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KIT203 ICT Project Management
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KIT203 ICT Project Management
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Course Code: KIT203
University: University Of Tasmania
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Country: Australia
Question:
Task
You are to prepare and submit Assessment 3 as an individual, based on the Case study scenario, and your peer to peer learning from Assessment 2 at least 8-10 appropriate references in APA style. You are required to develop a charter for the Project including: Include the Project description and overview you developed as part of Assessment 2.
Part One:
MOV – Measurable Organisational Value (This is the goal of the project and is utilised to define the value that your team project will bring to your client)Identify the desired area of impact – Rank the following areas in terms of importance: Strategy / Customer / Financial / Operational / SocialWith reference to your project, identify one or two of the following types of value:Better – is improving quality important to your client?Faster – does your client want to increase efficiency?Cheaper – is cutting costs important?Do more – does your client want to continue its growth?Develop an appropriate metric – this sets the target and expectation of all the stakeholders. It is important to determine a quantitative target that needs to be expressed as a metric in terms of an increase or decrease of money.Determine the timeframe for achieving the MOV – ask yourselves, when do we want to achieve this target metric?SUMMARISE THE MOV IN A CLEAR CONCISE STATEMENT OR TABLE (Note: the MOV should inform everyone what the project will achieve, not how it will be achieved. It should also focus on the organisation, not on the technology that will be used to build or support the information system).
Part Two:
Define Scope and produce a Scope Management PlanDefine the scope of the project and detail how the scope will be managed.Provide a list of ResourcesIdentify and detail the resources for the project using MS Project where appropriate, including:People (and their roles), plus any extra personnel that is required for the project.Technology – any hardware, network and software needs to support the team and your client.Facilities – where will most of the teamwork be situated?Other – for example, travel, training etc.
Part Three:
Using MS Project, develop a schedule using a high level Work Breakdown Structure (WBS). It should include: Milestones for each phase and deliverableThis will tell everyone associated with the project that the phase or deliverable was completed satisfactorily. Activities / TasksDefine a set of activities / tasks that must be completed to produce each deliverable.Resource AssignmentsAssign people and resources to each individual activity.Estimates for Each Activity / TaskDevelop a time estimate for each task or activity to be completed.BudgetCreate a time-phased budget using bottom-up estimating. Be sure to include direct costs listed in Part two and add 20% for fringe. State all assumptions and constraints you have used when creating your budget. State how confident you are in your estimates and what would make you more confident.
Part Four:
Project Risk Analysis and PlanDocument any assumptions you have made about the projectUsing the Risk Identification Framework as a basis, identify five risks to the project – one for each of the five phases of the methodology.Analyse these risks, assign a risk to an appropriate member, and describe a strategy for the management of each specific risk.
Part Five:
Quality Management Plan. It should include:
A short statement that reflects your team’s philosophy or objective for ensuring that you deliver a quality system to your client.Develop and describe the following that your project team could implement to ensure quality;A set of verification activitiesA set of validation activities
Part Six:
Closure and Evaluation Researching for the closure checklist and project evaluation a. To prepare for this task, you will be required to provide an annotated bibliography. Write an Annotated Bibliography for three (3) relevant texts or readings around project evaluation. The Annotated Bibliography is a critical examination of the most relevant, recent and scholarly research on the topic area that is not just a summary of the articles you have read. You will submit this as an appendix to your project evaluation documentation.Ensure that the AB submitted by you is your own work and has not been submitted elsewhere and comply with the University’s requirements for academic integrity.b. Develop a closure checklist that the project team will use to ensure that the project has been closed properly. c. Develop a project evaluation –outline and discuss how your project’s MOV will be evaluated.
Answer:
Part One: MOV – Measurable Organizational Value
Desired Area of Impact: Based on the five different areas: operational, financial, strategy, social and consumer, the area of impact are developed. This project deals with the development and the implementation of an online farm stud management system for the delivery of project for substituting the manual system so that the problems faced by Globex can be resolved.The priority order for area of impact is–Operational, Strategy, Financial, Customer and Social (Nordmeyer, 2017).
Project Values: Based on the needs of Globex and the contract of Globex with Virtucon, it is assumed that the project will be able to bring better and faster value to organization. The project will substitute the manual system in an effective and efficient way and the problems will be reduced through the automation of the management system (Florida Distance Learning Consortium, 2018). Presently, the company is using the manual system hence, the development and implementation of the online farm stud management system will bring the ease in the process of the management through the automation in the management processand transparency in the process. It will also allow to keep the records of the data and the information through the online system.Fewerproblemswill be encountered by the company in comparison to that of the manual system. It will help in reducing the efforts of the people engaged in the farm stud management.
Appropriate metric: for the implementation of the online farm stud management system the metrics chosen is: 1) all the activities of the project should be completedearlier than the decided date for the stakeholders of organization. 2) By the end of themonth, 90 percent of the activities should be completed in order to reduce the workload3) 80 percent of the problems of managing farm stud should be reduced through the online management system and its implementation in a proper manner (Lee, 2010).
Appropriate Timeframe: the described metric should be achieved in eight months twelve days of time period after the accomplishment of the project.It is important to achieve the metric of stakeholder before the closing stage of the project in order to assess the stakeholder’s performance at the right time (Christensen, 2016).
Summary MOV: the summary of MOV can be presented as:
“The project of the development and the implementation of the farm stud management system will be considered as successful when every stakeholder will accomplish the 90 percent of the activities of the project every month; the stakeholders will accomplish the targets before the decided date; the 80 percent of the problems will reduce by theimplementation of the online farm stud management system. The success of the project can be determined when the area of impact will get affected in positive manner that are Operational, Strategy, Financial, Customer and Social. Apart from this, when the automation and the transparency in the management process through the online system can be established in the company and the process will become easier with fewer problems then the project will be considered as a successful one (Marchewka, 2014).
Part Two: Scope and Scope Management Plan
The scope of the project involves the development of the online farm stud management system for substituting the manual system as it was creating many problems in the management of the farm stud (Tutorials Point, 2018). The online farm stud management system should be effective and should reduce the problems of managing farm stud (Monnappa, 2018). For the project, the resources required are listed in the below mentioned table:
Resource type
Resource roles
Resource responsibilities
People
Business analyst, Lead analyst, Project manager, Technical lead, Developer1, Developer2, Frontend developer and Tester
Management of the complete project, Responsibility and authority to take any type of decision during the lifecycle of the project.Enable the flow of the information through acting as a link among the client and teams of the project in the development of the online farm stud management system and its effective testing,
Documentation of all the changes and the needs, capability to work at the time when the difficult issues arise, providing the suggestions at the time of need of the architectural changes, spreading awareness about theagile methodologies, and establish the coordination with lead analyst,
Making sure that all the deadlines of the activities are met as per the schedule of the activities of the project, database, UI, interfacing designing
Assessment of testing process of the online management system , planning of the objectives of the testing,
Managing the increased risks in the project, providing the important testing updates
Technology
Java 8 OCp, CXA and UX; HTML5, Angular JS3, CSS3, and Act JS
The technologies are needed for development of the online farm stud management system.
Facilities
Department of Development and deployment
Provides key development tools and infrastructure needed for the designing and the implementation of the online farm stud management system.
Others
Team members
Training
Appropriatecoordination and communication, Providing the proper training needed for additional resources.
Part Three: Activity Scheduling
The schedule of the activities of the project is created by the help of MS project software using Gantt chart (Persons, Davidson, & Tompkins, 2018).The table of schedule is presented so that all the activities can be allocated in a proper manner with the defined period of time by the available resources. The estimation of the time and the sequence of theactivitiesof the project are developed with the help of the Gantt chant. It also helped in establishing the link between the various activities of the project. Apart from this, the work breakdown structure is also developed using the developed Gantt chart in order to understand the activities and the hierarchy of the activities in an effective manner in the diagrammatical manner.
Figure 1: Activity Schedule
Figure 2: Gantt chart
Figure 3: WBS
Budget
The estimated budget for the project of the development of the online farm stud management system is $ 401680. In the estimated budget, the direct costs is $ 180000 and the fringe benefits which is the 20 percent of the total estimated budget is $ 52880. The budget for the human resources in the project is estimated as per the total number of working hours and the estimated cost for per hour (Stonemeadow, 2018).Below is the time-phased budget of the project using bottom-up estimate:
Resources
Cost
Technology
$ 150000
Facilities
$ 10000
Others
$ 20000
Direct costs
$ 180000
Project manager
288 hrs x $ 500 = $ 144000
Project team
368 hrs x $ 100 = $ 36800
Risk manager
48 hrs x $ 400 = $ 19200
Procurement manager
24 hrs x $ 300 = $ 7200
Developer 1
320 hrs x $ 350 = $ 112000
Developer 2
280 hrs x $ 350 = $ 98000
Tester
72 hrs x $ 250 = $ 18000
Trainer
72 hrs x $ 200 = $ 14400
Sub total
$ 348800
Fringe 20 percent of the budget
$ 52880
Total
$ 401680
Part Four: Project Risk Analysis and Plan
It is important to follow the planned risk management and risk analysis approach so that the risk mitigation process in the project can be managed and maintained in an effective manner (Virine, 2010). In the project, some of the assumptions are made which helped in providing the support in the determination of the risks in the project. The assumptions are as follow:
Approval from administration and the managing authorities for the MOV
Accomplishment of the project within the estimated and allocated budget
Accomplishment of the project before the deadline estimated for the project.
The training to the employees and the stakeholders is important for working upon the new system.
Risk management plan
The risks in the project are mainly recognized, evaluationand the plan for the mitigation of the risk is adopted on the basis of the project charter, project assumptionsand MOV (Culp, 2002). In the project, the identified risks are:
Timeline risk: At times, some of the activities of the project are not accomplished on the estimated deadline for the activity and hence the need of the extra time is there. In that situation, it is important for the project manager to cut down the additional slack of time for the completion of the project within the deadline of the project. The likelihood of the risk is medium and the severity of the risk is also medium hence medium priority for mitigation plan adoption is there for the timeline risk (Andresen, 2007).
Budget risk: The risk of lack of the budget for the project can occur during the project when the activities of the project cannot be accomplished within the allocated budget.Hence, it is important to consider contingency planning process by management authorities of the organization for the modification in the budget of the project. The likelihood of the budget risk is high in the project hence the risk can have catastrophic severity.
Approval of MOV: The decision for the approval of the MOV depends upon the administration and the managing authorities of the organization. When the management of the organization is not able to meet the needs of MOV on the basis of the financial resources, other resources and time then they can deny for the approval of MOV.In that situation, it is important to develop a new MOV and the needs for the project so that the approval can be achieved for the MOV.The risk of the approval of MOV has low likelihood and it has certain severity. The priority for the development of the mitigation plan should be low for the risk of the approval of MOV.
Training requirements: It is important to provide the training tothe employees and the stakeholders of the organization for few days so that they will be able to work upon the newly developed online farm stud management system. It is important to spend a part of the budget for providing the training to the employees and the stakeholders the risk has low likelihood but the severity of the risk is medium. The priority for the development of the mitigation plan for this risk is low.
Part Five: Quality Management Plan
The quality management statements should be prepared as:
“We hereby declare that we aimed to develop online farm stud management system for Globex and we will assure to provide good quality in all activities and the areas of the project andwe will analyzeall the needs for the project to be successful prior to the project initiation phase.”
The verification activities for the project are as follows:
To make sure that all the strategies and the policies of the organization are considered in the development of the product for the organization.
To make sure that the appropriate tools are used for the purpose of the estimation.
To verify the proper automationof the product.
To make sure that the testing process is in the alignment with the timeline schedule(PMA, 2006 ).
The validation activities for the project are as follows:
Identification of the errors in within the activities of the project
Identification of the defects in application functioning( Virginia Polytechnic Institute and State University, 2013).
Part Six: Closure Checklist, Evaluation Plan, and Annotated bibliography
Closure checklist: the closure checklist for the project includes the following major activities such as preparing documentation, stakeholder sign-out, contract sign-out, preparation of evaluation plan and reviewing of the performance.
S. No.
Tasks
Completed (yes / no)
1.
Preparing documentation
2.
Stakeholder sign-out
3.
Contract sign-out
4.
Preparation of evaluation plan
5.
Reviewing of the performance.
(The Open University, 2018)
Evaluation Plan: the evaluation plan for the project includes the following criteria: meeting requirements, performance, completion of the tasks within deadline and the achievement of deliverables (Thomas, 2014; Sang, 2011; Samset, 2003).
Evaluation of the tasks
Expected outcomes
Meeting requirements
All the requirements related to the projects are met effectively and on time.
Performance
The performance of the activities and the project team is good.
Completion of tasks within deadline
Completion of the activities of the project prior the deadline of the task.
Achievement of deliverables
Achievement of the deliverables of higher quality and high level on time.
(Brown University, 2018; CDC, 2011)
References
Virginia Polytechnic Institute and State University. (2013). Project Quality Management Plan. Retrieved from www.itplanning.org.vt.edu: https://www.itplanning.org.vt.edu/pm/qualitymgmtplan.html
Andresen, M. A. (2007). The Process of Risk Management for Projects. GRIN Verlag.
Brown University. (2018). Writing an Evaluation Plan. Retrieved from www.brown.edu: https://www.brown.edu/research/conducting-research-brown/preparing-proposal/proposal-development-services/writing-evaluation-plan
CDC. (2011). Developing an Effective Evaluation Plan. Retrieved from www.cdc.gov: https://www.cdc.gov/obesity/downloads/CDC-Evaluation-Workbook-508.pdf
Christensen, E. (2016). 8 Steps to Build a Project Management Timeline. Retrieved from www.lucidchart.com: https://www.lucidchart.com/blog/8-steps-to-build-a-project-management-timeline
Culp, C. L. (2002). The Risk Management Process: Business Strategy and Tactics. John Wiley & Sons.
Florida Distance Learning Consortium. (2018). Define Project Values. Retrieved from www.oncoreblueprint.org: https://www.oncoreblueprint.org/blueprint/phase_I_planning/strategic_planning/conduct_planning_session/define_project_values.html
Lee, C. (2010). Metrics in Project Management . Retrieved from www.cprime.com: https://www.cprime.com/2010/07/metrics-in-project-management/
Marchewka, J. T. (2014). Information Technology Project Management. (05th Edition ed.). Singapore: 1STBL. Retrieved from https://sis.binus.ac.id/2018/02/09/measurable-organizational-value-mov/
Monnappa, A. (2018). Project Scope Management: What It is and Why It’s Important. Retrieved from www.simplilearn.com: https://www.simplilearn.com/project-scope-management-importance-rar89-article
Nordmeyer, B. (2017). What Are Measurable Organizational Values? Retrieved from bizfluent.com: https://bizfluent.com/info-8352967-measurable-organizational-values.html
Persons, J. B., Davidson, J., & Tompkins, M. A. (2018). Activity Scheduling. Retrieved from www.apa.org: https://www.apa.org/pubs/videos/4310748.aspx
PMA. ( 2006 ). Stage 3: Plan the Project. Retrieved from pma.doit.wisc.edu: https://pma.doit.wisc.edu/plan/3-2/what.html
Samset, K. (2003). Project Evaluation: Making Investments Succeed . Tapir Academic.
Sang, H.-K. (2011). Project evaluation: techniques and practices for developing countries. Avebury.
Stonemeadow. (2018). Why Every Project Needs A Time Phased Budget. Retrieved from stonemeadow-consulting.com: https://stonemeadow-consulting.com/the-pm-blog/blog/why-every-project-needs-a-time-phased-budget
The Open University. (2018). Closure checklists. Retrieved from www.open.edu: https://www.open.edu/openlearn/money-management/management/business-studies/completing-the-project/content-section-2.2.1
Thomas, W. H. (2014). The Basics of Project Evaluation nad Lessons Learned, Second Edition . CRC Press.
Tutorials Point. (2018). Project Scope Definition. Retrieved from www.tutorialspoint.com: https://www.tutorialspoint.com/management_concepts/project_scope_definition.htm
Virine, L. (2010). Project risk analysis: how ignoring it will lead to project failures. PMI Global Congress 2010. North America, Washington, DC: PMI.
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