Project Management Body of Knowledge

Wyalkatchem Airport Up grade Project Management Plan: Analysis - 1

INTRODUCTION

The Project Management Body of Knowledge is an inclusive term that describes the sum of knowledge with in the profession of the project management. Project management is the application of knowledge, skills, tools and techniques to project activities in order to exceed stakeholder's needs and expectations from a project. The Wyalkatchem Council employs Project Management Plan in the up gradation of the Airport!

The Project is analyzed to check for scope, time and quality so as to balance the competing demands. The Project management framework provides the basic structure for understanding the project management.

This Analysis Report evaluates the pros and cons of the structure of PMP of the airport. The airports background is covered in the first part. Then this report discusses the PMP and its structure. Then it tries to visualize the airport PMP though the theoretical framework. Then it finds out if the upgrade really a project! Projects are undertaken at all level of the organization. They may involve a single person or many more. It may or may not involve the single unit of the organization. Operations and projects differ primarily in that operations are ongoing and repetitive while projects are temporary and unique. Thus report finds out if this upgrade really needed to employ the project management techniques!

This report also suggests the alternative to the PMP suggested by the airport of wyalkatchem. A detailed description is given to describe the project management plan and its content. Then, it covers it with the executive summary which is also the conclusion followed by the recommendations!

Abstract

Wyalkatchem airport upgrade with the help of aviation strategy seeks to concentrate on some key focus area that is to take care of environmental needs by developing the residential airpark, fetching tourism which includes moving the primary school from airport to a museum site and to meet the social welfare need by bringing the Ambulance Transfer station to the airport and developing the aviation college so as to expand the existing school curriculum.

Background of Wyalkatchem airport

The Shire of Wyalkatchem has had control of the airport site. This airport site is a class-c reserve since 1949. The Shires Plan of Future sees this airport site to have a major outcome which is related to the sustainable development of Wyalkatchem. The landing strip in the year 200 became all weather airstrips. It is one of finest all weather air strip in Western Australia which was built by a local community. After the year 2000 it has become the focal point of Wyalkatchem community. In the year 2005 a private recreational school got opened and became the second busiest solo operated flying school in the while Australia.

The Future development includes extended hangar storage to keep the recreational aircraft, imparting training to instructor of both AFIT (Australian Flying Instructor Training School) and the Wyalkatchem College of Aviation which is to start in 2010. It also aims to make a residential park so that recreational flyers can stay and keep their aircraft.

The Aviation college is a part of Wyalkatchem District High School and operates in conjunction with TAFE Swan and CY O'Connor TAFE catering for both National and International students. The airport is also a part of Wheat belt Motorplex Business Plan that will begin the construction in 2010 for motor enthusiasts. And the Shire of Wyalkatchem is looking to establish the aircraft engineering mechanic training facility at the airport.

The project will be planed and managed by the Council of Wyalkatchem which endorses the establishment of a "Reference Group". This group consists of a Shire President, CEO, RADS representative, Chair Work Committee, Principal Wyalkatchem District High School, CFI of sports Aviation academy and Principal of AFITS.

The council authorises CEO to manage this project of upgrade and appointed Mr Barney Fernandes as Project Co-ordinator. The upgrade cannot commence until Regional Airport Development Scheme does not secure the funds and it get ratified by the Council!!!

Project Management Plan (PMP)

It is defines as an approved document, formal in nature, that describes how is the project executed, monitored and controlled. It can be a detailed summary of the work that may or may not involve subset of management plans.

The Objective of the PMP

The Purpose of the PMP is to 'define' (PMBOK Guide Third Edition). Its emphasis is on the approach. The goal is to lay down the path to be followed by the team working on the project. The intention of the PMP is to deliver the scope of the work!!

The Structure of a PMP

A PMP typically covers the areas used extensively in the execution of the work. The main aspects could be the Scope of the management to Risk management. The structure also consists of the "Schedule Management" and "Financial Management". It also covers the quality part and the Resource management part. And no project can be successful without the Communications strategy. It also involves and plan for any change in the plans and hence the management and also the Procurement.

Wherever there is a large setup or there is a need of large scale up gradation/modification, the use of PMP is fruitful and it is a good practice.

And there are tools and techniques to paint a PMP:

Project Management Methodology, Project management Information systems and Expert Judgment are few of them. Expert judgment involves the technical expertise of the team working on the project e.g. an experienced Aviation Personal will have more insights than a textile manager!

Is Upgrade Really a "Project"

The Upgrade Per se of the airport includes the designing of existing runway and also the planning and designing of a cross strip along with taxi ways, terminal building to cater for the increase in flight training expected. And further to manage the construction of works within the allocated budget.

Had it been making another room or public convenience at the airport, it could avoid being labeled a project.

The up gradation task includes widening the shoulders to Car parking and fencing the public areas. The PMP of this airport has a communication strategy for its stakeholders! The Total budget of the Task is $1,928,000.

Certainly neither the working team nor the council can afford it to go wrong anywhere during the process. This definitely qualifies for the Project and unlike ordinary, demands some good and effective management techniques to manage the project.

Here are few reasons to deploy the management techniques in the Up gradation

  1. It involved a Huge Budget
  2. It involved Planning and Designing of airport Runways and Taxiways and all related facilities
  3. Stakeholders and whole community is involved
  4. Construction part involves the Tender and the assessment
  5. The finalization involved reporting, some legal agreements and CASA certification for the terminal building and Airside operations.

Certainly ordinary techniques and methods cannot be applied to such a project and hence demands some techniques that a PMP can offer.

The Intended audience of the PMP

The Project management Plan is never intended for the end user which is Public! This plan is for someone who can comprehend the work. The main audience of the plan is the Resourceful working team, The Council and their respective authorized officers. The Council authorized the Reference Group to manage the project and hence this plan is for them. However a copy must also be given to the stakeholders since they have the right to know every activity and the implication since they have invested in it.

All the council members and the people of the Reference group along with all the Stakeholders need to know the following:

  1. Project Initiation and the Consultation Strategy
  2. The project strategy and the cash flow forecast.
  3. Planning and designing schedules and expenditure
  4. The Construction Phases, their budget and Deliverables according to the schedules.
  5. And all the reports on Finalization of the project!

Alternatives for the Wyalkatchem Airport PMP (structural basis)

The Basic structure of the PMP contains all the basic functions to mange the project .However there are few more functions and reports/analysis that must be added to it.

The first thing is to examine the feasibility of the project. Though already existing PMP involves the constraints and deliverables with availability of the resources! The Feasibility Study seems to be missing. The availability of land covers just one part, a detailed analysis must be included.

The working culture performs the best when duties are assigned and allocated before hand to avoid confusion. Thus a responsibility assignment matrix is a must!

While analyzing the environmental impact, some formal documents and co ordination documents with other agencies must be included that has the Environmental impact statement specified.

Engineering Analysis and Design Analysis Report along with preliminary drawings should be

Included that will help commutate the quantities, the layout and real estate drawings including rest of the project features.

The wyakatchem airport up gradation has been drawn into a formal and effective PMP. The project details identify the objectives, the constraints and taking care of assumptions, is bound to give the deliverables.

The communication strategy seems effective that involves a message given to all even the stakeholders. The Plan includes the reports about the project and even states the milestone which is equally important. The expenditure plans is robust! It clearly states the income of the council and the detailed budget of the separate years. It also states the total budget and has an expenditure breakdown. It is very objective.

Like any other PMP, the airport up gradation report also has Procurement and Risk Assessment procedures making it no less effective!

Sensitivity Analysis of Future analysis:

As sensitivity analysis, the report of the potential effect of the future conditions like increase in usage of facility due to ever increasing tourism should be developed. The modification of the parameters should be included in order to have a future outlook of the airport and its usage on both landside and airside!

Contents of the Project Management Plan

Using attached materials Discuss and compare each of the major sections of the plan and provide some theoretical framework for what is included in Wyalkatchem Airport PM plan (e.g. why has a project schedule been included, is it a meaningful document, was it prepared by the right people, does it contain the right information, etc?)

If you use a valid framework to analyze a PMP (e.g. PMBOK, or some other framework from the theory), then you would explain why your PMP did not contain a section suggested by the theory e.g. procurement or risk management.

Wyalkatchem Airport Project Management Plan

The report of the Airport Up gradation plan was submitted in September 2009. In different industry the upgrade is seen as means of increasing the profits. Upgrade can be due to change in times or can be an immediate demand due to competition in the market.

The wayalkatchem airport upgrade is due to three major factors/reasons

  1. Social Welfare: The Purpose is to open an Ambulance Transfer Station and to expand the curriculum of the School by developing the Aviation College.
  2. Tourism: Council wants to relocate the Primary School from Airport premises to a School Museum Site
  3. Environment: The Council wants to develop the Residential Park to cater to the needs of recreational flyers.

The PMP report begins with the Purpose which has been outlined very clearly. Given that, the report includes a little background of the Airport. It if followed by the council's decision. Given in numbering the decision is very articulate and specific to the needs.

One of the major sections in the report is the project details. It clearly states the objectives of the PMP which is to manage the planning and redesigning of the existing runways, 1 cross trip, associated runways and terminal buildings, and to manage the construction works within the allocated budget.

Like a SWOT analysis the Plan also briefs the Constraints, Assumptions, Exclusions and Deliverables. This part actually gives a direction to the workflow. Acting as a rudder, it highlights the deliverables and tries to achieve the required results, given the constraints.

Communication Strategy

This is the best means of coming to understand others stakeholders and of building the good relationships with them. This is a major project for the shire and as part of tits commitment to the community the shire wants to ensure the community and key stakeholders have ample time to provide inputs to key aspects of the project.

The communication and consultation strategy is developed to encompass the key stakeholders.

Relationships are most important element to the success of any community infrastructure project and event the best designed project will fail if there is no trust between various shareholders.

Hence, an effective communication strategy is an integral part of the PMP. The Stakeholder Matrix analysis the relations and details what to expect from whom and who all are impacted by what kind of decision.

With the understanding of how each stakeholder may be influenced, a consultation matrix has been developed and given in color coded form in the plan.

Project Milestones

The Project Milestones have detailed task list and are referred to as Task 1, 2 etc. It encompasses the Initiation plan to finalization plan. Though the dates are not specified but month on month tasks are available in the report. As per the plan the Construction started in March 2010 and involves site preparation and security fencing in the initial phase. The later part includes the Runway and taxiway construction. Building construction started much afterwards.

Another major section of this PLAN is to allocate the number of hours to the project and utilizing the Human Resource.

No project can be successful without effective utilization of the Human resource. It needs a great experience to decide to put the right number of man hours to complete a task. The biggest constraint is the budget. Needless to say that planning and designing will take a huge number of hours while Construction phase will take the biggest chunk of man hours and machines skills.

The Strategic Procurement and Risk assessment Plan

On of the essential part of the PMP is the Procurement and Risk assessment plan, without which a plan is bound to fail.

The upgrade of the airport is a high budget task and involves some special skilled people on the job. Thus in order to plan, design and execute good amount of money is needed. Another major chunk of money goes to construction of runways and Taxiways. The PMP has given overall information of amount of budget needed to complete the planning, designing, constructing and finalizing the project.

One can imagine that out if 1,928,000 dollars of total budget, the construction part consumed 1,680,000 dollars!

The report needs a further breakdown of the total amount. To maintain the transparency, the amount given to the company hired for the work should be mentioned. From planning to finalising the task, what amount was needed and what has really been spent, makes a difference to the project.

The PMP does not contain the scheduled and non scheduled work delays. There is no dated structured plan to measure the progress of the work. The Plan does not state the amount spent on labor and on material separately!

The Risk Management seems to be good work. It is as detailed as it could be. The matrix form was very suitable and listed kind of risk and was in color coded form.

The only thing missing from the risk assessment was the action taken! Though mentioned, the only one that could be spotted was for loosing the key staff.

Conclusions

What did you find out about the project plan? Does it conform to the recognized theory? What aspects are important and are of significance to project outcomes? What are its strengths and its weaknesses?

One cannot say that the content of the Project Management Plan for Airport Upgrade was just sufficient. The Plan was a formal formula! It contained the basic functions and described each one of them in detail.

The recognized theory covers all the aspect of the planning the project and meeting the scope of the work. The theory outline is as follows:

Scope Management Schedule management financial Management Quality management Resource Management Communications Strategy Project Change/Modification Risk and Procurement Management.

The airport PMP has covered the various scopes of the project and not necessarily in the sequence. The plan needs to work on Schedule management and depending upon the weather; the work could not be done 24X7, 365 days. And also one could easily expect the delays caused due to unavailability of labor and material. No matter one can project such delays and be proactive to fetch the results on time. A formal schedule management gives a better control of the situation.

There are important aspects of the project planning. This phase includes the requirements scheduling and PMP. However the critical aspect of the PMP is to plan Schedule and have better financial management method.

In order to meet the project outcomes financial management, Resource management and Risk and procurement management becomes critical. Needless to say that comes after a good detailed planning.

SWOT analysis gives reasonable amount of strength and weakness of the project. While evaluating the Wyalkatchem Airport Up grade PMP, The Resource management and work breakdown structure seems to be its strength. Area of little concern was the budget management which could be more detailed. And the quality management part was also missing.

Recommendations

What are your recommendations flowing from this analysis with regard to the PMP?

What changes should be made to the PMP for the Wyalkatchem Airport?

A Project management Plan is much more detailed and covers all the aspect of the planning the project.

Following are the recommendations for the Airport PMP:

  1. Project tracking: It is a part of the tight scheduling and management. Given the dates of the task to be completed, one needs to track them regularly. The Airport PMP does not contain any project tracking technique to identify the delay and take the proper measure.
  2. Another important recommendation is to assign the roles and responsibility to the team. After detailing the Reference Group in the project their roles and responsibilities should be identified and made into a chart from! The working culture performs the best when duties are assigned and allocated before hand to avoid confusion. Thus a responsibility assignment matrix becomes important to be included.
  3. Feasibility of the Project: The first thing is to examine the feasibility of the project. Though already existing PMP involves the constraints and deliverables with availability of the resources! The Feasibility Study seems to be missing. The availability of land covers just one part, a detailed analysis must be included. The effect to the environment must be studied first and included in the PMP. While analyzing the environmental impact, some formal documents and co ordination documents with other agencies must be included that has the Environmental impact statement specified.
  4. Engineering Analysis and Design Analysis Report along with preliminary drawings should be Included that will help commutate the quantities, the layout and real estate drawings including rest of the project features. A picture taken from Google earth has been pasted in the beginning. Though it is not even close to Australia but should be included before and after the project just to maintain transparency.
  5. Sensitivity Analysis of Future analysis: As sensitivity analysis, the report of the potential effect of the future conditions like increase in usage of facility due to increasing population should be developed. The modification of the parameters should be included in order to have a future outlook of the airport.
  6. The End user will be recreational Pilots and the Public. So it is highly recommended to involve Public as much possible.

References

In addition to supplied PMBOK and given PMP with the requirements, following references were used.

  • Cooks, Sarah (2002), A Guide to the Project Management Body of Knowledge, PMI, 3rd Edition (PMBOK Guides)
  • Homepage (2007), [Internet], Aircraft Hanger development guide, Available at :< http://www.aopa.org/asn/hangar-execution.pdf<, accessed on: 25 May 2010
  • Jack J. Champlain, Auditing Information Systems, Second Edition (2003), Pages 277, 278, 279 & 280, John Wiley & Sons Publication.
  • Mulcahy, Rita (2003), Risk Management, Tricks of the Trade for Project Managers, 4th edition, RMC Publications.
  • Mulcahy, Rita (2003), PMP Exams Prep, RMC Publications.
  • Rich, Jason R, Design and Launch an Online E-Commerce Business in a Week, Entrepreneur Press, 2008, ISBN: 1599181835, 9781599181837.
  • Schwalbe, Kathy (2009), PMBOK (Project Management Body of Knowledge) reference and Information Technology Project Management, 6edition.

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