Assignment Sample on Project Management Essentials
1. Introduction
Project management is the significant subject of an industry that brings direction and leadership, vision, and accountability to the project. The aim of the study is to analyse the project management essentials of the construction industry, the ‘Smart City OS’. Hull City Council has delivered this smart city project and Connexin and Cisco, the technology company is providing the city technologies to the project. The main objective of the project is to take the combination of disciplines and technologies with the understanding of a large number of populations. The study focuses on the project manager, project manager, and problem-solving with decision making, project triangle, managing finances, risk management, and the conflicts with negotiations.
2. Task 1: Project Manager
Skills required for the project manager
Initiating specific projects and finishing within the timeline is the project manager’s responsibility, and it requires particular skill for project management. Leadership, scheduling, cost management and risk management are some of the skills which are required for the project manager.
Leadership: Managing the team or employees of a project with the help of proper leadership skills are the roles to become the project manager of the project management team. As narrated by Zakuan and Al Saadi (2020), an efficient leader can help the project effectively and efficiently, such as by motivating the employees for their best performance to finish the project within the time frame. Additionally, the setting of the common goal or the time objective is the project manager’s responsibility to finish the project within the deadline. As per the case of making the intelligent city os project in Hull city, it is the responsibility of the project manager to possess efficient and practical leadership skills.
The project manager helps the team and the individual employees enhance their performance by motivating them to finish the project within time. Efficient and practical leadership skills help to manage the team or employees as well as the project in an effective way. As cited by Banihashemi et al. (2017), the project managers of the two firms known as Cisco and Connexin have taken the initiative towards Hull city with the help of implementation of technologies.
Scheduling: The vital aspect of any project is scheduling. The project manager does the scheduling as it helps the manager’s plan and execute the project within the timeline or deadline. Additionally, scheduling helps the managers to utilise the required resources in an efficient way for the project. As narrated by Dziekoński (2017), the skills help the project managers analyse the time and track the project’s performance to finish it within the given deadline.
Decisive management actions: The efficient and good project manager acquired skills and knowledge for the various actions for the project and can be explored further below:
Leadership qualities approach for solid decision-making: The resolution for the possible conflict between Cisco and Connexin’s projects requires the project managers to apply their skills effectively and efficiently. Practical leadership skills help the project, and the project manager attracts the various stakeholders toward their project by finishing the projects within the given timeframe. As stated by Šaparauskas et al. (2017), project managers develop leadership skills in a professional way for achieving the goals of the project, and practises are needed for efficiency. The Smart City OS project requires the effective and efficient leadership skills of the project manager to complete the project within the timeframe and budget.
Identification of cost strategy: The cost management skill in the appropriate way helps the project manager to determine and understand the required budget for the Smart city OS project. Additionally, it helps the project managers determine and understand the efficient way of spending the project budget. Additionally, budgets for completing the project within the given timeframe and within the estimated budget. As cited by Antucheviciene et al. (2018), the project managers determine the appropriate and efficient cost management skills with the help of the contingency reserve, which is required for the project.
Identification of the risk management strategies and potential risk: Experimenting with the project plan to identify the possible risk within the project is the responsibility of the project managers. The project risk can be categorised into various risks such as legal risk, financial risk, human risk and other unexpected risks. However, the project manager for the Smart city OS project needs and requires the proper evaluation of the project to determine the potential risks. As narrated by Manzoor et al. (2017), the project risk understanding helps the project manager apply the mitigation steps to avoid the upcoming risk and disruption in the project.
Scheduling of project deliveries and meeting: The installation of various tools for scheduling the project with the help of Gantt charts for the smart city OS project done by the project manager. As cited by Akuete et al. (2017), understanding the various stages of the project and the accomplishment of the project can be enhanced with the help of scheduling the entire project into multiple segments and scheduled by the project manager.
Cost management: The skills for cost management are essential for the project manager as the projects are estimated within the limited cost budgets. As stated by Smith et al. (2019), managing the budgets or else the cost for the project is done with the help of the appropriate knowledge and skills, and it can help arrange the raw materials for the project benefiting the project manager. However, the proper planning can help accomplish the project with a specific budget benefiting the project manager. The estimation for the project must estimate the required financial support by the project manager of a firm.
The intelligent city OS project case in Hull city expects the proper and adequate knowledge on the cost management from Cisco and Connexin project managers. As stated by Liang et al. (2017), the skills can eventually help the investors and stakeholders of the project to impress them and convince them to make more investment towards the project as well as identifying the strategic options which are based on the management of cost.
Risk management: The most required skills for the project related to the mitigation and identification of the risk are considered risk management in a particular project. The effective mitigation and identification of uncertain risk within the project are the responsibilities of the project manager. As narrated by Zavadskas and Seker (2017), the knowledge and skills for identifying and mitigating the possible risk with an effective risk determination and analysis can benefit the project manager for a particular project. The expectation of appropriate knowledge and skills for the Smart city OS project is on the shoulders of project managers from Cisco and Connexin to better the project. Identifying various possible risks in the project, such as employee risk, financial risk, and other risks associated with the project can benefit the project managers.
3. Task 2: Problem-solving and decision making
Decision making of a particular project depends on the stakeholders highly, and in any decision-making scenario, both the external and internal stakeholder’s opinions are considered and are involved. Stakeholders can be termed as the people connected with the project indirectly or directly, such as the project managers. Besides, resource managers, customers and executive are the stakeholders of a project. Additionally, the stakeholders can be categorised into two parts as the external stakeholders and the internal stakeholders. As stated by Oino et al. (2019), the roles of both stakeholders are crucial for the project as in the decision making as well as problem-solving aspects in the project.
External stakeholders: The external stakeholders can impact the entire project of a particular firm, but they are not directly connected with the specific project. As the Smart city, OS external stakeholders are the assistant director of Citiligik system, Pitney Bowers, Teletrac Navman, Hull city councils, the agency of environment food monitoring platform, and the ICT. However, the primary external stakeholders for the Smart city OS project are the Hull city councils and ICT. As cited by Zhao et al. (2017), the intense perfection of stages for the Smart city OS project is accomplished with the help of GPS (Global Positioning System) for achieving the project timeframe. The external stakeholder known as the Teletrac Navman applied the GPS in the Smart city OS project.
The Citiligik system does the monitoring of every stage and movement for the project. Additionally, Pitney Bowes made the primary asset in the project by providing the management software to accomplish the project within the given timeframe. The sensors and data have been provided for the project by the agency of environment food monitoring platform. As narrated by Dan et al. (2018), the external stakeholders for the Smarts city OS are essential for the project to complete within the timeframe. Apart from that, a significant role was played by the Austin iShare GIS portal of web mapping as an external stakeholder for the project.
Internal stakeholders: The internal stakeholders are the stakeholders who are directly connected with the project of particular firms. The internal stakeholders such as the project investors, employees, project managers and others are the stakeholders for the Smart city OS project. Additionally, Cisco and Connexin are concentrated on the waste management for the smart city OS project as the internal stakeholders. As stated by Kabirifar et al. (2021), the project investors for the Smart city OS project are KCOM and LoRaWan, which are the telecom companies of Hull city. The investment with an amount of 85 million pounds for the execution and completion of the Smart city OS project is made by the investor company known as KCOM (Turskis et al. 2017).
Besides, the other stakeholders for the project are Siemens Stratos, Datak street lighting system and Bartec auto-ID system as the internal stakeholders. As narrated by Zhang et al. (2020), the responsibility for the traffic management with the smart city of Hull has been undertaken by Siemens Stratos. Additionally, the significant roles for the project to help with its waste management in compelling ways are undertaken by Connexin with the innovative bin technology. Besides, the Bartec auto-ID system is being the internal stakeholders, help the project along with the Connexin regarding the waste management (Sankaran et al. 2017).
| Stakeholder’s Name | Contact person | Stakeholders roles | Influence levels |
| LoRaWan | Jacky Annie | This firm is responsible for arranging the funds for the project as being the investor for the project. The firm is an internal stakeholder for the project, responsible for scheduling meetings weekly with the project management teams to efficiently and effectively execute and accomplish the project (Sankaran et al. 2017). | High |
| Connexin | William | This firm is responsible for the maintenance of the project and responsible for waste management. Being the internal stakeholder, this firm is responsible for the waste management to maintain the balance in the environment, benefiting the other stakeholders towards the project (Turskis et al. 2017). Understanding the project manager, growth of the project and responsible for scheduling meeting thrice within a week | High |
| Datek street lighting systems | Christopher Joseph | This stakeholder is responsible for maintaining and decorating the streets for the smart city project with moderate interest. Additionally, this firm are responsible for scheduling the meeting twice within a week. | Moderate |
| Teletrac Navman | Navman | This stakeholder is responsible for the determination and understanding of the current stages of the project and the installation and maintenance of GPS within the city, which can help in the determination. The GPS necessity for the project and the interest of this stakeholder is high for the project. Additionally, these stakeholders are responsible for scheduling the meeting twice within a week to update the project (Ghorabaee et al. 2018). | High |
| KCOM | Michael Wordsworth | The stakeholder undertakes the project as being the major internal stakeholders for the Smart city OS project and responsible as being the investor for the project. Additionally, these stakeholders are responsible for scheduling the meeting twice within a week (Rashid et al. 2017). | High |
| ICT | Lucas Rally | This stakeholder is responsible for the observation of the growth for the project with moderate interest. This stakeholder is responsible for scheduling the meeting once a month (Amusan et al., 2017). | Moderate |
| Bartec auto-ID system | Warden | This stakeholder is responsible for the waste management and the Connexin firm for the Smart city OS project. The firm has the responsibility for scheduling the meeting twice within a week and has a high interest in the project (Sherratt et al. 2019). | High |
| Citiglik system | Givan | This stakeholder is responsible for monitoring the progress of the project. | Moderate |
| Pitney Bownes | Pitney | These stakeholders are responsible for managing software assessing the Smart city OS project with the proper utilisation (Wang et al. 2017). | High |
| Siemens Stratos | Noah Zara | These stakeholders are responsible for the management of traffic within the city. Additionally, the firm is responsible for scheduling the meeting once a week for the traffic management discussions. | High |
Table 1: Influence map of stakeholders
(Source: Oswald et al. 2019)
4. Task 3: The project triangle
The three significant perimeters to accomplish the particular project within the given timeframe referred to as the project triangle. As cited by Oswald et al. (2019), the scope, cost and time are the three significant perimeters that are responsible for the execution of a project. As per the case with the Smart city OS project, the required time, scope and total cost from the project’s planning are vital for the accomplishment of the project. However, the triangle can be beneficial for the stakeholders for determining the required budget and the estimated timeframe for the project for the accomplishment (Haque et al. 2019).
| Project triangle perimeters | Project importance |
| Time | The essential aspect towards the success of a confident project time management is vital for completing the project. The estimated time for the project can be helped with the Gantt chart as a tool for the time framing benefiting the project managers (Haque et al. 2019). |
| Cost | The essential perimeter was responsible for the project’s triangle to help with the planning of the project. Additionally, the most vital element for the project is resources, mainly the financial resource, which can impact the quality of the project (Wu et al. 2019). |
| Scope | The outcomes from the particular project can attract the stakeholder and customers towards the Smart city OS project. Besides, the two firms played the most significant roles for the project, helping towards the findings of scope for the project (Shariati et al. 2021). |
Table 2: The project triangle
(Source: Vilutiene et al. 2018)
5. Task 4: Managing the finances
Smart city OS project’s relevant sources
There are various resources for the development of Smart city OS projects required for the economic section are based on the concept, resources and elements for the development of the project are the smart city operation systems with around 85 million pounds (Shariati et al. 2021).
Financial resources: The insufficient resources for financial resources for the betterment towards the financial outcomes for the Smart city OS project. The budget cost creation and the salary required for the operation within the city are required in structure for the project in the UK (Vilutiene et al. 2018).
Human resources: The vital components for the project are a human resource as it helps in the structure for the Smart city OS project. The systematic management of the whole project is the departmental act as a part of the project manager being the role advisor. As narrated by Yiu et al. (2020), human resources suggest creating the budget plan and the individual work for the project manager.
Project materials resources: Project material resources for the various scopes are required for the Smart city OS project’s implementations. The suppliers’ products and services, developing materials and hardware products are delivered for the betterment and are used for the project outcomes (Hosseini et al. 2017).
Techniques for the budget estimation
Analogous estimation techniques refer to the cost management methods for the Smart city OS project, which are applied within the project in the UK. Additionally, the cost management methods are applied and for the determination of the appropriate cost estimation of the whole cost budget allocated for the project. As narrated by Amiri et al. (2018), the analysis and determination of cost estimation for the Smart city OS project used analogous estimation methods.
6. Task 5: Risk Management within the project
There are several external and internal risks and some controllable and uncontrollable risks within the Smart City OS project. As stated by Szymański (2017), the risks for the project are complicated and varied depending on the time, circumstances, and conditions. This part of the study categorizes the different risks according to the controllability, location, and measures to secure the sustainability and resilience of the project. The high possibilities of the risks for the project need to be measured by the management team. According to the view of Appiah (2020), risk management is the most significant factor of the project for avoiding the negative outcomes of risks. The risks can also be categorized as strategic, operational, environmental, financial, employees, reputational, technical, time, and communication, legal. The ten significant varieties of risks during the running process of the project are elaborated in the table below.
| Risk types | The probability of the risk | Responsible person |
| Strategic | Low | Project manager |
| Operational | Medium | Project manager, HRM |
| Financial | High | Finance manager |
| Environmental | Medium | Project manager |
| Employees | Medium | Project manager |
| Reputational | Low | Vice president of the company, HRM |
| Technical | High | Project manager, IT department |
| Time | High | IT department |
| Communication | High | Project manager, team leader |
| Legal | Low | Human resource manager |
Table 3: Risk register
(Source: Szymański, 2017)
Mitigating action of the project risks
Effective risk management is very necessary for the success of large projects like Smart City OS projects in the UK. The risk register of the project has already identified and analysed the potential risk categories that can negatively impact the progress. The main focus of the mitigation of the risks in project management is to take care of the risks that disrupt the ultimate goal. The capability to foresee the different risks which can creep up in time is the significant skill of the project manager. According to the view of Minnullina et al. (2020), the perfect risk management plan can help projects minimize extra costs and to deal with various uncertainties. The current situation of these risks can jeopardize the successful implementation of the project in the UK.
Handling of proper tools and timeline: The various risk mitigations are essential and can be approved by the project management. For the successful progress of the project, the project manager should initially control the equipment failure and accumulate adequate resources. Proper controlling or handling of the technical tools, maintenance of the timeline and the project plan with the budget can diminish the risk effectively with success. For identifying the techniques, tactics, and tools, the management can accumulate the skills and knowledge of the experts. In the words of Minnullina et al. (2020), building a user-friendly time frame for the stakeholders can be the essential step to get the positive outcomes of the project. In the words of Pop and Proștean (2018), one of the major remedies of the project is reducing the time risk within the industry.
Adopting the communication strategy and legal risks; Adoption of appropriate communication strategy has benefit of avoiding communication risks. Along with the project manager, the team leader should focus and concentrate on every employee and individual of the industry while communicating. As stated by Hoseini et al. (2019), following the equal strategy and structure within the organization is also the essential initiative to reduce reputational risks. The initial little risks of the project can also be mitigated through understanding the ideas and concepts of the different individuals.
Maintaining the environmental and financial risks; Additionally, the IT department must follow the timeline with various instructions and government rules including employment, environmental. Control of Pollution Act and Environmental Protection Act in the UK should be followed by the industry to reduce environmental risks. Reducing the legal risks through maintaining the rules of the UK government can create the project strategy more strong, prominent, and effective. According to the view of Chatterjee et al. (2018), the project manager should take care of all the possible risks through the maintenance of the project plan. As cited by Canizes et al. (2017), these possible risks are directly associated with the financial sector and can hamper the financial plan.
However, all the risks of the project can be mitigated through the proper project planning and adopting the proper advanced technologies. As cited by Sami et al. (2020), consequently, the manager should examine and inspect all the procedures for risk management to enter the next level of the project.
7. Task 6: Conflicts and Negotiation
Conflicts and negotiations are the major aspects for operating a project work and the negotiations are essential for creating the conflict solution. The most effective and leading sector of the project is the human resource department which is closely associated with risk management. For several reasons, the department make can evoke various conflicts during the progress of the project work. Conflicts and negotiations can arise at any point during the project work and the project manager tries to successfully resolve them. As opined by Rose and Stegemann (2018), additionally, human resources are the most fruitful and constructive resource of the project work. However, a strong healthy relationship inside the organization can produce a strong and transparent communication level. In the words of Tupa et al. (2017), every individual of the project organization is engaging in the different roles through effective guidance for the successful progression.
Based on the scenario of the case study, the project management team is needed to come across all the essential project tools. In the words of Ullah et al. (2021), this can assist to reduce the negotiation of the employees and smoothly operate the project. However, a productive project plan to fulfil the requirements is essential to reduce the conflicts that arise from the poor understanding.
| Conflicts | Description | Source |
| Budget and proper cost | Budget and the proper cost are the key factors in the United Kingdom for the proper project planning. The lack of proper cost and budget can jeopardize the entire project plan. The key investors of the project are LoRaWAN and KCOM who have spent huge money for the progress of the project. (Serrano, 2018) | The key investor of the project KCOM and LoRaWAN. |
| Diversity in method, perception, and bias | In the Smart City OS project of the UK, several stakeholders are associated with the diversity of culture, language, and ideas. This diversity in the language, culture, and ideas plays as the confiscatory environment within the workplace. The understanding of concepts processes and communication skill varies from one employee to another. However, the diversification in bias, perception, and methods among the employees within the organization reflects a negative outcome of the project. | The entire stakeholders or the employees with team members. |
| Team decision making | Poor leadership can easily hamper the operational structure of the entire project in the UK. The low-level leadership effectively spoils and misguides the team structure and the employees during the work process. (Ferraris et al., 2019) | The project manager of Connexin and Cisco and the secretary of Hull City Council. |
| Miscommunication with the trust issues | The miscommunication and trust issue with ego clash create from the absence in conference and meeting about the project plan. The issues come more prominent and jeopardize the peaceful environment within the organization and result in the internal dispute with ego clash. | The stakeholders or the entire project management team |
Table 4: Conflicts and resolutions
(Source: Tupa et al., 2017)
Negotiation strategy and action
The project manager is the only person for the solution of the different conflicts of the massive project like the Smart City OS project. However, to get a successful result with a positive outcome, the project manager tries to resolve the confiscatory situation. However, the project mainly contains various types of negotiations and builds a huge confiscatory relation within the project. In the words of Bizon and Gorecki (2019), project managers can also negotiate with the customers, project team, and stakeholders at the same time. A good negotiating project manager understands the two major classifications of the negotiations, collaborative and competitive. The competitive and collaborative negotiations are the key resources for promoting the growth of the Smart City OS Project plan. Following the principled negotiation technique, the project manager handles and operates all the assignments effectively.
For analyzing and identification of the positive project outcomes more effectively, the project planning should be more well-mannered. The key effective practice principled negotiation goes after the project management group and negotiation to utilize the characteristics of action strategy. As stated by Pokorski (2019), additionally, the team-building approach can link the employees in the supply chain to recover several trust issues. However, the individual employees take the responsibility to understand the current situation of the project and the project decision after attending the meeting and conferences. The management team of the UK project listens to all the individuals inside the organization to utilize the planning option and recover from the high-level bias. The investors can also invest and spend more finance to increase the cost and maximize the project management of the smart city project.
8. Task 7: Teamwork
Creating a diverse team for the Smart City OS Project
- Building a gender balance
The various age groups have different experiences in the workplace of a project like the decision-making strategies, job roles, and effective plans. Therefore, the project management tries to replicate the age group into different teams to create a proper gender balance. Besides, utilization of all these different project strategies can make a fruitful project result with positive outcomes. As cited by Borbély and Caputo (2017), for creating a reliable project environment, this gender balance strategy is highly effective as the working style and experience vary from one person to another. Therefore, the work process of the project has to be divided and it can be more reliable and effective work by both genders.
- Mixing the demographics
The risk-taking and risk-mitigating criteria of the individuals and ample opportunities can provide sustainable training to the employees. In the words of Navas et al. (2018), apart from this, to get a proper project structure with an efficient team, the implementation of a strong leader is essential. A strong leader can efficiently and effectively manage and control the entire team and this can result in a positive outcome. Mixing these all types of demographic factors within the organization can escalate the level of the Smart City OS project.
- Engaging the specialists
For the successful outcome of the project, several specialists can enhance the work progression and help to set various objectives at the same time. In the words of Druckman and Wagner (2109), the project aims to make the cities smart, accumulating various advanced technology and the experts can effectively assist in the method. Customers, engineers as well as project investors are also included in the diverse team for the progression of the project. The proper training with the improvement of the strategy of recruiting can create a rich team culture among the team members within the organization. In the words of Darwin (2021), hiring specialists can think about the situation critically, negotiate, manage the different risks and boost the projected growth.
- Capitalize on the basis of different interest
On the basis of several kinds of interest, the team becomes more diverse and unable to maintain equal responsibilities. As stated by Yaseen et al. (2020), this can also jeopardize the entire working process of the project and it suggests capitalizing on the entire team. The various aspects of interest impact the entire project arrangement of the Smart City OS project.
9. Conclusion
From the above study of the Smart City OS Project, it can be stated that several cities in the UK are racing to become smart. Delivered by the Hull City Council, the technology company Connexin and Cisco is operating to provide advanced technologies. The company delivers several technologies, impacting lighting, mobility, waste, and security to the cities. For transferring to a smart city, the combination of disciplines and technologies is the utmost significant factor. Strong digital infrastructure makes the project more successful and the companies have assured that the project can bring huge economic benefits in the UK.
Apart from this, the human resource department of the project is playing a huge role in the recruiting process to get sustainable positive project outcomes. The problem-solving criteria with the decision-making process have critically elaborated in this report with various situations. Time, project scope, costs are closely discussed in the project triangle part of this project analysis. Additionally, risk management with the finance management directs the entire project operation smoothly with the help of the investors.
10. Self -evaluation
For the individual person, the Project management essential act is a key potential action that is easily acknowledged. Consistently, the understanding of several perspectives in the detailed process of the Smart City OS Project is very essential to me, as a researcher. In the case of Task 1, I have acknowledged the perfect key role of a project manager who operates the entire project. As a responsible person for this entire smart city project, I can acknowledge the exact role of the manager. However, going through Task 2, I have nurtured my skills in problem-solving and the decision-making process. Problem-solving and decision making are the two key aspects of the project and I have smoothly overcome and elaborated them in Task 2.
Additionally, in Task 3, the part where the project triangle is closely described is also very helpful for me. In this part, I have acknowledged analysing the budget, time, and scope of the project and it is also beneficial to me. However, in Task 4, the importance of economic management to estimate the cost is described in a precise way. The cost estimation technique is highly necessary and significant for the Smart City OS Project in the UK. Additionally, through the risk register, the perspectives of risk management and its evaluation are clearly stated in Task 5. Consequently, in Task 6, various conflicts and the negotiating plan are elaborated in a suitable way. Moreover, I acknowledge the teamwork which is developed in Task 7 in an accurate way.
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