This tutorial will discuss a real world case study by focusing specifically on:
The case study used for this tutorial is the the development and construction of an energy efficient house for a couple. Once the planning phase is complete, it's time to put the plans into effect and begin the work of creating the project deliverables.
You are the project manager for this case.
1). Communicating Progress: To make sure everyone understands the work involved in our home construction, you organize a kick-off meeting at the building site. The architect, the homeowners, and the leads for the construction crews attend.
At the meeting, you lead the group through the plans created during the planning phase, presenting the crew leaders with an accountability statement outlining the expectations for their work.
The communication plan is also reviewed during the meeting. Over the course of the house construction, you will communicate often with all levels of the construction crews, the homeowners, and the architect. All available methods of communication should be used.
Email updates are sent every day to the stakeholders, detailing the progress made on the home and alerting the stakeholders of any issues that were encountered.
You may create a website where the schedule can be viewed and where the homeowners can provide feedback on the work. Phone calls, in-person meanings, and videoconferencing from the building site are used to communicate about the project with the architect.
It's your responsibility to make sure every team member is aware of the communications that should be used; you should use the communication methods as well to set a strong example.You will also formally communicate project progress with the homeowners and the architect through weekly status updates, which contain:
- Schedule updates
- Budget updates
- Deliverable updates
Any issues with these items are highlighted in red. In order to provide detail for the status report, you closely monitor the project’s schedule and budget. For each task and each individual working on the task, it's important to track the percent of the work complete and the actual time and effort already put into the task. The schedule and the budget are updated based on this information.
When overseeing the quality of work, it is noted that the wrong type of shower head was installed, which would result in the homeowners using more water.
This would be discussed with the crew, and the shower head would be changed. Without this quality review, the homeowners might have been the ones to discover the problem, leading to frustration with the team.
2). Risk/Change Management: In addition to monitoring the schedule and budget, the project manager actively manages risks during this phase. All risks are categorized using the risk matrix, and are evaluated based on the likelihood they would occur and the impact on the project if they did occur. One possible risk we mentioned in our project was the danger of the house becoming too hot in summer due to the number of windows used to gather solar heat.
After the installation of the windows, this risk is triggered as the crew finds the house becoming too warm. The architects adjust contingency for this risk. Tile should be installed in some areas to absorb the heat and release it more slowly.However, any change this large to the project scope needs approval from the homeowners. Change management is the project manager’s responsibility, so a change request is prepared and submitted to the homeowners and architect for approval. The change request should describe:The issue The recommendation for addressing the issue The impacts to the schedule and budgetWhen the homeowners review the material and agree to make the change, the project manager then schedules the tasks.
3). Individual/Team Management: While overseeing the work, the project manager continues to communicate with all individuals in the project.When team members suggest ways to save money for the homeowners, or provide more energy efficiency, you praise their efforts and recognize their work during the daily progress meetings. Feedback is also shared from the homeowners and the architect with the project team. This motivates the team since they understand that their efforts are appreciated.
As a result, the house is finished within the budget and schedule approved by the homeowners, and is ready to move on to phase four, closing the project.
This tutorial demonstrated a case study phase three: managing the project, which includes communication process and risk management.
Source: this work is adapted from sophia author jeff carroll.