Download - Project Management

Facilitator: Mr. Nazmul Hussain 2014

Wajahat AliStudent ID: 8712224/4/2014 At 5:00 PMUnit 303: Project ManagementUAE, RAK Campus.

Project Title: DoIT’s Project Management Improvement Project.

At DoIT (Department of Information Technology)

Table of Contents

Executive Summary..................................................4 Introduction....................................................5 Project Description........................................5

The Project Management Framework........................................51.Project Definition Phase.......................................... 1.1......................................................Project Goals

5

1.2.......................................................Deliverables6

1.3.....................................................Specifications6

1.4...........................................Roles & Responsibilities8

1.5.................................................Organization Chart8

1.6.......................................................Stakeholders8

2.Project Planning Phase............................................ 2.1...........................................................Schedule

10

2.2. Budget......................................................11 2.3................................Staffing Plan (Resource Plan)

11 2.4...........................................Work Breakdown Structure

11

2.5...............................................Risk Management Plan12

3.Project Execution Phase........................................... 3.1.....................................................Status Reports

13

3.2.............................................Change Management Plan14

3.3............................................Quality Management Plan15

3.4..........................................................Forecasts15

4.Project Delivery Phase............................................ 4.1....................................................Train Customers

15

4.2.................................................Transfer Documents15

4.3..................................................Release Resources15

4.4......................................................Release Staff16

4.5....................................................Lessons Learned16

Bibliography......................................................17Books and Reports................................................17

Websites.........................................................17

Blank Page

Executive Summary :

The purpose of this Project Plan is to present the detail required to successfully execute and control the project, facilitate communication among project stakeholders, and document approved schedule baselines. The project plan is a living document and is expected to change over time as more information about the project becomes available.

DoIT's Project Management Improvement Project emerged as a result ofDoIT Executive Leadership's commitment to improving DoIT processes andprocedures by developing project management standards. A task force wasformed to lead the project. The project delivered a Project ManagementFramework via a Web tool called Project Management Advisor (PMA), whichincludes many components of the framework as well as templates andexamples of project management deliverables to be used at DoIT.

The project plan was developed based upon certain key assumptions. Any changes to these assumptions may impact the project schedule, projected costs, the project scope and/or the project quality

The scope of the project includes:

Developing and continuously refining a rollout strategy for project management improvements

Coordinating phased development and implementation of a project management framework and supporting tools

Coordinating efforts to improve project management competencies and behaviours at DoIT

Measuring usage and improvements in DoIT’s project management practices.

Project management is a method used to organize tasks; it uses astructured framework to help a group work productively. We usecertain tools to track progress relative to plan and to furtheraid in task sequencing, resource allocation and scheduling.

As project management student we are putting what we learned intopractice by outlining the details of the first two phases ofproject management:

1. Defining Phase2. Planning Phase

In the next two phases, executing and delivering, involves defining veryimportant process/tools to be carried out to successfully complete theproject. In short, the following are outlined in the report during theexecution and delivery phase of the project management frameworkaccording to PMBOK framework.

Status reports Changes management Quality management and Forecasts

In the Delivery phase of the project worked using different processesfor example

Training the customers Transferring the documents Releasing staff and resources Lesson learned

Introduction:

The purpose of this Project Plan is to present the detail required to successfully execute and control the project, facilitate communication among project stakeholders, and document approved schedule baselines. The project plan is a living document and is expected to change over time as more information about the project becomes available.

The project plan was developed based upon certain key assumptions as noted in the Project Charter. Any changes to these assumptions may impact the project schedule, projected costs, the project scope and/or the project quality

Project Description:

The Project Management Improvement project is an initiative of process improvement efforts at DoIT, which is sanctioned by DoIT executive management through “Project Management at DoIT – A Social Contract.”

This project will produce tangible products and will initiate actions toimprove project management practices at DoIT. The following are some anticipated benefits of the project management improvement initiative:

Greater customer satisfaction with the quality of DoIT’s products and services

Increased expertise and consistency in project management practices throughout the organization

Better understanding on the part of stakeholders regarding a specific project’s status and how a project is being managed.

Enhanced communication and participation among project stakeholders and team members

Greater management control of DoIT budget, timeline, and staff resource allocations

Ability to measure continuous improvement of project management processes and practices through the establishment of baseline data

The Project Management Framework:

1- Project Definition Phase:

1.1 Project Goals

Goal 1: Continuously improve DoIT’s organizational competency in all components of project management, thereby satisfying our customers with high quality products and services delivered on time, within budget, according to customer requirements

Goal 2: Establish and implement mechanisms for continuous improvement of project management competencies, providing for measurable improvements in the near and long term

Goal 3: Model exemplary behaviour in project management by conducting ourselves openly, honestly, respectfully, with integrity and civility

1.2 Project Deliverables

Key deliverables for this project are:

Deliverable DescriptionPhase 1Approved Project Charter Describes purpose, boundaries,

deliverables and high-level timelines, cost and roles

Approved Project Plan Includes baseline project schedules, budget, staffing and control plans for communication, change , issue, risk, quality and procurement management

Project Management Framework v1.0 Describes the main stages and activities of project management. To be used as a guide.

Project Management Framework Delivery Tool v1.0

Web based performance management system to present framework to end users

Pilot Project using the Project Management Framework v1.0

Apply Framework to a real project and assess feedback for improvement

Phase IIApproved Project Charter See aboveApproved Project Plan See abovePilot Project using the Project Management Framework v1.0

Apply Framework to a real project and assess feedback for improvement

Project Management Framework v1.1 Revised Framework based on proposedimprovements from measuring and assessing pilot project use

Project Management Framework Delivery Tool v1.1

Revised Web based performance management system based on proposedimprovements from measuring and assessing pilot project use

Project Management Quality Management

Establish the measurements to be used to assess improvement of project management at DoIT

Phase III and ThereafterMeasures of Project Management Effectiveness

To continuously improve project management practices

1.3 - Specifications:

The following are the high-level Project Management Improvement functional specifications. Specifications that are in scope and out of scope of this project are noted.

Specifications/Requirements In Scope

Out of Scope

Framework

1- Define roles in the project, including those roles customer personnel will play

x

2- Enable collaborative communications and knowledge management tools

x

3- Ensure informed sponsorship, empowered project management and supportive line management

x

4- Ensure that project managers are well trained and followcertain minimum standard practices

x

5- Define project management processes x

6- Manage Scope x

7- Manage Requirements x

8- Manage Budget x

9- Manage Risk x

10- Manage Communication x

11- Manage Roles x

12- Improve Project Management tools13- Improving strategic DoIT Processes14- Define a common DoIT Vision and purpose for CBS

data.

x

1.4 Roles and Responsibilities:

Role Project Responsibility

Skills Required

FTEFY05-06

RecommendedSource

Key Stakeholders Project Empower n/a DoIT –

Sponsor team, resolve issues

Division Office

DoIT CIO Office

Promote project management,help solve conflicts

n/a

DoIT

DoIT Management

Empower project managers, enforce standard practices

n/a

DoIT

Project Team

Implement project plan tasks

ProjectManager

Lead team, report status

Project Mgmt 1.00 DoIT – Division Office

Core Team

Create deliverables, assure quality

Project mgt ,research and web writing skills

1.20 Various DoITdepartments

Review Team

Evaluate deliverables, promote use

Proj Mgmt 8.50 Project managers from variousDoIT departments

Team Advisors

Provide management guidance and expertise

.50 Various DoITdepartments

Total 11.35

1.5 Project Organization Chart:

The project organization chart is a graphical picture of the organization and reporting relationships of the project.

DoIT

CIO OfficeRound

DoIT Management

1.6 Project Stakeholders:

Name OrganizationProjectCustomer

Project ManagersCIO OfficeTech Directors

UW-Madison - Division of InformationTechnologyUW-Madison - Division of InformationTechnologyUW-Madison - Division of InformationTechnology

ProjectSponsor

Name2 – ProjectSponsor

UW-Madison - Division of InformationTechnology -Division Office

ProjectManager

Name1 – ProjectManager

UW-Madison - Division of InformationTechnology - Division Office

2- Project Planning phase:

2.1 Project Schedule

The project schedule includes milestones, task dependencies, task duration, delivery dates, and staff resources assigned to complete the tasks.

TechDirectors

ProjectSponsor

Application

Development and

AcademicTechnologySolutions

EnterpriseInternetServices

NetworkServices

UserServices

SystemEngineerin

g andOperations

DoIT Departments: Project

Operations

Directors

ProjectManager MTeam

Project Management Improvement Project – Phase 1

EffortEstimate in Days

Planned Start Date

Planned End Date

Resource

1 Initiate Project

1.1 Develop Project Charter

1.1.1 Define Scope4.00

06/01/05

06/08/05

Name1 - Project Manager, Core Team

1.1.2 Define Requirements 3.00

06/09/05

06/15/05

Name1 - Project Manager, Core Team

1.1.3 Identify High-Level Roles 0.25

06/16/05

06/17/05 Name1 - Project Manager

1.1.4 Develop High-Level Budget 1.00

06/16/05


1.1.5 Identify High-Level Control Strategies 0.50

06/21/05


1.1.6 Finalize Charterand Gain Approvals 2.00

06/21/05


1.1.6.4 Gain approvals0.50

06/29/05


2 Plan Project

2.1 Develop Work Plan

2.1.1 Develop Work Breakdown Structure 2.00

07/01/05


2.1.2 Develop Project 2.00 07/07/ 07/11/ Name1 - Project Manager

Project Management Improvement Project – Phase 1

EffortEstimate in Days

Planned Start Date

Planned End Date

Resource

Staffing Plan 05 05

2.1.3 Develop Project Schedule 3.00

07/12/05


2.1.4 Develop Project Budget 3.00

07/15/05


2.2 Develop Project Control Plan

2.2.1 Develop Communication Plan 1.50

07/15/05


2.3 Finalize ProjectPlan and Gain Approvals 5.00

07/22/05


3 Execute and Control Project

3.1 Design Framework

3.1.1 Define frameworkstages and activities 5.00

08/01/05

08/15/05

Name1 - Project Manager, core team

3.1.2 Design frameworkcontent formats 1.00

08/16/05

08/18/05 Name7, Name6

4 Close the Project

(Search.org, 2014)

2.2 Project Budget

The project budget describes cost and budget needed to complete the project tasks. It may include cost and budget for ongoing support afterproject completion.

The budget below provides the detail estimates for labour, material and other items for the duration of the project.

Line Item FY05-06 FY06-07Labor Mater

ialOther

FY Total

Labor Material

Other

FY Total

Phase I1. Initiate Project 1.1 Develop Project Charter

$8,600

$0 $8,600

$0 $0 $0 $0

2. Plan the Project 2.1 Develop WorkPlan 2.2 Develop Project Control Plan

$15,000

$0 $15,000

2,000 $0 $0 $2,000

2.3 Finalize Project Plan

$5,000

0 $5,000

$0 $0 $0 $0

3. Execute and Control Project 3.1 Design Framework

$5,000

$0 $5,000

3.2 Build Framework

$65,000

$0 $2000

$67,000

20,000

$0 $0 20000

3.3 Test the Framework

$30,000

$0 $0 $30,000

10,000

$0 $0 10000

3.4 Implement the Framework

$0 $0 $0 $0 $4,500

$0 $0 4500

4. Close the Project $0 $0 $0 $0 $5,000

$0 $0 5000

Total $261200

0 $2000

$130600

39500 $0 $0 39500

Total Project Budget$172,100

2.3 Staffing Plan (Resources)

The purpose of the staffing plan is to make certain the project has sufficient staff with the right skills and experience to ensure a successful project completion.

Role Project Responsibility

Skills Required

Number of Staff Required

Estimated Start Date

DurationRequired

FY05-06

Project Team

Project Manager

Lead team, report status

Project Management

1 7/1/05 6 months

Core Team Review deliverables, assure quality

Project Management

4 9/1/05 4 months

Content Developer

Create framework content

Research andweb writing skills

1 9/1/05 4 months

Web Designer Design web-based performance mgt tool

Web design, web writing skills

1 10/1/05 3 months

Web Developer

Build the web-basedperformance management tool

Web development

1 11/1/05 2 months

2.4- Work Breakdown Structure:

The work breakdown Structure (WBS) identifies the project’s tasks and provides a framework for organizing and managing the work.

(Projectmanagementdocs.com, 2014)

2.5- Risk Management Plan:

Risk areasThe most significant areas of risk for the Project ManagementImprovement project are potential challenges to the continued support ofDoIT’s senior management and availability of sufficient staff resourcesto complete the work. Of lesser significance is the possibility thatdevelopment of the project management framework will get bogged down bythe project team trying to perfect the outcomes, resulting in asacrifice of a broad, workable approach that can be used soon.

Critical stakeholder risk tolerances and thresholdsDoIT senior management, the project sponsors and the project managerhave expressed a high tolerance for the stated risk areas. All agreethat steady progress toward the improvement of project managementpractices at DoIT is important and any delays that might be caused bychallenges to staffing the project or perfectionism of the project teamare offset by a continued interest to make gradual improvements and aclear objective for the project to be managed toward that end.

Risk management objectivesThe risk management objectives for this project include:

Informal monitoring for the realization of noted risks Notification of key stakeholders if any realized risks will

cause delays Steady management of stakeholder expectations to keep the

project on track

Risk Risk Level

L/M/H

Likelihoodof Event

Mitigation Strategy

Project Size

Person Hours H: Over 20,000 Certainty Assigned Project Manager, engaged consultant, comprehensive project management approach and communications plan

Estimated Project Schedule

H: Over 12 months Certainty Created comprehensive project timeline with frequent baseline reviews

Team Size at Peak

H: Over 15 members

Certainty Comprehensive communications plan, frequent meetings, tight project management oversight

Number of Interfaces toExisting Systems Affected

H: Over 3 Certainty Develop interface control document immediately

Project Definition

Risk Risk Level

L/M/H

Likelihoodof Event

Mitigation Strategy

Narrow Knowledge Level of Users

M: Knowledgeable of user area only

Likely Assigned Project Manager(s)to assess global implications

(Search.org, 2014)

3. Project Execution Phase:

3.1 Status Reports:

3.1.1 Schedule

The schedule for Phase 1, as adjusted in the October 15th status report is firm and all tasks are on schedule, with one exception: it has been determined that the Project Management Advisor tool to deliver the framework via the Web can be completed for version 1.0 as part of Phase 1. The schedule for Phase 1 is adjusted below to include completion of version 1.0 of the tool.

The schedule for Phase 2 has been adjusted to reflect Phase 2 strategy revisions. Updates to the table below are shown in bold type.

Oct 15 – Nov 15, 2005Milestone/Task Start

DateEnd Date Revised

End Date% Complete

Phase 1 6/1/05 12/15/05

85%

Framework 6/1/05 11/1/05 12/15/05

95%

Tools 7/15/05 11/1/05 12/15/05

85%

Skills/Thinking

10/1/05 12/15/05

75%

Communication 10/1/05 12/15/05

75%

Phase 2 10/15/05 4/1/06 7/1/06Strategy & Plan

10/15/05 n/a 11/15/05

100%

Review & 11/15/05 n/a 12/15/0

Approval 5Framework 1/1/06 n/a 7/1/06Tools 1/1/06 n/a 7/1/06Skills/Thinking

1/1/06 n/a 7/1/06

Communication 1/1/06 n/a 7/1/06 3.1.2 Budget

The Phase 1 budget estimate is a revised estimate to include completion of the Framework, v1.0 review and refinement and the full Project Management Advisor, V1.0 delivery tool development, previously included in Phase 2. Phase 1 expenditures are within the budgeted amount.

Line Item

Current BaselineFyy-yy(A)

Actual to DateFyy-yy(B)

Estimate to Complete Fyy-yy(C)

Expected at End Fyy-yyD = (B + C)

Variance

E = (A - D)

Phase 1

$110,000 $103,000 $40,500 $143,500 ($33,500)

Phase 2

$100,000 - 0 - $143,000 $143,000 ($43,000)

The Phase 2 budget estimate is an adjusted estimate to reflect a revisedrollout strategy based on assessment of the Phase 1 content by the core team and the review team. This revised strategy indicated in the scope below is approved by the project sponsor. The associated budget is approved by the project sponsor and is ready for review by the AssociateCIO. Updates to the table below are shown in bold type.

3.2. Change Management Plan:

The main change management objective is to define at a high level thefactors to be used to control changes that occur after the projectbaseline has been established.

Anticipated change management challenges are minimal during Phase 3 ofthis project because the requirements are well-defined and there is aproven track-record from earlier phases of the project

The key project constraint is the budget allocation. Any adjustments toscope or quality will be managed to a fixed budget amount.

Key customer practices for managing change are the practices found inDoIT’s Project Management Advisor (PMA).

Change management practices for this project will follow the PMA, butwill be constrained to very limited documentation and administrativeprocesses because so few changes are anticipated

3.3-Quality Management Plan:

The main quality management objective is to deliver project managementproducts that meet the needs of the ultimate end-user – the projectmanager.

The key deliverables that need to meet quality standards are:

The Project Management Framework The Web-based Performance Management tool The Project Charter

The key project processes subject to project quality standards are:

The peer review. Project managers will review the Project ManagementFramework and the web-based performance management tool for design, content and usability.

The change management process used to manage change on the project.The main quality standards to be used on this project are:

The Project Management Framework Web usability standards and Information Mapping guidelines for the

web development.

3.5 Forecasts: Costs during the life of the Project

Cost Type FY05-06 TotalPhase I Labour $95,535 $95,535 Material $2000 $2000 Other $1,000 $1,000 SubTotal

$98,535 $98,535

Phase II Labour $100,000 $100,000 SubTotal

$100,000 $100,000

Total Budget $96, 535 $96, 535

4- Project Delivery Phase:

4.1 Train Customers:

Selected vendor shall provide extensive training to platform administrators, Engineering, Marketing department to highlight all platform features and option.

(Project Management, 2012)

Train the trainer also shall be included the Vendor’s training session to be able to conduct further training to sales channels and customer support centres during the go to launch plan.

4.2 Transfer documents:

1. Platform technical specification needs to be shared with IT, Engineering & Marketing department to make sure all platform specifications and features are documented.

2. Specification documents shall be uploaded through the internal sales portal to guide sales team to sell the service and have complete guideline on the service/product feature and specification.

4.3 Lesson Learned:

The following chart lists the lessons learned for the Project Management Improvement at DoIT project. These lessons are categorized by project knowledge area and descriptions, impacts, and recommendations are provided for consideration on similar future new construction projects. It is important to note that not only failures or shortcomings are included but successes as well.

(Projectmanagementdocs.com, 2014)

Bibliography:

Books: Project Management. 2012. Melbourne: Chifley Business School Project Management Body of Knowledge (PMBOK)

Reports: Sample Assignment

Websites:

Anon, (2014). [online] Available at: http://www.pma.doit.wisc.edu/...Examples/...%20Plan/Stage%203%20Plan%20... [Accessed 3 May. 2014].

Energy.gov, (2014). Sample Project Execution Plan | Department of Energy. [online] Available at: http://energy.gov/management/downloads/sample-project-execution-plan [Accessed 3 May. 2014].

Pma.doit.wisc.edu, (2014). PMA - Templates/Examples. [online] Available at: http://www.pma.doit.wisc.edu/templates.html [Accessed 3May. 2014].

Projectmanagementdocs.com, (2014). Lessons Learned Template. [online]Available at: http://www.projectmanagementdocs.com/project-closing-templates/lessons-learned.html [Accessed 4 May. 2014].

Projectmanagementdocs.com, (2014). Work Breakdown Structure Template (WBS). [online] Available at: http://www.projectmanagementdocs.com/project-planning-templates/work-breakdown-structure-wbs.html [Accessed 3 May. 2014].

Projectmanagementdocs.com. 2014. Free Project Management Templates - PMBOK Templates. [online] Available at: http://www.ProjectManagementDocs.com [Accessed: 14 Feb 2014].

Search.org, (2014). [online] Available at: http://www.search.org/files/doc/sample%20project%20plan.doc [Accessed3 May. 2014].

Search.org, (2014). [online] Available at: http://www.search.org/files/doc/sample%20project%20plan.doc [Accessed3 May. 2014].