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Student Details ( Student should fill the content)

Name Makkalige Prageeth Anuruddha Fernando
Student ID (Cardiff Met ID and ICBT Cardiff Met ID : 20169108 ICBT ID : CL/CARDIFFMB/19/181
ID)
Scheduled unit details
Unit code MPM 7001
Unit title Project Management Theory and Practice (Converted as an Individual Assignment)
Assignment Details
Nature of the Assessment REPORT
Topic of the Case Study GIVEN
Learning Outcomes covered YES
Word count 2000
Due date / Time 11 October 2020
Extension granted? (For Office use only) Yes No

Declaration
I certify that the attached material is my original work. No other person’s work or ideas have been used without
acknowledgement. Except where I have clearly stated that I have used some of this material elsewhere, I have not
presented it for examination / assessment in any other course or unit at this or any other institution

Signature Date 2020-10-24

Result (Assessor use only)

Marks by 1st Assessor Name & Signature of the 1st Assessor Agreed Mark

Marks by IV: Name & Signature of the IV

For Office use only (soft copy assignments)

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Receipt date Received by

Assignment Type & Title:

For student use: Critical feedback on the individual progression towards achieving the assignment outcomes

For 1st Assessor use: Assessment feedback

Strengths

Weaknesses

Name & Signature of the Assessor : Date :

Comments by the IV

Name & Signature of the IV: Date :

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Table of Contents
1. Business Case ........................................................................................................... 7
2. Project Description ..................................................................................................... 8
3. Project Goal(s) ........................................................................................................... 8
3.1 Business Objectives: .............................................................................................. 8
3.2 Program / Project Objectives (Exit Criteria) in order of priorities ............................ 8
4. Project Milestones ...................................................................................................... 9
5. Project Risks .............................................................................................................. 9
6. Project Stakeholders ................................................................................................ 10
7. Project Schedule ....................................................................................................... 11
7.1 WBS Chart ........................................................................................................... 11
7.2 Gantt Chart .......................................................................................................... 13
7.3 Task Usage Sheet ............................................................................................... 14
7.4 Resource Allocation Sheet ................................................................................... 17
7.5 Project Milestones ................................................................................................ 17
8. Change Management Practices of the Project .......................................................... 18
8.1 Project Priority Matrix ........................................................................................... 18
8.2 Change Control Procedure .................................................................................. 18
8.3 Change Management Application for Project the project ..................................... 21
9. Managing the Project Through Agile/Scrum Methodology ........................................ 21
9.1 Waterfall Vs Agile/Scrum ..................................................................................... 21
9.2 Apply Agile/Scrum Methodology to Digitalize Mold Changing process Project .... 23
10. References .............................................................................................................. 24

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List of Tables
Table 1 – Project Milestones ........................................................................................... 9
Table 2 – Project Stakeholders ..................................................................................... 10
Table 3 – Project Schedule and WBS activities ............................................................ 12
Table 4 – Resource Distribution .................................................................................... 16
Table 5 – Resource Allocation and Standard Rates ...................................................... 17
Table 6 – Priority Matrix of Triple Constraints ............................................................... 18
Table 7 – Sprint Schedule for Software design and development ................................. 24

List of Figures
Figure 1 – Gantt Chart Snap (As preview) .................................................................... 14
Figure 2 – Project Milestones snapshot ........................................................................ 17
Figure 3 – Project Change Request Form ..................................................................... 19
Figure 4 - Formal Communication procedure for Project Changes ............................... 20
Figure 5 – Milestone Summary after project Scope Change ......................................... 21
Figure 6 – Difference between Waterfall and Agile/Scrum ............................................ 22
Figure 7 – Agile/Scrum Project Flow ............................................................................. 22

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Project Plan - Digitalize Mold Changing

Process
Project Category: Operational Project
Project Name: Digitalize Mold Changing process
Project Sponsor: Plant Director
Prepared by: Prageeth Fernando (Mold Maintenance Senior Engineer)
Date (YYYY-MM-DD): 2020-10-21

1. Business Case
At the current practice of mold operations in ETD (Manufacturing plant of Camso
Loadstar)

➢ The planning department release a mold delivery plan every Friday

➢ Mold operation team find all required molds by physical inspection.
➢ The mold inspection document is filled by the Mold team and Petrol QC inspects
1st production piece and returns the signed document.
➢ History data need to be maintained by manually both QA and Mold teams.
➢ Defects of the removal mold need to be delivered to the mold operations team by
Petrol QC through the last tire inspection sheet. Data must be recorded by both
teams.
➢ There are molds with different volumes but produce the same product. In the mold
delivery, the mold operations team doesn’t consider the volume.

The business impact of the existing process

➢ Higher manhour requirement for mold delivery process. Monthly average of 1250
manhours consumed in the last 12 months.
➢ Missing of hard copies of the document and less tractability of records.
➢ Improper last piece data considering in mold releasing a caused average of 50
defect mold deliveries to production. (4% defective mold deliveries)

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➢ Due to high volume mold releasing to production it was recorded that Rs. 2.4
Million costs for excess raw material consumption.

2. Project Description
Develop software to digitalize the mold quality approval documents in mold delivering to
production both 1st tire approval and last tire approval.
Combine all data available in the SAP system with new software and prepare a common
platform to visualize data.
Install new digital display in the Mold operation department and provide easy access to
track all mold-related data including last tire inspection record, mold volume, and mold
quality information. This allows selecting mold suitable mold for the production plan
within a few seconds.
This system records all historical data and provides 100% tractability.

Project cost: Rs. 2,930,870.00

3. Project Goal(s)

3.1 Business Objectives:

➢ Reduce mold pre-preparation monthly man-hours from 1250 to 416 by March 2021
➢ Reduce monthly defect mold deliveries to production from 50 to 10 by December
2020
➢ Reduce Mold operation total headcount from 46 to 42 by May 2021
➢ Reduce monthly compound (Raw material) cost by Rs. 2.4 million from March 2021
➢ Eliminate all physical document processes in the Mold changing process.
➢ Ensure 100% historical records for all mold-related transactions
➢

3.2 Program / Project Objectives (Exit Criteria) in order of priorities

➢ Developed software should be compatible with SAP data (Mold PM, Repairs, Mold
category, Location, etc.)
➢ The interface of the digital display should be simple to understand for anyone

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➢ Compatibility with the planning system and automatic update of both systems
when updating one system at a time (Cycle count, Mold changes, Cleaning,
location, etc.)
➢ The flexibility of the system to revise and update with future demands and
horizontal deployment for other plants
➢ Compatible to update manual data. (Last tire detail and 1st tire detail)
➢ Availability of change history with changed users through usage.

4. Project Milestones
Target Date
Milestone Description
(YYYY-MM-DD)

Project Announcement 2020-11-04

Technical Specifications 2020-11-16

User Story 2020-11-26

Simulation Results 2020-12-25

Blueprint 2021-01-04

Equipment GRN 2020-02-05

Digital Display 2020-02-09

User Agreement 2020-02-15

Project Completion 2020-02-23

Table 1 – Project Milestones

5. Project Risks
➢ Incompatibility of software with SAP system
➢ The software is not user friendly (Stakeholder rejection)
➢ Material delivery delay (Schedule delay – Smart TV)

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➢ Exceeding budgeted cost
➢ Exchange rate fluctuation (Exceeding budget)
➢ Software design and development delay (Schedule delay)
➢ Lack of process knowledge of Application project Consultant (Resource person)
➢ Under defined Technical scope (Scope deviations)
➢ Delays for the Management approval
➢ Incompatible hardware design
➢ Supplier response delays (Procurement delay)
➢ Configuration Failures

6. Project Stakeholders

Project Sponsor: Plant Director

Project
Mold Maintenance Senior Engineer
Manager:
IT Advisor, Application Project Consultant, IT Project Manager,
Project Team: Electrical Engineer, Networking Technician, Quality Engineer, IE
Manager, Operations Manager, Planning Executive, Patrol QC
Table 2 – Project Stakeholders

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7. Project Schedule

7.1 WBS Chart

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Table 3 – Project Schedule and WBS activities

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7.2 Gantt Chart

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Figure 1 – Gantt Chart Snap (As preview)

7.3 Task Usage Sheet

Task Name Work Duration Start Finish Cost
Digitalize Mold Changing
176.48 hrs 87 days Mon 10/26/20 Tue 2/23/21 Rs. 2,932,870.00
Process
Stationaries 1 Nos Mon 10/26/20 Tue 2/23/21 Rs. 2,000.00

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Analysis 15.04 hrs 10 days Thu 11/5/20 Wed 11/18/20 Rs. 12,784.00
Technical
12 hrs 3 days Thu 11/12/20 Mon 11/16/20 Rs. 10,200.00
Requirement
IT Advisor 12 hrs Thu 11/12/20 Mon 11/16/20 Rs. 10,200.00
Stakeholder review
3.04 hrs 2 days Tue 11/17/20 Wed 11/18/20 Rs. 2,584.00
and amendments
IT Advisor 3.04 hrs Tue 11/17/20 Wed 11/18/20 Rs. 2,584.00
Design 76.16 hrs 20 days Thu 11/19/20 Wed 12/16/20 Rs. 58,736.00
1st Design Review
3.04 hrs 1 day Tue 12/1/20 Tue 12/1/20 Rs. 2,584.00
with stakeholders
IT Advisor 3.04 hrs Tue 12/1/20 Tue 12/1/20 Rs. 2,584.00
Software module
64 hrs 10 days Wed 12/2/20 Tue 12/15/20 Rs. 48,400.00
designing
Application Project
48 hrs Wed 12/2/20 Tue 12/15/20 Rs. 33,600.00
Consultant
IT Advisor 8 hrs Wed 12/2/20 Tue 12/15/20 Rs. 6,800.00
IT Project Manager 8 hrs Wed 12/2/20 Tue 12/15/20 Rs. 8,000.00
2nd Design Review
9.12 hrs 1 day Wed 12/16/20 Wed 12/16/20 Rs. 7,752.00
with stakeholders
Application Project
3.04 hrs Wed 12/16/20 Wed 12/16/20 Rs. 2,128.00
Consultant
IT Advisor 3.04 hrs Wed 12/16/20 Wed 12/16/20 Rs. 2,584.00
IT Project Manager 3.04 hrs Wed 12/16/20 Wed 12/16/20 Rs. 3,040.00
Development 55.28 hrs 13 days Thu 12/17/20 Mon 1/4/21 Rs. 42,200.00
Draft development
29.2 hrs 5 days Thu 12/17/20 Wed 12/23/20 Rs. 22,600.00
attributes
Application Project
20 hrs Thu 12/17/20 Wed 12/23/20 Rs. 14,000.00
Consultant
IT Advisor 4 hrs Thu 12/17/20 Wed 12/23/20 Rs. 3,400.00
IT Project Manager 5.2 hrs Thu 12/17/20 Wed 12/23/20 Rs. 5,200.00
Simulation of
8 hrs 2 days Thu 12/24/20 Fri 12/25/20 Rs. 6,032.00
software
Application Project
6.08 hrs Thu 12/24/20 Fri 12/25/20 Rs. 4,256.00
Consultant
IT Advisor 0.96 hrs Thu 12/24/20 Fri 12/25/20 Rs. 816.00
IT Project Manager 0.96 hrs Thu 12/24/20 Fri 12/25/20 Rs. 960.00
Compatibility analysis 6.08 hrs 2 days Mon 12/28/20 Tue 12/29/20 Rs. 5,168.00
IT Advisor 6.08 hrs Mon 12/28/20 Tue 12/29/20 Rs. 5,168.00
Create blueprint 12 hrs 3 days Thu 12/31/20 Mon 1/4/21 Rs. 8,400.00

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Application Project
12 hrs Thu 12/31/20 Mon 1/4/21 Rs. 8,400.00
Consultant
Procurement 0 hrs 56 days Mon 11/23/20 Mon 2/8/21 Rs. 1,023,750.00
Material GRN 0 hrs 1 day Fri 12/25/20 Fri 12/25/20 Rs. 8,750.00
Network cable 25 Meters Fri 12/25/20 Fri 12/25/20 Rs. 8,750.00
Equipment GRN 0 hrs 1 day Mon 2/8/21 Mon 2/8/21 Rs. 1,015,000.00
Laptops (Industrial
3 Nos Mon 2/8/21 Mon 2/8/21 Rs. 525,000.00
User)
75" TV Display
1 Nos Mon 2/8/21 Mon 2/8/21 Rs. 490,000.00
(Smart TV)
Installation 12 hrs 33 days Fri 12/25/20 Tue 2/9/21 Rs. 1,778,400.00
Deliver SAP user
0 hrs 1 day Thu 12/31/20 Thu 12/31/20 Rs. 1,770,000.00
logins for QA team
SAP User Logins 3 Nos Thu 12/31/20 Thu 12/31/20 Rs. 1,770,000.00
Training 12 hrs 2 days Tue 1/5/21 Wed 1/6/21 Rs. 8,400.00
Training for QA
6 hrs 1 day Tue 1/5/21 Tue 1/5/21 Rs. 4,200.00
team
Application Project
6 hrs Tue 1/5/21 Tue 1/5/21 Rs. 4,200.00
Consultant
Training for Mold
6 hrs 1 day Wed 1/6/21 Wed 1/6/21 Rs. 4,200.00
Operation team
Application Project
6 hrs Wed 1/6/21 Wed 1/6/21 Rs. 4,200.00
Consultant
Testing and UAT 18 hrs 4 days Wed 2/10/21 Mon 2/15/21 Rs. 15,000.00
Configure hardware
8 hrs 2 days Wed 2/10/21 Thu 2/11/21 Rs. 6,800.00
and software
IT Advisor 8 hrs Wed 2/10/21 Thu 2/11/21 Rs. 6,800.00
Dry Test 2 hrs 1 day Fri 2/12/21 Fri 2/12/21 Rs. 1,700.00
IT Advisor 2 hrs Fri 2/12/21 Fri 2/12/21 Rs. 1,700.00
Wet Test 4 hrs 1 day Mon 2/15/21 Mon 2/15/21 Rs. 3,400.00
IT Advisor 4 hrs Mon 2/15/21 Mon 2/15/21 Rs. 3,400.00
User Acceptance
4 hrs 1 day Mon 2/15/21 Mon 2/15/21 Rs. 3,100.00
Testing
Application Project
2 hrs Mon 2/15/21 Mon 2/15/21 Rs. 1,400.00
Consultant
IT Advisor 2 hrs Mon 2/15/21 Mon 2/15/21 Rs. 1,700.00
Table 4 – Resource Distribution

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7.4 Resource Allocation Sheet

Table 5 – Resource Allocation and Standard Rates

7.5 Project Milestones

Figure 2 – Project Milestones snapshot

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8. Change Management Practices of the Project

8.1 Project Priority Matrix

Triple Constraint High Medium Low
Scope
Cost
Time
Table 6 – Priority Matrix of Triple Constraints

This is an operations improvement project and time is not a critical factor for the project.
Cost is a moderate critical factor for the project as the budget amount is allocated at the
beginning of the financial year but 10% of budget exceeding is already authorized. The
scope is very critical as this is software development for a defined operation process.
Whatever changes to the scope must be reviewed by a few departments and officials as
its effects on the other operational activities and operational compliance.

Definition of the Major Change

Cost- Budget change by 10% or more

Scope- Scope Creep

Time- Total schedule lagging by 2 Weeks

8.2 Change Control Procedure

In the change control procedure, just after receiving the requirement of the change project
manager and stakeholders must analyze the impact and a decision must be taken
whether this is a major change or minor change. Based on the above classification, the
major change should be recognized.

If the change is a minor change Project manager and stakeholders have the authority to
manage the change on their territory. If it is identified as a major risk plant management
or Exco (Business Unit management) involvement and guidance must be required.

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Project Scope Change Request Form

Project # : Change request # :

Requested by : Date :

Change Request Description

Description (include impacted project baseline : quality deliverables, budget, timeline, new requests, anything that is
different (+ or -) from project baseline) :

Business or technical justification for change request :

Impact of not making the change :

Change Analysis
Impact on deliverables :

Impact on budget & business

case:

Impact on schedule :

Impact on risks :

Impact on resources :

Other impacts :

Alternatives (if any) :

Change Request Approvers & Communication List (as per governance)

Executive Committee :
BU/ Funct. Committee :
SteerCo :
Sponsor :
PMO :
Others :
Distribution list :
(who should receive the
scope change confirmation

Change Request Resolution

Change request decision :
A ccept On-hold Not acceptable Decision date :
Comments on decision :

Figure 3 – Project Change Request Form

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Figure 4 - Formal Communication procedure for Project Changes

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8.3 Change Management Application for Project the project
Scope Change to the Project: - Adding 1 digital display (75” Smart TV) to the production
floor to review system progress for the other operational teams.

Resource Changes: - Additional 5 working days for networking and 25meters of network
cables added resources apart from a smart TV.

Figure 5 – Milestone Summary after project Scope Change

As per the above milestone summary, scope change does not impact the schedule as a
networking activity is a non-critical path activity. But the cost has been increased to Rs.
3,431,620.00 which is 17% increment compared to previous cost (Rs.2,932,870.00).

As per the formal communication procedure of project change management, this change
must be forwarded to pant management. Then Plant Director will decide whether this can
be approved, revised, or escalate to the Exco level.

9. Managing the Project Through Agile/Scrum Methodology

9.1 Waterfall Vs Agile/Scrum

In the PMI standard (Waterfall) project methodology project planning face define all
deliverables, specifications, and milestones. But in real cases, these definitions and plans
need to be changed during the project. In the waterfall method, there is less flexibility for
the changes and sometimes they exceed budget limits and create project failures.
(Martinez, 2020)

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Figure 6 – Difference between Waterfall and Agile/Scrum

But the agile methodology is more flexible, and it is delivered results step by step. Every
sprint delivers a part of the project and complete project results are some of the sprint
deliverables where waterfall delivered the total package at once.

Daily scrum meeting is the main communication forum inside the sprint and in the end,
the sprint retrospective is a lesson learn forum for the next sprint. (Agile project
management with Scrum, 2020

Figure 7 – Agile/Scrum Project Flow

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9.2 Apply Agile/Scrum Methodology to Digitalize Mold Changing process Project
By considering the features of Agile/Scrum methodology, summary task 1.3 Design and
1.4 Development can be converted to this methodology.

Product Backlog

1. Digitalize Last Tire Inspection sheet

2. Digitalize 1st Tire Inspection sheet
3. The interface of the digital display
4. Report structure of recorded data

The Team

➢ Scrum Master – Senior Project Engineer (PMP qualified and certified Scrum
master)
➢ Mold Maintenance Senior Engineer
➢ Application Project Consultant
➢ IT Advisor
➢ Quality Assurance Engineer
➢ Patrol QC

Sprint Schedule

Sprint
No. Deliverable Activities Duration Communication
Design software 1. Daily Scrum meeting
Last Tire Development (Daily 15 minutes).
Sprint Inspection Simulation 2. Sprint Review (End of the
1 Sheet Compatibility 3 weeks sprint 1 hour).
(Digitalized) analysis 3. Sprint Retrospective (End
Approval of the sprint 1 hour).
Design software 1. Daily Scrum meeting (Daily
1st Tire Development 15 minutes).
Sprint Inspection Simulation 2. Sprint Review (End of the
3 weeks sprint 1 hour).
2 Sheet Compatibility
(Digitalized) analysis 3. Sprint Retrospective (End
Approval of the sprint 1 hour).
Sprint Design Interface 1. Daily Scrum meeting (Daily
2 weeks
3 Development 15 minutes).

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Simulation 2. Sprint Review (End of the
Digital
User acceptance sprint 1 hour).
Interface of
3. Sprint Retrospective (End
the display
Approval of the sprint 1 hour).
Design report 1. Daily Scrum meeting (Daily
structure 15 minutes).
Report 2. Sprint Review (End of the
Sprint Development
generation 2 weeks sprint 1 hour).
4 Simulation
structure 3. Sprint Retrospective (End
User acceptance
Approval of the sprint 1 hour).
Table 7 – Sprint Schedule for Software design and development

10. References

Heagney, J. 2012, Fundamentals of project management. 4th ed. American Management

Association.
Martinez, R., 2020. Should I Become PMP® Certified Or Agile Certified?. [online] Project-
management-prepcast.com. Available at: <https://www.project-management-
prepcast.com/free/pmp-exam/articles/871-should-i-become-pmp-certified-or-pmi-acp-
certified-2> [Accessed 24 October 2020].
Pmi.org. 2020. Agile Project Management With Scrum. [online] Available at:
<https://www.pmi.org/learning/library/agile-project-management-scrum-6269>
[Accessed 24 October 2020].
Project Management Institute, 2017, PMBOK® GUIDE Sixth Edition
Verzuh, E. 2005, The fast forward MBA in project management. 2nd ed. Jhon Wiley &
Sons Inc.

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