Need For Establishing Project Office

Need for Establishing Project Office
2nd Assignment
ALLAMA IQBAL OPEN UNIVERSITY

(Department of Business Administration) Assignment # 2
Project management (5547)
TOPIC: NEED FOR ESTABLISHING PROJECT OFFICE

Submitted to: Sir Ateeq-ur-Rehman Submitted by: Ishtiaq Ahmed (0333-6824303) AH-526270
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ACKNOWLEDGEMENT
All praises to Almighty Allah, the most Gracious, the most Beneficent and the most Merciful, who enabled me to complete this assignment. I feel great pleasure in expressing my since gratitude to my teacher, for his guidance and support for providing me an opportunity to complete my Project. My special thanks and acknowledgments to my friend Ishtiaq Ahmed for providing me all relative information, guidance and support to compile the practical study at Habib Rafiq (Pvt.) Limited. I will keep my hopes alive for the success of given task to submit this report to my honorable teacher Sir Atteq-ur-Rehman, whose guidance; support and encouragement enable me to complete this assignment.
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EXECUTIVE SUMMARY
Project Office is a department responsible for improving project management within an organization. Its a permanent department within an organization, not a temporary function. There are different types of project offices depend on the organization structure. Project Office is responsible for Resolving project problems, implementing the right project management, Monitoring and reporting on status, and improving project success rates. Some reasons for Establishing Project Office are Project Time Management, Integration Management, Project Time Management, Project Cost Management, Project Quality Management, Project Human Resource Management, Project Communication Management, Project Risk Management and Project Procurement Management. Habib Rafiq (Pvt.) Limited is a project driven company and establish project offices for big projects.
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Table of Contents
Table of Contents
Title page Acknowledgement Abstract Table of contents Introduction to the issue Practical study of organization Data collection methods SWOT analysis Conclusion Recommendations References
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Page No
01 02 03 04 05 09 15 16 17 18 19
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Introduction to Topic
What is a Project Office?
A Project Office is a department responsible for improving project management within an organization. Its a permanent department within an organization, not a temporary function. Its there to coordinate projects and ensure they have the right tools, standards, methodologies and templates needed to boost their chances of success.
Types of Project Office:

Three types of project office are,
This is the most common type of Project Office. Its purpose is to empower Project Managers and teams to deliver projects. It doesn't control or direct projects. Instead it supports projects by offering training, mentoring, administration and reporting.
1.The Supportive Project Office:
Supportive services may not be enough to put projects back on track. By offering controlling services (such as project reviews, audits and assessments), the Project Office can influence project delivery. It may also enforce project standards and processes to minimize project risk. 3.The Directive Project Office: The least common, but sometimes most effective type of Project Office, is one that directs projects. Here, the Project Managers report to the Project Office, which is directly responsible for the success of each project. This helps to group the project work within an organization to being under one department- the Project Office.
2.The Controlling Project Office:
If were implementing a Project Office for the first time, then the Supportive model is best. It helps us add value to projects by offering reporting, training and monitoring services, without taking on the responsibility for the project themselves. If we have an established Project Office and we want to ensure that projects are independently assessed, then the Controlling model is
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4.Suitable type:
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best. we can directly influence the success of projects, as well as implement best practices, standards and tools If organization has a small set of high risk projects at any one time, then usually the Directive model is best.
Responsibilities of Project Office:

The Project Office is responsible for: Resolving common project problems Implementing the right project management template tools Monitoring and reporting on status Improving project success rates.
Roles of Project Office:

It is essential for the success of a new Project Office that there is clear understanding before establishment, as to the role of the office, and the interaction between the office and the individual projects. The key to successfully establish a Project Office or Programme Office is to gain agreement at the start of the process, as to the responsibilities. A useful and speedy technique is to workshop the possible activities with the key players, and gain consensus as to what the office is intended to do. The starting point is to create a list of possible activities, then hold a workshop to evaluate the responsibility of the office, for each activity. It is likely in some cases there will be no activity, and in other cases, the activities will need to be split down further. It is also useful if the office is not to have attached is a list in no particular order. The list is not definitive. It is intended to form the basis of a review of the role. Each organisation will have specific activities that may, or may not be included in the role of a Project Office.
Project portfolio management office:

The function of the project portfolio management office is to manage the organization's project portfolio, a responsibility which typically includes prioritizing projects, allocating resources to projects, and tracking the performance of the project portfolio. A key focus is ensuring that the overall collection of projects maximally supports the objectives of the enterprise. In addition, the office collects
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and distributes data for reviewing, assessing, and managing individual projects to ensure that they are meeting their expected contributions to the portfolio. Portfolio management provides the necessary link between project management and enterprise management.
Portfolio management links project and enterprise management
Participants, Authorities, and Responsibilities

The first step for establishing a project portfolio management function is to decide who will participate as active managers of the project portfolio. A project portfolio manager, typically a senior manager, should be appointed with accountability for the success of the entire project portfolio. Important skills of the portfolio manager the portfolio manager should be given an estimate of the total funding to be made available, but it should then be up to the portfolio manager to determine how to allocate the funds within that cost constraint. It should be possible for the portfolio manager to suspend at any time further commitment of investment due to cost increases, failure to make anticipated progress, changing economic climates, or shifts in business conditions. At the very least, the portfolio manager should have responsibility for recommending resource allocations for final approval by a committee of senior executives. In either case, senior executives should be enlisted to serve as a steering committee responsible for providing and updating (e.g., in response to changing
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business objectives) the value judgments and policy decisions needed to guide portfolio management. A portfolio management team should support the portfolio manager. The team, oftentimes, includes department heads from sub organizations that generate requests for projects, provide project resources, and/or use project deliverables. The team should have responsibility for verifying cost, value, and risk estimates provided in support of project proposals and requests for resources. This team is then responsible for evaluating project proposals, accepting or rejecting proposals, accelerating and decelerating projects, allocating resources, and otherwise continuously managing the project portfolio over time. One member of the team should be designated as the primary contact person for each project manager.
Adopt a Successful Portfolio Management Process:

The successful project portfolio management process includes four major components.
1.
Structured process
Structured process is used to acquire key information about all projects and to organize project data in0to one or more project portfolios.
2.
Consistent and objective
Consistent and objective methods are employed to analyze projects and compare their risks and benefits.
3.
Resource demands
Resource demands are compared with capacity so that the subset of projects that make best use of available resources can be selected.
4.
Tracking portfolio performance
The final component consists of tracking portfolio performance for ongoing assessment and adjustment. The management of these components is the responsibility of the project portfolio management team.
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Practical Study of the Organization
Company Profile:
Habib Rafiq (Pvt.) Limited has come a long way to symbolize commitment, distinction and professional Excellence by meeting the stringent, demanding and extra ordinary work requirements of high engineering, national and international importance involving civil, electrical and mechanical works for the last 50 years. The ever increasing efforts towards attaining better and new business ventures have exposed the company to multitude of engineering disciplines. Now it is company's prerogative to be working in infrastructure, housing, design and environmental areas other than its
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strong standing in industrial projects for power, chemicals, petro chemicals, roads, Motorways and buildings. HRL boasts and claims to have a reputation of company delivering the projects ahead of schedule. This has consolidated trust and confidence with our business entrepreneurs. The repetition of orders we have been getting from the clients is a touchstone of their reliance in HRL and clear emblem of the comfort extended by us.
Mission Statement:
Our mission is to achieve high standing for HRL. So that we have:Undisputed leadership in Engineering & Project Management. Providing solutions and services with high level professionalism. Profitable growth.
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Man Power:
Resources of HRL
With over 50 years of engineering experience and one of the largest construction company in Pakistan, we have huge resources of qualified team and latest engineering equipment to execute any type and scale of Power Plants, Oil & Gas, Road Infrastructure, Buildings, Environmental and Water & Irrigation Projects. We have specialized project management team who has outstanding expertise to plan, design, implementation, testing and execution the large scale projects on turnkey basis.
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Equipment Resources:
The company by for owns one of the latest inventory of machines relating concrete, earth work, road construction, drilling, dewatering, mechanical fabrication & erection works. This includes state of the art concrete batching / placing Equipments, Asphalt plants, and allied Equipments, of world known brands. Moreover, complete electro mechanical and maintenance facilities are being maintained centrally and at all projects to keep the machinery in best, dependable and working condition to avoid uncalled for delays in the excavation of works.
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Practical Study of the Organization with respect to the Issue

Need For Establishing Project Office:
HRL has extensive and proven track record of capability to handle high financial, technical and engineering value projects in Industrial, Power, Chemical, Petrochemical, aviation, Infrastructure, environmental and high rise building projects. Multiple controls applied during the inception and execution.
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Following are the reasons for Establishing Project Office:
Project Time Management

o o o o o
Initiation Scope Planning Scope Definition Scope Verification Scope Change Control
Integration Management
o o o
Plan Development Plan Execution Change Control
Project Time Management

o o o o o
Activity Definition Activity Sequencing Activity Duration Estimating Schedule Development Schedule Control
Project Cost Management

o o o o
Recourse Planning Cost Estimating Cost Budgeting Cost Control
Project Quality Management

o o o
Quality Planning Quality Assurance Quality Control

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Project Human Resource Management

o o o
Organizational Planning Staff Acquisition Team Development
Project Communication Management

o o o o
Communications Planning Information Distribution Performance Reporting Administrative Closure
Project Risk Management

o o o o
Risk Risk Risk Risk
Identification Quantification Response Development Response Control
Project Procurement Management

o o o o o o
Procurement Planning Solicitation Planning Solicitation Source Selection Contract Administration Contract Close out
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Data Collection Method

Research Objective:
The purpose of my research is To know about need for establishing project office. To know about need for establishing project office in Habib Rafeeq (pvt.) limited.
Research Methodology:
There are mainly two methods that are used for the collection of data. Primary Data Secondary Data
A.
Primary Data:
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Need for Establishing Project Office Observation B.
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Secondary Data:
penalty of
Internet is very helpful for me to study more about contravention. Different type of booklets. Annual reports. Newspapers.
SWOT analysis
Strengths:
Functional Project Office Stability of Production Increasing of revenue
Weaknesses:
Implementation Administrative Expenses Conflicts
Opportunities:
Employees Motivation
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Unemployment
Threats:
Conflicts Low Resources
Conclusion
Project Office is a department responsible for improving project management within an organization. Its a permanent department within an organization, not a temporary function. There are different types of project offices depend on the organization structure. Project Office is responsible for Resolving project problems, implementing the right project management, Monitoring and reporting on status, and improving project success rates. Some reasons for Establishing Project Office are Project Time Management, Integration Management, Project Time Management, Project Cost Management, Project Quality Management, Project Human Resource Management, Project Communication Management, Project Risk Management and Project Procurement Management. Habib Rafiq (Pvt.) Limited is a project driven company and establish project offices for big projects.
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Recommendation
Following are some recommendations for Habib Rafiq (Pvt.) Limited, HRL Management has to communicate with project Manager for establishing Project office. Should have to make effective project team. Should have to take actions for effective project office. Should have to take emergency actions when a conflict occurs between Project office management and Project manager. Should have to avoid from Hard and Nose Tactics
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References
Project report Study of need for establishing project office www.slideshare.com http://www.google.com http://www.wikkipedia.com
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ALLAMA IQBAL OPEN UNIVERSITY

TOPIC: NEED FOR ESTABLISHING PROJECT OFFICE