PROJECT MANAGEMENT METHODOLOGIES (PPMP 2009) PROJECT MANAGEMENT METHODOLOGIES SUBMITTED TO: SUBMITTED BY: GOPI AKELLA ANKIT BHATIA (S0273045) RAJAT DHIMAN (S0280830) SYED ADEEB ALI (12031491) Introduction According to , project management depends on the ability to manage the success of a company and balance the inputs without hurting the involved individuals. The Mooloolaba Beach Holiday Park requires a tool that will assist in the management of the upcoming invitation to tender. The park is in the financial and business services domain. The rationale for choosing the domain is because business service domain is an umbrella category of the various domains in existence thus the lessons learned could be related to other domains. Further, the tool identified for this essay includes PRINCE2 methodology. The directive of this essay is to discuss in details the tool and justify it in relation to the case study. Such will be achieved with the aim of understanding the requirements of the case and how to link it with the methodology for project management. Brief background of the case study requirements The underlying case study involves a financial and business services domain. Further, the case focuses on the hospitality business involving Mooloolaba Beach Holiday Park on Queensland’s Sunshine Coast. The enterprise has established a project that requires the management of a contract. The contract involves an invitation of a tender that requires the management of duties and responsibilities including the operation of the office and reception, cleaning and maintenance of amenities, cabins, as well as other facilities, maintenance of the grounds and the garden, supplying consumable goods and reporting daily, weekly and monthly. The management of the project is, therefore, dependent on an appropriate and suitable methodology in project management. The case study requires a management tool that will accommodate the project regardless of its type or size. Amongst the numerous methodologies, PRINCE2 is deemed the most appropriate strategy for this case. PRINCE2 project management methodology As mentioned earlier, the method can be used for projects with differentiated characteristics such as the size, type or nature of the business. Seven processes, seven themes as well as seven principles characterize PRINCE2 as identified in figure 1 in the appendix. The seven processes include the starting up a project, which is characterized by the appointment of a project team and the production of a project brief. Other aspects considered includes the definition of the project approach and consulting with the experiences or previous projects. The other process is the initiation of a project (IP). The stage is based on the works and conclusions from the starting up a project process. During this stage, the project files are established whereas the business case is completed. Some of the key activities include the quality planning, refining the risks and the business case, establishing the project controls and the assembly of a project initiation documentation. The Directing a Project process (DP) offers guidance on when the project board is required to assume total control of the project. The process also includes the formation of ad hoc direction to the identified project as well as the strategy and confirmation for closing. The following process is identified as Controlling a Stage (CS). The key activities in this process include the authorizing of the work packages and assessing the progress. The work packages are expected to be authorized and submitted for evaluation. In addition, the process entails monitoring and evaluation of the risks that might have adverse effects on the project. The mitigation measures are identified enabling the project management to take the corrective action. In addition, the process escalates the project issues. The Managing product delivery (MP) is characterized by identifying and establishing formal requirements on the delivery of the project work, acceptance of the project as well as executing the project. Such activities encourage control between the team managers and the project manager. Moving on, the Managing stage boundaries (SB) establishes the control of the actions towards the end of a stage. The process also entails the control measures as well as the mitigation measures for the stages that have gone beyond the provided timeline or budget. The key activities involved incudes the planning stage, updating of the project business case, updating the risk register as well as the production of an exception plan. Finally, closing of a project process entails the activities that should be achieved at the end of a project. The significant activities under this process include the decommissioning of the project identification of the follow-on actions as well as the preparations of the benefits review plan as well as the review of the project evaluation. The above seven process are guided and directed by the seven principles including continued business justification, learning from experience, the definition of roles and responsibilities, management by stages, management by exception, focus on products, tailor suiting to the project environment. Further, the seven themes including the business case, organization, quality, plans, risk, change, and progress also influence the seven-process identified earlier. Justification of Methodology with case study The PRINCE2 methodology is known to save time in accordance to. The time factor manifests itself under three aspects including standardization, road map, and as a mature methodology. The adoption of PRINCE2 in Mooloolaba Beach Holiday Park will assist saving time when recruiting, training and conducting an audit of its projects. Such factor will assist the enterprise to save it time while outsourcing the employees and in this case the tender. From another perspective, the method encourages the concerned individuals to be on the same page thus promotes a standard approach to the project underway. PRINCE2 is also used as a road map used to determine the course of action to be taken and under specific process. The solutions needed in a project as in the Mooloolaba Beach Holiday Park are easily identifiable following the systematic guideline from PRINCE2. Therefore, the enterprise will not face challenges such as lack of the way forward. In other words, the strategy enables the business to come up with unique solutions for any underlying problems. The strategy also saves time since it is a sophisticated methodology, which was developed approximately 30 years ago. The number of years of experience has helped identification of the necessary changes that ought to be made. In addition, updates are occasionally done thus encouraging its reliability in the real-time application. The PRINCE2 methodology is known to save resources. Such aspect is determined by the subsections including business case driven, free to use and front loaded aspects. The business case determines the functioning and survival of the PRINCE2 project. The existence of the project in the Mooloolaba Beach Holiday Park demands focus from the start through to the cessation of the project. That makes a platform for the reliance and utilization of the methodology in the management practices. The strategy also promotes mandatory updates as well as assessments of the business case thus enabling the management to note any mishaps and contain them before they become a menace to the business. In addition, the PRINCE2 is free to use, unlike other project management methods that have been identified as costly in the community. The cost-effective aspects encourage the Mooloolaba Beach Holiday Park to identify other areas that need money and relocate the attention to such aspects including marketing and advertising. Finally, the methodology is front loaded meaning that effort is directed towards ensuring that the Mooloolaba Beach Holiday Park’s project is viable and worthwhile before investing in other aspects and profitability-oriented decisions. Any challenges or risks identified during the project implementation can be re-visited and mitigated in time before serious consequences are associated with the project. The other advantage of settling for PRINCE2 is because it delivers quality and compliance. Such aspect enables the project managers to handle change with limited or no chaos at all. It is a guide for the decision makers to use and encourage appropriateness as well as clear documentation of the relevant progress. In addition, the methodology encourages defined roles and responsibilities. Such aspect encourages the team involved in the project to be united and in the same page while undertaking daily activities. Therefore, Mooloolaba Beach Holiday Park requires such guidelines especially after advertising for the tenders as identified in the case study. Procedural documentation sample Tender Process ⦁ Summary of the tender including the deadline for tender submission. Evaluation of tender activity regarding the council’s governance. Council will shortlist tenders and conduct interviews and may accept one or more of the submitted tenders. ⦁ The inclusion of PRINCE2 methodology in the tender process, which outlines the processes that ought to be considered in collaborating with the accepted tender. ⦁ Probity Environment that respondents ought to consider includes the prohibition of direct contact with any elected associate of the council of a local government employee, failure to which it may lead to disqualification from the tender process. List of Schedules ⦁ Tender details will be subject to the tender process terms and summary of the key aspects noted as seen in Figure 2 in the appendix. ⦁ The information session will include date and time, which has been identified as 7th February 2017 at 10:00 am. In addition, other information includes the address, which has been identified as Mooloolaba Holiday Park Parkyn Parade, Mooloolaba. ⦁ The evaluation criteria include the price, capability and experience, methodology, and finally management systems and plans. ⦁ General terms and conditions have been identified and drafted. ⦁ No service specification and supporting documentation has been established ⦁ Tender and response form has been provided including the appendix number and the details respectively. Management of the facilities ⦁ Service to the public ⦁ Prohibitions ⦁ Promotions ⦁ Cleaning and maintenance ⦁ Provision of plant equipment and consumables ⦁ On-site accommodation Code of conduct Implementation The implementation of PRINCE2 project management methodology is quite easy due to its flexibility and adaptability with various projects. Such is achievable through the observation of the processes outlined in the methodology as well as its ability to accommodate any type or size of a project. In addition, the PRINCE2 method is a continuous process as seen in figure 3 in the appendix. The business can be implemented through assistance from a PRINCE2 business coach or a mentor. Such an individual will ensure that the embedment of PRINCE2 is transferred into the enterprise. In addition, the individual/s can provide support or guidance thus ensuring that other individuals have their skills nurtured. However, the responsibilities of the coach can differ based on the technique for skills transfer. For instance, a mentor will identify the relevant and interested individuals and encourage the transfer of knowledge and skills to them. On the hand, the coach has just one mandate – helping people achieve their goals with minimal advice in comparison with a mentor. The implementation of the PRINCE2 methodology will seek to encourage the division of the project into manageable processes. Therefore, there will be increased performance in the proposed Mooloolaba Beach Holiday Park. Another expected result is the identification of risks and managing them before making adverse mistakes. Finally, the implementation will encourage the implementation of PRINCE2 in future through learning from experiences and past projects. Conclusion Project management has been identified as a set of processes all working with the aim of promoting success and profitability. In addition, the identification PRINCE2 for this case study has been identified most suitable due to the flexibility of the methodology. Therefore, the project management has been identified as a learning process for the future’s sake. In addition, it has been identified that the identification of the various risks can be easily managed using the strategy. Thus, losses and time wastage are minimized significantly. Further, the project management methodology is teachable thus; encouraging transfer of skills from various individuals to others is enabled. The PRINCE2 methodology can be used in various projects in various fields. Therefore, it is suitable for managers since they can refer or rely on it in future while in another company. In conclusion, project management is determined by the identification of all possibilities and optimizing the decisions with the help of a tool such as the PRINCE2. Appendices Figure 1: The PRINCE2 process model in details Figure 2: Tender Details Figure 3: The PRINCE2 process and its themes and principles