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Sample Coursework ITPM
Sample Coursework ITPM
MANAGEMENT PLAN
TABLE OF CONTENT
PROJECT OVERVIEW
Business problem statement
Statement of work
3
3 3
PROJECT CHARTER
Project objectives
Project deliverables
3
3 3
PROJECT SCOPE
Project scope statement
Work breakdown structure
4
4 5
5
5 7
8 9
9 9
10
10 11 11 11 11
12 13
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14 22
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1.
1.1.
PROJECT OVERVIEW
Business problem statement
An international company with a large number of sales executives are working in many countries and have a need of contacting with the Head Ofce constantly. Current staff is using a wide range of smart phone models which is expensive, difcult to manage and do not prove the level of functionality needed by the company. 1.2. Statement of work
The need of only one smart phone model for every staff and manager is very necessary. Moreover, the new smart phone model must fully prove to be met the company needs and improve current sales executives productivity. It is also required to work in as much country as possible.
2.
2.1.
PROJECT CHARTER
Project objectives
The main objective of project is to apply a new smart phone model for 400 staff in the company. However, to become a successful project, project team must achieve following goals: 1. Project must be completed within 1 month from the start date 2. The new smart phone model must be fully tested and show it worth 3. Supporting staff efciency when problems occur 4. Completing project within budget 2.2. Project deliverables
These deliverables are expected: 1. Appropriate Weighted Scoring Model spreadsheet used select the smart phone model that meets company needs 2. A compatible smart phone model which meets company needs 3. Test plan, test results document that prove the new phone compatibility 4. Purchase chosen smart phone model for 400 staff
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5. Distributing the phone to every staff 6. Training staff to use the new smart phone efciency 7. Create guideline document (pdf, doc, video le...) 8. Evaluating the efciency of the new smart phone 9. Supporting services (including online technical support by email and warranty service)
3.
3.1.
PROJECT SCOPE
Project scope statement
This project will require the using of Weighted Scoring Model to select an alternative smart phone model for all staffs in the company. The Weighted Scoring Model have to provide at least 4 main factors and one of them is the Total Cost of Ownership in order to choose the best t smart phone model based on the company need. Project team must organize many brainstorming meetings to build the appropriate Weighted Scoring Model spreadsheet for smart phone selection. The spreadsheet need to include an visual graph that shows the best smart phone model. Seek and contact the smart phone seller that distribute the chosen phone for purchasing the phone for 400 staff. The smartphone seller must be reliable. Perform testing abilities of the chosen phone model to meet company requirements. The purpose of this is to guarantee the chosen phone meets company requirements. If the new phone does not meet company requirements, the process of selecting the phone is needed to be considered and re-worked. Purchase new smart phones for four hundred staff. This will be started whenever the chosen smart phone model has been proved to meet company requirements and approved by managers. Employ training agents if necessary and train staff how to use new phone model. Training agents may be hired from another company or current company staff if the company has appropriate employees that are compatible with training purpose. For reducing transportation time purpose as well as transportation cost, training agents will be hired at the Head Ofce or one of company branches and training location may be
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centralize or decentralize (via TV Conferences, Skype meeting...) based on the distances between branches. Purchased phones must be veried their status before they are handed to staff to make sure staff will receive a phone in good condition & high quality. Find a reliable transportation agent to ship purchased phone to every company branch and distribute smart phones to 400 staff at Head Ofce and branches and ensure phone is deliver to every staff. Conduct training courses. The purpose of this is to train staff how to use new phone model with the best efciency however before training courses could start, a clearly guideline, troubleshooting document of the phone (pdf, word document or video les) must be created by training agents. These resources will be use as a reference during the training or use to train new staff whenever they are employed. Build supporting team to support staff when the new phone model is applied. The supporting service must have a reasonable response time and effective. Collect feedbacks as well as comments from staff after new phone model is applied and used in the whole company in pilot time to evaluate the effectiveness of chosen phones. The project team must have responsibility to collect broken phones and send them to warranty service or have them repaired if they do not satisfy the warranty condition. However, project team does not have responsibility to guarantee every broken phone can be repaired. 3.2. Work breakdown structure
Following the project scope statement in section 4.1, the Work Breakdown Structure presented here represents all the work required to complete this project. Work Breakdown Structure and Work Breakdown Structure Dictionary are provided in Appendix A, Appendix B.
4.
4.1.
Project schedules will be created using MS Project 2007 starting with the deliverables identied in the projects Work Breakdown Structure (WBS). Activity denition will
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identify the specic work packages which must be performed to complete each deliverable. Activity sequencing will be used to determine the order of work packages and assign relationships between project activities. Activity duration estimating will be used to calculate the number of work periods required to complete work packages. Resource estimating will be used to assign resources to work packages in order to complete schedule development. Once a preliminary schedule has been developed, it will be reviewed by the project team and any resources tentatively assigned to project tasks. The project team and resources must agree to the proposed work package assignments, durations, and schedule. The following will be milestones for project schedule: Work Breakdown Structure and Work Breakdown Structure Dictionary completion Approval for roles and responsibilities Requirements approval Project kick-off Project implementation Acceptance of deliverables
The project team have responsibility for participating in work package denition, sequencing, and duration and resource estimating. The board executives will participate in reviews of proposed schedule and approve nal schedule before it is applied. The project schedule will be weekly updated by project manager as necessary based on daily and weekly report provided by task owners. Team members is responsible for sending daily report through email to project manager. The status report should contain following informations: task name, estimated start date, estimated end date, actual start date, actual end date, delay reason if necessary, completion percentages.
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4.2.
Task
Schedule
Dura(on 6
days
12
hours 4
days 4h 4h 2
days 2
days 4h 4h 1
day
12
hours 4h 4h 2
days
12
hours 1
day
12
hours 4h 13
days 2
days 1
day 4h 4h 13
days 5
days 1
day 3
days 3
days 4h 6
days
12
hours 1
day 1
day 1
day 1
day 1
day 1
day 1
day 1
day 2
days Phone
characteris(c
selec(on Dene
Ini:al
phone
characteris:cs Create
excel-based
survey Do
phone
characteris:cs
survey Collect
&
Summarize
surveys Finalize
phone
characteris:cs Review
&
Approve
nal
characteris:c
list Weighted
Scoring
Model Test
Weighted
Scoring
Model Correct
Weighted
Scoring
Model Phone
model
selec(on Select
phone
models
to
evaluate Approve
selected
phone
models Start
date Wed
11/9/11 Wed
11/9/11 Wed
11/9/11 Wed
11/9/11 Thu
11/10/11 Thu
11/10/11 Mon
11/14/11 Mon
11/14/11 Tue
11/15/11 Tue
11/15/11 Tue
11/15/11 Wed
11/16/11 Tue
11/15/11 Tue
11/15/11 Wed
11/16/11 Thu
11/17/11 Wed
11/9/11 Thu
11/17/11 Thu
11/17/11 Fri
11/18/11 Mon
11/21/11 Wed
11/9/11 Wed
11/9/11 Mon
11/21/11 Tue
11/22/11 Tue
11/22/11 Fri
11/25/11 Mon
11/21/11 Mon
11/21/11 Mon
11/28/11 Tue
11/29/11 Fri
11/18/11 Mon
11/21/11 Tue
11/22/11 Wed
11/30/11 Wed
11/30/11 Thu
12/1/11 End
date Thu
11/17/11 Mon
11/14/11 Wed
11/9/11 Wed
11/9/11 Fri
11/11/11 Fri
11/11/11 Mon
11/14/11 Mon
11/14/11 Wed
11/16/11 Tue
11/15/11 Tue
11/15/11 Wed
11/16/11 Thu
11/17/11 Wed
11/16/11 Wed
11/16/11 Thu
11/17/11 Fri
11/25/11 Mon
11/21/11 Fri
11/18/11 Fri
11/18/11 Mon
11/21/11 Fri
11/25/11 Tue
11/15/11 Tue
11/22/11 Fri
11/25/11 Fri
11/25/11 Fri
11/25/11 Wed
12/7/11 Tue
11/29/11 Tue
11/22/11 Mon
11/28/11 Tue
11/29/11 Mon
12/5/11 Mon
11/21/11 Tue
11/22/11 Wed
11/23/11 Wed
11/30/11 Wed
11/30/11 Fri
12/2/11
Smartphone selec(on
Apply selected phone models to Weighted Scoring 4h Model Pre-evalua(on Smartphone contractor selec:on Find smartphone contractor Approve smartphone contractor Contact smartphone contractor Compa:bility tes:ng Create test documents Purchase test phones Perform tes:ng Review & evaluate test results Approve tested phone models Distribu(on Purchase smartphone Nego:ate smartphone contract Sign-o contract & payment Wait to receive phones Phone delivery Find transporta:on contractor Approve transporta:on contractor Contact Shipping Contractor Verify phone condi:on Packing phone packages Ship phones to branches
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Distribute phones to sta Training Iden:fy training sta skills Employ traning sta Create training document Setup training room Do Training sessions Post implementa(on Prepare support sta & infrastructure Pilot :me Support Review & Evaluate new phone model
1 day 8 days 1 day 2 days 2 days 1 day 12 hours 2 days 12 days 1 day 1w 1w 2 days
Mon 12/5/11 Mon 11/28/11 Mon 11/28/11 Tue 11/29/11 Thu 12/1/11 Thu 12/1/11 Tue 12/6/11 Thu 12/1/11 Thu 12/1/11 Thu 12/8/11 Thu 12/8/11 Thu 12/15/11
Mon 12/5/11 Wed 12/7/11 Mon 11/28/11 Wed 11/30/11 Fri 12/2/11 Fri 12/2/11 Wed 12/7/11 Fri 12/16/11 Thu 12/1/11 Wed 12/14/11 Wed 12/14/11 Fri 12/16/11
The detail project schedule including resources, network diagram, gantt chart, time slack is available in <Project schedule.mpp>
5.
The Project Manager will be responsible for managing and reporting on the projects cost throughout the duration of the project. During the monthly project status meeting, the Project Manager will meet with management to present and review the projects cost performance for the preceding month. Performance will be measured using earned value. The Project Manager is responsible for accounting for cost deviations and presenting the board executives with options for getting the project back on budget. The board executives has the authority to make changes to the project to bring it back within budget If the project cost overrun, a Cost Variance Corrective Action Plan is required. The Project Manager will present the board executives with options for corrective actions within ve business days from when the cost variance is rst reported. Within three business days from when the board executives selects a corrective action option, the Project Manager will present the board executives with a formal Cost Variance Corrective Action Plan. The Cost Variance Corrective Action Plan will detail the actions necessary to bring the project back within budget and the means by which the effectiveness of the actions in the plan will be measured. Upon acceptance of the Cost Variance Corrective Action Plan it will become a part of the project plan and the project will be updated to reect the corrective actions Below is the estimated budget for this project:
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Items Smartphone Project team members Training Staff Project manager Transportation Reserves (20% of total estimate) Total
Units/Hrs. Cost/Unit/Hrs. 404 988 288 64 3 $500 $30 $25 $40 $500
6.
6.1.
For this project the project staff consist entirely of internal resources. However, because of training staff must have good knowledge about chosen phone model, these staff can be employed or outsourced. The Project Manager will negotiate with functional and department managers in order to identify and assign resources. All resources must be approved by the appropriate functional/department manager before the resource may begin any project work. The project team will be co-located for this project and all resources will remain in same workspace. The project will last for 4 weeks and all assigned resources will work with a hundred percentage of their workload within the project. 6.2. Roles and Responsibilities
The roles and responsibilities for this project are essential to project success. All team members must clearly understand their roles and responsibilities in order to successfully perform their portion of the project. For this project the following project team roles and responsibilities have been established Project Manager (PM) (1 position): responsible for the overall success of the project. The project manager must authorize and approve all project expenditures. The project manager will be also responsible for reporting project status, evaluating the
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performance of all project team members and communicate their performance to functional managers. Project manager must possess following skills: leadership/ management, budgeting, scheduling and effective communication. Project team member (TM) (8 position): responsible for completing all assigned activities dened in project schedule. The project team members must have following skills: acceptable smartphone knowledge, good English. Sales executive member (SM) (4 position): responsible for analyzing the characteristics of the new smartphone model that will be applied in the whole company. Sales executive member is also responsible for testing and evaluating the usability, functionality of new phone model. These members should be a real sales executives who have been working for company for many years in order to guarantee the compatibility of chosen phone model. Training Staff (TS) (4 position): responsible for training all staff how to use new phone model effectively. The training staff is also responsible for all problems occurring after the new phone model is applied. Training staff must have following skills: effective communication, good English, deep knowledge about the chosen phone model.
7.
7.1.
The top high probability and high impact risks to this project are: Cannot distribute phones to every branch because import/export law Due to import/export law is different in many countries, the phones cannot be distributed to some branches. To prevent this risk, the process of ordering phones may took place in every branches. Delay in purchasing phone Due to a manufacturers production backlog, the number of needed phones are not available for distributing to staff causing a delay in the project schedule. The project team will mitigate this risk by contact other smartphone vendors to order fulll the number of smartphones The alternative phone model does not actual t company requirements Due to subjective thinking in the process of choosing phone models to apply to Weighted Scoring Model, the chosen phone model may not be actually satisfy
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company needs. To overcome this risk, the project team can do a survey in the whole company to get ideas about the phone models used to apply to Weighted Scoring Model. 7.2. Risk Management Approach
For this project, the project team will identify, score, and rank the various risks through project risk assessment meeting. The most likely and highest impact risks were added to the project schedule to ensure that the assigned risk managers take the necessary steps to implement the mitigation response at the appropriate time during the schedule. Risk managers will report their status updates on their assigned risks in the weekly meeting. Upon project completion, the project manager will analyze each risk as well as the risk management process to identify improvements that can be made for future projects. These improvements will be captured as part of lessons learned knowledge base. 7.3. Risk Identication
The risk identication will be conducted in the initial project risk assessment meeting. The project team will use the mind mapping technique to identify risk. The project manager will provide some initial risk categories and ask each team member the risk they can identify for each category to detect as many risks as possible. The project manager will also reviewed the history of similar projects to determine the most common risks to mitigate those risks. 7.4. Risk Qualication and Prioritization
In order to identify the impact of each risk to the project as well as its priority, a probability and impact factor must be assigned to each risk. This action allow the project manager to prioritize risks based on the effect they may have on the project. This requires an impact matrix must be created to show the risks which are more likely to occur and have a signicant effect on the project. 7.5. Risk Monitoring
The most likely and greatest impact risks will be added to the project plan to ensure that they are monitored during the time the project is exposed to each risk. At the appropriate time in the project schedule a Risk Manager is assigned to each risk. During the bi-weekly project team meeting the Risk Manager for each risk will discuss the status of that risk; however, only risks which fall in the current time period will be
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discussed. Risk monitoring will be a continuous process throughout the life of this project. As risks approach on the project schedule the project manager will ensure that the appropriate risk manager provides the necessary status updates which include the risk status, identication of trigger conditions, and the documentation of the results of the risk response.
8.
The project manager is responsible for ensuring effective communications on this project. The communications requirements are provided in Communication Matrix presented in Appendix C in this document. The Communication Matrix will be used as a guide for what information to communicate, who is to do the communication, when communication is took place and to whom to communicate. The following table presents contact information of all persons identied in this project. The project manager is responsible for updating the information in this table upon any changes. Project members will use this table to nd information quickly Role Project manager Project Stakeholders Project team Project team Board Executives Team member 1 Team member 2 member1@gmail.com member2@gmail.com xxxxxxxxxxx xxxxxxxxxxx Name PM Email pm@gmail.com Phone xxxxxxxxxxx
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9.
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10.
1.1 Phone characteristic selection This work package produce a list of phone characteristic that t company requirements
1.1.1 Dene initial phone characteristics Produce a list of phone characteristics that the phone model need to have. The project team may conduct one or more brainstorming meeting to complete the list
1.1.2 Create excel-based survey Create an excel spreadsheet survey that will include all the phone characteristics provided in WBS 1.1.1 to get opinion from all staff in the company. The produced spreadsheet only need to have ability to let staff check on the phone characteristics that they think will help them in their daily task
1.1.3 Do phone characteristics survey Send the excel-based survey to every staff to get their opinion via email
1.1.4 Collect & Summarize surveys Collect phone characteristics survey from staff and organize characteristics in descending order of the most chosen characteristic
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1.1.5 Finalize phone characteristics Use the work package produced in WBS 1.1.4 to output an excel le which contains a nal list of phone characteristic. This list should include at least 4 factor and 4 characteristics for each factor. For each factor and its characteristic, the project team must provide a weight number for each item (the range can be from 1 to 10) based on the number of times it was chosen
1.1.6 Review & Approve nal characteristic list The project manager and board executives review the content of nal characteristic list to prevent mistake and have it approved before the list is used
1.2 Weighted Scoring Model At this stage, the project team members will build a Weighted Scoring Model spreadsheet based on approved phone characteristic list produced at WBS 1.1.6
1.2.1 Create Weighted Scoring Model spreadsheet Project team members work together to create a Weighted Scoring Model to evaluate different smartphone models by using the characteristic list and weight of every item produced at WBS 1.1.6. The spreadsheet must have a visual look and provide a graphical chart showing the best phone model
1.2.2 Test Weighted Scoring Model For guarantee the quality of Weighted Scoring Model, the Weighted Scoring Model spreadsheet created at WBS 1.2.1 must be tested at this stage
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Description
1.3 Phone model selection Select the best smartphone model that meets company needs
1.3.1 Select phone models to evaluate The project team works with the project manager, board executives to choose at least 4 phone models to perform evaluate its usability, functionality
1.3.2 Apply selected phone models to Weighted Scoring Model Apply smartphone models chosen at WBS 1.3.1 to Weighted Scoring Model spreadsheet to perform analysis and evaluate theirs usability, functionality to meet company needs. Each model will be given a mark from 1 to 10 for every characteristic dened in Weighted Scoring Model. The Weighted Scoring Model must show the best smartphone model after all marks are declared
1.3.3 Approve selected phone model Project manager and board executives approve the phone model produced at WBS 1.3.2
2 Pre-evaluation Test the chosen smartphone model before it is applied in the whole company
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Description
2.1.1 Find smartphone contractor Project team members list all smartphone vendor and perform evaluation, analysis to choose a smartphone vendor
2.1.2 Approve smartphone contractor Project manager and board executives approve the selected smartphone vendor before any further activities can took place
2.1.3 Contact smartphone contractor Contact approved smartphone vendor to negotiate contract
2.2.1 Create test documents Create test case, test plan to perform testing
2.2.2 Purchase test phones Purchase a number of test phones to perform testing
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Description
Some of team members use the phone and track any problem in the test documents. The chosen team members should be the real sales executives in the project team to guarantee the quality of testing
2.2.4 Review & evaluate test results Collect test results to review and evaluate the abilities of the chosen phone
2.2.5 Approve tested phone model Project manager and board executives approve the test result
3.1 Purchase smartphone Purchase smartphone from selected smartphone vendor for 400 staff (including sales executives and manager)
3.1.1 Negotiate smartphone contract Project manager and board executives negotiate the contract with smartphone vendor to buy 400 smartphones
3.1.2 Sign-off contract & payment Sign-off the negotiated contract and pay money
WBS Code
3.1.3
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Wait to receive phone Wait to receive purchased phone from smartphone vendor
3.2.1 Find transportation contractor List all reliable transportation contractors and choose the best one to distribute phones to every branch
3.2.2 Approve transportation contractor Project manager and board executives review and approved selected transportation contractors
3.2.3 Contact Shipping Contractor Contact Shipping Contractor to negotiate transportation contract
3.2.4 Verify phone condition Verify the condition of received phone before distribute to staff. The phone status must be tracked on an excel spreadsheet
3.2.5 Packing phone packages Packing smartphones before send it to shipping vendor. The project team must count the number of staff of every branch and pack smartphone into appropriate packages
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3.2.6 Ship phone to branches Send phone packages to transportation contractor for shipping
3.2.7 Distribute phones to staff Hand phone to every staff. This activities must be done in every branches, the project team will establish a room to distribute the phone. Every staff will come to this room and sign-off before receive the phone
3.3 Training Training staff how to use new phone model effectively
3.3.1 Identify training staff skill Identify skills that training staff should have to perform training activity
3.3.2 Employ training staff Employ training staff or nd them in the company
3.3.3 Create training document Training staff create training document for using during training session. Moreover, these document will be use to train new staff whenever they are employed
3.3.4 Setup training room Booking room, prepare need infrastructures to perform training
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3.3.5 Do training sessions Training staff perform training sessions. This can be done through face-to-face meeting or TV Conference meeting to reduce cost and time. The project manager have responsibility to choose which is the best one
4.1 Prepare support staff & infrastructure Prepare needed resources and infrastructure to setup supporting service
4.2 Pilot time Collect feedbacks, comments from staff when new phone models have been used widely in the company
4.3 Support Provide supporting service to staff. This service must have a reasonable response time and good performance (solve all problems). Supporting service can be done via email, telephone
4.4 Review & evaluate new phone model Analyze feedbacks, comments from staff when they use the new phone model to evaluate its usability, functionality
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11.
Face to face
Weekly
PM
Meeting minute
Training session
As needed
Training staff
Face to face
Once
PM
Meeting minute
Face to face
Once
PM
Project team
Risk matrix
Daily
PM Team member
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