Proposal

Title:
A Management Information System for ABC Pvt Ltd

Rationale:
ABC Pvt Ltd is one of the leading business organizations into importing vehicle spare parts and retailing in Sri Lanka local market.
An average annual sales volume of the organization is worth around 250 million rupees and there are nearly 75 branches landside.

During the past few moths, it has been noted that there are lot of inaccurate decisions have been made hence dissatisfied customer.
Further investigation on the matter revealed that the problem for this is due to lack of up to date business information and
inconsistency of information.

As a solution for the problem, senior management has proposed an automated Management Information System for the organization.
With the MIS, it will enable organization divisions to access up to date and accurate data enterprise wide hence smarter and faster
decision making. Properly managing decision making system is essential to the success of every dealership. MIS provides information
to efficiently manage the flow of materials, effectively utilize people and equipment, coordinate internal activities and communicate
with customers.

Description:
Aim
To introduce an automated Management Information System to integrate all the business divisions and branches and to enable
centralized decision making system for the organization.

Objectives
- improve the level of accuracy of information
- faster decision making
Schedule:
Work breakdown structure (WBS)

Task No Task list Duration Budget (Rs)

T1 Conduct a feasibility study 2 weeks 25,000

T2 Vendor Selection and price negotiation 3 weeks 18,000
T3 Sign off SOW (Statement of work) 1 week 4,000
T4 Complete all legal documents 2 weeks 36,000
T5 Discussed and agreed out source strategy 2 weeks 15,000
T6 Kick-off discussion with vendor 1 day 5,000
T7 Project progress discussion - first 3 days 15,000
T8 Project progress discussion - second 3 days 15,000
T9 Project progress discussion - third 3 days 15,000
T10 Project progress discussion -fourth 3 days 15,000
T11 Project progress discussion -fifth 3 days 15,000
T12 User acceptance validation 2 weeks 45,000
T13 System implementation/deployment 2 weeks 35,000
T14 Employee training 3 weeks 50,000
T15 Negotiating maintenance agreement 1 week 5,000
T16 Closing legal contract with vendor 3 days 5,000
T17 Test run of the new system 2 weeks 25,000

Special Notes
1. T2 – 3 weeks and 18,000/= allocated for this task. This includes “vendor screening”, “call for quotations”, “processing and
evaluating vendors”, etc.
2. T6 – 1 day and 5,000/= allocated for this task. This includes “refreshment charges for vendor”
3. T7, T8, T9, T10, and T11 – these tasks are for monitoring vendor progress on developing the MIS system. All these meeting
will take place in “PQR conference room”. This also includes charges for reserving conference rooms.
4. T14 – vendors will visit our place for this training. There will be 120 participants from all the branches in this training.
5. T17 – all 120 participants will involve in the test run.
Schedule dates:

Task name Planned start Planned Remarks

date finish date
Conduct a feasibility study 1 April 2011 10 April 2011
Vendor Selection and price negotiation 11 April 2011 30 April 2011
Sign off SOW (Statement of work) 1 May 2011 5 May 2011
Complete all legal documents 6 May 2011 16 May 2011
Discussed and agreed out source 1 May 2011 10 May 2011 This can be done parallel to T3 task
strategy
Kick-off discussion with vendor 17 May 2011 18 May 2011
Project progress discussion - first 20 June 2011 23 June 2011 This is the first meeting with vendor for the progress
review.
Project progress discussion - second 20 July 2011 23 July 2011 This is the second meeting with vendor for the progress
review.
Project progress discussion - third 20 Aug 2011 23 Aug 2011 This is the third meeting with vendor for the progress
review.
Project progress discussion -fourth 20 Sep 2011 23 Sep 2011 This is the fourth meeting with vendor for the progress
review.
Project progress discussion -fifth 20 Oct 2011 23 Oct 2011 This is the fifth meeting with vendor for the progress
review.
User acceptance validation 30 Oct 2011 10 Nov 2011
System implementation/deployment 11 Nov 2011 20 Nov 2011
Employee training 21 Nov 2011 5 Dec 2011
Negotiating maintenance agreement 6 Dec 2011 10 Dec 2011
Closing legal contract with vendor 11 Dec 2011 14 Dec 2011
Test run of the new system 15 Dec 2011 30 Dec 2011

Target project duration : 9 months (Start: 1 April 2011, End 30 Dec 2011)
Target Budget : Rs 343,000/= (Please note that this budget does not include payment for the vendor)

Major milestone: Deliverable

 Feasibility report ready : 10 April 2011 Deliverable: Feasibility report
Sign off SOW : 5 May 2011 Deliverable: Agreed statement of work
Kick off discussion with Vendor : 18 March 2011
Project progress discussion – first : 23 June 2011 Deliverable: Vendor progress report
Project progress discussion – second : 23 July 2011 Deliverable: Vendor progress report
Project progress discussion – third : 23 Aug 2011 Deliverable: Vendor progress report
Project progress discussion – fourth : 23 Sep 2011 Deliverable: Vendor progress report
Project progress discussion – fifth : 23 Oct 2011 Deliverable: Vendor progress report
System implementation/deployment : 20 Nov 2011 Deliverable: MIS system implemented at our end.

Resource required:
Need new hardware including PCs, network support and Internet for setting up infrastructure to install the software. Exact break down
of the hardware requirement is not included here.

References:
- Company annual report
- Vendor information
- Finding for MIS