Project Initiation Document

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Project Initiation Document

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Project Initiation Document

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Question:
Write report on training plan for Sub Sea Adventures.

Answer:

Executive summary
In this report, a training plan for Sub Sea Adventures (SSA) is prepared by using and implementing the principals of Project Management Body of Knowledge (PMBoK). Training plan is required because earlier there were many errors discovered in the existing system which leads to difficulties. Therefore, now the current system is being replaced with the new electronic and automated system for the staff. So, the company is adopting an efficient system named as Scuba Booking System. Since SSA has its 3 stores located at Portsea, Queenscliff and Phillip Island, therefore, the system will be used by 40 employees across these three stores. Victoria University Information system had been appointed by SSA for preparing a training plan so that the staff members get trained on how to use the new automated system in an efficient manner.
The plan proposed for the training should contain demo and hands on through on-job training via various training mediums. Question answer session should also be accommodated in plan so that doubts of participants get clear. The report covers the scope of project, deliverables of project, constraints of project, resources required, methodology that project uses, phases of training plan, budget of the project and project schedule.

Introduction
This report is the Project Initiation Document (PID) which has been created for all employees and consumer training executives of the newly updated SSA system. Project summary, resource allocation, estimation of budget and timetable are provided in this documentation. Firstly, the documentation starts with explaining the project scope in which goal and the reason to adopt new system is discussed. Then, the documentation is moved ahead to explain the project approach in which the methodology for the project i.e. PMBok is chosen and all the phases of SSA training plan are discussed. After that, how the resources get allocated is discussed and budget is estimated for the project. Project schedule is prepared for the project in the end of this report.
Project scope
The project is aimed at providing the training to end-users i.e. consumers and staffs are being trained so as to make use of the newly created SSA system smoothly. The main reason for this aim is to improve the base of consumers so that revenue of the company could increase. The existing system for the company has lots of errors, for e.g., sometimes, boats are booked many times, divers get missed at times, problem in tracking about the number of students in the class and many more. So, to overcome these errors, a new automated system will be implemented and replaced with the existing manual and paper based system. 40 employees spread across the three stores of SSA will be using this new system. But there might be many employees who might not have knowledge about the new system, so documentation and training about the system will be provided to them.
Deliverables:
Key deliverables of the project are described as follows:

Training material for SSA.
Plan of training for SSA.
Instructions about on-job trainings.
Minutes of Meeting.

Benefits of new system are as follows:

Bookings can be done easily, quickly and efficiently.
Now, there will be no more duplicated bookings.
Errors that were used to occur in current system will be removed.
The current system is called to be a paper based and manual system, but now it has been replaced with a paperless and digitally automated system.

Assumptions:
The assumptions present in the project are as follows:

There is less amount of skilled labour is present for initiating the project.
SSA rules and regulations are not going to face sudden and critical changes.
Confirmation about all components of projects is to be done in the scheduled time so that project could complete on time. Notice related to changes is to be given in advance.

Constraints:
Constraints (UCDAVIS, 2013) put on the project are as follows:

Upper limit of the budget should not be exceeded more than 10% increment. If it happens, then extra capital for the budget is requested from the sponsors.
Scheduled time for the completion of project should not be exceeded by extra 10 days. The limit should not exceed because changing in time may affect the economics condition and the government policies.

Project approach
The approach of the project is based on the type of methodology used by the project and the sequence of the activities of the project. Project Methodology for the project is as follows:
Project methodology:
A well-explained and efficient project approach would be followed by the project development. Methodology named as Project Management Body of Knowledge has been chosen for developing the project for SSA training. This methodology is considered as the base for project management. It contains the various project management practices such as law, medicine and accounting. These methodologies can be applied on various kinds of projects.

Phases of SSA Training Project:
The phases which are involved in the project for SSA training are as follows:
Requirement Analysis: Requirement analysis is the very first phase in development of the software. In this stage, analyzation of requirements of training is done. Targeted audience is verified and goals of organizations are associated with the objectives of training. Requirement analysis is done to know what is required for development of project. Here, various training mediums are examined in the analysis phase. Requirement analysis will be completed in around 18 days.
Design: In the design stage, forms for feedbacks, training plans and training materials are designed. Also, the rooms for trainings and participants are decided. This phase takes around 9 days to get completed.
Implementation: This stage is the main phase where the actual execution starts. Training gets started in this stage. The participants are invited for the training in this stage up till on-job training. This stage also requires maximum of 9 days to get completed.
Resources:
Following key resources required:

Resource Name

Type

Max. Units

Std. Rate

Project Manager

Work

100%

$185.00/hr

Business Analyst

Work

100%

$125.00/hr

Technical writer

Work

100%

$95.00/hr

Trainer

Work

100%

$125.00/hr

Table 1: Resource sheet
Table 2: Resource cost overview
Budget
Top-down methodology has been chosen for doing the estimation of budgets. Top-down methodology is an approach where total budget is made and then the total budget is broken down into the various components. Time-phased methodology cannot be applied because in this project, specific action may occur for days or weeks. Every action has been allocated some resource and so expenses have been assigned to those particular resources. Budget allocation for every action has been done on the basis of last experience and taking resources from the internet. Some last experiences contain various contingencies which are not taken care of when the budget has to be allocated. Many risks are also associated with it. In order to manage the risks, there is a need of risk management planning. The risk management planning supports locating the actions that might transfer, mitigate, avoid or eliminate and there is a chance that extra expenses might be added. So, internet resources might not be enough to calculate the budget. The level of contingency for this project is 10% i.e. the budget may increment up to 10% but not more than that.

Project schedule
The Gantt chart shown below, discusses about the individual activities, time-period, allocated resources, and their antecedents. The tasks which have been highlighted are the most important tasks because they affect a lot on the total duration of the project.

Project start date: 16th June 2016
Project end date: 21st July 2016
Project duration: 26 days

Conclusion:
The report has been documented for preparing training plan for SSA. It has been prepared with the help of Project Management Body of Knowledge principles. The SSA appoints Victoria University Information system for preparing the proper training plan. SSA is planning to adopt a new electronic and automated system namely Scuba Booking System which overcomes the errors used to occur in the existing paper based and manual system. Therefore, the project scope, project approach, allocation of resources, project schedule, and budget has been covered.

References:
An Introduction to Project Management. (2004). 1st ed. [ebook] U.S. Department of the Interior Bureau of Reclamation.
(UCDAVIS, 2013). Introduction to Project Management: Principles, Techniques and Tools.
A Guide to the Project Management Body of Knowledge. (2000). 1st ed.

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