Project Management Scope

Question: Write an essay on Project Management. Answer: Project management is the way to innovation and creation of the team work. In simple words, it is the process to initiate, plan and execute the team work to achieve the specific target so that an organization can meet with success. First of all, we need to create the project manual including time, scope, budget and the quality. The primary object of the project management is to sustain the entire goal within the given time-frame. The project management is the strategy which is used to develop a product or the service to meet with the success. Project management is the phase to planning about the whole project before implementing. During the second phase of the project, it is very challenging to allocate the right input to achieve the targeted output. There are various repetitive and permanent activities to implement the project. Technical skills and management strategies are equally important to implement a project. 2. Scope management plan Scope The project deals in illustrating a scope management plan for upgrading the information system of the school such that to direct the efforts on the implementation of the new system. The project deals in providing IT solutions to the school related to the administrative and financial system in order to cope up with the workload. The project also incorporates the planning of the IT system by incorporating the strategic approach such that to develop the information system to meet the mission, vision and strategic plan for the school. Deliverables Outline Number Task Name 1 Implementation of IT information system in Willow Brook School 1.1 Accounting information system 1.1.1 connecing with payment gateway 1.1.2 payroll of staff 1.1.3 cost management 1.1.4 charitable accounting 1.1.5 student's payments system 1.2 online website 1.2.1 purchasing portal 1.2.2 payment gateway 1.2.3 accessibility for the students and the mmbers 1.2.4 connecting with lib. database 1.2.5 friendly GUI 1.3 Administrative information system 1.3.1 human resource system 1.3.2 studnet aupport ssytem 1.3.3 after-care program 1.3.4 attendance system 1.4 Transport system 1.4.1 student address 1.4.2 time of arrival and departure 1.4.3 direction of roads 1.5 library data base 1.5.1 student details 1.5.2 teacher details 1.5.3 Employee details 1.6 student information system 1.6.1 admission 1.6.2 enrollment of the student Table 1: Project deliverables for IT system upgrade Source: Created by author 3. Scope Verification The project inmcorporates the illustration of the scope management process relating to the development of the new IT system in the school. It also incorporates the change request form to determine the level of changes in the IT system of the school whhc is required to be approved. The project includes the description of the WBS and Gannt chart related to the project schedule for the IT project. The project also includes the time phased project to estimate the costs involved with the implementation of the project. The project also includes the risk management plan for mitigating the risks involved with the project. 4. Change Request Form The form is divided into three sections including the individual submitting, stundt submitting and the submittance by the sponsors of the project related to the development of IT information system for the school. The fourth part is intended for the use of the Change Control Board for documentingbthe final decision relating to the request change. 1.) SUBMITTER Individual Change Request [CR001] Type of Change Request Enhancement Project/Program/Initiative Imrpoving the IT infrastructure of the system in school in order to get standard service Brief Description of Request Upgradation of the administration and financial system Date Submitted [05/19/2016] Priority Low Medium High Mandatory Reason for Change The amount of the time being spent in copying the information from one place to another has bevome quite hectic with the traditional use of the spreadsheets and word document. Thus, a proper IT infrastructure is required to ease the situation. Approval Signature [Approval Signature] Date Signed [05/19/2016] 2.) SUBMITTER Student Change Request [CR002] Type of Change Request Enhancement Project/Program/Initiative Imrpoving the IT infrastructure of the system in school in order to get standard service Brief Description of Request Providing the students with the exposure to the latest technology including the lastest iPads instead of the traditional tablets such that to increase the performance level of education. Date Submitted [05/19/2016] Priority Low Medium High Mandatory Reason for Change The administrative assistant is feeling the strain of the increased workload associated with the rapid growth in the student population Approval Signature [Approval Signature] Date Signed [05/19/2016] 3.) SUBMITTER Sponsor CR# [CR003] Type of CR Enhancement Project/Program/Initiative Imrpoving the IT infrastructure of the system in school in order to get standard service Brief Description of Request Upgradation of the administration and financial system of the school Date Submitted [05/19/2016] Priority Low Medium High Mandatory Reason for Change An information system is necessary to cope with the growing administrative workload Approval Signature [Approval Signature] Date Signed [05/19/2016] 4.) CHANGE CONTROL BOARD DECISION Decision Approved Approved with Conditions Rejected More Info Decision Date [05/19/2016] Approval Signature [Approval Signature] Date Signed [05/19/2016] Table 2: Change request form for the project Source: Created by author 5. WBS Projcet Schedule Outline Number Task Name Duration Start Finish Predecessors Resource Names 1 Implementation of IT information system in Willow Brook School 73 days Thu 5/19/16 Mon 8/29/16 1.1 Accounting information system 13 days Thu 5/19/16 Mon 6/6/16 1.1.1 connecing with payment gateway 1 wk Thu 5/19/16 Wed 5/25/16 Victoria,Michelle 1.1.2 payroll of staff 2 days Thu 5/26/16 Fri 5/27/16 3 Victoria,Michelle 1.1.3 cost management 2 days Mon 5/30/16 Tue 5/31/16 4 Victoria,Michelle 1.1.4 charitable accounting 2 days Wed 6/1/16 Thu 6/2/16 5 Victoria,Michelle 1.1.5 student's payments system 2 days Fri 6/3/16 Mon 6/6/16 6 Victoria,Michelle 1.2 online website 14 days Tue 6/7/16 Fri 6/24/16 1.2.1 purchasing portal 1 wk Tue 6/7/16 Mon 6/13/16 7 Victoria,Michelle 1.2.2 payment gateway 5 days Tue 6/14/16 Mon 6/20/16 9 Victoria,Michelle 1.2.3 accessibility for the students and the members 1 day Tue 6/21/16 Tue 6/21/16 10 Susan 1.2.4 connecting with lib. database 1 day Wed 6/22/16 Wed 6/22/16 11 Vitoria,Michelle 1.2.5 friendly GUI 2 days Thu 6/23/16 Fri 6/24/16 12 Vitoria,Michelle 1.3 Administrative information system 20 days Mon 6/27/16 Fri 7/22/16 1.3.1 human resource system 1 wk Mon 6/27/16 Fri 7/1/16 13 Michelle,Victoria 1.3.2 studnet aupport ssytem 5 days Mon 7/4/16 Fri 7/8/16 15 Michelle,Victoria 1.3.3 after-care program 5 days Mon 7/11/16 Fri 7/15/16 16 Susan 1.3.4 attendance system 5 days Mon 7/18/16 Fri 7/22/16 17 Michelle,Victoria 1.4 Transport system 12 days Mon 7/25/16 Tue 8/9/16 1.4.1 student address 2 days Mon 7/25/16 Tue 7/26/16 18 Susan 1.4.2 time of arrival and departure 5 days Wed 7/27/16 Tue 8/2/16 20 Susan 1.4.3 direction of roads 5 days Wed 8/3/16 Tue 8/9/16 21 Michelle,Victoria 1.5 library data base 6 days Wed 8/10/16 Wed 8/17/16 1.5.1 student details 2 days Wed 8/10/16 Thu 8/11/16 22 Susan 1.5.2 teacher details 2 days Fri 8/12/16 Mon 8/15/16 24 Susan 1.5.3 Employee details 2 days Tue 8/16/16 Wed 8/17/16 25 Susan 1.6 student information system 8 days Thu 8/18/16 Mon 8/29/16 1.6.1 admission 3 days Thu 8/18/16 Mon 8/22/16 26 Susan 1.6.2 enrollment of the student 5 days Tue 8/23/16 Mon 8/29/16 28 Susan Table 3: Projcet schedule for the IT project Source: Created by author 6. Gantt chart 7. RACI matrix Project Manager Design Engineer Training Supervisor Functional Manager Implementation Manager Identifying the Requirements A R C I R Designing the outline of the project A R I I C Developing the IT information system A R I I C Analyzing the designed system A R I I R Implementation A C C C R Conduction of Training A C R C 8. Histogram For Victoria: For Susan: For Michelle: 9. Budget The above budget shows the time based budget allocation of various expenses of the project of implementing the information system in the school. The main aspect of the budget has seen in the known element of the installation charges are almost more than the double that of the unknown portion of the installing the system. The total installation and material expenses of the project is $54100. However, the labour cost is not included in the implementation of the system. The labour charge has been segmented into two sections direct and indirect labour charges. The direct labour charge has no unknown portion. The direct labour will be required for 70 days of the entire project with a rate of $70 per day. Further, the rate of indirect labour is $50 per day. The known requirement of indirect labour is 80 man days while the requirement of unknown labour may reach 60 man days. The total indirect labour charge becomes $7000 for the project. The total budgeted cost of the project is $66210 for the entire project. Material budget duration of project in days cost of known element cost of unknown element total expenses Accounting information system 13.00 $ 6,800.00 $ 2,800.00 $ 9,600.00 online website 14.00 $ 2,900.00 $ 1,800.00 $ 4,700.00 Administrative information system 20.00 $ 8,500.00 $ 3,400.00 $ 11,900.00 Transport system 12.00 $ 5,400.00 $ 2,700.00 $ 8,100.00 library data base 6.00 $ 9,400.00 $ 3,600.00 $ 13,000.00 student information system 8.00 $ 4,500.00 $ 2,300.00 $ 6,800.00 Material cost 73 $ 37,500.00 $ 16,600.00 $ 54,100.00 Direct labour 73.00 5110 $ 5,110.00 indirect labour 40.00 4000 3000 $ 7,000.00 Total budgeted expenses $ 66,210.00 Table 5: Budget for the project Source: Created by author 10. Risk Register serial number risk description Types of risk risk impact likelihood risk mitigation process/overall effect on the project 1 Portal was not accessible externally Positive high high The risk may change the entire project as the outcome of the project will change. The risk mitigation process is to change the design of the project 2 failure of online payment gateway Positive very high high The overall impact on the outcome of the project is high. The main concern of online payment is to connect with maximum numbers of students as well as customers of toys 3 failure to connect with payroll system Positive moderate moderate The effect is moderate as seen in the impact and likelihood. However, the risk associated with the step may reduce the effective outcome of the project 4 non-integration of student support Negative low very high This risk does not reduce the efficiency of working as the overall effect on the project is negative Table 6: Risk register for the project Source: (Sadgrove, 2015). 11. Conclusion The project aims at illustrationing the scope management process relating to the development of the new IT system in the school. It also incorporates the change request form to determine the level of changes in the IT system of the school whhc is required to be approved. The project includes the description of the WBS and Gannt chart related to the project schedule for the IT project. The project also includes the time phased project to estimate the costs involved with the implementation of the project. The project also includes the risk management plan for mitigating the risks involved with the project. The project also incorporates the planning of the IT system by incorporating the strategic approach such that to develop the information system to meet the mission, vision and strategic plan for the school References Gido, J., Clements, J. (2014).Successful project management. Nelson Education. Kerzner, H. R. (2013).Project management: a systems approach to planning, scheduling, and controlling. John Wiley Sons. Leach, L. P. (2014).Critical chain project management. Artech House. Olson, D. (2014).Information systems project management. Business Expert Press. Rosemann, M., vom Brocke, J. (2015). The six core elements of business process management. InHandbook on Business Process Management 1(pp. 105-122). Springer Berlin Heidelberg.. Sadgrove, M. K. (2015).The complete guide to business risk management. Ashgate Publishing, Ltd.. Schwalbe, K. (2015).Information technology project management. Cengage Learning