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E328 – Project Management

Worksheet for Lesson 04_05_06: Cinewav

1. What kinds of questions do Project Planning try to answer?

1. What must be done?
2. How should it be done ?
3. Who will do it?
4. By when must it be done?
5. How much will it cost?
6. How good does it have to be?

2. What are the consequences of NOT doing project planning during the initial stage of a project?
(NISA)
● Projects without objectives will be unable to see through to completion.
● Project without scope will run into grey area
● Project without Work Breakdown Structure will have difficulty managing if the project is
complex
● Project without Responsibility Matrix will result in conflicts and confusions
● Project without Gantt Chart will have no proper tracking

3. Refer to the Case Study, construct a suitable Project Background for this project. (HUDA)
Due to COVID-19 experience, Superleague Ltd would like to provide dormitory workers with
in-house entertainment. They are planning of building a big movie-like screen that
allows workers to watch in-house movie screening while listening to the audio using their mobile
phones. Superleague has invited Cinewav Pte Ltd to share their product as part of the project
planning.

4. Refer to the Case Study, suggest a suitable Project Objective Statement for this project. (Hint:
Use S.M.A.R.T. to help you) (NISA)

Specific: Assign David, Mary, Sebastian and Raj

Measurable: To construct two foreign worker dormitories
Attainable: Could house 5000 workers
Realistic: Within a budget of 2 million dollars
Time: By 31st December 2023

5. Refer to the Case Study, determine the possible project scope for this project. (Hint: Think about
the design, cost, training, safety, structure, etc. aspects). For every project, project team always
worries about “Scope Creep”. What is “Scope Creep”? (MUZDALIFAH, NISA)

Project Scope
Superleague has just managed to bid the project to construct two foregin worker dormitories in
Changi East that could house 5000 workers to support the upcoming Cross island Line (CRL)
project.
To be fully complete by May 2023

Provide dormitory workers with some in-house entertainment.

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Explore the feasibility of building a big screen that allows workers to watch in-house movie
screening while listening to the audio on their mobile phone.

To be completed by end 2023. Assuming, 31st December 2023.

Scope Creep is a project that has seen its original goals expand while it is in progress. It is when
small changes are being made that may be unnoticeable. Scope Creep may result in projects to
take a longer time to be completed or cause the project to fail. When the project is completed, the
scope creep may cause the final deliverables to look nothing like what was planned initially.

6. Refer to the Case Study, what do you think are the suitable performance measures for this
project? (JORDAN, HUDA)

Performance Measures are specifications and requirements established for outputs of the project
and how they compared to the objectives. It is good to define performance measures so as to
determine the ability to achieve the specifications on the quality of the project output
Example: To measure Quality, provide Surveys to Foreign workers (85% says good, 15% says
otherwise) etc.

7. What is a Work Breakdown Structure (WBS) and find out the different formats describe below
that can be used to present the WBS? (MUZDALIFAH)

● Outline View
● Hierarchical Structure (Tree Structure View)
● Tabular View

Work Breakdown Structure (WBS) is a deliverable-orientated hierarchical ?? of the work to

be executed by the project team to accomplish the project objectives. It organizes and defines
the total scope of the project.

Outline View presents the WBS as a vertical list with each sub-deliverables included. It
provides an easy way to view and understand the WBS.

Hierarchical Structure (Tree Structure View) includes the major groupings commonly used
in the field. Major project work deliverables / systems are identified first, then the sub-
deliverables necessary to accomplish the larger deliverables are defined.

Tabular View is a more intuitive way to show hierarchy using a table. It is preferred for
organizations which prefer table formats.

8. The table below shows partial list of tasks, work items and durations that the project team has
identified to be addressed in the project. Construct a Work Breakdown Structure (WBS) in a
“Hierarchical Structure” or “Tree Structure View”. Use WBS identifiers (e.g. 1.1, 1.1.1, etc) to
each element in the WBS for the purpose of designating the elements hierarchical location within
the WBS. (Hint: WBS Code: A unique identifier assigned to each element in a Work Breakdown
Structure for the purpose of designating the elements hierarchical location within the WBS.)

Work items Tasks Involved: Duration

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Pre-construction survey 14 days

Engineering and Prepare Preliminary Design 28 days
Design Prepare Detailed Design 35 days
Engineering Design Report compilation 4 days
Evaluation construction cost (including building
40 days
a big screen)
Cost Evaluation Evaluate operation cost (including staff training) 30 days
Evaluate Maintenance Cost 24 days
Total Cost Report compilation 20 days
Develop requirement for hiring staffs 60 days
Staff Hiring &
Evaluate Staff training requirements 30 days
Training
Develop Training Procedures 40 days
Safety Certification Gather local construction safety regulations 120 days
Understanding the certification process 90 days
Liaising with authorities to get certification 70 days
Site tendering 45 days
Site development 100 days
Construction
Civil Structures 205 days

9. In any project, the project manager needs to assign roles and responsibilities with the team. How
do you as a project manager assign responsibilities in the project using a Responsibility
Assignment Matrix (RAM)? What are the key factors to consider when assigning personnel?
(HUDA)

To assign responsibilities:
• Identify who will be responsible for completing each of the work packages in the WBS.
• Usually only one person or party is assigned the primary responsibility and accountability.

The key factors to consider when assigning personnel:

• Availability –Who is available & when are they available?
• Competence –Can they do the job, do they have the skills, experience, can they lead?
• Influence –Can they gain access and have a credible impact on project stakeholders?
• Interest –Are they interested in working on this project? Will they have a sense of
responsibility?
• Cost –How much will it cost to use those resources?

10. One of the important tools for tracking roles and responsibilities is the
Responsibility Assignment Matrix using RACI matrix. Use your own
initiatives to determine the roles and responsibilities of the individuals, draw
a RACI for the project team corresponding to the WBS activities. What is
the difference between “C” and “I” in the RACI matrix? What are some of
the rules you should keep in mind when creating a RACI matrix?(jord)

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For Informed, it is about those who are kept up-to-date on project progress and completion with
one way communication whereas for Consulted it is the opinions of subject matter experts and
two way communication. A few rules would be not to have too many consultants, the right
amount of people responsible and to keep people informed.

11. ** Below is the eVideo on how on some basic settings when using MS Project 2019. Copy the
hyperlink to your browser to start viewing.
https://drive.google.com/file/d/1K_IM3hknDH45ehS8OBxtwlV1eTqdmUr-/view?usp=sharing

Imagine you are the project manager handling a software project with 5 tasks identified, namely:
Plan, Design, Develop, Test and Handover. Assume all the tasks will start after the previous task
(a.k.a Predecessor) has ended and the project will start on 1 Sep 2021, you are to determine
when the project will end using MS Project. Your lecturer will assign your question corresponds
to the “Student” in the excel file and upload your file to the individual folder.

12. Using MS Project template below, perform the project scheduling in the form of a Gantt Chart
using the duration provided in Q8. What are the advantages and disadvantage of using Gantt
chart? What is the total duration of the project and when will the project complete? (Hint: Look at
the “Duration” column in Q8 corresponds and input to the tasks in the Microsoft Project file
provided. You can view how the Gantt Chart is constructed using MS Project using the link
https://drive.google.com/file/d/1_hDNdtP2o4A19TUpUiDar6WLEDyx_QdA/view?usp=sharing)
(MUST DO)

The total duration of the project is:

The project will be completed on: 12/06/2021

The Pros and Cons of using Gantt Chart:

Advantages
● They provide an excellent
presentation tool for illustrating
groups of milestones and
demonstrating individual
resources scheduled to time
● Easy to visualize especially
during presentation
Disadvantages
● Does not effectively address the dependencies
between tasks
● It is difficult to show two sets of dates when using
techniques such as earliest start date and latest start
date
● It is difficult to show slack and critical path without
additional notation. (We can use simple language to
explain to students, such as “availability of buffer
days throughout the project”

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13. On top of the above coverage, what other aspects do you think should also be addressed during
the project planning process?

- Prepare a budget and resource plan that allocates funding and other resources to
support work activities as necessary according to the project schedule (via the developed
Gantt Chart).

- Prepare a plan to review and control work performance after the project has begun to
keep track of the project.

● Develop Project Communication Plan

- As needed, revise and update the below plans to reflect recent information, current
project progress, and latest estimates of the time and cost to complete the project.

• Develop a monitoring and control plan

• Quality plan
• Risk and uncertainty management plan
• Work review plan
• Change control plan
• Documentation Plan
• Procurement Plan
• Implementation Plan

14. Industry Talk and Sharing (Virtual Activities)

Cinewav is a mobile app that allows users to watch a movie on a big screen and listen to the
audio on their mobile phones and headphones (perfectly in sync). This replaces speakers,
scaling to as many users as needed and eliminates noise pollution allowing the activation of
novel movie venues. It allows multiple screens showing multiple movies simultaneously and
audience members socially distanced. It is a world first technology developed in Singapore,
patent pending and live on the Apple and Google Play App Stores.

In this Industry Talk and Sharing, the speakers will share more how they use project
management in their projects.

Discuss and share your takeaways from this industry talk.

Good sound quality from all different angles such as from the front left, middle front, front right,
left and right rear.

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The connection between the projection and the sound output through our smartphones is
smooth.

Going further…

15. You have learned about Agile in Lesson 1. What are the differences between Agile versus
Traditional Project Planning?

Lesson 05: What Makes A Great Project Manager?

Characteristics of a Project Manager

16. What are the project management problems you have seen in today’s case study? (HUDA)

The project management problems that we have seen in today’s case study are:
- meeting unrealistic deadlines
- Unclear direction
- Insufficient planning

17. View the YouTube video (https://www.youtube.com/watch?v=5l7Igvz9Oqg)(7:24m). Ann Aik is a

project manager. As a project manager, he will need multiple skills in order to lead a project
effectively. Below are 10 different project management skills. Within your team, discuss and the
importance of each skill and how do you rate (with a scale of 1-Very Low, 2-Low, 3-Average, 4-
High and 5-Excellence) Ann Aik for each of the skillset?

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18. What do you think are the key roles and responsibilities of a Project Manager in any project?
(HUDA)

The key roles and responsibilities of a Project manager are:-

Acquiring resources and personnel
Dealing with obstacles and conflicts that arise during the course of the project
Motivating team members
Communicating with different level of stakeholders

19. Suggest some of the desirable characteristics that Ann Aik should have. (HUDA)

● Credibility
- Administrative credibility (assist his team members), to check on the accuracy of
the reports etc.

● Sensitivity
- Be more sensitive in team member conflicts, not just assigning tasks without a
care of what they are going through.

● Leadership
- Keep team members energized, enthusiastic, well-organised, well-informed and
motivated

● Ability to handle stress

- Cope and handle stress with different workload and resources.

● Experience in different departments

- Have exposure and experience in the different departments and apply that
knowledge with the current team or the current project.

● Committed, drive to succeed

- Be committed to see through the completion of projects

20. Identify the various leadership styles that a project manager can use. (GIVEN)

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21. What are factors that determine the type of leadership style that a project manager should use?
What is Ann Aik leadership style for this case? (MUZDALIFAH)

Factors:
- Decision making situation
- The people involved - personality, skills and experience
- Time available
- Importance of the decision to the various stakeholders

In this case, Ann Aik’s leadership style is Autocrat.

22. What leadership style would you suggest to Ann Aik to adopt? (NISA)

Consultative autocrat. Ann Aik should work together with the team, integrate results and
fix a dateline together.

Managing Communications

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23. In order to have a clear, concise communication, you need to handle communication in a
structured way and choose the best type of communication for the situation. How do you
communicate with your team members? List all types of communications used. (GIVEN)

Communication Types Non-Verbal Communication

● Written Formal ● Body Language
● Oral formal E.g. Body posture, hand gestures, overall body movements.
● Written informal ● Facial Expression
● Oral informal ● Pictorial Representations
● Signboards
● Photographs
● Sketches
● Paintings

24. Fill up the table below with the communication types (as you have found out in question 5) based
on the different situation. (MUZDALIFAH)

Situation Communication Types

Updating the project management plan Written formal
Giving presentations to management Oral formal
Trying to solve a complex problem Written formal
Making notes regarding a telephone conversation Written informal
Making changes to a contract Written formal
Informing a team member of poor performance (first notice) Oral informal
Informing a team member of poor performance (second notice) Written formal
Scheduling a meeting Written formal
Clarifying a work package Written formal
Requesting addition resources Written formal
Trying to discover the root cause of a problem Oral informal
Sending an email to ask for clarification Written informal
Informing team members about a milestone party Oral informal

25. Identify the scenario where the different communication types are used in the problem today.
Determine their rate of feedback: Immediate, Fast, Slow, Very slow? (HUDA)

Communication Types When used in the scenario Feedback

Speed
Ann Aik informing his team members about the
Oral Informal Fast
project updates from the management.
Chris, Rachel, Yvonne updating Ann Aik about their
Oral Informal Fast
progress of their project.

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26. The illustration below depicts three team members co-located in a particular region, how many
different ways of communication channels are there? If the project manager is included, how
many communication channels will that be? Derive a formula used for communication channels.
(MUZDALIFAH)

Communication channels = N*(N-1)/2 where N = no. of people

First Scenario:
3*(3-1)/2 = 3

Second Scenario:
4*(4-1)/2 = 6

27. What are the elements in a Project Communication Plan? Find an example of a Project
Communication Plan and explain these elements. (GIVEN)

Elements in a Project Communications Plan

· Who – identify stakeholders of the project

· What – determine their information needs
· When – how frequent must the communication be

Typically, the Project Communications Plan is derived from the Stakeholder Management Plan.

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28. In today’s problem, what are the communication issues and what should have been done to
address them? Develop a project communication plan to help you answer this question.

Project Communication Plan (GIVEN)

Managing Conflicts

29. From the video, what do you think are the different reasons of conflicts in the project between the
Project Manager and his team? (NISA)
Communication, schedule, priorities, manpower.

30. In any conflict situation, we can describe a person's behaviour along two basic dimensions:
assertiveness and cooperativeness.
(a) Describe what is assertiveness and cooperativeness. (MUZDALIFAH)

Assertiveness - One could stand up for his or her own or other people’s rights in a calm
and positive way, without acting negatively (e.g. aggressive).
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Cooperativeness - One is agreeable in the relations with other people as opposed to

aggressively self-centred and hostile.

(b) There are five approaches (Thomas-Kilmann Conflict Modes) in resolving conflicts as shown
below, explain and rank them to the different level of assertiveness and cooperativeness (Low,
Medium or High) in the graph below: (NISA)

- Avoiding (Low Assertiveness, Low Cooperativeness)

Withdrawing from the conflict situation without addressing any party’s (including self)
concerns

- Accommodating (Low Assertiveness, High Cooperativeness)

Willingness to cooperate in satisfying others’ concerns while at the same time acting
unassertive in meeting own; accommodating individuals smooth over conflicts

- Competing (High Assertiveness, Low Cooperativeness)

This involves a strong competition with other party and an unwillingness to satisfy the other’s
concern even to a minimal degree

- Compromising (Medium Assertiveness, Medium Cooperativeness)

Include sharing positions, but not moving to the extreme of assertiveness or cooperation,
hence not maximizing the satisfaction of both parties

- Collaborating (High Assertiveness, High Cooperativeness)

Problem solving with a goal of maximizing satisfaction for both parties. Sees conflict as
natural, shows trust and honesty towards others, and encourages the airing of every person’s
attitudes and feelings.

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31. Negotiation is often the most effective response to conflicts in a project. Explain what you do
understand by “Principled Negotiation”. What do you do during a principled negotiation? (Hint:
view the video clip https://www.youtube.com/watch?v=zin0UPm2sxE) (NISA)

- Separate people from the problem

- Focus on interests, not positions
- Invent options for mutual gain before trying to reach agreement
- Insist on objective criteria

32. With an understanding of the five approaches in resolving conflicts, recommend how the project
team can resolve the additional daily 3-hour overtime conflict with Ann Aik.

1) Collaborating (HUDA)

The team members can air out their attitudes and feelings along with Ann Aik in
the project meeting. This way, they understand each other’s own priorities and
concerns and will try to make this project work somehow.

2) Compromising(Jord)

Team members can share positions, but not moving to the extremes of
assertiveness or cooperation, hence not maximizing the satisfaction of both
parties.

3) Accommodating(Jord)

Teams need to have willingness to cooperate in satisfying other

concerts while at the same time acting unassertive in meeting their
own.

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4) Competing(Jord)

The team needs a strong competition with other parties and an

unwillingness to satisfy the others concern even to a minimal degree

5) Avoiding(Jord)

The team needs to withdraw from conflict situations without

addressing any party’s concern including their own

Note:

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Going Further

33. The tree swing pictures are famous “cartoons” that demonstrate the dangers of communication
barriers, and failures of departments to talk to each other and with the customers. Using your
own words, interpret these pictures into situations on how such communication barriers can be
developed. (GIVEN)

1) When a customer describes what s/he wants, it tends to be true that s/he always overstates
it.
2) The product owner gathers the customer's requirement and summaries it.
3) Engineers follow PO's summary and make it work. Well, to some extent...
4) Then programmers will write it. However, when you test it, it is not workable.
5) Finally, we have a product, so the sales can start their job by exaggerating its features.
6) When you want to check the documents to, it is always nowhere to be found.
7) What the operations build is simply a rope. Gosh, I don't know what to say.
8) Customers are billed for extraordinary experiences.
9) The way Helpdesk solves problems is just simple and "radical".

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10) OMG! It turns out what the customer truly wants is just a simple tire swing.

Lesson 06: Organisation Structure

34. From the information provided in the Case study provided, illustrate using an org-chart how the
current organisation structure will look like? Describe the organisation structure.

35. Based on the organisation structure that you have illustrated in Q34, what do you think is the
current type of organisation of Super League Ltd? What other types of organisation structure are
there to cater for different projects’ need? Explain the key differences in these organisation
structures stated.

36. Below is the RP organisation structure based on RP Annual Report 2019/2020, what type of
organizational structure do you think RP belongs? Justify your answer.

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Source: RP Annual Report 2019/2020

37. Which type of organisation structure is suitable for organizations coping with uncertainty where
finding appropriate effective and timely responses to environmental challenges is of critical
importance? Why?

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38. Identify the below organisation structure. What are the pros and cons of this structure?

39. In some companies, they like to use the term “Hybrid” organisation structure. What is a Hybrid
organisation structure? What are the pros and cons of this structure?

Figure 1: A “Hybrid” organisation structure

40. What is a Project Management Office (PMO) and its purposes? Do you think the CEO should
implement PMO in his new organisation? Why or why not?

41. Based on the project descriptions in the problem statement, determine the departments that will
need to be involved for each of the 3 projects?

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42. The CEO mentioned to you that setting up a new project management department requires a
separate round of budget request, time and a lot of work involved, which is not in his favour.
What kind of organizational structure do you think the CEO should adopt to accommodate for his
projects? Explain the rationale.

43. Should the CEO appoint a new General Manager or individual Project Managers to be in charge?
Why?

44. Using MS Powerpoint, Word or Excel, draw your proposed organizational structure for the
company based on the rationale derived in Q41 – Q43.

45. If the CEO is an entrepreneur and will to setup the company from scratch focusing on the
projects mentioned in the pipeline, will you still propose the same organisation structure as your
proposal in Q44? Why or why not?

Going Further

46. Discuss some typical organisational culture in companies. Some people said that the
organisational culture of an entity will have a direct influence on the success of a project. Do you
agree? Why?

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