This is a solution of Effective Project Monitoring part 4 in which we discuss the Thing which differentiate project from business is the temporary nature of the project while in contrast business is assumed to be of continuous nature.

Project Board

Effective Project Monitoring part 4

FGCC is the linkage between the government organization who is funding the project and the project team which is working on the project.

Project manager

A project manager has been assigned by ZX consultant who will take care of the various project constraints and fulfilling goals set for the project completion. Specialist project managers Specialist project managers are there to handle the exceptional items in the project for which the project managers will have to liaison with the specialist project managers.

6.Communication Plan

The Communication plan for the project will involve the frequent liasioning of all the project stakeholders. A  proper communication plan ensures that stakeholders are well aware of the progress of the project and any new development in the project. For making all the stakeholders aware about the process, weekly MIS would be prepared which would contain all the information about the project progress and any future progress on the project as well. Other than MIS system, meeting would be held on the monthly basis which will include all the key stakeholders and the important issues would be discussed in the meeting and monthly mails would be done and feedback would be taken from the each stakeholders on the progress of the project so as to ensure there is proper communication channel among the stakeholders of the project.

7.Time Plan

Time planning for the execution of the project has to be done in such a way that the project execution can be done well within time of starting the event so that all the arrangement are completed before the time of the games in order to avoid the risk of late completion of the work. The Time plan can be made as per the various activities
which have to be undertaken in order to complete the project.

Activity Planning

Activity Duration (days) Dependencies
T1 20
T2 35
T3 15 T1 (M1)
T4 10
T5 30 T2, T4 (M2)
T6 5 T1, T2 (M3)
T7 20 T1 (M1)
T8 25 T4 (M5)
T9 45 T3, T6 (M4)
T10 15 T5, T7 (M7)
T11 7 T9 (M6)
T12 10 T11 (M8)

8.Risk Plan

There are various risks pertaining to the development of the project plan. Some of the major sources of risk, their level of priority and ways to mitigate the risk are as follows:
Source of risk Priority level Risk Mitigation Untimely project completion High Periodic audits needs to be conducted to review the project progress Over budget Medium Cost trend analysis is to be done and projected vs actual cost has to be viewed Dis-functioning of the internet portal High Contingency plans needs to be set up in order to provide some proxy internet portal Failure of communication infrastructure High More than one media needs to be involved in order to mitigate the failure risk.

9.Quality Plan

The Quality of the project being made for the purpose of organising the world youth indoor games has to be maintained very high since so many participants and countries would be participating in the event. And if there is any compromise in the quality of the infrastructure being developed for the World youth games then that will affect the status of the whole country in front of the world. There are two standard ways defined for measuring the quality of the project being developed which are as follows:

Fit for the purpose

Conforming to the customer requirement
The Quality assurance for the project is very important since with the project reputation of the country is at stake. It is not easy to measure the quality of the events and ceremony hosted during the world youth games since that will also depend upon lot of external variables. For example the quality of the event will also depend upon the participants and audience as well which can’t be controlled. But in order to monitor the quality of the project regular audits have been planned by ZX consultants. These audits will help in determining the quality of the infrastructure being developed for the games. Audits will find out the difference between planned and actual quality of the project and if there would be any gaps then those would be filled with the help of proper planning
and execution.

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