Surrey School of Management

MSc Project Management

2015/16 Exam Project

Family Name

1. Kanjanachusak

PIN

2. Leelasuksawat

1. 6383650
2. 6374165

3. Tantirassamee

3. 6348672

4. Thaveesangskulthai

4. 6395184
First

1. Suchanya

Name

2. Siriporn

Other
Name
s

3. Nontanus

1.
2.
3.
4.

May
Kitty
Chen
Ike

4. Raveerat

Please write
the cohort you
registered with

Group 3
Centre

A:

Number of
words

B:

C:

Due
date

DATE TO HAND IN,

Monday
23rd May 2016

ALL SUBMISSIONS MUST BE SUBMITTED WITH

THIS COVER SHEET WITH ALL NAMES AND URNs
USING MICROSOFT WORD
VIA SurreyLearn

Date Due:

23/5/16

Word
Limit:

Max 7,000

Date
Submitted
:

MSc Project Management: GROUP Project -Basis of

Assessment

23rd May
2016

Weighting
%

(1) Demonstrating knowledge and understanding. You

are expected to read beyond the core texts to develop a good
understanding of the subject. You are also expected to show
your ability to relate theory with practice through the use of
applied examples.
Excellent
(4-5)

Good
(4)

Average
(3)

Poor
(1-2)

Excellent
(13-15)

Good
(9-12)

Average
(6-8 )

Poor
(1-5)

20

Part A

Part B
(2) Demonstrating critical ability. You should avoid
descriptive answers. Discussions and evaluations should be
substantiated by theory and/or derived from a balanced
argument based on observed facts.
Excellent
(13-15)

Good
(9-12)

Average
(6-8)

Poor
(1-5)

Excellent
(14-20)

Good
(12-13)

Average
(10 -11)

Poor
(2-9)

35

Part A

Part B
(3) Professional and practical project skills (a): Your

35

ability to use project management tools/techniques and any

other relevant skills to attend to the required tasks.
Excellent
(7-10)

Good
(6)

Average
(5)

Poor
(1-4)

Excellent
(18-25)

Good
(15-17)

Average
(11 -14)

Poor
(2-10)

Part A

Part B

(4) Professional and practical project skills (b): The

objectivity of the lessons learnt report, indication of
cooperation between group members and commitment to the
exam projects learning outcomes, and personal insight.
Part C:

Excellent
(7-10)

Good
(6)

Average
(5)

Poor
(1-4)

Partner
1
Partner
2
Partner
3
Partner
4

Total Mark Member 1:

Total Mark Member 2:
Total Mark Member 3:
Total Mark Member 4:

Markers Comments (required especially for failed projects):

What went well

10

What need to improve

Improvements suggestions
Marks for achievement should be guided by the following table:
Almost flawless & possibly publishable
Excellent work with solid theoretical integration
Satisfactory: competent with some strong points
Satisfactory: competent but weak in some aspects
Marginal pass: limited linkage between theory, practice
& case
Retrievable fail: generally thin, with little or no
theoretical underpinning
Clear fail

80% and over

70% - 79%
65% - 69%
60% - 64%
50% -59%
40% -49%
Below 40%

Part A - Lessons learned

Project plan plays its role as an important factor, which could impact on investor
decision. Due to project management helps to provide the entire picture of project. Aims of
each project management are likelihood to achieve the greater desired results, guarantee
efficiency and profitability of resources and satisfy stakeholders needs. One of material that
can help a project goes through is Lesson learned, which could be define as the learning
gained from the process of performing the project (PMI, 2010: 466), which might be an
essential part to help improve project performance and avoid mistakes. Most of companies
are raising emphasis on collecting data of lessons learned such as Boeing and NASA, even
small projects. The project manager and teams will documenting problems and solutions of a
previous project, this database may help to prevent the trouble that could occur in next
schemes. Lesson learned process is commonly integrated by knowledge management, which
is a system that help to evaluate the valuable assets either positive or negative scenarios of
organization. Consequently, knowledge management could help to bring out the best
practices in order to increase organisational efficiency and create competitive advantage.
McIntyre et al., (2015) state that knowledge management not only increase business
performance but also engage in innovative and creativity.
The effectiveness of lesson learned is affected by numerous factors such as personal
beliefs, organization culture and structure processes. At the individual level, participants may
not tell the truth owing to concealing their mistakes. And some avoid giving information
caused they believe knowledge is power (Hase et al., 2006). These can be barriers to

demonstrate facts that companies may use to progress their projects. Also, lessons learned
are required effective communication, which could made all participants understand in the
same direction (Goodman, 2012). However, even lessons learned has been identified, it is
hardly been adopted in practices. Openness and willing to learn of leader could reflect on
performance of organisation. One challenge of firm is a capability to apply and sustain
learning through their process before make it results in corporate structure and practices.
Additionally, lessons learned process are not often captured well neither at the end of the
project nor during the project. Due to the participants leave organisations, these may build
Corporate amnesia; meaning that companies lose information and know-how (McIntyre, et
al., 2015). By examining these complications, the team or organisation would be able to
understanding the gap between benefits in theory and achieve in practices. Consequently, this
could improve their ability to apply and capture lesson learned in the future.

The Denver International Airport

When the new Denver Internatonal Airport was constructed. In order to delivery
baggage much faster to travelers, a manual labour system will be replaced by a fully
automated baggage system which integrate the system to entire airport (three concourses), all
airline and all baggage distribution including transfer flight, inbound and outbound flight.
Unfortunately, the project was 16 months delay from its deadline that cost $560M over the
budget (Bonnie, 2014). Also, the automated baggage system only perform for one airline
(United Airline), for outbound flight and one concourse only. Additionally, 10 years later, the
system was discarded because it cost the airline who used the system $1M monthly for
maintenance.

From these mistakes, there are three main obstacles that should be reviewed from this
project. Firstly, due to the complexity and uncommonness of system makes the project
difficult to manage within 2 years (Colleam Consulting, 2008). So, assessing project
feasibility and complexity of each project is important, in order to estimate correctly and
diminish possibility of the project delay. Secondly, the key stakeholders participate and
indicate the vital requirements during the project was processing, that impact time schedule
and the team had to redesign the system. Lastly, the project was postponed for 16 months
because the handling system is lack of readily. Owing to the project team tried to install the
full system instead of testing the new system in a section, then gradually implement into the
whole area to ensure the system would work. Consequently, they used the manual labour
system

in

the

remaining

area.

The Apollo11 project

The Apollo project was the US spaceflight program that managed by the National
Aeronautics and Space Administration (NASA). The aim of Apollo11 was landing Americans
on the moon and returning them to Earth (NASA, 2015). This is an enormous challenge in
order to make the imagination a reality and the project had complex levels of risk. The
Apollo11 struggled with numerous obstacles, due to the organization provided essential
trainings for astronauts such as vehicle system training, military water survival and
spacewalk training. Trainings will develop the information and skills that prepare for a flight
(NASA, 2011). In Apollo 11 flight, errors of navigation were happened, these led to landed in
unacceptable territory. Due to the training program, Armstrong could solve this situation by
his experiences (Eppler, 2008).

Apollo was a huge program, the project collaborate with various sectors of crew,
without good planning and appropriate communication, Apollo could not achieve its goal in a
few historical years. Refer back to Apollo1, the project faced with the fatal accident in
historical of the US spaceflight. NASA hurriedly found the possible aspects such as materials
inside the Apollo1 cabin and wrote the lessons learned reports and examine evidences to be
an effective guideline for next relevant models. The Apollo project leaders broke down the
mission to smaller steps and clearly set milestones. This planning method is easy to measure
the progress and well organize the project to reach the mission. Furthermore, team
communication and coordination were challenges of the complex project. Owing to small
groups in the project, the way to communicate and cooperation are the key components to
drive its smooth and avoid perilous errors (Bonnie, 2015).
SNCF Train Project
SNCF (Socit nationale des chemins de fer franais) is the French National Railway
company which operates almost all of Frances railway system. However, in early 2014 the
company confronted a problem by their bad assumption, purchasing 2,000 new trains which
intend to replace regional lines in France. The newly designed trains were too wide to operate
in many railway stations and only compatible with platforms that built within last 30 years.
Consequently, the government has decided to rebuild almost 1,300 stations in order to make
them compatible with the trains which could make it cost more than 50million euro (Willsher,
2014). Also, the new fleets of trains are higher than the maximum height of the tunnels along
the Riviera coastline route in Italy (Smyth, 2015) which has forced passengers to stop at the
French border and transfer to smaller train.
The causes of this 15 billion euro project are completely transparent. One aspect from
this issue is that the team fail to address detail. It was claimed that RFF, who operate rail

system within France has provided wrong information to SNFC, the company who response
for train network (Calleam, 2014). The dimension that given by RFF was not refer back
enough to cover far older platform that are not built on the same standard size. Consequently,
this leads the team to bring out mistake by making a wrong assumption, which could remind
other projects to pay attention on detail. Another important factor that should be considered is
communication between organizations. Both organizations are responsible to check the
information they need before co-operate works and approve data together. This could be
lesson learned of communication breakdown which could happen not only between
organizations but also within single firm.
London 2012 Olympic Games construction project
In March 2006, The Olympic Delivery Authority (ODA) was established by the
London Olympic Games and Paralympic Games Act. The ODA is responsible to build the
Olympic Stadium, Aquatics Centre, International Broadcast Centre and all in the Olympic
Park, to build temporary arenas/facilities that has to be dismantled or relocated after the
Games, and to build transport infrastructure and operations to support the Games. Five years
later, the project has been delivered on time and within budget. The project was successful as
a result of the hard work and dedication of the staff at the ODA and Partner. In order to
capture the lessons learned from the London 2012 construction project, the ODA has worked
closely with contractors, industry partners, government bodies and academia to document
these lessons, innovations and best-practice examples. The Learning Legacy website has been
created in order to share the knowledge and lesson learned from the London 2012
construction project to the same industry projects in the future. The series of lesson learnt are
consists of many aspects including equality, inclusion, employment and skills, Health and
safety, Master planning and town planning, Procurement and supply chain management,
project and programme management, Sustainability, Systems and technology, Transport and

Archaeology. The ODA hired a Delivery Partner with experience of large-scale construction
project management in order to ensure that all of the project outcomes were delivered on time
within budget and high quality. With a strict monthly cycle of reporting, The Learning
Legacy project can capture lessons learned on every processes. For example, the lesson
learned captured from engineering content management and collaboration system is that the
engineering technology had to be submitted in the same standard and required format such as
CAD drawings or Coding standard. As many contractors from different companies working
in the same project, if the contractors failed to use standards as intended can cause the
confusion among consultants and contractors. Another example is that reliable connectivity to
collaboration system was a significant issue. From day one after project launched, users face
with poor connections which cause lacks of immediate responses. Working across different
parties, accessibility of collaboration system depends on connectivity. Therefore, IT
infrastructure should not be underestimated and caching servers were required.

These all cases above provide essential useful lessons that should be reviewed before starting
the new project. First of all, the complicacy of project should be assessed. The more complex
project is, the more careful the consideration should be. It tends to take more time to get the
project done than the simpler project. Secondly, As PMIs 2013 Pulse of the Profession report
indicated that the projects which are applied by effective communication are more successful
and could reach a high performance. Therefore, the effective communication is essential. All
information about the project should be informed to the relevant people, in order to help
everyone to understand in the same pace over the projects life cycle, such as the project
objective, project plan, risks and project progress. Moreover, if there are some changes occur
during the project, communication could help team member to assess risk and find solution
together. Finally, all problems, solutions and successes should be collected into document
form that can track and recognise all progress of the project.

However, Martin (2003) claims that from his research with a variety of project teams
demonstrates that knowledge and lesson learned captured from different projects might not be
able to completely integrate into organizational lesson learned experience. This is due to the
fact that there is a gap between theory and what it is actually happen. For example, the people
who are involved in the problem solving processes are usually not the same people who are in
a project documentation team. Therefore, new experience of problem solving sometimes are
not likely to be transferred to documentation (Argyris, 1999). When the end of a project, the
projects team members might move on to new projects or another team immediately. As a
result, the lesson learned might be omitted to write down. Another gap would be informal
communication. For example, when the problem occurs, the team member usually talks to
supervisor or make an agreement with peer informally. So, the issue will not be raise in the
meeting and then it will not be recorded in the meeting. This could cause the risk of a
knowledge loss at a projects period. This is a serious matter for organisations especially in
knowledge-base

industries

such

as

IT

consulting,

innovative

engineering,

and

pharmaceuticals. However, most of organization are trying to overcome this problem by

making a standard of project learning cycle in project management.

Part B One-day fundraising project

Dog Run Fundraising
1.1

Project overview and key deliverables

The project aims to organise a charity Dog Run Fundraising event to be held on 3rd
September 2016 at Stoke Park, Guildford, Surrey. The event will held a number of different
activities mainly is 5 km distances marathon between dogs and owners. The aim of the event
is to improve relationship between dog and owner as this will offer a chance for them to do
activities together. Besides, this event would help to improve dogs health and behaviour that
cause from lack of exercise. All participants that attend our event will be charged for an
entrance fee, and further support goods from sponsors will be provide to all attendees. Money
raised by the project will be used to cover all costs from organising this event and remaining
profit will be provided to Mill Brook Animal Centre for helping injure, sick and homeless
pets. Also, Mill Brook organisation could use this opportunity to raise awareness and offer a
chance to adopt unknown pets.
As Winter (2015) reported that Britain confront abandoned pet crisis, there are 47,000
dogs were dumped by their owners and left it with local charities in 2015, and there struggle
to look after those unwanted animals. Because of this issue, the objective of this project is to
improve relationship between owners and pets by using exercise activity as a tool. The
location chosen for this event need to be flat and could allow animals to entrance.
Consequently, Stoke Park is suitable to be used and held the event. A wide and large of
outdoor space will help to maintain a good flow of circulation during the event.
Each attendee will be charged 14.99 for 1 adult and 1 dog (including with doggy
bag, food, toy and poo bag which support from our sponsor). Extra 5 fee will be charged for

each additional pet or human. The estimate number of participants in this event is around 80
to 100 people (maximum). Consequently, it is expected that this project could raise a
minimum revenue of 1,200 - 1,300 throughout the event.

Key deliverables from this project could be an experience that attendees could earn
from participated this event as it offer an opportunity for people who have the same area of
interest to communicate, express and share their opinions together. Also, Mill Brook Animal
Centre could use this opportunity to draw attention from participant in order to increase
awareness of injured and homeless pets which could safe animal life and avoid pets being
abandoned in the future.
This report describes main elements of project management including:

1.1.1

Project scope (including WBS Work Breakdown Structure)

Project budget
Stakeholder analysis
Risk assessment
Project monitoring and control
Project closure
Sponsor review
This project require various support from different sponsors, e.g., dog food from

Royal Canin, animals care and first aid from Veterinary School of University of Surrey and
other goods or subvention support from local business and pet shop. The owner of this project
is project team along with Mill Brook Animal Centre taking part being the beneficiaries as all
advantage will deliver to support this organisation.

1.2. Project Scope

1.2.1 Project Objective

To organise a one day charity event and raising fund for Mill Brook Animal Centre
which located in Chobham, Surrey. The project planning will start 3 months prior before
event day and estimate maximum cost with not upper than >>>>>>> ESTIMATE COST
********

1.2.2 Requirements
The technical requirements is the project tasks that include specific skills and
competences, it is achievable to arrange dog run event and is listed from both preparation
period and on the event day.

Online access and social media for public communication

Survey surrounding area at stock park

Accountant for managing bank account and reporting money in and out

Veterinary knowledge for dog first aid

Medical knowledge for human first aid

Marquees installation

Decoration at the event for example entrance area, start-finish points, flag

Timekeeper for recording statistic

Sound equipment is used for general purpose on event day

Electricity equipment including cable, plug, emergency generator

The requirement of location permission (Stock Park) need to be considered, in order

to use public location to run a fundraising event, Additionally, Health and safety should be

well prepared and be ready if an accident happen urgently. Running practice programme for
both participants and dog before the event day should be suggested for reducing injury risk.
1.2.3 Limitations and exclusions
Limitations and exclusion are indicated for control neatness of event and notify which element
are included with or without in the event.

This fund raising event is one-day time limited.

Regarding to event location, the maximum capacity is 100 participants.

The event will be finished by 2 P.M. on event day.

Participant has responsibility to take care their own pet excretion and medical fee in
case of dog quarrel.

There are no available food stall at the event but beverage will be served.

Committee judgement regard as terminate.

Target participants is a person or community who love animal and want to spend time
with them.

The event will be cancelled depending on the weather.

1.2.4 Work-Breakdown-Structure
All work of project can be divided into smaller tasks associated with project scope
and deliverables, in each task is included several work packages that is manageable and
responsible by one person, this process called work breakdown structure (WBS). It help
project manager to identify and control all tasks in different level (Larson and Gray, 2011).

Figure ? shows Dog run fundraising event work breakdown structure which divided
into 8 main tasks on a basis of main different tasks and a group of work monitoring process.
Furthermore, responsibility of each member is shown in the responsibility matrix (Table ?)

WBS (Work Breakdown Structure)

1 Level 1
1.1 Level 2
1.1.1 Level 3

1.2.5 Milestones

A milestone plan is the list of significant points in a project which are required to be
done by its deadline in order that the project will be completely delivered on agreed timeline
(Burke, 2013). The table below shows milestones for the event and relates each to one or
more work packages.

Table ?: Milestone Plan (if wordcount is enough, add more describe )

Mileston
e

WP Code

Description

Deadline

Project start

02/05/2016

1.1.1, 1.1.2, 1.2.2

Venue secured

13/05/2016

1.3.1, 1.3.2

Police and First-aid service confirmed

19/05/2016

1.2.1, 1.2.2, 1.2.3

Facilities confirmed

19/5/2016

1.7.1, 1.7.2

Allocation of volunteers confirmed

1/6/2016

1.4.1

Sponsors confirmation

1/07/2016

1.5.1, 1.5.2, 1.5.3, 1.5.4,

1.5.6

Publicity completed

19/07/2016

1.5.5

Ticket sales completed

24/08/2016

Preparation completed

30/08/2016

9
10

1.1.5

Event completed

05/09/2016

11

1.4.7, 1.6.4

Project closed

13/09/2016

1.3 Project Organisation

1.3.1 Organisation Breakdown Structure

An organisation breakdown structure is a hierarchical diagram that describe the

instituted organisational structure of the project planning and resource management. The
chart below shows the organisation breakdown structure for this charity project. The project
team is an internal project association that outsourcing contributors will support the team on
their tasks.

1.3.2

Responsibility Matrix
Project manager utilise responsibility matrix to distribute project team and stakeholder

responsibilities, based on work units, and deploy communication relationship on individual

duties (Burke, 2013).

Team members and all stakeholders will be assumed that they have four different
types of responsibility: responsible, accountable, consulted and informed, in different work

components. More than one responsibility are taken by one person due to their position and
their role. Responsibility metrix will be shown below.

Responsibility Matrix

1.4 Project environment and stakeholder analysis

This division states an overview of crucial stakeholders for this project. Table 3
provides the major stakeholders and defines attitude towards the event, power over and
attention in the project.
Table ?: Stakeholder Overview

All event or organisation have their stakeholders, either they are profit making and
non-profit making existence. An internal mentions to any stakeholders that be a part of
project organisation and directly associated with arranging the event. Main stakeholders have
positive connection with the project, particularly the stakeholders who come from a part of
the university and local businesses such as veterinarian school, some volunteers and local
businesses that relevant to animal. Certain students and local businesses may be disinclined to

participate the event due to uninterested in the campaign, so it relates to a negative

relationship.

The advantages that some stakeholder will obtain from the event are limited led to they will
have neutral association with the project. Figure 3 shows whole stakeholders are located on a
stakeholder matrix. The project team can estimate the method how should they deal with each
stakeholders.

Stakeholder Matrix

1.4.1 Stakeholder Communication Strategy

Communication plays a significant roles on project management to inform all
stakeholders about project detail and track project progress. An effective communication
leads to be successful project (Larson and Gray, 2011) The detail of stakeholder
communication including responsible person, objective of communication, communication
scope, communication channel and frequency will be expressed by the type of stakeholders
that are classified as same as the stakeholder overview table (Figure ?)

1.5 Project scheduling

To schedule project, the critical path method (CPM) is consider to be used to plan the timeline
and resources. The CPM shows how the duration of each activity can impact to each other and the
relationship between activities (Gareis, 2005). It is also able to help controlling resource and timeline
(ibid.).

The projects Gantt chart demonstrates the starting project phase, planning phase, preparation
phase, Event execution phase and the closing project phase. The partial version is shown in figure 4.
The fully version of entire chart can be seen in the Microsoft Project file. Each phases are linked
together with predecessor and successor. Each tasks in Gantt chart are linked with Finish-to-Start
relationship. The partial network diagram in figure 5 shows the critical path in the event day which
cannot be delayed. There are the critical tasks with the red highlighting which is not able to be
postponed due to its fixed date event, otherwise the project event might not be started on time while
the white tasks have some float time. In the planning and preparation phase can be delayed for a few
days because it does not affect to event date whereas in the event day, every task must be on time
because there are many stakeholders effect. In the last phase which is project closure, we have to
summarise the financial accounting and hold lesion learned meeting.

Figure 1: Project Gantt Chart - Extract

Figure 2: Network Diagram Extract from Post-Event Phase

1.6 Project Budget

As our group does not have previous experience with the type of event project. The bottomup approach has been chosen to estimate the budget. This approach helps identify the cost of each
element in a more detail than top-down approach even though it is also a time-consuming approach
compared with another method. Listing the task requiring to complete the project is the first step and
then assign the cost to each element.

Figure 5 illustrates the budget allocated into each element of the WBS. Some of elements
requires a zero budget because they can be done by each members in the group or they are already
assigned budget in their areas. The majority of budget is allocated to facilities due to an unrequired
wage for volunteers. In the closure project, external financial auditors will be required to ensure that
the financial report is done correctly.

1. Dog Run
1200

1.3 Health &

Safety (20%)
240

1.4 Sponsors
(0%)

1.5 Marketing
(10%) 120

1.6 Finance
(5%) 60

1.7 Human
Resource (0%)

1.8 Co-ordinator
(10%) 120

1.2.1 Sound
Equipment
(120)

1.3.1 First Aid

for human (90)

1.4.1 Sponsors
Contact

1.5.1 Corporate
Design &
Information

1.6.1 Budget
(0%)

1.7.1 Allocate
Team Roles

1.8.1
Stakeholder
Relationship

1.1.2 Alternative
venue

1.2.2 Toilet
(120)

1.3.2 Fisrt Aid

for dog (90)

1.4.2 Sponsors
Report

1.5.2 Social
Media

1.6.2 Bank
Account (0%)

1.7.2 Volunteers
Recuitment

1.8.2 Briefing &

Preparation

1.1.3 Layout

1.2.3 Electricity
Equipment
(120)

1.3.3 Fire safety

(60)

1.5.3 Online
Advertising

1.6.3 Financial
Report (60)

1.1.4 Waste
management

1.2.4 Marquees

1.3.4
Contingency
Plan & Risk
Assessment

1.5.4 Offline
Advertising
(120)

1.1.5 Site
Survey

1.2.5 Parking
Area

1.1 Location
(25%)
300

1.2 Facilities
(30%)
360

1.1.1 Outdoor
venue (250)

1.5.5 Tickets
Distribution

1.1.6
Construction &
Break-down
(50)

1.5.6 Follow up
Campaign

Figure 6: Project Budget

1.8.3 Medals &

Rewards (120)

1.7 Project Risk Breakdown Structure

As the ISO 31000 (2009) / ISO Guide 73:2002 define risk as the 'effect of uncertainty on
objectives'. Uncertainties include events that may occur caused by obscurity or insufficient
information. It could be positive or negative impacts. If the risk can be discovered early the correction
will be simpler and less expensive, compare to that risk is never discovered during project is
processing. Risk management including risk identification, risk assessment, risk response
development and risk response control (Larson and Gray, 2011), is a preventive process to minimise
undesirable event that may lead to negative consequences. Therefore, risk management is vital
process that help project manager control the project on time, budget and reach desired objectives.
The project risk caused from external factors for example, economy, technology, legal that are
uncontrollable. Although external risks are not included in project managers duties, it is significantly
important to consider as a threats shows in Figure ? response strategies
Figure 5: Response Strategies

This chart displays the response schemes to encounter with negative risks that are
analysed at risk breakdown structure. The majority risks were identified for the integrated
project delivery, the mitigation strategy is designed to deduct and eliminate risks to people
and property such as outsourcing electricians and signing contracts from suppliers. Reaction
to risk can be clarified as avoiding, mitigating, shifting and retaining (Larson and Gray,
2011). Firstly, avoiding the risk is shifting the plan to remove the risk or condition. There is
impossible to rid all risk events but it can be possible to administrate the results. The second

is mitigating risk, which are two basic strategies of mitigating; reducing possibility that the
project may occur for example, agenda an outdoor event during the summer period. And
decreasing the impact that the opposing event would have on the project. Next, passing risk
to other parties is not changing risk. Before transferring risk to others, the project manager
should make a decision, which cluster can best control activities that can lead to risk
appearing. For instance, requiring dog insurance to help when injuries is happened, this
involves dividing the risk hence it is possible to cope with condition that originates. The last
is retaining risk, the project manager sometimes should accept the risk that the event will be
faced. Due to a minor effect and a large scale of risk, the easy way to confront with them is
accepting. Most responses in this project are retaining, mitigating and transferring, these can
be list into table5 below.

Figure ????? : Map of Risk Breakdown Structure

1.8

Project monitoring and control

Project success ensured by updating progress and team performance to stakeholders

and continuing contributes documentation. Normally, evaluating progress associated with

project scope, benchmark aims, timeline and budget, which helps to confirm that there are no
disagreeable surprises as the plan unfolds. The improvement of project will be monitored on
a weekly and deviation from the agenda. And the responses should be discussed when having
project team meeting. The budget control might be one of the crucial factors to monitoring.
Furthermore, the milestone all over the project will be observed against expected attainment
dates and actual veritable dates to look into the progress on schedule. The event has to
produce on a specific date (Saturday 3 September 2016), there is no feasibility of the project
rd

overrun. Thus, it was considerable to consist slack time in the agenda to authorize slight
delays between the preparation period. Moreover, cash flow is another area that should to
monitor, some stakeholders and suppliers may request payment of each a deposit or whole
amount for confirming equipment booking. As the sponsors may give us materials and
subvention in advance, this money will be used for paying suppliers in advance such as venue
fee and audio fee. Others expenses will pay until the event day, after the entrance fees were
collected. All money will transfer and utilize to the local community after deduct expenses.

1.9 Project Closure and Evaluation

By the end of event, the winner from marathon or sponsor will be invited to give a speech to
reinforce a sense of satisfaction. After project has been closed the team will undertake an
evaluation process in order to analyse the level of success. Elements that could be used to
determine the outcome of this project could be considered by several aspects including
financial and number of visitors. The competence to manage project in limited budget and

revenue including with both before cutting cost and after, will be measured. Another visible
feature could be number of attendees and how it present when compare with the projection
numbers. Reviewing the objections and success of the project could help to strengthen
learning outcomes that can be transferred or applied in the future project. Hence, all team
members and sponsors will be invited to debrief about the project. In addition reviewing the
project together could improve positive memory and offer an opportunity to express their
opinions about the project. Also they will be asked about their satisfaction whether the
outcome met their expectation. All remaining profit will be transferred to Mill Brook Animal
centre after reviewing project closure.

|Part

C Personal Reflections

Responsibilities distribution
This table shows the responsibilities of each members during this project.
Table 7: Distribution of responsibilities table
Team
member

Part A

Literature
review

Case
studies

Part B

Conclusion

Requirements & Limitations, RBS,

Monitor and Control, Evaluation
and Closure, Project environment
and Stakeholder analysis

Overview & Key

deliverables, WBS,
Milestone plan

Project
scheduling,
Budget

May
Chen
Kitty
Ike

Suchanya Kanjanachusak (May)

The initial process when the team received the assignment was tried to understand
purposes and clarify the question in each part. Firstly, the team decided to start with a part A
because it was case studies and lessons-learned that we can utilize in part B. We divided the
part A into two parts, which are four mini cases and theories literature review plus a
conclusion part. We brainstormed potential theories, gaps and conclusion together and then,
writing tasks were depended on pairs. Background of reading is a significant resource that the
members should to prepare for a group discussion; this will help the team create an efficient
meeting. The team made an appointment in every week to update and discuss topic that we
struggle with. Secondly, after the part A was finished, we continued with part B; create an
event for raising fun to a local community. This part is an important section to integrate all
lessons in project management to produce an event. We began with finding a local

community that has a potential to raise funds and found possible event that will fit for the
first of September. We came up with an idea of washing your dog event to raising fund for
homeless dogs at Millbroook Animal Centre. However, this type of event is an irrelevant
activity to the Britain and feasibility studies of this activity is less significant so, the team
decided to change the events detail to running with dogs.
Next, we planned schedule and fixed the deadline of each stage. Project planning is a
crucial material that must do to plan the whole work, the project will finish on time, if team
member followed and fixed the plan and maintained discipline, sometimes it could be flexible
because different people have different speed of work. When the plan will be changed, the
members should agree to move the deadline. In part B, we simulated ourselves to manage a
real charity event, found physical information and followed our project planning. This is a
good method to learning by doing. Personally, this branch of knowledge is new for me and
other friends; Ike and Kitty. Thus, we prefer to work and sit together while we operated the
assignment because this was an opportunity to discuss and response with each other for
making smooth process. Moreover, we run this project with other parallel assignments during
exam period. There can be no doubt that doing various things in the same time, the result will
not good as expectation. However, we try to do our best to produce this assignment. Time
management is very important, due to late starting of doing this assignment, the method of
work should be precise and punctual. Recording meeting note or writing the diary may help
you memorize what have you learn in these days and they can be your lessons learnt that you
adapt for future projects.

Raveerat Thaveesangskulthai (Ike)

At the first meeting, all member came for discussing what we are understand the
assignment in the same pace. If there are some questions, we can ask and explain to each
other. When we clarified what we have to do already, we planned to do part A assignment
first and divide work equally. In the part A section, I took the responsibility on doing one
mini case study of lessons learned and conclusion. Meanwhile, I started to think about the
one-day fund raising event, fun run event. At the third meeting, I proposed my idea to my
team then we brainstormed our ideas. Consequently, we are all interested in helping the dog
and other animal which is sick, injure and homeless. The fund raising event was washing dog
charity, then I was taken responsibility finding the potential cost of the event. Simultaneously,
I found that there are few washing dog event that arrange in the UK. Therefore, I mentioned
this issue to team member and they agreed with me. Then we changed the event to dog run
event that is more feasible. At the beginning of part B section, we all made decisions together
about event detail, model and scope, and listed all tasks that had to get done. I took a
responsibility on all tasks except project scheduling and budget, these tasks were done by
cooperating of 3 members.
Due to I had an opportunity to do this group assignment, there are many lessons that I
could gain after finishing assignment. What the group had done well is we all cooperate each
other. Although we already separated work to each member, when there are problems or
unsure case occurred I asked for members opinion and advice to make a decision together
and they always take part in. In addition, we have a good communication. Because of
meeting, we met at least once a week in order to update work progress and report problems,
then find a solution together. Meantime, we also write down topics we discussed that will
help us to recognise and summarise entire process when the project is finished.
However, there are also mistakes involve in our project. Once we have reached the
end of part A, we then discuss with lecturer what we have done so far. We found that we

misunderstood some points, so we tried to amend our work. This shows that we have to
understand what we have to do and the main objective of the question. Likewise, the real
project, if project team did something wrong and then they have to emend it that will lead to
spend extra cost and time. In order to prevent and eliminate that false, we should understand
customer requirements and what we can do to achieve those requirements before starting the
project. What we did well or wrong will be valuable information for developing and avoiding
in the next project.
Siriporn Leelasuksawat (Kitty)
The key method for project management is from learning by doing. During the
process of this assignment, I have become realized in the significance of communication and
planning process.
At first, our group has arranged a meeting in order to brief and discuss about the
assignment and try to understand purpose of each part. We have begun the project with part A
by allocate work to each person. Each team member is response to find a mini case and find
whether the case and theories are different. I started this part by reviewing the theories to
ensure my understanding before search and select the case. After that all team members are
bring together to help brainstorm and critic about the lesson learnt from each case study
project. This discussion offers an opportunity for us to share our opinions which help to
improve the knowledge and benefit for all of us. We decided to divide the work in part A in to
two parts and allocate work in pair. My part is to response literature review with May and one
mini case for each person. Our group meeting is arranging at least once a week in order to
update and review our work together.
Next, after all team members have finished the work in their responsibility, we have
come to brainstorm our idea in which project that we will run for part B. Our project plan

idea has changed over time during the process. In addition, we have an opportunity to discuss
about the assignment with lecturer, Clive Powell, and realize that we have misunderstood
about the cause and purpose of the project in part B. Hence, we came back and started this
section by searching for local charity that seems to have a potential for our group to cooperate and raise funds which we end up by decided to choose Mill Brook Animal Centre, an
organization that help injured and abandoned pets in Surrey. Our project main purpose is to
run an event to help injured and abandoned pets. At first we plan to do a project by organize a
shower pets event. However, this activity seems no feasibility in UK so we decided to pivot
our activity to organize a dog marathon event.
In part B we have decided to draw a schedule and deadline for each section. I become
realized in the important of planning process as its help us to keep our task on schedule and
make the work flow in appropriate way. Also communicate between team members help us
to ensure that we understand and do our work in the same direction as a team. Personally,
Project Management is a subject where I and some team members never study in previous
time. However, with assistants from all team members to collaborate work help to bring out
the performance and ability in each person which lead to success in our team.

Nontanus Tantirassamee (Chen)

In the project management group assignment, from my previous experience, what the
first thing I have considered is building a good team. So, I chose the team members who I
used to work with and be familiar with in order to communicate to each members effectively
and work in the similar approach, although, in reality I might not always choose who I want
to work with. After that we initial the project by making kick-off meeting where all team
members discuss about overall of the assignment such as what the point of assignment ask

for, which part has to be done first and who are responsible to that part. As a result of that, we
can ensure that every member is on the same page. We then decided to do the part A first
which is about lesson learnt discussion. There are 3 tasks in Part A. the first task is reviewed
and clarified by everyone in the group and then assigned two people to do research about its
theories and practices of this topic. Next, the second task is required to produce 4 case studies
by researching from the internet, we are allocated equally by one case per a person. For this
task, the project that came up to my mind is London Olympic 2012 which has a very
successful lesson learnt process of both in-project learning and project-to-project learning.
The third task, Ike and I are assigned to conclude the gap between theory and practice. And
then we explained and discussed our case studies in the third meeting after everyone
reviewed each others case studies. After we have done our works in Part A, we have some
questions about the objective of part B, we then make an appointment with the lecturer, Clive
Powell. And we are clarified about the cause and purpose of the charity event.
In the fourth meeting, we brainstormed the topic of event in part B. Each member was
trying to brought their ideas and voting for the best one. At first, the washing dog event was
voted as the best idea. After that everyone has to do the research individually first. In the next
meeting, after reviewing the possibility of the dog washing event, we finally considered new
one which is the Dog run fundraising event. I was assigned to do the project schedule
including the project milestones and the project budget. And what I then have to do is MS
Project file to put my schedule into the program. I was trying to list what task we have to do
in order to complete any WBS elements of the event and estimating required work duration
and resources. Finally, in the last meeting, we combined our works together and reviewed the
overall work before submission.

What I have learned overtime throughout the project management assignment is that
the well-organized workload is important. We have to plan and assign the tasks to individuals
clearly, otherwise, we will have done the redundant work.

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Appendix

Meeting NO.1 whole group

Date & Place: 19th March 2016, Heart and Soul Caf at Manor Park
Participants: Nontanus (Chen), Suchanya (May), Siriporn (Kitty) and Raveerat (Ike)
Assignment Objective Discussion
- Analyse the assignment topic in details; the problem is our members did not clear the purpose in each
-

task but everyone tried to understand in the same direction.

Planning the deadline of part A; decide the number of date that we might collect the work. We should

finish part A (mini cases) in a week after this meeting (26th March 2016).
We planned that everyone should participate in every part of this report.

Next Meeting for everyone: 26th March 2016 1 p.m. at Heart and Soul Caf at Manor Park

Meeting NO.2 whole group

Date & Place: 19 April 2016, Heart and Soul Caf at Manor Park
Participants: Nontanus (Chen), Suchanya (May), Siriporn (Kitty) and Raveerat (Ike)
As a result of Easter break meeting no.2 was moved to 19th April 2016
Discuss part A of assignment
- Conclude problem that everyone faced with their own task; we did not clear about mini cases that what
th

kind of project should we analyse and how could we describe these cases. In term of lessons learned that
others can read and use its or analyse these mini cases and write the point that we could use in part B
(charity project). However, we planned to find one each for mini cases and ask teachers when we have
-

project management class on next Thursday.

Dividing and planning part A task

Structure Overview Part A

Introduction and theory 400 words (May and Kittys task)
4 Mini cases 1200 words (300 words each)
Conclusion 400 words (Chen and Ikes task)
Open the team group on Facebook to post or share the link (Mays task)
Open Google Doc on Google Drive to collect and help each other to write the assignment (Chens task)
Next Meeting for everyone: 26th March 2016 1 p.m. at Heart and Soul Caf at Manor Park
Follow up 4 mini cases from all participants and assemble them on Google doc.
Ask Clive or James to make part A more clear.

Meeting NO.3 whole group

Date & Place: 26 April 2016, Heart and Soul Caf at Manor Park
Participants: Nontanus (Chen), Suchanya (May), Siriporn (Kitty) and Raveerat (Ike)
Followed up 4 mini cases and collected part A
- Whole team had finish mini case study but did not finish introduction and conclusion
- Discuss how to write literature review and conclusion in part A by help and brainstorm to find theories
th

and conclusion. Deadline of finish part A is on 30th April 2016.

Next Meeting for everyone: 30th March 2016 11 a.m. at Heart and Soul Caf at Manor Park
Follow up to finish all of part A on this Saturday (30th April 2016)

Meeting NO.4 whole group

Date & Place: 30th April 2016, Heart and Soul Caf at Manor Park
Participants: Nontanus (Chen), Suchanya (May), Siriporn (Kitty) and Raveerat (Ike)
Followed up and finish part A
- Finished part A but there are some point to correct and made this part more smooth. We will finish it
after finish part B.
Start planning part B of assignment
- Brainstorm about the topic of charity that we should to pick up and discuss in details. Finding the
-

interesting local community in Guildford area.

The topic that we choose is Dog washing
The team divides the work into 4 responsible parts

Conclude the overall project that we discuss today (Mays task)

Find the risk of the project (Kittys task)
Estimates the cost of the project (Ikes task)
Each member have to find feasibility of the project

Next Meeting for everyone: 4th May 2016 1 p.m. at Library room No.1
Follow up information of part B

Meeting NO.5 whole group

Date & Place: 4th May 2016, Library room No.1
Participants: Nontanus (Chen), Suchanya (May), Siriporn (Kitty) and Raveerat (Ike)
Followed up information of part B
- We faced with the problem that feasibility of the project is never happen in the UK.
- We decide to change the topic to Dog run fundraising, which have something relevant with the former.
- Re-planning the one-day event.
-

Next Meeting for May, Ike and Kitty: 9th May 2016 1 p.m. at Library room No.5

Meeting NO.6 3 participants

Date & Place: 9th May 2016 at Library room No.5
Participants: Suchanya (May), Siriporn (Kitty) and Raveerat (Ike)
Working together in area of
- Project scope
- Responsibility Matrix
- Stakeholder Overview
- Stakeholder Communication Strategy
- Risk Breakdown Structure
- Project Monitoring and Control
- Evaluation and Project Closure
-

Next Meeting for May, Ike and Kitty: 14th May 2016 1 p.m. at Library room No.2 to assemble the whole
work (of three)

Meeting NO.7 3 participants

Date & Place: 14th May 2016 at Library room No.2
Participants: Suchanya (May), Siriporn (Kitty) and Raveerat (Ike)
Assemble the whole work (of three)
- Arrange and combine the work
- We will check the grammar and produce table of contents, appendices, list of figures and tables.
-

Next Meeting for May, Ike and Kitty: 14th May 2016 1 p.m. at Library room No.2 to