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BCO6656 It Project Management
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BCO6656 It Project Management
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Course Code: BCO6656
University: Victoria University
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Country: Australia
Question:
This assessment task (worth 35 percent of the total mark for the unit) requires you to take on the role of an ITProject Manager to produce a Project Plan for your employer, Victoria University Information Systems Consulting(VUISC). In this instance the Plan provides a detailed overview of a proposed project. It is developed to providethe client with a detailed insight into how the project will be managed so they can determine if they will approvethe project to proceed as elaborated. This is an individual assessment task and must not be completed in a group or work shared.
You work as IT project manager for a consulting firm based in Melbourne, VUISC Pty Ltd. You have worked at there for four years, while the company has been in operation for several years. The company has a range of employees including consultants, administrative staff, project managers, programmers, testers, business analysts, help-desk and technical support staff who specialise in system implementation, technical writers and end user trainers for professional development. The company provides information systems consultancy and project management services as well.For the purposes of this assessment task consider your lecturer/tutor to be your operational managers.
They can clarify any queries you may have. Your client A detailed client scenario is available on VU Collaborate. It describes a client Yes Chemist Pty Ltd. have asked VUISC to manage the implementation of their SAP System.RequirementsReview the scenario above carefully before you begin to begin to prepare your Plan. Ask your lecturer or tutor (your VUISC manager) if you have any questions or require any clarification about the scenario. Review the VUIS Consulting Project Plan Template.docx file provided on VU Collaborate. Complete every section of the template removing all prompts (and square brackets) and replacing them with your responses to the scenario.You must develop a schedule for the project comprising at least 50 tasks using Microsoft Project tool.
SubmissionThis assessment task is due for submission via Turnitin prior to the start of classes in week 10, before midday/ Fri 11:59pm. You must submit three files:• A copy of a completed assessment declaration sheet (including ticks acknowledging the declaration has been read and understood) as a separate Word document,• A copy of the MS Project file .mpp schedule and• Your completed Project Plan in the VUISC template in Word format.
Note that this submission requires the use of a template and a scenario. In some cases significant similarityresults for your Plan may be acceptable. However, you must not have direct matches to the scenario document,internet sources or other student submissions in your work (the Plan). Please do not leave your submission toTurnitin to the last moment and contact your tutor for advice if you are concerned about your Turnitin report.
Answer:
Yes Chemist is a business organization that has identified certain operational issues and hence, it has decided to start a project and implement a system that will solve their operational issues and help in business growth. Accordingly, SAP is selected as the most appropriate solution and the project will mainly involve implementation of SAP in their current operational system.
In this report, a project plan has been developed for the implementation of SAP for Yes Chemist and includes some major attributes of the project like schedule, budget, risk and communication plan.
Project scope
The main aim of this project is to develop and implement SAP in the existing operation system of Yes Chemist. Accordingly, the objectives of the project are as follows.
Technical upgrade of the existing hardware used by the company
Upgrade of the existing software platform utilized by the company
Introduction of Enterprise Resource Planning and Data Management System in Yes Chemist
Enhancement of operational performance of the organization
For client acceptance of each deliverable of the project, the following quality standards are required.
Deliverable
Quality Standard
Assessment of Quality Standard
Technical upgrade of hardware
All hardware resources updated with the latest available technologies
Review procured hardware against the highest quality available in market
Upgrade of software platform
All latest versions with valid license
Review product license and ensure the latest versions are used
ERP and DMS
Detailed resource planning system and data management process
Review the planning of resource use in business as well as how the data management process has been enhanced
Enhancement of operational performance
The operations are completed much faster and with greater efficiency
Monitor system performance and provide training to employees if necessary
Assumptions:
It has been assumed that the entire project will be feasible within the budget and schedule limits
It has been assumed that the project will solve all the problems faced by the organization
Exclusions:
Any business related parts have been excluded from the project
Development of future strategies using the developed system has been excluded from the project
Business case
This project will address a lot of business needs of the organization. This project is needed to speed up the lagging operations as a result of manual handling and management of most of the processes as well as use of hardware and software system that are not technically upgraded.
The benefits and dis-benefits of the project are listed below in the table.
Benefits
Current Status
Process for Assessment
More efficient data management process
Slow and error-prone due to manual handling
Monitor working of the system
Better resource management strategy
No specific strategy used
Monitor resource usage
Faster operational system
Slow due to lack of efficiency
Monitor operational progress
Dis-Benefits
Current Status
Process for Assessment
Hard for the employees to adapt
Employees are mostly adapted to the current system
Conduct training sessions
Reduced productivity
Reasonable productivity from the employees
Assess individual productivity of the employees
Project Schedule and Approach (Rollout strategy)
The project schedule (rollout strategy) is developed as follows.
WBS
Task Name
Duration
Start
Finish
Predecessors
0
Implementation of SAP for Yes Chemist
117 days
Mon 10/15/18
Tue 3/26/19
1
Discussion and Preliminary Planning of the Project
9 days
Mon 10/15/18
Thu 10/25/18
1.1
Conduct a Meeting with the Main Stakeholders of the Organization
2 days
Mon 10/15/18
Tue 10/16/18
1.2
Survey and Identify Major Operational Issues
2 days
Wed 10/17/18
Thu 10/18/18
2
1.3
Consider Various Solutions and Check Feasibility
2 days
Fri 10/19/18
Mon 10/22/18
3
1.4
Agree on SAP Implementation as the Best Possible Solution
1 day
Tue 10/23/18
Tue 10/23/18
4
1.5
Consult with SAP Assistance Organization Regarding the Project
2 days
Wed 10/24/18
Thu 10/25/18
5
1.6
Milestone 1: Provide Authorization for the Project
0 days
Thu 10/25/18
Thu 10/25/18
6
2
Detailed Planning of the Project
30 days
Fri 10/26/18
Thu 12/6/18
2.1
Initiate Full Planning for the Project
1 day
Fri 10/26/18
Fri 10/26/18
7
2.2
Recruit SAP Implementation Team for the Project
2 days
Mon 10/29/18
Tue 10/30/18
9
2.3
Meet the Team Regarding the Project Requirements
3 days
Wed 10/31/18
Fri 11/2/18
10
2.4
Determine Possible Cost Benefit Margin Post the Project Implementation
2 days
Mon 11/5/18
Tue 11/6/18
11
2.5
Analysis of Project Feasibility
3 days
Wed 11/7/18
Fri 11/9/18
12
2.6
Finalize the Project Proposal Document
2 days
Mon 11/12/18
Tue 11/13/18
13
2.7
Submit the Document for Approval
1 day
Wed 11/14/18
Wed 11/14/18
14
2.8
Develop the Project Charter
4 days
Thu 11/15/18
Tue 11/20/18
15
2.9
Determine Project Scope and Limitations
1 day
Wed 11/21/18
Wed 11/21/18
16
2.10
Identify Project Goals
1 day
Thu 11/22/18
Thu 11/22/18
17
2.11
Develop Schedule of the Project
1 day
Fri 11/23/18
Fri 11/23/18
18
2.12
Estimate Budget for the Project
1 day
Mon 11/26/18
Mon 11/26/18
19
2.13
Develop a List of Resources
1 day
Tue 11/27/18
Tue 11/27/18
20
2.14
Assess Risks and Prepare Risk Management Plan
5 days
Wed 11/28/18
Tue 12/4/18
21
2.15
Complete the Project Plan Document
2 days
Wed 12/5/18
Thu 12/6/18
22
2.16
Milestone 2: Submit Project Plan and Get Project Approval
0 days
Thu 12/6/18
Thu 12/6/18
23
3
Project Initiation Activities
12 days
Fri 12/7/18
Mon 12/24/18
3.1
Contract Sponsor for Funding
2 days
Fri 12/7/18
Mon 12/10/18
24
3.2
Allocate Project Roles to SAP Implementation Team
1 day
Tue 12/11/18
Tue 12/11/18
26
3.3
Hire a Tester for System Review and Testing
2 days
Wed 12/12/18
Thu 12/13/18
27
3.4
Finalize Roles for Stakeholders and Project Team Members
1 day
Fri 12/14/18
Fri 12/14/18
28
3.5
Procure Funds for the Project
1 day
Mon 12/17/18
Mon 12/17/18
29
3.6
Allocate the Funds to the Team as per Requirements
2 days
Tue 12/18/18
Wed 12/19/18
30
3.7
Procure Project Resources
3 days
Thu 12/20/18
Mon 12/24/18
31
3.8
Milestone 3: Resource and Budget Allocation Complete
0 days
Mon 12/24/18
Mon 12/24/18
32
4
Execution and Development
58 days
Tue 12/25/18
Thu 3/14/19
4.1
Initiate Technical Development
2 days
Tue 12/25/18
Wed 12/26/18
33
4.2
Technical Upgrade of the Hardware
10 days
Thu 12/27/18
Wed 1/9/19
35
4.3
Develop the Platform on which SAP will be developed
4 days
Thu 1/10/19
Tue 1/15/19
36
4.4
Subscribe to Cloud Computing Services
2 days
Wed 1/16/19
Thu 1/17/19
37
4.5
Develop and Install SAP System in the Platform
10 days
Fri 1/18/19
Thu 1/31/19
38
4.6
Integrate SAP with the Main System
10 days
Fri 2/1/19
Thu 2/14/19
39
4.7
Connect the System with the Cloud
3 days
Fri 2/15/19
Tue 2/19/19
40
4.8
Conduct Review and Testing of the System
5 days
Wed 2/20/19
Tue 2/26/19
41
4.9
Conduct Training Session for Employees regarding Use of SAP
12 days
Wed 2/27/19
Thu 3/14/19
42
4.10
Milestone 4: Project Handover
0 days
Thu 3/14/19
Thu 3/14/19
43
5
Project Closing Phase
8 days
Fri 3/15/19
Tue 3/26/19
5.1
Prepare Documentation for the Project
3 days
Fri 3/15/19
Tue 3/19/19
44
5.2
Review the Entire Project
2 days
Wed 3/20/19
Thu 3/21/19
46
5.3
Conduct Appraisal
2 days
Fri 3/22/19
Mon 3/25/19
47
5.4
Stakeholder Signoff
1 day
Tue 3/26/19
Tue 3/26/19
48
5.5
Milestone 5: Project Officially Closed
0 days
Tue 3/26/19
Tue 3/26/19
49
In the above table, the schedule has been developed in which, the activities mentioned in bold are the project phases. The activities that follow the phases are the work packages and the activities at the end of each phase marked in bold italics are the milestones of the project.
The major project phases are Discussion and Preliminary Planning of the Project, Detailed Planning of the Project, Project Initiation Activities, Execution and Development and Project Closing Phase.
The resources used in the project are as follows.
Resource Name
Type
Initials
Max. Units
Std. Rate
Ovt. Rate
VUISC Project Manager
Work
V
100%
$150.00/hr
$0.00/hr
VUISC Analyst and Supervisor of IT
Work
V
100%
$115.00/hr
$0.00/hr
Sponsor of the Project
Work
S
100%
$0.00/hr
$0.00/hr
VUISC Finance Officer
Work
V
100%
$125.00/hr
$0.00/hr
SAP Developer
Work
S
100%
$75.00/hr
$0.00/hr
System Tester
Work
S
100%
$75.00/hr
$0.00/hr
Resource Procurement Manager
Work
R
100%
$75.00/hr
$0.00/hr
VUISC Project Supervisor
Work
V
100%
$110.00/hr
$0.00/hr
Content Developer
Work
C
100%
$75.00/hr
$0.00/hr
Hardware
Material
H
$15,000.00
Software
Material
S
$5,000.00
Other Resources
Material
O
$5,000.00
In the above table, the resources (both human and material) have been listed along with their costs. The costs of human resources are measured in $ per hour whereas the costs of the material resources are considered as one time costs.
The roles and responsibilities of the human resources are as follows.
Human Resource
Roles and Responsibilities
VUISC Project Manager
Manage, supervise, monitor and control the project
VUISC Analyst and Supervisor of IT
Survey and analyse IT requirements, suggest developments and technical upgrades
Sponsor of the Project
Provide funds for the project
VUISC Finance Officer
Manage funds available for the project
SAP Developer
Develop the necessary requirements in the system
System Tester
Review and test the system
Resource Procurement Manager
Procure necessary resources for the project
VUISC Project Supervisor
Supervise project progress
Content Developer
Prepare documentation of the project
Budget
The overall budget estimated for the project is shown in the following table.
Task Name
Resource Names
Cost
Implementation of SAP for Yes Chemist
$157, 520.00
Discussion and Preliminary Planning of the Project
$33, 120.00
Conduct a Meeting with the Main Stakeholders of the Organization
VUISC Finance Officer, Resource Procurement Manager, VUISC Project Manager, VUISC Project Supervisor
$7, 360.00
Survey and Identify Major Operational Issues
VUISC Finance Officer, Resource Procurement Manager, VUISC Project Manager, VUISC Project Supervisor
$7, 360.00
Consider Various Solutions and Check Feasibility
VUISC Finance Officer, Resource Procurement Manager, VUISC Project Manager, VUISC Project Supervisor
$7, 360.00
Agree on SAP Implementation as the Best Possible Solution
VUISC Finance Officer, Resource Procurement Manager, VUISC Project Manager, VUISC Project Supervisor
$3, 680.00
Consult with SAP Assistance Organization Regarding the Project
VUISC Finance Officer, Resource Procurement Manager, VUISC Project Manager, VUISC Project Supervisor
$7, 360.00
Milestone 1: Provide Authorization for the Project
VUISC Project Manager
$0.00
Detailed Planning of the Project
$43, 520.00
Initiate Full Planning for the Project
VUISC Project Manager, VUISC Project Supervisor, VUISC Analyst and Supervisor of IT
$3, 000.00
Recruit SAP Implementation Team for the Project
VUISC Project Manager, VUISC Project Supervisor
$4, 160.00
Meet the Team Regarding the Project Requirements
VUISC Project Manager, VUISC Project Supervisor
$6, 240.00
Determine Possible Cost Benefit Margin Post the Project Implementation
VUISC Project Supervisor, VUISC Analyst and Supervisor of IT, VUISC Finance Officer
$5, 600.00
Analysis of Project Feasibility
VUISC Project Supervisor, VUISC Analyst and Supervisor of IT
$5, 400.00
Finalize the Project Proposal Document
VUISC Project Supervisor
$1, 760.00
Submit the Document for Approval
VUISC Project Manager
$1, 200.00
Develop the Project Charter
Content Developer, VUISC Project Supervisor
$5, 920.00
Determine Project Scope and Limitations
VUISC Project Supervisor
$880.00
Identify Project Goals
VUISC Project Supervisor
$880.00
Develop Schedule of the Project
VUISC Project Supervisor
$880.00
Estimate Budget for the Project
VUISC Finance Officer
$1, 000.00
Develop a List of Resources
VUISC Finance Officer
$1, 000.00
Assess Risks and Prepare Risk Management Plan
VUISC Project Supervisor
$4, 400.00
Complete the Project Plan Document
Content Developer
$1, 200.00
Milestone 2: Submit Project Plan and Get Project Approval
VUISC Project Manager
$0.00
Project Initiation Activities
$14, 280.00
Contract Sponsor for Funding
VUISC Finance Officer
$2, 000.00
Allocate Project Roles to SAP Implementation Team
VUISC Project Manager
$1, 200.00
Hire a Tester for System Review and Testing
VUISC Project Manager
$2, 400.00
Finalize Roles for Stakeholders and Project Team Members
VUISC Project Supervisor
$880.00
Procure Funds for the Project
VUISC Finance Officer
$1, 000.00
Allocate the Funds to the Team as per Requirements
Sponsor of the Project
$0.00
Procure Project Resources
Resource Procurement Manager, Other Resources[1]
$6, 800.00
Milestone 3: Resource and Budget Allocation Complete
VUISC Project Manager
$0.00
Execution and Development
$54, 800.00
Intiate Technical Development
SAP Developer
$1, 200.00
Technical Upgrade of the Hardware
SAP Developer, Hardware[1]
$21, 000.00
Develop the Platform on which SAP will be developed
SAP Developer, Software[1]
$7, 400.00
Subscribe to Cloud Computing Services
SAP Developer
$1, 200.00
Develop and Install SAP System in the Platform
SAP Developer
$6, 000.00
Integrate SAP with the Main System
SAP Developer
$6, 000.00
Connect the System with the Cloud
SAP Developer
$1, 800.00
Conduct Review and Testing of the System
System Tester
$3, 000.00
Conduct Training Session for Employees regarding Use of SAP
SAP Developer
$7, 200.00
Milestone 4: Project Handover
SAP Developer, System Tester
$0.00
Project Closing Phase
$11, 800.00
Prepare Documentation for the Project
Content Developer
$1, 800.00
Review the Entire Project
VUISC Project Manager, Sponsor of the Project
$2, 400.00
Conduct Appraisal
VUISC Project Manager
$2, 400.00
Stakeholder Signoff
Content Developer, VUISC Finance Officer, Resource Procurement Manager, VUISC Project Supervisor, VUISC Analyst and Supervisor of IT, SAP Developer, Sponsor of the Project, System Tester
$5, 200.00
Milestone 5: Project Officially Closed
VUISC Project Manager
$0.00
Risk
A risk register is a table where the project risks are listed and quantified by their chances of occurrence and impact on the project. A risk register for this project is developed as follows.
Risk
Chance of Occurrence
Impact on Project
Mitigation Strategy
Technical risk, lack of technically updated hardware
Medium
High
Procure only the latest upgraded hardware from vendor
Cyber security risk
High
Extreme
Use anti-virus and firewalls in the system
Lack of appropriate system configuration
Medium
Medium
The system should be updated and configured as per required
Budget risk
High
High
Ensure keeping contingency budget for the project
Lack of technical expertise of the employees
Very High
High
Provide training session to the employees
Communication
A communication matrix is a table that highlights the communication requirements of the stakeholders and how they should be communicated.
The communication matrix for the project is shown as follows.
Stakeholder
Why?
When?
How?
VUISC Project Manager
Project updates, requirements and changes
Weekly
Project report document / email
VUISC Analyst and Supervisor of IT
IT related issues
Weekly
Face to face
Sponsor of the Project
Funding requirements
Once before project
VUISC Finance Officer
Fund allocation
As required
Finance report document
SAP Developer
Proposed system requirements
As required
Face to face
System Tester
System configuration
At the end of development of the system
Face to face
Resource Procurement Manager
Resource requirements
At start of project
List of requirements
VUISC Project Supervisor
Project progress update
Daily
Face to face, project progress report
Content Developer
Documentation requirements
Weekly
Email / face to face
Summary
This project plan includes some major aspects of the project that need to be considered while executing the project. As per the assumptions, the project is expected to take 117 days for execution and will consume a total budget of $157,520.
Bibliography
Junnarkar, A.R. and Verma, A., 2017. Study on System Application Product (SAP)–An Important Enterprise Resource Planning Tool for Achievement of Organisational Vision, Mission and Operational Performance.
Umar, M., Khan, N., Agha, M.H. and Abbas, M., 2016. SAP-ERP implementation: Change management model using qualitative approach. International Journal of Computer Science and Network Security (IJCSNS), 16(9).
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