TDB3173: IT PROJECT MANAGEMENT

January 2020 Semester

AROMA CAKE HOUSE

Arfa Farheen binti Mohd Am Jaid 24676

Priyaganessri a/p Surenthran 24578

Sam Daniel a/l Francis Xavier 24457
Vihashinii a/p Maniam 24570

CERTIFICATION OF ORIGINALITY (OC)

This is to certify, that the IT Project Management report submitted by (1) Arfa Farheen binti
Mohd Am Jaid, 24676; (2) Priyaganessri a/p Surenthran, 24578; (3) Sam Daniel a/l
Francis Xavier, 24457; (4) Vihashinii a/p Maniam, 24570 is the outcome of our
independent and original work. We have duly acknowledged all the sources from which the
ideas and extracts have been taken. The project is free from any plagiarism and has not been
submitted elsewhere for publication.

Sincerely,

Arfa Farheen binti Mohd Am Jaid

Priyaganessri a/p Surenthran

Sam Daniel a/l Francis Xavier

Vihashinii a/p Maniam

Date: 14 March 2020

TABLE OF CONTENTS
 NO. CONTENTS PAGE NUMBER
1. Business Case
2. Project Charter
3. Project Management Plan
3.1 Introduction/Overview
3.2 Project Organization
3.2.1 Organizational charts
3.2.2 Project responsibilities
3.3 Management & Technical Approaches
3.3.1 Project controls
3.3.2 Risk management
3.3.3 Project staffing
3.3.4 Technical processes
3.4 Scope Management Plan
3.4.1 WBS & related documents
3.4.2 Key deliverables
3.4.3 Quality expectation of deliverables
3.5 Schedule
3.5.1 Overall schedule
3.5.2 Detail schedule
3.5.3 Other related schedule information
3.6 Budget
3.6.1 Overall budget
3.6.2 Detail budget
3.6.3 Other budget
3.7 Prototype Screenshots/Interface Design
3.8 Appendix

BUSINESS CASE

1.0 Introduction/Background
VAPS’ main business objective is to provide advisory services to various companies
around the globe for world-class project management. We believe our organization can
streamline operations and increase sales by offering project management information on
our intranet platform, making some information and services available to current and
potential customers.

Aroma Cake House is a bakery that is situated in No. 18, Jalan Maju 1 Taman Maju,
31750, Seri Iskandar, Perak. The bakery sells pastries and desserts that varies from custom
made birthday cakes to breads.
2.0 Business Objective
Aroma Cake House’ strategic goals include continuing growth and profitability, like other
businesses. This project will support these goals by increasing visibility to current and
potential customers by allowing them to a virtual access of Aroma Cake House.

This project aims to:

1. Develop a user-friendly and attractive website. The language is English for
international users.
2. Provide full functionality of the large screen version and a specialized mobile version.
A responsive web design will fix the problem with zooming and scrolling.
3. Install tools that can provide detailed feedback regarding website visitors, how long the
website took to load, the device and browser used to visit the site and overall user
satisfaction level.
4. The content of the website is updated regularly and is compact.
5. Enable users to place orders easily, make online payments via banks or cash on
delivery and track orders after payment has been made.
3.0 Current Situation and Problem/Opportunity Statement
Besides having a physical store, Aroma Cake House also has an online presence at
http://aromacakehouse.weebly.com/. The primary use of the website is for customers to
know a little further about the business and view testimonials of their work online.
However, the current website was identified with several issues, namely:

1. The design of the current website was not attractive and was in a poor quality which
leads to a bad user experience as users will not feel engaged with the business due to
the feel and environment of the current website. Besides that, the language was
 exclusively in “Bahasa Malaysia” which makes it almost impossible for international
users to understand the content of the website.
2. The website was not mobile-friendly. There were problems faced while zooming in and
out of pictures and scrolling up and down the site when the user was accessing the
website via the mobile version.
3. The website did not have any kind of performance metrics to track the business’
progress, organic or paid reach, or customers’ habits and needs.
4. The website did not update frequently, and the content was outdated.
5. The website did not allow users to place an order easily, make online payments via
banks or cash on delivery and track their order after payment has been made.

Hence, we were hired to provide our expertise to create an entirely new website that is
attractive in design and of good quality, user friendly, fully equipped with tools that will
help in tracking the business and websites’ progresses and a website that is never outdated
in terms of content and style.
4.0 Critical Assumptions and Constraints
The new website must be a valuable asset for Aroma Cake House. The project needs to be
actively funded by current partners and customers, and it will pay for itself within one year
by reducing internal operating costs and creating new business. The new website will run
on existing hardware and software, and the technical support should be limited. It must be
easily accessible to partners and customers as well as safe from unauthorized users.
5.0 Analysis of Options and Recommendation
There are options for addressing this opportunity:
1. Do nothing. The business is doing fine and can continue to operate without this project.
2. Improve on the design and/or add in new elements to the existing website.
3. Design and implement an entirely new website with new and more complete
functionalities, using mostly existing hardware and software.

Based on discussion with stakeholders, we believe that option 3 would be the most
suitable.
6.0 Preliminary Project Requirements
The main features of the project include the following:
1. Register to log in as members.
2. Navigate easily through the website and its pages.
3. Place online orders easily.
4. Make online payments via banks or cash on delivery.
5. Track order after payment has been made.
7.0 Budget Estimate and Financial Analysis

8.0 Schedule Estimate

The sponsor would like to see the project completed within three months, but there is some
flexibility in the schedule. We also assume that the new system will have a useful life of at
least three years.
9.0 Potential Risks
This project carries several risks. The foremost risk is a lack of interest in the new website
by internal consultants and external clients. There are some technical risks in choosing the
type of software used to search the website, check security, process payments, and so on,
but the features of this website all use proven technologies. The main business risk is
investing the time and money into this project and not realizing the projected benefits.
10.0 Exhibits

PROJECT CHARTER

Project Title: Aroma Cake House

Project Start Date: Projected Finish Date:
Budget Information:
Project Manager:
Priyaganessri a/p Surenthran, (+60)12 937 2575, priyasurenthran@gmail.com
Project Objectives:
Aroma Cake House’ strategic goals include continuing growth and profitability, like other
businesses. This project will support these goals by increasing visibility to current and
potential customers by allowing them to a virtual access of Aroma Cake House.

This project aims to:

1. Develop a user-friendly and attractive website. The language is English for
international users.
2. Provide full functionality of the large screen version and a specialized mobile version.
A responsive web design will fix the problem with zooming and scrolling.
3. Install tools that can provide detailed feedback regarding website visitors, how long the
website took to load, the device and browser used to visit the site and overall user
satisfaction level.
4. The content of the website is updated regularly and is compact.
5. Enable users to place orders easily, make online payments via banks or cash on
delivery and track orders after payment has been made.
Main Project Success Criteria:
The project should pay for itself within one year of completion.
Approach:
1. Develop a survey to determine critical features of the new website and solicit input
from consultants and customers.
2. Review internal and external templates and examples of project management
documents.
3. Research software to provide security, manage user inputs, and facilitate other newly
added functionalities.
4. Develop the website using an iterative approach, soliciting a great deal of user
feedback.
5. Determine a way to measure the value of the website in terms of reduced costs and new
revenues, both during the project and one year after project completion.
ROLES AND RESPONSIBILITIES

Name Role Position Contact Information

 Kines a/l Kesavan Project Sponsor VAPS, CEO kkesavan@vaps.com

Priyaganessri a/p Project Manager VAPS, Manager psurenthran@vaps.com

Surenthran
Arfa Farheen binti Team Member VAPS, Senior ajaid@vaps.com
Mohd Am Jaid Consultant
Vihashinii a/p Team Member VAPS, vmaniam@vaps.com
Maniam Consultant
Sam Daniel a/l Team Member VAPS, sxavier@vaps.com
Francis Xavier Consultant
Yuveraaj a/l Advisor Client yuveraaj_veera@client1.com
Veerasingham representative
Ashvin Advisor Client ashvin_shiva@client2.com
Shivananthan representative
Sign off: (Signatures of all above stakeholders)
Comments: (Handwritten or typed comments from above stakeholders, if applicable)
“I strongly believe that this project will come out as successful as we envisioned it to be”
-Arfa Farheen binti Mohd Am Jaid

PROTOTYPE SCREENSHOTS/INTERFACE DESIGN

 Login/Signup
 Homepage
 “Our Shops”
 “Menus”

 “Shop”
 APPENDIX

Kick-off Meeting

[1 February 2020]

Project Name: Aroma Cake House

Meeting Objective: Get the project off to an effective start by introducing key stakeholders,
reviewing project goals, and discussing future plans.

Agenda:

 Introduction of attendees
 Review of the project background
 Review of project-related documents (i.e., business case, project charter)
 Discussion of project organizational structure
 Discussion of project scope, time, and cost goals
 Discussion of other important topics
 List of action items from meeting

Action Item Assigned To Due Date

Get client to sign off on project scope. Sam Daniel a/l 3 February 2020
Francis Xavier

Date and time of next meeting: 7 February 2020, 9:30 A.M.