Model answers

To
Case study Questions
In
Project management.

Note: These Q are used to test the over all understanding of the project
management. Thus, there are variations in the Q’s asked. Also, the case
study asked, needs to be analyzed to understand the exact project. The
answer needs to be
# According to your personal understanding of the project with you
being in the project management’s shoes
&
# According to the syllabus (Notes which u all refer).
Also, there is no need at all to keep on writing history about the project /
case study asked. The examiner checking the paper expects the student
to write less (Not less enough to get fewer marks) but precisely to the
point. “A simple definition & relate it with the current project” is
enough.
I guess, that’s all u need to know abt these type of Q’s. Still, any further
queries, mail me. (My contact details in the end of this doc.)
 Q paper 1 Î May 2005

Q. Tsunami hits the costal line of India, thousands of people suffered.

Government decided to have technology with them using which they can
detect the possibility of such natural disaster in advance. Considering
this as the project:
(i) Define the scope of the project
(ii) What are the chances of failure of project? Why?
(iii) Conduct a feasibility study.
(iv) On what factors do the above project depends?
(v) Which organization structure will be suitable for project? Why?

[Note: Usually these are the only 5 types of Q’s asked till now. The way
of asking is different, but the Q’s remains the same]

Ans:
In clear terms, the project here is to develop a new technology with
which we can detect the possibilities & probability of the occurrences of
the natural disasters before they occur so as to save lives of many
people.

(i) Scope of the project: The scope of the project is defined as the sum
total of the projects products & their requirements or features. Thus
according to this definition of ours, the scope of the current project is:
# Finding is a similar technology (Less advanced & useful) available so
that it’s easy to modify the same to create a new & better one.
# Decide whether the new technology should be feasible enough as to
accommodate almost all types of disasters (Like tsunami, earthquakes,
cyclones, etc)
# Finding the availability of the technical & other staff so that the project
is not delayed.
# Whether this is to be a portable hardware machine (as a technology),
one for each type of disaster OR a heavy one, dealing with (almost) all
types of disasters.
# In case this technology fails at any point of time, what are the backups.

(ii) Chances of failure of project:

[Note: Whenever you give the answer to this Q, always say that the
chances are less stating at least 1 genuine reason. Else, what’s the use
of having time wasted on making a project which will fail? Lolzzz]
The failure of this type of project is not too high as it’s a project made
for a worthy cause & there will be full support from the government.
However, each project has some probability to fail, which even this one
is bound to. There are some factors upon which this project will fail,
they are:

# Project scope is not defined clearly: As the scope of the project is vital
to know what exactly the project holds, ignoring it will result in the
failure of the project.
# Insufficient support from senior management: Lack of willingness of
the top management to provide the necessary resources & authority for
the project implementation.
# Appointing the wrong project manager: The project manager is the
person which has the most responsibilities. He / she should be able to
address all problems & find a quick & reliable solution to the same. For
this, he /she should be technically as well as administratively
knowledgeable. He / she should be very well aware of the scope & the
limitations of the new technology.
Lacking in any of the above mentioned qualities of the manager may
result in the failure of the project.
As the project manager is the top head (like a captain) of the team
(members), its said that “A team with the captain as lion & the team
members as donkeys can still win, but there is no hope for a team with
the captain as donkey & the members as lions”. Thus the project
manager has to be skillful like a lion.
[It’s up to you to write this ‘lion – donkey’ proverb ... lolzzz]

# Poor planning: Planning is the next vital thing in thing in the project
life cycle. Poor planning of this technology will surely lead to the failure
of this project. As this is a new technology to be implemented, there
needs to be a careful planning & execution of the steps of the project to
make it a huge success.

Apart from the above mentioned reasons for the project failure, there are
some other points to be considered for the project not to fail.
# Time & Cost estimates should be made & executed properly
# There should be proper communication, consultation & active
listening to all impacted parties.
# There should be availability of the required technology (Like computer
servers, hardware, other mechanical devices) as & when needed so as to
keep the flow of the project smooth.
# Ability of the team members as well as the leader to handle the
unexpected crises & deviations from the plan.

(iii) Feasibility study:

A feasibility study is defined as an evaluation or analysis of the potential
impact of a proposed project or program. A feasibility study is
conducted to assist decision-makers in determining whether or not to
implement a particular project or program.
Thus our feasibility study here will cover the impacts of this new
technology on various fields.

Components of a Feasibility Study for the new technology to detect

the possibility of the natural disasters:

The feasibility study for a proposed new technology will be extensive.

There are several components that should be included in the study, and
each will be discussed.

1) Executive Summary
An executive summary should be included at the beginning of the report.
In 2-3 pages, the main points of the feasibility study are summarized for
a quick review by busy administrators and high officials. The executive
summary provides the reader with an overview of the feasibility study
and will help them see the entire picture before they read the details.
Some decision-makers may only read the executive summary. Thus, the
executive summary should be concise and include the major findings of
the study followed by a recommendation.
2) Description of the System. There is a need for many discussions
about what characteristics will be needed from the proposed technology.
The technology should be, at any cost, be able to do what it is supposed
to do, i.e. find the probability of the occurrence of the natural disaster.
Also, if at any point, the system fails; there should be a quick backup to
facilitate the prime functions of the system.Also, the system should be
safe to use (Since it will be hardware system).

3) Advantages and Disadvantages of the Proposed System: The

advantages and disadvantages of the proposed new technology, needs to
be clearly explained in the feasibility study. Not only should the
potential gains be discussed, but decision-makers need to know possible
disadvantages of the system. It is better to have the potential
disadvantages described so that there will be no big surprises when the
new system is in operation. Also, it will help the decision-makers
determine if there are characteristics/outcomes of the new system that
they will not be able to accept; thus, helping them make decisions to
modify the system before it is too late. Knowing the potential
disadvantages also help the decision-makers to be realistic and
determine ahead of time what they are willing to accept.

4) Staffing. A description of the staffing requirements includes the

number, hours, and positions of employees needed at the site and at the
various satellite locations.

5) Space Requirements. The space requirements for both the central

system and the satellites are included in the feasibility study. That will
provide the basis for space cost comparisons, particularly for
determining costs for constructing a new place for keeping the hardware
system.
6) Equipment Needs and Costs. A list of equipment required for the
central system and the satellite locations are included. Cost estimates for
the equipment and renovations at the sites are needed to provide realistic
cost estimates for the project.

7) Computer Software Requirements. The various functions required

for computerization are listed. In this system, computers are used for a
variety of functions such as inventory control, new parts ordering,
production planning, and data management, highly specialized statics,
etc.

8) Comparison of Current and Proposed Systems: Since there are no

similar systems & this is one of its kinds, there cannot be any
comparisons made.

9) Project Schedule
A “best guess” schedule for the project would be included as part of the
feasibility study. Realistic dates for each phase of the project would be
included; however, there often are delays during implementation of a
project, particularly one with a major construction component. Thus, at
least a month should be considered more while actual schedule dates as
a deadline.

10) Final Recommendation

A final recommendation is provided in the feasibility study based on the
research conducted. This recommendation includes the rationale for the
recommendation and financial evidence that supports the
recommendation.
(iv)Factors on which the above project depends:

# The frequency at which the natural calamity / disaster occurs.

# The technical staff’s knowledge (So as to make the system more useful
& innovative)
# The location at which the project is to be placed. Like if the location is
at a place which is more prone to earthquakes, there is no need of having
a cyclone, or tsunami detection system.
# Population of the place where the system will be implemented (So as
to give a rough idea, as to how many people is to be saved from where)
# Exact map of the location where the system is to be implemented (So
as to facilitate, how to reach the exact disaster site, in case it occurs)
(v) Organization structure suitable for project:
[Note: Here in this Q, u need to give with reasons which structure the
current project, i.e. new technology to find the possibility of natural
disaster occurrence before hand. So, it’s vital for u to know all the
different organizational structures & in which one, does this projects fits
in. No wonder, the answer might be different for different student, this is
not what the examiner checks. He is interested to know why you choose
this ‘organization structure’ here. No doubt, this answer requires skills
in you to justify the correct structure for this project]
The main organization structures are:
1) Functional Organization structure
2) Pure project Organization
3) Matrix Organization
4) Mixed organization

This project falls under the “Mixed organization”.

Reason:
# This project requires the use of various organizations. (Like Finance –
to provide with the finances, Engineering – to provide the spaces & help
in the construction work, Manufacturing – to help in the manufacturing
of the hardware, etc)
# Here, each respective organization is specialized in its field, so the
work done by each is deprived of OR has very less flaws.
# Since there are different organizations working as a team for a bigger
& a better cause, there is a project manager (Leader) represented as the
head of the overall project.
# This leader, is not always aware of the types of work & its quality with
respect to different organizations, so he always consults with the project
leaders of the respective organizations.

[At present, I can think of only these reasons. Try giving as many as
possible, for which u need to have immense knowledge of the different
organizations]

Well, with this concludes this CASE STUDY sample answer. Other case
studies too have all the same Q’s, only the “way of asking” & the
“project given” is different. So, I hope, the tension about the case study
Q is relived. Also I’d like to make a suggestion about all the subjects
paper Î DON’T EVER LEAVE ANYTHING BLANK. KUCH BHI
LIKHO, BUT LIKH KAR AAO (Even a love letter will do ... lolzzz)

Still, if any 1 has any kind of problems, here are my contact details:
Gmail (For email / chat): daljeetputtar@gmail.com
Yahoo (For chat only): daljitputtar@yahoo.com
MSN (For chat only): sikh_sikh_lion@hotmail.com

Orkut profile:
http://www.orkut.com/Profile.aspx?uid=13454417545452612645

Cell No: (Come on, I have give u enough ways to contact me, don’t ty to get
too personal ... lolzzzzz)

Best of luck to all. May lord bless you.

-DJ