Cover Letter Clinic

(Project Plan)

Applied Project Management - MGT 4209

Project Overview:

Project Name: Cover Letter Clinic

Project Manager: Dev Ratan Singh

Start Date: 15 Sep 2023

End Date: 31 November 2023

Project Objectives	Helping PMGC students to get feedback on their cover letters.
	Increasing the job success for students by guiding them properly about cover letter and its importance
	Enhancing the writing skills of students for cover letter
Project Scope	Students will be able to submit their cover letter and get feedback on this platform including peer and faculty review. The mock job posting, feedback sessions, and guide zoom lessons will be provided for students to make an efficient and impressive cover letter.

SCOPE MANAGEMENT

The act of identifying and regulating what is included and omitted from a project is known as scope management. It aids in keeping the project on track and delivering what was originally envisioned. It is very important to Consider the following ideas when incorporating scope management in your cover letter:

Component	Description
Project Scope	A detailed description of the project's boundaries, objectives, and deliverables.
Scope Statement	A formal document that outlines what is included and excluded from the project scope.
Scope Baseline	A snapshot of the project scope, including its documented requirements and the agreed-upon changes.
Scope Verification	The process of formalizing acceptance of project deliverables.
Scope Control	The process of monitoring and controlling changes to the project scope.
Change Request Process	A defined process for requesting, reviewing, and approving changes to the project scope.
Scope Creep Mitigation	Strategies for managing and preventing scope creep, which is the unauthorized expansion of the project scope.

INTEGRATION MANAGEMENT PLAN

Integration management is an important area of project management that focuses on coordinating and integrating all aspects of a project to guarantee its effective completion. It entails bringing multiple project components, procedures, and stakeholders together to fulfill the project's goals.

• Project Goal:

It is critical for every clinic to identify its project aim explicitly. In your scenario, you may want to improve patient care, expand offerings, or increase operating efficiency. As an experienced Integration Management practitioner, I can assist in formulating and prioritizing these goals in accordance with the clinic's purpose and vision.

• Project Objectives:

The clinic's objectives must be clear, measurable, attainable, relevant, and time-bound (SMART). This might include improving patient appointment scheduling, optimizing billing procedures, or using new technology. My project management knowledge enables me to easily identify and outline these objectives.

Here are also some crucial elements of an integration management cover letter:

• Project Integration Plan:

Preparing a Project Integration Plan is the first step in integration management. This plan provides a roadmap for how the project will be managed, how different components will be coordinated, and how information will move among various stakeholders.

• project charter:

It is a critical document that formally authorizes the project's existence and grants the project manager the power to use organizational resources. It specifies the project's goal, objectives, stakeholders, and high-level needs.

• Strategic Alignment:

Discuss your ability to align the project with the organization's strategic goals. Emphasize your experience ensuring that the project is consistent with the company's goal and vision.

• Change Management:

Integrating management entails putting in place a solid change management approach. This process evaluates, authorizes, and manages project scope, schedule, and cost adjustments. To analyze and make judgments on proposed changes, a change control board or a similar mechanism is frequently formed.

• Performance reporting:

Regular reporting on project performance is an important part of integration management. Project managers must ensure that project status, progress, and key performance metrics are adequately communicated to stakeholders, allowing for informed decision-making.

• Conflict Resolution:

Disagreements may emerge between project components, stakeholders, or team members. Effective integration managers have conflict resolution abilities to resolve these issues quickly and keep the project on track.

TIME MANAGEMENT

Time management is a crucial aspect of project planning and execution. It helps ensure that tasks are completed efficiently and that deadlines are met. Below is a table outlining key time management considerations for your Applied Project:

Time Management Day and Date Wise:

15 Sep - 20 Sep	Initiation of project and identification of stakeholders\ Securing necessary resources Developing project plan Allocation of roles and responsibilities
20 Sep - 30 Sep	Setting up a cover letter submission platform Organizing mock job posting by collaborating with the industry professionals
30 Sep - 10 Oct	Finalizing the mock job posting Recruit cover letter reviewers Making communication channels
10 Oct - 25 Oct	Initiation of accepting cover letter submissions Hindering any technical issue for submission by discussing with team
25 Oct - 30 Oct	Provide feedbacks Organizing feedback reports for students individually
30 Oct - 5 Nov	Distribution of feedback reports Asking students about their experience Checking the outcome of cover letter clinic on resumes
5 Nov - 10 Nov	Identify the areas of improvement. Prepare the final project
10 Nov - 31 Nov	Quality Management Plan

Quality Management Plan

Quality Objectives:

1. Satisfaction of PMGC Students:

- Objective: Ensure that the Cover Letter Clinic meets the demands and requirements of PMGC students.

- Action Plan:

• Conduct surveys or feedback sessions to understand specific needs.
• Regularly update clinic processes based on pupil feedback.
• Implement a feedback loop to address evolving demands.

2. Utilize Constructive Criticism:

- Objective: Improve the quality of cover letter writing abilities through constructive criticism.

- Action Plan:

• Establish clear criteria for constructive feedback.
• Conduct training sessions for reviewers on providing constructive criticism.
• Regularly assess and refine feedback methods based on effectiveness.

3. Enhance Job Application Success:

- Objective: Increase the likelihood of students' success in job applications.

- Action Plan:

• Offer workshops or resources on effective job application strategies.
• Provide insights on industry trends and employer expectations.
• Track and analyze the success rates of students post-Cover Letter Clinic.

4. Uphold High Standards:

- Objective: Maintain a high standard of professionalism, correctness, and secrecy throughout the project.

- Action Plan:

• Establish and communicate clear guidelines for professional conduct.
• Implement regular audits to ensure correctness in all clinic processes.
• Enforce strict confidentiality measures for student information.

Human Resource Management Plan

Roles and Responsibilities:

1. Dev Project Manager (Project Manager):

• In charge of overall project coordination, resource management, and team leadership.
• Responsible for ensuring the project aligns with objectives, timelines, and quality standards.

2. Harpreet (Quality Manager):

• Oversee quality control activities and adherence to established standards.
• Conduct routine quality checks and ensure corrective actions are implemented as needed.

3. Yuvika (Project Coordinator):

• Coordinate and facilitate communication among project team members.
• Monitor project progress and ensure tasks are completed on schedule.

4. Vipul (Internal Stakeholder):

• Represent internal stakeholders' interests in project decisions and processes.
• Provide insights into the perspectives and needs of internal stakeholders.

5. Sukhbir (Corporate Policy Manager):

• Ensure adherence to corporate policies related to cover letter creation, feedback, and data handling.
• Conduct periodic policy reviews and communicate updates to the project team.

6. Santey Gill (HR Manager):

• Oversee human resource-related aspects, including recruitment, training, and performance management.
• Address any HR-related concerns raised by team members.
  • Assess the projected workload and identify the number of cover letter reviewers and feedback coordinators required.

Recruitment and Selection:

Determine Workload:

Selection Criteria:

• Define clear criteria for selecting reviewers, including industry knowledge, communication skills, and cover letter writing proficiency.
  • Post job openings internally within our organization and externally as needed.

Job Postings:

• Ensure transparency in the recruitment process.

Interviews and Selection:

• Conduct interviews or selection procedures to evaluate qualifications and suitability for reviewer and coordinator roles.
• Involve relevant stakeholders in the selection process.

Training and Development:

Training Sessions:

• Provide comprehensive training sessions for cover letter reviewers to ensure adherence to quality standards and ethical norms.
• Include ongoing professional development opportunities.

Industry Trends Workshops:

• Conduct workshops or seminars to keep reviewers informed about industry trends and best practices.
• Enhance the team's understanding of current standards for job markets and cover letter writing.

COMMUNICATION MANAGEMENT PLAN

Stakeholders Identification:

Decide who the main participants in the Cover Letter Clinic project are, including PMGC students, PMGC teachers, the project manager, cover letter reviewers, feedback coordinators, business leaders or recruiters, and the project sponsor.

Communication Objectives:

• Make sure all parties are communicating clearly and effectively.
• Inform stakeholders of project milestones, revisions, and progress.
• Encourage teamwork and participation among the members.
• Obtain opinions from the stakeholders and respond to any issues or queries. Promote the Cover Letter Clinic project's influence and awareness.

Communication Channels:

• Email: For official project updates, announcements, and crucial documentation, use email as the main communication method. Use project management software with features like task management, document sharing, and discussion boards to encourage communication among the project team.
• Meetings: Arrange frequent meetings to go over project updates, resolve problems, and make sure all parties are on the same page. Utilise messaging apps to facilitate quick and informal contact among the project team.
• Physical Communication: When possible and appropriate, arrange in-person conferences or workshops.

Communication Plan:

• Managing a project's communication

Update everyone involved in the project, including PMGC students, instructors, and the project sponsor, on a regular basis.

Datelines, schedule modifications, and project milestones should all be communicated.

Address stakeholder comments, queries, and worries.

• Reviewers of cover letters and coordinators of feedback exchange information

Create a centralised forum for reviewers and coordinators to communicate, such as a mailing list or group chat, in order to share information, ask questions, and share best practises.

Hold recurrent conferences or check-ins to make sure the team is coordinated and in alignment. Spread the word about feedback formats, rules, and any revisions to the submission and feedback procedures.

• PMGC Students Communication

Develop a communication strategy to let students know about the Cover Letter Clinic's goals and how they can get involved.

PMGC Students Communication. Give precise guidelines on the submission procedure, due dates, and expectations.

Inform students that feedback reports are available and how to access them.

Gather student opinions on the clinic's success, and then respond to any issues or concerns that are brought up.

PROCUREMENT MANAGEMENT PLAN

The techniques and procedures that will be employed to acquire the supplies and services necessary for the effective completion of the Cover Letter Clinic project are laid out in the procurement management plan. This tactic ensures that the procurement procedures support project objectives, maximise value, and comply with relevant laws and regulations.

Procurement Objectives:

• Obtain the technologies, techniques, and resources required to help the Cover Letter Clinic project be implemented successfully.
• Make sure that the project's scheduling, budget, and quality criteria are met through the procurement activities.
• Maintain the procurement process's openness and impartiality.
• To meet the needs of the project, establish trustworthy partnerships with suppliers or service providers.

Identify Procurement Requirements:

• Look over the project plan and make a list of all the specific materials, equipment, and technology required for the Cover Letter Clinic.
• Establish the requirements for each required good or service, including its details, quantity, and quality.
• Take into account any unique requirements for the submission platform, such as data security or confidentiality safeguards.

COST MANAGEMENT PLAN

Total allocated budget is $40,000.

Task name	Date	Total Cost	Resources
Project Initiation	09/02/2023	$5,000	5 staff
Needs Assessment	09/10/2023	$4,000	3 consultants
Design and planning	09/22/2023	$6,000	2 Editors
Social media promotion	10/08/2023	$10,000	2 influencers
training	10/21/2023	$4,000	2 trainers
Launching	11/5/2023	$6,000	3 Sponsors
Monitoring and evaluation	ongoing	$5,000	Audience
Total		$40,000

Based on the above given project plan, make a report according to the following instructions:

The report must be an individual, original report

The report should address the following:

o Scope of the applied project:

What was the agreed upon scope of work to be completed on the applied project?

o Summary of Deliverables and Activities completed:

Provide a summary of work completed on the project, including deliverables and activities.

o Lessons Learned:

Closing statements or lessons learned broken into 2 categories:

1. General Lessons Learned

2. Lessons Learned for your Knowledge Area (if applicable) to be included in Project Closing

What went well on the applied project?

What did not go well? Provide in-depth analysis to demonstrate that you have assessed what did not go well and have a good understanding of the root cause and influencing factors regarding the issue or challenge

What recommendations do you have to improve this kind of project in the future? Be specific in your recommendations. Provide plans of action, if possible.