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 BESTPARTNER SDN. BHD.

Subject:

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NAME MATRIX NO.
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3. Sujatha Ravindhran TX231526MEG634
4. B.SUBRA MANI A/L BATUMALAI TX231455MEG634

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Question 1

Significant Scope Creep

When the stakeholder requests for additional features such as a loyalty

program, in-app messaging, and social networking platform integration
significantly contributed to scope creep during project implementation. These
demands surpassed the project's initial scope, posing challenges to its
development and potentially impacting budget, schedule, and resources
(Jones, 2020). Success hinged upon effective management of these changes,
requiring meticulous prioritization, communication, and plan adjustments to
accommodate evolving needs while maintaining project objectives and quality
standards (Brown & Johnson, 2019). Careful handling of scope creep was
imperative to ensure project success amid evolving stakeholder requirements
(Taylor et al., 2018).

Impact on Project

Scope creep led to delays in project completion as additional features

necessitated extra development time (Johnson, 2020). Consequently, the
expanded scope resulted in higher development costs due to the need for
additional resources and time. Moreover, team members were compelled to
allocate more time and effort to accommodate new requirements, impacting
their ability to fulfill other project commitments (Jones & Brown, 2021). The
combination of extended timelines, increased costs, and diverted resources
underscored the detrimental effects of scope creep on project execution and
resource allocation (Taylor et al., 2018).

Managing Scope Changes

Regular communication with stakeholders is vital for understanding

their needs and managing expectations effectively. Prioritizing new features
based on impact and feasibility helps prevent overwhelming the team.
Additionally, implementing a formal change control process allows for

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assessing the impact of scope changes on timelines, budget, and resources
(Brown & Johnson, 2021). Adopting an agile methodology enables the team
to adapt to changing requirements efficiently and maintaining flexibility in
project planning ensures the accommodation of unexpected changes without
compromising project objectives (Johnson, 2021). These strategies
collectively facilitate successful project management in the face of scope
creep.

The project plan was adapted by reassessing goals and adjusting plans to fit
changing requirements (Smith, 2020). Resource allocation was adjusted to
ensure timely delivery of new tasks. A phased approach was implemented,
focusing on core functionality first, then adding features gradually. Potential
risks from scope changes were anticipated, and mitigation strategies were
developed to minimize their impact (Taylor et al., 2018). These adaptive
measures ensured the project remained on track despite evolving demands,
ultimately contributing to its success.

Continuous monitoring of project progress and performance is essential to

detect any deviations from the plan. Open communication with stakeholders
ensures their concerns are addressed, and project objectives remain aligned
(Jones, 2019). Thorough testing guarantees that all added features meet
quality standards and user expectations (Brown & Johnson, 2021). Through
these measures, the team successfully navigated scope creep challenges,
maintaining project success, and delivering a high-quality mobile application
(Taylor et al., 2018). By effectively managing scope changes and adapting the
project plan, the team demonstrated resilience in the face of evolving
stakeholder needs. This approach not only ensured the project's completion
but also enhanced stakeholder satisfaction and reinforced the team's
credibility. The emphasis on continuous monitoring, communication, and
testing underscores the importance of proactive project management
strategies in mitigating the adverse effects of scope creep and achieving
project goals.

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Question 2

The exchange of information, concepts, ideas, emotions, or feelings

between people or groups is known as communication. It encompasses the
exchange of information via a variety of mediums, including written or spoken
words, body language, gestures, and facial emotions. To express ideas and
thoughts, forge connections, settle disputes, and accomplish shared
objectives, effective communication is crucial in all spheres of life, including
interpersonal relationships, professional contacts, and project management.

Project experience: Software development for a laboratory information

system (LIS).

Duration of project: 1 year

Scope: Development of a new LIS to replace the current LIS in the

laboratory sector.

Team size: 10 members.

Project history:

To replace the current LIS with a new and more user-friendly LIS,
management decided to use LIS from Turkey. There are 4 IT experts from
Turkey to work closely with team members. The main goal is to become
paperless and optimize the utilization of software to reduce administration and
manual processes, doctors can order tests online and view their results
online. During the process, problems are identified, and communication is the
main problem that leads to delays in the project's success. Consultants from
Turkey are not good in English, and they are unable to communicate and
understand well. Only one person is good at English, and he became an
interpreter, but this person's specialty is marketing. He is not familiar with the

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IT and laboratory settings, especially the Malaysian setting. On the User
Acceptance Test (UAT), team members realized that many ideas were not
completed due to misunderstanding from the consultant side. They will do
differently from the original ideas and end up the results that are not like the
team members requested. This makes both parties frustrated. During the Go-
Live session, many applications cannot be used, and the system is not stable.
The system will be loading for hours to open one application and the
consultant still needs to make some improvements to make the system stable.
As from the company side, the company needs to pay extra money for the
consultants to finish their job.

Key challenges in communication during the project include:

Over-reliance on email. Since the consultant is from Turkey, email has

become a primary communication method. This caused delays in response,
information overload, and difficulties in tracking important messages. Because
email become the primary communication method, there is a lack of face-to-
face communication. Experts are more in Turkey compared to the consultants
available in Malaysia. Therefore, when there is a meeting, the 4 consultants
are unable to answer the questions and they need to refer to their colleagues
in Turkey. This affects the effective collaboration and relationship-building
among two parties.

During the project's progress, inconsistent communication also occurs.

This happens among the team members. Other than email, the team
members also actively communicate using WhatsApp. This led to confusion
and missing the important message or duplicated efforts. The meeting was
poorly managed as it was not planned properly, lacked of agenda, or had no
clear objectives. There is no follow-up or progress update after the meeting.

Impact of ineffective communication:

Using ineffective communication channels can lead to misunderstandings

about project requirements, goals, and expectations. Misunderstanding

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between team members about the project goals and requirements caused the
team members to provide different input from each party. Misunderstanding
between IT consultants and team members led to poor results and the results
are far from the team member’s request. Many correction needs to be done
and delay the progress. Many important information are not shared promptly
leading to project delays and missed datelines.

When the results are poor and do not meet the team member’s
expectations, it will cause low productivity due to frustration. It wastes time for
the whole team, and effort and leads to reducing the overall team productivity.
Misunderstanding due to ineffective communication will cause the project
manager to make poor decision-making. It is a challenging situation for the
project manager to gather all the necessary information and make a good
decision. As for team members and IT consultants, their morale will be
decreased and many arguments occur, frustration and demotivated them
rapidly.

Strategies to improve communication:

To improve communication during the software development for a laboratory

information system (LIS) project, the team can communicate with a proper
communication channel such as face-to-face meetings and email. During the
meeting, minutes of the meeting need to be taken and follow-up on updated
progress is necessary. Email will be the main communication channel other
than face-to-face meetings. By doing this, important information will not
missed.

The project manager needs to establish clear communication guidelines if the

team members want to use other communication channels. The project
manager needs to develop and communicate clear guidelines for when and
how to use different communication channels other than face-to-face
meetings and email. This will standardize the procedure and ensure the whole
team of the importance of using the proper communication channel that was

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agreed by everyone. Any misunderstanding can be highlighted, and all the
team members will be aware and learn.

To improve communication, the project manager can provide the

training. By suggesting to the Human Resources department, the organization
can offer training to team members on effective communication techniques
and the use of communication tools. Project managers also can use
collaboration tools such as project management software, document-sharing
platforms such as Shareportal, cloud or Google Drive and video conferencing
tools to facilitate communication. The project manager also needs to evaluate
the communication effectiveness by periodically reviewing and evaluating the
effectiveness of communication and making adjustments as needed.

In summary, poor communication can impede project success by causing

miscommunication, delays, and lower productivity. Project managers can
boost teamwork, lower conflict, and improve project performance by putting
communication improvement techniques into practice.

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Question 3

Project: Singa Rightsizing-Demolition Project (SHELL Pulau Bukom)

In examining the Singa Rightsizing-Demolition Project and its

encounter with unforeseen risks and obstacles during the implementation
phase, it's crucial to understand how the project team identified, assessed,
and mitigated these risks to minimize their impact on project timeline and
deliverables. Here's how the process unfold:

1. Identification of Unforeseen Risks:

 The project team regularly conducts risk workshops and updates to
identify potential risks throughout the Execute phase. However, despite
these efforts, unforeseen risks can still arise due to the complex nature
of the project.
 The team relies on various sources for risk identification, including
project documentation, stakeholder input, expert judgment, and past
project experiences. These sources help in capturing both known and
unknown risks.

2. Assessment of Unforeseen Risks:

 Once identified, the project team assesses the impact and likelihood of
each unforeseen risk using predetermined criteria or
qualitative/quantitative methods.
 This assessment helps prioritize risks based on their potential impact
on project objectives, such as schedule delays, cost overruns, safety
concerns, and reputational risks.

3. Mitigation Strategies:
Upon identifying and assessing unforeseen risks, the project team
devises mitigation strategies to minimize their impact.
These strategies may include:

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  Implementing contingency plans: Developing alternative approaches
or fallback options to address potential disruptions.
 Allocating additional resources: Assigning extra manpower,
equipment, or budget to mitigate the impact of risks.
 Revising project schedules: Adjusting timelines to accommodate
delays or setbacks caused by unforeseen risks.
 Enhancing communication and collaboration: Improving
coordination among project teams and stakeholders to swiftly address
emerging issues.
 Leveraging external expertise: Seeking advice or support from
subject matter experts to tackle specific challenges.

4. Implementation and Monitoring:

 The project team implements the chosen mitigation strategies promptly
to prevent or mitigate the impact of unforeseen risks.
 Continuous monitoring of risk indicators and project performance helps
in assessing the effectiveness of implemented strategies.
 Regular progress reviews and status updates ensure that mitigation
efforts remain on track and adjustments are made as needed.

5. Reassessment and Adaptation:

 Responsibilities of Risk Owners to:
 Regularly review their assigned risks.
 Reassess the risk landscape.
 Ensure response planning and implementation are progressing on
schedule.

 Responsibilities of Risk Action Owners to:

 Plan and implement responses.
 Monitor and update the status of risk responses.
 Re-evaluate risk assessments to determine risk severity.

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  Emphasis on maintaining a Risk Register:
 All team members update progress and monitor effectiveness of
risk responses.
 Response actions and mitigations must be SMART (Specific,
Measurable, Aligned, Realistic, Time-bound).
 Alignment with the As Low As Reasonably Practicable (ALARP)
principle.
 Ongoing and integrated nature of risk management throughout the
project's Execute phase.
 Ensuring the entire team works in an integrated and coordinated
fashion.
 Structured framework for ongoing reassessment and adaptation of
risks and opportunities.
 Proactive and responsive risk management to changes.

6. Evaluation of Risk Management Strategies:

 Comprehensive and integrated approach demonstrated in the Risk
Management Plan.
 Core components of risk management process outlined including
identification, assessment, response planning, implementation,
monitoring, reassessment, and closure.
 Emphasis on maintaining the Risk Register accessible to all team
members for updates.
 Clear specification of roles and responsibilities for key participants.
 Detailed roadmap for risk workshops, periodic updates, and self-
assessment of risk management effectiveness.
 Integration of risk severity reporting with project organization.
 Principles underlying all Risk Management activities emphasized.
 Ongoing and integrated nature of risk management throughout the
project's Execute phase evident.
 Alignment with Shell Group Capital Project Standards.
 Structured and systematic approach to identifying, assessing, and
mitigating risks and opportunities.

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  Clear delineation of roles and responsibilities enhances effectiveness.
 Proactive approach demonstrated through ongoing monitoring,
reassessment, and closure of risks.
 Reflects a robust framework aligning with industry standards and best
practices.

By evaluating these factors, the project team can gauge the effectiveness of
their risk management efforts and identify areas for improvement in future
projects.

Conclusion

The Singa Rightsizing-Demolition Project has a robust and

comprehensive risk management plan that integrates risk management into
all project activities. The plan outlines a systematic approach to identifying,
assessing, and mitigating risks and opportunities, with clear roles and
responsibilities for all team members. The effectiveness of the risk
management strategies employed can be evaluated based on the project's
ability to identify and address risks in a timely manner, minimize their impact
on project objectives, and ensure the successful delivery of project
deliverables within the established timeline.

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Question 4

PROJECT: CONSTRUCTION OF A NEW OFFICE BUILDING

The construction site's soil composition was found to differ from the
original plan during the project implementation phase, which put the building's
foundation's structural integrity at jeopardy.

The project team designed the foundation in accordance with the

results of soil testing done during the first planning phase, which revealed that
the soil was primarily sandy. However, unexpected layers of clayey soil were
discovered beneath the surface during excavation for the foundation, which
could jeopardize the integrity of the structure.

Analysis and Addressing the Problem

1. Stakeholders Involved

i. Project Manager

The Project Manager can assess and solve the issue of unexpected
layers of clayey soil encountered during foundation excavation by performing
a thorough soil investigation prior to excavation to identify various soil types,
including clay. If unexpected clayey soil layers are encountered, the project
manager may need to modify the foundation design to accommodate the soil
conditions, such as adding additional support or reinforcement to guarantee
the foundation's structural integrity is not jeopardized. Furthermore,
consultation with geotechnical engineers or soil experts can provide useful
insights and ideas for coping with clayey soil issues during excavation (Wu,
G., Hu, Z., & Zheng, J. (2019)).

xiii
 .

ii. Civil engineers

Civil engineers can assess and handle the issue of unexpected clayey
soil layers during excavation by conducting a complete geotechnical analysis
prior to construction. This work contributes to a better understanding of soil
properties and behaviors, allowing for effective risk mitigation measures such
as settlements and shifting characteristics. Dewatering techniques can be
employed for building below the subsoil water level, and foundation design
can be adjusted based on the soil conditions identified to assure stability and
structural integrity.

iii. Structural engineers

Structural engineers can analyze and address the problem of

unexpected layers of clayey soil during excavation by testing the clay's
properties, adjusting the foundation design to accommodate the new soil
conditions, and potentially implementing measures such as soil stabilization or
additional foundation support to ensure the building's structural integrity.

iv. Construction Contractors

The Construction Contractor can assess and handle the problem of

unexpected layers of clayey soil uncovered during foundation excavation by
collaborating with a geotechnical engineer to appropriately identify the soil
and treat it based on its engineering features. This may include using ground
improvement techniques, rigid inclusion, or piling systems to stabilize the soil
and ensure the foundation's structural integrity.

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v. Client representatives

Client representatives can handle the issue of unanticipated clayey soil

layers encountered during foundation excavation by conducting thorough soil
testing and analysis prior to construction. They should work with geotechnical
experts to evaluate soil conditions, select the optimal foundation design for
clayey soil, and implement appropriate foundation solutions to ensure
structural integrity. They can also consider soil stabilization measures or
adjustments to reduce the impact of clay soil on the foundation.

2. Steps Taken

i. Soil analysis
To determine the extent and ramifications of the unexpected soil
composition, civil engineers carry out extensive soil study.

ii. Risk Assessment

When constructing on clayey soil, the project team evaluates the
possible risks, such as the potential for structural instability or
subsidence.

iii. Consultation
In light of the new soil findings, structural engineers are engaged to
assess the structural soundness of the originally designed
foundation design.

iv. Making Decisions

The project manager considers a range of choices, such as rebuilding
the foundation, adding further stability measures, or moving the
building footprint, after consulting with important stakeholders.

xv
v. Cost-Benefit Analysis
This method evaluates the financial effects of every option by
comparing the possible risks and benefits to the cost of any necessary
modifications.

vi. Implementation
Following a decision, building contractors carry out the required
modifications to the foundation design and building techniques.

3. Resolution

The project team chooses to modify the foundation design to include

specialty pilings and reinforcements in order to lessen the hazards related to
the clayey soil after carefully analyzing and discussing the options.

With the updated foundation plan, construction is moving forward

without compromising the structural integrity of the building.

4. Lessons Learned and Project Outcome

i. Comprehensive Site Analysis

In order to foresee potential obstacles, it is crucial to conduct a full site
analysis, which includes soil testing, early in the project planning process.
This is demonstrated by the experience.

ii. Flexibility & Adaptability

The project shows how important it is to be flexible and sensitive to
unanticipated problems that arise during implementation, necessitating that
the project team modify plans and methods as necessary.

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iii. Good Stakeholder Communication
Informed decision-making is facilitated and agreement on suggested
solutions is guaranteed when stakeholders communicate in an open and
transparent manner.

iv. Risk Mitigation

The project effectively reduced the risks to the building's structural
integrity, protecting the project's overall outcome, by swiftly addressing the
soil composition issue and putting in place the necessary remedies.

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 Reference

https://academic.oup.com/nar/article-abstract/46/D1/D754/4634002

https://iopscience.iop.org/article/10.3847/1538-4357/abce60/meta

https://link.springer.com/article/10.1186/s13012-020-01041-8

https://arxiv.org/abs/1907.04473

https://www.maramani.com/blogs/home-design-ideas/types-soil-construction

https://www.soils.org/files/sssa/iys/may-soils-overview.pdf

https://pubs.nmsu.edu/_a/A137/#:~:text=A%20soil%20analysis%20is
%20used,taken%20in%20a%20particular%20field.

Wu, G., Hu, Z., & Zheng, J. (2019). Role stress, job burnout, and job
performance in construction project managers: the moderating role of career
calling. International journal of environmental research and public health,
16(13), 2394.

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