MS-Project Reports And SSA System

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MS-Project Reports And SSA System

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MS-Project Reports And SSA System

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Question:
Discuss about the MS-Project Reports and SSA System.

Answer:

Introduction
The report is essentially a documentation for the initiation of the project for all consumer nd employee related training who are present within the updated SSA system. It would also provide timetable, training project summary, resource allocation as well as estimation of the budget. The Project Initiation Document or the PID would start with defining the scope of the project, it will also include the project outputs as well as all the critical goals. The scope would eventually move forward towards the approach stages wherein the project policy has been provided. Also, within this particular phase, the core phases of the project will also be discussed. Once this is done, resource allocation would be reviewed combined together within MS-Project reports. Also, same stages would be followed for the budget and schedule of the project.
Project scope
The main goal of the project is providing training to the end-users of the system which means the staffs and the consumers so that they could utilize the system in best possible way. The major reason has been enhancing the grip on the consumer base and thereby increasing revenue of the business. The system being used currently is prone to errors which results in loss of customer base as well as business revenues. As a resolution for such issues, the current paper-based manual system has been substituted with an electronic based automated system. This newly developed system will be used by over 40 employees at 3 different SSA stores. Some of these employees and the ultimate consumers will not be familiar with the system as a result it requires a proper documentation and training. (Tinnirello, 2000).
Deliverables
Following key deliverables are from the project:

Training material for SSA
Training plan for SSA
On-job instructions for training
Minutes of Meeting or MoM.

Benefits
The project offers the following key advantages to the SSA

Faster and accurate bookings.
Duplicate bookings shall be eliminated.
Error that occur owing to manual system would largely be removed.
Paperless system

Assumptions
Assumptions made for the project area:

For initiating the project, a minimum number of skilled resources are present.
There will not be any sudden and major changes made to the SSA regulations.
Approval for all the components of project will occur within a period of 4 business days in order to complete the project timely. Any notifications regarding changes whatsoever, will be given in advance.

Constraint
The project comes with the following set of constraints:

The upper limit for the budget shall not exceed anything beyond 10% and if at all such situation arises, the additional capital would be raised from sponsors.
Completion of the project’s timeline shall not exceed beyond 10 days. This is because the resources and constraints added to the project may be influenced by economic and / or socio-political changes beyond 10 days.

Project Methodology
The methodologies presented within the project management domain is the guiding factor for projects. It remains as a knowledge base as well as guideline that allows project managers to make use of it to successfully deliver the project. Without an effective methodology the integrity and the success of the resulting project may be questionable. Also, the organization making use of such methodologies may always never be able to deliver the project successfully and may cut corners in order to do so within the approved budgetary and time constraints.
Many project management methodologies exist currently, however some are more suitable than others over specific project and at the same time some are more popular than others. PMBoK is one such methodology that is quite popular as well as can be adapted to many different types of projects. It is sometimes referred to as the ‘defacto’ project management methodology. It defines the best practices used in the project management and can be applied to all kinds of project. It is among the most piolar methodology in North America.
Users of PMBoK suggests that PMBoK has more framework that are better than another very popular project management methodology called PRINCE2. However, unlike that of Critical Chain, Agile Project Management the PMBoK makes it quite difficult as well as restrictive for the decision-making ability to solely rest with the managers. As a result, it makes it difficult for the senior and executive management to be the ultimate commanding force in a project being govern under PMBoK. As such, the PMBoK gives majority of the responsibility to the project manager of the project and thus declares it as the ultimate problem solver, the main planner, the primary decision maker as well as the human resource manager. At the same time PMBoK is also quite difficult to use when compared to PRINCE2, however, it’s easier in further comparison to Critical Chain Method (Cooke and Tate, 2011)
SSA Training project – Stages
Following are key stages of the proposed project:

Requirement Analysis – This stage contains following tasks:

Current system analysis
Finalize system users
Finalize training objectives
Create system documentation

Media approval – This stage contains following tasks:

Create video material
Create audio material
Find job-aids materials
Create technical documentation

Design – This stage contains following tasks:

Create training plan
Identify training material
Prepare feedback form
Assign demo room
Find requirements of users

Implement – This stage contains following tasks:

Send mails to participants
Give lesson on systems features
Demo
Resolve queries
Provide exercise
Conduct test
Performance evaluation
Provide on-job training

Hand-over

Resources
Following people resource are used during the project:

Resource Name

Max. Units

Std. Rate

Ovt. Rate

Cost/Use

Accrue At

Base Calendar

Project Manager

100%

$185.00/hr

$0.00/hr

$0.00

Prorated

Standard

Business Analyst

100%

$125.00/hr

$0.00/hr

$0.00

Prorated

Standard

Technical writer

100%

$95.00/hr

$0.00/hr

$0.00

Prorated

Standard

Trainer

100%

$125.00/hr

$0.00/hr

$0.00

Prorated

Standard

Following are hardware requirements of the project:

Machines (connected to the local intranet) – They can be in the form of tablet, mobile or computer desktop to execute the proposed application. It will be enabled with the help of camera and microphones.
Email server – For email purposes of the system.
Messaging server – For sending/receiving messages using phones.
In-house server – It will store the home assignments given to the end-users (Deeprose, 2002).

Resource overview: Budget
The estimation of the cost pf the project has been done using Top-Bottom approach. The project did not use Time-Phased approach because it not system development project wherein tasks or specific actions occur for days or weeks. A resource is assigned to every task which incurs a cost to the task. The number and duration for which resource has been assigned to the task has been done using previous experiences and from other online guidance. Previous experiences consist of contingencies and they might not catered at the time of budget allocation to the project. Along with this, previous experience strategy may have certain risk which is again not catered in the past projects. In order to resolve them, a risks management plan is required. In this plan, for every identified risk, mitigation plan is devised which can be to transfer, mitigate, avoid or eliminate. This activity can incur additional costs as additional resources may be allocated to handle the risks. Since online resources may not be accurate all the times, some contingencies are reserved to tackle cost increase in future. The contingency has been kept at 10%.
Cash flow: Project schedule
The following Gantt chart depicts the tasks of the proposed SSA training plan. It also shows attributes: duration of each task, predecessors of the respective task, start date of the task, end date of the task, resource assigned to each task along with cost of each activity. The project shall start on 7th April 2014 and end on 29th May 2014 with total duration of 39 days.
The project assumes that all resources are available throughout the project and it will be completed within the given time frame. In case, budget of the project crosses the assigned value then the extra cost will be compensated by the contingency cost assigned to the project i.e. 10%.
Conclusion
The report has been prepared on the basis of principles of PMBoK. It shows that the project follows the mentioned methodology which facilitats in understanding the resource allocation to the task, predicting duration of all tasks along with budget allocation of the project. PMBoK principles helps in predicting the relationship among the tasks and it can be inferred that the project duration does not exceed the estimated time.

References
Cooke, H. and Tate, K. (2011). The McGraw-Hill 36-hour course. 2nd ed. New York: McGraw-Hill, pp.20-30.
Deeprose, D. (2002). Project management. 1st ed. Oxford (UK): Capstone, p.34.
Heerkens, G. (2015). Project management. 2nd ed. USA: Mcgraw-Hill Education, pp.12-24.
Tinnirello, P. (2000). Project management. 2nd ed. Boca Raton: Auerbach, pp.12-20.

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