Grand Wines Wireless Devices For Data Entry

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Grand Wines Wireless Devices For Data Entry

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Grand Wines Wireless Devices For Data Entry

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Grand Wines is an organization that holds a remarkable name in the market and has a lot many sales representatives performing sales operations and services over an extremely large area. The current system that is associated in the management of the company sales involves a number of different issues and problems. The project includes the solution to the problems of the existing system by providing all the sales representatives of the company with the wireless data entry devices which would allow them to provide information from any location and the same will be reflected and updated in the company database.
SWOT Analysis (Strengths, Weaknesses, Opportunities and Threats)

·         The company holds a reputable position in the market and has the sponsors to sponsor the entire project and provide funds for the same
·         The skill set that would be required for the project are available with the organization to ensure that the project activities are completed as per the allocated budget and as per the expectations

·         Due to the presence of a large number of employees and associated parties, there shall be resistance to the changes emerging with the project and the same may adversely impact the productivity and efficiency of the internal workforce
·         The project activities are required to be completed in a maximum duration of six months which may cause project risks in terms of the project schedule

·         Sales representatives will be able to provide order information in a timely manner which would allow faster processing of the same leading to the increased number of order received and completed
·         The quality of services will also improve which would lead to the improvement of the customer trust
·         The project will add the components of technology and latest innovation in the management of sales which would provide a competitive edge to the organization

·         There may be emergence of a number of security threats associated with the properties of information such as information confidentiality and availability. There will be increased access points for the attackers which would lead to increase in the number of network attacks
·         The reputation of the organization in the market may also get affected in a negative manner with the increase in the occurrences of security attacks and violation of the privacy and security of the customer information (Ommani, 2011)

Project Charter
Grand Wines – Wireless Devices for Data Entry.
Project Manager Details
Name: XYZ
Email: xyz@grandwines.com
Project Duration
The project shall be completed in a maximum duration of six months.
High Level Project Budget
The allocated budget for the project shall be AUD 60000 and the costs that will be associated with the project are as listed below.

Category of Cost

Cost (AUD)

Tools and Equipment Cost – One-time


Development, Integration and Design Cost


Cost of Implementation


Cost of Resources


Marketing and Advertising Cost


Project Objectives

To equip all the sales representatives associated with the company with wireless devices for data entry and integrate the devices with the database of the organization as well
To integrate the newer system with the existing operations and services in the other fields and departments
To accomplish all of the project activities in the estimated schedule of six months
To accomplish all of the project activities in the estimated budget of AUD 60000.
To achieve enhanced level of customer trust and satisfaction along with the improvement of the organization in the market as well.

Project Benefits
The current system that is being used at Grand Wines for handling of the sales services and operations include a number of issues such as occurrence of human errors and mistakes while entry of the order in the system, enhanced duration in the processing of the orders, incorrect updates regarding the stocks and inventories, deterioration of the customer trust and many others. The project will not only overcome all the issues that have been stated but will also allow the organization to stay upfront in the technological advancements and innovation.
List of Deliverables

Project Plan: The deliverable would include the details of the planning phase of the project such as project strategy, project roles and responsibilities, schedule and budget along with the steps to assess and manage the project risks.
Design and Development Plan: The deliverable would include the details on the design and development activities for the wireless data entry devices and their implementation and integration with the rest of the systems.
Implementation Plan: The deliverable would include the steps to implement the entire system and the details on testing the system and devices as well in terms of their functionality, usability, reliability and security.
Marketing Strategy: The deliverable would include the marketing approach and plan along with the marketing platforms that will be covered.
Project Closure Report: The deliverable will include the set of activities covered in the project and the documentation of the lessons learned as well (Palmerini, 2014).

Project Limits
The activities that will not be covered during the project would include the negotiation with the suppliers, distribution tasks and support services.
Success of the project will be decided on the basis of the factors such as delivery dates of the deliverables, adherence to the project schedule and budget, list of outstanding issues and conflicts, increase in the number of orders handled by the sales team after the implementation of the project and the time involved in the lifecycle of a single order.
The milestones and deliverables associated with the project include the project plan, marketing strategy, implementation plan, design and development plan along with the closure report of the project.
The delivery dates of the deliverables are specified in the table below.

Name of the Deliverable

Date of Delivery

Project Plan

17th December 2016

Design and Development Plan

31st January 2017

Marketing Strategy

15th March 2017

Implementation Plan

1st May 2017

Project Closure Report

17th June 2017

List of Assumptions and Constraints

The allocated schedule for the project is six months with start and end dates as 17th December 2016 and 17th June 2017 respectively.
The allocated budget for the project is AUD 60000.
The funds and environment required by the team members will be arranges and made available well in advance.

Stakeholder Information


Role and Responsibilities

Project Sponsor

Arrangement of the funds for the project, providing requirements and specifications to the project team

Project Manager

Project planning, scheduling, selection of team, reviews and inspections, risk management and communication tasks

Chief Finance Officer

Budgeting of the project

System Analyst

System design along with the technical and operational feasibility analysis for the project

System Developer

Development of the system for the implementation of the new sales management system

Database Engineer

Setting up of the database and its integration with the wireless data entry devices along with the setting up of database credentials

Implementation Engineer

Management of the changes and implementation planning and execution

Test Analyst

Test planning and execution

Marketing Expert

Decision and design of marketing strategy and platforms (Missonier, 2014)

Lessons Acquired
The project team acquired lessons on the effective project management methodology and its significance in the project success. Also, the team got an opportunity to develop skills in the fields such as project scheduling and budgeting, assessment of the risks in various areas along with the importance of effective communication as well.
Communication Plan
Purpose of the Plan
The purpose of the communication plan is to develop clarity on the communication guidelines and activities during the project timelines.
Information of Stakeholders

Project Sponsor
Project Manager
Chief Finance Officer
System Analyst
System Developer
Database Engineer
Implementation Engineer
Test Analyst
Marketing Expert

Information Exchange

Business Specifications: The specifications will be provided in the form of requirements covering the functional and non-functional set to be handed over by the Project Sponsor.
Project Status Report: Daily and weekly status will be provided by the team members and the manager respectively.
Project conflicts and disputes: The information will be shared by all the team members during the team meetings.
Sales Information: This information would include the order information, order history, inventory details and likewise (Alatalo, 2012).

Information Exchange – Frequency

Business Specifications: In the initial phase of the project
Project Status Report by team members: Daily
Project Status Report by Manager: Weekly
Project Conflicts and Disputes: On a weekly basis
Sales Information: On a daily basis

Information Exchange – Location
All the project reports will be places at a SharePoint location and the internal communication will take place over emails and phones. Interactions with the sponsor will be accomplished through emails and teleconferencing mediums.
Communication Purpose
The communication activities will allow the development of clarity among the team members regarding the requirements to be fulfilled and would also allow easier resolution of conflicts and disputes (Zulch, 2014).
Communication Mechanism
All the internal communication will be done through the use of emails and phones and the interactions between the team members will be done in the meeting rooms. There shall also be informal and one on one discussions between the manager and the team members (Muszynska, 2015).
Communication between the sponsor and the rest of the team members would include the use of audio/video conferencing mediums and use of emails as well.
Change Management
There will be a lot of changes that will be introduced with the execution of the project for the employees as well as for the customers (Tripon, 2011).
These changes shall be handled and managed in three broad phases as preparation, management and reinforcement. The preparation phase would include the creation of the change requests that shall be approved and authorized. The next two phases shall include the execution and implementation of the changes.
The wireless data entry devices and their operation would be new for the sales representatives and there will also be corresponding changes in the front end for the customers as well. These changes shall be managed by design of a training schedule along with making assistance options available for the end users (Suresh, 2016).
Agenda of Project Meetings
Project Manager shall send the meeting invitation to all the required members including the agenda in terms of points to cover in the meeting along with dedicated time slot for each point.
The meeting invite shall be acknowledged by all the team members by sending an acceptance and rejection as applicable. The rejection must include the reason as well (Rebori, 2016).
Minutes of meeting shall be recorded by one of the meeting attendees which shall be decided in a round robin manner.
The members shall raise their concerns in a polite manner.
There shall be active participation from all the meeting attendees.
Alatalo, U. (2012). Communication Strategy in Projects. Retrieved 15 December 2016, from https://www.dphu.org/uploads/attachements/books/books_5840_0.pdf
Missonier, S. (2014). Stakeholder analysis and engagement in projects: From stakeholder relational perspective to stakeholder relational ontology. Retrieved 15 December 2016, from https://fenix.tecnico.ulisboa.pt/downloadFile/845043405428939/12%20Stakeholder%20analysis%20and%20engagement%20in%20projects.pdf
Muszynska, K. (2015). Communication Management in Project Teams – Practices and Patterns. Retrieved 15 December 2016, from https://www.toknowpress.net/ISBN/978-961-6914-13-0/papers/ML15-266.pdf
Ommani, A. (2011). Strengths, weaknesses, opportunities and threats (SWOT) analysis for farming system businesses management: Case of wheat farmers of Shadervan District, Shoushtar Township, Iran. Retrieved 15 December 2016, from https://www.academicjournals.org/article/article1380639652_Ommani.pdf
Palmerini, E. (2014). Regulating Emerging Robotic Technologies in Europe: Robotics facing Law and Ethics. Retrieved 15 December 2016, from https://www.robolaw.eu/RoboLaw_files/documents/robolaw_d6.2_guidelinesregulatingrobotics_20140922.pdf
Rajablu, M. (2015). Managing for Stakeholders: The Role of Stakeholder-Based Management in Project Success. Retrieved 15 December 2016, from https://www.researchgate.net/publication/271138669_Managing_for_Stakeholders_The_Role_of_Stakeholder-Based_Management_in_Project_Success
Rebori, M. (2016). How to organize and run effective meeting. Retrieved 15 December 2016, from https://www.unce.unr.edu/publications/files/cd/other/fs9729.pdf
Suresh, H. (2016). Change Management Must for today’s Organization. Retrieved 15 December 2016, from https://www.providersedge.com/ehdocs/transformation_articles/Change_Management_-_A_Must_for_Today-s_Organization.pdf
Tripon, C. (2011). Change Management and Organization Development. Retrieved 15 December 2016, from https://www.apubb.ro/wp-content/uploads/2011/02/OD_Suport_de_curs_masterat.pdf
Zulch, B. (2014). Communication: The Foundation of Project Management. Retrieved 15 December 2016, from https://www.sciencedirect.com/science/article/pii/S2212017314002813

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