KOLEJ KEMAHIRAN TINGGI MARA

KEMAMAN

______________________________________________________________________

PROJECT MANAGEMENT

(DPV 60102)

ASSIGNMENT

NAMA : DZULKIFLE BIN SOID

KELAS : DEO 6B

SESI : JAN-JUN 2020

 1. Why is Project Management important ?

Managing a project more often than not requires a team of people with skills and
abilities that complement each other and help to work towards reaching the goal of the
project. Projects are lot more than simply preparing resources and materials and require
a deeper element of management .The importance of project management are:

1. Compression of the Product Life Cycle

One of the most significant driving forces behind the demand for project management is
the lifespan of the product life cycle. For example, today in high—tech industries the
product life cycle is averaging l to 3 years. Only 30 years ago, lifecycles of l0 to 15 years
were not uncommon. Time to plug for brand spanking new products with short life
cycles has become increasingly important. A common rule of thumb within the world of
high-tech development is that a six-month project delay may result during a 33 percent
loss in product revenue share.

2 .Knowledge Explosion

The growth in new knowledge has increased the complexity of projects because
projects encompass the newest advances. For example, building a road 30 years ago
was a somewhat simple process. Today, each area has increased in complexity,
including materials, specifications, codes, aesthetics, equipment, and required
specialists. Project management has emerged as a crucial discipline for achieving this
task.

3. Triple Bottom Line (planet, people, profit)

The threat of global warming has brought sustainable business practices to the
forefront. Businesses cannot simply specialize in maximizing profit to the detriment of
the environment and society. Efforts to scale back carbon imprint and utilize renewable
resources are realized through effective project management. The impact of this
movement towards sustainability are often seen in changes within the objectives and
techniques won’t to complete projects.
4. Corporate Downsizing

Downsizing (or rightsizing if you're still employed) and sticking to core competencies
became necessary for survival for several firms. Middle management may be a mere
skeleton of the past. ln todays flatter and leaner organizations, where change a
constant, project management is replacing middle management as a way of ensuring
that things get done. Corporate downsizing has also led to a change in the way
organizations approach projects.

5. Increased Customer Focus

Increased competition has placed a premium on customer satisfaction. Customers not

simply accept generic products and services. They want customized products and
services that cater to their specific needs. This mandate requires a way closer working
relationship between the provider and therefore the receiver.

2. Explain the role of project manager in project management and his importance.

A project manager may be a one that has the general responsibility for the successful
initiation, planning, design, execution, monitoring, controlling and closure of a project.
Construction, petrochemical, architecture, information technology and lots of different
industries that produce products and services use this job title.

The role of the project manager encompasses many activities including:

• Planning and Defining Scope

• Activity Planning and Sequencing
• Resource Planning
• Developing Schedules
• Time Estimating
• Cost Estimating
• Developing a Budget
• Documentation
• Creating Charts and Schedules
 • Risk Analysis
• Managing Risks and Issues
• Monitoring and Reporting Progress
• Team Leadership
• Strategic Influencing
• Business Partnering

3. Define and identify the stakeholders in project management. Explain their

significance in project management.

Stakeholders are those with any interest in your project's outcome. They're typically the
members of a project team, project managers, executives, project sponsors, customers,
and users. Stakeholders are people that are invested within the project and who are
going to be suffering from your project at any point along the way, and their input can
directly impact the result. It is a good idea to practice good stakeholder management
and constantly communicate with them so as to collaborate on the project. After all, they
need a stake in how it all seems. Stories abound of poor communication as a major
contributor to project failure. Having a robust communications plan can go a long way
toward mitigating project problems and can ensure that customers, team members, and
other stakeholders have the information to do their jobs.

The communication plan is usually created by the project manager and/or the project
team in the early stage of project planning. Communication is a key component in
coordinating and tracking project schedules, issues, and action items. The plan maps
out the flow of information to different stakeholders and becomes an integral part of the
overall project plan.

The Identify Stakeholders

The Identify Stakeholders process has the subsequent Inputs:

• Project Charter High-level document that authorizes the project and

assigns/authorizes the project manager
• Procurement Documents Identifies procurement contract stakeholders

• Enterprise Environmental Factors Consideration factors like culture systems,

procedures, industry standards

The importance of stakeholders in project management success.

1. Providing Expertise

Stakeholders are a wealth of data about current processes, historical information, and
industry insight. Many times these team members will are at the corporate or on the
project longer than the project manager or project team. It’s important to involve all key
stakeholders when gathering and documenting requirements to avoid missing major
deliverables of the project. Project managers, or others who are responsible of
deliverables, might not be experts on every project. Key stakeholders can provide
requirements or constraints supported information from their industry which will be
important to possess when understanding project constraints and risks.

2. Reducing and Uncovering Risk

The more you engage and involve stakeholders, the more you'll reduce and uncover
risks on your project. When discussing initial requirements, project needs, and
constraints, stakeholders may mention issues or concerns about meeting those things.
Uncovering risks then discussing an idea to mitigate them before issues arise will
dramatically increase the success of your project. Involving knowledgeable stakeholders
during this process will help.

3. Increasing Project Success

By gathering and reviewing project requirements with stakeholders, you'll get their “buy-
in,” which can successively help increase project success. If you can’t meet
stakeholders’ needs, thanks to conflicting needs or priorities, set expectations early
within the project life cycle. This will assist you manage the connection throughout the
project rather than there being surprises at the top . Stakeholders should remember of
the project scope, key milestones, and once they are going to be expected to review
any deliverables before final acceptance.

4. Based on the Final Year Project (FYP) that was implementing, prepare the
project planning based on the following activities below:

i. Defining

a) Title of your project.

In now days, letter have been some of important message for the citizen as they
will get a notification from the Tenaga Nasional Berhad (TNB), water department, school
or another institution. It will be easy if we are staying at our own house and our own
land that we will have the letter box in front of our house and we did not to struggle so
much to check the letter box. So what about the citizen that lives in condominium, flat
house, a tall company building or even a hostel? They may need a struggle effort to
check their letter box every day to make sure they did not miss any letter from the
government or another source.

Smart letter box will be a nice solution and helpfully to the others. This smart
letter box will operation when there are letter been put in the letterbox and the system
will send the message to the users so they did not to waste their time and energy every
day for checking the letter box.

So I decide to create a solution for the problem and make an idea for Smart Letter
Box using Arduino and GSM
b) State the objective of your project

To complete this smart letter box project, there will be a few objectives that will be
shown. Some of the objectives is:

i. To produce a letter box that will send notification or message to the users when

there are letter in the letter box.

ii. To study the function of GSM and Arduino and design it to the letter box as simple

as possible.

iii. To understand the relationship between hardware and software and their

interfacing.

c) List the scope for the project.

For the work of this project, there will be a few scope that will be done, Some of the scope

are:

i. This project will be consist of hard ware and software .

ii. Using the GSM as the transceiver to send notification to the user such as message.

iii. Using the Arduino as the microcontroller that will send a signal to GSM to send a

notification

- Deliverable
• We using AC 5V ( power bank)
• We using Arduino
• We using Infrared Sensor ( IR )
• We using GSM for sending message
• We using letter box as housing

Limitation
• Only can send message when user in Malaysia only
• Only using battery source from power bank
• Only operate when have battery
 • Unable to send notification when user did not have coverage as in jungle

- Exclusion
• Power bank have to be in full battery as its use source from power bank
• User will not get the notification when being outstation from the Malaysia as the
simcard did not support roaming

- Assumption
• When someone put the letter in the letter box, the IR sensor will sense the
movement of the letter and send an input to the Arduino. Arduino will access the
input and send an output to the GSM and GSM will send a notification towards
the user.
ii. Planning

1. Smart Letter Box

1.1. Planning the project
1.1.1. Find the partner for grouping
1.1.2. Find the supervisor
1.1.3. Present the project to supervisor
1.2. Upgrade the project
1.2.1. List the feature request
1.2.2. Discuss with the supervisor
1.3. Selecting and buying
1.3.1. Selecting suitable item for project
1.3.2. Listing item to buy for project
1.3.3. Buy the item
1.4. Build the project
1.4.1. Discuss idea to design
1.4.2. Detail the design with supervisor
1.4.3. Build the letter box
1.4.3.1. Make structure for letter box
1.4.3.2. Install sensors parts
1.4.3.3. Install electrical parts
1.4.4. Setting and troubleshooting the problem
1.4.5. Test project
1.5. Final report
1.5.1. Report writing
1.5.2. Submit report to supervisor
1.6. Presentation
1.6.1. Final presentation to the supervisor
iii. Budgeting

The cost estimation of the project.

NAME DETAIL QUANTITY PRICE

Letter Box As a place to put 1 RM 10.00
the sensor and
other part
Ultrasonic Sensor To sense the 1 RM 13.70
movement of
letter into the
letter box
GSM To send 1 RM 46.90
notification to the
user when
proximity sensor
sense the
movement
Arduino to read inputs - 1 RM 98.70
and turn it into an
output by sending
a set of
instructions to
the
microcontroller
on the board.
Sim card Provider Phone 1 RM 10.00
number
TOTAL RM 179.30
 iv. Scheduling

WBS TASK DURATION START FINISH

1.1 Planning the project 15 6-Jan 20-Jan
1.2 Upgrade the project 8 20-Jan 27-Jan
1.3 Selecting and buying 28 27-Jan 23-Feb
1.4 Build the project 24 23-Feb 17-Apr
1.5 Final report 17 17-Apr 3-May
1.6 Presentation 7 3-May 10-May

Gantt Chart
6-Jan 26-Jan 15-Feb 6-Mar 26-Mar 15-Apr 5-May
43983.00
Planning the project

Upgrade the project

43836.00
Selecting and buying 43961.00

Build the project

Final report

Presentation

Presentation Final report Build the project Selecting and buying Upgrade the project Planning the project
START 3-May 17-Apr 23-Feb 27-Jan 20-Jan 6-Jan
DURATION 7 17 24 28 8 15
 v. Risk Management

• Potential of risk

- The potential of risk for this project are we only use power bank as the supply for
the board. One power bank only can support for 3 days for consuming everyday
energy .If the energy have been fully used , there will be no energy for the board
and user need to recharge the power bank to continue using it . This problem will
be hard for user that want to be out station as they cannot replace the power
bank when it ruins out of its energy.
- Another risk for the project is the GSM can only send message to the user when
user are only in the Malaysia only. It cannot send notification to the user that
being outstation from Malaysia as the sim card need to be in roaming state to
send the notification.

• Risk evaluation and risk management.

- As a way to upcoming this problem is , this project need to be upgraded by using

solar energy as it source of energy. When using a solar, consumer did not to
replace the source of the energy for the project as it using natural energy.
Consumer that going out from house for a long time will not have a problem to
receive notification from the GSM.
- Another evaluation for this project to handle the problem when consumer outing
from Malaysia cannot get the notification is, to replace the using of GSM with
WIFI because WIFI can push notification for the consumer using internet and
consumer still can get the notification from the letter box even they are travelling
around the world.