Project Management and Establishing a New Company Base: of William CO. Ltd - Case Study Example

Feasibility Report for Establishing a New Company Base Executive Summary I examined the feasibility of establishing a new base for William CO. Ltd for expanding its current base that has a medium sized head office of about 2,600 square meters and employs nine administration staff members in addition to the operational workers who total to 48 in number. The company is an SME company which is involved in supply of mechanical services including heating, air conditioning, ventilation systems and plants. It wants an expanded capacity of 4600 squire meters which would host the current staff members, equipment, structures as well as additional rooms for some expected some more staff members who have been recently recruited and electrical maintenance equipment. These new members of the stuff would include 4 administration staff members and some ten electrical engineering staff members. This would also cater for the additional room for the new electrical services department (American Society for Quality, 2008). The purpose of the feasilibility study is to look at the possible methods of opening a new base for the company within the shortest time possible and within the limited budget. The study also intents to find out the possible obstacles which might prevent the project to be completed within the stipulated duration and the required budget. The possibility of getting the required materials in time was considered as well as the necessary human resource for every nature of job indicated. The designs for the whole structure were evaluated in terms of suitability. Factors such as emergency cases which would disrupt the flow of the project were examined and possible solutions to overcome them suggested. These would include issues such as failure by the workers to appear in job, sickness, strike, system break down or failure. Other factors such as environmental issues are also put into consideration. The potential of finishing the project within the budget and given duration was considered. Factors which would be favorable to the mission were weighed and approaches on how to optimize them examined. These were issues like shortening the critical path of the entire project by giving some workers overtime opportunities and utilizing the time left after finishing shortest activities. The plan for the whole project was drafted, including every activity and the duration it was supposed to take. Before proposing the required duration for activities, the necessary experts in those fields where consulted to help allocate the time for the activities. They were also considered on the necessary materials and their specifications. First and foremost, the architectural design experts were consulted. They were to provide the suitable architectural design for the project structures. The project engineers on the other hand would advise on the suitability of the chosen site considering the soil structure and other environmental factors. The project engineer was also expected to render their services in supervising the whole project to ensure that nothing draws it back. The process of hiring the human resource was put into consideration. These would be the team which would make the mission possible by rendering their efforts to accomplish this. The workers for every activity were to be looked for as well as the required numbers. The technical staff was first to be hired and the casuals later. The whole project was allocated the necessary time and resources and time for starting indicated with all the necessary people informed. Introduction Business expansion through the strategy of diversification is necessary for an organizational growth. As the business grows, new opportunities are being opened for the it to venture in. This means taking fresh risks in the fresh field as well as using the organizational resources which would have been used by the current segments to establish these new segments. This means that establishing the new venture needs to be as economical as possible and that there must be sufficient resources to establish the new investment, which is usually referred to as a question mark. Thus resources and time here are the major factors to be considered (Gouws and Gouws, 2009). In a case like the William’s were the extension is expected to be done within he company’s financial resources, there would be great need to carry out extensive and intensive feasibility study of the new project of establishing a new base with extension for a new segment of electrical engineering services as well as new administration staff and the new land extension demanded (The Evergreen State College, 1997). In this respect, I have been involved in the process of conducting some feasibility study on the possible approaches of making the project less costly and take the shortest time possible. My objective is to find ways in which the possible interruptions would be overcame and manage the required time while optimizing the favorable factors. The design for this project should cater for the needs of the organization including the current staff and equipment and the new human resources. It should also give bigger room for expansion in future as the business is expected to expand and the cost of establishing new buildings is quite expensive and is not good for the human resource to keep on changing environments. Other factors such as ergonomics of the employees should be considered in the design as every worker would be entitled to comfortable working environment. The site given for the project should be favorable for creating maintenance and servicing company. The site should be good for establishing permanent building that houses several people. Transport is a major consideration for choosing the favorable site. The service team would be needed to move from one Client Company to another, which implies that they would need to take shorter time in traveling considering that long distance would be affecting their performance. Other factors such as environmental pollution are necessary to evaluate. Working in an environment that has many industries within would mean high possibility of noise pollution. Workers would not be comfortable to operate in places where noise from the neighborhood is common problem. Most manufacturing industries are notorious for air pollution. This would be experienced in the working environment if the company base is established in such areas. Recruiting the necessary human resource for the project should be done fast but carefully. There is the need to ensure that the most appropriate individual are selected for every operation. This would help in reducing the time the activities of the project should take to be finished. The right human resource team would indicate higher effectiveness in the doing their jobs (Bentley and Whitten, 2007). This would reduce the chances of repeating such jobs or making corrections. The materials to be used in the project should be the best ones since using the poor quality would lower the job produced hence increase chances of encountering problems. Materials such as cement, bricks or blocks, windows, doors and iron sheets should be obtained from the most appropriate suppliers who would also provide them at optimal prices. The duration of the several project activities might be affected by weather conditions and emergency cases. There is need to consider the weather characteristics of the project is to be started. If the place experiences a lot of rains during that time then there would be need to allocate another time since this would affect both the job quality as well as the duration of the whole project. Destructions of the building job by rain would mean more cost for the whole project. Cases of emergency should be considered, thus there is need to have someone to substitute a worker for the critical path jobs who might fail in his or her duties (Wilcox, 2008). The workers should also be motivated to ensure that they have the highest psyche in completing their jobs. There is need to motivate the workers who exhibit good results while encouraging the less effective ones. The project Implementation The task of designing and managing a project schedule of establishing a new company base would require first and foremost a time-scaled schedule program. This would indicate the manner in which the activities of the whole project would run and how they would interrelate with each other (Nancy, 2004). As an engineering service company, William CO. ltd would need to establish the base in a manner that it would provide sufficient space for all the stuff members and the project should take the stipulated time. Several operations of the project would include deciding the best site for the project. This would be the location where the project would be situated. The size of the new firm is supposed to be 4600 m2 which is more than the earlier base by 2000 m2. For the project to begin there has to be some architectural designs for the whole project. This would be the core of the whole structure to be established. The design is provided with the relevant materials and the budget for the whole project and the cost of every material required. The project would not be possible to begin if all the demanded materials and tools as well as equipment are not made available. Thus all the materials for the project have to be made available before the beginning of the project (American Society for Quality, 2008). The first activity would be to create the architectural design for the project. The design should include room for the additional 4 new administration officials and the 10 electrical engineering staff members. This would mean that the company would have to outsource the services of qualified Architects. Making the design for the whole structure should take duration of seven days including checking suitability of the design. After the design is presented in the seventh day, the necessary human personnel should be hired within three days after which the indicated materials should be made available within the next five days (Sowa, 1987). While the materials are being made available, the digging of the foundation should be going on at the same time. This should take duration of ten days. Both activities would run concurrently with the work of allocating several duties to several workers who would be hired to complete the project. Mean while the office equipment for the extra personnel and maintenance equipments can be purchased after the materials have been bought. This would make the activities to be carried out independently without one disrupting the others. The materials should not be purchased the same time with the office and maintenance equipment for the new staff since this would mean delay in providing the materials hence the whole project would be delayed. This would also reduce the project cost by utilizing the same human resource who bought the materials to buy the equipment hence avoid hiring more workers to do that job. These activities are supposed to take a maximum of fourteen days from the first day. This would mean strict supervision of the Architectural design process as well as the digging of the foundation to ensure that both activities take the stipulated duration. After this the activity that follows would be the laying of foundation. This is an activity which is supposed to take a maximum of five days. It would also include watering and giving it time to dry before continuing (The Ultimate resource for managers, 2008). Making the wall would follow immediately the foundation laying is over. The wall should be made in the following twenty days. This would include the whole process of laying bricks, watering, drying and inspection. What should follow after this is making of lintel which can take about four days. Roofing follows after the lintel making. Fifteen days would be sufficient to make this, after which the necessary furnishings should be done immediately. This would include activities such as plastering and painting. After this installing window, doors and ventilators would be done. As the windows and ventilators are put in place, other installations such as wiring, lighting and air conditioning would be necessary. Immediately the installations are done, the office equipment should be put in their required places. While the office equipment is being placed where they are supposed to be, the administration and the workers can be shown their new offices and working places respectively. The new workers can get enough time to be oriented to the company. The whole project might face some unexpected difficulties thus there would be need to manage each operation. This means that there should be close following of the activities in the critical path which include architectural design, digging of foundation, laying the foundation as well as making the wall, lintel, roofing, furnishings, and stuff orientation. Failure by any of these activities to be done in the given time would mean that the whole project delays (Joseph, 2009). Problems leading to delay of these activities should always be discussed in time and evaluate ways of overcoming them. There would be need to have of all materials and resources including the workers. This implies that if a worker fails to report or operate well, there should be ready and immediate replacement. Activities that would not require technical stuff would make use of the workers in the other activities that are not in the critical path in case an emergency case happens (Nancy, 2004). This would ensure smooth running of all activities of the project. Conclusion Considering the factors given above, it would be easy to establish the base within the shortest time possible and use the possible least amount for the whole project. There are still some possibilities of experiencing difficulties that might lengthen the duration of the project. Although time can be minimized by making the right choices of human resource, materials and following professional ethics for the technical and management staff. This would mean avoiding such vices such as corruption, nepotism while recruiting and purchasing materials and equipment and being present for every operation. Recommendations I would recommend the project management team to ensure closer supervision of every activity and carry out the necessary test in time to reduce errors and time wastage. The materials to be used should be having a mark of quality and the time for the project should not be during rainy seasons (UNESCO-IHE-UNEP/GPA, 1970). I would also like to recommend the supervisors of every project to be selected on professional grounds. References American Society for Quality, 2008, Seven New Management and Planning Tools. (On line) Viewed from http://www.brainmass.com/homework-help/business/business-analysis/77764 [Accessed 10 July 2009] Bentley, L and Whitten, J. 2007. System analysis & Design for the Global Enterprise. London: Routledge. Gouws, J. and Gouws, L.2009. Selected Engineering Project Management Reports, (On line).Viewed from www.bin95.com/ebooks/Framework-Project_management_report.htm [Accessed 10 July 2009] Joseph, A. 2009. Gantt charts and network diagrams, View from http://demonstrations.wolfram.com/GanttChartsAndNetworkDiagrams [Accessed July, 6 2009]. Nancy, T. 2004. The quality toolbox. New York: ASQ Quality Press. Sowa, J. 1987. Semantic Networks. (On line). Viewed from http://www.jfsowa.com/pubs/semnet.htm [Accessed July, 6 2009]. The Evergreen State College.1997. The Evergreen Canopy Walkway project. (On line).View from http://www.academic.evergreen.edu/n/nadkarnn/walkway/feas.htlm [Accessed 10 July 2009] The Ultimate resource for managers. 2008. Project management Knowledge: Time scaled Schedule Network Diagram, retrieved on 6 June 2009 from http://www.project-management-knowledge.com/definitions/t/time-scaled-schedule-network-diagram [Accessed July, 6 2009] UNESCO-IHE-UNEP/GPA.1970. Feasibility Report, Viewed from www.partinerships.org.uk/AZP/feas.html [Accessed 10 July 2009]. Wilcox, D. 2008. Feasibility study. (On line).Viewed from www.partnerships.org.uk/AZP/feas.html [Accessed 10 July 2009]. Read More