FM2191 – Project Planning and Management Coursework

Acknowledgement
First of all, we would like to thank Dr. Uthpala Rathnayake and Mr. Mohamed Aashik who taught
us information about Project Planning and Management and Ms. Pranidhi Gajaba and Ms. Madini
De Alwis who taught our CA lectures. We appreciate the valuable guidance and supportive
supervision offered throughout this module by the other professors and coordinators in our
department. We also wish to express our gratitude to everyone who helped us.

We would also like to express our gratitude to Altair Apartment the for providing us with the chance
to learn a lot during our visit. And also,we would like to thank the University of Moratuwa for
letting us use all of their assets so we may complete our education.

Overall, we thankful for the opportunity to work on this report and for the support of everyone who
contributed to its completion.

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Table of Content

1. Introduction...................................................................................................................................6

2. Altair apartment Complex.............................................................................................................7

3. Project Overview...........................................................................................................................8

3.1 Project background................................................................................................................8

3.2 Project objectives...................................................................................................................8

3.3 Project Scope.........................................................................................................................9

3.4 Project Deliverables...............................................................................................................9

3.5 Project Significance...............................................................................................................9

4. Stakeholder Analysis: Key project stakeholders, their roles, interests, and influence on the
project.................................................................................................................................................10

5. Project Organization, Team, and Roles: Project team structure, including roles and
responsibilities....................................................................................................................................12

5.1 Project organization and structure.......................................................................................12

5.2 Roles and responsibilities of the Project team.....................................................................13

6. Project Schedule: Detailed project schedule including key milestones, tasks, dependencies, and
timelines.............................................................................................................................................15

6.1 Project duration....................................................................................................................15

6.2 Key milestone......................................................................................................................15

6.3 Dependencies.......................................................................................................................15

6.4 Project schedule...................................................................................................................16

7. Budget plan.................................................................................................................................17

7.1 Estimated Costs...................................................................................................................17

7.2 Funding Sources..................................................................................................................18

7.3 Expenditure Tracking Mechanisms.....................................................................................19

8. Risk Management Plan...............................................................................................................20

9. Quality Management Plan...........................................................................................................22

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9.1 Quality Objectives...............................................................................................................22

9.2 Quality Standards.................................................................................................................23

9.3 Quality Control Procedures.................................................................................................23

9.4 Roles and responsibilities are clearly defined to ensure effective quality control...............23

9.5 Quality Assurance Activities................................................................................................23

10. Communication Plan...............................................................................................................24

10.1 Pre-Maintenance (1-2 weeks prior)..................................................................................25

10.2 During Maintenance.........................................................................................................25

10.3 Post-Maintenance.............................................................................................................26

11. Project management inefficiencies..........................................................................................27

11.1 Key Project management inefficiencies of Elevator maintenance project in Altair

apartment........................................................................................................................................27

12. Recommendations to overcome the identified project management inefficiencies................29

12.1 Budget and Resource Allocation......................................................................................29

12.2 Schedule Tracking and Updates.......................................................................................30

12.3 Risk Management............................................................................................................30

12.4 Quality Control................................................................................................................31

12.5 Communication and Documentation...............................................................................31

13. Conclusion...............................................................................................................................32

14. Recommendation.....................................................................................................................32

15. References...............................................................................................................................33

16. Annexures................................................................................................................................34

17. Individual contribution............................................................................................................35

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List of Figure
Figure 1 - Altair Apartment Building...................................................................................................7
Figure 2 - Project Organization Structure..........................................................................................12
Figure 3 - Project Schedule................................................................................................................16
Figure 4 - Building notices.................................................................................................................25
Figure 5 - Communication Plan.........................................................................................................26
Figure 6:Site visit Group photo..........................................................................................................34
Figure 7:Elevator Maintenance Project..............................................................................................34
Figure 8:Service certification.............................................................................................................34

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List of Table
Table 1 - Stakeholders Analysis..........................................................................................................11
Table 2 - Roles and responsibilities of the project team.....................................................................14
Table 3 - Estimated costs....................................................................................................................18
Table 4 - Funding sources..................................................................................................................18
Table 5 - Risk Management Plan.......................................................................................................22
Table 6 - Individual Contribution.......................................................................................................37

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1. Introduction
The ever-changing face of the construction business necessitates extraordinary project management
solutions for successful Facilities Management (FM) projects. This report delves into the project
management practices employed at the Altair Apartments development in Colombo, Sri Lanka. This
paper digs into the inner workings of the Altair Apartments project, with a particular emphasis on
the project management approaches used to assure its successful completion and continued
usefulness.

This report presents a thorough analysis of an elevator maintenance project, detailing its
background, objectives, scope, and significance in Altair apartment. It covers key aspects such as
stakeholder analysis, project organization, and team roles, ensuring clarity and accountability. The
project schedule outlines key milestones, tasks, and timelines, while the budget plan details
estimated costs, funding sources, and expenditure tracking mechanisms. The risk management plan
outlines strategies to identify and mitigate potential risks, and the quality management plan
establishes procedures and standards to ensure the deliverables meet high-quality criteria.
Additionally, the communication plan ensures effective information sharing and collaboration
among stakeholders.

The report also identifies current project management inefficiencies and provides recommendations
to overcome these challenges in the organization. By addressing these inefficiencies, the report aims
to enhance project management practices, ensuring the project's successful completion and long-
term sustainability. This comprehensive approach highlights the importance of meticulous planning,
effective communication, and proactive risk management in delivering a high-quality elevator
maintenance project that meets all stakeholder expectations.

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2. Altair Apartment Complex

The Altair apartment complex is a marvel of modern design, a colossal high-rise luxury building
currently in Colombo, Sri Lanka. The complex was designed by the well-known Moshe Safdie and
will be one of the tallest buildings in Colombo. Work began on the complex in 2012. Built in March
2021, Altair boasts two distinct towers—a vertical one reaching 240 meters and a leaning one
reaching 209 meters—designed by the renowned architect Moshe Safdie. Altogether, Altair has 404
apartments, but residents currently use 229 apartments, which range from 1420 to over 5200 square
feet. The leaning tower has 5 to 38-floor levels that are tilted and then vertically oriented up to the
roof at 209 meters. With floors numbering 68 in the vertical tower and 63 in the leaning tower, these
two towers will provide outstanding aerial views of Beira Lake, Colombo’s port, and cityscape.
More than just a collection of residences, Altair boasts a plethora of amenities, including multiple
swimming pools, a rooftop sky garden with an infinity pool, a gym area, a function area, and a
dedicated retail space, making it a true vertical
community within the heart of Colombo.

Figure 1 - Altair Apartment Building

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3. Project Overview
3.1 Project background
The majority of organizations use their operational processes to achieve goals other than
profitability. Organizations frequently launch programs to achieve such goals. A project manager
oversees the planning, scheduling, tracking, and successful delivery of projects within specific
limits.
Throughout the project lifetime, the manager coordinates the team, ensures good communication,
mitigates risks, and manages stakeholders using project management concepts. Finally, the
manager's leadership drives the achievement of targeted outcomes that are linked with the
organization's strategic goals.
The Altair, a luxurious residential and commercial development in Sri Lanka, has initiated a project
for elevator maintenance by OTIS Elevators Maintenance Company. The project is necessary
due to previous maintenance records and performance issues. The Altair Residences has 11 high-
speed units - 9 passenger elevators, 2 service elevators, 4 vertical transportation elevators, and
3 separate elevators for retail use. The project covers the maintenance of all elevators, which
boast an impressive 60-second travel time, showcasing the cutting-edge technology and efficiency
of the development. (Altair, n.d.)

3.2 Project objectives

Their main goal is customer satisfaction. An organization's primary goal is to satisfy its customers.
The existence of a firm is dependent on client pleasure. As a result, facilities should be distributed
throughout the organization to improve efficiency. Maintenance Engineers are responsible for
ensuring that any issues with the elevator are resolved within 24 hours.
Other objectives can be identified as follows:

 Increase the overall safety and reliability of Altair Apartment's elevator system.
 Reduce future delays and inconveniences caused by elevator malfunctions.
 Identify and resolve any possible elevator difficulties before they become serious problems.
 Ensure adherence to all local safety requirements and elevator codes.

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3.3 Project Scope
This project includes a thorough inspection and maintenance of all elevators at Altair Apartment.
The specific scope includes:
 Clean and lubricate elevator components.
 Examination of door functionality, safety features, and alarms.
 Testing of electrical systems and elevator speed.
 Replace any worn or damaged parts.
 Execution of test runs to ensure proper functionality.

3.4 Project Deliverables

 The elevator system of Altair Apartment has been fully inspected and serviced.
 Detailed maintenance logs that include all inspection findings, replaced parts, and
recommendations for future maintenance.
 Improved elevator performance and dependability.
 Improved safety for building occupants and visitors.

3.5 Project Significance

Regular elevator maintenance is essential for a variety of reasons.
 Safety: A well-maintained elevator system reduces the likelihood of accidents and injuries.
 Reliability: Proper maintenance helps to minimize unexpected breakdowns and ensures that
the elevator runs smoothly.
 Resident Satisfaction: Efficient and dependable elevators contribute to a pleasant living
environment for inhabitants.
 Compliance: Regular maintenance contributes to compliance with building codes and
safety laws.

By taking on this initiative, Altair Apartment's management demonstrates their dedication to

providing a safe and stable living environment for their members.

4. Stakeholder Analysis: Key project stakeholders, their roles,

interests, and influence on the project.
Stakeholders are the persons who are either impacted by the project or can influence its success.
They may be within or external to the project team, and their interests and level of impact might
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vary substantially. Stakeholder analysis is a critical phase in designing any project. Here's a
breakdown of key stakeholders in the Altair Apartment elevator maintenance project, their roles,
interests, and influence.

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Stakeholders Roles Interests Impact
Managers Responsible for the Ensure the safety and Can accept or reject
FM2191 – Project Planning and Management Coursework
building's overall functionality of the project plans,
maintenance and elevators, minimize assign resources,
operation, including the inconvenience to and engage with
elevator system. residents, and residents.
maintain project costs
within budget.
Maintenance Engineers: Analyse Engineers are Through their
Team problems, provide responsible for experience and
(Engineers and solutions, and monitor completing the availability, they
Technician) maintenance work. project safely and can provide useful
Technicians: Perform efficiently, ensuring insights about the
specified elevator that necessary repairs elevator's condition,
repair activities while and modifications are recommend
adhering to instructions made, and obtaining remedies, and even
and safety regulations. fair recompense for influence the
their skills. project timeframe.
Technicians:
Performing jobs
safely and efficiently,
knowing the
objective of their
work, and feeling
valued as a member
of the team.

OTIS Elevators An external company Successfully Can have an impact

Maintenance that provides engineers completing the on the project
Company and technicians (or just project within the timeline, cost, and
technicians) to do agreed-upon scope quality of work,
elevator maintenance and timetable while particularly if
keeping a positive engineers oversee
reputation with the project.
building
management.

Residents People who live in Minimizing Can raise issues or

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Altair Apartments and disturbance during feedback that may
rely on elevators for the maintenance have an impact on
their daily activities. outage, maintaining the project
FM2191 – Project Planning and Management Coursework
Table 1 - Stakeholders Analysis

5. Project Organization, Team, and Roles: Project team structure,

including roles and responsibilities.
5.1 Project organization and structure
In Altair apartments, this maintenance project is handled by OTIS Elevators Company. It is the
world’s leading elevator and escalator manufacturing, installation, and service company. They
invent safety elevators for the industry. This elevator project is done once a month because this is a
maintenance process. In the event of a breakdown, quick action should be taken. : (OTIS, n.d.)

According to this project organizational structure as follows:

Figure 2 - Project Organization Structure

Their organizational structure can be outlined as above. The manager is in charge of the entire
project and is most likely responsible to someone higher up at Otis Elevator. The project has three
supervisors, each of whom is presumably in charge of a separate crew or job area. They report to

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the management. Multiple technicians probably report to each supervisor and perform hands-on
responsibilities related to elevator installation or maintenance.

This organization encourages clear responsibility, as each level reports to the one above it. It also
denotes a team-based approach, with many technicians reporting to a supervisor.

5.2 Roles and responsibilities of the Project team

Position Roles and Responsibilities

Manager  The person who inspects the overall process of the project.
 Leading overall project and accountability for a successful
elevator installation or maintenance.
 Manages the budget, timeline, and resource allocation for
the project.
 Serves as the primary point of contact for Altair
Apartment about the elevator project.
 Oversees the work of supervisors and ensures that project
deliverables are met.
 Reports progress and any difficulties to upper
management at Otis Elevator.

Engineers  They should schedule the project works.

 Ensuring that the process is done correctly.
 Maintaining good communication with customers.
 Provides technical expertise and guidance to supervisors
and technicians during installation or maintenance tasks.
 Collaborates with the management on project planning to
ensure technical feasibility and compliance with building
codes.
 Troubleshoots complex technical challenges and proposes
solutions.

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 Maintains project documentation for the engineering
components.

Supervisors  Manages a team of technicians assigned to a given work

area (e.g., installation, modernization, and maintenance).
 Ensures that their professionals' work is both high-quality
and efficient.
 Schedules and distributes jobs to technicians based on
project specifications and skill capabilities.
 Performs quality checks on completed work.
 Keeps accurate records of jobs accomplished and
resources used.
 Communicates project updates and any difficulties that
arise to the manager.

Technicians  They have to do the work according to the maintenance

schedule once a month.
 Performs hands-on work relating to elevator installation,
maintenance, or repair as directed by the supervisor.
 Troubleshoots minor elevator problems and may do basic
maintenance chores such as lubrication, cleaning, and
adjustment.
 Installs elevator components (where applicable).
 Enforces adherence to safety standards and procedures
while working on elevators.
 Report any faults or malfunctions to the supervisor

Table 2 - Roles and responsibilities of the project team

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6. Project Schedule: Detailed project schedule including key

milestones, tasks, dependencies, and timelines.
6.1 Project duration
This project is based on maintenance activities because of that this project continues month to
month.

6.2 Key milestone

 Pre-maintenance plan (1-2 weeks)
 Elevator outage and maintenance
 Post maintenance

The project is divided into three main milestones. The initial milestone focuses on pre-maintenance
planning. This entails scheduling meetings with building management and tenants to discuss
preferred work hours and communication strategies. In addition, the project team will evaluate
elevator maintenance history and service contracts to identify potential difficulties and pre-order
any parts that may be required.

The second milestone involves elevator outage and maintenance, including mobilization, security,
cleaning, lubrication, testing, replacement of worn parts, and maintaining detailed logs for proper
operation.
The final milestone ensures a smooth transfer after repairs, including final inspections, signage
removal, elevator operation resumption, and maintenance scheduling.

6.3 Dependencies
The project's structure is structured for efficient workflow, with pre-maintenance planning
establishing the framework. Meetings with renters and understanding maintenance history help staff
avoid busy hours during outages and predict potential issues. The effectiveness of elevator outages
and repairs relies on extensive planning.
Elevator outages and maintenance include interconnected tasks. Before any inspections can begin,
the elevators must be secured. Similarly, changing parts is only done once faults are discovered

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during the inspection. Finally, testing the elevators guarantees that everything works before
handover, which is contingent on the successful completion of all prior tasks.

6.4 Project schedule

Figure 3 - Project Schedule

A schedule of a project is a timetable that includes tasks, resources, and due dates in an ideal
sequence. so that the project can be done at the correct time. A project schedule is created during
the planning phase and includes, a project timeline, end dates, and milestones.

The above schedule represents several stages of the process. The Altair elevator maintenance
procedure is divided into three steps. First, a staff visits with residents to schedule outages and
communicate. They also evaluate maintenance histories to forecast future needs. Then, each
elevator is shut down for inspection, repair, and testing. Finally, the team conducts another
inspection with building management before handing over responsibility. Daily communication and
buffer days guarantee the project runs smoothly.

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7. Budget plan
7.1 Estimated Costs
Following table provides a comprehensive detailed of the budget plan for the Altair Apartment
elevator service project. Altair Apartment may ensure that resources for elevator maintenance are
used efficiently by developing a proper budget plan and executing cost-saving initiatives

Cost Category Description Estimated Cost Responsible Note

Annually ($) Party
Labour
Technicians Monthly 1,000,000 HR
maintenance Department, Hourly rate multiplied
(19 Elevators) Technicians by total labor hours
Emergency Labour for 400,000 Emergency for maintenance
Repairs breakdowns Response activities
and quick fixes Team
Materials Varies depending on
Replacement Cables, motors, 1,700,000 Procurement specific maintenance
Parts control systems Department needs (e.g., replacing
Miscellaneous Lubricants, 450,000 Procurement worn parts, routine
bolts, sensors Department cleaning)
Equipment It may not be
Rentals necessary for ordinary
Special Tools Rental of 300,000 Procurement maintenance, but it
Specialized Department may be needed for
tools repairs.
Safety Helmets, safety 50,000 Procurement
Equipment shoes, Department
harnesses, etc
Permits and Fees Varies based on local

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Inspections Government 50,000 Compliance regulations and the
permits and Department nature of work.
inspection fees

Communication Minimal cost

Costs associated with
Notifications Tenant 50,000 HR informing residents
notifications Department
and updates
Contingency Buffer for 200,000 Finance
unforeseen Department
expenses
Estimated Total 4,200,000
Cost

Table 3 - Estimated costs

Project Scope: The annually budget plan allocates $4,200,000 for elevator maintenance project for
residential apartments of the Altair Apartment.

The budget plan for the maintenance of 19 elevators requires $1,400,000 of labor per year,
$2,150,000 of materials per year and $350,000 of rental costs for specialized tools and safety
equipment annual. It also includes $50,000 of permits and inspection fees, and $50,000 of the cost
of communication with the residents of the buildings. Moreover, the budget plan has a $200,000
contingency fund in case of unpredicted circumstances and unexpected expenses. This
comprehensive plan ensures efficient, safe operation and clear responsibility allocation, promoting
thorough financial planning and effective maintenance management.

7.2 Funding Sources

Funding for the cost of this project has been raised from the following sources

Source Annual Contribution ($)

Maintenance Funds 3,000,000

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Special Assessments 1,000,000
Reserve Funds 200,000
Total Funding 4,200,000

Table 4 - Funding sources

7.3 Expenditure Tracking Mechanisms

 Monthly Financial Reports - Monthly financial reports are preparing by the project management
team (detailed reports on monthly expenses). These reports will be reviewed by the finance
team to ensure everything is accounted for.
 Conducting audits - Periodic audits are performed to ensure that budgetary guidelines are
followed and that irregularities are identified. The audit results are documented and distributed
to project stakeholders.
 Labor Hours Tracking - Recording technician hours for maintenance and repairs. This helps to
monitor labour costs and ensure efficient use of their time.
 Receipt Collection - Receipts for any parts, materials, or service fees related to the elevator
project will be collected and filed.
 Budget Reconciliation Meetings - Every month, meetings to compare the budgeted amount for
the project with the actual amount spent.

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8. Risk Management Plan

Maintaining elevators in an apartment complex is crucial for resident safety and convenience. This
risk management plan aims to identify, assess, and mitigate potential risks in the elevator
maintenance project. This plan provides methods for identifying, assessing, and minimizing
potential risks to the success and safety of Altair Apartment's elevator maintenance project. A visual
representation, such as a matrix of risks, can help focus mitigation efforts. By proactively
addressing issues such as equipment failure, safety hazards, financial overruns, and tenant
dissatisfaction, the plan ensures smooth and efficient maintenance operations, compliance with
safety standards, and effective communication with all stakeholders.

Risk Risk Risk Assessment Mitigation Strategies

Identification Likelihood Impact
Power During a Medium High  Using the automatic fail-safe
Outage and power failure, (Power (Potential systems that bring the
Passenger passengers outages can for injury, elevator to the nearest floor
Entrapment may become occur, but panic) and open the doors in case of
trapped in the hopefully a power outage.
elevator not  Regularly testing the backup
frequently) battery system to ensure it
functions properly.
 Maintaining a clear
communication plan for
trapped passengers,
including signage and
emergency call buttons.
Frequent Frequent Varies Medium  Implementing a preventative
Elevator breakdowns depending (Disruption, maintenance program that
Breakdowns disrupt resident on frustration) includes regular inspections,
service and can maintenanc lubrication, and replacement

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damage the e practices of worn parts.
elevator's  Analyze breakdown data to
reputation. identifying recurring issues
and implementing targeted
solutions.
 Maintaining a service
contract with a qualified
elevator maintenance
company for prompt repairs
when needed.
Component Worn or Low with a High  Conducting thorough
Failure and damaged proper (Potential inspections during
Safety components maintenanc for serious preventative maintenance to
Hazards can lead to e program. injury or identify wear and tear.
safety hazards death)  Replacing components
like before they fail completely,
unexpected prioritizing safety-critical
stops or parts.
breakdowns.  Developing a spare parts
inventory to ensure quick
repairs.
Roller Improper roller Low with a High  Including monthly roller
Clearance clearance can proper (Potential clearance checks in the
Issues lead to uneven maintenanc for serious preventative maintenance
movement, e program. injury or program.
increased wear, death  Establishing clear tolerance
and potential levels for roller clearance
malfunctions. and adjust them as needed.
 Training maintenance
personnel on proper roller
adjustment techniques.
Maintenanc Maintenance Medium High  Ensuring maintenance
e Process activities can (Potential personnel are properly
Safety pose risks to for serious trained and certified on safe
both residents injury or elevator maintenance
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FM2191 – Project Planning and Management Coursework
and death) procedures.
maintenance  Clearly marking elevators
personnel. undergoing maintenance
with signage and disable
controls to prevent
accidental use. (See point 5)
 Developing a lockout/tagout
procedure to isolate the
elevator from power sources
during maintenance.

Table 5 - Risk Management Plan

Furthermore, to continually enhance safety and efficiency, maintenance logs, inspection reports,
and breakdown data will be properly documented. Analyzing this data regularly will assist in
identifying reoccurring difficulties and allow for preventative improvements to the risk
management plan, maintaining its long-term success.
The Altair Apartment elevator maintenance project may reduce downtime, promote resident safety,
and achieve high levels of customer satisfaction by executing this risk management plan and
instilling a culture of safety and preventative maintenance.

9. Quality Management Plan

9.1 Quality Objectives
 The primary quality objectives encompass ensuring safety and compliance, delivering high-
quality workmanship, minimizing defects and rework, and striving for stakeholder satisfaction.
 Ensuring safety and compliance involves meeting all relevant safety regulations and building
codes to provide a secure environment.
 High-quality workmanship is essential for achieving a superior standard of maintenance that
guarantees the long-term reliability of the elevators.
 Minimizing defects and rework is achieved through rigorous quality control, which reduces the
incidence of defects and the need for corrective measures.
 Finally, striving for stakeholder satisfaction means consistently meeting or exceeding the
expectations of residents, building management, and other stakeholders involved in the project.

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9.2 Quality Standards
Quality standards are divided into three main categories. Regulatory standards, industry standards,
and project-specific standards. (Ex - ISO 9001, ISO 9001:45001, ISO 14001). Compliance with
regulatory standards means adhering to local and international safety regulations. Industry standards
involve following best practices in elevator maintenance and adhering to manufacturer
specifications. Project-specific standards are detailed specifications provided by building
management and agreed upon with contractors, ensuring that all parties are aligned on the
expectations and requirements for the project.

9.3 Quality Control Procedures

Quality control procedures include thorough inspection and testing, comprehensive documentation
and record-keeping, and clearly defined roles and responsibilities. Regular inspections are
conducted during the maintenance phases to ensure that all work is performed to the required
standards. Functional tests are carried out to confirm that elevators operate smoothly, while safety
tests verify compliance with safety regulations. Maintaining detailed records of all inspections,
tests, and maintenance activities is crucial for tracking the project's progress and addressing any
issues that arise. Any problems and the corrective actions taken are meticulously documented.

9.4 Roles and responsibilities are clearly defined to ensure effective quality
control.
 The Project Manager has overall responsibility for quality management, including planning
and execution.
 Engineers are responsible for conducting inspections, overseeing testing, and ensuring
compliance with standards.
 Contractors and technicians are tasked with executing maintenance activities according to
quality guidelines and reporting any issues they encounter.

9.5 Quality Assurance Activities

Quality assurance activities are divided into pre-maintenance, during maintenance, and post-
maintenance phases. During the pre-maintenance phase, plans and procedures are reviewed to
ensure readiness and alignment with quality standards. During maintenance, continuous monitoring
and quality checks are performed to ensure that the work meets the required standards. In the post-
maintenance phase, final inspections are conducted, and the Quality Control Officer provides a
sign-off to confirm that all work has been completed to the necessary standards.

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[Link] Plan
Effective communication is crucial for the successful execution of the elevator maintenance project
at Altair Apartment. The communication plan outlines strategies to keep all stakeholders, including
the apartment management, residents, contractors, and regulatory authorities, informed and aligned
throughout the project lifecycle. Regular progress updates, notifications, and meetings will be
conducted to share information about completed work, upcoming tasks, and any potential
disruptions or issues. Clear communication channels, rules, and a centralized documentation source
will be established to facilitate efficient collaboration and information sharing within the project
team. Advance notices and signage will be provided to residents to minimize inconveniences during
maintenance periods. Final project reports and a closure meeting will ensure transparency and
gather feedback from stakeholders. By implementing this comprehensive communication plan, the
project team aims to foster open dialogue, address concerns sharp, and maintain stakeholder
satisfaction throughout the elevator maintenance project.

Main stakeholders of the project are,

 Residents- Primary Users, Elderly and Disabled Residents, Families with Young Children
 Maintenance Contractors- Elevator Maintenance Company, Technicians and Engineers
 Building management- Property manager and maintain staff
 Local Authorities and Regulators-Safety inspectors and permit authorities
 Vendors and Suppliers-Part suppliers and Service providers
 Insurance companies-Building insures and contractor insures
 Financial stakeholders-Building owners and investors

Main communication channels are,

 Email-For formal notifications, progress reports, and detailed documentation.

 Meetings-Regular face-to-face or virtual meetings with key stakeholders.
 Announcement Boards and Notices-Physical postings in common areas for resident updates.
 Online Portals (Websites)-Digital platforms for real-time updates and resident feedback.
 Emergency Hotline-Dedicated phone line for urgent inquiries and emergency situations.

Communication plan outlines how Altair Apartment will communicate with residents, building
management, and maintenance technicians regarding upcoming elevator maintenance. The goal is
to keep everyone informed, minimize disruptions, and ensure resident safety during the process.

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10.1 Pre-Maintenance (1-2 weeks prior)
1. Building Notices-Clear notices will be posted in high-traffic areas like lobbies and elevator
doors. These notices will detail the date(s), time(s), and estimated duration of the maintenance.
Additionally, they will inform residents about potential noise levels and any alternative means
of accessing different floors (stairs) if necessary.

Figure 4 - Building notices

2. Email- A targeted email will be sent to all residents containing the same information as the
building notices. This ensures everyone receives the crucial details regardless of whether they
saw the physical notices.
3. Building Website/App (if relevant)-For residents who prefer digital communication, a
notification will be posted on the building website or app outlining the upcoming maintenance
schedule.

10.2 During Maintenance

1. Signage-Elevators undergoing maintenance will be clearly marked with signage. This signage
will explain the reason for maintenance (e.g., routine inspection, repairs), provide an estimated
completion time, and may include contact information for building management or the
maintenance company for any urgent inquiries.
2. Website (optional)-If applicable, the building website will be updated with ongoing progress
reports on the maintenance, keeping residents informed of any unforeseen delays.
3. In-Person Communication- Maintenance technicians will be prepared to answer resident
questions and address concerns politely and professionally. Technicians can also provide
updates on the progress of the maintenance if needed.

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10.3 Post-Maintenance
1. Building Notice-Once maintenance is complete, a brief notice will be posted in the building
to inform residents that the elevator is back in service.
2. Email-An additional email can be sent to residents as a final confirmation that the
maintenance is completed.
 The building has a diverse population, consider translating important information into multiple
languages for maximum accessibility.

Figure 5 - Communication Plan

 Clearly outline emergency procedures in case of an elevator malfunction during maintenance

hours. This should include providing the contact information for emergency services.
 Implement a feedback mechanism, such as a suggestion box, online form, or email address, to
allow residents to provide feedback on the communication process. This will help improve.
future maintenance communication strategies.

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11. Project management inefficiencies

Even with careful planning, elevator maintenance projects in apartment buildings can run into many
project management issues that slow down progress and weaken success. Timelines that are
impractical, not considering how tasks depend on each other, and not allocating enough resources
can throw schedules off track, resulting in delays and conflicts. Inaccurate cost estimates, failing to
track expenses, and not having enough contingency funds often lead to going over budget and
financial constraints. Insufficiencies in risk management, such as not properly identifying risks, not
having adequate mitigation strategies, and lacking contingency plans, leave the project vulnerable to
potential risks that can cause disruptions and added costs. Lapses in quality control, including
unclear standards, not doing inspections, and inadequate documentation, increase the likelihood of
defects, rework. Breakdowns in communication, ineffective channels, lack of progress updates, and
poor coordination with residents can create misunderstandings, dissatisfaction, and disruptions.
organizational inefficiencies like unclear roles, lack of expertise, and poor team coordination can
lead to confusion, conflicts, and productivity losses, further impairing the project's challenges.

11.1 Key Project management inefficiencies of Elevator maintenance project in

Altair apartment
1. Budget plan issues and inefficiencies in resource allocation.
2. Lack of proper tracking and updating of the schedule.
3. Insufficient risk identification and assessment.
4. Lack of proper quality control processes and inspections.
5. Inadequate quality standards.
6. Inadequate documentation or record-keeping of communication.
7. Lack of regular progress updates.

The elevator maintenance project at the Altair Apartment could face significant budget plan issues
and resource allocation inefficiencies that threaten its success. Inaccurate cost estimates, lack of
contingency funds, and inadequate expenditure tracking mechanisms can lead to substantial budget
overruns and financial constraints. Cash flow problems due to insufficient funding sources or
delayed payments can disrupt the project's progress by hindering the procurement of materials and
timely payment of workers. Failure to account for potential cost escalations, such as inflation or
material price fluctuations, can additionally intensify budgetary challenges. On the resource
allocation front, improper assignment of labor resources, inadequate availability of equipment or
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materials, and poor scheduling and coordination can result in inefficiencies, delays, and
productivity losses. Additionally, assigning tasks to workers lacking the required skills or expertise
can compromise quality and necessitate rework, while inefficient use of work areas and material
storage can contribute to accessibility issues and project delays.

Failing to properly track and update the project schedule is a critical inefficiency that can severely
hinder the progress of the elevator maintenance project at Altair Apartment. Without diligent
monitoring and schedule management, it becomes remarkably difficult to identify potential delays,
blocks, or critical path deviations early on. Consequently, the project team may fail to respond
proactively to emerging issues, leading to dropping delays and disruptions to the overall timeline.
lack of schedule updating prevents accurate forecasting of task completion dates and resource
requirements, resulting in improper resource allocation and potential resource conflicts. This
inefficiency can also breed a false sense of security regarding progress, leading stakeholders to
make decisions based on outdated or inaccurate schedule information. Ultimately, the absence of
rigorous schedule tracking and updating practices increases the risk of missed milestones, cost
overruns, and stakeholder dissatisfaction, jeopardizing the successful and timely completion of the
elevator maintenance project at Altair Apartment.

Insufficient risk identification and assessment can pose a significant threat to the successful
completion of the elevator maintenance project at Altair Apartment. Failure to thoroughly identify
and evaluate potential risks can leave the project team ill-prepared to mitigate or respond to
challenges that may arise during the project lifecycle. Overlooking risks related to factors such as
equipment failures, material delays, worker safety, or regulatory compliance can lead to costly
disruptions, delays, and potential legal implications. Inadequate risk assessment can also result in an
inaccurate understanding of the likelihood and impact of identified risks, hindering the development
of effective mitigation strategies and contingency plans. Without a comprehensive risk management
approach, the project may be vulnerable to unforeseen circumstances, leading to budget overruns,
schedule delays, quality issues, and stakeholder dissatisfaction.

The absence of stringent quality control processes and regular inspections poses a significant threat
to the elevator maintenance project's integrity at Altair Apartment. Without comprehensive quality
checks at every stage, defects, deviations from specifications, or non-compliant work could easily
go unnoticed until later phases, necessitating rework, causing costly delays, and raising potential
safety risks. This critical inefficiency increases the likelihood of substandard workmanship,
compromising the elevators' long-term performance and reliability. Inadequate quality oversight
could lead to violations of building codes and regulations, exposing the project to legal liabilities.

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Inadequate documentation or record-keeping of communication can severely impact the elevator
maintenance project at Altair Apartment. Failure to properly document and maintain records of
conversations, decisions, and agreements between various stakeholders, such as building
management, contractors, and residents, can lead to misunderstandings, miscommunication, and
potential disputes. Without clear documentation, it becomes challenging to track commitments,
action items, and accountability, hindering effective project management. Lack of proper records
also makes it difficult to refer back to previous discussions or agreements, potentially leading to
inconsistencies or conflicting information. Compounding these issues, a lack of regular progress
updates can leave stakeholders uninformed about the project's status, potential issues, and upcoming
milestones, fostering frustration, undermining trust, and hindering informed decision-making.

The elevator maintenance project at Altair Apartment faces several critical inefficiencies, including
budget planning issues, insufficient schedule tracking, inadequate risk management, poor quality
control, and documentation shortcomings. These inefficiencies can lead to delays, cost overruns,
safety risks, and stakeholder dissatisfaction, ultimately endangering the successful and timely
completion of the project. Addressing these challenges through improved planning, monitoring, and
communication is essential for ensuring the project's success and maintaining resident satisfaction.

[Link] to overcome the identified project management

inefficiencies
12.1 Budget and Resource Allocation
Accurate Cost Estimation involves leveraging historical data and industry benchmarks to forecast
project expenses [Link] analyzing past projects and industry trends, project managers can
develop more accurate estimates, reducing the likelihood of budget [Link] a Reserve
of Money for Unforeseen Expenses is crucial for mitigating risks associated with unexpected
[Link] setting aside a portion of the budget specifically for unforeseen expenses, project teams
can better manage unexpected challenges without jeopardizing the project's overall success.

Regular Financial Monitoring ensures ongoing oversight of project expenses against the established
budget. Implementing a systematic approach to tracking expenses and comparing them against the
budget allows project managers to identify potential deviations early and take corrective actions
promptly. Utilizing Resource Management Software facilitates better allocation and tracking of
project resources. These software tools provide insights into resource utilization, enabling project
managers to optimize resource allocation and minimize inefficiencies.

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12.2 Schedule Tracking and Updates
Integrated Project Management Tools enable real-time schedule tracking and updates, allowing
project teams to monitor progress closely and adjust plans as needed.

 By leveraging technology, project managers can ensure that project timelines are adhered to
and any deviations are promptly addressed.
 Regular Progress Meetings provide a forum for stakeholders to review project schedules,
discuss progress, and address any deviations.
 These meetings foster collaboration among team members and promote transparency in
project management.
 Milestone Planning involves breaking down the project into smaller, manageable
milestones.
 This approach allows project teams to track progress more effectively and ensures that
project objectives are achieved within specified timelines.

12.3 Risk Management

Conducting a Comprehensive Risk Assessment at the project's outset helps identify potential risks
and develop mitigation strategies.

 By analyzing both internal and external factors that could impact the project, project teams
can proactively address potential challenges.
 Developing Detailed Risk Mitigation Plans involves outlining specific actions to reduce the
likelihood and impact of identified risks.
 These plans should be regularly reviewed and updated throughout the project lifecycle to
ensure their effectiveness.
 Regular Risk Reviews enable project teams to reassess existing risks and identify new ones.
 By scheduling regular risk assessment meetings, project managers can ensure that risks are
continuously monitored and managed effectively.

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12.4 Quality Control
Defining Clear Quality Standards is essential for ensuring that project deliverables meet predefined
criteria. By

 establishing detailed quality standards and communicating them to all team members,
project managers can ensure alignment and consistency in project outcomes.
 Conducting Frequent Inspections at every stage of the maintenance process helps identify
and rectify quality issues early.
 Regular inspections enable project teams to maintain high-quality standards throughout the
project lifecycle.
 Performing Periodic Quality Audits provides an additional layer of assurance that project
deliverables meet established quality standards.
 Quality audits help validate adherence to quality processes and identify areas for
improvement.

12.5 Communication and Documentation

 Implementing a Centralized Documentation System ensures that project documentation is
organized, accessible, and consistent.
 A centralized system allows team members to access project documents easily and fosters
collaboration among stakeholders.
 Providing Regular Progress Reports to stakeholders keeps them informed about project
progress and any issues that require attention.
 Regular reporting promotes transparency and accountability in project management.
 Establishing Clear Communication Channels ensures that information flows effectively among
project team members and stakeholders.
 By defining and communicating clear channels for reporting issues and progress, project
managers can facilitate timely communication and problem resolution.
 By incorporating these strategies into project management practices, organizations can enhance
efficiency, mitigate risks, and improve project outcomes.

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FM2191 – Project Planning and Management Coursework
[Link]
An essential undertaking to uphold strict compliance with rules and high levels of quality is the lift
maintenance project at Altair Apartments. The project calls for careful planning, implementation,
and efficient cooperation between all stakeholders. Potential hazards are addressed, and compliance
with quality standards is guaranteed, via risk management and quality management strategies. The
paper lists the main inefficiencies in management and offers suggestions for increasing productivity.
Sufficient documentation and communication are essential for informing stakeholders. To ensure
that residents and stakeholders are satisfied with the safe, dependable, and high-quality lift system
that will be provided, the project necessitates meticulous design, execution, and ongoing
development.

[Link]
To improve project management inefficiencies in the Altair Apartments elevator maintenance
project, strategies such as accurate cost estimation, contingency fund creation, resource
management software use, schedule tracking, risk assessments, quality control measures, and
effective communication channels are recommended. These measures will improve resource usage,
reduce inefficiencies, manage potential difficulties, assure accountability, and increase transparency
among stakeholders. Implementing these recommendations will ensure the project's success and
long-term sustainability.

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[Link]
(n.d.). Retrieved from Altair: [Link]

(n.d.). Retrieved from OTIS: [Link]

(n.d.). Retrieved from mind mesh: [Link]

[Link]

Figure 6:Site visit Group photo Figure 7:Elevator Maintenance Project

Figure 8:Service certification

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[Link] contribution
Group 13
Index Name knowledge gained
Number
222458X Rathnayake A.R. According to my task, I had to do tasks 1 & 2.
That task mainly focused on identifying the
Project background, objectives, scope,
deliverables, significance and Key project
stakeholders, their roles, interests, and influence
on the project of the elevator maintenance
project at Altair Apartments. It will provide a
comprehensive understanding of the project
context, stakeholders involved, and potential
areas for improvement. By combining your
findings with information gathered on other
aspects of project management (schedule,
budget, risk management), the report will be able
to offer a well-rounded analysis of the elevator
maintenance project at Altair Apartments
andalso, I did the conclusion part of the report,
222476B Wijayabandara H.M.M My primary responsibility was to define and
implement quality objectives and standards to
ensure that the elevator maintenance project met
all regulatory requirements and stakeholder
expectations. I focused on establishing
comprehensive quality control procedures and
assurance activities to minimize defects and
ensure high standards of workmanship.

I categorized the quality standards into

regulatory, industry, and project-specific
standards. Compliance with ISO standards (e.g.,
ISO 9001, ISO 45001, ISO 14001) was
emphasized to ensure adherence to best practices

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FM2191 – Project Planning and Management Coursework
in safety and environmental management.

Then my contribution focused on providing

recommendations on project management
inefficiencies to enhance budget management,
schedule tracking, risk management, quality
control, and communication. These
recommendations were aimed at ensuring the
successful completion of the project within the
allocated budget and timeline.

222453D Rajapaksha R.N.D.N.M. In this report, I did Communication plan and

identifying Project management inefficiencies.
According to my task I identified different
inefficiencies in the elevator maintenance project
at Altair Apartment and identified the
communication plan of the elevator maintenance
project. During the site visit time, we asked
questions about the elevator maintenance project
at Altair apartment. We gain a lot of knowledge
from this site visit. According to this coursework
and the site visit I gained a lot of knowledge
about Project Management of Facilities
Management Projects. I like to thank my the
lecturers and the staff of Altair Apartment for
giving me this opportunity to me.
222403C Adikarinayake A.M.B.T. I have been assigned to do task 3,4 and the
Presentation of the report. Through this task, I
have identified the project team structure,
including roles, responsibilities, and a Detailed
project schedule including key milestones, tasks,
dependencies, and timeline. I have learned about
the roles, and responsibilities of the responsible
parties of this project and how they work as
stakeholders of this. Also how they implement
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FM2191 – Project Planning and Management Coursework
their milestone and task, dependencies of the
project. At last, I did the recommendation part of
the report.
202410C Dasanayaka Firstly, a special thank you goes to the lecturers
D.M.D.G.M.K. who offered us the coursework. While doing this
work, I identified the Risk management plan and
Budget management plan of the elevator
maintenance project in the Altair Apartment.
And I gave my contribution to the introduction
in the organization, acknowledgment, and report
preparation. When I was doing my part, I
collected the details from the site visit. This
coursework helps me gain good knowledge
about project planning and managing a project.
It will be a convenience for my future studies,
and it will be very useful for my future job.

Table 6 - Individual Contribution

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