Project Integration Simulation

(PMPG-5502 ON)

Assignment-4
(Project Lessons Learned & Final Status Reports)

Group Member names-

1)Conrado Oliveira
2)Mahyar Zandrahimi
3)Chahat Preet Kaur

Group Number- 02
Submission date- April 05, 2020
Final Project Status Report

Date: 2020-04-05 Project Number: N/A

Project Name: MS Society - London to Grand Bend Tour Project Sponsor: Hamza Qazi
Project Manager: Sarah Mann

Scope Status
Final Deliverables Acceptance Criteria Criteria Met/Comment

1. Find Alternative The new route must be safe,
routes in good condition and the
distance should be similar to
the previous route.
Yes, the new route was safe,
in good condition, with
similar distances and as an
extra, the view was
breathtaking.

2. Get Permits The cities involved had to Yes, permits were issued on
review the new tour route time.
and approve them.

3. Contact Emergency Contact all the stakeholders Yes, all the required services
Services necessary for a safe tour, and were there when needed.
request their services on the
designated days.

4. Set Checkpoints Following the previously The checkpoints were

defined specifications, a installed according to the
checkpoint had to be put in initial plan.
place to assist the
participants of the tour.

5. Draw Detailed Maps A comprehensive map had to Yes, the map included all the
and list of locations draw, in order to provide necessary information for all
guidance for the stakeholders parties.
and participants

6. Print High-Quality The maps have to be printed Yes, the quality was
Maps in high-quality for the satisfactory and there was no
participants of the tour. complaints

7. Distribute Maps, Every participant, Yes, everyone had access to

Emergency Contact stakeholder needed to be the information.
Numbers handed the necessary
 information regarding the
route and emergency
contacts.

Schedule Status
Final Deliverables Approves Dates Actual completion dates
(d/m/y) (d/m/y)

1. Met the timeline ( 21

days) Mon 25-06-18 Wed 25-07-18

2. Printing maps
Fri 18-07-20 Fri 18-07-20

3. Get permits from

council Thu 18-07-05 Thu 18-07-05

4. Setting checkpoints
Mon 18-07-09 Mon 18-07-09

5. Verify Road
Conditions Tue 18-07-10 Tue 18-07-10

6. Distribute maps
and route Mon 18-07-23 Mon 18-07-23
descriptions for
cyclists

7. Distribute maps
and route Tue 18-7-19 Tue 18-7-19
descriptions for
volunteers and staff

8. Distribute map and

route descriptions for Mon 18-07-23 Mon 18-07-23
cyclists
 9. Contact all
emergency services Mon 02-07-18 Wed 04-07-18

Effort and Spending Status

- Approved Amounts Actual Amounts

Effort (Hours)/Days 21 23

Spending (Money) $ 15,000.00 $10280

Changes to Plan (Total Changes)

- Baseline Approved Changes Final Approved Amounts

Deliverables 7 0 7

Deadlines N/A
Tue 18-07-24 Tue 18-07-24

Efforts Our team was We were given 5 We ended up with 4 team

consisted of us volunteers to help members, the PM, and 5
3, Sarah Mann us with project volunteers.
(PM) and an work.
extra team
Member,
which we
called
Elizabeth

Spending $5000 Additional $10,000 $15,000.00

Explain all differences: This project was significantly under budget, because the project team
ended using more volunteers than what was on the project plan. The Scope and Schedule were
not impacted and did not suffer any major change. There were some changes pushed by the
Sponsor regarding the quality of some deliverables, but they were handled without any impact
to the project outcome.

Lessons Learned Recommendations

Date: 2020-04-05 Project Number: N/A
Project Name: MS Society - London to Grand Bend Tour Project Sponsor: Hamza Qazi
Project Manager: Sarah Mann
Project Objectives Worked/Continue
Scope We understood the Scope
since day one of the project.
Our recommendation is to
ask as many questions as
possible to your Sponsor.
He/She will provide very
detailed documentation, but
still really useful to ask
questions and confirm some
information. The Scope of the
project may seem simple and
straightforward, but it's not.
We founded the new
gentative route for the
project within the given time,
cost and resources , quality.
Schedule This was the project major
constraint, so everyone knew
the schedule very well. The
instructions regarding the
Three Point Estimation
technique will be very
helpful. Make sure to
understand how to use it and
confirm the information with
your sponsor. Also, have
100% clear what are your
available human and physical
resources for the projects. As
per simulation, Our actual
duration was 23 days
Cost We accurately distributed the
cost of each task and
resources so that we stick to
the budget to not get over
budget then the actual
budget we got in target.
Did not work/ Modify
Be Careful with other sources
of information for this
project. This scope is very
specific and does not include
several things from the
project case study (E.G:
Refreshments for the day of
the tour). Make sure to work
on a brand new WBS for this
assignment. We make
corrections in the WBS, as
the resources column and
stakeholders were not
required .
As per our PTB Report, we
didn't meet the schedule
timeline, as we took most of
the tasks with optimistic
duration.There were some
tasks that had taken 2-3 days
and we couldn't change their
days to less than allocated.
Instead of getting the 21 days
for the whole project, we got
23 days.
We were afraid to be above
budget, so we ended up using
more volunteers than the
original plan, which ended up
having the opposite factor.
We were under budget by
 roughly 33% percent.

Effort In the PTB Report scenario, Despite that, volunteers'

there were 3 listed efforts probability to show up in the
that we achieved project was less than 60%, so
1) Number of team we had to assign them few
members tasks that were not so
2) Given more important . But for us, it took
volunteers time to assemble the
3) Reduced 1 team volunteers for task on which
member. they will not hamper their
Here, we achieved all of progress while running the
the criterias according to PTB scenario.
fulfill the Project deadline
and work/ effort.
The Probability of the
volunteers in the project
was less than other
resources . it was 60% and
the main tasks were listed
and assigned to other
resources like we as team
and sarah mann to not
break the PTB Scenario.
Volunteers were only
called up for the task
whenever they needed it
because they didn't have
any cost assigned with
them.

Project Area Worked/Continue Did not work/ Modify

Project Initiation As per the project charter
was developed, Major
Constraints were kept in
consideration regarding cost,
time workers/volunteers.For
cost, some activities required
more budget like permits,
safety and kits etc where we
had to properly distribute the
In the Project purpose and
background, we wrote the
duration for the project as for
22 days.In the schedule/
Timeline area, we forgot to
add 2-3 tasks in the MS
project and we modified
them by adding all remaining
tasks in the Final project
 money according to the areas management plan.
where it will get more utilized
and needed more.
Project Management Plan For the overall project
management plan, the areas
like Background, Network
diagram,Cost allocation for
each expenses, Quality of the
project, Resources assigned
to each task were properly
worked as per we distributed
for the project.
Project Execution N/A
Project Closeout N/A
Communication Plan In the Project management
plan, We assigned different
modes of communication
tools for specific resources/
Person and even we provided
the medium by which they
will communicate and
enlisted the possible barriers.
Team Membership As working in a team of 3 ,
we all coordinated with the
work really well. In the
beginning we distributed the
tasks among all of us and we
achieved the team work. We
committed to accurately
distribute work so everyone
can complete the work prior
to the deadline easily.We
managed responsibility, had
excellent communication
In the project management
plan, WBS needed
modification as we
unnecessarily added the
information for marketING,
Stakeholders as WBS does
not include resources.So, we
didn't add them into the final
project management plan.
The project execution was
not achieved because we
didn't meet few targets
including quality
requirement, Total Cost and
Idle cost.
N/A
There were no
communication modifications
done in the entire project.As,
we accurately distributed all
the tools and modes for each
resource in the project
management plan.
N/A
 skills

Risk Analysis Earlier in the Project charter, In the Final Presentation

we followed the template for
risk management plan that
included risk description,
assessment level and
mitigation strategy.
plan, we modified the risk
register by adding a few more
parameters like risk ID,
Probability, Impact, Owner,
Cause.

Quality Plan Our quality plan was N/A

impacted by the changes
requested by our sponsor.
However, his instructions
were very clear, and the new
quality requirements were
achieved without any major
impact to cost, schedule or
scope.We would recommend
leaving some buffer
(resources and time),
because you may have to
choose longer or more
expensive tasks due to
quality requirements.

Procurement Plan We used a table format that We used documentation

all the members would put
their needs/thoughts and
then we consolidate
everything together. This was
a great approach.
from older projects to help us
with our procurement plan,
and we ended up adding
more than we needed. Don’t
use any other documents
than the ones provided by
our Sponsor.

Project Change Management Documenting every change in
plan the deliverables (Project
Charter, Project Plan) in the
same format is a good way to
keep track of everything. The
team has to agree on a
format and use it.
Afterwards, you can control
and check all of them without
much effort.
Saving all the PTB
submissions information in a
document would have helped
us a lot, but we only started
doing so on a later stage of
the process.
Recommendations:
1. Our most important advice is to ask as many questions as you can to your sponsor and
clarify everything before putting information into deliverables, especially the early ones,
Project Charter and Project Plan. We wrote without understanding 100% and it ended
up costing us a lot of time to fix it on a later stage of the project.
2. This process is very iterative. It may seem confusing in the beginning, but everything will
come together in the end. The first contact with the simulation tool may seem scary, but
there’s a lot of video and tutorials. Make sure to check them thoroughly before starting
working with the tool.
3. Before the execution of the project,the entire team should go through the work again so
that they can evaluate the durations of the activities as per the tasks allocated. If the
duration gets misaligned , then the whole project can reach over schedule or under
schedule.
4. The parameters like Idle cost, Penalty needs very serious consideration while running
the scenarios.