kuljeet arpit MGT4104-Final Exam

MGT4104 Project Management Fundamentals Final Exam Course Number: MGT4104 Project Management Fundamentals Section Number: 3 Student Name: KULJEET SINGH -041123680 ARPIT KAMBOJ -041130674 Date: 11/NOV/2023 Please read all examination instructions. 1. This is an optional take ‐ home exam. If you decide to complete and submit this final exam, you are required to do so in pairs. You may not collaborate with anyone outside of your pair. 2. This examination is subject to compliance with the directive AA18: Academic Dishonesty and Discipline and the directive AA20: Plagiarism. 3. Provide your names and date in the provided spaces. 4. This examination is worth 20 points and 20% of your total course grade. 5. Record answers directly in the space provided within this examination. You may create a diagram in another software application and cut and paste it into this document. Ensure that all your formatting is professional. 6. Submit this final exam via Turnitin through MyCampus/LMS by the deadline provided. Late assessments will not be accepted. By submitting this examination you acknowledge that you have read and agree to each statement above.

Page 2 of 4 Final Exam Instructions The short answer questions in this exam are based on the following scenario. Scenario The Director of Exhibits at the Canadian Museum of Nature, located downtown Ottawa has hired you as a project manager. You will start working on Monday, May 3 rd , 2021. Due to the current COVID ‐ 19 situation, the museum has decided to create an online exhibit that will enable the public to visit without physically coming to the museum. You will be the project manager responsible for planning and overseeing the creation, organization and uploading of the online content for the online exhibit. The online exhibit will be called ‘Planet Ice: The Mysteries of the Ice Ages’. This exhibit will explore the power of ice and cold in shaping the world we live in today. The exhibit will be organized into five themes, exploring the journey from deep time to modern day. The themes are as follows: 1. The Power of Ice (Deep Time) 2. Built for Cold (80,000 Years Ago) 3. Lost Lands (40,000 Years Ago) 4. Shaped by Ice (20,000 Years Ago) 5. Cold Connections (the Present) More than 120 real specimens, models and artifacts will be used in the ‘Planet Ice’ exhibit. Your task is find creative ways to make these specimens, models and artifacts available to the public online using various technologies. For example, you can create photos, videos, 3D images, interactive media and engaging games. You will organize the online exhibit and upload the created content for online visitors to explore. You are responsible for the safe handling and storage of the specimens and artifacts, of which include skeletons of ice age creatures and present day taxidermy artic creatures. You are also responsible to ensure that all team members responsible for filming and handling the physical specimens, artifacts and models must follow public health guidelines of maintaining social distancing, mask wearing, and hand sanitizing. You will need to provide the museum’s marketing department images and content for use by marketing and advertising purposes 2 months prior to the exhibit’s opening date. The ‘Planet Ice’ exhibit is scheduled to go live September 1, 2021. (The above information was adapted from the Canadian Museum of Nature’s physical ‘Planet Ice: The Mysteries of the Ice Ages’ exhibit that is running from October 2, 2020 – January 3, 2021, taken from https://nature.ca/en/plan ‐ your ‐ visit/what ‐ see ‐ do/our ‐ exhibitions/arctic ‐ planet ‐ ice ‐ mysteries ‐ ice ‐ age . You will not require any information from this website to complete this exam.)

Page 4 of 4 Stakeholder Name Role/Interest Expectations/Influence Engagement Strategy 5. Health and Safety Officer Safety Compliance Ensure adherence to health guidelines during physical specimen handling Regular safety audits, training sessions 6. Online Visitors/Public Audience Engage and interact with the exhibit content Feedback mechanisms, interactive elements for engagement 4. What is the purpose of developing a stakeholder register? How does it help you manage a project? (1 point) ANSWER The purpose of a stakeholder register is to document all project stakeholders, their roles, interests, and expectations. It helps to manage a project by ensuring clear identification of who is involved, their influence or impact on the project and their expectations. This also helps to form communication strategies for better management of stakeholder needs and concerns throughout the project lifecycle and it also supports in effective decision-making for successful project outcomes. 5. You have decided to use a milestone list to report your progress to your project sponsor. 1) Describe what a milestone list is and what its benefits and drawbacks are. 2) Create a milestone list for this project that includes at least six (6) milestones. (2 points – 1 point: understanding of a milestone list is demonstrated, 1 point: milestones are appropriately identified) ANSWER Milestones are important events or the checkpoints in the project timeline. They are important points of the path, deliverables, or goals that will help the project move forward. These milestones are used for tracking purposes to know the progress of the project. Benefits and Drawbacks of milestones list:  It provides a clear roadmap allowing stakeholders to track progress and understand where the project stands.  They focus on crucial points in the project, keeping the team aligned with objectives and deadlines.  It also serves as a communication tool ensuring everyone is aware of essential project phases. Drawbacks – Overemphasis on Points: This may result in the neglect of smaller but equally significant activities or developments. Rigidity: If milestones are excessively stiff, they may not allow for essential modifications or revisions. Milestone list: • Project Kickoff and Planning Completed • Completion of Specimen Handling and Storage Protocols • Digital Content Creation • Submission of Marketing Material to the Marketing Department • Online Exhibit Goes Live • Post-launch evaluation and Stakeholder Feedback 6. You are planning out the resources that you require to complete the project of closing the current exhibit and opening the new exhibit. In the space provided below, create a resource management plan and identify what resources you will need on your project team. Identify at least 6 resources you will need. (3 points – 1 point: all critical resource management plan information is captured, 1 point: at least 6 logical resources are identified, 1 point: information captured for each resource is reasonable) ANSWER

Page 5 of 4 Resource Type Description Role/Responsibility Skills/Expertise Required 1. Project Manager He oversees the entire project His role is to do Planning, coordination, team management Project management, leadership 2. Content Creators They will Develop multimedia content Creation of photos, videos, interactive media Creative skills, multimedia expertise 3. IT Support They handle the Technical infrastructure They ensure online platform compatibility, troubleshoot tech issues IT expertise and platform knowledge 4. Safety Officer They will ensures health compliance They oversight of safety protocols for handling specimens Health safety regulations and risk assessment 5. Marketing Specialist They look toward the promotion and advertisement Creation of marketing materials, campaign management Have marketing expertise and creative skills 6. Exhibit Curator Artifact management Handling and storage of specimens, artifact curation Museum curation and artifact expertise 7. Create a communications management plan that identifies at least 6 distinct communication activities. (3 points ‐ 1 point: all critical communications management plan information is captured, 1 point: at least 6 logical communication activities are identified, 1 point: information captured for each communication activity is reasonable) Communication Activity Purpose Audience Frequency Method Responsible Party 1. Project Kickoff Meeting Introduce project objectives, roles, and expectations WHOLE project team Once at project start Virtual meeting/conference Project Manager 2. Weekly Progress Updates Share project status, accomplishments, and upcoming tasks Project team, stakeholders Weekly, every Monday Email or video call summary Project Manager 3. Safety Protocol Briefings Communicate health and safety guidelines Team handling physical specimens As needed or bi-weekly Training sessions or memos Safety Officer 4. Content Creation Brainstorms SHARE ideas for multimedia content Content Creation Team Bi-weekly Collaborative virtual sessions Content Manager 5. Marketing Collaboration Meetings Managing promotional strategies Marketing Department, Project Manager Monthly Video calls or in- person meetings Marketing Specialist, Project Manager 6. Public Feedback Collection Gather visitor feedback on the exhibit Online exhibit visitors Throughout the exhibit duration Online surveys, feedback forms Project Manager/Online Engagement Team ANSWER 8. It is two (2) weeks prior to the date you are scheduled to go live with ‘Planet Ice’ online exhibit. You had put together a very detailed plan identifying all the tasks that needed to be done, by whom and by when. The activities assigned

Page 7 of 4 Risk Description Impact Likelihood Mitigation Strategy 6. Budget Overrun High Moderate Rigorous budget monitoring, identifying potential cost-saving measures, and obtaining approval for any scope changes.

Page 8 of 4 10. Great news! You managed to successfully open the new exhibit on September 1 st , just as you planned. What do you do now? (1 point) ANSWER After managing the successful opening of the exhibit we will now do the following- We will keep an eye on how well the exhibit is doing and how many people are visiting and what they are saying. We will keep telling everyone about the exhibit to make sure people keep coming to see it. Also, we will make sure everything in the exhibit is working and we will fix any problems and keeping things looking good. We will chat with the visitors online and at events to keep them interested and happy. After the exhibit's been open for a bit, we will look at how it's doing. We will see what worked and what didn't so we can do better next time. we will also appreciate everyone who helped make the exhibit happen. It's important to celebrate our hard work and how awesome the exhibit turned out. Bonus 11. What is the difference between project execution and project monitoring and controlling? What is the focus of each of these process groups? Demonstrate using an example. (1 points) ANSWER Project execution means executing the project plan into action and carrying out the tasks outlined in the plan, and creating project deliverables. In this phase the actual work happens according to the defined scope, schedule, and resources. Example - This phase involves creating multimedia content, developing the online platform, and handling artifacts for the exhibit. The focus is on producing the actual content, designing the online features, and setting up the exhibit infrastructure. Project monitoring and controlling, here we see the over all plan ,tracking performance, and managing changes or issues that arise during the execution phase. We see how things are going, comparing actual progress against the plan, and taking corrective actions as needed to keep the project on track. Example – While the team is working on content creation and platform development, the project manager regularly checks progress against the planned schedule and budget. If there is a delay in content creation due to technical issues then we can identify the problem, adjusting schedules or resources, and ensuring corrective actions to bring the project back on track without impacting the overall timeline for the exhibit's launch.