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Analysing the risks and issues associated with the development of long runway at the airport.

Background of project and stakeholder

The Sydney airport is facing problem in managing the aircraft organization at the airport due to the increasing number of flights. The government is looking forward to extend the runway of the Sydney airport for managing the overcrowding of the aircrafts. The congestion of the airport can be effectively managed by taking effective decision by the aircraft operator in relation to the take-off and landing of the aircrafts. The active participation of internal and external stakeholders brings coordination and synchronization in the planned activities and subsequent division of work among them. The working throughput of every stakeholder is equally important for improving the management of aircrafts systematically. The construction of Sydney airport runway will start from 12 Nov, 2018 and have to be completed within the period of 6 months. The focus should be given on analysing the risks and issues associated with the development of long runway at the airport such as noise pollution, employee’s capabilities and skills, and conflict and chaos among them.

The development of the Sydney airport can be impressively carried out by the active participation of internal and external stakeholders in carrying over the extension of the runway of the airport. It helps in improving the management of aircraft for timely take-off and landing to overcome the problem of congestion. The Sydney airport faces complexities in managing the aircraft. The figure below shows the congestion of the aircrafts at Sydney airport.

The engagement plan of the stakeholders should be developed for systematic completion of the given tasks in the direction of project success. The development of the stakeholder engagement plan focuses on three major areas which are classified as regulatory authorities, economic entities, and community and users. The stakeholder engagement plan should be developed for building strong relationship between them which helps in encompassing the legal and ethical principles for deploying the task effectively within the given time and cost. The framework of policies and principles should be developed by the government of to manage the associated funds required for the proposed projects. The stakeholder should signoff the project charter to analyse their role and responsibilities in the development process of airport runway at Sydney. The motive of developing the airport runway at airport is the systematic management of the aircraft so that the profitability can be improved. The systematic meetings should be arranged between the stakeholders so that the problems associated with the undertaken project can be highlighted with its effective mitigation plan such as increasing level of noise pollution, policies and framework for congestion control of the aircraft, and others.  The government of Australia had approved $ 419,683 for completing the construction of the runway so that complexities in the management of Aircraft can be effectively done. 

Project Aim

The aim of the project is to focus on developing the stakeholder engagement plan to systematic distribute the role and responsibilities among them so that the development of the airport runway at Sydney can be effectively completed on time.

The objectives of the project are as follows:

  • Identifying the internal and external stakeholders associated with the project
  • Development of stakeholder mapping program
  • Development of stakeholder engagement method
  • Identification of response for using the method
  • Identification of problems and risks associated with the project
  • Resource management plan

The decision making process and growth of the project depends upon the active participation of internal and external stakeholders. The development of the runway can be effectively improved by managing coordination through the placement of communication tools among them. The work efficiency and throughout of the stakeholders can be increased by providing them availability of resources, funds, authority, communication tools, and others. The project success depends on the management plan and synchronised activities of the stakeholders. The stakeholders are divided into two categories which are named as internal stakeholders and external stakeholders. The division of responsibilities and management of project activities are determined by undergoing four phases programs which is composed of Consultation process, Involvement in decision making program, shared responsibility, and transferred responsibility.

The internal stakeholders are directly related to the development of runway at the Sydney airport and external stakeholders keep control on the improving performance and completion time of the project. The table below shows the list of stakeholders which are directly and indirectly related to the project.

Stakeholders

Internal / External

Description

Sydney Airlines

Internal

The Sydney airlines proposes the project for developing the runway to resolve the congestion of the aircrafts

Passengers

External

Focuses on services and facilities retrieve from the Sydney airport

Freight forwarders

Internal

Making arrangements of Cargo facilities

Project Sponsors

External

Approval of the funds and cost required for completing th project

Project Manager

Internal

Development of the project schedule and stakeholder engagement plan

Government

External

Approved the project for the extension of the runway of Sydney airport

Employees

Internal

Skills and expertise should be according to the requirement so that take-off and landing can takes place on time

Regulatory bodies

External

The rules, laws, policies, and principles should be developed by the regulatory bodies for enhancing work flow

Project Partners

Internal

The development of the project requirement specification plan should be prepared with the active participation of the project partners

Service Facilitator

Internal

The designing of the service provided to the customers

Media Partners

External

The promotion of the airport depends on the association with the media partners

Internal Consultant

Internal

The internal consultants helps in improving the decision by providing different alternative to come up with the required proposal (Glinz, and Weiringa, 2007)

External Consultant

External

The external consultants focuses on providing information about market change and demands and the government policies

Banks and Insurance Companies

Internal

Provides funds for the project

Suppliers

External

Managing required resources for the project

Contractors

External

Agreement for managing the resources

Environmental Manager

Internal

Check the noise control

The stakeholder mapping helps in analysing the importance of the stakeholders associated with the business plan. The identification of the stakeholder requirement depends upon four processes which are classified as:

Identification phase: The phase of identification helps in analysing the grouping and organization of hierarchy required for completing the project (Alladi and Iyyuuni, 2015)

Analysing phase: The analysing phase focuses on measuring the requirement, capabilities, expectancy, and working ability of the stakeholders.

Mapping phase: The mapping phase focuses on visualizing the objectives of the stakeholder to complete the given task within the prescribed time and cost (SP Energy Networks, 2016)

Prioritizing phase: The ranking of the stakeholder should be allocated according to their given throughput.

The contribution of the stakeholders in completing the task and project activities helps in deciding their ranks and importance for the project (Sinclair, 2014). The following table gives the details of mapping of identified stakeholder for the undertaken project of constructing a runway for the Sydney airport.

Stakeholder

Role and responsibilities

Contribution

Legitimacy

Willingness to engage

Influence

Necessity of involvement

Sydney Airlines

The Sydney airlines proposes the project for developing the runway to resolve the congestion of the aircrafts

High

Medium

High

Low

High

Passengers

Focuses on services and facilities retrieve from the Sydney airport

Medium

High

Low

High

Medium

Freight forwarders

Making arrangements of Cargo facilities

Low

High

Low

Low

Low

Project Sponsors

Approval of the funds and cost required for completing th project

High

Low

High

Medium

Medium

Project Manager

Development of the project schedule and stakeholder engagement plan

High

High

High

High

High

Government

Approved the project for the extension of the runway of Sydney airport

Medium

Low

Low

High

Medium

Employees

Skills and expertise should be according to the requirement so that take-off and landing can takes place on time

High

Medium

Medium

High

High

Regulatory bodies

The rules, laws, policies, and principles should be developed by the regulatory bodies for enhancing work flow

Low

Low

High

Medium

Low

Project Partners

The development of the project requirement specification plan should be prepared with the active participation of the project partners

Medium

High

Low

High

Low

Service Facilitator

The designing of the service provided to the customers

Low

Medium

High

Low

Medium

Media Partners

The promotion of the airport depends on the association with the media partners

Low

Low

Medium

High

Low

Internal Consultant

The internal consultants helps in improving the decision by providing different alternative to come up with the required proposal

High

Low

Medium

High

High

External Consultant

The external consultants focuses on providing information about market change and demands and the government policies

High

Low

Medium

Medium

High

Banks and Insurance Companies

Provides funds for the project

Low

Low

Medium

High

Medium

Suppliers

Managing required resources for the project

Medium

Low

High

High

High

Contractors

Agreement for managing the resources

High

Low

Medium

Low

High

Environmental Manager

Check the noise control

Low

Medium

Low

Medium

Low

The identification of the stakeholder capabilities and operational efficiency helps in analysing the division of role and responsibilities according to their participation. The five step processes is used for defining the relationship between the internal and external stakeholders (Bal, Bryde, Fearon, and Ochieng, 2013). The relationship among the stakeholders helps in bringing coordination and cooperation to manage the process effectively. The active participation of the stakeholders can be developed by following the systematic arrangement of processes, authorities, control structure, and others.

Project Objective

Building partnership: The focus should be given on managing the partnership between the internal and external stakeholders so that the flow of information can be effectively managed between the organization hierarchical structures (Amaeshi, and Crane, 2014). It is a two way process which plays a significant role in taking required decision for the improvement of the project plan and working schedule. The sharing of authorities and responsibilities for completing the given tasks helps in getting better result of increased compatibility and output.

Developing participation: The project team members should actively participates in completing their work, providing new idea, opinions, and alternative solution for the betterment of the project. The responsibilities, authorities, and activity schedule should be synchronised so that the employees can be able to give their 100% capability (Dhakal, 2015).

Managing consultation from internal and external stakeholders: The decision for improving the business process should be based on consultation process which should be carried out between the internal and external stakeholders periodically so that the knowledge of market change and continuous improvement plan of the project can be highlighted (Ibrahim, Zaart, Adams, 2017).

Push Communication: The push communication is the one way process which is used for guiding the stakeholders to complete their work according to the requirement of the project. The push communication is carried out through the medium of email, newsletters, videos, written text, documentation, and others.

Pull communication: The pull communication is the one-way process which is used for measuring the efficiency of the stakeholders and their contribution in carrying over the project activity schedule effectively.

Stakeholders

Roles

Engagement Methods

Project Phase

Frequency

Whom

Sydney Airlines

Places the proposal and requirement of constructing the extension of runway for Sydney airport

Brief description of the requirement

Face to face

Formal Meeting

Interviews

Roundtable discussion

Telephonic

Audio conferencing

Video conferencing

Site Visit

In the project initialization

Monthly

Project manager

Project sponsor

Government

Passengers

Focuses on services and facilities retrieve from the Sydney airport (Rhodes, Bergstrom, Lok, and Cheng, 2014)

Face to face

Formal Meeting

Interviews

Roundtable discussion

Telephonic

Audio conferencing

Video conferencing

Site Visit

In the project initiation and implementation phase

At the end of the project

Project manager

Freight forwarders

Making arrangements of Cargo facilities

Face to face

Formal Meeting

Interviews

Roundtable discussion

Telephonic

Audio conferencing

Video conferencing

Site Visit

In the execution phase

Weekly

Contractors and suppliers

Project Sponsors

Approval of the funds and cost required for completing th project

Face to face

Formal Meeting

Interviews

Roundtable discussion

Telephonic

Audio conferencing

Video conferencing

Site Visit

Project planning

Monthly

Project Manager

Project Manager

Development of the project schedule and stakeholder engagement plan

Face to face

Formal Meeting

Interviews

Roundtable discussion

Telephonic

Audio conferencing

Video conferencing

Site Visit

Project planning

Daily

Project owner

Government

Government

Approved the project for the extension of the runway of Sydney airport

Face to face

Formal Meeting

Interviews

Roundtable discussion

Telephonic

Audio conferencing

Video conferencing

Site Visit

Project planning

Monthly

Project Manager

Employees

Skills and expertise should be according to the requirement so that take-off and landing can takes place on time

Face to face

Formal Meeting

Interviews

Site Visit

Emails

Newsletter

Execution and operation phase

Daily

Project Manager

Regulatory bodies

The rules, laws, policies, and principles should be developed by the regulatory bodies for enhancing work flow

Face to face

Formal Meeting

Site Visit

In operation phase

Once

Project Manager

Government

Project Partners

The development of the project requirement specification plan should be prepared with the active participation of the project partners

Face to face

Formal Meeting

Interviews

Roundtable discussion

Telephonic

Audio conferencing

Video conferencing

Site Visit

Project initiation phase

Throughout the project

Project Manager

Service Facilitator

The designing of the service provided to the customers

Face to face

Formal Meeting

Interviews

Roundtable discussion

Telephonic

Audio conferencing

Video conferencing

Site Visit

Project initiation phase

Throughout the project

Project Manager

Media Partners

The promotion of the airport depends on the association with the media partners

Face to face

Telephonic

Audio conferencing

Video conferencing

Site Visit

Project execution and operation phase

At the end of the project completion

Project Manager

Internal Consultant

The internal consultants helps in improving the decision by providing different alternative to come up with the required proposal

Face to face

Formal Meeting

Interviews

Roundtable discussion

Telephonic

Audio conferencing

Video conferencing

Site Visit

Project Planning

Throughout the project

Project Manager

External Consultant

The external consultants focuses on providing information about market change and demands and the government policies

Face to face

Formal Meeting

Interviews

Roundtable discussion

Telephonic

Audio conferencing

Video conferencing

Site Visit

In the project operational phase

Monthly

Project Manager

Banks and Insurance Companies

Provides funds for the project

Face to face

Formal Meeting

Interviews

Telephonic

Audio conferencing

Video conferencing

Site Visit

Project Planning

Once

Project Manager

Government

Suppliers

Managing required resources for the project

Face to face

Formal Meeting

Interviews

Telephonic

Site Visit

Project Execution  phase

Periodically

Project Manager

Contractors

Agreement for managing the resources

Face to face

Formal Meeting

Interviews

Telephonic

Site Visit

Project Execution  phase

Periodically

Project Manager

Environmental Manager

Check the noise control

Face to face

Formal Meeting

Interviews

Roundtable discussion

Telephonic

Audio conferencing

Video conferencing

Site Visit

Project Execution  phase

Periodically

Project Manager

Quality Manager

Develops quality standards

Checks quality of the runway constructed at the airport

Face to face

Formal Meeting

Interviews

Roundtable discussion

Telephonic

Audio conferencing

Video conferencing

Site Visit

Use of Quality standards

Project Operation phase

Once

Project Manager

The deployment of different engagement tools according to the requirement of the project helps in managing the required purpose for setting operations for the expansion of the runway of the Sydney airport. It helps in focusing the completion of the project activities within the given period of time and cost so that the project can be successfully completed as desired (Isa, Hamid, and Tan, 2016). The transparency between the works of the stakeholders helps in providing effective information required for sharing of data and processes (Sokolova, 2016). The respect should be given to the innovative ideas provided by the stakeholders to improve the performance of the project and managing the complexities of the aircraft at the airport. The engagement tools focuses on:

  • Think Strategically: The strategy should be developed for managing the business plan and completing the given task by identifying the issues associated with the project.
  • Analyse and plan: The progress report of the stakeholders should be reviewed periodically so that their flaws and requirement can be effectively known.
  • Resource management: The availability of resources helps in improving the capabilities of the stakeholders.
  • Design and engage: The designing of the stakeholder engagement plan helps in managing the communication flow for systematic management of information and data.
  • Review and Measure: The stakeholder engagement plan helps in measuring the performance of the stakeholder so that the forecasting of the output can be measured (Milano, 2009).

The development of the stakeholder engagement plan and deploying the effective engagement tools for the stakeholders helps in managing communication between them. The following table shows the significance of developing stakeholder engagement plan:

Stakeholders

Engagement Methods

Response

Sydney Airlines

Face to face

Formal Meeting

Interviews

Roundtable discussion

Telephonic

Audio conferencing

Video conferencing

Site Visit

Helps in analysing the estimation of cost required for the project

Develop preparation plan for the expansion of runway

Alternative solution to the airport problems

Passengers

Face to face

Formal Meeting

Interviews

Roundtable discussion

Telephonic

Audio conferencing

Video conferencing

Site Visit

Helps in increasing the level of satisfaction of the customers

Freight forwarders

Face to face

Formal Meeting

Interviews

Roundtable discussion

Telephonic

Audio conferencing

Video conferencing

Site Visit

Helps in managing resources

Project Sponsors

Face to face

Formal Meeting

Interviews

Roundtable discussion

Telephonic

Audio conferencing

Video conferencing

Site Visit

Helps in improving the level of funds and investments of the project sponsors

Project Manager

Face to face

Formal Meeting

Interviews

Roundtable discussion

Telephonic

Audio conferencing

Video conferencing

Site Visit

Helps in developing effective project schedule

Helps in developing effective stakeholder engagement plan

Help in developing effective communication management plan (PPS Group, 2014)

Government

Face to face

Formal Meeting

Interviews

Roundtable discussion

Telephonic

Audio conferencing

Video conferencing

Site Visit

Helps in developing laws and policies for the expansion of the runway of the Sydney airport

Employees

Face to face

Formal Meeting

Interviews

Site Visit

Emails

Newsletter

Work in the direction of project plan

Regulatory bodies

Face to face

Formal Meeting

Site Visit

Helps in developing laws and policies for the expansion of the runway of the Sydney airport

Project Partners

Face to face

Formal Meeting

Interviews

Roundtable discussion

Telephonic

Audio conferencing

Video conferencing

Site Visit

Provides innovative ideas for resolving the complexities and issues associated with the project

Service Facilitator

Face to face

Formal Meeting

Interviews

Roundtable discussion

Telephonic

Audio conferencing

Video conferencing

Site Visit

Helps in providing effective services and facilities to improve the level of satisfaction of the customers and external stakeholders

Media Partners

Face to face

Telephonic

Audio conferencing

Video conferencing

Site Visit

Helps in promoting the operational plan of the airport

Internal Consultant

Face to face

Formal Meeting

Interviews

Roundtable discussion

Telephonic

Audio conferencing

Video conferencing

Site Visit

Provides innovative ideas for resolving the complexities and issues associated with the project

External Consultant

Face to face

Formal Meeting

Interviews

Roundtable discussion

Telephonic

Audio conferencing

Video conferencing

Site Visit

Provides information about the market change and market demand

Banks and Insurance Companies

Face to face

Formal Meeting

Interviews

Telephonic

Audio conferencing

Video conferencing

Site Visit

Provides funds to complete the project activities

Suppliers

Face to face

Formal Meeting

Interviews

Telephonic

Site Visit

Managing resources on time and according to the requirement raised by the internal participants

Contractors

Face to face

Formal Meeting

Interviews

Telephonic

Site Visit

Managing resources on time and according to the requirement raised by the internal participants (Craxton, Blacklock, and Ivanov, 2014)

Environmental Manager

Face to face

Formal Meeting

Interviews

Roundtable discussion

Telephonic

Audio conferencing

Video conferencing

Site Visit

Checking measures for managing the environmental hazards due to the expansion process of constructing the runway for the Sydney airport such as noise pollution (Sunshine coast council, 2010)

Quality Manager

Face to face

Formal Meeting

Interviews

Roundtable discussion

Telephonic

Audio conferencing

Video conferencing

Site Visit

Use of Quality standards

Develops quality checklist for analysing the efficiency of managing the landing and take-off of the aircrafts from the Sydney airport (Wahab, and Dulaimi, 2014).

Identify Stakeholder

Expansion of Runway for Sydney Airport

Project Activities

Duration (Weeks)

Development of the requirement specification plan

Week 1

Analysis of the resources required

Week 2

Construction of project team

Week 3

Division of roles and responsibilities

Week 4

Development of Stakeholder engagement plan

Week 5

Distribution of Engagement tools

Week 6

Development of the Project execution plan

Week 6

Undergoing construction

Week 7 to Week 12

Testing of the runway

Week 13

Quality Report

Week 14

Implementation

Week 15

Project Handover and Closure

Week 16

Expected problems and Issues

Issues Severity

Issues Likelihood

Issues Ranking

Issues Impact

Use of engagement tools to resolve issues

Overall Time management

3

2

5

Medium

Project Schedule

Stakeholder engagement plan

Overall cost management

2

4

6

High

Facts Sheets

Budget

Scheduling of flights

4

1

5

Medium

Newsletter

Emails

Progress report

Environmental Hazard

1

2

3

Low

Progress Report of noise pollution (Stanley, 2014)

Incapability of managing resources

2

4

6

High

Project Schedule

Telephonic conversation

Signing of agreement

Construction of the flight path

3

4

7

High

Progress report

Framework of policies

3

1

4

Medium

Newsletter

Progress report

Stakeholders

Engagement tools

Requirement

Sydney Airlines

Face to face

Formal Meeting

Interviews

Roundtable discussion

Telephonic

Audio conferencing

Video conferencing

Site Visit (Mysore, Elmaulim, Kirytopoulus, 2016)

Infrastructure Development

Water supply

Power supply

Network System

Cost effective

Passengers

Face to face

Formal Meeting

Interviews

Roundtable discussion

Telephonic

Audio conferencing

Video conferencing

Site Visit

Clean seating arrangement

Effective timing of take-off and landing of the flights

Freight forwarders

Face to face

Formal Meeting

Interviews

Roundtable discussion

Telephonic

Audio conferencing

Video conferencing

Site Visit

Project schedule

Requirement of the resources

Project Sponsors

Face to face

Formal Meeting

Interviews

Roundtable discussion

Telephonic

Audio conferencing

Video conferencing

Site Visit

Return on investment

Profit earned by the project

Progress report

Project Manager

Face to face

Formal Meeting

Interviews

Roundtable discussion

Telephonic

Audio conferencing

Video conferencing

Site Visit

Efficiency of project plan

Government

Face to face

Formal Meeting

Interviews

Roundtable discussion

Telephonic

Audio conferencing

Video conferencing

Site Visit

Progress report

Management of the Aircraft complexities (Yip, Phaal and Probert, 2013)

Employees

Face to face

Formal Meeting

Interviews

Site Visit

Emails

Newsletter

Job satisfaction

Areas of growth

Training and development program

New opportunities

Regulatory bodies

Face to face

Formal Meeting

Site Visit

Compliance with the framework of policies

Project Partners

Face to face

Formal Meeting

Interviews

Roundtable discussion

Telephonic

Audio conferencing

Video conferencing

Site Visit

New Business opportunities

Progress report

Service Facilitator

Face to face

Formal Meeting

Interviews

Roundtable discussion

Telephonic

Audio conferencing

Video conferencing

Site Visit

Clear scope

Feedback of the customers

Media Partners

Face to face

Telephonic

Audio conferencing

Video conferencing

Site Visit

Clear scope

Feedback of the customers

Internal Consultant

Face to face

Formal Meeting

Interviews

Roundtable discussion

Telephonic

Audio conferencing

Video conferencing

Site Visit

Previous report of the airport

Problem domain

Market trends and technologies

External Consultant

Face to face

Formal Meeting

Interviews

Roundtable discussion

Telephonic

Audio conferencing

Video conferencing

Site Visit

Previous report of the airport

Problem domain

Market trends and technologies

Banks and Insurance Companies

Face to face

Formal Meeting

Interviews

Telephonic

Audio conferencing

Video conferencing

Site Visit

Return on investment

Profit earned by the project

Progress report

Suppliers

Face to face

Formal Meeting

Interviews

Telephonic

Site Visit

Project schedule

Requirement of the resources

Contractors

Face to face

Formal Meeting

Interviews

Telephonic

Site Visit

Project schedule

Requirement of the resources

Environmental Manager

Face to face

Formal Meeting

Interviews

Roundtable discussion

Telephonic

Audio conferencing

Video conferencing

Site Visit

Quality check report

Progress report of the project

The development of the stakeholder engagement plan helps in managing the flow of information between the internal and external stakeholders which helps in improving the flow of information and data among them by utilizing the engagement tools. The systematic arrangement of engagement tools helps in bringing efficiency in the work breakdown structure of the project by completing the task within the given deadline and estimated cost. The development of the runway can be effectively improved by managing coordination through the placement of communication tools among them. The strategy should be developed for managing the business plan and completing the given task by identifying the issues associated with the project. The stakeholder engagement plan is the is a two way process which plays a significant role in taking required decision for the improvement of the project plan and working schedule. The sharing of authorities and responsibilities for completing the given tasks helps in getting better result of increased compatibility and output.

Conclusion

It can be concluded that the project of expanding the runway of the Sydney airport can be completed on the scheduled time so as to resolve the complexities of managing the landing and take-off of the flights by developing well-coordinated stakeholder engagement plan. It helps in specifying the roles and responsibilities, engagement tools, organization hierarchy structure for communication, required information, time, and cost of the participating stakeholders.

References

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Dhakal, S. (2015). Stakeholder engagement and asset management: A case study of the gold coast airport, Queensland. Ebook [Online]. Available at: https://eprints.qut.edu.au/115246/1/115246_6351956_hannah_stanley_thesis.pdf [Accessed on 19 Sep, 2018]

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