October 2023

ENGM91
Project Management
Project Management Business Game
Work to Complete Before Your Teams Second ENGM91 Tutorial This Week

1. To identify clearly how your group is going to be organised for the duration of the case
study project.

2. To establish guidelines for your planning meetings, identify who will be project manager for
each week till the end of term. The Project Manager must change each week.

3. To clarify how you will monitor and control your work – i.e. how you will collate the
necessary evidence to demonstrate your skills as project managers.

4. To produce a realistic initial project plan using Micrsoft Project, based on the scope of work
detailed in this document and the various project notes in this document. In addition, the
information given in the Suggested Procedure section should be consulted.

5. By this weeks second tutorial your team should be able to clearly demonstrate to your peers
that you have achieved all the above. This will be done by having appropriate documentary
evidence, as well as being able to show your peers your teams initial Microsoft Project Plan.

GUIDE AND GROUND RULES

General Information
1. This module requires students to work in teams, the size of which will be advised in class,
on a project management business game.
2. Each team must take responsibility for organising themselves to best manage the project,
and will be required to plan, control and close out the project.
3. The stages of the project are outlined in the module schedule document, and are subject to
any change that the Company, the Client, or other circumstances dictate.

The Team
1. The team must decide how they are going to manage and organise the work require to
achieve the tasks that are set each week.
2. It should be clear which team members have been set which task so it can be judged during
the peer assessment if all team members are doing their fare share of the work that is set
each week.
3. Each team should be able to demonstrate good clear organisational skills.
4. Team members should keep:
i. clear dated documentation – including all material brought to meetings with
the academic team,
ii. meeting minutes,
iii. project records (e.g. suggested remedial action by the academic team).
5. Teams should archive such material – clearly indicating who has taken responsibility for the
documentation at each phase.

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6. Each team member should have access to a full set of documentation, including electronic
files and data. It is suggest that some form of online file sharing is used for this.

Team Performance.
This case study project game will utilise peer assessment as the principle means of assessing if a
team is delivering what is being expected. The peer assessment process will be overseen by the
module academic staff. The progress or lack of progress being made by a team will made public to
all teams each week.

Communication of the key issues is crucial here – you should ensure that for each “stage” of the
project there is a clear summary of the salient points. The objectives and difficulties of each stage
need to be documented. Also, major project issues need to be highlighted and documented so that
the academic team / management team can clearly understand project progress and status.

The project documentation must include a Contract of Work which should be held in the group
Project Portfolio, and should clearly indicates how the each team is going to work, and who will
take the Project Manager role for each Project phase.

The academic team (or company) expect significant contribution from all team members at each
stage, and reserves the right to allocate the marks for team performance according to merit under
exceptional circumstances (e.g. if a team member consistently avoids contribution to team
workload).

Where there are problems with members of team not working together (e.g. someone not wanting to
do there share of the work) the team or an individual can seek arbitration. Request for arbitration
should be made in writing to the module instance leader. An initial arbitration session will be
organised within seven days of receiving such a request. The decision of the module instance leader
is final in any arbitration process.

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CASE STUDY SCENARIO AND FIRST WEEK WORK.

Your group has been appointed to project manage the Planning, Procurement and Construction of
the Fuel Oil Distribution Depot, a location map is included in the game week 1 area on Canvas.

The attached notes give you some idea of the scope of the project, and have some outline estimates
for the key activities relating to the design, purchasing and construction activities. Your group’s
initial brief in Week 1 is as follows:

1. To identify clearly how your group is going to be organised for the duration of the case
study project.

2. To establish guidelines for your planning meetings, identify who will be project manager
for each stage

3. To clarify how you will monitor and control your work – i.e. how you will collate the
necessary evidence to demonstrate your skills as project managers

4. To produce realistic initial project plan using Microsoft Project, based on the scope of
work detailed below and the project notes that follow.
In addition, the information given in the hints and tips section should be consulted.

5. To produce and initial cost model based on the data provided.

6. At the end of the first seven days your team should be able to clearly demonstrate to
your peers that you have achieved all the above. This will be done by having appropriate
documentary evidence for example being able to show your peers your teams Microsoft
Project Plan.

These initial notes should be sufficient for you to construct the work breakdown structure and the
outline logic of the network plan for the project using Microsoft Project.

Over the following weeks you will be provided with further detail on time scales and costs from a
range of suppliers. Your project baseline plan will therefore develop and become more detailed.

Initially however you will be expected to return next Week with your attempt at the initial project
plan, with clear suggestions on time scales and costs for the company. Microsoft Project should be
used as part of this process.

The proposed start date for your project plan must be the first Monday in June next year.

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OIL DEPOT LOCATION DESCRIPTION

The oil depot is to be built near Kirk Ronan. Kirk Ronan is located approximately three quarters of
the way up a delightful deep water sea loch. The deep water will ensure easy passage of the tanker
from sea lochs mouth to the terminal jetty. It is only because this is the only deep water loch on the
island that permission to build the oil depot here has been given, there being no other suitable all
weather mooring locations on the island.

The sea loch is home to a wide variety of marine life including seals and sea otters. There are also
two salmon fish farms located in the loch, as well as muscle beds that are harvested by local
fishermen who also set lobster pots. These provide the livelihood of several fishermen. There are
very few leisure craft moored in the loch as the island government restricts these due to the loch
being classified as an “area of outstanding natural beauty”.

The Kirk Ronan is now a thriving town on the Isle of Sodor and has grown from being a small
fishing village. Its harbour is home to a fishing fleet as well as providing facilities for the shipment
of ore from the Island quarry.

The countryside around Kirk Ronan is also classified as an “area of outstanding natural beauty” just
like the sea loch. In certain locations along the shore can be found rare lichen growing on the rocks
and just a small distance inshore at certain location can be found rare orchids. The various streams
flowing into the sea loch as well as the shore line are home to a large population of water voles,
some of which live very close to the oil depot site. The common ragwort can be found covering a
third of the oil depot site.

The location of the oil depot is only 200 metres from the railway line. It is hoped in the future that a
siding will be built to the depot to allow fuel oil to be transported to other parts of the island by train
so reducing the impact of oil tanker lorries on the island’s roads.

PROPOSED SITES

The proposed layout and position of the jetty is shown in the Sketchup site model accessible here:

https://3dwarehouse.sketchup.com/model/u360043f6-9ae3-4d52-b24c-0730b6f7ae57/Sodor-Draft-6

Or you can use this Google short URL:

goo.gl/YGgFuZ
This link should be emailed to you by your module tutor.

To initiate the 3D model, click on the picture of the model on the page. The picture will then change
and load the 3D model. You can click on the symbol in the bottom right hand corner of the model to
make the model full screen. The mouse can then be used to move around explore the model.

The shore side right of way must be kept clear and pipes must be buried in this area. Access along
the right of way must be available at all times. In the Sketchup model, the public footpath is
indicated by the brown path close to the shore.

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SCOPE OF WORK

A terminal for unloading petroleum products from ships into storage tanks and then loading into
road tankers for distribution. The petroleum products will only be supplied to the depot by sea.

The terminal will consist of the following works:

1. A jetty to accommodate small oil tankers up to the following size:

- capacity 9406 cu m
- length 107.09 m
- breadth 16.54 m
- draft 7.23 m

2. To accommodate this size of vessel the mooring dolphin needs to be 110 m from the shoreline,
therefore the landing jetty will have a minimum length of 110m to accommodate the dolphin. (See
sketch plan)

3. The terminal will handle three products:

- premium petrol,
- regular petrol and
- diesel.

Each product will be kept totally separate.

4. Unloading arms will be installed on the jetty for the three products. The ships will have
sufficient pumping capacity to discharge the product to the onshore tanks. The largest vessel will
have the ability to unload three products simultaneously at a maximum rate of 400 cu m per hour
for each product and the works should be designed for that maximum flow.

5. The onshore terminal will consist of four tanks having the following capacity:
premium petrol 4000 cu m
standard petrol 3000 cu m
diesel – 2 tanks of 3000 cu m
The tanks will be fitted with instrumentation to advise product level plus high and low level alarm.
The alarm is situated in the control room.

6. One pump plus a standby pump for each tank to load road tankers.

7. A steel structure with loading arms to supply all three products to each bay. The loading
structure is to accommodate up to 8 road tankers at any time. Road tankers from various companies
will use the terminal.

8. Automatic metering facilities for measuring the amount of product offloaded from the ships and
for measuring the amount of product loaded into the road tankers. The meters will be linked to a
computer to provide automatic stock control and automatic documentation for each transaction
including weigh bills for the drivers and automatic invoice preparation.

9. A control room containing a panel to which all instrumentation is connected for remote operation
and housing the computer facilities.

10. An adjoining office building with toilet and kitchen facilities for a staff of 10 personnel.

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11. A small maintenance shop.

12. Hard-standing for up to 20 road tankers.

13. Mains electric supply is available. However, a standby diesel generator should be supplied and
installed to provide power in an emergency.

14. All necessary safety equipment, security fence, etc.

Notes on the Oil Terminal Project.

These notes will assist with developing the work breakdown structure and initial project plan.

Engineering design of the project must be completed and the selection of suppliers undertaken
before any subsequent task can be undertaken. These tasks will be grouped under the heading Head
Office work, “complete” means that the Board has approved the proposal.

Pipe / Valve / Instrument / Electrical / Mechanical equipment/ Steelwork and Fire fighting
equipment will be purchased from external suppliers. The procedure for this and any other
purchase is that tenders must be sought and evaluated from at least three competitive companies.
The order can be given to any of the tendering company, provided that the project manager can
justify his decision if it is not given to the lowest tender. Normally the Purchase Department has
information on which companies are on the “Tender List” and has normally carried out a Vendor
Rating". This evaluation of the tendering process is part of the group work that you will undertake.

Usually the terms of the contract will be DPD (Duty paid delivered) but on occasion a CIF (Cost,
insurance and freight) contract will be negotiated. The company winning the order will
manufacture and deliver to contract. There is seldom any need for design work to be undertaken by
the supplier. In this particular contract DPD has been negotiated, but it has also been agreed that
pipes and valves will be in two shipments: the simple pipes and manually operated valves being
shipment one and the more complex remotely controlled valves and complex manifolds being
delivered in a second shipment.

Firefighting equipment will not need to be delivered until towards the end of the project, its
installation and commissioning is normally one of the last tasks and will be carried out by the same
contractor that is employed for the security tasks. However, the firefighting equipment needs to be
installed and working before painting at the depot starts.

Steelwork (this is a coverall term for the loading structures, loading pipework etc) can only be
erected after the four storage tanks (the tank farm) have been completed.
Note: The tank farm foundations must be completed before the tank farm tanks can be
erected and these must be complete before the tank steel framework can be erected.

Pipes / valves etc will be installed by a piping contractor who will need to be selected from an
approved list by the same procedure as that used for selecting suppliers of equipment:
tenders from at least three companies will be considered,
tender evaluation and contractor selection will be made using the "Contractor Rating"
provided by Purchasing.

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As the work is overseas the selected contractor will have to be mobilised after selection and this
will take time, before they can commence any work.

It is a similar situation with the instrumentation / electrical engineering works:

a subcontractor must be selected and mobilised before the purchased Instrumentation /
Electrical engineering materials can be installed.
It is expected that this work will be done in parallel with the pipe installation.

Pipe installation is subcontracted and can commence when the jetty is 80% complete.
Pipe testing must be completed before painting of the pipes can commence.
Similarly, all electrical and instrumentation work must be complete before painting.
Painting is done using another subcontractor who must be selected and then mobilised their
workforce

With regard to the general civil engineering works for the site: roads, buildings, hard standings, tank
foundations etc: this will be done by a contractor who must be commissioned.

The storage tanks will be designed and then fabricated on site by contractors who will also then
erect them, but the erection stage can only happen after the tank foundations and the tank steel
frameworks have been completed.

The jetty is a major civil engineering project, the work again being contracted and carried out by a
local labour force. In this case a specialist jetty design contractor will also carry out the design
work. As indicated the jetty construction and installation of the pipe work must be co-ordinated.

Naturally all installed pipe and instrumentation must be tested, this can only be done effectively
before the painting is carried out, but as testing progresses painting can be started.

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Working hours and Overtime

Head office based work and all other on site activities will work a normal 5 day, 37.5 hour week.

Overtime can be worked but at an additional premium of 50% on top of standard labour rates will
need to be paid.

The country where the depot is located is a strange little republic and historically takes the same
public holidays as the Isle of Man. Work will not be carried out on these days. This means that you
will have to add these public holidays into your Microsoft Project model.

Any work carried out on a public holiday will incur a premium of 100% on top of standard labour
rates.

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