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Posted: September 6th, 2023

Challenges in project management-case study

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ASSESSMENT ITEM 2: REPORT & PRESENTATION
Aligned subject learning
outcomes
• analyse and appraise key concepts, processes and procedures of project
management;
• Identify and use key performance metrics for project success
Group or individual Individual
Weighting and due date 20% – 24 April 2023 – by 23:55 via subject site assessment drop box
ASSESSMENT ITEM 2: DESCRIPTION
Assessment Item 2 is an individual written and oral assignment. Using the brief case study provided below,
identify and explain the challenges happened in the view of project management. We expect 4-5
challenges to be identified and discussed. Challenges could include— budget, scope, project evaluation
process, end user requirements, possible specific challenges faced by the project team. Students will write
a 2-page, double-spaced white paper on this problem and solution. Students will then give a 10-minute
oral summary of this problem and their suggested solution to the class.
CASE STUDY- IT project budgets fall off the rails
Dubbed “Making It Work For You”, the $425 million project was meant to transform the information
technology systems for the state’s transport agencies.
But internal documents released under freedom of information laws show the major IT project for
Transport for NSW has completed only a third of its end-user goals despite spending $348 million since it
began almost five years ago.
A report from a consulting firm hired by Transport for NSW found last month (February 2018) that the IT
service delivery team established in 2011 is facing substantial challenges including a lack of funds to
deliver the capabilities to successfully function as a systems integrator.
A final report by Third Horizon marked “confidential” and “sensitive”, paints a worrying picture of the
state of IT systems at Transport for NSW and the agencies which fall under its control such as Sydney
Trains, bus operator State Transit and Roads and Maritime Services.
Financial benefits from centralising IT functions “are not being fully realised”, the service delivery
performance appeared to be “worsening” and its credibility was declining. In a broad swipe, the report
said the IT service delivery “does not appear to be meeting the service requirements” of the transport
agencies, resulting in “significant broader impacts”.
Apart from factors such as “technical complexity”, it raised concerns about “governance issues” and took
a shot at the “mindsets and behaviours” of those in the IT team that “hinder improvement”, warning that
“major interventions” were needed to fix the situation.
And with the “Making It Work For You” project now scheduled to put in place “significant technical
change”, the report dated February 19 this year (2018) warned of “large end-user impacts in the next four
months”.
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Greens transport spokeswoman, Mehreen Faruqi, who obtained the report by using freedom of
information laws, said the government needed to reveal whether the IT project would ever be completed
and how much more public money would be wasted.
“This government has boasted about going digital but a project that was supposed to deliver the most
basic technology upgrade to one of its largest agencies has completely fallen through,” she said.
“Ultimately, taxpayers bear the cost of their inability to deliver projects to budget and on time.”
Transport for NSW said in a statement that the IT project remained within the approved funding envelope
and was “delivering against” a revised scope put in place in March 2017, which would be completed later
this year.
The Third Horizon report does not mention the revised scope last year but has made a series of
recommendations, including the need for “stronger leadership” and changes to the IT team’s “structure
and capacity”.
ASSESSMENT ITEM 2 – Criteria sheet or Rubric: refer to Appendix 1
ASSESSMENT ITEM 3: PROJECT MANAGEMENT BUSINESS PLAN
Aligned subject learning
outcomes
• conceptually map and implement a project scope through the application
of relevant project management tools to meet the needs of stakeholders;
• adapt and implement key performance metrics for project success
Group or individual Group assessment item
Weighting and due date 40% – 01 May by 23:55 via subject site assessment drop box
ASSESSMENT ITEM 3: DESCRIPTION
In this group assessment you are expected to demonstrate your understanding of the following key areas:
1. Project Charter
2. Ability to perform a literature review/research
3. Detailed WBS
4. Project schedule development
5. Time control processes
6. Budgeting and cost baseline etc.
In addition to covering the learning outcomes, you are expected to demonstrate your leadership and
effective teamwork skills and to provide self-assessment and peer review.
At first phase, you need to develop a draft project plan in your pre-assignment. In pre-assignment you
would need to cover the following:
1. Project Charter Outline
• Create an outline of the Project Charter for the project case by focusing about the project, project
deliverables, project cost, project time, and project roles and responsibilities.
2. Scope

Statement
• Develop a detailed scope statement that clearly defines the boundaries of the project, project objectives, deliverables, and the key stakeholders involved.

Work Breakdown Structure (WBS)
• Develop a WBS for the project that shows the project work packages, activities, and tasks required to complete the project deliverables.
Project Schedule
• Develop a project schedule that shows the sequence of project activities, their duration, and dependencies between activities.
Budget and Cost Baseline
• Develop a budget and cost baseline for the project, including all project costs such as personnel, equipment, materials, and overheads.
In the second phase, you will work collaboratively with your group to integrate and refine the individual project plans into a comprehensive project management business plan. This will require effective communication, negotiation, and leadership skills to ensure that all team members are aligned and committed to the project objectives and deliverables.

The final project management business plan should include the following components:

Executive Summary
Project Charter
Scope Statement
Work Breakdown Structure (WBS)
Project Schedule
Budget and Cost Baseline
Risk Management Plan
Quality Management Plan
Communication Management Plan
Project Monitoring and Control Processes
Project Closure Plan
Each team member will be required to submit a self-assessment report that outlines their contribution to the group project, and a peer review report that evaluates the contribution of other team members.

++++++
Challenges in project management-case study. Include Challenges and solutions

Based on the case study provided, there are several challenges in project management that can be identified. These include:

Budget: The project has spent $348 million since it began almost five years ago, but has only completed a third of its end-user goals. This suggests that there may have been issues with the budget allocation and management of the project.
Solution: To address this challenge, the project team should have put in place a proper budget management plan that outlines the budget allocated for each task and closely monitors expenses to ensure that they do not exceed the budget.

Scope: The project’s end-user goals have not been met, indicating that there may have been issues with defining and managing the project scope.
Solution: To overcome this challenge, the project team should ensure that they have a clear understanding of the project scope and objectives. They should also develop a scope management plan that outlines the processes for defining, validating, and controlling the project scope.

Project Evaluation Process: The report from the consulting firm hired by Transport for NSW found that the IT service delivery team established in 2011 is facing substantial challenges, including a lack of funds to deliver the capabilities to successfully function as a systems integrator.
Solution: To address this challenge, the project team should develop an effective project evaluation process that can identify and address any issues early on in the project. This process should include regular monitoring of project progress and performance, as well as effective risk management and issue resolution processes.

End-User Requirements: Despite spending a significant amount of money on the project, the end-user goals have not been met. This suggests that there may have been issues with identifying and meeting the end-user requirements.
Solution: To overcome this challenge, the project team should ensure that they have a clear understanding of the end-user requirements and expectations. They should also develop an effective stakeholder management plan that involves regular communication with the end-users to ensure that their needs are being met throughout the project.

Specific Challenges Faced by the Project Team: The report from Third Horizon highlighted concerns about the “mindsets and behaviours” of those in the IT team that “hinder improvement”, warning that “major interventions” were needed to fix the situation.
Solution: To address this challenge, the project team should focus on improving their communication and collaboration skills, as well as their ability to manage conflicts and build strong relationships with stakeholders. This can be achieved through regular training and development programs, as well as effective leadership and team-building initiatives.

The challenges identified in the case study highlight the importance of effective project management processes, including budget management, scope management, stakeholder management, risk management, issue resolution, and effective communication and collaboration. By addressing these challenges and implementing the suggested solutions, the project team can improve the overall success of the project and ensure that it meets the needs of all stakeholders.

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