The Association of Business Executives QCF

Project Management
Suggested Answer

Unit Title: Unit Code: QCF Level: Session:

Project Management 6PM 6 December 2012

STRUCTURE OF PAPER: Answer ALL THREE sections SECTION A: Answer ALL FIVE questions Q1 Q2 Q3 Q4 Q5 Either Q6 or Q7 Either Q8 or Q9 12 marks 12 marks 12 marks 12 marks 12 marks 20 marks 20 marks 100 marks

SECTION B: Answer ONE question SECTION C: Answer ONE question

TOTAL MARKS AVAILABLE FOR THE PAPER

SECTION A Candidates must answer ALL FIVE questions in this section. Section A is worth 60% of the total marks available for the paper. Question 1 Q1 (a) Explain the purpose of a work breakdown structure (WBS). A logical approach to breaking the project down into manageable tasks Allows the Project Manager to identify the different tasks and to allocate them to different people Allows a more accurate costing of the project, because each component can be costed individually Maximum Marks for (a) Q1 (b) Within the context of a WBS, explain each of the following terms: (i) hierarchies (ii) task sequencing Hierarchies The structure of the tasks that are to be completed, with the main project at the start, and then broken down into a series of smaller tasks Task sequencing The order in which tasks are to be completed. Some tasks might be reliant on something being completed before they can be attempted Maximum Marks for (b) Q1 (c) Outline a WBS for one of the following projects: an open day in an organisation of your choice a charity event Open Day 4 marks 2 marks

Advertising

Events

Catering

Transport

Choose caterers Maximum Marks for (c) Total Maximum Marks for Q1

Select menu

Decide on amount to be produced 6 marks 12 marks

Question 2 Q2 (a) Identify three reasons that a project schedule might need to be adjusted. Likely reasons: Costs increase Raw materials are no longer available Lack of appropriate skills in the project team Supplier does not supply materials on time Project owner changes specification Problems with the weather 3 marks

Maximum Marks for (a) Q2 (b) For each of the reasons identified in (a): (i) (ii) recommend an action that could be undertaken to address it assess the impact of this action on project completion

Ideas: Revisit the project plan and see how the tasks could be re-ordered. Impacts: Will this mean that resources have to be allocated elsewhere? Will staff need to be reallocated? Consider getting in additional people to help on the project on a temporary basis. Could be particularly relevant if the issue is a lack of appropriate skills. Impact: Additional cost. Will the additional people need training? Might be slower at first. Identify additional suppliers, so that the project is not reliant on one (or a small number) of suppliers. Impact: Need to do quality checks. Cost implications, might not be able to negotiate good terms if time is pressing. Discuss the proposals with the stakeholders. Impact: Stakeholders might lose faith in the project manager. Communicate the problem to the team. Ask them for their suggestions on what could be done. Impact: De-motivating if none of the suggestions are used. Could get conflicting ideas. Maximum Marks for (b) Total Maximum Marks for Q2 9 marks 12 marks

Question 3 Q3 (a) Identify three examples of information a Project Manager might use to monitor the progress of a project. Possible examples: Performance against the time schedules Quality Feedback from the project sponsor Maximum Marks for (a) Q3 (b) For each type of information identified in (a): (i) assess its importance (ii) outline the actions the Project Manager should undertake to evaluate it Performance against the time schedules. This is important, because if the time is slipping there needs to be a review of the schedule to see if time can be saved elsewhere. If not, the project sponsor needs to be informed. Quality. This is important, because the overall project output might be rejected if the quality is not of a sufficient standard. If there are quality issues, the reasons need to be identified and addressed. Feedback from the project sponsor. The project sponsor is likely to review the project at regular intervals. If the project sponsor is not pleased with any aspect of the project then alterations need to be made, which could impact on the overall schedule of the project. Maximum Marks for (b) Total Maximum Marks for Q3 9 marks 12 marks 3 marks

Question 4 Q4 (a) Compare and contrast a functional project team structure with a matrix project team structure, highlighting the limitations of each. A functional structure groups employees according to the work that they do (e.g. HR, finance, operations) A matrix structure groups employees according to their function, but also according to the project team that they are working in. In a functional structure employees can get rather blinkered, and only think about issues affecting their area of work. In a matrix structure, the employees also work in a multidisciplinary structure and, hence, have more insight into wider organisational issues. In a matrix structure employees have the support of their functional head but also work in a multi-disciplinary team. It can be difficult to work for two managers. Maximum Marks for (a) Q4 (b) 6 marks

Identify three characteristics of successful team working, and explain why each characteristic is important. Examples of characteristics: Clear communication all team members know what is happening, and they communicate with each other. Reduces the opportunity for misunderstandings, or for people feeling isolated within the team. Motivated all team members are keen to achieve the objectives, and work hard to do this. There is a lot of hard work and focus on the end goal. Variety of skills a team that has a variety of skills within it will be able to complete a wider range of tasks than a team with members who all have very similar skills. Maximum Marks for (b) 6 marks 12 marks

Total Maximum Marks for Q4

Question 5 Q5 (a) Distinguish between a Project Managers final report and a post-implementation report. Final report this is the last report of the project process Post-implementation report this is the report after the project has been implemented The final report is made when the project is reaching completion. The postimplementation report might be some time after the project has actually been put in place. The final report will focus more on how the project has been executed, whereas the post-implementation report will focus more on whether the outcomes of the project have been successful. Maximum Marks for (a) Q5 (b) (i) Identify two purposes of a post-implementation report. Likely points: A list of any outstanding issues that need addressing A review of quality Comments from the project sponsor Any outstanding issues relating to payment Any operational difficulties Identification of any further projects that come from the one that has been completed. Maximum Marks for (b) (i) Q5 (b) (ii) 2 marks 4 marks

Outline the different requirements of three stakeholder groups with regard to the postimplementation report. Sponsors of the project will have a particular interest in the costs and quality. Suppliers will be interested in the assessment of their quality and any bonus payments due to them. The community will be interested in knowing whether any promises to them have been met. Maximum Marks for (b) (ii) 6 marks 12 marks

Total Maximum Marks for Q5

SECTION B Candidates must answer ONE (AND ONLY ONE) question from this section Each question carries 20 marks. Section B is worth 20% of the total marks available for the paper. EITHER Question 6 You work for an organisation that manufactures and sells mobile phones. This morning you have analysed recent customer feedback. You have identified that there are issues with one of your organisations new products. The analysis of the customer feedback shows the following: 73% of customers have complained that the keyboard is very small and difficult to use 68% of customers have complained that the phone is too thick, and does not fit easily in their pocket 25% of customers have complained that the screen on their phone has tarnished such that it is difficult to read 3% of customers have complained that the phone loses signal connection regularly It is decided to set up a project team to address these complaints. You will be the Project Manager. Q6 (a) Devise a project plan, setting out the approach that you will take to address the customers feedback relating to the new product. Realistic timescales: Has shown an understanding of which tasks will take longest and which will be completed more quickly. Has shown an understanding of how tasks overlap. Resources: Has identified the type of resources needed. No detail is expected here, but there should be an understanding that resources are required. People allocated. Has shown an understanding that a good project plan has specific people allocated to tasks. Job titles should be used. Costs and benefits: Detail is not expected here, but there should be some appreciation that this project will have associated costs. Maximum Marks for (a) Q6 (b) 10 marks

Outline five techniques that could be used to determine whether or not the product is of a satisfactory quality standard. Likely points: Analyse customer complaint information Carry out market research Analyse sales figures Look at products made by competitors Review the detail of the industrys quality standards, and see if the product is meeting those standards Maximum Marks for (b) 10 marks 20 marks

Total Maximum Marks for Q6

OR Question 7 You work for an insurance company. In recent times the sales of products and services from the company have declined significantly. The senior management team have reviewed the sales information and have identified a number of issues. They have identified that competitors have been running some very aggressive and attractive advertising campaigns. They have also carried out a mystery shopper exercise and have identified that the advice given by the call handlers in the company is generally poor. The initial findings, therefore, are that changes need to be made. However, these are only initial findings. You have been asked to project manage a review of the products and services provided by the organisation. Q7 Write a report to your Managing Director, explaining the approach that you will take to reviewing the products and services offered by the organisation. In writing this report you should think about the range of issues that you will need to cover, how you will investigate them, the time that it will take and also consider any particular items of cost. Possible issues: Competitors what are they offering? Need to investigate the products and services they are offering. Advertising what is particularly attractive about the advertising? Assessment of your organisations advertising. Employees how are they recruited? Do they have the appropriate skills? Employees their training? Is it preparing them effectively? As an example of the detail needed: Competitors. Need to identify competitors using appropriate market information. Then need to evaluate the products and services they are offering for example comparing them on cost, suitability, innovation etc. Then need to make a comparison against the products offered by the company, identifying areas of difference and whether these are strengths or weaknesses. Total Maximum Marks for Q7 20 marks

SECTION C Candidates must answer ONE (AND ONLY ONE) question from this section Each question carries 20 marks. Section C is worth 20% of the total marks available for the paper. EITHER Question 8 You have recently been recruited to project manage the building of a new sports centre. This sports centre will be based in the centre of a large city where the current leisure facilities are limited. The funds have been raised for the building of the sports centre. The time schedule for completing the project is nine months. You have the plans for the centre, which have been approved. The land where the centre will be built has been bought, and is ready for the building activity. You have been given the following objectives: To build a centre that meets the needs of the local community To keep within budget To consider the environment whilst working on the project To keep disruption to the city to a minimum Q8 (a) Explain why it is important to have clear objectives for a project, and outline five characteristics of a clear objective. An objective is important so that everyone involved in the project has a common understanding of what is wanted from the project, and so there is no room for misunderstandings. Characteristics of a good objective: Specific the objective focuses on specific issues and is not wide-ranging without clear focus Measureable there is a way of knowing whether or not the objective has been completed Achievable the objective must be achievable given the timescales, skills and materials available Realistic the objective must be possible Timebound there should be a deadline for the overall project, and preferably for key steps along the way Maximum Marks for (a) 8 marks

Q8 (b)

Assess the suitability of each of the objectives listed above, identifying any improvements that could be made to them. The evaluation should be against the SMART criteria. To build a centre that meets the needs of the local community Need to know what the local community wants. Different parts of the community might want different things. Might need to split up this objective. To keep within budget. Is it achievable? What is the budget? Who has set it? Does it include a contingency? To consider the environment whilst working on the project Consider is too vague. Need to be specific is that about waste, manufacturing processes or something else? How will it be measured? To keep disruption to the city to a minimum This is also too vague. There will always be disruption when a building activity takes place what is meant by this? How will it be measured? What is a minimum? Maximum Marks for (b) 12 marks 20 marks

Total Maximum Marks for Q8

OR Question 9 You have recently been recruited to project manage the building of a new sports centre. This sports centre will be based in the centre of a large city where the current leisure facilities are limited. The funds have been raised for the building of the sports centre. The time schedule for completing the project is nine months. You have the plans for the centre, which have been approved. The land where the centre will be built has been bought, and is ready for the building activity. You have been given the following objectives: To build a centre that meets the needs of the local community To keep within budget. To consider the environment whilst working on the project To keep disruption to the city to a minimum Q9 (a) Explain the purpose of carrying out a feasibility study into the project, and outline how the feasibility study could be approached. Issues to be considered: Purpose of the feasibility study: To determine if all that is required by the stakeholders can be achieved within the timescale and cost, and to test out any specific requirements of the project. Approach to the feasibility study: Consider the budget. Check the costs of some key items. Is the budget reasonable? Consider the proposed timescales. Look at the time allocated to key tasks. Are they realistic? Consider the skills required to complete the project. Are those skills readily available within the team? If not, how long will they take to train or acquire? Consider any particular limitations on the project. What are their limitations? How can they be overcome? Is this possible? Maximum Marks for (a) Q9 (b) Explain the likely project cycle plan for this project. The following steps should be included: Definition setting out the purpose of the project and key objectives. Refer back to the objectives Planning setting out the project plan. Need to identify timescales, resources and responsibilities. Must think about the environmental issues as these have been identified Organising need to organise the deliveries and building to cause minimal disruption Execution project plan for building the centre. Need to have right people in place at the right time Closure will finish building and open to public. Snagging list. Talk to stakeholders to ensure all needs have been met. Maximum Marks for (b) Total Maximum Marks for Q9 10 marks 20 marks 10 marks