Introduction
The process of project management is likely to help each project manager to accumulate effective planning of their project. Collective planning of each and every project constraints is one of the major factors within structuring a project management plan. Aligning this with the given case study of “Smart City Operating System project in Hull”, it is understood that object of the project is to transform city of Hull, UK into a technologically advanced city. For the purpose of helping project managers in meeting its objective of transforming city of Hull into one of greatest technological hubs, a transformational project has been undertaken. The aim of this study is to create a consultancy project report for the “Smart City Operating System project in Hull”. This would include skills and competencies that project managers are required to have. Shed light upon the project and its decision making functionalities, risk register would be done through identifying project risk and managing its stakeholder analysis. Managing a project and its financial decision making is one of the major factors for handling project constraints. For this purpose analysing project finance with team management plan and conflicts and Negotiation, plans would be made in this study.
Task 1: The Project Manager
Critical analysis of skill which is needed for a project manager and a team leader to manage project constraints
Effective communication skill
Communication is one of the vital factors within an elaborated project for having a collective process to meeting project goals. As opined by Zuo et al. (2018) building a team, assigning jobs to each employee and managing a collective strategy in project implementation required a disciplinary channel of communication. The most effective skill of communication is required for team leader of a project as that person is responsible for planning and executing each task in a segregated manner within project. Meng and Boyd (2017) noted that creation of smooth communication channels within cross sectional project teams create collaboration which helps project managers to align each task for the project altogether. In the context, the Smart city Hull project would be beneficial if its team managers would be having effective skill in managing communication. Failing in meeting the objective of communication would hinder project progress and would hamper project quality. Project managers of Smart city Hull project would be developing effective communication skills incorporating collaboration and using effective project management tools.
Collaboration skill
For the given case study of Smart City project, major object of project was to transform the city of Hull, UK into a technologically advanced city. In this context, collaboration is a significant skill as the project stakeholders and team members are segregated in many cross sectional teams. As identified by Scoular et al. (2020) skill of collaboration helps in binding each member of a project to be a collective process. Learning effective collaboration skills would help the project manager of “Smart City Operating System project in Hull” in creation of collectively. The factor of collaboration would be increased in the expanded project with association of effective collaboration. The skill of collaboration would be gained by the project managers through learning effective communication and leadership practice.
Assessing the real life of “Glasgow’s smart city project”, it has been noted that managers of the project have faced issues on collaboration which has cost issues aligning project employees and objectives together (Futurecity, 2021). This has decreased the working feasibility within the project and has increased project cost.
Leadership skill
Project manager has been identified as one of the major individuals for a project upon whom each responsibility is relied on. Referring to this, it has been noted that each manager is required to assess a unique ability in inspiring their team members through motivating them and providing them vision and mission. Gordon and Gordon (2017) asserted that through incorporation of effective leadership, project managers motivate the employees to handle project issues and to manage them within a particular time frame. From this, it has been noted that it is vital for each Project Management process to have a project manager who would be effective in leadership skills. From this, it is understood that leadership skills are required for association of empathy, honesty, and companionship.
The skill of leadership would be assessed by the manager of Smart City project through establishing the factor of relationship building, application of effective communication and creation of honesty and integrity. On the contrary, it has been noted that by identifying the project constraints of “Glasgow’s smart city project”, the project leader has gained effective leadership qualities which have helped the project in meeting its objective within a given time.
Task 2: Problem Solving and Decision Making
Identification of Stakeholders in Smart City OS Project
Stakeholders can be stated as a group of people who are there within a project responsible for success and failure of a project. Project manager within, by identifying stakeholders and understanding their needs makes and takes decisions. Hence, a project manager is able to conduct a project with effectiveness. In case of Smart City OS project, stakeholder’s identification is very important because it is going to provide assistance towards project manager in conducting. It has been witnessed that project managers of Future City Glasgow project, by identifying their stakeholders were able obtain success in delivering their project. Obtaining a value of £ 24 million by solving problems and making appropriate decisions, managers within this project were able to complete their task within 18 months (futurecity.glasgow.gov.uk, 2021).
Contrasting over the Future City Glasgow project’s success, the project manager of Smart City OS is able to identify their stakeholders. Stakeholders like Financial Suppliers, Administrators, ICT Representatives, Government, Energy Suppliers, Non-Profit Organizations and Citizens are one who are there to influence success of this project. It has been stated by Nguyen et al. (2020) keeping stakeholders’ appreciation in mind project manager is able to make and take decisions and resolve problems of resistance in change. These stakeholders are one who are going to influence project managers within this project by providing assistance towards project managers and driving them towards success.
Stakeholders Influence Map
Figure 1: Stakeholders Influence Map
(Source: Influenced by Szwajca, 2020)
Stakeholders influence map can be stated as a derivative using which a manager within a project is able to understand importance and influence of stakeholders. Szwajca (2020) stated that by making use of a stakeholder importance map, a project manager is able to prioritize their stakeholders and make decisions based on their views. Thus, emphasising on this aspect, it has been seen that Future City Glasgow project’s manager was able create a successful stakeholders influence map and understood priority of it. This is a reason why project managers within were able to become successful to deliver their project by making and taking appropriate decisions.
On other hand, benchmarking the Future City Glasgow project, project manager of Smart City OS is able to segment their stakeholders based on their importance. Using a classification of keeping informed, managing closely, keep into account and meet their needs project manager has divided their stakeholder’s importance into four parts. Hence, project managers within this project were able to detect that Government is the one who is the most influential so they have to take advice from them before making and taking any kind of decision (Sun and Medaglia, 2019). Moreover, as investors like financial suppliers and administrators are contributing towards this project, therefore project manager is focusing on their beneficial aspects and conducting project as per their needs.
Critical Stakeholders within Smart City OS Project
Critical stakeholders can be stated as bodies who are directly invested themselves towards a project and are observing its progress directly. Hence, a project manager while conducting a project has to emphasise on this aspect so that they are able to deliver a product or service based upon their needs or interest. It has been opined by Scheepers and Whelpton (2018) critical stakeholders are a kind of blueprint within a project focusing on whom a project manager has to design and structure a project. As a critical stakeholder plays a major role in contributing within a project, therefore suggestions of them matters towards a project manager. It has been witnessed that project managers of Future City Glasgow have focused on the needs of their citizens and provided them with a position of critical stakeholders (futurecity.glasgow.gov.uk, 2021). Due to this aspect, the project manager within this project was able to deliver their service in a successful way.
Emphasising on this aspect, project manager within Smart City OS was able benchmark Future City Glasgow progressiveness and detected their critical stakeholders. Selecting Government and Citizens as critical stakeholders project managers could understand their needs and their safety and deliver their needs accordingly. This is a reason why project managers within are able to provide an appropriate assistance towards them and improve by converting it towards their success.
Task 3: The Project Triangle
Critical Discussion of Project Triangle and its Importance on Smart City OS Project
Figure 2: Project Management Triangle
(Source: Influenced by Chawla et al. 2018)
Project management triangle is a management system using which a project manager is able to understand progress of a project. Emphasising, over this aspect, a project manager is able to maintain quality of a project and improve them accordingly. Due to this aspect of project managers, it also helps a project manager to break down a project in step-by-step structure and improve progressiveness of it accordingly. Hence, it assists them in maintaining project cost, time and scopes and bringing in better improvement. As stated by Chawla et al. (2018) implication of project management triangle within a workforce a project manager is able to improve and increase scope within a project. Thus, in case of Future City Glasgow, project managers within making use of this aspect are able to manage effectiveness of their project by maintaining precision of it. Benchmarking this aspect management of Smart City OS project is emphasising on this aspect which is going to provide them with assistance in development. Focusing on three aspects, the project manager is able to improve on their progressiveness. By implementing cost management system this project manager can reduce organizational cost and improve progressiveness. Moreover, by making an appropriate schedule, project manager would be able to maintain time and improve my scope in order to improve my progress.
Interrelation between Project Triangle with Smart City OS Project
It can be stated that project triangle plays a very prominent and clear part within this project of Smart City OS project. Making use of this management process project manager within is able to make certain decisions like time management, cost management and scope management it is going to assist them in improving their growth. These decisions are:
Time Management
Maintaining and managing time with an effective project manager within is going to obtain the benefit of organized workforce. Moreover, project manager can also be able to deliver their project within time improving their market reputation. Creating a qualitative product this aspect of time management is going to provide this manager with assistance in reducing unwanted stress and improving accuracy of their services.
Cost Management
Project managers within Smart City OS by using this aspect of project triangle could reduce cost with effectiveness. Due to this aspect, project managers can estimate an appropriate amount of budget which is going to assist them in improving their progress. It has been stated by Le and Nguyen (2019) cost management is a tool which project managers are able to create a better environment within a project. Obtaining this scope of cost management, it is going to provide assistance towards project managers to improve their progressiveness.
Scope Management
Obtaining an appropriate scope management process, project managers within Smart City OS could prioritise their workforce needs. Creating an appropriate schedule, project manager is able to finish their work within time without obtaining any kind of stress. Moreover, it is also going to assist project managers within to save time and money.
Impact of Possible Changes
Emphasising on this aspect of Smart City OS project, manager within has benchmarked Future City Glasgow. Due to this aspect, they are able to create an appropriate plan following which this project manager was able to obtain their success. Moreover, the implication of Project Triangle within also assisted this project manager in understanding the importance of organized project management. Due to this aspect, the project manager in order to maintain time created a timetable focusing on which they are able to break down their workforce structure. As an effect of it, the project manager is able to become very precise in time management and is able to deliver their project accordingly. On other hand maintaining time with an accuracy assisted project manager in maintaining expenses within this project. Because of this aspect it assisted project managers in understanding about what their extra costs might affect their progress. Observing timetable and resource list and analysing them project manager within is able to reduce project cost and was able to deliver their project with a detailed precision. Most importantly because of this aspect, project managers within were able to obtain scope of saving time in order to improve their innovativeness. As a result of this project manager was able to deliver this project with effectiveness.
Task 4: Managing Finance
| Factors | Estimated Cost |
| Primary Investment | £50000 |
| Costs | |
| Required materials | £10000 |
| Costs for labour | £4000 |
| Implementation Cost | £15000 |
| Maintenance cost | £20000 |
| Costs of Project Engineers | £5000 |
| Reserves Cost | £10000 |
| Total costs | £64000 |
Table 1: Budget Plan
(Source: Created by Author)
Glasgow smart city project has not been able to manage their budget effectively as they have not developed any budget plan before implementing the project. As per the views of Kermanshachi et al. (2017), a budget plan is an essential factor that helps projects in reducing unnecessary costs and mishandling of resources. Henceforth, “Smart City Operating System project in Hull” has been beneficial by managing their costs by developing a proper budget plan before conducting this project. They have built up this effective budget plan by identifying costs that are required for meeting the main objectives of this project.
In this context, establishment of an effective cost and budget planning would be helping the project managers and project teams accumulate disciplinary action in managing project buy-ins and buyouts. Through identifying the above budget plan it has been noted that a total budget of £ 64000 is required for successful compilation of the city transformation project. Aligning the project constraints and project budgetary plan of “Smart City Operating System project in Hull” with “Glasgow’s smart city project”, it has been accumulated that the second project was assigned a budgetary plan of £ 72000 (Futurecity, 2021). In terms of that, it has been identified the project of Hull has been efficient in handling its budget.
For completing this project, £55000 of total budget has assigned, and “Smart City Operating System project in Hull” has invested £50000 initially. From the above budget plan, one can found that “Smart City Operating System project in Hull” has spent their costs in an effective way. They have expended cost for required materials £10000, where within Glassgrow smart city project has expended £11000 as they have spent a high amount of cost for involving multiple supply chain whereas concerned project has involved only a long supply chain. Thereby their cost has reduced for required materials. On the other hand, “Smart City Operating System project in Hull” has expended £4000 for labour costs whether Glassgrow smart city project has spent £5000 for this factor.
Glasgow smart city project has increased their labour costs and followed by their total budget by involving a high amount of labours which they have not been required due to lack of planning. In this account, labour cost has increased unnecessarily within Glassgow smart city project while “Smart City Operating System project in Hull” has involved labours which they actually have required because they have developed proper planning of recruitment before project initiation. As inferred from the study by Dwaikat and Ali (2018), proper planning of recruitment is effective for project management to reduce disruption and excessive cost from this project. Apparently, this concerned project has been able to reduce its labour cost by executing planning of recruitment. Apart from that, implementation and maintenance costs were £15000 and £20000 respectively in “Smart City Operating System project in Hull”. Besides that, in Glasgow smart city project these were £17000 and £22000 respectively. Their high cost within implementation and maintenance due to their ineffective decision making and ineffective budget management skills. Further, “Smart City Operating System project in Hull” has spent £10000 as a reserve cost where Glasgow smart project has expended £12000 due to their insufficient planning.
Finally, “Smart City Operating System project in Hull” has expended £5000 as a cost for Project Engineers whereas in Glassgow smart city project it was £6000 because of their ineffective project design and execution. From this analysis, “Smart City Operating System project in Hull” has maintained their budget plan, project plan, and recruitment plan in an effective way so that they have been able to maintain their finance efficiently as per the comparison of Glassgow smart city project.
Task 5: Risk Management within Project
| Slink.
|
Identification of Risk | Impact of each risk | Likelihood | Strategy for risk Mitigation | Required time for mitigation |
| 1 | Lack of flexibility in communication | Moderate | Moderate | Establishment of project management tools within project would be helping in enhancing communication factor. Application of communicational tools such as CRM, ERP system within the transformation of project would be helping project managers to communicate with cross sectional teams. | 2 months |
| 2 | Employee management issues. | Moderate | Low | Issues in management would be mitigated through application of effective leadership constraints. Establishment of disciplinary action and practice of effective leadership within project managers would be helping the project to have a disciplinary process of handling its employee workflow. | 5 months |
| 3 | Lack of flexibility in leadership | Low | Moderate | Issues in leadership are mitigated with an application of effective leadership models. | 6 months |
| 4 | Power parity in managing stakeholders | High | High | Establishment of effective communication within its stakeholders connected to project would be helping in having a collaborative process. The mitigation strategy of establishing effective communication channel within managing stakeholder of the project would be helping in handling power and influence of each stakeholder | 3 months |
| 5 | Resource allocation and related issue | High | High | Establishment of a structured project plan and resource management plan would be helping in mitigating issues related to resource allocation. Application of effective resource allocation would be made through assessing major requirements of resources related to the Project objective and to analyse cost of each resource. Establishment of a collective structure in managing resources and their cost would be helping project managers if the issue of managing resources. | 4 months |
| 6 | Time management and issue in making project objectives | High | High | Issue of time management would be mitigated through establishment of task planning. Incorporation of effective task planning would be helping project managers as well as project employees to assess particular timeline for each task. This would also help in track timeline and given deadline for each project task for mitigating issue related to procrastination. | 5 months |
| 7 | Technological issue in installation of OS | High | High | Issue in installation of operating system would be mitigated through incorporation of legislative factors aligning with laws of the technological transformational project. Identifying major technical issues faced in the project and association of a special team in managing technological issues would be helping in mitigating the mentioned issue. | 6 months |
| 8 | Concern to consumer privacy due to applying smart
city technologies
|
Moderate | Moderate | Major issue that has been found in the transformational project for Hull
City in UK was an issue in consumer safety related to establishment of technological advancement over city. Association of cloud Technology with big data and two factor authentication technologies would be helping project engineers and project managers to safeguard issue related to consumer privacy with an application of OS over the city.
|
Table 2: Risk Register for Smart city OS project
(Source: Created by Author)
Analysis
From the above table, significant risk of consumer privacy due to applying smart city technologies, technological issues in installation of OS has been identified. As per the views of O’Har et al. (2017), the factor of project risk assessment helps project managers to identify potential risk associated with their process management process and to initiate appropriate mitigation strategies. Aligning this with Smart city project of Hull, it has been understood that risk of, time management and issue in making project objectives have been identified. This would be mitigated through executing project risk log and by accumulating an effective mitigation strategy for each project. On the other hand, risk relates to resource allocation and related issues. Risk in power parity in managing stakeholders, lack of flexibility in leadership has been noted. Moreover, issues in employee management and challenges due to lack of flexibility in communication have been noted. These risks would be mitigated through taking appropriate decision making skills for mitigating each factor assigned with a particular deadline. Assessment of collective risk management plan would be one of the major advantages for Smart city project of Hull. On the contrary, aligning project constraints of this project with another real life project of “Glasgow’s smart city project”, it is understood that this project has faced issues due to lack of effectiveness in managing project risk (Futurecity, 2021). This potential created procrastination of work within “Glasgow’s smart city project” and has created issues in meeting its objectives.
Task 6: Conflicts and Negotiation
Conflict primarily occurs when an individual tends to possess varied ideas, theories as well as beliefs with respect to the business operations. On the other hand, negotiation is accounted as the process of discussing each individual about the topic thereby attempting to address a solution which would benefit both the parties (Başoğul, 2021). This is further accounted as a process through which compromise as well as agreement is addressed while avoiding disputes along with agreement.
Dispute due to improper project budgets and costs
Budget constraints as well as cost cutting is regarded as one of the essential aspects which aids in contributing towards disputes project management. Einarsen et al. (2018) noted business firms’ aid in dealing with fuelling conflicts between project teams and project leaders. Disputes caused because of the project cost as budget might lead to a failure of significant management of project cost with respect to the case study of Glasgow.
Conflicts in terms of ego and personal viewpoints
Personal viewpoints and ego is accounted as one of the inevitable aspects of project management. In essence, the task interdependence is identified to heighten the relationship intensity. Dispute caused due to difference in opinion is regarded as one the key issues which aids in contributing to challenges. In the case of Smart City OS Hull, the project managers might find it extremely difficult to address conflicts which can cause differences in opinions and perceptions.
Miscommunication as well as misunderstanding
Miscommunication along with misunderstanding is regarded as one the significant challenge which arises primarily during meetings in terms of priorities and updates of projects. The project miscommunication and misunderstanding primarily arises at the time of informal discussion and consultation. As per the case study of OS Hull, it can be observed that misunderstanding might arise significantly due to inadequate clarity in terms of potential roles along with responsibilities.
Resource Competition
Resource competition is accounted for as one another key conflicts along with disputes which can pose difficulties in terms of the project management of Hull. This might lead to inadequate trust as well as confidence among the project (Caputo et al. 2019). It might lead to unproductive meetings along with unhealthy competition which can prominently lead to control escalations.
One of the key strategies which can be implemented in order to resolve conflicts can be through the help of choosing the right method of conflict resolution. For instance, as per the case of Glasgow, resource competition, misunderstanding, lack of trust as well as ego and personal conflicts are accounted as the key reasons which can lead to disputes along with misconducts. On the other hand, it can be asserted that choosing the right method for resource conflict resolution in terms of collaborating along with accommodating can help in mitigating risks. Simultaneously, enhancement of abilities in terms of resolving conflicts can be accounted as another key strategy. This might help project supervisors and managers to deal with conflicts because of the difference in perception (Raines, 2019). Aligning this with the given case study of “Smart City Operating System project in Hull”, the major object of the project was to transform the city of Hull, UK to a technological advanced city. In relation to this, for the purpose of helping the project managers in meeting its objective of transforming the city of Hull into one of the greatest technological hubs, a transformational project has been undertaken. Application of resolution strategies can ensure the development of skills in terms of conflict resolution. Other than this recognising key points in terms of disagreements and listening to them efficiently can be accounted as prominent actions which can help in the process of negotiation and resolve the issues in a significant manner.
Task 7: Teamwork
Teamwork is regarded as a significant step which can help in the solution of difficult challenges. Khawam et al. (2017) stated that brainstorming is accounted as a good opportunity for the teams in terms of exchange and to come up with creative ways. For the purpose of building a successful and diverse team, the business firm is required to redefine the courses of hiring involved in the entire recruitment along with the interview process. Phakathi (2017) asserted that HR leaders ensure to look for referrals where they corroborate determination of employee’s background. According to the case study, it can be identified that this strategy would help both workers as well as project managers to ensure hiring of skilled workers. On the other hand, it can be identified that lack of efficient communication acts as a key challenge faced by the workers. Issues such as language barriers might lead to hindrance in efficient communication which can lead to difficulties while understanding the viewpoints of another individual. For instance, with respect to the case of “Bristol is Open”, effective communication would help in smooth outflow of technologies through pilot projects as well as user testing.
Contemplating a diversified workplace would emerge as a futile aspect in terms of lack of inclusivity. Brock et al. (2019) noted that “diversity is accounted as a significant aspect but on the other side inclusion is determined as key to ensure leveraging of diversity”. As per the case study, it can be stated that the project manager ensures to promote inclusive behaviour by encouraging workers belonging to “underrepresented groups.” This in turn helps in the formulation of anti discrimination along with equal policies. Moreover, in terms of the case study, contemplating proper teamwork, the business firms can open lines of communication through the application of 24*7 workplace chat bots with respect to the development of Hull as a Smart city. Project manager within this project was able to detect that the Government is the one who is the most influential so they have to take advice from them before making and taking any kind of decision. Furthermore, through the help of strong digital infrastructure, engagement with the Hull City Council can be taken into consideration. Furthermore, it would be determined as an efficient way. Designing a diversified workforce can be considered as one of the challenging aspects in terms of making decisions within a business. It has been recognised that enforcing diversity is regarded as the responsibility in terms of hiring managers with senior decision makers.
In accordance with the case of Smart City of Hull, implementation of diversity can be identified as a difficult task for the workers as they intend to feel resistant in terms of changes. This is certainly due to the severe level of initial hostility. For the purpose of dealing with challenges, designing a diversity training program would help the workers to learn about advantages in terms of working together and simultaneously ensure respecting their colleagues in a prominent manner. Assessing the real life of “Glasgow’s smart city project”, it has been noted that managers of the project have faced issues on collaboration which has cost issues aligning project employees and objectives together (Futurecity, 2021). This has decreased the working feasibility within the project and has increased project cost. Through incorporation of effective leadership, project managers motivate the employees to handle project issues and to manage it within a particular time frame.
Conclusion and Recommendation
Project manager in order to improve their progressiveness within Smart City OS emphasised on certain aspects which assisted them in improving. Focusing on benchmarking Future City Glasgow project, the manager within was able to understand what possible steps they might have to take in order to improve their progressiveness. Therefore, project managers within have focused on their management aspect. Though managers obtained gaps in maintaining their progressiveness by benchmarking Future City Glasgow project, this project manager can improve their strategic management system. Moreover, problems like making decisions on behalf of this project also affected the progress of this project. In order to reduce this project manager, have to emphasise on understanding their potential stakeholder and focusing on their needs to conduct their developmental aspect. This is a reason why project managers can improve their progressiveness and provide their customers with services according to their needs. Most importantly, project managers within Smart City OS by benchmarking Future City Glasgow made use of project management triangle which assisted them in understanding how to make use of resources and obtain scope by managing time. This is a reason why project managers within are able to complete their project with success and precision which is going to assist them in improvement. Collective planning of each and every project constraint is one of the major factors within structuring a project management plan. From the above study, it can be asserted that the process of project management is likely to help each project manager to accumulate effective planning of their project. Factor of project risk assessment helps project managers to identify potential risk associated with their process management process and to initiate appropriate mitigation strategies. Moreover, issues in employee management and challenges due to lack of flexibility in communication has been noted. These risks would be mitigated through taking appropriate decision-making skills for mitigating each factor assigned with a particular deadline. By the following study, it can be stated that Assessment of collective risk management plan would be one of the major advantages for Smart city project of Hull. Conflict primarily occurs when an individual tends to possess varied ideas, theories as well as beliefs with respect to the business operations. Through the analysis of the above study, it can be concluded that in terms of conflicts and negotiation, the term negotiation is accounted as the process of discussing each individual about the topic. This in turn helps in attempting to address a solution which would benefit both the parties. Application of resolution strategies can ensure the development of skills in terms of conflict resolution. Furthermore, it can be presumed that recognising key points in terms of disagreements and listening to them efficiently can be accounted as prominent actions which can help in the process of negotiation and resolve the issues in a significant manner. Designing a diversified workforce can be considered as one of the challenging aspects in terms of making decisions within a business. Henceforth, with respect to teamwork it can be inferred that enforcing diversity is regarded as the responsibility in terms of hiring managers with senior decision makers.
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