Undertake project work.docx

7/27/2019 Undertake project work.docx

1/25


2/25

1

Project Title

Implementation of new administrative system

The objective of Project;

The main purpose of this project is to build to customer good will and satisfy its legal Political and ethical

obligations with respect to work health and Safety and antidiscrimination legislation, standards or code

of conduct, promote high standards in professional conduct. The purpose is also to inform to clients,

tenants and potential tenants of maintenance and light repair and also achieve employees and clients

buy in for imitative.

Health care is a complex, highly regulated, interdisciplinary, service-oriented industry, that continually

faces changes in technology, delivery systems, standards of care and treatment protocols, rules and

regulations, funding and reimbursement, and finally and most importantly the service needs of our

patients and their families. With that complexity in mind and at the direction of our Board of Directors,

Mountain Land Rehabilitation has established a Plan of Compliance, Conduct and Ethics. The

development and implementation of this guide and related compliance activities is fundamental to

establishing a culture, within our organization, that promotes prevention, detection, and resolution of

instances of conduct that do not conform to MLR policies and procedures, federal and state laws, as well

as ethical business practices.

Project purpose:

In this Case scenario the Company wants to grow its customer base and have good relation with

customer who is good for the companys reputation and growth.

Background of Company;

Max Lionel Realty has been a member of the Real Estate Institute, As one of the leading and most

experienced real estate teams in West Vancouver, with over 45 years of award winning expertise serving

one of North Americas finest real estate markets spectacular West & North Vancouver on the North

Shore. We not only draw on a wealth of knowledge in determining how to successfully market your

home, but are also dedicated to ensuring that the process of selling your home is as pleasurable and

stress-free an experience as possible. Specializing in West Vancouver, North Vancouver & Vancouver!

We maintain a highly respected reputation in the industry and it is our dedication to our clients that hasprompted the Lionel Lorene Realty team to make themselves accessible 24 hours a day.

Take this opportunity to put our teams hard work and market expertise to work for you.


3/25

2

Max Lionel Realty was founded in 2008 by properly developer Max Lionel. Through its client agents, the

organization manages property sales and rentals on behalf of a range of clients. The organization also

separately engages in investment activities such as property and land development. Max Lionel Realty

has been a member of the Real Estate Institute of Victoria.

On time finished project work

Engaging with customers and clients

Building goodwill and reputation for integrity

Supporting innovative thinking ,management and leadership skills

Creating a high performing, highly profitable organization.

Project status

It has been decided the company will go ahead with the project and make the necessary changes.

The four community aspirations include:

prosperity through economic development

social equity through accessibility


4/25

3

community health and safety

protection of the total environment

PROJECT APPROVAL TEMPLATE

This form is required for submission of projects for approval to the Management Board and Operations

Committee. It is the responsibility of the Project Director to complete this form, unless a Project Director

has not yet been appointed, in which case it is the responsibility of the Project Champion.

Project Name:

Description:

Project Champion:

Project Director:

Approval Sought:

PROPOSAL SUMMARY

Background

What is proposed?

Why should the proposal be implemented?

Update since last approval stage

THE VALUE OF THE PROJECT TO THE COLLEGE

Benefits expected from the project

Investment required and ongoing cost to the College

HOW THE PROJECT WILL BE IMPLEMENTED

Suggestions for consultation groups (if any)

Results of consultation


5/25

4

Plan for development phase

Plan for delivery phase

RISKS and uncertainty

SOURCES OF FUNDING

Source Authorizing Signature Amount of Approval Required

Department / Division

Faculty

Pro Rectors Reserve

Long Term Maintenance

Minor Works

Residences LTM

Capital Plan

Other

TOTAL

APPROVALS

Cost Date

Operations Committee

Management Board

Finance Committee


6/25

5

Council

Project Scope

Project Name: Max lionel

Project Manager: Haseeb JAved

1. Project Purpose Statement:

Describe the reason for the project. Please limit to two paragraphs.

A separate Business Case document is created which fully documents the project feasibility study,

explains reasoning and justification for the project in terms of the evaluation methods utilized and the

business benefits. Reference to this document should be entered here.

2. Background:

Provide a description of the history of this project. Include any information on its background that may

be of importance to communicate in the context of this project.

Explain any changes to the external / internal environment.

Describe the existing impact (e.g. on the business, on staff, customers, etc.)

Explain why the status quo is changing (i.e. What is the rationale for the project?)

Describe in detail the circumstances driving the change.

3. Objectives:

Document the high level objectives of the project here.

4. Key Stakeholders and Other Players:

Provide the details of the players within this project.

5. Organizational Requirements

Describe the Universitys organizational, end user and customer requirements for this project.

6. Approach

Provide a description of how you intend to carry out and manage the project.

7. Timeframe & Milestones


7/25

6

Describe the overall timeframe for the main stages in the project, and the milestones/checkpoints

within each stage?

8. Inclusions & Deliverables

What is deemed to be included in the scope of the project? It is essential that items appearing in this

section are clear and unambiguous. Documenting specific inclusions provides the boundaries for the

project scope.

9. Exclusions

Ensure that all items that are not within the project boundaries, that may otherwise cause confusion by

not being explicitly stated, are described here.

Such items may be within the scope of another stage or a related project.

10. Critical Success Factors

Include factors that will make or break the project. What is critical to success (or will result in failure).

11. Assumptions

Ensure all suppositions or statements that are made due to the lack of available information in order to

further clarify the scope of the project are detailed here.

12. Constraints

List the known restrictions that will inhibit the delivery of the project and cannot be changed.

13. Related Projects

Describe any other project exerting an influence on this project, including any program/project

relationships, key dependencies or critical links. Provide details on any related projects scheduled to run

before, after or concurrently.

14. Risks

Create a list of circumstances or events, which may occur to the detriment of the project. Each risk

should be assigned a unique Risk Identification Number. Risks may be internal, external, organizational,

environmental or technical.

15. Sign Offs

This is an agreement between the project sponsor and project manager to the high level requirements

of the project as known to this point.


8/25

7

.

Project Manager / /

.

Project Sponsor / /

Project Scope Defined

IN SCOPE OUT OF SCOPE

(EXCLUSIONS)

ASSUMPTIONS CONSTRAINTS

-Appoint team

-Appoint office

-Allocate tasks and

responsibilities

-search for software

developer

-identify training needs

-prepare training plan

-assets and policy and

procedure

-review and monitoring

Legislation

Ethical

-training of clients ,

staffs

Assume that clients will

be fully trained on legal

and ethical compliance

-assume that client

need to provide

additional budget

-

Skills

Knowledge

We dont have limited

budget

Office

Software developer

High speed internet

Server

Time


9/25

8

Stakeholders Analyses

Roles and responsibilities

Shareholders: Some would say that shareholders are the first stakeholder Management: Controversial,

but some believe that managers are stakeholders For example, Evan and Freeman argue that managers

have an additional duty that of maintaining the health of the company by keeping stakeholder demands

balanced-- which makes them stakeholders debate and this suggests a responsibility to future

generations --those who will one day be reliant upon the physical environment-- as a stakeholder group

Project snapshot

Name of project : Implementation of administration system of Max Lionel Realty

Name Work area Stakeholder type (client

, end user)

Impact on /by project,

requirement , success

criteria


10/25

9

Project purpose: Company wants to grow its customer base and have a good relation with customers

which is good for the companys reputation and growth. The company goal is to have good

administrative system

Deliverables with timeframes

What to build computer programs, plans,

reports, policies and procedures

When within 6 months

Stakeholders

Max Lionel ,Haseeb Javed and Waqas Shabbir ,

innovative travels , ready office supplies ,

Coffeeville

Resources Computers, software, table, chairs,

office for renting, internet, cash from

stakeholders (CEO and CFO)

People Team leader, team members, project

manager, IT manager, Marketing manager

Risks Budget can be less for the project, it could

be hard to find skilled people, it could be difficult to

manage deadline with staff shortage, computers

can get virus, people can have access to confidential

documents, and computers can be hacked.

Interdependencies We need to share data with

other group members frequently, we need

information from existing system.

Success criteria We can measure our success

criteria with the help of stakeholder analysis. Then

the stakeholders can tell us what to do and that

would be very important.

Human resources Real estate agent

Physical resources Flyers, brochures, iPad

Financial resources Bank loan, low interest loans

Performance indicators Action

1.1.1

Follow the REIV Code of Conduct and relevant legislation

Action

1.1.2

Get feedback from customer questionnaire

Action

1.1.3

We have a standard that the builders are going to

maintain. They will have to use good quality products,

build the house according to Max Lionel Realty standard

that is ISO 9001:2013

Planning workgroup planning template

Project aim The project is to grow the customer base and have good relation with customers which is

good for the companys reputation and growth.


11/25

10

Goal 1 To promote high standards in professional conduct

Objective 1.1 Increase revenue by 20% within the third quarter

Action Action

1.1.1

Advertise in local newspapers, magazines and internet

about Max Lionel Realty

Action

1.1.2

Price of the houses should be kept a little less than

competitorsAction

1.1.3

Change the design of the house. Improve the design.

Time frame 3 months

Objective 1.2 Engage with customers

Action Action Mail them a copy of the real estate magazine of Max

Lionel Realty to customers and potential customers

Goal 2 Inform clients, tenants and potential tenants of MLRs

commitments.

Resources:

CRC has limited funding through IPR. Are there any anticipated expenses?

Corporate Hierarchy

CEO


12/25

11

Grant Chart;

To evaluate the activities we will evaluate all the project results on grant chart.

Activity / task 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16

Planning

Initiating Planning Implementing Monitoring Closing

Project client

Project

sponsor

Background

and strategic

context

Project status

Project

approval

Workgroup

planning

Activity chart

Budgeting

Risk register

Risk

assessment

Change

management

procedure

Issue log

Strategy

Status

update

Milestone

Budgetedcost

Submit

handover

report

Post-project

review meeting

Post-project

review

report

Project

completion

report

Project Sub Managers

Broad Of Director

Finanacial manager Credit Project ManagerProject Officer

Project Manager


13/25

12

Project Sponsor: Version:1 Project Client:

Project Manager: Date : File Name: Page

Activities schedule

Phases &

activities

Responsibility Resources Effort

(hrs)

Started Deadline Actually

completed

Comment

/status

Planning and

implementing

To execute plan

and organize

well

throughout the

company

Computers ,

software ,

internet,

stakeholders

48 hrs 14 Sep

2012

18 Sep

2012

17 Sep

2012

Completed

Promoting Creating brand

awareness ,

Art Centre ,

marketing

executive,

Real estate

12 hrs 15 Sep

2012

17 Sep

2012

17 Sep

2012

Not

completed

Developing

strategies

To develop new

goals andobjectives

Project

manager ,team

members ,

team leader

7 hrs 20 Sep

2012

22 Sep

2012

21 Sep

2012

completed

Advertising To reach the

customers and

increased the

value of the

company

Marketing

manager ,

money , TV ,

radio , news

paper

72 hrs 25 Oct

2012

28 Oct

2012

29 Oct

2012

Close to

complete

Research

analysis

To collect

information and

data for carefulplanning

Project

manager ,

team leader

48 hrs 30 Oct

2012

01 Nov

2012

02 Nov

2012

completed

Resources and budget

Research

Design

Implementation

Follow up


14/25

13

All the expense which will incur during this Project will be.

Project Name :

Income Inc. GST Ex.GST

Cash at bank $ 20000

Total income

Expense Inc. GST Ex.GST

Employees salary $2000 $ 200

Travel expense $1000 $100

Telephone expense $200 $20

Internet expense $100 $10

Electrical expense $300 $30

Rent $1200 $120

Office supplies $600 $60

Catering expense $500 $50

Water expense $300 $30

Subtotal $6200

Contingency (+10%) $620

Total $6820

Contingency actions recommended:

Industry benchmarking in all areas of organizational performance

Staff trained in use of technology as needed.

conduct periodic reviews of agent performance to ensure professional conduct.

Supporting documentation: will be existing computer system and old training record. Training

documents to train the employees

Risk assessment form

Project details


15/25

14

Project Name : Implementation of new administrative system

Project Manager : Mayur Patel

Risk details

Risk ID : 550821

Raised by :Haseeb Javed

Date raised : 20/09/2012Description of risk : Failure to recruit qualified real estate agents due to increased competition

Likelihood of risk: medium risk Impact of risk:

High

Risk register

Project purpose

Company wants to grow its customer base and have good relation with customer who are good for the

companys reputation and growth

Background and strategic context

Max Lionel Realty has been a member of the Real Estate Institute

Max Lionel Realty was founded in 2008 by properly developer Max Lionel. Through its client agents, the

organization manages property sales and rentals on behalf of a range of clients. The organization also

separately engages is investment activities , such as property and land development. Max Lionel Realty

has been a member of the Real Estate Institute



Building goodwill and reputation for integrity

Supporting innovative thinking ,management and leadership skills

Creating a highperforming, highly profitable organization.

Project objective


16/25

15

Planning had been done in advanced and everything has gone according to plan, reduce direct and

indirect costs of operations by 10%, engage with customers / build to raise organizational profile.

Improve health of employees.

Scope including key deliverable

-Appoint team

-Appoint office

-Allocate tasks and responsibilities

-search for software developer

-Legislation

-Ethical

-training of clients

Staffs

Assumptions

We assume that clients will benefit a lot from the project. They now have a direction. They would be

more confident with their customers and agents because they have the materials to engage theircustomers and agents and we assume that their reputation will grow.

Constraints

Even though the outcome is good, there will be constraints. If MLR does not train their staffs well, they

would not be able to express the companys values and morals properly. This cannot be controlled by

us.

Deliverables

From everything that is planned, we have been able to find out that there are going to be a lot of

deliverables. We need to have deliverables in order to achieve our goals. From what we have learned,

we might need the following of the deliverables.

Project initiation

Setting up office

Need to buy tables


17/25

16

Setting up wiring system

Install phone connection

Installation

Record of travelling costs

Finding a software engineer

Contact real estate agents

Governance

Project organization chart and project information and stakeholders responsibilities



Communication plan

CEO

Quality Manager Project Manager General

Mana erlal


18/25

17

Project owner

Max Lionel Realty

Project sponsor

CEO Max Lionel

Key stakeholders

CEO

Project manager

Operational general manager

Chief financial manager

Manager Residential Realty

Schedule

Item Responsibility

Planning To execute plan and organize well

throughout the company

Testing

manager

Purchase

officer

Subcontractor Team Staff PR officer


19/25

18

Research To collect information and data for careful

planning

Design Designing the strategies and new system

Implementation Improve the administrative system

Follow up To follow the new system

Project risk assessment

Quality management plan

This section discusses how quality management will be used to ensure that the deliverable for the

project delivers have been defined in order to provide an understanding of the tasks. Due to quality

management planning, our organization would be able to complete the work to an acceptable standard

Controls

Monitoring to status report

Exception reports

Issues /risk log

Variance requests

Appendices

Stakeholder needs analysis

Work breakdown structure

Gantt chart

Activities schedule

Budget/cash flow

Roles and responsibilities

Procurement

schedule

Risk management plan


20/25

19

Quality management plan

Communication management plan

Implementing

Change request project

Issued by Project Manager

Item affected Research is behind schedule , budget is out of control

Nature of change requested Changes in cost , risk , schedule , budget and scope

Reason for change Improve processing for project

Impact on scope Implementing cost process

Impact on budget Cost has been reduced and saved money

Impact on schedule Delay closed to the individual work

Issues log

Item Strategy Date logged Date resolved

Financial Bank loan 05/11/2012 10/11/2012

Personal Keep team member

and motivated

12/11/2012 20/11/2012

Technology Keep server system 21/11/2012 25/11/2012

Management Increase hourly salary.

Better safety standards

at work.

28/11/2012 30/11/2012

Health OHS/WHS and trained

employees

01/12/2012 03/12/2012

Skills Knowledgeable ,

experience ,

05/12/2012 12/12/2012

Monitoring


21/25

20

Closing

Documents attached

No. Title

1 Project report

2 Employees handbook

3 OHS document

4 Legislation code documents

5 Code of practice

Handover report

Initial overall objectives

Agreed changes to objectives

Final agreed deliverables

Item Budgeted cost Final cost Schedule date Final date

Project initiation $ 4700 $5000 10/12/2012 15/12/2012

Setting up office $800 $700 11/12/2012 16/12/2012

Need to buy tables $200 $300 12/12/2012 17/12/2012

Setting up wiring system $300 $250 13/12/2012 18/12/2012

Install phone connection $200 $400 14/12/2012 19/12/2012

Installation $ 300 $500 15/12/2012 20/12/2012

Post-Project Review Meeting - Agenda

Topic Speaker Time

Brief overview of project:

Company wants to grow its customer base and have good relation

with customer that is good for the companys reputation and growth.

Accomplishments:

We have made a breakthrough in design, we have reduced our cost

for the research, and we have met the deadline even when we were

lagging behind at the beginning.

Project

manager

5 mins

Review by team:

Goals of the project have been achieved by everyone. It had been told

again and again. So everyone knew the goals from the beginning.

Deliverables have been achieved just on time. Work has been very

organized.

All 10 mins


22/25

21

What worked/what could have gone better?

Employees could have come to work on time instead of being late by

fifteen minutes and half an hour.

Planning had been done in advanced and everything has gone

according to plan

Communication has been poor among team members. Team

members always got messages late. Some team members always

argued that they had not been told to do the task properly by the

manager. There have been arguments with the manager.

Risk management has been spot on. We had a backup plan in case

there was a risk. There had been a lot of risks and we did cover up all

the risks.

Stakeholder management has been handled well by the Public

relations officer. Without his help, it would not have been able to

keep good relation with all the stakeholders.

We had been struggling with resources. At times, we could not pay

our employees for all the hard work they have done.

All 20 mins

Lessons learned All 10 mins

Next steps All 5 mins

Post-Project Review Report

Name of project : Implementation of administration system

Date and location of meeting: 20/01/2013 and Perth convention CentreNames of attendees :, CEO Max Lionel Realty Staffs

Overview by Project Manager

Overview of the project is to grow the customer base and have good relation with customers which


23/25

22

is good for the companys reputation and growth. The project manager has the overall authority and

responsibility for managing and executing this project team will consist of personnel from the coding

group , quality control. The project manager is responsible for communicating with organizational

managers on the progress and performance of each project resource.

Review by team of goals , objectives / deliverables and schedule as outlined in project plan

Goals of the project have been achieved by everyone. It had been told again and again. So everyone

knew the goals from the beginning. Deliverables have been achieved just on time. Work has been

very organized.

Employees could have come to work on time instead of being late by fifteen minutes and half an

hour.

Planning had been done in advanced and everything has gone according to plan

What worked well; what could have gone better?

Worked well Could have gone better

Stakeholder management has been handled

well by the Public relations officer. Without

his help, it would not have been able to keep

good relation with all the stakeholders.

Employees could have come to work on time

instead of being late by fifteen minutes and half an

hour.

Planning had been done in advanced and

everything has gone according to plan

Communication has been poor among team

members. Team members always got messageslate. Some team members always argued that they

had not been told to do the task properly by the

manager. There have been arguments with the

manager

We had been struggling with resources. At times,

we could not pay our employees for all the hard

work they have done.

Lessons learned

Always finish work on time. Managers should be strict with staff about being late to work. Initiative

needs to be taken and work should not be left at the last minute.

Next steps/improvement plans

Hire staff who are more reliable, who are on time at work and hire staff that would not take a lot of

leave or change jobs frequently.

Project completion


24/25

23

Project Completion Report

Project title: Implementation of new administration system

Project overview: Overview of the project is to grow the customer base and have good relation with

customers which is good for the companys reputation and growth.

Project objective: Planning had been done in advanced and everything has gone according to plan,

reduce direct and indirect costs of operations by 10%, engage with customers / build to raise

organizational profile. Improve health of employees.

Agreed changes to project objective

Project outcomes

Deliverable/milestone Budgeted cost Final cost Scheduled date Final complete

date

Project initiation $ 4700 $5000 10/12/2012 15/12/2012

Setting up office $800 $700 11/12/2012 16/12/2012

Need to buy tables $200 $300 12/12/2012 17/12/2012

Setting up wiring system $300 $250 13/12/2012 18/12/2012

Install phone connection $200 $400 14/12/2012 19/12/2012

Installation $ 300 $500 15/12/2012 20/12/2012

Issues and risk summary: Financial , management , technology , personal , health and skills

Bank loan

Keep team member and motivated

Keep server system

Increase hourly salary. Better safety standards at work.

OHS/WHS and trained employeesKnowledgeable , experience ,

Lesson

Lessons learned: Review the project work with team members and we will communication with

team with in week.

Milestone/phase What worked What didnt work Ways to improve

Project initiation We will start on time

project work

Install phone connection We will do intercomphone system in the

company

Installation

Record of travelling

costs

We will keep it record

Finding a software

engineer

By internet


25/25

24

Contact real estate

agents

By email

Recommended improvements:

We will apply for the future projects we will give proper training to the project team members and

face to face meeting. So we can improve the next project.

Undertake project work.docx

Documents

Transcript of Undertake project work.docx