirements
a. List and describe the requirements needed to carry out this project.
i. Include human resources
b. List and describe the possible assumptions for this project.
c. List and describe the constraints for this project.
a. Estimate how much it will cost.
i. Breakdown to major milestones
b. Explain how you estimated costs.
i. e.g. If you used a three-point method, explain what it is and show a couple of examples of how you did your calculations
8. Major Risks
a. Identify five (5) risks and quantify their potential likelihood and severity.
b. Indicate how each of the above-mentioned risks will be managed
i. This could include, Avoid, Transfer, Mitigate or Accept, but you will need to explain what is meant by the terms that you use and why you plan to use them. You are not required to use all four.
a. How long is the estimated time to complete the project?
b. List and describe the major milestones.
Project Management Copyright © by Tony Allan. All Rights Reserved.
What does it mean to get a project management assignment ? Let’s consider a number of project management assignment questions reasoning from the following Project Management Assignment Definition : it is a scope of managerial functions, working duties and ongoing responsibilities that every individual carries out as a core of his/her project role to perform his/her job on the project. So let’s consider some assumptions to help you in transferring the given definition into your own project management assignment conclusion:
- Are Project Management Assignment and Project Roles the same things? – These conceptions are rather closely interrelated things, as while Project Role is a nominal position which a person occupies on the project, the Assignment is characterized by a bigger number of attributes such as varying workloads, specific tasks, etc, so in other words the content of Assignment can vary within a certain scope and range (it is usually defined by the scope of the Role);
- Does Project Management Assignment mean the tasks or work assigned to an individual? – usually these conceptions are used as synonyms, however, assignment is a deeper term meaning not only the work you need to get completed, but also qualitative sub-matters you need to meet – for example you need not only to complete something, but complete it in the detailed way to reach a multilevel structure of goals and not to leave a scope of constraints;
- What a Project Management Assignment Case Study is? – It is not only a description of your Project Role, and this is not a description of work you need to complete. It is about how well you operate the possibilities given by your Role to complete the work assigned to you;
VIP Task Manager is a program that allows you to assign tasks in business or professional activities, as it is real-time teamwork software for planning, controlling and analyzing your workflow and tasks on the projects of different kinds.
To assign project tasks – do the following:
- start your project planning software;
- set a suitable layout of task groups;
- prioritize your tasks;
- plan and schedule tasks and arrangements in terms of costs, time, etc;
- assign tasks to doers;
- How it works
Sample Undergraduate Project Management Assignment
Here is a sample that showcases why we are one of the world’s leading academic writing firms. This assignment was created by one of our expert academic writers and demonstrated the highest academic quality. Place your order today to achieve academic greatness.
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Project Management – A Designated Project of Building a Hotel within the Airport’s Proximity
This report’s major aim is to fulfill the duties of a project manager for the designated project of building a hotel within the airport’s proximity to reduce the problem faced by the airline about transporting the crew between the airport and hotels during the time of congestion. In the first part of this report, the project’s scope is discussed concerning the case provided.
In terms of discussing the project’s scope, all the relevant details required to discuss the scope with the project’s stakeholders are covered in this section. In this section of the report, all the project requirements are also communicated to the stakeholders. The next part of the project is related to the risk assessment of the undertaken project.
In this section of the report, the project’s relevant risks are identified along with their respective likelihood and impact of the risks. Moreover, the mitigation strategies and contingency plans about the risks are also stated. The third and final section of the report discusses the project’s milestones by the scope and risks stated in the previous sections.
Task 1 – Project Scope
One of the most important aspects of project management is planning the project, including defining the scope. Project scope management includes the processes, resources, and procedures required to complete the project following the goal and objectives (Guide, 2001). According to PMBOK, there are six steps to be followed to manage the scope of the project (Fitsilis, 2008). To explain the content of this project to the stakeholders, the technicalities of PMBOK are followed.
Plan Scope Management
In this step, the scope management plan is created. In this part, the scope management planning is carried with the project members to assess the approaches that can be used to fulfill the project’s objectives (Sheng, 2018). Initially, with the project team’s help, the scope management plan is designed, which includes the requirements that will help define the needs of the stakeholders, create a Work Breakdown Structure (WBS), validate, and control the scope.
Collection of Requirements
There are several stakeholders of this project, and it is essential to discuss their needs and stake following the completion of this project (Eskerod and Jepsen, 2016). Being the project manager, this task has been carried out with interviews, meetings, and surveys. The first stakeholder of this project is the company itself. By carrying out meetings with the senior management of the company, their stake will be discussed. This project will help the company cut down its cost of partnering up with hotels in Paris to accommodate their 68 crew members every day for a layover.
Moreover, the efficiency will also be increased as the crew will reach the airport in time as the Hotel will be situated within the 10 km proximity of the Hotel. Crew members are also a stakeholder of this project because, via this Hotel, they will not have to travel long routes to reach a place for accommodation as they do it now. This will ultimately increase their productivity.
In this regard, the crew’s major need is to have a hotel near the airport with comfortable rooms to rest. Passengers of the airline traveling from Paris to or via Paris are also the project stakeholders. The new Hotel can be accommodated if the flight is overbooked or if they have missed their connecting flight.
Definition of Scope
Following the objectives of this project and the requirements of the stakeholders, the following is the scope statement of the project:
“To build a hotel in the proximity of Charles de Gaulle Airport to facilitate the accommodation of crew members during the time of layover and the passengers in case of overbooking of airlines and missed flights in two year time period within the provided budget and constraints.”
Work Breakdown Structure
According to the needs of the stakeholders, objectives of the project, and the project’s scope statement that has been discussed in the above section, the following is the WBS that has been designed to facilitate the tasks and activities required to complete the project.
Validation of Scope
This is among one of the final steps of the scope management of the project. The scope statement of the project has already been defined in the preceding section. The management of the airline company, cabin crew, and the contractor appointed for the construction of the Hotel will be provided with the scope statement for validation. Through this process, the scope can improve, improving how the project is carried out.
Controlling the Scope
According to Eskerod, Hueman, and Savage (2015), the project scope needs to be well-defined and well-controlled. In this regard, it is ensured that the scope creep does not happen during this project to ensure that there are no unwanted outcomes of the project. For this project, the scope of the project will be validated by the shareholders of the project to make sure that the project is carried out according to the requirements and expectations of the shareholders.
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Task 2 – Risk Assessment
For a project to work efficiently, it is essential to avoid and mitigate any potential risk that can harm its successful completion (Haimes, 2015). Before commencing ant project, the project manager’s prime responsibility is to ensure that the risks are identified at the project’s planning phases (Hopkinson, 2017). To ensure that the risks are identified and mitigated efficiently, a risk assessment matrix is formed. This section of the report identifies eight of the significant risks faced by the hotel construction project.
The following table shows the likelihood matrix that explains the probability of the occurrence of the risk during the tenure of the project:
Table 1: Likelihood of Risks
Table 2: Impact of Risks
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Task 3 – identification of key milestones.
One of the critical aspects of project management is determining the milestones and planning them so that the project is completed according to its scope, budget, and cost (Kerzner and Kerzner, 2017). Milestones are responsible for indicating the progress of the project (Lock, 2017). Critical discussion points, completion of the project tasks, and ending of the project’s various phases include the project’s milestones (Heldman, 2018). In this section of the report, the milestones of the hotel construction project for the Airline company are stated, which are essential for the completion of the project.
The first milestone of this project is the completion of the business case documentation and the project charter. This will help the project manager explain to the project’s stakeholders what the project aims to achieve. For this project, the business case will be developed to consider the costs incurred every year for accommodating the cabin crew in different hotels for layovers. With the completion of this milestone, the feasibility of this project will be formed, which will help assess the project’s objectives.
The second milestone of this project is completing the entire planning phase, which is considered the most important phase because, in this phase, the whole project is planned out. After completing the planning phase, all the requirements related to the project, its costs, resources, and budget will be finalised.
The third milestone is the completion of the budgeting and costing of the activities involved in the entire construction of the Hotel. This milestone will be completed when the budget is decided and finalised based on the General contractor’s estimation techniques with the project manager.
Finalising the general contractor and the site for building the Hotel is a significant milestone of this project. It will be ensured that the site is within 10 km proximity with the airport.
Starting date of the Hotel’s construction is a significant milestone because it will officially start the execution phase of the project. It is considered to be the milestone of the project because it will begin the project.
Design approval is considered a significant project milestone because it is a prerequisite to starting the hotel construction execution phase. The design will be received from the architecture and designers on board with the project, and then it will be discussed with the relevant stakeholders of the project.
Completion of hiring all the relevant vendors of the contract is an essential milestone of the project. Some vendors will be a part of this project, such as a vendor for transportation, a vendor for furniture, a vendor for raw materials, etc. Finalising the contractors of all the vendors is an important task to be completed for the project.
After completing each of the five phases, there will be a communication update meeting of the project manager, contractors, and the project team to ensure that all the hotel construction objectives are fulfilled. The completion of each communication meeting is a milestone of the project
Like other projects, the hotel construction project also follows the five phases: initiation, planning, execution, monitoring, and closure. Completion of each phase will mark a milestone of the project. By completing each phase of the project, the activities for the subsequent phase will start, making the project progress.
The most important milestone of the project is completing the last phase of the project, which is closure. This phase will be ended when the general contractor will hand over the project to the client, i.e., Transworld. The last phase of the project will include feedback from different stakeholders as well as lessons learnt. The final milestone will also mark the end of the project.
Thus the stages above and phases of the project are milestones of the hotel construction project for Transworld Airlines. With the completion of each milestone, the company will take the project one step further.
Thus, this report includes all the relevant and important information regarding the hotel construction project for the company Transworld. In the first part of the assignment, the project’s scope statement has been mentioned, showing that the Hotel aims to provide accommodation for the cabin crew and passengers during layovers and missed or overbooked flights, respectively.
Moreover, several risks are being faced by the project with different likelihoods and impacts. The project manager needs to ensure that there are mitigation strategies and contingency plans to ensure that the project is not impacted negatively. In the last section of the report, various milestones of the project have been stated.
Eskerod, P. and Jepsen, A.L., 2016. Project stakeholder management. Routledge.
Eskerod, P., Huemann, M. and Savage, G., 2015. Project stakeholder management—Past and present. Project Management Journal, 46(6), pp.6-14.
Fitsilis, P., 2008. Comparing PMBOK and Agile Project Management software development processes. In Advances in Computer and Information Sciences and Engineering (pp. 378-383). Springer, Dordrecht.
Guide, A., 2001. Project Management Body of Knowledge (PMBOK® GUIDE). In Project Management Institute.
Haimes, Y.Y., 2015. Risk modeling, assessment, and management. John Wiley & Sons.
Heldman, K., 2018. Project management jumpstart. John Wiley & Sons.
Kerzner, H. and Kerzner, H.R., 2017. Project management: a systems approach to planning, scheduling, and controlling. John Wiley & Sons.
Lock, D., 2017. The essentials of project management. Routledge.
Pheng, L.S., 2018. Project Scope Management. In Project Management for the Built Environment (pp. 63-77). Springer, Singapore
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Project Management Business Assignment
Project management is set of activities those are performed to achieved desired objectives. These activities may be application of processes, methods, talents, experience and other useful knowledge. The report will discuss the basics of project management and then viability of project for its success or failure. Key principles and practices of project management will be discussed in report along with key factors to influence the project accomplishment. Report will also determine the most acceptable form of organizational structure and procedures so that project can be accomplished successfully. Later report will conclude the project control and coordination techniques along with role and plan to manage leadership and human resource management . The report will also prepare the project plan and calculates the estimation on time and cost. The performance management will be used on project for high quality results. The report will define project change control procedures and effectiveness of prepared project in business processing of A2Z Construction. A2Z construction has four story building in present and planning to expand the structure in United Kingdom.
1.1 Background and principles of Project Management
Project management refers to planning of the project, coordinating the project and controls the project from starting till end of the activities (Gido.et.al.2014). For both the projects A2Z construction has to follow these principles of Project management that are:
- Project Structure- For any project there are three main points i.e. quality, time and available resources in the project. The structure of a project can be prepared by getting answer to the following question i.e. what has to be done in the project of renovation, when should be done and in which order and what is the status of the project.
- Definition Phase- In this phase the project activities are defined and the resources required to complete the activities is defined. In this stage, the cost for completing each activity is defined. Budgeting is part of this phase.
- Clear goals- the goal should always be defined, clear, measurable, and realistic and time bound in both the alternative projects. The project manager is held responsible for the achievement and failure of the goals of the projects.
- Transparency- the status and goal of both the project should be transparent. There should not be any hidden information which affects the project at the end activity. Transparency could be achieved by giving a short discussion on cost and timeline in the meetings.
- Risk recognition and responsibility of managers- every project whether it is a renovation of building or extending of building has an inherent risk inbuilt and this is normal. It is the responsibility of the project manager to calculate the risk and report to the management on timely basis.
1.2 Viability of project
The feasibility study is required to determine the profitability and scope of the project in business. Present business conditions and possible profits with strategies should be identified to measure the feasibility of project. There are two options available for A2Z constructions:
- Project A: Extending the current four story building to a five story building
- Project B: Buying and renovating an additional small office building space nearby
Feasibility for the above project would be calculated using NPV and Payback period. NPV is the difference between the cash inflows and cash outflows. Payback period is the time period in which the initial investment for the project would be required.
Payback Period: 3.467 years
Discounted Payback Period: 3.739 years
Return for the Cash Flow: 21.35% per year
Payback Period: 4.133 years
Discounted Payback Period: 4.540 years
Return for the Cash Flow: 13.35% per year
From the above tables it is clear that Project A is more feasible than Project B as it has lesser payback period and higher NPV.
Causes for Project Failure There are several reasons for a project failure. Some of the notable reasons are:
- Poor Planning: For successful completion of project it is important that the planning for the project is appropriately done. The activities should be given sufficient time and resources to complete.
- Poor Tracking: If tracking is poor, then a project manager would not be able to identify delay in project and would lead to project delay (Finnerty, 2013).
- Poor leadership: Project manager is completely responsible for the success and failure of project. During the critical situations in the project, manager has to lead by example and make sure that the project is completed as per the expectation of the stakeholders.
- Poor Communication: For a successful project, there should be proper communication between the management and project team.
1.3 Principles behind Project Management systems and Procedures
Project management involves principles, practices, guidelines and procedures to achieve project objectives (Turner 2016). It involves various activities such as scheduling, cost and budget, proper resource utilization, quality management, risk management, decision making . These all activities are basically the principles of project management. Every organization has project management involve in their business operations. Without project management the firm would be disorganize and will not function properly. And every firm or industry has their own management of project team which functions according to the need of the project. For this, the managers should know the importance of project management which helps them to achieve the cost and quality of the project.
The importance of project management in both the project of A2Z construction is:
Project management provides vision and direction to the managers (Newton 2015). The project management team is held responsible for the achieving the objectives of the projects. It includes identifying what the project required and its objectives with keeping in minds the demand of the stakeholder. The project management is also important for controlling the cost, providing better quality with time limits. The main reason for the growing importance is that of high competition among companies which delivering a unique product or service quality within the budgets.
The project management at A2Z construction will have a project team which will comprise of all the necessary team members required for planning and execution of the project. The team would be headed by a project manager. A project steering committee would comprise of the project stakeholders, project sponsor and project manager. Project steering committee would review the work on timely basis to avoid any problems in future, review the budget standards on monthly or quarterly basis depending upon the time of the project, reschedule the project when necessary, review the schedule situation according to schedule and if not completed take the help of the staff who are assigned to see the activity, evaluate the critical path, adjust the work plan and communicate the schedule and risk associated to the projects for the future references (Turner 2016). Following is the project structure for the A2Z constructions.
1.4 key elements involved in terminating projects and conducting Post Projects Appraisal
The last phase in the project is project termination. It starts after the completion of the project and ends after finishing up of certain actions to close the project. Termination of project is important for gaining the experience for the future projects so that the same mistakes are not repeated. The key elements involved in terminating the project are organizing and filling project repots, making up of final payments, conducting the meeting with contractors and the organization for post evaluation of project.
The filling in terminating the project is an important element as it comes in checklist form where criteria are met with the desired outcomes. The filling should be in the form of flowcharts, schedules and diagrams, reports and data etc to be used for future projects in cost estimation and scheduling. Another important element is payment clause in both the projects for these terms and conditions of the projects should be properly framed in the beginning of the projects.
Post project appraisal involves determination of the project time, budget and deliverables to meet the standard of the project. Post project appraisal is done by the project manager and he identifies the final cost of the project then compares it with the authorized or standard cost. He also appraises the actual completion date of the project with the actual date given by the management and variances and explanations if any. The actual deliverables is to be compared with given standard deliverables. And any other important element in the project which should be necessary and how it is to be embedded for future projects
2.1 organisational structures, roles and responsibility of participants within a project
A2Z construction firm involves both job roles and operating and reporting link between and within these roles. The common organisational structures are- functional design structure, departmental horizontal structure, inters departmental structure and last directional communication structure. The most appropriate structure would be functional design structure in this firm. This structure is an example of traditional hierarchical structure. It involve separation of departments and their functions and controlling, well defined top down communication. For example the duties flow in particular direction from owner to management team to project manager and finally to construction employee. The main purpose to use this structure is requires same knowledge of skills and expertise and increases operating efficiency. Following figure shows the functional design structure:
The roles and responsibilities of the participants in the given project of A2Z construction are:
- Role of Project Manager- In construction firm, the role of project manager is to initiate the planning process of the project and then plan and define the scope of the project, execute the planned project to the lower level i.e. to workers and other staff, validate the project and last evaluate the project with the desired outcomes (Kerzner, 2013)
- Role of suppliers- in the construction industry the role of suppliers is of vital importance. The supplier’s delivery of construction materials etc at the given time, payment schedule, lead time periods etc should be kept in the mind. There should be proper tie ups with the supplier company’s.
- Role of workers- worker participant play the major role. They are the people who give expected result to the planned work. The key asset to construction industry without them the work could not be completed. In short the productivity of the firm would be affected greatly.
The role of the project manager for job specification:
- Bachelor’s degree
- Having experience of 1 year or more on construction related projects
- Co-ordinate the construction activity
- Decision making
- Manages time restrictions
- Have skills on cost control and maintaining quality of the project.
2.2 Control and Coordinate a Project
The project to design new building which is extension to present structure needs effective control and coordination technique. One of control and coordination technique which can be used by A2Z construction is critical path analysis (CPA) in which all the project activities are identified for their durations and efforts. A2Z construction needs to determine the longest and time consuming activities of projects so that plan can be changed to complete such activities into modules. Modularization in CPA helps to reduce the complexity of plan of project activity and increases the success rate of activity. Longer activities in project may result in indeterminate business effort, time and cost (Mubarak, 2015).
A2Z construction can use CPA to find the critical paths in accomplishment of project. Top management can break the large activities into manageable sub groups so that proper utilization of human resources and other assets can be made. Module also helps to manage the work quality and performance effectively. A2Z Construction needs to coordinate the business with critical path analysis to reduce the cost and time to accomplish the project. It also sequences the activities according to their priority and significance in development work (Herrer?.et.al.2011).
2.3 Requirements and qualities of project leader
The project leader of A2Z construction should possess the following qualities:
- A leader should have excellent communication and qualified skill
- Leader should be competent to take any responsibility in ever changing environment. It’s should not be necessarily based on the technical abilities only of the leader (Hwang.et.al 2013).
- Leader should have ability and skills to delegate the work and responsibility to the workers. The workers should trust the leader. Without trust a leader is often failed as a leader.
- In contingencies leader rise up with new opportunities and brings a new picture that pulls the project. Leader should be cool under pressure (Hwang.et.al 2013).
- A leader should possess the quality of problem solving skills. For example, in A2Z construction, if the workers are on leave or absent on any day due to any reason and there is a deadline to complete the work on the same day in that situation the leader should immediate give a fresh and creative response to the problem.
- Leader should be team builder. The purpose of the team is to achieve the common objective of the project. He should know the capability of each worker and assign them the right work in their hands (Hwang.et.al 2013). For example, in A2Z construction, a leader should assign the work to that worker who has capability of doing the task faster and efficiently.
- Leader should be enthusiastic and confident in his work. if the leader shows his enthusiasm in his work and ready for any challenges then automatically worker and his staff would also accept the changes in the firm. For example, in the given A2Z firm, there is a change in technology due to which the staff cannot adapt the changes as early. The leader has to show enthusiasm in learning the new technology and provide the training through technical staff to other staff to use the technology ( Garton and McCulloch, 2012).
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2.4 Plan and specify the human resources and requirements for a project
There are many resources required for the project such as capital, equipment, material, information and the most important human resource with skills and competencies. The lack of resource would limit the flexibility of the project. Allocation of resources can be done through key factor or critical path technique by giving priorities to the resources. The main aim is to minimise the project duration and maximise the use of resource available.
The most important resource for the construction project is human resource. The project would require following human resources:
- Project Manager
- Civil Engineer
- Skilled Labour
- Unskilled Labour
- Back office staff
A2Z construction requires experienced human resource that can be hired through placement agency or third party vendor. Today hiring and retaining the human resource is a main critical process of the project. Human resource management can use the technique of Responsibility assignment matrix to ensure each project activity with specified resources. The technique focus on RACI chart that stands for Responsible, Accountable, Consult and Inform. The chart shows the project activities and individual accountable to each activity. For large construction there may be more than one individual to the project. Multiple individual or group should be consulting and informed to the respective management team.
3.1 Project Plans and establish the Project Organisation
The organization may follow the project plan to achieve the desired results with investment. The project plan is developed using Microsoft project. Gantt chart will be used for project plan. Gantt chart shows the list of activity with expected start and completion time (Kerzner, 2013). Project plan is shown below:
The network diagram for the project is shown below:
The project can be organized in number of activities those can be sequence according to their priority and significance in development work. A2Z construction can calculate the earliest start time and latest finish time on each activity to determine the network diagram for project (Krähmer and Strausz, 2011). Network diagram helps to achieve high performance within given time as activities are manageable and sequential according to requirement. Following network diagram can help the organization to organize the project effectively
3.2 Project Scheduling, Estimating and Cost Control techniques
The project can be scheduled according to defined project plan. The cost and time estimation is required to achieve the project within budget and efforts so that market advantages can be meet. Organization may use project plan to start the project effectively with desired outcome. The estimation of cost and time can be achieved with the control technique like PERT (Program Evaluation and Review Technique). PERT helps to control the project under the three main factors: time, cost and technical effort. Most of time, PERT is compared with critical path analysis for effectiveness and high productivity (Larson and Gray, 2011). Organization can use PERT on each activities in plan to determine the cost and time estimations in project.
Activities those are time consuming and costly can be analysed in between to replace with alternatives so that project’s overall performance can be managed. PERT helps organization to take appropriate decision with proper use of time and resource in workplace for performance. With the help of PERT organization can reduce the probability of failures in project as each activity can be measured accurately for time and cost. Time is at core of PERT to estimate the success of project whereas activities are treated as milestone of project to achieve within time (Vanhoucke, 2012). The bad performance is one activity influence the overall time and cost in project. Following formulas can be used to manage the time:
- Time = (P + M + O)/3 where P for pessimistic, m- most likely and O-optimistic
- Average time= (P+ 4M + O)/6
- Standard deviation= (P – O)/6
- Variance= [(P – O)/6]2
3.3 Methods to measure project performance
The performance of the project can be measured with two types of methods:
- Revenue over Investment (ROI): it determines the success of project on the basis of investment. The revenue from the project must be higher from the investment for its success in business. This method is effective to determine the financial strengths and investment with projects. Al though, this is not so effective because the outcome from the project is most of time unpredicted during development and the success rate also depends upon the market conditions. Still, it provides good analysis for financial profits and benefits from project (Sprecher, 2012).
- Stakeholder Support & Engagement: The success of project can be measured with the engagement of stakeholders and their support to carry it in market advantages. A2Z Construction can use this method to determine the success of project more accurately because the contribution of stakeholders can be measured in investment and interest with project. However, it is difficult to gather the required information correctly (Kerzner, 2013).
Both the project performance measurement methods are effective. Organization can select later one to determine the success more effectively as it includes all the important aspects of projects as part of contribution in success.
3.4 Project Change Control Procedures and Project Evaluation
The changes and enhancement in projects are controlled by change management board of organization. Board of organization needs to determine the changes those can enhance the performance as well as quality of project. Board of change management is liable to control the procedure of changes in project as project changing in between the development may ruin the already done work. Changes must be identified and evaluated before the starting of procedures on plans so that cost and time can be saved. Expected changes should be submitted to board of change management and then review carefully for the scope and benefits with changes (Stark, 2015). The return form changes must be higher than cost on changes so that changes can be made effectively.
The project is implemented successfully under the estimated cost as there was no rollback and time consumption on decision making for lengthier activities. The activities are divided into manageable tasks so that performance is achieved according to plan. A2Z organization has achieved the desired benefits with project as the cost of project was under estimation and possible throughputs from project over time. The project is effective in term of human resource management and business regulations. Organization has achieved the efficiency in business process control and liability as task in organization are grouped to control under specific departments and leaders. Management has provided effective support and engagement in project success (Wysocki, 2011).
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The report has discussed the basics of project management along with viability of project to develop. Key project management principles and procedures are identified with the description on key factors to influence the project success. The report has concluded the contribution of organizational units along with role of control and coordination techniques. Human resource managemen t and project leaderships are analysed related to project. Later report has prepared the project plan and defined the schedule and estimation to complete the project. Cost and performance is measured with techniques like PERT. Also the project has been evaluated for its success in organization. Project change control management has been discussed along with the role of management of A2Z Construction.
Books and Journals Deffuant, G. and Gilbert, N. eds., 2011. Viability and resilience of complex systems: concepts, methods and case studies from ecology and society. Springer Science & Business Media. Finnerty, J.D., 2013. Project financing: Asset-based financial engineering. John Wiley & Sons. Garton, C. and McCulloch, E., 2012. Fundamentals of Technology Project Management . MC Press, LLC. Gido, J. and Clements, J.P., 2014. Successful project management. Nelson Education. Herrer?, J.M., Herrer?, R. and Van Dorp, J.R., 2011. Revisiting the PERT mean and variance. European Journal of Operational Research, 210(2), pp.448-451. Hwang, B.G. and Ng, W.J., 2013. Project management knowledge and skills for green construction: Overcoming challenges. International Journal of Project Management, 31(2), pp.272-284. Kerzner, H.R., 2013. Project management: a systems approach to planning, scheduling, and controlling. John Wiley & Sons. Kerzner, H.R., 2013. Project management: a systems approach to planning, scheduling, and controlling. John Wiley & Sons. Krähmer, D. and Strausz, R., 2011. Optimal procurement contracts with pre-project planning. The Review of Economic Studies, p.rdq033. Larson, E.W. and Gray, C.F., 2011. Project management: The managerial process.
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Project Management Assignment
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Develop a project that will introduce Rotomotion to a more ‘electronic’ way of doing business. It will be required to consider carefully what IT solutions could be used to help make Rotomotion’s systems more integrated
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Why Should I Use Work Assignment in Project Management Software?
- 1. Project Management Basics
- 2. Project Management Methodologies
- 3. Project Management Life Cycle
- 4. Project Management Software
- 5. Team Collaboration Tips
- 6. Agile Methodology Basics
- 7. Agile Project Management Tools & Techniques
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The work assignment feature in project management software allows work to be assigned to the appropriate person within the project team. Whether it’s creating a new project or adding in a new task, the work needs to be assigned to a resource for it to be executed.
After all, if the work isn’t assigned to someone, then no one knows who is responsible for ensuring it’s completed. Instead of relying on everyone knowing who’s responsible for what and passing it on to the right person at the right time, you can store all that information inside your project management software.
The work assignment feature can be used for new requests using dynamic request forms . It can also be used for workflows using the auto-assignment feature.
How work assignment request forms work
Dynamic request forms ensure that all vital task information is captured without asking the requester any unnecessary questions. The form questions change based on the information the requester provides as they’re filling it out.
These request forms are designed to automatically modify fields to match request types. One of the available modifications is the automatic assignment of resources based on specific form answers or selections.
For example, if a request is created to ask for additional product testing, it can be automatically assigned to your lead project tester. This feature ensures that work is always assigned to the correct person, even when the requester doesn’t know who should be responsible.
To use automatic work assignments within request forms, one of your software admins simply needs to tie certain drop-down options or checkboxes to the appropriate work owners when creating the form template.
How auto-assigned workflows work
Auto-assigned workflows automatically assign work to team members when it’s ready for them to begin. This functionality allows users to auto-assign workflow stages. As tasks enter each stage, new assignees are added and automatically alerted to start their work. For example, the work assignment feature will allow you to automatically assign work to your editor as soon as it’s moved to the “content review” stage.
This auto-assignment approach also helps teams deliver faster by preventing rework since tasks will not be assigned until requirements and prior stages are complete. Plus, it reduces the number of tasks visible to each employee, allowing them to better focus on current priorities.
Team members cannot access a task until it’s assigned to them. By reducing the volume of work assigned in the system, you can optimize speed and quality, reduce multitasking , and lower employee stress.
Plus, as the project manager, you don’t need to remember to give people the go-ahead when it’s time to begin the next piece of work. The system will automatically notify everyone for you so that you’re not wasting time trying to contact people, and you don’t need to micromanage their progress.
Auto-assigned workflows can also be useful for larger projects that have separate phases with phase gates . Using this approach, the next phase typically is not approved to start until the gate has been successfully approved. The auto-assign workflow feature allows you to tie work to these phases so that people do not accidentally begin tasks before approval is received.
To use auto-assigned workflows, you simply need to define each stage of your overall workflow and assign each workflow stage to team members. The system will then automatically send “Start Next Task” alerts to assignees when prior dependencies have been completed, and they can start their work.
Tips on setting up work assignments in project management software
Here are some additional tips on using auto-assigned workflows:
- Use flexible timelines: Work assignments are triggered by stage or phase completion, not by start dates. Therefore, your tasks must have flexible dates. Otherwise, people could be assigned tasks that are ready to go and not start them because it’s not the start date yet. With flexible timelines, you can time the assignment to occur just before the work needs to start and then empower your team to self-manage and begin assignments as they come in. This means work can start early, if all the predecessors are completed, allowing you to move ahead of schedule and eliminate idle time.
- Use fixed statuses: With fixed statuses, when a user changes a task’s status, they can only choose from certain predesignated statuses. Admins determine which status should have predetermined follow-up statuses, and they choose what the follow-up statuses are. For example, if a task is “In Progress,” users will only be able to change the task to “In Review” or “Completed.” They will not see or be able to select any other status options. This is important, as work assignments are tied to specific statuses. Without fixed statuses, a user could potentially choose a status that does not have an assignee tied to it.
- Monitor workflows and assignments: There are many advantages to work assignments in project management software, but one disadvantage is that work could be automatically assigned to someone who’s not available, such as if a team member is out sick, on vacation, or has left the company.
Thankfully, dashboards can allow you to easily visualize workflows and pinpoint any issues with assignments. If you know someone is absent, you can see all the work currently assigned to them and decide whether it can wait until their return, or you can reassign it to someone else.
Benefits of work assignment
Without work assignments, requesters must know who the work belongs to and manually assign it to them. This results in more time filling out forms, and it increases the risk of work being assigned to the wrong person.
If you have a large company or new employees, they may not be aware of who’s responsible for each type of work . A task may not find its way to the right person, or it can get stuck in a certain step of the process if it's not appropriately handed off to the correct person at the correct time.
If tasks are not closely monitored and managed, sometimes a request can sit there for weeks with no movement due to it being unclear who’s responsible for it. When the work is then assigned to the incorrect person, time is lost rerouting it. These delays may even cause deadlines to be missed or work to go uncompleted.
Having the ability to auto-route requests to the appropriate person based on project details can solve all these issues. In addition, tying certain workflow statuses to certain team members ensures that tasks are automatically moved to the right person as soon as they’re ready for them.
Auto-assign workflows to increase speed and simplify processes, addicted to multitasking: the scientific reasons you can’t stop juggling work, accelerate your business with wrike's new custom workflows, basic project management.
- Project Charter
- Project Management Stakeholders
- What is a Project?
- Work Breakdown Structure
- Project Objectives
- Project Baseline
- Project Management Scheduling
- Project Management Work Packages
- Project Management Scope
- Scope Creep
Advanced Project Management
- What is PERT?
- Network Diagram
- Risk Management
- Cost Estimation
- Feasibility Study
- Monte Carlo Analysis
- Project Integration
- Cost Management
- PMI Project Management
- What To Do With Certification
- Become Certified
- PMP Certification
- Best Certification
- Critical Success Factors
- Capacity Planning
- User Role Access Permissions
- Time Tracking
- Budget Tracking
- Request Forms
- Work Assignments
- Version Control
- Dependency Managements
- Project management Milestones
- Project Management Software
- Project Management Tools
- Project Management System
- Gantt Charts