Executive Summary

This report is about administration, review and monitoring of the completed project management plan for ‘No.1 gym’, which was done is Assessment 2. As the project plan
is complete, project manager and project team is assigned to monitor and review the completed project. However, there has been a decrease in the project time by 25%
and the budget has increased by 12% as a compensation for decreased time. As the overall time available to the project is decreased, Work breakdown structure, Gantt
chart, budget and project risks have been changed and needs to be revised. After that, a brief project review will be given which will review the expected outcomes
after these revisions and will be compared with the initial outcomes before the revision. The third part of the report will identify a real life failed project and the
summary of details of why the project failed will be given along with the lessons learnt from the failure. This revised project plan gives a revised detailed structure
and framework for managing the event for opening gym.

Contents
Executive Summary 2
Introduction 4
Revised Project Plan 4
A. WBS 4
B. Gantt chart and Activity List 6
C. Project Budget 6
D. Risk Management Plan 7
E. Changes in Resources 7
Part 2: Project Review 8
Part 3: Example of a failed project and lessons learnt 9
References 11

Assessment Task 3: Administer, monitor and review the project
Introduction
This report is about administration, review and monitoring of the completed project management plan for ‘No.1 gym’, which was done is Assessment 2. As the project plan
is complete, project manager and project team is assigned to monitor and review the completed project. However, there has been a decrease in the project time by 25%
and the budget has increased by 12% as a compensation for decreased time. As the overall time available to the project is decreased, Work breakdown structure, Gantt
chart, budget and project risks have been changed and needs to be revised. This revised project plan gives a revised detailed structure and framework for managing the
event for opening gym.

Revised Project Plan
A. WBS

As there is an increase in budget by 12% and decline in the time by 25%, the above image shows the revised work breakdown for various stage of operations (Turner,
2014). The roles and responsibilities will be increased as the time is shortened. Although, the work breakdown will remain the same, however, there will be increased
roles and responsibilities on every member. The revised initial stage of the WBS is to arrange activity lists associated with the project. The owners and management of
the project need to see every initial phase of the project. They distribute the work activities into various operational levels. The contractor and project management
must set up a project team for the entire event. The members of the team are then equipped with notebooks and writing pads to note down all the anticipated tasks. All
the operational levels are monitored from above structure. Management of team must design a plan of responsibility to assign each member with revised roles and
responsibilities now. The levels comprises of revised sub activities and activities as can be seen from the chart under project manager.
In the chart above, we can see that level one shows the title of the project ‘Event’. Level two sub activities while level three shows sub activities. The activities
in level 2 for the event are administration, marketing, advertising, venue, equipment, sponsors and equipment. Sub activities show the processes of registration,
supplies, venue agreements, and catering, budgeting, sponsoring contracts, distributing materials and speaker’s expenses. The activity of advertising needs to be
revised and will be done prior to the opening of the gym i.e. one and a half month before (which is the revised time), so that people are aware of the revised opening
date of this new gym. Other work breakdown activities comprises of catering and food, information sessions for whole day, advertising, entertainment and web designing.
I will be the one to appeal to the geographic and to market that our gym is for all age groups and fitness lovers. This will come down to a friendly and festive
environment to all who wants to attend this opening event day and get as much information as possible from the existing trained staff. Songs will be played which will
be part of the venue work. The reason to play music is to grab the attentions of people. The work of marketing will be further increased due to shortage of time and
will be divided into social media coverage like Facebook and distribution of pamphlets to gym’s passerby. Another work breakdown for marketing activity will be
external and internal stakeholders on the opening day who will solidify ‘a word of mouth’ marketing. They will also offer adequate information on the opening day
regarding the diet, fitness plans, personal development, supplements and gym facilities as a whole.

B. Gantt chart and Activity List
Part Phases Days
Part 1 Revised Project proposal 4
Part 2 Revised Planning Stage 11
Part 3 Revised Analyzing Stage 11
Part 4 Revised Design Stage 12
Part 5 Revised Implementation Stage 12

C. Project Budget
In this revised plan, the total budget of this gym opening event will increased to $ 8,400. As the time has decreased, it has become one and a half month. Due to the
decrease in time, the venue, equipment, advertising and operating expenditure has been changed slightly.

Time phased budget chart
S/N Work packages Total cost($)
1 Advertising $ 1,200
2 Venue $ 2,800
2 Equipment $ 1,600
4 Materials purchase $ 1,000
5 Furniture $ 1,000
6 Operating Expenditure $ 800
Total $ 8,400

D. Risk Management Plan
Identification of risk will be done by examining the process of startup of the gym from viability to return on investment through the evaluation of payback period. All
potentials of risk sources will be given a proactive evaluation apart for the unpredictable natural disasters (Heagney, 2012). The assessment of risk shall be carried
by ensuring the probability of controllability and occurrence. Certain risks will be controlled even after or during the event. The spread of risk development model
will be designed as well as plans for contingency. Under controlling risks, the manager of project will adjust and monitor the control plans. In sensitive conditions,
the management might be reshuffled.

E. Changes in Resources
There will be changes in staff as there will an increase of work load and roles. Additional staff will be hired and they will be assigned to the revised marketing and
advertising tasks. Due to the increase in staff, the operating expenditures rise up as seen in the budget. Also, the venue date needs to be changed, which will require
additional charges for the alteration of booking date to half a month back. Revised advertising and marketing will be done in the event dates which will bolster the
cost. So, due to the decrease in overall project time, human resources are increased to deal with the additional work load to complete the project on time. Also,
physical resources like cash budget has been increased by 12% to cover up the shortage of time and reschedule the event.

Part 2: Project Review
Project monitoring is the supervision and observation for those in the project team to react and direct them appropriately to the changes and deviations to a previous
project plan. By progress and monitoring, the project management teams are able to identify how far the project has gone and whether it has achieved the expectation of
completion of the project. It also includes re-forecasting and revising the expectations which were set originally in the projects plan.
One way to successfully review the projects is to maintain a positive project progress which can happen when there is a detailed observational report. However, this
report requires to be carried on in a continuous, daily and logical manner, so that the project manager can utilize their control without stepping on the
responsibilities on other stages. Apart from report, the plan of monitoring project can also be done with the help of parties and clients involved in the project.
These parties can be suppliers and contractors at a daily basis to keep note of the progress.
Reviewing and monitoring of the project alone will not be effective enough for project management. Controlling of certain outcomes and risk management is also needed.
With the merged impact of controlling and monitoring of the project, project team will be able to step further and into the final decisions where corrections actions
will be carried out to switch the project back to its original status and objectives. Controlling and monitoring helps to ensure that the position of project in
regards to the nine function of project i.e. cost, scope, risk, time, HR, integration, procurements and communications is carried out.
In short, if the project is out of track, then reviewing and controlling is the type of corrective measure which needs to be applied to the project and can take the
form of reprogramming, re-planning or re-allocation of resources as we can see from this report. Re-planning the project helps the project to switch back to its
original objectives.

Part 3: Example of a failed project and lessons learnt
An example of a real life project that failed is that of British food retailer company ‘Sainsbury’. They had a project of implementing an automated supply chain
management and had to suffer a loss of $ 526 million. The reason for project failure was that merchandize was stuck in the warehouses and depots of the company and was
not getting through majority of its stores. Additional 3000 clerks it needed to hire to manually stock the shelves.
From this example, I learnt that one of the most essential aspect of the success of project is project management. As we can see from the case of Sainsbury, that their
project failed because of;
• Lack of staff,
• unmanaged risks
• Poor communications among developers, users and staff
• Inability to handle project complexities
• Poor project management
• Commercial pressures
• Poor reporting of the project status
• Unrealistic goals
• Inaccurate estimated of required resources
The reasons shown above are very critical and can lead to the project failure, as it did in the project failure case of ‘Sainsbury’s automated supply chain management
systems’. Managers are required to take into account the risks involved, focus on development of an efficient team and set realistic goals which will lead to the
success of the project.

References
Gido, J., & Clements, J. (2014). Successful project management. Cengage Learning.
Heagney, J. (2012). Fundamentals of project management. AMACOM Div American Mgmt Assn.
Kerzner, H. R. (2013). Project management: a systems approach to planning, scheduling, and controlling. John Wiley & Sons.
Larson, E. W., & Gray, C. F. (2011). Project management: The managerial process.
Reiss, G. (2013). Project management demystified: Today’s tools and techniques. Routledge.
Rosenau, M. D., & Githens, G. D. (2011). Successful project management: a step-by-step approach with practical examples. John Wiley & Sons.
Turner, J. R. (2014). The handbook of project-based management (Vol. 92). McGraw-hill.
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