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ITC505 IT Project Management
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ITC505 IT Project Management
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Course Code: ITC505
University: Charles Sturt University
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Country: Australia
Question
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 .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 / Social With 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 evaluationa. 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.Use the following resource to guide you around the research tools: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: Measurable Organization Value
Measurable Organization Value (in short, MOV) is a particular standard or goal that an organization desires to reach at the end of a project. Generally, MOV is not limited to one specific goal or objective; rather it has a number of goals and objectives that has to be fulfilled during the course of the project. Generally, the MOV of a project is determined using some specific areas of the project that are described below in terms of the online stud management farm project.
i. Area of Impact – The desired areas of impact for this project are finances and customer. Firstly, Globex wants to set up a strong and sustainable business with the new stud farm management system by meeting the requirements of the stud farm managers. A sustainable business with the stud farm management system will ensure a stable income for the company that can further build on in the future. Secondly, the area of impact is also the customers i.e. the stud farm managers. Globex has identified the main issues and problems faced by the stud farm managers while running the manual process at the farms. Hence, Globex is looking to address these issues by developing the stud farm management system. Thus, this particular project is based strongly on addressing customer requirements and issues.
ii. Value – There are certain values of new business proposition that Globex wants to follow as a part of the project strategy. These values include better, cheaper, faster and do more. The new farm management system must have these attributes and advantages over existing system so that the company can reach its desired value.
iii. Metric – The project outcome for the stud farm management system will be judged on the basis two specific metrics – quality and price. The quality metric will include the overall usability of the system that will include all the requirements of the stud farm managers. On the other hand, the price of the software should be reasonable so that the stud farm managers are not discouraged for buying the product.
iv. Timeframe – The projected timeframe for achieving the MOV for the project is approximately five and a half months.
v. MOV Summary – The project aims to deliver an online stud farm management system by fulfilling all the necessary requirements like features to be used by the farm managers, suitable business strategy and others.
Part Two: Scope Management Plan
Scope is defined as the list of specific requirements that need to be fulfilled at the end of project. The scope of this particular project includes the following requirements.
Installation of necessary software and software platforms for development
Development of online stud farm management system
Addition of proposed features in the system
Preparing a suitable business plan for the management plan
There are two types of resources to be utilized in this project – human and material resources. The human resources are listed along with their hourly charges as follows.
Resource Name
Type
Max. Units
Std. Rate
Ovt. Rate
Cost/Use
Accrue At
Base Calendar
Project Manager
Work
100%
$125.00/hr
$0.00/hr
$0.00
Prorated
Standard
Finance Manager
Work
100%
$105.00/hr
$0.00/hr
$0.00
Prorated
Standard
IT Analyst
Work
100%
$80.00/hr
$0.00/hr
$0.00
Prorated
Standard
System Developer
Work
100%
$55.00/hr
$0.00/hr
$0.00
Prorated
Standard
System Tester
Work
100%
$55.00/hr
$0.00/hr
$0.00
Prorated
Standard
Resource Manager
Work
100%
$50.00/hr
$0.00/hr
$0.00
Prorated
Standard
Technical Writer
Work
100%
$45.00/hr
$0.00/hr
$0.00
Prorated
Standard
The material resources and their estimated costs are listed in the following table.
Material Resources
Estimated Cost
Hardware
$15,000
Software
$10,000
Peripherals
$2500
Room and Other Technical Requirements (e.g. internet connection, training, facilities)
$2500
TOTAL
$30,000
Part Three: Project Schedule
In order to develop the work breakdown structure (WBS) for the project, the schedule is prepared using Gantt chart as follows.
Figure 1: Gantt Chart of the Project
(Source: Created by Author)
From this schedule, the work breakdown structure of the project is shown as follows.
Figure 2: Work Breakdown Structure of the Project
(Source: Created by Author)
The cost of the project is determined using bottom up estimating as per the following table.
Task Name
Resource Names
Cost
Online Stud Farm Management System
$88,200.00
Starting of the Project
$17,360.00
Meeting and Discussions
Finance Manager, IT Analyst, Project Manager
$4,960.00
Reach Agreement for Project
Finance Manager, IT Analyst, Project Manager
$2,480.00
Survey Requirements
Finance Manager, IT Analyst, Project Manager
$4,960.00
Develop List of Proposed Features of the System
Finance Manager, IT Analyst, Project Manager
$4,960.00
Approval of Project
Project Manager
$0.00
Planning of the Project
$19,160.00
Project Plan and Business Case
$13,160.00
Create Project Charter
IT Analyst, Project Manager
$4,920.00
List Scope of Project
IT Analyst, Project Manager
$1,640.00
Create Work Breakdown Structure
IT Analyst, Project Manager
$1,640.00
Estimate Schedule Using Gantt Chart
IT Analyst, Project Manager
$1,640.00
Allocate Resources in Gantt Chart
IT Analyst, Project Manager
$1,640.00
Estimate Budget for the Project
Finance Manager
$1,680.00
Confirm Project with Globex
Project Manager
$0.00
Additional Requirements and Aspects of Project
$6,000.00
Determine MOV
Project Manager
$1,000.00
Develop Stakeholder Matrix
Project Manager
$1,000.00
Develop Communication Plan for Stakeholders
Project Manager
$500.00
Determine Risk Using Risk Register
Project Manager
$500.00
Determine Quality Standards Required
Project Manager
$3,000.00
Submit Final Project Plan to Globex
Project Manager
$0.00
Execution of the Project
$41,320.00
Study Requirements of the System
Project Manager
$3,000.00
Divide Roles between Project Team Members
Project Manager
$2,000.00
Procure Hardware and Software for Project
Resource Manager
$2,000.00
Start Designing
$23,320.00
Install Required Hardware
System Developer
$1,320.00
Install Required Software
System Developer
$2,200.00
Develop the System and the User Portal
System Developer
$13,200.00
Develop GUI
System Developer
$6,600.00
Risk Management
$6,160.00
Risk Testing of the System
System Tester
$2,640.00
Remove Bugs and Errors
System Tester
$2,200.00
Address System Glitches
System Tester
$1,320.00
Testing of the System
System Tester
$2,640.00
Training of Globex Employees and Stud Farm Managers
System Tester
$2,200.00
Go Live
IT Analyst, System Developer
$0.00
Closing of Project and Sign Off
$10,360.00
Complete Project Documentation
Technical Writer
$1,080.00
Handover the Project to Globex
System Developer
$880.00
Project Review and Appraisal
IT Analyst
$1,280.00
Conduct Reflection on Project
Project Manager
$3,000.00
Stakeholder Signoff
Finance Manager, IT Analyst, Technical Writer, System Developer, Resource Manager, Project Manager, System Tester
$4,120.00
Additionally, the time phased budget of the project is shown in the following diagram.
Figure 3: Time Phased Budget
(Source: Created by Author)
Part Four: Project Risk Analysis and Plan
Some of the assumptions made about the project are as follows.
The project will be completed within the estimated budget.
The proposed time schedule is sufficient for the project.
The training session is sufficient for training the stud farm managers regarding handling of the system.
The risks associated with the project are identified using the risk framework as follows.
Risk
Responsible Stakeholder
Management Plan
System requirements not identified
IT Analyst
Conduct survey as well as consult with farm managers to determine all requirements
Scope Creep
Project Manager
Identify project scope accurately using project charter
Technical Requirements Not Fulfilled
IT Analyst, Resource Manager
Hire reliable supplier and procure necessary resources at suitable price
Budget Overshoot
Finance Manager
Conduct bottom up estimation during project planning
Missing Reports in Project Documentation
Technical Writer
Update project document daily during the execution of the project
Part Five: Quality Management Plan
The team’s philosophy to deliver the best quality product to the client is to fulfill all the requirements of the system and test the system and remove any types of bugs and errors.
Verification Activities – In order to verify the quality, the client will be visited by a technical expert every month to check whether the system is running according to plan. If any errors are detected, it will be solved immediately using suitable patches.
Validation Activities – Remote monitoring is to be done to ensure the systems are running successfully in the stud farms. Furthermore, during the project, system testing is to be done to ensure there are no existing errors and glitches.
Part Six: Annotated Bibliography
Article 1: Ptak, C. A., & Schragenheim, E. (2016). ERP: tools, techniques, and applications for integrating the supply chain. Crc Press.
According to the authors, project evaluation is as necessary in the process as the planning phase. While in the project planning phase, the list of requirements is determined, in the evaluation phase, it is checked whether all the requirements have been fulfilled or not. If it is found that some of the requirements are still not met, the project is sent back to the execution phase. On the other hand, if all requirements are met, the project document is signed off and the project is officially closed by the project manager.
Article 2: Weiss, J., Newell, S., & Swan, J. (2017, January). Introduction to IT and project management minitrack. In Proceedings of the 50th Hawaii International Conference on System Sciences.
As per the authors, the project manager is solely responsible for ensuring project evaluation is done after the project is handed over by the project team. However, the project is to be evaluated by all the stakeholders involved including the project team who will recheck the requirements to ensure all have been met in the project. On the other hand, the project supervisor or analyst will determine whether the project has met the quality standards set during the start of the project.
Article 3: Verzuh, E. (2015). The fast forward MBA in project management. John Wiley & Sons.
The authors have discussed about the method for project evaluation process. As per the authors, after the project is handed over, the project team is expected to submit a project report document that includes all the activities and technical implementations done in the project. The supervisor or analyst will first review this document and then test the system to determine it has met all requirements and is running successfully. After that, the document is handed over to the project manager who will review and sign it off. Finally, the project is officially closed once it is ensured all requirements are completed.
The closure checklist for the project is as follows.
Checklist
Status
Project Charter
DONE
Project MOV
DONE
Project Scope
DONE
Budget Allocation
DONE
Team Appointment
DONE
System Development
AWAITING
System Testing
AWAITING
System Features
AWAITING
System Running
AWAITING
Evaluation of project MOV will be done by the following activities.
Test run the system
Test the system features
Demo trial of the system
Demonstration to stud farm managers
Finance evaluation
Cost benefit analysis
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