LO1 Understand how organisations and project are structured

Question 1

Organisational Breakdown Structure (OBS)

• What?
• Why is it used?
• When is it developed and where is it saved?
• Example?
• Importance in developing a successful project

Answer 1

What? Framework used to map out the hierarchical breakdown of the project

Why is it used?

Communicates the reporting structure to stakeholders within the business.

Can be used to develop a responsibility assignment matrix

When is it developed and where is it saved?

Mapped out during the planning phase of the project

Part of the Project management plan (PMP)

Example? WCC has been going through a restructure and have been developing a OBS to restructure the business

Importance in developing a successful project?

Clear reporting lines for stakeholders = Clear communication channels

Clear understanding of position in project for stakeholders

Question 2

Responsibility Assignment Matrix (RAM)

• What is it?
• Examples?

Answer 2

What?

RAM = Links an OBS with a WBS to show what stakeholder are going to do each task within a project of business

Examples?

RACI diagram for the adaptation project = Another name for a RAM diagram is a RACI diagram which shows who is responsible, accountable, consulted and informed for each task.

Question 3

Roles and Responsibilities of the project manager

• What is the role?
• Responsibility?
• Why is it important to the project?
• what impact they would have on the project?

Answer 3

• What is the role?

Plan, organise, staff, motivate, evaluate, direct, control and lead the project from start to finish and to deliver the projects objectives

• Responsibility?

Create the project management plan

• Why is it important to the project?

The PMP defines how the project is executed, monitored and controlled.

It includes the project plan, project scope, project schedule, constraints, work breakdown structure and risk analysis

• what impact they would have on the project?

Without the PMP the project would be impacted on time, cost and quality/performance.

• Responsibility?

Motivate the project team

• How does the PM do this?

Listen - Good communicator

Be a good role model - positivity creates motivation. Lead by example

Build a team spirit - Team planning and progress meetings are important as disengaged team members can see their impact on the rest of the team.

constructive criticism - Fair but to the point.

• what impact they would this have on the project?

A well motivated team will be enthusiastic about the work they are doing.

Creates healthy competition

Project tasks completed on time, within budget and quality which will result in project success

Question 4

Differentiate between the responsibilities of the project manager and the project sponsor throughout the project

Answer 4

Business case

• Sponsor owns the business case whereas the PM is responsible for the delivery of outputs capable of achieving the business case benefits
• Sponsor creates the business case in the concept phase of the project while the PM creates the project management plan to deliver the benefits in the planning phase.
• Business case includes the need for change, benefit appraisal, project budget, risks and options appraisal

Project Management Plan

The project sponsor

How the Sponsor supports the PM

Question 5

Business Case

Contents?

Who is involved in developing and producing?

Answer 5

Contents?

• Background/situation

Why the project is needed

• Benefits

Crucial to ultimate feasibility. How benefits will be released and measured

• Budget

Funds expected to be consumed as a result of delivering the project

• Risks

The longer the project timescale, the more difficult it is to identify uncertainty and the most effective approach.

Business case risks are most important to identify as if they cannot be mitigated at this stage it may mean that the project is abandoned or a less risky strategy is pursued

• Options appraisal

Strength of business case increased when more options have been considered.

organisation reflects on other options possible with the available funds

Do nothing approach considered

Option may be subject to a financial appraisal

Who is involved in developing and producing?

• Project Board (Steering Group)

Corporate management

• Project Sponsor
• Project Manager