Improving the public transportation system in Hanoi, Vietnam

Improving the public transportation system in Hanoi, Vietnam

The aim of this project is to improve public transportation system and upgrade existing public infrastructure in Hanoi, Vietnam. Traffic issue has becoming the worst problem for a long period of time. By experiencing fast growth in national as well as local economic development, demands for public transport increasing as expected; whereas local residents and road users are apparently not satisfied with current poor transpiration system. Therefore, actions should be done and improvement project is required.

This report will outline details of the project, how it will be managed and the measures to ensure its success. Objectives with assumptions and constrains of this project are identified. Following by the expected benefits and outcomes of this project. SWOT analysis regarding on the project’s strength, weakness, opportunity and threat is also demonstrated within this report. Beside, the report will also provides a high level of Work Breakdown Structure and timeline of the project.

The last section are based on literature review on several aspects, include strategic intent, business case and framework and governance. In addition, the major focuses on literature review are basically about Project Management Body of Knowledge (PMBOK). The main knowledge areas examined in this report are stakeholders, human resources, communication, integration, scope, time and cost management.

Hanoi, as the capital city of Vietnam is facing the most pressing problem: transportation. The most obvious phenomenon in Hanoi is that the majority of road users are riding motorbikes. Public transport services in Hanoi only play a minor role in people’s daily life. The traffic jams around the city is common and even in non-rush hours. The following reasons are concluded as the main causes of these phenomenon:

· Poor infrastructure in the city: the roads are too narrow to provide separate lanes for public transport;

· Public transport development lags behind: bus layout is not reasonable, lack of public buses, inefficient operation of the transportation system, poor service standards;

· Low awareness of local people: people or participants do not obey the traffic rules, lower reliance on public transportation system

The project focuses on the improvement of public transportation in Hanoi. Though Vietnam is still a developing country, the country itself is on the move by experiencing economic growth and so is Hanoi. The rapid growth of development in Hanoi attract more people pour into Hanoi from other provinces in order to get a good job or find a better life, then raises the demand for public transportation. Beside, as a popular destination for tourists, the current inconveniences also create problems.

The scope of the project will cover the planning, developing, implementation and finalisation of the infrastructure for public transport in Hanoi. Though the transport sector comprises multiple transports, while the main focus of this project only include roads and railways, there’s no activities relate ports, waterways, shipping and highways.

Basically, the project looking at upgrading the quality and condition of existing roads and railways, with further action to built or open new routes to connect major economic centres in Hanoi. The issue of road safety will be another significant aspect of this project.

The project aims to:

· Encourage an effective and efficient public transportation system.

· Promote convenient and comfortable transport condition and services.

· Manage traffic jams effectively.

· Reduce the frequency of traffic accident and address safety issues.

· Instruct local people to use public transport instead motorbikes and obey traffic rules.

· Reduce air pollution to improve and protect the environment.

· Enhance a better quality of life of residents and land users.

· Create a more attractive image of Hanoi for tourists and also develop local economy.

In order to meet the objectives of the project, it is assumed that:

· Key project members are available all the time and have professional knowledge;

· Key project members are responsible and work efficiently under normal circumstances.

· Workers involved in the project have basic required skills to complete their work.

· Materials needed for construct infrastructure is enough and delivered on time.

· The project is support by foreign investors and governments with both financial resources as well as technical assistance.

· Projects are undertaking under normal condition without natural disasters.

The perceived constraints of the project include:

· Uncertain economic times and business conditions.

· Availability of sufficient funds from national government and foreign supporters.

· Lack of skilled human resources.

· Lack of advanced technology and not familiar with the new technology applied.

· Poor communication between project participants.

· Reasonable planning and re-organizing of the public buses will increase the efficiency of transportation operation.

· The improvement of the infrastructure will provide comfortable and convenient public transport.

· Effective management will help to reduce traffic congestion.

· Minimise the use of motorbikes will reduce the number of road accidents and therefore enhance safety issues.

· Encouragement of riding public transport effectively reduces pollution and change air quality, which is benefit forthe environment.

· To improve the traffic consciousness of natives, abide by traffic regulations.

· Enhance the image of Hanoi, and promote economic development.

· Improvement of infrastructure for public transport, include upgrade and improve the quality of existing roads and railways’ condition; and also built new routes to connect key economic centers of both roads and railways;

· Completion of the road safety activities, such as installation of traffic signs and signals, street lights, road markings and speed reduction;

· Advanced public transportation awareness and conscious, road user and driver education of traffic regulations;

· Set separate lane for public buses and provide quality services and facilities for both bus and railway stations;

· Environment is protected as a result of encouragement of using public transport instead of private cars or motorbikes.

The project is measured against some performance criteria that indicate whether the project is successful or not. Success criteria regarding on this project include:

· Accomplish the project before deadline or finish on time;

· Achieve an effective public transportation and bring about an efficient transportation system;

· The cost of project is not overrun which is within the budget;

· Stakeholders such like residents and road users as well as government are satisfied;

· Number of accident caused by riding motorbikes reduced by a large amount;

· Lesson the problem from air pollution

At first, I want to summary the status of the public transportation in Hanoi. Nowadays, the urban view is impressed by the significant increase of individual vehicles so Vietnamese government implemented a public transportation system which includes useful transportation means to reduce the status of traffic jams. Public transportation is like a new orientation for planning the urban transportation policy. However, the problems of environment pollution and traffic jams are becoming more and more serious. In addition, the development speed of public transportation is quite slow. Meanwhile, an essential demand to society is developing public transportation.

The rapid urbanization speed also creates many troubles in urban transportation management. Although the bus network develops fast in Hanoi a few recent years, its distribution has not been regular. On streets such as Thai Ha, Chua Boc, Nguyen Trai, Truong Chinh or routes in new urban areas, in rush hours, the image of three or four continuous buses move slowly still appears regularly. There have not been bus routes which gain quality standards. In Hanoi, taxis appear everywhere, for example, schools or hospitals. Hospitals are always the good place for taxi drivers to earn money. Too many taxis make ambulances difficult to go into hospitals. In almost schools, parking taxis on roadway occurs regularly. It seems that Hanoi is having a surplus of taxis. Vancouver points out that pedestrians can only access several streets in the old section of Hanoi because it is crowed of taxis in the evening, especially Friday evenings (2015). According to Travelfish (n.d.), in the airport, some taxi firms “operate and they have a board up listing prices — it should cost 380,000 VND for a standard four-seater car (not per person!)”. This price is much more expensive than the price of buses.

· Analysis of using frequency of bus users in Hanoi:

A questionnaire survey is implemented to analyse the using frequency of bus users. The above result bases on the users’ income levels. According to the table, in 3.9% of people who have a high income level (1,700,000 VND to 2,600,000 VND), the percentage of people who use bus once a week is 1.3% and the percentage of people who use bus every day is just 0.4%; 2.2% people who rarely use this means. Meanwhile, in 23.9% of people who have a low income level(under 300,000 VND), the number of people who travel by bus everyday accounts for 11.5% and the number of people who travel by bus once per week accounts for 1.2%; people who travel by this means accounts for 11.2%. This result can show that government officers who have high income do not have much demand for using bus. People who have demand for bus are individuals who have low income and they are almost students.

Finally I will summary solutions to improve public transportation in Hanoi. The bus route should be more appropriate with the travel demand and have cheaper fee (should be 3,000 or 5,000 VND as before). In general, buses are convenient. Now there are two city buses that connect Hanoi city center with NoiBai Airport (buses number 7 and number 17) (Hanoi Airport Guide, n.d.). From 5 a.m to 10 p.m, buses run each 15 to 20 minutes and this should be kept. In the future, Hanoi should supply more buses in this aspect. Hanoi also should implement the project of urban railway route. Each trip of the railway route should carry about from 1,200 to 1,500 passengers and there should be hundreds trips each day. I think that the above quantity is reasonable because if this is implemented, the quantity of people who join in traffic by individual vehicles can be reduced to 50%, comparing to the present. People can relax when they travel by the urban railway. For instance, they can read newspaper, listen to music, sleep or talk. In the other words, this transportation means can meet almost of people needs. It is also important to reasonably arrange stop stations because this can determine whether people select to travel by public transportation or not. Urban trains should have outstanding advantages in the safety of control technologies, speed and strongly monitoring about operation and technology to make users feel peace when using. No need to invest in individual vehicles, users will have a more reasonable individual fee for using train. Another public transportation means, which need to improve in Hanoi, is cyclo. According to Trip Advisor (n.d.), “a cyclo is a small 2 person (preferably 1 person) rickshaw that is pushed by a pedal bike”. Passengers will be taken around Hanoi and supplied a reality about the traffic congestion. Taxis should be distributed with an appropriate quantity on the roadway. One of the goals of the government is developing a public transportation system with the objective of raising its rate in 2020 to 35% or 45% the total travel demand of the whole city (Ashui, n.d.). People also should have appropriate behaviors to enjoy the civilization and safety in public transportation means. Generally, the cost for improvement in public transportation by the government is estimated to be approximately 800 million USD by using minibus, trams around the city, railway service improvement, etc. Vietnam can learn some effective solutions, which are applied by some countries.

For example, Japan applies compact city index that “measures the performance of physical urban forms with regard to compact city policies” (Urban Studies, 2015). It is found that even though physical urban forms of cities that are applied this index are greatly sprawled, they can gain urban compactness in the time aspect by utilization of well-networked public transport systems.

In Korea, the development of an intelligent transport system (ITS) Master Plan shows the heavy reliance which is placed on measures of ITS to motivate a shift to larger usage of public transport and facilitate both the management of congested highway networks (Transport Reviews, 2001).

The transportation research in Dubai tested and developed a parsimonious conceptual model of meeting demand for tourists who use public transportation services with value and quality that are postulated to affect value (Journal of Travel & Tourism Marketing, 2014).

In Perth, a city in Western Australia, the routing and planning of newest passenger has been strongly grounded in land use planning with active pursuit of chances for transit-oriented development (TOD) (Planning Practice & Research, 2008).

There are some reasons that explain why the above status occurs. These reasons start from some disadvantages of public transportation. The problem of traffic safety and the status of transportation in the city are more and more serious because most people in Hanoi have not been similar with using public transportation means nowadays. Conditions of social infrastructure management and organization has not been appropriate to individual needs such as going to the market or driving children to school and picking them up to home. People are also not similar with the manner of walking from home to bus stop. Parents drive their children to school then pick them up and drive to tutorials in many different locations because parents and teachers are not unified in solutions of driving students by school bus. The traffic jams is considered as a result of this. Cannot being “door-to-door” is the common disadvantage of public transportation means. This means that users will be forced to walk because of the distance between bus stop and their house or office as well as the distance between one bus route and another bus route. Moreover, when they bring much individual fitment, the trouble will be increased.

· Analysis key reasons why people do not travel by bus in Hanoi:

Another survey, which explains reasons why some people do not like travelling by bus, is summarized in the above table. The two important reasons are house near workplace and long walking distance. The total percentage of people who do not use bus because their house is near their workplace is 22.3% and the total percentage of people who do not use bus because they have to walk for a long distance to reach the bus stop is 50.8%. Although the bus usage is not influenced much by other reasons – long waiting time (8%), crowded and noisy (12.4%) and not on time (6.5%); these reasons contribute to poor development of bus service in Hanoi.

For a project manager, knowledge on scope area is very important. Scope can be described as a project’s boundaries, which distinguish the task involved in the project, and the work it would not be included in the particular project. The project scope is the part of project planning that involves determining and documenting a list of specific project goals, deliverables, tasks, costs and deadlines (Tech Target n.d.). Scope may refer to product scope and project scope under the project context (PMBOK, 2008). Project scope is work-oriented that emphasized on how to complete the work and work to be done to deliver a product or result; whereas product scope is refer to the “features and functions that characterize a product, service or result”, and its more oriented toward what will the project produce (Team FME, 2014).

Project scope management is one of the most important parts in project management. This includes the procedures required to make sure all the work related are on the right track to accomplish project successfully. Once again, the major concern is define and control what is or is not covered in the project. (PMBOK, 2008). A scope management plan could contribute benefit to scope management. The properly used of scope management plan help manage triple constraint of time, cost and quality of the project (Mastal, 2013). Generally, The scope management plan proves the process to evaluate whether a task is within the scope; it also describes roles and duties of all the participants within the process. Lastly, it sets priorities for the project and also make schedule for the project. (Mastal, 2013).

Poor scope management practices could cause the failure of project. One of common problem is change during the project process. Of the last step of project scope management is control the scope, this means the controlling changes to the project is essential. According to PMBOK, scope change control system, performance measurement and additional planning are three tools and techniques for scope change control. Changing scope is not always has bad effect while a project is underway and in many cases it’s a good thing which mentioned by Mochal (2004). However, this would be an evil proposition in the case of scope creep. Scope creep refer by Mochal(2004) is the case that a large number of small changes happens to a particular project, while all these small changes are combined, the project requires much more workload and goes beyond the budget ultimately delay in duration. Scope creep cause troubles also agreed by Yang,Chu and Huang (2013) after the research done demonstrate that many contributing factors delayed the project fulfillment.

Project time management is seen as the core aspects of project management. In terms of PMBOK guideline (2008) the time management consist of defining activities, estimating the time period of activities, scheduling tasks and ensuring work could be done within planned schedule. Ahmadi and Golabchi (2013) advocate that projects without careful planning are set up to fail. Therefore, time management is crucial part for all successful projects. There are six processes consist of time management according to PMBOK guideline: activity definition, activity sequencing, activity duration estimating, activity resource estimating, schedule development and schedule control.

These six main processes provide an instructor to develop capacity to plan and complete within deadline. They are interacting with each other and each phase involves effort from project team members that required by the project’s needs (PMBOK, 2008).

Knowing and learning to recognize urgent and important tasks is a significant aspect of project time management (Pearce n.d.). Pearce explained that important works might deal sooner other than later especially for a long-term project; however, the important works are not necessarily urgent. So a project manager should distinguish between urgent and important issues.

PMBOK reveal the primary concentration of project cost management is the cost of resources required in order to accomplish project works. Robert and Tichacek (2006) suggest that cost management is a process rather than a discipline, which requires the integration of effort and inputs from all the participants involved and use prescribed methodologies. The required different methodologies should at a higher level used by the project team. It is suggest that project cost management is a complex issue, and professionals have to willing to make much effort as well as intelligence to properly manage cost (Robert et al, 2006). This is because for project such as construction and the development of infrastructure, cost overrun is common reason makes a project fail (Smith, 2007).

Cost management “identifies, collects, measures, classifies, and reports information that is useful to managers for determining the costs of products, customers, and suppliers, and other relevant objects and for planning, making continuous improvements, and decision making” (Hansen &Mowen, 2006). Effective cost management leads to timely, wisely, correctly and perceptively spending (Robert et al, 2006). Normally, there are four major processes within cost management based on PMBOK: resource planning, cost estimating, budgeting and cost control.

Cost management in projects affected by the project’s level of complexity (Kujala, Brady &Putila, 2014). Complex projects are usually with a broader scope and complicated deliveries (Hobday, Davies &Prencipe, 2005). By classifying the scope and technological applied of the project would help to understand how complex project is as suggest by Hobday et al. Furthermore, recent studies and empirical researches extended understanding of complex project. And describe as complex projects are related to size of project, involved various elements as well as uncertainty of project (Kujala et al, 2014).

Different methodologies applied regarding on different projects as their various natures, type and size. The following are some common and popular methodologies that could be used:

· Adaptive Project Framework

It is assumed that the time and the cost are constant for the project, but the scope is adjusted in order to achieve maximum business value from the project.

· PRINCE2

This is a flexible method basically takes a process-based approach to project management.

· Agile Software Development

The key features of agile are its short-termed delivery cycles, agile requirements, dynamic team culture, less restrictive project control and emphasis on real-time communication. This method requires for a project that needs extreme agility in requirements.

· Crystal Methods

Under crystal method, the project processes are given low priority. The major emphasize is on team communication, team member skills, people and interaction.

Each project management methodology carries its own strengths and weaknesses, selecting the most suitable one could be a confusing task, as too much factors have to be considered. Therefore, the proper combination of these methodologies could be applied to ensure the project is on the right track.

In addition to these formal methodologies, meetings are definitely necessary and must be held regularly. Not like individual face-to-face, telephone and computer, communicate in the form of meetings is more formal and raises more attention by people participated. As meetings allow people to develop relationships, pick up on important body language or tone of voice, and have a dialogue to help resolve problems. Within a meeting, important issues could be further addressed and problems could be solved more effectively. It is also an occasion to inform information required and exchange ideas that might be useful. The achievement of teamwork could also be examined during a meeting.

The use of project management information systems such like several types of software could also helpful. In order to make sure the project is defined business case driven and under proper integration management, formal documents and presentations are needed. Besides, certain tracking record can be done with spreadsheets or databases. Moreover, managers and members still could use e-mails or Internettools to communicate.

Finally, it is important to providing leadership and a supportive culture. Organisation culture provides guidelines and templates and to ensure tracking performance based on plans. For a success of the project, sharing the same value and aiming at the same goal is quite important and necessary.

Management of human resources is an important part of an integral project. Plan human resource management is a tool to manage and support the activities of human resources throughout the project, from the beginning until the end. The management plan of human resources, including:

1. Roles and responsibilities of team members throughout the project.

2. Project Organization Chart

3. HR management plan include:

   + How to resources will be achieved

   + Timeline for resources

   + The training needed to develop skills

   + How to evaluate work performance

   + The recognition and reward

The purpose of the management plan of human resources to achieve project success by ensuring appropriate human resources to be acquired with the necessary skills, training resources if there are gaps in the skills are identified, the team-building strategy is clearly defined, and the group activities are managed effectively.

We divide the work for each member of the group and its members will be responsible for their part throughout the project. Then we look at the process of implementation of human resource management. Because this process including recruitment, training, management and development, we will contact the company that provides human resources to find out what the individual fit our project - improving in public transport system in Hanoi. We also contacted experts in the field of training-to-training resources and divide them into teams, groups that they will perform tasks corresponding to each group according to ability and vie.

Our project involves the movement of people in the city, to help them easily moved by public transport. However,lots of encouragementand much more persuasion as well as counselling required so that they see the convenience in travel by public transport. To accomplish this task we need to communicate with people to explain to them about the positive aspects of the project after it is done. The team of volunteers will help us to communicate, advise and persuade people. The reward will be considered for the team, group or individual achievements in work.

The following chart shows the relationship in the work of the members in the project. If any have the proposed changes, need to hold a meeting to adopt and jurisdiction belongs to the project manager. After having decided on the change, all of the project documentation will be updated and reported to the appropriate stakeholders.

Key:

R – Responsible for completing the work

A – Accountable for ensuring task completion/sign off

C – Consulted before any decisions are made

I – Informed of when an action/decision has been made

During the project implementation, we have contact with various stakeholders such as the local government (Hanoi City council) where the project will be carried out, the locals, tourists, the media company, the promoters and the companies or organizations will provide funding to our project execution. We will be in regular contact with our main stakeholders and will apply various communication methods, depending on the purpose that we want to transmit to the different objects.

We are also in regular contact with members in order to update the status of the project as well as to share information or experiences. We regularly communicate with team members by email, fax, phone, or text message and will hold periodic meetings to report to the project manager. However, those important decisions should be consulted by everyone in the group, the meeting will be held shortly to issue needed to be resolved.

Manage stakeholders and meet the needs of the stakeholders are very important in the project. The appropriate communication to get good relationships at work is one of the success factors for the project. Clarity, transparency and timeliness are particularly important for the stakeholders because the information clearly and accurately is important to the project, and sometimes it affects the decision of the stakeholders and project manager.

With the aim of developing the capacity of project management basics, focusing on knowledge management of three core projects in accordance with the modern standards such as project management guide Body of Knowledge (PMBOK) include those following:

Manage project scope planning, evaluation and management of change: Distributed in the period associated project outcomes strategic nature. The definition of systems, tools, processes and competencies are necessary to assess the scope and integrated elements of the project, including assessing the value and optimize on the lifetime of the project.

Manage project time planning, scheduling and management Progress: The degree of control appropriate, evaluate the progress of the project ahead of schedule, time management strategy, to draw up plans and the sequence of activities, develop and coordinate schedules with resource use plans as well as computer software applications in the planning and optimization time.

Planning for the project cost management, budgeting and financial management: cost estimation, planning and control, define budgets and cash flow as well as identifying means, frequency and change management methodology a systematic manner. The report on the exception, forecast management costs tolerance, budget management reporting provisions. All these things are generally a better control of the financial management of the project.

We need to understand the triple constraints, communicating Triple constraints and monitoring Triple constraints. Right from the start, the project manager needs to know that the management of scope, time and cost are interrelated. If one of the three attributes that change or fluctuate will also affect the other two.

The Triple Constraint is understood as one of the most important mechanisms and priority applications such as an interaction with other important attributes in a project. The full awareness of the function and its mission is an important aspect of the role and responsibility of the project manager.

Combined with the regular review, update the financial situation, budget and collects reports on financial information during different periods of the project will help to avoid excessive expense funding. The problems is found and the potential risks would easily be overcome before is too late.

It is believed that change is the only constant in the world. This is true for everything, definitely appeared in any business organisations as well as all the projects. Since change will inevitably happen, make effort to benefit from change is more useful and crucial. In order to benefit from change we need to know how to manage change effectively. Therefore, change management is important. The change management process outlined below will be the recommended approach we are going to utilize for our project. Namely, 8-Step change management process suggest by Kotter is our preferred approach.

Kotter’s 8 step change management processes list as follows:

· Step 1: Create Urgency

A change is only successful if the whole company really wants it. Develop a sense of urgency around the need for change might help the idea well received at the initiation of the project. People at management level and project manager have responsibilities to identify and discuss potential threats and crises in order to show what could happen in the future, they also need to examine opportunities that could be exited. Then get involved of all the key stakeholders with formal discussion about the changes that might occur with convincing reasons.

· Step 2: Form a Powerful Coalition

To lead change it is essential to get support from key stakeholders to strongly believe that change is necessary and would benefit for the project. A team will build to carry out the change from people who advocate you. Project manager should organize the team structure and assign responsibilities to the team members.

· Step 3: Create a vision for change

A clear vision can help people involved to better understand what they are doing and why they have to follow. Then develop strategies for achieving that vision.

· Step 4: Communicate the Vision

Vision has to be delivered to all the people involved. So communication is important and this communication should take place frequently and powerfully, it is also crucial to make sure that everyone is clearly understand and comply with the vision. Project manager has to address people’s concern and pay attention on this issue.

· Step 5: Remove Obstacles

It is normal to notice that there are people who always resist the change. It is necessary to watch out these people continually and make efforts to help them understand the need of change so that to make sure the change could move forward.

In a word, be careful of obstacles and remove them as soon as they appear.

· Step 6: Create Short-Term Wins

The achievement of small targets would inspire and motivate people who involved in the project, and could produce further motivation for entire organisation. So that it is important to create some short-term goals not just looking at long-term goals. Project manager could reward people who help achieve the goals. Nevertheless, project manager should always keep an eye on long-term goals without doubts.

· Step 7: Build on the Changes

The success of short-term goals is only part of achievement for the project; it is not suggested to declare success too early. It is essential for project manager to lead people analyse what have been done are right and what needs to improve in the future.

· Step 8: Anchor the change in Corporate Culture

Use channels to integrate the change into whole organisation culture. Keep monitoring every aspect of the change is taking place in the organization.

On the whole, facing of rapid economic growth and experiencing inconvenient transportation system along with suffering poor road safety problem, the need of improving public transportation in Hanoi is essential and management on the issue is urgently required. However, this project is not an easy task, which require a large quantity of materials and human resource as well as funds to support. The management process for this complex project requires high professional knowledge and technics. Moreover, not only the project manager but also all participants involved in this project are supposed to have responsibilities with well-educated knowledge technics.

The PMBOK guideline keeps addressing the significance of these knowledge areas. Based on lots of reading and research on these areas, scope management is crucial for a project, that fails on scope defining will result project failure at the beginning. Further, the triple constraints of cost, time, and quality must be well managed by project manager to ensure the success of the project. Obviously, the roles of stakeholder, communication, human resource and integration management are always vital and important.

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