Estimating Resources & RACI Matrix in Project Management

ASSIGNMENT 1 SUBJECT: PROJECT SCHEDULING AND COST MANAGEMENT Due on Feb 12, 2024, 11:59 PM PROFESSOR: RUCHIKA AGGARWAL SUBMITTED BY: VIKRANT SAINI ROLL NO: A00183805

1. Estimating Activity Resources and Methods for Organizing Susan and Steve's Wedding:  EXPERT JUDGEMENT: Inquiring about food alternatives, Sally contacts a national wedding consultant with expertise in Caribbean-themed weddings. She depends on the consultant's knowledge and judgment because they have worked on comparable wedding plans before. Hence if there is anything missing can be tweaked according to the wedding and provide the best possible outcome. Sally asks Susan and Steve to visit many caterers and try out different menu items. When deciding on the menu items, she consults their knowledge and judgment. Catering is one of the major aspects of a wedding including Food, drinks, and dining. Sally gets an estimate of how long each of the two catering firms will take to complete the task from the head chef at each establishment. To give precise estimations, she depends on the chefs' experience.  ALTERNATIVE ANALYSIS: Sally thinks of having a string quartet, a rock band, or a DJ to play music at the wedding. This makes her think through a variety of possibilities for allocating resources, such as changing the kind and quantity of resources (musical groups) for the task (music arranging). Making sure what to play as per the bride and groom's expectations and the timing of everything should be on point. As Sally has already done similar weddings and it takes a similar time to complete the basic enmities of catering, double checking everything and planning out forward.  PUBLISHED ESTIMATING DATA Sally cites the most recent edition of Wedding Planner's Journal, which has a table outlining the number of waiters needed for a range of guest lists along with an essay on collaborating with caterers. Also making sure everything is in the Trend and up to date as the wedding industry is ever-changing and what is in trend needs to be kept in mind as well. To predict resource demands entails depending on publicly available data from sources in the industry and from her past data and

experiences of weddings in that area. From destinations to everything including management.  PROJECT MANAGEMENT SOFTWARE To assist with wedding preparation, Sally downloads and completes a customized spreadsheet created by a project manager. This entails making use of capabilities in project management software that calculates resource requirements and restrictions. It also makes sure everything is scheduled and maintained in the best feasible way. To allocate the resources, labour, tasks prioritizing what comes first and analysis of any risks and backups.  BOTTOM UP ESTIMATING To allocate tasks, Sally divides the effort required to set up the reception hall into five distinct activities. This entails calculating the estimated resources required for each distinct task and then summing these up to generate an overall estimate.

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2. What is responsibility matrix. Explain with the example of a college facility.  A responsibility matrix, often called a RACI matrix, is a project management tool that helps team members understand and express their roles and responsibilities for certain tasks or activities within a project. Responsible, Accountable, Consulted, and Informed is what the abbreviation "RACI" stands for. The acronym designates each role by a letter that denotes the degree of responsibility or commitment expected of each team member.  Defining Roles and Responsibilities: Once the tasks are identified, the project manager assigns roles and responsibilities to team members based on their expertise and involvement in each task. The RACI matrix helps in clearly defining these roles: Responsible (R): The person or people responsible for performing the task. Accountable (A): The person answerable for the task's success or failure. Consulted (C): The person or people whose input or expertise is sought before making decisions or taking action. Informed (I): The person or people who need to be kept informed about the progress of the task.

 RESPONSIBILITY MATRIX EXAMPLE FOR A COLLEGE FACILITY TASKS PROJECT MANAGER ARCHITECT ENGINEER CONTRACTOR BLUEPRINT A R C I PERMITS/LEGALITIES A R C HIRING CONSTRUCTION TEAM & LABOUR A I R C FOUNDATION C R A UTILITIES & GROUNDWORK R A MONITORING PROGRESS A I C R  The Project Manager is ultimately accountable for the Blueprint, planning, and all legal work.  Architect is responsible for Blueprints and the Groundwork including utilities and all the amenities. He should be informed about the construction team as well as the progress for advisory purposes.  Engineers are responsible for all the physical work including laying foundations, teamwork on it, and including the official permits. He should be consulted about Blueprints and the design of the facility. Progress monitoring also plays a major role and needs to be consulted.  The contractor is accountable for making the building and foundation and should be consulted by the construction team and legalities so that everything made is up to governmental requirements. He shall be mainly responsible for monitoring the progress. 3. Compare and contrast resource and time constraint processes.  CASE 1: TIME CONSTRAINT A new online patient registration system needs to be implemented by the chief medical officer and project manager in less than a month, but the

deputy is on vacation and the primary developer-contractor is sick. Resolution:  Determine which project tasks are essential and rank them in order of importance for the project's completion.  The second in command needs to take the lead and come up with the best possible team to accommodate for the absence.  Look into alternatives like using freelancers, outsourcing the development, or temporary workers to cover for the missing developer.  New temporary responsibilities need to be in effect for current team members to fill in for the absentee and take up the workload.  To complete within the deadline, think about cutting out the least important features, and tasks and streamlining the project scope in the best possible way in the least time.  To manage expectations, let stakeholders know about the situation and the updated schedule.  Case 2 RESOURCE CONTRAINT: A creative agency needs to organize a one-day exhibition within a global sports event on a limited budget. A marketing manager may outsource some activities to volunteers and involve some lowcost or free resources . RESOLUTION:  List all of the necessary resources for the show, including the location, supplies, personnel, and marketing collateral.  Searching for cheaper options or such as using volunteers for certain jobs including outsourcing the work or making use of already-existing agency resources and compiling the work load to workers full capacity.

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 Allocate resources as efficiently as possible by giving high-impact tasks priority and cutting back on budget for tasks that are not important.  In conclusion, time and resource limits provide difficulties for project managers but making sure putting in experienced and efficient workers can reach the deadline in time.  To manage restrictions and guarantee project success, effective planning, communication, and flexibility are crucial.  Having a good team who can work and go above and beyond combining the efforts can yield the best possible results for the given tasks in a timely manner.

Assignment 12 FEB

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