Project Management Plan

for

<Paper Tower Project >

Version 1.0 draft 1

Prepared by

<Mumtaz Khan 03-398222-032>

<Zia Ur Rehman 03-398222-018>
<Samahar Arshad Nawaz 03-398222-037>
<Saba Raiz 03-398222-0>

Project Cost and Finance Management (MSPM-I)

Course Instructor: Dr. Saif Ul Haq

Department of Management Sciences

Bahria University Lahore Campus

Deadline: December 10, 2022

Table of Contents
1. Overview...................................................................................................................................1
1.1. Project Purpose, Objectives, and Success Criteria...........................................................1
1.2. Project Deliverables..........................................................................................................1
1.3. Assumptions, Dependencies, and Constraints..................................................................1
1.4. Evolution of the Plan........................................................................................................2
2. Project Organization...............................................................................................................2
2.1. External Interfaces............................................................................................................2
2.2. Internal Structure..............................................................................................................2
2.3. Roles and Responsibilities................................................................................................2
3. Managerial Process Plans.......................................................................................................3
3.1. Start-Up Plans...................................................................................................................3
3.1.1 Staffing Plan.........................................................................................................3
3.1.2 Staff Training Plan................................................................................................3
3.1.3 Project Commitments...........................................................................................3
3.2. Work Plan.........................................................................................................................4
3.3. Control Plan......................................................................................................................4
3.3.1 Requirements Control Plan...................................................................................4
3.3.2 Budget Control Plan.............................................................................................4
3.3.3 Change Control Plan.............................................................................................4
Project Management Plan for <Project> Page 1

Important Note:
<This template contains primarily guidance text, shown in italics. When creating a project
management plan from this template, replace the guidance text with your own specific
information for the project and change the Normal style for the document to be normal
font, not italic. If a section of this template is not applicable to your project, leave the
section heading in the plan and briefly state why it does not apply. Feel free to tailor this
comprehensive template to best meet the needs of your organization’s projects.>

1. Overview

Project management has increased the successful completion of the project and it has become
the need of every project-oriented organization to learn project management process and
methods are increasing to advancement of challenges in their projects.

Paper tower project increased the knowledge area, process group and tools techniques to meet
client needs.

Main objectives of the project are mentioned below.

Tower height 70 inches and it should bear the weight of cricket ball maximum for 2 mins with
stability. Project is completing by scope, quality, schedule, staff, and cost constraints.

Project Purpose, Objectives, and Success Criteria

Paper tower project purpose is to get hands on experience of the project

process groups and utilize knowledge areas to meet project objectives and
success criteria. Its main purpose was to create a project management plan in
which different subsidiary plans are made for example cost management plan,
staffing management plan, Actual Cost, Planned Cost, SPI, & CPI.

Scope of the project is to build a paper tower of height 70 inches with the
material provided, in a timeframe of 150 minutes necessary to meet client
requirements of such a design that will qualify self-stability test and weight
test. Proposed design of the paper tower is shown in picture.

 Development of Paper Tower using only the materials provided

 Self-Stability Test (Tower must be free of any outside support and it cannot
be fixed on the floor, wall, or a team member).
 Weight Test (Top Floor should be able to hold weight of cricket ball)
 Height Test (70 Inches)
Project Management Plan for <Project> Page 2

Project Deliverables

<List the major items to be delivered to the customers, subcontractors, integrators, or other
parties. As appropriate, list the deliverables, their recipients, interim and final delivery dates, and
delivery method. A table like the one below is a good way to show this information.>

Deliverable Recipients Delivery Date Delivery Method Comments

Project proposal Project Sponsor 3 Dec 2022 In class Closed
Paper Tower Model Project Sponsor 3 Dec 2022 In class Closed
Foundation Construction Project 3 Dec 2022 In class Closed
Manager
Installation of Support Columns Project 3 Dec 2022 In class Closed
construction Manager
Creation of Floors Towering Project 3 Dec 2022 In class Closed
Manager

Assumptions, Dependencies, and Constraints

Assumptions:

1. Paper sheet: Rs. 25 /Paper

2. Small Tape: Rs. 50 / Tape
3. Coloured Paper: Rs. 100 / Paper (Not used)
4. Paper Scissor/Cutter: 500/Piece
5. Cricket ball for load test: 500/Usage (max 2 min)
6. Human resources (Cost of 1 Min)
 PM: Rs.75.
 Team member: Rs.50.

Dependencies:

1. Measuring tape for height test

2. Cricket ball for load test

Constraints:

1. Develop paper tower based on material provided (50 pages) and proposed design as scope
requirements.
2. Height and weight test to meet quality requirements
3. Project should be executed in 150 minutes to meet schedule requirements
4. Project cost should be within Rs 30000 to meet cost requirements
5. Project should be completed by 4 members (Group assigned by Project Sponsor) to meet
staff requirements.
Project Management Plan for <Project> Page 3

Evolution of the Plan

Based on the document provided, we conducted in-class meeting sessions to brainstorm ideas
for the tower design and discuss how the project should be started. At start, time constraints
and physical constraints were not fully defined. So, we created the plan based on the initial time
estimates of 150 minutes and 50 number of pages. We had finalized the project proposal in
these physical meeting sessions. On execution day/In class, there was still modification in the
client’s requirements and the time constraint of 150 minutes, and the number of pages should
not exceed 50 pages. Our initial plan was updated in the brainstorming time provided by the
project sponsor. We modified our planning details based on the updated requirements and
executed the project as per our plan. Real-time data was recorded after every 60 minutes to
compare it with the planned data and track the project performance so that necessary corrective
actions should be taken if there are unbearable difference in values. In such scenario, change
request will be furnished and change control plan should be implemented. Our project execution
went as per plan and change request was made.

Project Organization

Project organization was a part of class of MS Project Management students. The sponsor of
the project was the class lecturer. The project organization has a total of 4 positions. However,
the project organization only consisted of 4 group members, including one Project Manager and
3 team members. Project Manager was overall responsible for the integration of work carried
out by three other members.

External Interfaces

Organizational boundaries in the project were strictly defined. Only those resources were
allowed to be used which were provided at the start of the project. This condition reduced the
impact of Enterprise Environment Factor (EEF) on the project. However, it can be noted that the
project organization did act in an environment where other competitors having similar
organizational structure and goal existed/operated. The project organization only interacted with
its sponsor. This interaction between the project organization and its sponsor occurred at
different intervals. First, when the project organization got its material resources from the
sponsor/class supervisor. Then the Project Manager had to inform the class supervisor on
various financial values such as EV, SPI, and CPI. Final interaction occurred at the end of
project when the project/tower was handed over to its sponsor/class lecturer and the sponsor
judged which project organization constructed the best tower.

Internal Structure

These were the position of Project Manager, Architect, Engineer, Logistic Officer, and Financial
Analyst. There were four project team members. Due to shortage of Human Resource, the
position of Financial Analyst was given to Project Manager. Only Project Manager interacted
with the external entities.
Project Management Plan for <Project> Page 4

Roles and Responsibilities

Project Manager (Mumtaz Khan): Mr. Mumtaz khan is the Project Manager. He super-
vised and integrated the activities of other team members. He interact/communicated
with the external entities, he used to inform the project sponsor on the progress of the
project.

1. Architect (Zia Ur Rehman): Mr. Zia Ur Rehman was the architect in Project. His role
was to design the tower and guide the engineer in constructing the tower as planned.

2. Engineer (Saba): Miss. Saba was the Civil Engineer in Project. She was tasked with the
construction/building of tower. She was supported by Architecture and Logistic Officer.

3. Logistic Officer (Samahar): Miss. Samahar performed the duties of Logistic Officer.
She had the responsibility of ensuring on-time supplies of material to engineer, so that
there would not be any delay or lapse in construction activity. She also informs the
Project Manager on the availability and consumption of material resources.

4. Financial Analyst (Mumtaz Khan/Additional Duty): The duties of Financial Analyst

was given to Mr. Mumtaz khan. He periodically presents project updates to sponsor. Ex-
ternal stake holders are mentioned below:

Project sponsor/ Dr. Saif: He was the class supervisor during the activity. He had pivotal role
in the project. The scope was defined by him, and he also provided the resources through which
the project team delivered the project to him. The success and failure of the project depended
on his acceptance. He also passed the best tower constructed by other project teams in class
section.
Competitors: - There were other project teams working to construct the best tower. All the
project teams were in a competition to construct the best-looking tower which can bear the
weight of ball independently.

Managerial Process Plans

Project management plan comprises of many subsidiary project management plans and the
baselines. Cost management plan, staffing management plan, scope management plan,
schedule management plan is some of the plans that are used in this project. Scope baseline,
schedule baseline and cost baseline are defined in this project. Starts-up plans like staffing plan
is discussed in the managerial process plan section.

Start-Up Plans

A project will be successfully completed only when that project constitutes of a good project
team, and it lays a solid foundation since starting the project. It is important for the project
manager to involve key team members in the planning phase. Through their expertise, they will
streamline the project execution. Since it’s a small project, it consists of a project and 3 team
who are working on responsibilities as per their competencies.
Project Management Plan for <Project> Page 5

Staffing Plan
Staffing plan specifies the team members’ skills requirement in the project throughout the
project lifecycle. It also mentions which team member is assigned what responsibility in different
phases of the project. To incorporate planning, time management, time management and
maintaining and analyzing the cost structure of the project, Project manager is responsible for
this task, and he is internal to the organization and is fully available throughout the project life
cycle. Similarly, all other team members are also internal to the organization, and they will be
available throughout the project life cycle. Architect with expertise on designing will be utilized
throughout the project to assist engineer on the various project stages like building foundation.
Engineer will be using his expertise in construction to meet project scope, quality, budget, and
schedule. Logistics officer will be working throughout the project lifecycle to deliver supplies
timely to the engineer.
All the team members including project manager is fully available for the whole project. Project
sponsor is external to the organization and the project successful decision depends on fulfilling
his needs and expectations along with the scope, quality, budget, and schedule requirements.

Staff Training Plan

The application area for this project is construction. Team members consists of a miss of
different skill sets and different fields. The project manager understands that whole team should
be at the same page to meet project scope and objectives and deliver desired results. The
project management organized team training virtually on online platform to make sure team gets
familiarized with the project framework and the best possible design could be chosen by
analyzing different designs.

Project Commitments

Commitment Made By Made To Due Date Comments

Project Proposal Project Manager Project Sponsor 03-Dec-22 Completed
Design Architect Project Manager 03-Dec-22 Completed
Construct Paper Tower Engineer Project Manager 03-Dec-22 Completed
Deliver Supplies Logistics Officer Project Manager 03-Dec-22 Completed
Financial Status Updates Project Manager Project Sponsor 03-Dec-22 Completed
Documentation Project Manager Project Sponsor 03-Dec-22 Completed
Project team is making the commitment of delivering the project according to the client’s
requirement. External party has made the commitment to verify the stability test, height test and
the weight test of the built paper tower. Whereas the commitments made by the team are shown
in the below table and it gives the notion that every team member is aware of their roles and
responsibilities.

Work Plan

Planning is an important process group of effective project management. Hustles in executing

phase can be minimized by effective planning. Paper tower construction project was divided into
the work activities from which cost and time estimates are developed.
Work activities described in the above WBS were used to develop project milestones. Bottom-
up estimation and parametric estimation technique were used to make cost estimates as well as
time estimates. Project was divided into 3 stages. Deliverable for each stage were defined. For
instance, Stage 2&3 couldn’t be started if the foundation for the paper tower wasn’t constructed
in the stage 1.
Project Management Plan for <Project> Page 6

Stage 1: At 7:00 pm
Deliverable = Foundation
Estimated Time required = 30 min
Cost Estimated = Rs 7800
Staff required = 4 person
Physical resources required includes pages, tape, and scissor.
 Physical resource required
Pages = 13*25= Rs 325
Tape = Rs 10
Scissor = 0
Total = Rs 335
 Human Resource Required
PM = 75*60= Rs 4500
Team = 3*50*30= Rs 4500
Total = Rs 9335
Estimated Cost = Rs 9335

Stage 2:
Deliverable = Support Columns
Estimated Time required = 30 min
Cost Estimated = Rs 5750
Staff required = 4 person
Physical resources required includes pages, tape, and scissor.
 Physical resource required
Pages = 18*25= Rs 450
Tape = 50*2= Rs 100
Scissor = Rs 500
Total = Rs 1050
 Human Resource Required
PM = 75*30= Rs 2250
Team = 3*50*30= Rs 4500
Total = Rs 6750
Estimated Cost = Rs 7800

Stage 3:
Deliverable = Towering
Estimated Time required = 20 min
Cost Estimated = Rs 5925
Staff required = 4 person
Physical resources required includes pages, tape, ball and measuring tape.
 Physical resource required
Pages = 18*25= Rs 450
Tape = 50*2= Rs 100
Scissor = Rs 500
Total = Rs 1050
 Human Resource Required
PM = 75*30= Rs 2250
Team = 3*50*30= Rs 4500
Total = Rs 6750
Project Management Plan for <Project> Page 7

Estimated Cost = Rs 7800

Contingencies reserves are added in the cost baseline to account for several risks which
includes shortage of physical resources and time delay, and they can be utilized at any stage to
mitigate the risks and move project back to its right speed. Contingency reserves account for
labor working timeframe, physical resources and materials borrowed from the project sponsor
for testing purposes.

Cost Baseline = Sum of work activities cost + Contingency reserves

Cost Baseline = Rs 22375

Project Budget = Cost Baseline + Management Reserve

Project Budget = Rs 30000

Control Plan

To achieve project successful completion, it is essential that the project performance should be
monitored and controlled throughout the project life cycle so that any deviation from the planned
rate can be removed by implementing corrective actions. After every 30 minutes and the
completion of stages, project status indicators were monitored, and their readings were noted to
analyze the performance of the project. If the results are detrimental to project success,
necessary corrective actions would be done by using change request to meet project scope,
quality, and cost baseline.

Requirements Control Plan

In the requirement control plan, the impact of any changes in the requirements are considered.
For example, we had a time constraint of 90 minutes for the project execution, if the project
performance at the earlier stages is behind the schedule than the execution might go beyond 90
minutes, so necessary actions could be taken by change requests and there could be changes
in the requirement after the approval from change control board. This will lead to changes in
other requirements as well.

Budget Control Plan

Earned Value Management (EVM) technique is used to perform budget control plan. As
discussed in the work plan, planned value can be obtained. Project status check were
measured and reported after every stage completion and after every 60 minutes. All the data
related to actual cost and earned value was recorded to calculate Cost Performance Index (CPI)
and Schedule Performance Index (SPI) which guides the project manager to check if the project
is under budget, on budget or over budget. If the project is behind schedule and over budget,
estimate at completion could be performed to meet project objectives.
Project Management Plan for <Project> Page 8

Figure 1 (Reading at 7:00 PM)

Figure 2 (Reading at 7:30 PM)

Project Management Plan for <Project> Page 9

Figure 2 (Reading at 8:00 PM)

The following table gives the recorded data at 30 minutes interval during the execution
phase of the project.

Interval PV (Rs) AC (Rs) EV (Rs) CPI SPI

7:00 pm 6000 9335 9000 0.96 1.5
7:30 pm 12000 18830 15000 0.796 1.25
8:00 pm 18000 23435 21000 0.89 1.16
9:00 pm 30000 37362.5 30000 0.8 1

Sample calculation for first set of data For Example 7:00 pm

PV = Rs 7800
EV = Rs 7800

While executing, Physical resources used were 1 tape, 1 scissor and 18 pages. It took 25
minutes to complete this stage For Example foundation.

Pages Cost = 18*25 = Rs 450

Tape Cost = 50*1 = Rs 50
Scissor Cost = Rs 500
PM Cost = 75*25 = Rs 1875
Team Cost = 50*3*25 = Rs 3750

Actual cost is the summation of pages cost, tape cost, scissor cost, PM coast and Team
Cost. So, it becomes

Actual Cost = Rs 6625

SPI = EV/PV = 1
CPI = EV/AC = 1.177
Project Management Plan for <Project> Page 10

It can be observed that at the last stage, there was a difference in planned and earned
values which had resulted in the SPI value less than 1. This happened because we had
planned to complete our work in 70 minutes and the contingency reserves for time and
physical resource were added in the cost baseline. Time and physical resources from the
contingency reserves were utilized in the last stages that’s why planned and earned
values are different. Still, it should be noted that the project execution was able to meet
budget and schedule requirements specified by the Project Sponsor.

1.1.1 Change Control Plan

<Specify how did you controlled the changes in design and mention if you have initiated
the change requests.>