VNUK INSTITUTE FOR RESEARCH & EXECUTIVE EDUCATION

THE UNIVERSITY OF DANANG

GROUP ASSIGNMENT REPORT

Module: Project Managment

Lecturers : MA. Huynh Thi Ngoc Hoa

Group : Group 4G
Group’s members : Truong Thi Thanh Hien - 18010065
Nguyen Thi Thanh Nga - 18010075
Tran Vu Thanh Nhan - 18010037
Nguyen Ngoc Truc - 19010059
Project’s name : Building The Flood-Proof House In
Nghe An Provine

DANANG, 2023

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 CONTENTS

Exclusive Summary ...................................................................................................................... 3

1. Introduction ............................................................................................................................... 4

2. Project Scope Statement ........................................................................................................... 4

3. Work Breakdown Structure .................................................................................................... 5

4. Estimating Cost ......................................................................................................................... 6

5. Project Network and Estimating Time ................................................................................... 7

6. Resource Allocation .................................................................................................................. 8

7. Stakeholder Mapping ............................................................................................................... 9

8. Leadership and Team Structure............................................................................................ 10

9. Communication Plan .............................................................................................................. 11

10. Procurement Plan ................................................................................................................. 11

11. Risk Management Plan......................................................................................................... 12

12. Reducing Project Duration .................................................................................................. 13

13. Project Controlling & Monitoring ...................................................................................... 13

13.1. Controlling Project ......................................................................................................... 13

13.2. Monitoring Project ......................................................................................................... 14

14. Project Closure ...................................................................................................................... 15

14.1. Overall Performance Analysis ...................................................................................... 15

14.2. Project Closure Checklist .............................................................................................. 15

15. Project’s Human Matrix ...................................................................................................... 16

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 Exclusive Summary
Nghe An province, specifically Hung Nguyen district, is one of the localities hardest hit by natural
disasters. Because of economic difficulties, many people do not have safe shelter when storms and
floods occur. Meanwhile, Hai Tran Corporation, a media and advertising company in Da Nang, is
intending to expand its operations in Nghe An. For this reason, the company's management decided
to implement a project to build a charity house in this province. This project not only helps people
but also helps Hai Tran promote its brand and attract investment. This report is a complete plan of
the project's processes, including:

• Project Scope Statement • Communication Plan

• Work Breakdown Structure • Procurement Plan
• Estimating Cost • Risk Management Plan
• Project Network and Estimating Time • Reducing Project Duration
• Resource Allocation • Project Controlling and Monitoring
• Stakeholder Mapping • Project Closure
• Leadership and Team Structure • Project’s Human Matrix

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1. Introduction
In this project, we have assumed that we are employees of Hai Tran Corp which is a
communication & advertising company. More closely, we were tasked with planning the
construction of the flood-proof house for people in Nghe An so that they will have a safe place to
stay when there is a storm or flood. In addition, the contractor will be the third-party selected by
our company.

The project will build a house consisting of two-floors, in which the first-floor will be a place for
people's property, the second-floor will be a place to live and avoid floods. With this charity house
project, Hai Tran Corp wants to build a brand and attract potential investors in Nghe An province.

2. Project Scope Statement

The Project Scope Statement defines the roles, timing, goals, and costs of the project. Thereby,
helping managers define the scope and boundaries of their projects and manage related jobs and
departments. Table 1 shows the detailed information.

Table 1. Project Scope Statement

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The figure below shows house design drawings after completion.

Figure 1. Flood resistant house design

3. Work Breakdown Structure

Figure 2. Work Breakdown Structure

The Work Breakdown Structure is an outline of the project with different levels of detail. The
Flood - roof house is the follow up of the Product Breakdown Structure (PBS) project and is
organized around phases; connect between the steps like: we need to complete this phase and move
to the next phase. In the figure, Level 1 can be broken down into more specific activities until a
sufficient level of detail is achieved including planning, government permission, working with the
construction unit, construction, project inspection - project handover. Level 2 is going deeply into
the activities of the project. When we began this project, we had a discussion & engagement with

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local authorities, and after that, we developed the house design. This phase has been completed,
and the project should move on to the next phase.

The construction of the rough part consists of the base and the main frame of the work. This is an
essential part because it is the skeleton of every house, including the envelope & frame, the interior
of the flooded house, and the utilities & systems of the construction. The project with three steps
to build a house has been completed. After completing and checking the quality of the project
inspection. The house is put into use according to its original design purpose.

4. Estimating Cost

Table 2. Estimated cost

We used the bottom-up approaches to estimate the cost of the project which is about 1 billion
267 million VND, including parts Planning, Government permission, Construction, and
Contingency. Firstly, the Planning part is 55 million VND, including the cost of discussing with
the local government and drawing up the design of the flood-resistant house. Secondly,
Government permission is the cost related to obtaining a construction permit, estimated at 5 million

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VND. Thirdly, Construction is the most expensive part of the project, estimated at nearly 1 billion
VND. It is estimated from the cost of building materials, labor, basic furniture, and other costs. On
the other hand, Contingency is the contingency cost that may arise, which we estimate is 20% of
the total cost of the three parts above. It's about 210 million. The estimated cost table helps
managers to know the total amount of money they have to invest for the project, so that they can
carefully consider and make the right decision.

5. Project Network and Estimating Time

Figure 3. Project Network

Table 3. Network Information

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 Figure 4. Activity-on-Node Network Forward Pass

Our project to build flood-resistant houses in Nghe An is estimated to last about 260 days,
scheduled to start in January and end in September 2023 (figure 4). There are 9 main activities
outlined by us for the project and are denoted from A to I for each activity (table 3).

6. Resource Allocation

Figure 5. Resource allocation

Phase (A) is the period of discussion with Nghe An authorities to agree on the implementation of
the flood-resistant house project. This phase will cost 15 million VND for travel, accommodation

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and hospitality for leaders. After that, phase (B) and (C) are started at the same time, these are the
design and detailing phase with an estimated at 40 million VND. Phase (D) and (E) will be started
after phases (B) and (C) are completed. A construction permit from the government (D), finding
and signing a contract with a contractor (E) will take place in parallel. Estimated cost for the
construction permit is 5 million, and the company will pay 25% of the package in advance when
signing a contract with the contractor is 250 million to start construction. After that, phases (F)
and (G) are the most important and costly stages which take place in parallel. These stages are the
process of careful monitoring and inspection while the construction process. That will proceed to
pay the next 60% of the bidding package to the contractor, estimated at 600 million VND. Next,
phase (H) is equally important as the process of checking and taking over the work and paying the
remaining 15% of the bidding package, estimated at VND 150 million. Finally, phase (I) is handing
over the project to the local government to serve the people at no cost. The total cost for all phases
is nearly 1.1 billion excluding contingency costs that may arise. Resource allocation helps
managers to allocate money and resources at the right time for each phase of the project.

7. Stakeholder Mapping

Figure 6. Stakeholders Mapping

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8. Leadership and Team Structure
The map below details the division of the team structure based on the different functions,
responsibilities and authority of the departments.

Figure 7. Team structure

Accordingly, at the top is the Project leadership, who has the greatest influence on the project and
other stakeholders. Under the management of Project leader, there are 5 main departments,
including:

• Legal department: This department will take care of the legal issues of the project. The
main responsibilities of the legal department include: obtaining land use permits and
construction permits from Nghe An.
• Operations department: This department will handle the most tasks in the project. They
will need to work with engineering, maintenance and especially contractors (including
design and construction units).
• Quality control department: This department is responsible for monitoring and
supervising the quality of the project including construction progress, efficiency of
operation team, accuracy of estimates, etc.
• Accounting department: This department is responsible for all issues related to the budget
including salaries, purchasing costs, transactions with suppliers.
• Administrative department: This department is the bridge between departments, taking
on the main responsibility of finding the right talent to implement and maintain the project.

It is clear that the responsibilities of the leader and manager will be tailored to the nature of each
project:

For project leaders: Leaders will be responsible for the entire project. Accordingly, they must
give strategic directions, goals, vision, and mission of the project. Managers will base on the
requirements given to carry out the implementation. In addition, leaders will rely on the reports of
managers, specifically the department of Legal, Operation, etc. to monitor and control progress.

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For project managers: Based on the requirements given by the leader, they are responsible for
planning, arranging resources and activities to carry out the project. Besides, they also need to
build a schedule, estimate time and specific costs for leaders to understand. Tasks such as
monitoring, reporting progress, managing risks and occupational safety, working with material
suppliers, etc. also fall under the responsibility of managers.

9. Communication Plan
A project communication plan serves as a roadmap for providing stakeholders with information
about a project. A good plan specifies the information that will be disseminated, who will receive
it, and how frequently it will be updated. In our project, the communication plan with stakeholders
is carefully analyzed in table 5.

Table 4. Communication Plan

10. Procurement Plan

Our project is outsourced with the main task, which is design, construction permit, and
construction. The table below is the details for the Procurement Plan.

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 Table 5. Procurement Plan

11. Risk Management Plan

Risk management is the process of identifying, analyzing, measuring and evaluating risks to find
measures to control and remedy the consequences caused by risks to business activities, especially
in projects. specifically, in order to make optimal use of resources.

For our project of building flood-resistant houses in Nghe An, we must also consider possible risks
during implementation. Our project estimates that there will be about 5 main risks most likely to
occur, belonging to 4 types of risks: Schedule risk, Cost risk, Technical risk, Funding risk. These
risks are analyzed in detail and their impact on the project is assessed in table 6.

Table 6 . Risk management

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12. Reducing Project Duration
There are two options for Accelerating Project Completion:

Resources Not Constrained: With this option, we can apply for additional funding to hire more
workers to speed up construction. This is the easiest, least risky and fastest option. However, it
also has certain risks such as the lack of connection in communication between the new and the
old.

Resources Constrained: With this option, we cannot have more money to hire workers.
Therefore, we are forced to cut unnecessary stages or work in order to speed up progress. This
option will help the company save money, however, this may affect the quality of the project and
the risk is also higher.

13. Project Controlling & Monitoring

13.1. Controlling Project
To keep the project on track, we use Gantt charts to monitor the progress of the project. Gantt
charts are a project management tool that aid in planning and scheduling projects of all sizes,
although they are particularly useful for simplifying complex projects. This is useful for keeping
tasks on track when there is a large team and multiple stakeholders as scope changes. At different
times during the project implementation, just by looking at the Gantt chart (figure 7), we can see
that it is easy to monitor the progress of each item as well as consider it to adjust accordingly
project progress.

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 Figure 8. Gantt Chart

13.2. Monitoring Project

In order to monitor the project, we need to collect data related to the project:

• Project quality control

• Progress and targets
• Work safety
• Construction and material costs
• Information about third parties, suppliers, related contracts

From the data we have, we will then perform monitoring in several ways:

• Set up meetings to report daily/weekly/monthly progress to contractors and distributors.

• Arrange meetings with stakeholders to report and update project implementation status.
• Updated Gantt chart to easily track progress.

As project owners, we will arrange the project manager to supervise the work on site daily. In
addition, we also assign the contractor to manage the project and report the construction at the
construction site.

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14. Project Closure
14.1. Overall Performance Analysis

Table 7. Overall Performance Analysis

14.2. Project Closure Checklist

Table 8. Project Closure Checklist

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15. Project’s Human Matrix

Table 9. Project’s Human Matrix

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