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MANAGING PROJECTS

Environmental Links International is an organization whose basic aim is to promote sustainable development which is development that meets the needs of the current generation while at the same time ensuring that future generations are not constrained in their attempt to meet their needs. The natural environment is the main driving unit of this organization with its mandates including sustainable living where natural commodities are exploited for sale such as the herbal medicine; promoting ecotourism and promoting environmentally friendly energy production mechanisms.

The Biomass Energy production project is one aspect under the eco-friendly energy production section that is being explored currently. Biomass energy is energy produced from dead organic matter. Following the soaring prices of oil which continue to dent economies already crippled with the economic crunch, the loss of aesthetic environmental beauty, increased vulnerability of populations to the irreversible impacts of nuclear reactions emanating from nuclear energy production, and increased pollution from unsustainable energy production mechanisms such as the use of fuel wood which further affects the quality of the environment. A need arose to provide energy that is both environmentally friendly and cost effective. With this end in mind, the Biomass Project was formulated whose business plan is widely discussed in this document.

Determining Needs and Performance Expectations

First of all, I would ensure that the employees are well informed about the project’s aims, objectives and goals. Taking them through understanding the project purposes creates a sense of ownership. Secondly, I would take into account the current status quo of the project by looking into those items lying below the set out benchmark. This will be considered with respect to the original deliverables and the time scale to needed achieve them. From this, I would provide an insight to the employees on long-term and intermediate goals and guide them through the resources for meeting these goals. Performance expectations will be specific, measurable, achievable, realistic and time bound (SMART). These will additionally be declared based on external factors such as the competitiveness of the marketplace, the changing demands of customers, availability of raw materials amongst others. Internally, these expectations will be set based on the motivation of staff personnel, their attitude towards the project, the working conditions and transparency and accountability mechanisms put in place.

Monitoring Quality and Performance

Monitoring takes place right from project conceptualization through to project implementation. Monitoring involves checking the progress of activities against the plan. Performance of the project shall be reviewed regularly using key indicators. The business plan would then be adjusted in light of the current performance, changing circumstances and new information. It is important to work within original terms of reference while carrying out the monitoring process. The quality and performance of the biomass project will be checked on by the regular response from clients, the ability to meet targets set for different teams, the growth of the profit margin rating it from the base year, and employee motivation which would be further established from employee turnover rates.

Essential Project Management tools for the Biomass Project

Project management tools are effective in planning for the tasks to be undertaken in terms of urgency and importance. These tools ensure that the project flows in a systematic manner by putting together the tasks to be performed and the sequence of performance. The tools to be employed in the Biomass Project include; brainstorming, Fishbone diagrams, Critical Path Analysis Flow Diagrams, and Gantt charts. The main tool amongst all these is brainstorming, which is mostly a free thinking and random technique. The employees would be required to come up with ideas on how best to sale the project itself to the outside world. Next, is the fishbone diagram also known as the ‘cost and effect diagrams.’ The primary and secondary factors of the project are identified and connected with the main problem or effect of the project. For the biomass project, the aspect of project sustainability would form the main spine with human resource and financial accruements forming the primary and secondary connectors to the spine.

The Critical Path Analysis is a more specific, logical and effective method. It is represented by linear flow diagrams with definite scales. This helps to address actions that may overlap or coincide and is therefore essential in costing and budgeting. It involves noting down all the activities including those taking place at the same time. From this, financial and time totals can then be well drawn for effective management of actions. Lastly, Gantt charts would come in handy as they are excellent models for scheduling and budgeting as well as reporting and presenting progress easily and quickly. They effectively stipulate the time scale for each activity including those running parallel, and breakdown the costs based on the items needed and the timescale for each.

Building of trust-based relationships and the essence of togetherness

It is important for any organization to ensure that team members work in close relationships with one another. For this to effectively take place, trust comes in to play a vital role. The team members tend to build trust gradually right from the onset of the project. However for this to be maintained, it is necessary to disclose the duties of each person so that in case of any developments such as sickness amongst any of the members, the others would easily take up that one person’s roles for the sake of the continuity of the project. Furthermore, taking into consideration their viable ideas is one other aspect of team building. The uniqueness of every individual in the group formulates a base for the production of viable ideas for the well being of the organization. For profits to be realized for example, the team sales strategy would come out as a solution from team members dealing with sales which would further increase the profit margins of the organization within a short period of time.

Delegation

Different tasks and roles can be best accomplished by different persons depending on their competence as well as their interests. Taking into consideration the Biomass Project, the choice of a sales manager, for example, will focus on an individual who is well versed in the concept of Biomass Energy production from a scientific background, with further knowledge on sales and marketing. In addition, tasks that involve a lot of physical energy, such as the installation of biomass plants would be mostly delegated to the males, considering their physical capabilities. Several steps will be considered when delegating. These include: defining the task or role; selecting the individual or team; assessing ability and training needs; explaining the reasons behind the choice of a person or team the relevance of the task, why the responsibility is being delegated and the overall scheme of things; stating the required results; considering resources required; agreeing deadlines; supporting and communicating; and providing feedbacks on results.

The appropriate leadership style for the Biomass Project

The manner and approach of providing direction, implementing plans and motivating people determines the success of a project as these actions describe the functions o a leader. The participative leadership style is one most appropriate for the Biomass Project. This particular style involves the leader including one or more of his employees in the decision making process. However, the respective leader maintains the final decision making authority. It acknowledges the fact that employees respect the decisions of their leader.

Employees of the Biomass Project are mostly competent people, with information which the leader may not be fully aware of as they are skillful and knowledgeable people. The mutual benefit enjoyed by both the leader and the employees allows everyone to be part of the team and enables the leader to make better decisions which would impact in the continuity of the project.

The Design and Development of Risk Management and Contingency plans

Risks cannot be avoided but can be well managed if anticipated, therefore reducing on the impact of damage. Contingency planning involves taking appropriate measures to curb the impact of risks. The biomass project would take into consideration risks that may arise in all of its application sections, from the human resource, financial capabilities to the actual biomass equipment. Risks such as occupational hazards may be taken care of through the provision of safety clothing. In case, for example, equipment breaks down just after installation, as a contingency plan, another would be available for immediate replacement.

Clarifying roles, responsibilities and lines of authority

The biomass project would incorporate the fact that individuals are employed based on their competence. The roles of employees will therefore be clarified based on the tasks assigned to them, the timescale to accomplish specific tasks, the flexibility of employees in terms of adapting to different tasks as well as relevant skills such as leadership capabilities. All these however fall under the aims and objectives of the project and of different departments established within the organization. Secondly, responsibilities and lines of authority would be based on the organization structure developed during the project conceptualization stage. This structure outlines the roles and responsibilities of individuals in the organization lays down the order of protocol.

For better achievement of the project goals, it is worth noting that the ability of individuals to interact with one another independent of their titles plays a fundamental role. Easy access to departmental offices creates a sense of belonging to all employees and increases the output of the project to a large extent. This would also be instituted when designing the line of authority.

Budget preparation and use as a communication and management tool

Budgetary allocation ensures that a project develops within its means and realizes profits for its growth. The budget for the aforementioned project would be prepared in a spreadsheet format which would be relevant in the planning, administering and reporting on the detailed finances of the project. A cost line for the main expenditure activities will be created and further broken down to individual elements. Clear payment terms will be determined with all suppliers and employees so as to curb against dissatisfaction. In addition, monetary allocation would be set aside for contingency plan to avoid putting the project on hold. The budget would act as a management tool where the items enclosed are clearly stipulated either as income or expenditure. A difference of these will then be used to ascertain the profit margins. Records of previous budgets will be kept to keep the project in check as they will be essential to address the viability of the project.

Budget information would also be used in situations where the organization aims to seek for financial assistance either as loans or grants. These would be easily provided for where the organization provides records of its budgets to relevant institution for accountability purposes. In addition, business related projects are required to adhere to the tax system of a country. As a communication tool therefore, information on budgetary allocation would be used to assess the amount of tax payable to governments.

Explain the data collection record keeping and reporting processes that would apply to the project

Both primary and secondary data collection tools will be relevant for this project. The primary data collection tools will ensure that as much information as possible is collected from relevant sources using questionnaires and interview schedules. Feedback from customers on the viability of the equipment can be collected using the above tools. Manual checking of the biomass equipment, as a maintenance strategy, will be done in comparison with data from other time periods to identify major discrepancies. Record keeping practices for the project include printing of monthly back-up hard copies off all logged data, retention of copies of logs and all logged data for a period of ten years, written logs of operations and maintenance of the project system including replaced plants, and plant readjustments, and keeping all records available for review by a verification body.

Reporting on reduction in emissions as an environmental benefit will be achieved on an annual basis and quantified in accordance with the requirements of the Quantification Protocol for Diversion to Biomass to Energy from Biomass Facilities. These will then be verified according by a third party verifier. Annual audit reports will also be prepared to show the actual profits realized for verification by the tax department.

Communication mechanisms and its importance to the team

Communication is an important tool in any organization, especially those in the business world. The business acumen is greatly built through viable communication as vital information is passed to all relevant persons in good time therefore all individuals stay informed. In order to ensure that team members are kept informed, the use of internal and external memorandums, electronic mails, telephones, would come in handy as communication options.

Holding meetings at certain designated locations and times would ensure that team members are fully involved in the project as they are able to air out their views relating to the project. An example of this would be the installation of computerized biomass plants. Meetings would be strategically held in places with such facilities for practical explanations so that members are aware of what they are required to do.