Advanced Project Management Assignment Sample
Introduction
The project is focused on the case scenario of the University of Cambridge that is aiming to adopt online education and will stop face-to-face lectures keeping the guidelines of Covid in mind. Initially, it will focus on discussing project selection methods and portfolio management with the help of the project triangle. It is then followed by explaining the TOWS matrix and organisational structure. Further, the stage-gate approach and project management maturity models have been used to improve project governance, and the role of the project leader will be described. Lastly, project management methodologies will be described and ways to lead the change will be explained broadly.
Section A: Project selection and portfolio management
The University of Cambridge was being established in 1209 and offers education to around 20,000 students worldwide. They have approximately 150 departments and 31 colleges, faculties, schools, and other institutions that are managed by around 11,000 staff members (About the University, 2021). Currently, their mission is to offer online education to all their students keeping the situation of an unpredictable event like Covid-19. The University runs its college based on its statutes and regulations. Their faith is in offering pastoral and academic support to each individual. For college supervision for undergraduate students, they use small group teaching sessions as their teaching model. The students are being selected as per its regulations and every college follows internal procedures. The University council and finance committee represents the college. Six schools are there in which departments like biological sciences, clinical medicine, technology, physical sciences, arts and humanities, and humanities and social sciences. General boards represent the schools.
They are known for their development and publishing of examinations and content that are utilised by students all over the world. The objective that the University of Cambridge aims to meet is to contribute to society utilising education, learning, and research as per the highest international levels of excellence (Frohna and Stranks, 2018). For improving worldwide education they publish around 33,000+ e-books and 380 peer-reviewed academic journals. Not only students are offered better education but they also focus on supporting teachers worldwide so they can provide better education to students.
Moreover, the University of Cambridge is aiming to stop all the face-to-face lectures looking at the covid-19 guidelines. They have to follow social distancing norms if they continue the face-to-face lectures. Further, their mission is to offer online education to students so their education doesn’t suffer because of unpredictable situations. They must manage changes effectively so the students and teachers can collaborate effectively and provide lectures online. The University has to manage the project effectively so it can be implemented with fewer issues and challenges.
The Project Triangle
The project triangle consists of three constraints of project management including time, quality, and cost. Projects are generally influenced by governance, stakeholders, and risk that are capable of reshaping the project triangle. Implementing a project triangle in project management will help the University in managing all the constraints effectively along with the changes that can reshape the triangle (Pollack et. al. 2018). The project triangle also states that bringing change in one constraint will directly affect other constraints and project managers have to bring changes effectively. It shows that the project will be successful if the project manager is capable of balancing between these three constraints. No single constraint can be changed without bringing change in the other two otherwise; it can affect the quality of project deliverables. The three constraints of the project management triangle are described below:
Time: It can be seen that every project will take time as per its objectives, mission, and vision. Some project activities take a long time or some take shorter. The project completion depends on various factors including the number of people involved, experience, resources, skills, and many more. Time is essential as it guides the project manager to deliver the project on a decided deadline (Jones et. al. 2018). The University of Cambridge must segregate all the activities and assign adequate time to those activities as per their demands and requirements so they can deliver the project outcomes on time. Most of the time, the failure to deliver the project on time is a lack of resources so they must bring all the resources like technologies, and more to meet the project outcomes.
Figure 1: The Project Triangle.
(Source: Project Management Triangle, 2021)
Cost: It is the responsibility of both organisation and project manager to have an estimated budget for project completions. Having estimated costing will help the project manager in assigning the budget to each activity as per its requirements. Most of the time, the project manager has to include additional resources that will add additional costs to the project (Ralph, 2018). It has been suggested that universities must have a budget that can be used in case of risk or when any additional resources are required to reduce the additional project cost.
Quality: Project quality is the most crucial factor in achieving project success. It is the most primary objective of delivering any project (Cruz Villazón et. al. 2020). The project quality will affect the cost and time of the project. So based on the cost and time of the project they must decide the quality they would be able to deliver. In case stakeholders’ requirements of product increase then the other constraints will be changed as well.
Portfolio management
Portfolio management can be described as the process of selection, prioritisation, and controlling of programs and projects that are aligned with the strategy and objectives. The primary goal of portfolio management is to balance the change and businesses along with optimising return on investment (ROI) (Ye et. al. 2020). The portfolio is a coordinating structure by assuring the optimal prioritisation of resources along with organisational strategies. The University of Cambridge must have to follow all the key processes for achieving the aims and objectives.
Initially, the project manager has to select the tasks as per the objectives and aims. It is must for them to prioritise the task as per their demands. For instance, requirements of resources need to be fulfilled before initiating the project, labour demands need to be met so the project can be completed (Ershadi et. al. 2020). In this way, the project portfolio needs to be managed for achieving strategic objectives and goals.
Self-Evaluation
I will award distinction to this section as I have covered the points as per the notes given and every model and framework is critically analysed with the project being adopted by the University of Cambridge.
Section B: The Organisational Context
The University of Cambridge aims at closing the face-to-face lectures in their campus keeping the social distancing norm of Covid in mind. Their primary objective is to start an online education system that offers education to students even at their homes (Parsons et. al. 2019). Managing thousands of students online can be difficult for them initially as it will bring new changes to the entire education system. It is must that they implement the project essentially keeping all the requirements and objectives in mind. To analyse the organisational strategic choices TOWS matrix is used.
TOWS Matrix
It is the framework utilised for accessing, creating, and implementing the business strategies appropriately. Initially, it focuses on auditing the threats and opportunities so long-term plans can be implemented. Further, it will analyse internal strengths and weaknesses so it can be used in concern with the threats and opportunities (RUIZ, 2020). The market demands in context with the education are changing as Covid has allowed various educational institutes to offer online education that allows students to learn from their choice of university without moving out from home. Keeping all this in mind, the TOWS matrix is used to implement strategies as per demands and project objectives adequately. It would help them in implementing strategic choices for the project as per the internal and external audit of the University.
Figure 2: TOWS Matrix.
(Source: Chowdhury, 2019)
Strengths and Opportunities (SO)/ Maxi-Maxi strategy: It is the strategy that helps the organisation in analysing the external opportunities so they can be met using the internal strengths of the organisation (Dandage et. al. 2019). For example, using the experience and skills of employees to meet the emerging product demands of the market can be determined as a Maxi-Maxi strategy. In the case of the University of Cambridge, it can be observed that they are focusing on implementing and converting the traditional education system into an online education system. They aim to provide better education for the bright future of students and develop their services continuously as per market demands. They are known for their education system and offer varieties of courses worldwide. Currently, it is an opportunity for them to implement an online education system and attract more students to their university worldwide. In this case, they must utilise their excellent educational facilities and services to establish the online education system adequately. Further, the segregation of departments, colleges, faculties, schools, and other institutions will help them in managing the online education and students appropriately with the least issues. They must focus on enhancing their technological services compared to their present technological services for implementing online education appropriately.
Weaknesses and Opportunities (WO)/ Mini-Maxi strategy: In this strategy, an organisation can analyse the opportunities and plan to minimise their weaknesses (Hidayat and Lesmana, 2020). The market-changing environment makes it necessary for the University to act flexibly. Currently, students are not allowed to get face-to-face education due to social distancing guidelines as per Covid. So the University has to adopt an online education facility so they can meet the changing requirements. In this case, taking benefits of emerging technologies adequately and flexibly is must.
Strengths and Threats (ST)/ Maxi-Mini strategy: The strategy benefits the organisation by minimising their threats taking advantage of strengths (Kwon and Park, 2021). The current threat that University faces is the changing market demands and emerging competitiveness in educational institutions. As online education is the future of students in today’s unpredictable environment many universities and schools are offering online education. Along with that, many new universities and schools have also opened that are providing online education. Many of the online applications like Coursera are offering online courses to students. It increases the market competitiveness. In such a case, universities have to take advantage of their educational excellence, research and development, and teachers and faculties to implement strategies for reducing market competitiveness. As the University of Cambridge is fourth-oldest University and known for its educational facilities they would be able to implement changes adequately.
Weaknesses and Threats (WT)/ Mini-Mini strategy: The strategy aims at reducing the weaknesses and shielding the organisation against threats (Prodjonoto, 2020). In the current educational scenario, it is must for them to reduce the market competitiveness to offer educational facilities with excellence. They can reduce their threats by promoting and advertising the online education facilities they are going to offer to their students keeping the guidelines of the pandemic in mind. Advertising will help in attracting students from all over the world and it could be essential for globalisation.
Organisational structure
The organisational structure can be described as the process that helps in the flow of information in the organisation to achieve the goals and objectives of the organisation. The complexity in the information flow needs to be minimised so every department and level in the organisation can understand it effectively (Nwachukwu and Chladkova, 2019). It also aims at indicating the way people work in the organisation are grouped so the efforts made by them utilising their experiences and skills can be used for achieving maximum efficiency. Based on different organisational structures keeping the scenario of the University of Cambridge in mind it has been suggested that they must follow functional organisational structure.
In a functional organisational structure, people and employees are grouped as per their experience and specialisations and are supervised by the functional manager that is expertise in the same field (Camagni, 2018). In the case of Cambridge, a functional organisational structure will help each department and school to have a functional manager that is specialised in a particular subject, and other teachers with similar skills are grouped so they can handle that particular department and offer online education to students adequately. It will help them in connecting effectively and their skills will be utilised to meet the organisation’s objectives adequately.
Figure 3: Functional organisational structure.
(Source: Functional organisational structure, 2020)
In this, organisational structure, all the budget allocation, authority, and decision-making power stay under the functional manager. The University has around 11,000 staff members and it is must that they have a functional manager so all the staff members’ expertise in a particular field can be handled adequately and their skills can be utilised effectively. For example, arts and humanities departments will handle all the staff members teaching in these departments and students that are enrolled in this course.
Self-evaluation
I will award distinction to this section as well as I have performed the clear and concise description of the models and frameworks in critique with the project of university. I have also utilised the notes offered and covered all the points from the brief.
Section C: Project Governance
Governance can be defined as the system that helps the organisation in directing and controlling. The Board of directors is responsible for embedding, selecting, and upholding the good governance practices in the organisation (Derakhshan et. al. 2019). On the other hand, project governance is the facet of corporate governance explaining that projects are run by the organisation. It includes all the responsibilities, policies, regulations, functions, and procedures. It is described that organisations must assemble an adequate set of governance that helps in meeting the specific organisation’s needs. The three pillars of project governance are structure, people, and information.
Structure: Structure is used for defining the segregation and distribution of different roles and responsibilities in the organisation. Projects are described as having a temporary structure in organisations to meet the goals and objectives (Sirisomboonsuk et. al. 2018). In the case of temporary project structure, the probability of arising conflicts increases, and it is must have a defined structure for having effective project governance.
People: The roles and responsibilities as per project demands and objectives are assigned to people. It is must to have least roles so the good project governance can be managed.
Information: The purpose of having accurate and clear information is to make plans and articulate them, delegate tasks, and have strong decisiveness (von Danwitz, 2018). It is must that all the information is shared with stakeholders so the proper decisions can be made in concern with the project. Further, the information is circulated among the employees to assure that they understand the plan changes adequately.
According to Müller et. al. (2020) for implementing the three pillars, to have effective project governance it is must that the organisation segregates that all the roles and responsibilities of those people that are involved are organised appropriately and the process they follow must be defined clearly.
Stage-Gate approach
The stage-gate process is a project management technique in which project is divided into several stages. The stages are further separated that are known as gates; the decision points to decide whether to process the project to next stage or not. The decisions are made based on the information available at that point. It means that information provided needs to be clear and concise so the decisions can be made effectively (Paluch et. al. 2019). It consists of various stages and each stage is designed for collecting specific information. In includes six stages that are discovery, scoping, business plan concept, development, testing and validation and launch and implementation.
Figure 4: Stage-gate Process.
(Source: Stage Gate Process, 2020)
The primary purpose of the project governance is to assure that decision-making power is in the right hand having the right authority along with the proper information. The major aim of the decision gates is to review and check the violability of work. It means they have to ensure the work has been completed successfully and the new information that is required to further complete the task. It can be observed that the more granular the project plan, the more stages will be there that increase the likelihood of occurrence of decision gates. In iterative projects, decision gates always occur at the end of each time-box (Van de Burgwal et. al. 2018). The stage-gate approach provides the opportunities to make decisions. In this case, the decision will be referred to the next stage gate meeting if project managers are being pressurised for making unauthorised decisions by stakeholders. Advantages of stage gate approach is it provides a complete structure and it is a process by which all the members can understand things properly. This structure is clearly visible to all the people and provides clear direction to management, stakeholders and even customers (Sørensen et. al. 2019). Stage gate process focuses on meeting goals and objectives and helps in reducing chances of mistakes. Disadvantage of stage gate process is this process is rigid and there are many issues which is faced by people. There are many stages in this process and it is difficult to make changes at every stage. The approach can be used as an escalation point. The stage-gate meetings also offer an opportunity to provide financial authorisations like agreeing on a tender or approving a procurement exercise. The University of Cambridge can utilise a stage-gate framework so they can complete the project while having decision gates and it will also increase the decisiveness. The University of Cambridge should make proper plans and structure in which duties of every member should be mentioned to achieve targets. This is the best way to meet goals and objectives and work can be completed on time. Stage gate process is the best framework for University of Cambridge because there are many stages and at every stage improvement is done which helps in achieving targets. This process is better as compare to project management maturity and beneficial in meeting goals and objectives.
Project management maturity
It is an assessment of the organisation’s capability, behaviours, and processes for managing the projects. It describes that mature organisation will have consistent approaches having better processes and approaches for achieving aims and goals. The model is helpful for organisation to understand their capabilities and develop a roadmap to reach the maturity stage. The model is structured around seven perspectives including organisational governance, management control, benefits management, risk management, stakeholder management, finance management, and resource management (Kerzner, 2019). Advantages of project management maturity is it helps in increasing productivity of firm and design a roadmap in which roles and responsibilities of every person is mentioned. This helps in meeting targets of firm and better services can be provided to people (Kostalova and Tetrevova, 2018). Disadvantages of project management maturity is it requires tool for measurement of performance and calculation is done. This is a drawback because there are chances of mistakes while calculation and this can have negative impact on overall performance of firm. It has been segregated into five levels. At the first level, the project will be recognised and processes will be set as per the demands of the project.
Figure 5: Project management maturity level.
(Source: Project management maturity level, 2018)
University of Cambridge must utilise project management maturity level model as it will help them in utilising all their knowledge areas to reach at the maturity stage. Along with this, they would be able to implement strategies adequately so they can achieve the project outcomes.
Self-evaluation
I will award merit to this section as I was not able to define the project governance model adequately. Along with that, there can be seen lack of critical analysis of the case with the governance framework utilised.
Section D: Leadership
Leadership is the most crucial factor that supports and contributes to the success of the project. Project leaders require effective skills and behaviours that can be beneficial for them to manage such huge projects. Some of the project leader’s roles are described below:
Proper implementation of technologies: Technological implementation in the current scenario is must for bringing the change effectively. Project leaders must have adequate knowledge about the technological changes that they have to bring so they can support their team members adequately (Szatmari et. al. 2021). It is must that they have adequate knowledge of current technologies used by Cambridge so they can change the technologies as per project scenario and current trends.
Define roles and responsibilities: It is the first stage of any project and it also decides the success of the project. Project leaders must have the ability to examine the skills, experiences, and behaviours of all the involved people in the project so proper roles and responsibilities can be assigned (Yang et. al. 2020). Assigning roles and responsibilities is must to achieve project success as it will support project completion. Along with defining roles and responsibilities, the project leader must make them understand the change adequately so they can complete their duties adequately.
Implement strategies based on aims and objectives: It is must the project manager implement strategies as per the objectives of the project (Zaman et. al. 2019). Currently, project leaders have to adopt technologies that could help the University in offering lectures and education online. So, the project leader must implement strategies to adopt the particular technology that could benefit them.
Project champion
The monitoring of individuals and their task in the project is the responsibility of project champion. They are known to be the members of the team but monitor the project success adequately.
Ways project champion can support project success
- Track and controls the project progress.
- Control the project task assigned to each member so no delays can occur.
- Prioritising the project based on the task and budget
- Identifying objectives and goals
- Minimise the error occurrence by controlling the project processes.
Self-evaluation
I will offer merit to this task as the role and responsibilities of project champion is not defined clearly. I have performed well in defining the role of project leader.
Section E: Advanced planning and scheduling
Advantages and disadvantages of management methodologies
Project management methodologies are the type of approaches that are used by organizations at the time of managing their work so that they can easily identify the best way to plan, execute and initiate the project (Kulikov et. al. 2020). On the other hand, it is also defined as the process which includes all the things which are related to setting a guide of process and principles for managing, planning and executing the project in the best manner that is within the effective and efficient manner. It has been identified that for the University of Cambridge the project management methodology will be best at the time of fulfilling all their aspects which are related to moving online. It will help them at the time of completing the project within teamwork, the right direction is smoothly defining structures and the process that is in the term of project execution. Project management methodology has different types of benefits that will help the university at the time of completing the project in the proper manner by fulfilling all the aims and objectives along with performance that will result in providing them ways so that they can easily adopt new challenges for their new project. With the help of this, the members of the university can also increase their team productivity, building the skills of manager, management culture which will help them at the time of meeting all the project deadlines within decided budget end time.
| PRINCE2 METHODOLOGY | AGILE METHODOLOGY | |
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| DISADVANTAGE |
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The best methodology for the University of Cambridge
By seeing the comparison between two different types of project management methodology it has been analysed that the best methodology for the University of Cambridge at the time of moving to online teaching is PRINCE2 methodology (Jarvenpaa and Välikangas, 2020). It is defined as projects in a controlled environment that have an important aim which is related to improving management, organization along with the control of projects from beginning to end. The project management methodology was established in the 80s in the United Kingdom and has become one of the popular methodologies worldwide.
Figure 1 PRINCE2 Methodology
Source: (Kissflow, 2021)
The reason behind choosing this type of methodology is that it is mainly based upon seven different types of principles which are the backbone of all the projects carried out. It makes short that the project is incorporated efficiently. Jansen et. al. (2018) have said that it will help the university at the time of giving full justification for their project by defining goal, objective, benefits or profits along with costs assessment of the project. It will make sure that the team along with employees are focused on a clear goal which will help them at the time of working towards a clear initiative and benefit. It is also a customer-focused project management methodology that will help the university at the time of providing processes, themes and principles to manage and justify the project in the proper manner. Hassani and El Idrissi, (2020) Argued that it not only involves different types of principles but also different types of steps like starting the project, initiating it in a proper manner along continuing with the help of the management process. It will also help the university at the time of finishing the project in the proper manner and transferring it to the normal business process. On the other hand, it is also described as one of the best methodologies which is also known as a linear methodology that keeps on changing along with differentiating steps one by one.
Section F: Managing and leading change
Change management
It has been analysed that change management within the project level it’s mainly used at the time of making sure that the project fulfils all its outcomes along with results by supporting the individual transitions (Glinkina et. al. 2020). It will also help the University of Cambridge at the time of identify all the impacts that they will see at the time of performing the project. On the basis of project perspective, it has been identified that change management includes all the things which are related to setting activities of different processes and tools that are mainly used for project initiative to adaptation and usage. Using change management in the process will result in ensuring achievement of results and outcomes, benefits realization tool along with a tool that will result in avoiding excessive project cost. While applying change management in the project it is very important to follow the steps in the proper manner that are
- Apply a structured methodology
It is very important for the university at the time of going online teaching in matured and evolved change management in the proper manner (Gemünden et. al. 2018). It will help them at the time of addressing process, tools, rigour and structure in an effective and efficient manner with the help of structured methodology.
- Customize and scale approach
It is very important for the university to use the approach in the proper manner by using a strategy and plans which is related to incremental change and radical transformation.
- Dedicate or find a resource
It is very important for the university at the time of doing the research to show that there is a direct correlation between change management effectiveness and dedicated resource. It will result in helping them at the time of supporting the team so that they can focus on a single point (Ezziyyani, 2020).
- Work in collaboration with the project team
While adopting change management it is very important for the university to define all the roles and responsibilities related to the project regarding online teaching.
Involvement of people affected by the change management process
It had identified that while performing the project which is related to changing the things within the organization it has been seen that there are so many people who affect because of the change management process. On the other hand, it is very important for people to understand and accept the need behind the change. If they will respond in a positive manner then it will result in fulfilling all the objectives and goals behind choosing this type of change management process. Ezziyyani, (2019) have said that it is very important for the University of Cambridge to engage their staff at the time of the planning phase so that they will understand all the things in the proper manner. It is very important for the organization to involve all the staff that is affected because of this change management process. Involvement results in helping them at the time of giving their views and valuable suggestion related to the procedure and system that are chosen by the members for implementing the change management process. Burchardt and Maisch, (2018) Argued that it is the duty of the university to choose a diverse project team that will include different types of people that have high skills along with knowledge of the system and process. It will also help them at the time of adopting different types of techniques that will help them at the time of going online and sharing the views of Staff.
Conclusion
The proper controlling and monitoring of each task of the project is must to achieve project success. The project triangle will help the University of Cambridge in balancing the three constraints that help improve the quality of deliverables. They must adopt technologies as an opportunity using their educational excellence and it will also help them in reducing the threat of market competitiveness. The University must have a functional organisational structure for this project. They must adopt the project management maturity model as it will utilise all their knowledge areas effectively to reach the maturity level. The report has also described the project management methodologies and the way change can be managed effectively.
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