EXECUTIVE SUMMARY
The UN Refugee Agency is the leading organization in the protection and assistance of refugees, asylum seekers, and the stateless, among other people of concern. Currently, the organization has over 15,000 employees working in 134 countries, mostly in the field, closer to the people who are in bigger need of protection and assistance.
The organization is divided in regions; however, most of the legal and operational work has been historically centralized in the headquarters, located in Geneva, where all the regional bureaus are located.
A year ago, the high commissioner for refugees together with his senior executive team proposed the regionalization of the regional bureaus in order to improve the communication with the country offices, governments, local partners, and UNHCR’s operations as well as lower the operational costs of being far from the action and to be better contextualized with the local realities.
The regionalization or decentralization process meant that all the regional bureaus plus most of the regional units had to be moved to specific locations.
In the case of the Spanish website unit, it was going to be moved to the Regional Communications Hub in Mexico. There was no management plan for this project, making it hard to know how long it was going take to achieve it, who was involved, how much it would cost, and how the process would take place. Due to the importance of this project, it was vital to produce an extensive management tool in order to ensure the success and sustainability of the transfer.
Transferring an entire unit was going to be a big challenge for the organization,
especially when moving countries and in cases in which not the entire team was being moved. The website unit manages all the organization’s information available in Spanish, making the planning process key for the proper transition and later functioning of the website.
The present final graduation project’s general objective was to develop a project
management plan for the transfer project of the Spanish UNHCR website unit from the Regional Legal Unit in Costa Rica to the Communications Hub in Mexico.
The specific objectives were to create the project charter to define the key inputs to develop the project management plan, to develop the scope management plan to ensure that the project includes all the work required to complete the project successfully, to create the schedule management plan to ensure that the project is completed in a timely manner, to create a cost management plan to ensure that the budget for the project is appropriately identified and managed, to develop a quality management plan to ensure that the results meet the expectations of the client, to develop a resource management plan to ensure that all human and physical resources are identified and managed effectively, to develop a communications management plan to ensure an optimal communication between the relevant stakeholders, to create a risk management plan to identify and prevent the potential risk in order to ensure the success of the project, to develop a stakeholder management plan to identify and include all the relevant stakeholders to ensure their engagement in the project, and to create a procurement management plan to ensure that both human and physical resources are properly identified and managed.
The methodologies used for this final graduation project were analytical and qualitative. Interviews and meeting minutes with the relevant stakeholders were the main sources for information gathering as well as the PMI’s guide to the Project Management Body of Knowledge (PMBOK® Guide).
The information was scanned and discussed with the relevant stakeholders in order to create each subsidiary plan for the project management plan for the transfer project of the Spanish UNHCR website unit from Costa Rica to Mexico.
The project management plan, together with all its subsidiary plans, was developed using the PMBOK® Guide 6th Edition with other templates and charts, and it provided a new methodology for the project team to develop a more comprehensive and robust project management plan for this unit transfer project to ensure the success and durability of the project.
It is recommended that UNHCR develop a standard project management plan in order to ensure the uniformity and success of such projects in the entire organization.
Furthermore, the project manager and team at the website unit should keep all the information updated and stored to avoid the loss of relevant information during the transfer. Finally, the bureau should ensure the funding for the new staffing needs to ensure the durability of the project.
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Estudiante: SOFÍA VARGAS SOTO
Fecha de aprobaciòn : Marzo , 2020
