Assignment Sample on Project Management

Introduction

The purpose of the specific report is to outline the depth of the frameworks and the materials that were learned in the class of project management, along with applying it over the coursework for planning the real live project. Frame Monkeys is a channel aiming to trigger of the creative segment of the mind with simple DIY videos. The channel is the group project of the campus students of Coventry University, London as a part of the management of the international Project.

Background of the Live Project

The aim of the Frame Monkeys is to trigger the part that is creative in the videos of do-it-yourself. The specific channel is a group project. The videos in the project shall target the meaning of “Something from Scratch” creating something from zero. The rationale of the project is progressing for the achievement of 4000 hrs of watch time with around a minimum of 1000 subscribers for generating income in YouTube. The aim of the channel is for targeting the audience of the age group of 10 years to 35 years, where there can be sparks of creativity. The long-term activity of the project is to expect the attraction of the external stakeholders for sponsoring and placing their templates of marketing in generating the passive amount of income through the channel. The project helps in allowing the students in gaining knowledge over the ways in which the organizations like the channel can work and the ways in which the required outcome can be produced.

Body

Scope and Strategy of the Project

The scope of any project is the specific part of planning the project, which involves the determination and documentation of the list of the certain goals of the project, features, deliverables, functions, deadlines, tasks, and costs ultimately. On the contrary, the project scope is in need of being achieved and the work that has to be done for the delivery of the project. It is essential for pinning down the scope early in the life cycle of the project as it can have a great impact on both the schedule and the cost of the project down the specific track. Before the determination of the scope of the project, there must be clarity regarding the requirements of the project that is otherwise known as the scope of the product (Sane 2019). The requirements of the process help in describing the ways in which people are involved in the interaction with other processes of the business. When there are discussions regarding the ways in which the data is considered to be getting moved, along with the ways in which the transactions have flowed within the business from one point to another helping in the description of the requirements of the process. The requirements to bill the transactions within any website, along with the ways in which the specific transactions are linked to the accounts and the invoice, and at the specific point in which the staff can view, as well as the requirements regarding the status of the orders, are in requirements of details.

The channel of Frame Monkeys is considered to be delivering simple works of art and craft as videos for the generation of revenue through the increase of the base of the customer, along with attracting external stakeholders as well. The strategy used by the channel is more sponsorship, marketing in various zones, increasing the views with videos of high quality, along with profits through advertisements, as well as attracting every group of language.

Objectives

The major target of the project is delivering-

• 2 videos by week 6 with around 100 likes each, along with 1 sponsor as well as 20 subscribers.
• 2 more videos by Week 10 with 100 likes each, along with 2 sponsors and 100 sponsors.
• Monetizing the channel with around 1000 subscribers, along with a watch time of 4000 hrs in 20 weeks time.

Major Deliverables

• YouTube channel

4 videos

Presentation

• Final Report

Technical Requirements

Camera (Canon DSLR EOS 1300D)

POST-PRODUCTION SOFTWARE

Adobe Premiere Pro

SFX (Adobe AUDITION)

• LOGO & BANNER

Adobe Photoshop

Adobe Illustrator

• LAPTOP

Mac Book

Milestones

The milestones of the project are the tool of management that is of use for the delineation of the point in the schedule of the project. The specific points can help in noting the start and finish of the specific project, along with marking the completion of the major step of the work. Milestones can be of use for symbolizing everything that can be started and finished simultaneously, although the specific tool is only used as a tool of scheduling (Angara et.al., 2020). If the milestone makes the focal point on the significant points of progress within the project, its significance can be seen in scheduling. Just as tasks are considered to breaking a larger project into parts that are manageable, chunks are broken off by the milestones of a project for making it less daunting.

The milestones are considered to be providing an estimate with more accuracy regarding the time that will be taken by it for the completion of the project. They are generally in use for the methodologies of scheduling including the method of the critical path that can help in the determination of the major periods of schedule. With the help of milestones, there can be betterment in the calculation of the slack in the project through the segmentation of the project into intervals or timeframes that are smaller for controlling. The milestones can be linked too just like tasks. The tasks cannot be started until the step before it.

Work Breakdown Structure

The work breakdown structure was in use for the determination of every task in requirement of the YouTube channel to have success.

Project Organization and Structure

The project organization is the specific structure that helps in the facilitation of the coordination as well as the implementation of the activities of the project. The significant reason is for the creation of the environment that involves fostering the interactions among the members of the team with a minimum amount of dispersions, along with overlaps as well as conflicts. The significant decision regarding project management is the kind of structure of the organization that will be of use for the specific project. The specific project is in possession of characteristics and the organizational design should take the environment of the organization should be taken into consideration, the characteristics of the project that will be operated by it, and the authority level given to the manager of the project. The structure of the project has the ability to take different kinds with the individual ones in possession of its benefits and drawbacks.

The major objective of the specific structure is the reduction of the uncertainty as well as the confusion that is occurred typically at the initiation phase of the project. The structure is considered to be describing the relationships among the project management members, and the relationships with the external environment. The structure helps in the description of the authority through the illustration that is graphically called the organizational chart. The chart of the project organization that is designed appropriately is necessary for the success of the project.

The creation of the project structure is a part of the organization of the project. It is considered to be an actual implementation as well as the application, which takes the effort mostly. The organization chart of the project helps in the establishment of the formal relationships among the members of the team, manager of the project, organization of the development, the project, beneficiaries as well as the stakeholders of the project (Angara et.al., 2020_. The organization involves in the facilitation of the effective integration and interaction among every participant o the project and achieve open as well as effective communication among them.

The project structure is created by the manager of the project, which shall meet the different needs of the project at the different phases of the project. The structure has to be perfect since the purpose of the project is the facilitation of the interaction among the people for achieving the ultimate goals of the project within certain constraints of the schedule, scope, quality as well as budget. The objective regarding the design of the project is to provide a formal environment that can be used by the manager of the project for influencing the members of the team to do their best for the completion of the duties and the assignments. The structure is in requirement of being designed in order to provide help in the development of the collaboration among the individual members of the team, all in a way of cost-effective with a minimum of duplications of overlaps and efforts as well.

Stakeholder Relations and Communication Plan

The external stakeholder of the project here is a Tamil shop website and the founder of the shop is Gopinath Ravirajan and the chief executive officer of the organization is Rajasundaram Thangam. The internal stakeholders include the manager of the project, the members of the project team, etc. Stakeholder consultant, as well as stakeholder engagement, is typically involved in the recognition of a process having three steps that include notification, consultant, as well as participation (Angara et.al., 2020). The public is in possession of the right of having concerns regarding the project, for asking questions regarding it, and even having it as an opposition. However, every person should be in possession of the correct information regarding the formation of the opinion regarding the project.

Consultation that is meaningful is involved in the constant communication with the representatives of the project helps in increasing the understanding, clarifying the preferences of the community, and values, along with allowing the proponent for understanding the ways in which the views of the public can lead the decisions of the policy. However, the organizations can often struggle in communicating with the groups of the stakeholders. Factors that can influence the communication negatively are-

• Not having knowledge regarding the ways in which the engagement of the stakeholder can be set up for the project so it can communicate the intentions of the channel with effectiveness.
• Lacking focus during the stakeholder engagement and having a failure in the description of the 5Ws.
• Not having the right person to represent the channel. This can be someone who does not have any experience or whose strengths are considered to be laying outside the communication field.
• Groups of stakeholders and companies involving various representatives changing over time. Relationships getting lost, along with the history of the communication as well as commitments that were made for being forgotten.

The strategies that can be effective for engaging the stakeholder engagement are-

• Making sure every information regarding the project is presented in a way that is transparent.
• Communicating with the stakeholders in a specific manner, which is considered to be working best for them.
• Not having judgment regarding the value of the stakeholder, instead, the reason can be understood.
• Providing feedback to the stakeholders on the ways in which the issues along with the interests can be both addressed as well as solved.
• Keeping a careful record regarding every aspect of the communications with the stakeholder occurring every time.

The internal stakeholders here are-

• Managers and employees
• The connected stakeholders are-
• Shareholders, audiences, distributors, financiers, suppliers, etc.

Organizational and National Culture

For the specific project, some issues were faced by the international students as English was not native to every student leading to miscommunications between the team members of the project.  The organizational culture is comprised of the values, attitudes, beliefs, attitudes, and behaviors of the members of the team involved in the project, along with the underlying assumptions. Moreover, the significance of the culture is that it helps in the formation of the business logic foundation brought to every problem and decision, there is almost no chance that something can be done that can violate the culture, as it can lead to the contradiction of the fundamental beliefs. If the culture of an organization is not supportive regarding project management, the project manager has the tendency of being viewed as an additional burden of the organization, as well as interference of the work on a regular basis (Angara et.al., 2020). If there is no effective office regarding the project management, and no standard procedure, process, measurement, or culture of the organization across the project, the project shall have to operate differently in accordance with the projects along with in terms of the different sectors. The culture of the project with the organization can necessarily make the projects undertaken by the specific organization.

The most significant element of the culture of the organization is valued, the specific values that describe the executive management. They are in requirement of promotion at individual opportunities, and whenever any member of the team displays the value, he or she should be appreciated. Most of the projects are in possession of written values statements; however, some of them are considered to be lost in regular activities. Changing the culture of the organization for supporting the management of the project can be a battle that is uphill and one of the toughest tasks faced by anyone. The culture of the organization is considered to seem to form over time. Direct reports are hired by the management with similarities in thoughts and beliefs as well. Though the deep recession of 2008 to 2009 has been bringing down organizations that are deeply established, there had been one silver lining from the perspective of project management (Sane 2019). Various organizations have been turning to the management of the project for getting hands on the project, expenditure, and resources among various other things. The specific change within the climate of the economy has resulted in various events in several organizations. The highest unemployment rate has been causing a shift within the mindset o the employees, along with acting as a catalyst for the change within the culture of the organization. However, it has to be kept in mind that it is involved in it only as a catalyst for specific changes. Some of the organizations are considered to be changing the culture of their organization only after negative experiences.

Project Plan

The method of the critical path is an algorithm regarding the resource-utilization in order to schedule the activities of the project. The necessary technique regarding the usage of the critical path method is for constructing a project model inclusive of the list of all the tasks that are in requirement for completing the project, dependencies within the project, estimate regarding the duration that the individual activities shall take for the completion. With the specific information, the critical path can be determined through the identification of the longest stretch of the activities that are dependent and measuring them right from start to finish. Once the activities are determined, along with the critical path, the discern can be moved with more ease and can be delayed with making the project long.

Project Control System

The control system of the project is in possession of four aspects that include the duration, quality, and budget. Control on a project is considered to be a professional function. The function is acute for finishing the successful project, along with the outcomes of the program i.e., the delivery of the required profits to the performance, cost as well as time. The yield of the control system of the project is described in various ways (Raith et.al., 2017). The control system of the project is involved in the collection of the data, management of the data, along with the procedures that are analytically used for guessing, acknowledgment as an effect that is constructive for the outcomes of the cost and time of the project, through the information communication in formats evaluating the actual management and decision making as well.

Budget of the Project- The estimation for the first video shall be 5 pounds, whereas the actual cost was 4 pounds, the sponsors spent 5 pounds, and the earnings from YouTube were 0 pounds and thus, there is only 1 pound profit.

As per the second video, the estimate was 5 pounds, the actual cost was 3 pounds, the sponsors spent 5 pounds and there were no earnings from YouTube, and there were 2 pounds of profit from the second video. The estimate for the third video was the same, but the actual cost was also 5 pounds and the sponsors spent 5 pounds as well, and there were no earnings from YouTube leading to 0 profit. For the last video, the estimate was 5 pounds, and the actual cost was 6 pounds and the sponsors spent only 5 pounds leading to a loss of 1 pound.

Time- the time given for the first two videos by week 6 with 1 sponsor and 20 subscribers and the time given for the next two videos have to be uploaded by week 10 with a total of 200 likes and 2 sponsors along with 100 subscribers.

Depending on how the controls over the project are viewed shall have impacts over the considerations as the elementary segments of the function. It can be supposed the project controls are regarding the assessment of the primary parameters of the baseline performance, observance of the current status of the project, calculation of the future potential of the project, identification of the differences, and taking the right actions into considerations to be taken for the recovery of the positive difference (Raith et.al., 2017). The change is referred to the actual variance that is identified in the documents of the project control, and also the possibilities of the potential differences from the issues of the project, threats as well as opportunities.

 Performance of the Project

The management of the project performance is the procedure to create, implement, and manage the project that involves making contributions to the organizational performance and the strategy as well. Instead of making the focal point on the execution of the task, the management of the project performance is the bigger picture here. The project performance is considered to be focusing on three areas for ensuring every project is involved in the production of a benefit for the business are-

Linking the projects to the strategy- taking time regarding the identification of the certain benefits of the project before laying the foundation is started for everything else is going forward. The project has the ability to get linked naturally to the strategy.

Tracking the performance of the projects on time- the project is considered to be executed through the various tasks, across departments and every level of the organization. It is important to stay on top of the traditional elements of scope, time, budget, etc, along with managing the activities of the project that are involved in the actual production of the intended results (Desmond 2017).

Review of the project completions for improvements- when a project is finished, it is considered to be imperative for reviewing there can be achievements of the goals of the project, along with the specific tasks that can be improved.

The management of the project performance is considered to be a segment regarding the process of the larger performance, significantly it is everything about the projects in the execution of the strategy.

Project Management Methods and Tools

Personal Reflection

The project regarding the YouTube channel has been unique and challenging for me as I came across the program. Frame Monkeys is a channel aiming to trigger the creative segment of the mind with simple DIY videos. The channel is the group project of the campus students of Coventry University, London as a part of the management of the international Project. The specific project taught me how I can have more patience with the team members of the project and as each and everyone is raised with different culture and different educational background. I also learned regarding the frameworks mentioned in the table above. The specific frameworks helped in the growth of the project with different circumstances allowing it to know the various ways for applying them.

Conclusion

The aim of the channel is for targeting the audience of the age group of 10 years to 35 years, where there can be sparks of creativity. The long-term activity of the project is to expect the attraction of the external stakeholders for sponsoring and placing their templates of marketing in generating the passive amount of income through the channel. The project helps in allowing the students in gaining knowledge of how the organizations like the channel can work and how the required outcome can be produced. The specific project has characteristics and the organizational design should take the environment of the organization should be taken into consideration, the characteristics of the project that will be operated by it, and the authority level given to the manager of the project. The structure of the project can take different kinds with the individual ones in possession of its benefits and drawbacks.

References

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