Roll No.

-BM 18167
MIDTERM-TAKE HOME PORTION

Question 1.0

XLRI is coming up with a new campus in Karnataka in Hubli. You have been appointed a
Project Procurement consultant for the Project. You have to advise XLRI management on the
steps they can follow right from Bid Planning to Bid Award.
(Assume land is acquired and the scope is the construction of the facilities only)

Answer 1.0
The process from Bid planning starts as follows:
1. Initially a rough bid should be drafted covering following points. The XLRI should
mention
a. Details of Project regarding Campus opening
b. What is expected from a Vendor
c. XLRI’s Scope of work
d. Requirements of project such as Construction requirement, specific deliverables &
timelines, Quality Standards and all relevant details
e. Terms and Condition
f. Payment methodology

2.Approvals for the Drafted Bid should be cleared from different departments like Legal,
Admin and other stakeholders for finalizing the bid draft.

3.Afterwards, the XLRI should examine about the suppliers & contractors available relevant
for the project. It should then decide on some criteria for the contractor as well as suppliers.
Then the Suppliers need to be recognized with their contact details & their representatives for
whom bidding process is open.

4.After the Bid is open for a certain timeline for responses. Then, the responses are evaluated
and compared on similar terms. A matrix can be made which will give the related bids of the
vendors against different components.
The matrix must be then analyzed and evaluated using a defined set of criteria that covers all
the technical, commercial, social, financial and other aspects of the contractor and
requirement of XLRI.

5.After analyzing the matrix, a meeting should be held with the potential suppliers for
negotiating on following things
• Agreeable deliverables
• Pricing & payment terms
• Timelines
• Specific technicalities & their scope
Based on these things, final supplier/contractor can be selected

6.Once the contractor is finalized, for legal binding, contract should be made indicating all
the terms and condition. Then that should be validated by the legal team & has to be signed
by both the parties. Once these things are done, the contract can be awarded to the selected
contractor
Question 2.0

Please review the current status of Ranchi-Jamshedpur road being built under the overall
supervision of NHAI.

You need to submit a report on

a) How are road projects managed in India?
Ans -Road projects in India mainly comes under the authority of National Highways
Authority of India (NHAI). However, State Highways are looked after by the State
govt & its respective ministry. Road projects are given based on tenders & bidding
process. There are different department involved such as Environment, Finance etc.
Consultants are decided as per the area of expertise & project’s requirement &
contractors are selected as per bidding. The role of local authorities &
environmentalists comes into play while supervising the road construction projects
and they decide upon the mandatory guidelines specific to their respective areas.

b) The stakeholders in these projects

Ans -Major stakeholders & their roles in these projects are:
NHAI
• Completion of project successfully in terms of Cost, Time & Quality
• Timely approval of changes, proposals & payments
• Serve public interest based on strategy of Government

Consulting Companies
• Developing the project designs, specifications, setting timelines & check
points, Cost evaluation
• Supervision of work & administer the project activities
• Communication with Local communities & government to set up agreements
& facilitating approvals
• Setting up payment certificates for contractors for work completed

Contractors
• Execution of planned activities based on the project charter & designs
• Supervision & managing the operations at the site
• Coordination of sub contract workers, suppliers, material handling etc
• Timely reporting of work progress; suggestion of improvements/modifications
needed to smoothly execute the project w.r.t. time, cost & quality
• Deploying barricade & proper signs/symbols to avoid confusion for people

Local Authorities
• Support the construction contractor to facilitate smooth execution project
• Address the issues of any conflicts between local community & construction
company, if any.

Environment Authorities
• Ensure minimal pollution (within limits) during project; Proper handling of
wastages
 • Suggesting mechanisms to protect the environment & local communities
during the road construction work
Media
• Publish/ Transmit the news about the developments & issues (if any) to the
local communities

c) The organization structure of the project and the role of all the players
Ans -

NHAI
• Timely approval of changes, proposals & payments
• Serve public interest based on strategy of Government

Other Govt Departments

• Finance Ministry approves of the budget allocation
• Other relevant authorities give clearance for the allocated project

Project Manager
• Completion of project successfully in terms of Cost, Time & Quality
• Approvals from other ministries, Local authorities etc.
• Approvals / decisions for Consultants & contractors

Consulting Company & its Engineers

• Developing the project designs, specifications, setting timelines & check
points, Cost evaluation
• Supervision of work & administer the project activities
• Communication with Local communities & government to set up agreements
& facilitating approvals
• Setting up payment certificates for contractors for work completed
Contractor
• Execution of planned activities based on the project charter & designs
 • Supervision & managing the operations at the site
• Coordination of sub contract workers, suppliers, material handling etc
• Timely reporting of work progress; suggestion of improvements/modifications
needed to smoothly execute the project w.r.t. time, cost & quality
• Deploying barricade & proper signs/symbols to avoid confusion for people

Sub-Contractor
• Follow instructions & carries out work ordered by Contractor

d) WBS of the project and a MS project plan of it

Ans -Work Break Down Structure

Management setup & approvals
Tender Allocation
Bidding & Contract Awarding
Approval from Environment Dept/Local Authorities
Establishing the Site
Site Mapping/Drawing
Site Clearing
Clearance/Approval on areas alongside the road
Decision on the consultants
Identifying the required Consultant Company
Site Preparation
Cleaning of the site
Making accesses for construction sites
Filling Embankments
Cutting
Selecting material Zones
Highway Drainage
Road Preparation
raw materials mixing
Laying the road
Other Works
Pavement Construction
Noise Barrier
Safety Barrier
Lighting/Marking on the roads

e) The status of the Ranchi – Jamshedpur road,

Ans -Currently the work is yet to be completed. Due to rainy season, the construction
work is delayed. The quality is not good as due to just 2-3 rains, the upper layer of the
road got uprooted revealing numerous potholes. Also, due to continuous blockage of
road for construction, there are too many diversions & dust along the route.

f) Lessons from Ranchi – Jamshedpur road

 Ans -This might be due to procuring the bad quality of raw materials or absence of
quality inspection of the raw materials
Also, the scheduling of the road construction is not done properly. Scheduling the
work during rainy season & ignoring the major event of general elections indicates
negligence on proper scheduling.
Also, as the highway passes through hilly areas, too many diversions are causing
erosion of the highway and creating chances of pothole creations

You would need to give examples from the Ranchi – Jamshedpur road project in all the
points mentioned above.
(Exchange Students can pick any project in their country and do this question)

Question 3.0

Read the case “ Proctor + Gamble Canada Dayquil Sampling Operations” and the two
supporting cases.

Take on the role of Ken Mark, the Asst. brand Manager in charge of the project.

(a) Prepare the charter for the project

PROJECT CHARTER

Name: Dayquil Topper sampling Project Number: 53

Date: August 1, 1987 Revision Number: 00

1. PROJECT GOALS

Increase the sales of healthcare products by increasing the market share of Vicks DayQuil

2. DELIVERABLES

Foil Pouch containing once dosage of Dayquil be folded and placed within cardboard
topper which is then fitted over a NyQuil bottle, packaged and shipped to stores

3. SCOPE DEFINITION

Complete Artwork Define phase, Draft Phase, Packaging Phase, Printing

Procure foil pouches
Get clearance from Quality Assurance Team and upper management
Pack DayQuil after pasting oversticker, and putting it in cardboard topper and putting in NyQuill
Bottle.
Get all legal approvals from US and Canada
Get clearance from Canadian Custom department
Shipping samples to stores

4. PROJECT MILESTONES

Completion of artwork Design Phase

Completion of artwork Draft Phase
Completion of artwork Packaging Phase
Completion of artwwork Printing
Procurement of foil pouches
Packing of DayQuill foil pack in NyQuill bottles
Shipment of NyQuill bottles to stores

6. PROJECT TEAM

Project Manager: Ken Mark Health & Beauty Care

Brand Manager Krista Boone

Team Members: Pat Egan Health & Beauty Care

Alexandra LeClair Design Partners

Ron Zamorski Health & Beauty Care
Thomas Deng Regulatory
Linda Hampshire Health & Beauty Care
Steve Sherwood Industrial Buying Department
7.External Dependencies
Legal approval from government, Custom dept

(b) Prepare the Work Breakdown Structure. Justify your choice

 Design Brief/Draft Phase
Brief review
Getting blueprint & Sending it
Submit claims
Send preliminary copy
Review for Canadian regulation
Send initial design files &Acrobat Files
Artwork Packaging Phase
Approval Claim
Preproduction Meeting
Graphics issue sort
Finalize technical specification
Translate approved copy
Approve and send final acrobat
Process and return acrobat file by design partners
Words Translation with final acrobat
Approval from Legal dept
Upper management & Art Packaging approval
Printing Tools
Getting approvals and cylinder engraving
Actual printing & sending printed cardboard and over sticker
Procure foil pouches
Borrow foil pouches & Get papers through claims dept
Get Ok from regulator
Pack foil pouch in printed cardboard
Shipping & Schedule Packaging
Content inspection by HPB
Get custom clearance
Risk Mitigation
Meeting upper management
Quality Assurance team research
Risk rating from legal department

The categories are divided based on the internal teams & their similarities of activities as well
as their final objective.
 (c) Perform an Stakeholder analysis (Refer Book, Hazelton )

Interest Power
Manage
Teams from P&G Health and Beauty Division High High Closely
P&G Legal Team Low High Keep Satisfied
Quality Assurance Team Low High Keep Satisfied
Manage
US Legal authority High High Closely
Packaging Contractor Low High Keep Satisfied
Canada Customs Department Low High Keep Satisfied
Industrial buying department Low Low Monitor
Vicks NyQuill Customers High Low Keep Informed
Manage
P&G Design Partners High High Closely

(d) What organization structure you think is in place for this project (use the classification
system of PMBOK ). List the strengths + weakness of the structure.

Ans. This project has used Matrix because this is a mix of functional & divisional
organizational structure.
It has decentralized decision making because of the convergence of the lines of the
authority at the lower level for different functions such as marketing, tech packing, design,
accelerated artwork packaging, purchase etc.
Strengths:
• Sharing of high skilled employees across projects & function
• Facilitate fast changes, helpful in dynamic
• Smooth communication; Good for large variety of projects
• Units can easily adapt to differences in products, region and customer.
• Robust financial corporate control
Weaknesses:
• Power distance high; conflict due to dual reporting
• Less chance of standardization and integration across variety of products
• Heavy work load
(e) What strategy would you employ during the execution of the project?

As per the WBS, I’ll try to identify the critical path.

Then, I’ll focus on the activities on critical path & check the chances of error on those
activities.
The activities which are less prone to error can be crashed in order to decrease the
length of critical path.
Then, based on the constraints on the activities, we would be looking for alternate
options. For example, with the change in critical path, the delay would postpone the
launch & cause high marketing costs
To address that another synergy to smoothen the stability documentation & other
relevant processes.