Project Management Plan EZ Rental

PROJECT MANAGEMENT PLAN

PROJECT MANAGEMENT PLAN

EZ RENTAL

ONE TECHNOLOGY SDH. BHD

2ND FLOOR, NO 33, JALAN YAP KWAN SENG,
50450 KUALA LUMPUR, MALAYSIA

PREPARED BY:

SITI NADIA BINTI RASID A149665

SITI ZURAIDAH BINTI MOHD RAMLI A149478
PUTERI NADIA BINTI AZIZUL HASSAN A150250
MOHD AFAA BIN AHMAD A150921

4 JUNE 2017
 Project Management Plan EZ Rental

Table of Contents
1.0 INTRODUCTION................................................................................................................2
2.0 PROJECT MANAGEMENT APPROACH.........................................................................3
3.0 PROJECT SCOPE................................................................................................................4
4.0 MILESTONE LIST..............................................................................................................4
5.0 SCHEDULE BASELINE AND WORK BREAKDOWN STRUCTURE...........................5
6.0 CHANGE MANAGEMENT PLAN....................................................................................6
7.0 COMMUNICATIONS MANAGEMENT PLAN................................................................7
8.0 COST MANAGEMENT PLAN.........................................................................................10
9.0 PROCUREMENT MANAGEMENT PLAN.....................................................................11
10.0 PROJECT SCOPE MANAGEMENT PLAN.....................................................................12
11.0 SCHEDULE MANAGEMENT PLAN..............................................................................12
12.0 QUALITY MANAGEMENT PLAN.................................................................................14
13.0 RISK MANAGEMENT PLAN..........................................................................................15
14.0 RISK REGISTER...............................................................................................................16
15.0 STAFFING MANAGEMENT PLAN................................................................................16
16.0 RESOURCE CALENDAR.................................................................................................17
17.0 COST BASELINE..............................................................................................................18
18.0 QUALITY BASELINE......................................................................................................20
SPONSOR ACCEPTANCE..........................................................................................................20
APPENDIX A................................................................................................................................22
APPENDIX B................................................................................................................................23
APPENDIX C................................................................................................................................24

1
 Project Management Plan EZ Rental

1.0 INTRODUCTION
SysTurn Software Sdn Bhd (STS) seeks a service provider to design, test, implement, and
manage the launch of their new car rental system which being named as EZ Rental. The vendor
will be provided with the necessary information to support that company’s daily operations and
management of the business and meet their requirement for the future. The history of the uses of
this car rent management is done manually by processing and documenting its business
operations, processes, and transaction in form of paper. In order to gain more customer, the new
business strategies being applied. The development of new car rental system as a new platform
allows good interactivity between users of this system and also provide user friendly system.

The One Technology Sdn Bhd (1Tech) understands the problems caused by inefficient
and outdated manual record in car rent management and believes that it can provide STS with the
most cost-effective solution. The new car rental system provide efficiency and upgradable
platforms which is more easy to use, backup and manage throughout the life of the service.
1Tech confident that it can provide consulting for STS problem with superior solution and
support in order to meet its long-term achievement.

The system will provide all the latest and advanced web-based technologies to create a
marketplace web site that is user friendly, simple to use, provides detailed information about
each car, track customer sales, and offer secure online payment gateway and customers
reservations online. Besides, STS also realizes that latest technologies can automate and
streamline many of its business processes making the business more profitable. In addition, it
will be an online solution for a car rental company that allows customers to make car
reservations virtually from anywhere. Different views are presented based on user credentials.
The projected outcome of implementing this application will minimize STS’s labour cost, errors,
increases their sale and efficiency. Common customers of car rentals include individual
members, business professionals or foreign travellers. Customers may also include insurance
representatives.

2
 Project Management Plan EZ Rental

2.0 PROJECT MANAGEMENT APPROACH

Siti Nadia binti Rasid as a project manager has the fully authority and responsibility for
managing and executing this project according to this Project Plan and its Subsidiary
Management Plans. The project team are assigned to work on the deliverables of the project.
This includes the senior programmers, system analysts, designers, system engineers, relations
coordinator, quality control/assurance group, technical writing group, and testing group. The
project manager will work with all resources to perform project planning. All project and
subsidiary management plans will be reviewed and approved by the project sponsor. Project
sponsor has the ultimate responsibility for seeing the intended benefits are realized to create the
value forecast in the business case. The project sponsor provides resources and secure budget,
facilitate change decisions, resolve issues, communicate with stakeholders from time to time and
guides the manager through operational decisions and business matter. All funding decisions will
also be made by the project sponsor. Any delegation of approval authority to the project manager
should be done in writing and be signed by both the project sponsor and project manager.

The project team will be a matrix in that team members from each organization continue
to report to their organizational management throughout the duration of the project. The project
manager is responsible for communicating with organizational managers on the progress and
performance of each project resource.

Table 1 EZ Rental the responsibility matrix

Project Sponsor Project Manager Project Team
Requirement Management Plan A C R
Requirement report I, A R R
Process Model R R R
Data Model R R R
Requirement Traceability Matrix R R R

3
 Project Management Plan EZ Rental

A - Approves the deliverable

R - Reviews the deliverable (and provides feedback).

C - Creates the deliverable

I - Provides input

3.0 PROJECT SCOPE

1Tech will pursue the waterfall methodology software development which includes analysis,
design, development and testing to ensure the project can successfully and efficiently finished
within the project timeline and cost. The waterfall model is a great fit for this type of project
because the requirements of car rental system are clear and a way to avoid modification and
rework as well. The scope of this project will also include all documentations, user manuals and
training aids in conjunction with the software. This project will consider complete when the
system and documentation package have successfully executed to STS. The EZ Rental project
will be performed fully insourced and there will be no outsourced.

1Tech will deliver an online system specifically designed for customer service, booking
management, invoice and report where they will cover to maintain fleet, track fleet maintenance
and track customer’s reservations. The system can be accessed by various levels which include
administrators, managers, general staffs and registered customers.

4.0 MILESTONE LIST

The below chart lists the major milestones for the EZ Rental Project. This chart is comprised
only of major project milestones such as completion of a project phase or gate review. There
may be smaller milestones which are not included on this chart but are included in the project
schedule and work breakdown structure (WBS). If there are any scheduling delays which may
impact a milestone or delivery date, the project manager must be notified immediately so
proactive measures may be taken to mitigate slips in dates. Any approved changes to these
milestones or dates will be communicated to the project team by the project manager.

4
 Project Management Plan EZ Rental

Table 2 Milestone of the project

Milestone Description Date
Complete Requirements All requirements for EZ Rental must be determined 16/03/17
Gathering to base design upon
Complete EZ Rental This is the theoretical design for the software and its 05/04/17
Design functionality
Complete EZ Rental All coding completed resulting in software prototype 11/105/17
Coding
Complete EZ Rental All functionality tested and all identified errors 19/05/17
Testing and Debugging corrected
Complete Transition of Completed software and documentation transitioned 31/05/17
EZ Rental to SysTurn to operations group to begin production
Software Sdn Bhd(STS)

5.0 SCHEDULE BASELINE AND WORK BREAKDOWN STRUCTURE

The EZ Rental Project is comprised of work packages which do not exceed 40 hours of work but
are at least 4 hours of work. Work packages were developed through close collaboration among
project team members and stakeholders with input from functional managers and research from
past projects.

The WBS Dictionary defines all work packages for the EZ Rental Project. These
definitions include all tasks, resources, and deliverables. Every work package in the WBS is
defined in the WBS Dictionary and will aid in resource planning, task completion and ensuring
deliverables meet project requirements.

The EZ Rental Project schedule was derived from the WBS and Project Charter with
input from all project team members. The schedule was completed, reviewed by the Project
Sponsor, and approved and base-lined. The schedule will be maintained as a MS Project Gantt
Chart by the EZ Rental Project Manager. Any proposed changes to the schedule will follow
1Tech’s change control process. If established boundary controls may be exceeded, a change
request will be submitted to the Project Manager. The Project Manager and team will determine
the impact of the change on the schedule, cost, resources, scope, and risks. If it is determined that

5
 Project Management Plan EZ Rental

the impacts will exceed the boundary conditions then the change will be forwarded to the Project
Sponsor for review and approval. The EZ Rental boundary conditions are:

CPI less than 0.8 or greater than 1.2

SPI less than 0.8 or greater than 1.2

If the change is approved by the Project Sponsor then it will be implemented by the
Project Manager who will update the schedule and all documentation and communicate the
change to all stakeholders in accordance with the Change Control Process.

The Project Schedule Baseline is provided in Appendix A and WBS will provide
Appendix B.

6.0 CHANGE MANAGEMENT PLAN

The following steps comprise 1Tech’s organization change control process for all projects and
will be utilized on the EZ Rental Project. Change control proses to enable project teams to
modify the scope of the project using specified controls and policies. Change can include
anything that would impact the project — time, budget, scope, all of which can impact quality.
The following table shows the details of STS’s organization change control process

6
 Project Management Plan EZ Rental

Table 3 Organization change control process

Step Role Detail
Identify the need for a Stakeholder Change requestor will submit a completed
change 1Tech change request form to the project
manager
Log change in the Project Manager The project manager will keep a log of all
change request register submitted change requests throughout the
project’s lifecycle.
Conduct an evaluation Project Manager, The project manager will conduct an evaluation
of the change Project Team, of the impact of the change to cost, risk,
Requestor schedule, and scope
Submit change request Project Manager The project manager will submit the change
to Change Control request and analysis to the CCB for review
Board (CCB)
Implement change Project Manager The CCB will discuss the proposed change and
decide whether or not it will be approved based
on all submitted information
If a change is approved by the CCB, the project
manager will update and re-baseline project
documentation as necessary as well as ensure
any changes are communicated to the team
and stakeholders

Any team member or stakeholder may submit a change request for the EZ Rental Project.
Project Sponsor will chair the CCB and any changes to project scope, cost, or schedule must
meet his approval. All change requests will be logged in the change control register by the
Project Manager and tracked through to completion whether approved or not.

7.0 COMMUNICATIONS MANAGEMENT PLAN

This Communications Management Plan sets the communications framework for this project. It
will serve as a guide for communications throughout the life of the project and will be updated as
communication requirements change. This plan identifies and defines the roles of EZ Rental
project team members as they pertain to communications. It also includes a communications
matrix which maps the communication requirements of this project, and communication conduct
for meetings and other forms of communication. A project team directory is also included to
provide contact information for all stakeholders directly involved in the project.

7
 Project Management Plan EZ Rental

The Project Manager will take the lead role in ensuring effective communications on this
project. The communications requirements are documented in the Communications Matrix
below. The Communications Matrix will be used as the guide for what information to
communicate, who is to do the communicating, when to communicate it, and to whom to
communicate. The following table identifies the communications requirements for this project.

Table 4 Communication matrix

Communication Description Frequency Format Participants/ Deliverable Owner
Type Distribution
Project
Introduce
In Sponsor, Meeting Project
Kickoff Meeting project to Once
Person Team and Minute Manager
project team
Stakeholders
Email Project
Weekly Status summary of Sponsor, Project
Weekly Email Status Report
Report project Team and Manager
status Stakeholders
Meeting to
review Updated
Weekly Project In Project
action Weekly Project Team Action
Team Meeting Person Manager
register and Register
status
Present
Project
metrics and Status and
Project Monthly In Sponsor, Project
status to Monthly Metric
Review (PMR) Person Team, and Manager
team and Presentation
Stakeholders
sponsor
Present
closeout of Project Phase
Project Gate project In Sponsor, completion Project
As Needed
Reviews phases and Person Team and report and Manager
kickoff next Stakeholders phase kickoff
phase
Review of
any
technical
Technical
Technical Design designs or In Project
As Needed Project Team Design
Review work Person Manager
Document
associated
with the
project

8
 Project Management Plan EZ Rental

The following table presents contact information for all persons identified in this
communications management plan. The email addresses and phone numbers in this table will be
used to communicate with these people.

Table 5 Contact information

Name Title E mail Office Phone Cell Phone
Tan Wee Liong Project Sponsor weeliong@gmail.com 03-223-0089 012-336-6523
Siti Nadia Binti
Project Manager nadia@onetech.com 03-255-8900 017-558-7722
Rasid
Puteri Nadia
Requirement
Binti Azizul puteri@onetech.com 03-255-7789 013-996-5577
Analyst
Hasan
Siti Zuraidah Senior
siti@onetech.com 03-255-6453 016-663-0087
Binti Ramli Programmer
Mohd Afaa Bin Testing
afaa@onetech.com 03-255-6457 014-764-2110
Ahmad Specialist

Communications Conduct:

Meetings:
The Project Manager will distribute a meeting agenda at least 2 days prior to any scheduled
meeting and all participants are expected to review the agenda prior to the meeting. During all
project meetings, the timekeeper will ensure that the group adheres to the times stated in the
agenda and the recorder will take all notes for distribution to the team upon completion of the
meeting. It is imperative that all participants arrive to each meeting on time and all cell phones
and blackberries should be turned off or set to vibrate mode to minimize distractions. Meeting
minutes will be distributed no later than 24 hours after each meeting is completed.

Email:
All email pertaining to the EZ Rental Project should be professional, free of errors, and provide
brief communication. Email should be distributed to the correct project participants in
accordance with the communication matrix above based on its content. All attachments should
be in one of the organization’s standard software suite programs and adhere to established
company formats. If the email is to bring an issue forward then it should discuss what the issue

9
 Project Management Plan EZ Rental

is, provide a brief background on the issue, and provide a recommendation to correct the issue.
The Project Manager should be included on any email pertaining to the EZ Rental Project.

Informal Communications:
While informal communication is a part of every project and is necessary for successful project
completion, any issues, concerns, or updates that arise from informal discussion between team
members must be communicated to the Project Manager so the appropriate action may be taken.

8.0 COST MANAGEMENT PLAN

The Project Manager will be responsible for managing and reporting on the project’s cost
throughout the duration of the project. The Project Manager will present and review the
project’s cost performance during the monthly project status meeting. Using earned value
calculations, the Project Manager is responsible for accounting for cost deviations and presenting
the Project Sponsor with options for getting the project back on budget. All budget authority and
decisions, to include budget changes, reside with the EZ Rental Project Sponsor.

For the EZ Rental project, control accounts will be created at the fourth level of the WBS
which is where all costs and performance will be managed and tracked. Financial performance
the EZ Rental Project will be measured through earned value calculations pertaining to the
project’s cost accounts. Work started on work packages will grant that work package with 50%
credit; whereas, the remaining 50% is credited upon completion of all work defined in that work
package. Costs may be rounded to the nearest dollar and work hours rounded to the nearest
whole hour.

Cost and Schedule Performance Index (CPI and SPI respectively) will be reported on a
monthly basis by the Project Manager to the Project Sponsor. Variances of 10% or +/- 0.1 in the
cost and schedule performance indexes will change the status of the cost to yellow or cautionary.
These will be reported and if it’s determined that there is no or minimal impact on the project’s
cost or schedule baseline then there may be no action required. Cost variances of 20%, or +/- 0.2

10
 Project Management Plan EZ Rental

in the cost and schedule performance indexes will change the status of the cost to red or critical.
These will be reported and require corrective action from the Project Manager in order to bring
the cost and/or schedule performance indexes back in line with the allowable variance. Any
corrective actions will require a project change request and be must approved by the CCB before
it can be implemented.

Earned value calculations will be compiled by the Project Manager and reported at the
monthly project status meeting. If there are indications that these values will approach or reach
the critical stage before a subsequent meeting, the Project Manager will communicate this to the
Project Sponsor immediately.

9.0 PROCUREMENT MANAGEMENT PLAN

The Project Manager will provide oversight and management for all procurement activities under
this project. The Project Manager is authorized to approve all procurement actions up to RM150,
000. Any procurement actions exceeding this amount must be approved by the Project Sponsor.

While this project requires minimal or no procurement, in the event procurement is

required, the Project Manager will work with the project team to identify all items or services to
be procured for the successful completion of the project. The Project Manager will then ensure
these procurements are reviewed by the Program Management Office (PMO) and presented to
the contracts and purchasing groups. The contracts and purchasing groups will review the
procurement actions, determine whether it is advantageous to make or buy the items or resource
required services internally, and begin the vendor selection, purchasing and the contracting
process.

In the event a procurement becomes necessary, the Project Manager will be responsible
for management any selected vendor or external resource. The Project Manager will also
measure performance as it relates to the vendor providing necessary goods and/or services and
communicate this to the purchasing and contracts groups.

11
 Project Management Plan EZ Rental

10.0 PROJECT SCOPE MANAGEMENT PLAN

Scope management for the EZ Rental Project will be the sole responsibility of the Project
Manager. The scope for this project is defined by the Scope Statement, Work Breakdown
Structure (WBS) and WBS Dictionary. The Project Manager, Sponsor, and Stakeholders will
establish and approve documentation for measuring project scope which includes deliverable
quality checklists and work performance measurements.

Proposed scope changes may be initiated by the Project Manager, Stakeholders or any
member of the project team. All change requests will be submitted to the Project Manager who
will then evaluate the requested scope change. Upon acceptance of the scope change request the
Project Manager will submit the scope change request to the Change Control Board and Project
Sponsor for acceptance. Upon approval of scope changes by the Change Control Board and
Project Sponsor the Project Manager will update all project documents and communicate the
scope change to all stakeholders. Based on feedback and input from the Project Manager and
Stakeholders, the Project Sponsor is responsible for the acceptance of the final project
deliverables and project scope.

The Project Sponsor is responsible for formally accepting the project’s final deliverable.
This acceptance will be based on a review of all project documentation, testing results, beta trial
results, and completion of all tasks/work packages and product functionality.

11.0 SCHEDULE MANAGEMENT PLAN

Project schedules for the EZ Rental Project will be created using Microsoft Project 2007 starting
with the deliverables identified in the project’s Work Breakdown Structure (WBS). Activity
definition will identify the specific 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.

12
 Project Management Plan EZ Rental

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. Once this is achieved
the project sponsor will review and approve the schedule and it will then be base lined.

In accordance with 1Tech’s organizational standard, the following will be designated as

milestones for all project schedules:
 Completion of scope statement and WBS/WBS Dictionary
 Base lined project schedule
 Approval of final project budget
 Project kick-off
 Approval of roles and responsibilities
 Requirements definition approval
 Completion of data mapping/inventory
 Project implementation
 Acceptance of final deliverables

Roles and responsibilities for schedule development are as follows:

The project manager will be responsible for facilitating work package definition,
sequencing, and estimating duration and resources with the project team. The project manager
will also create the project schedule using Microsoft Project 2007 and validate the schedule with
the project team, stakeholders, and the project sponsor. The project manager will obtain schedule
approval from the project sponsor and baseline the schedule.

The project team is responsible for participating in work package definition, sequencing,
duration, and resource estimating. The project team will also review and validate the proposed
schedule and perform assigned activities once the schedule is approved.

13
 Project Management Plan EZ Rental

The project sponsor will participate in reviews of the proposed schedule and approve the
final schedule before it is base lined.

The project stakeholders will participate in reviews of the proposed schedule and assist in
its validation.

12.0 QUALITY MANAGEMENT PLAN

All members of the EZ Rental project team will play a role in quality management. It is
imperative that the team ensures that work is completed at an adequate level of quality from
individual work packages to the final project deliverable. The following are the quality roles and
responsibilities for the EZ Rental Project:

The Project Sponsor is responsible for approving all quality standards for the EZ Rental
Project. The Project Sponsor will review all project tasks and deliverables to ensure compliance
with established and approved quality standards. Additionally, the Project Sponsor will sign off
on the final acceptance of the project deliverable.

The Project Manager is responsible for quality management throughout the duration of
the project. The Project Manager is responsible for implementing the Quality Management Plan
and ensuring all tasks, processes, and documentation are compliant with the plan. The Project
Manager will work with the project’s quality specialists to establish acceptable quality
standards. The Project Manager is also responsible for communicating and tracking all quality
standards to the project team and stakeholders.

The Quality Specialists are responsible for working with the Project Manager to develop
and implement the Quality Management Plan. Quality Specialists will recommend tools and
methodologies for tracking quality and standards to establish acceptable quality levels. The
Quality Specialists will create and maintain Quality Control and Assurance Logs throughout the
project.

The remaining member of the project team, as well as the stakeholders will be
responsible for assisting the Project Manager and Quality Specialists in the establishment of

14
 Project Management Plan EZ Rental

acceptable quality standards. They will also work to ensure that all quality standards are met and
communicate any concerns regarding quality to the Project Manager.

Quality control for the EZ Rental Project will utilize tools and methodologies for
ensuring that all project deliverables comply with approved quality standards. To meet
deliverable requirements and expectations, we must implement a formal process in which quality
standards are measured and accepted. The Project Manager will ensure all quality standards and
quality control activities are met throughout the project. The Quality Specialists will assist the
Project Manager in verifying that all quality standards are met for each deliverable. If any
changes are proposed and approved by the Project Sponsor and CCB, the Project Manager is
responsible for communicating the changes to the project team and updating all project plans and
documentation.

Quality assurance for the EZ Rental Project will ensure that all processes used in the
completion of the project meet acceptable quality standards. These process standards are in place
to maximize project efficiency and minimize waste. For each process used throughout the
project, the Project Manager will track and measure quality against the approved standards with
the assistance of the Quality Specialists and ensure all quality standards are met. If any changes
are proposed and approved by the Project Sponsor and CCB, the Project Manager is responsible
for communicating the changes to the project team and updating all project plans and
documentation.

13.0 RISK MANAGEMENT PLAN

The approach for managing risks for the EZ Rental Project includes a methodical process by
which the project team identifies, scores, and ranks the various risks. Every effort will be made
to proactively identify risks ahead of time in order to implement a mitigation strategy from the
project’s onset. 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 provide status updates

15
 Project Management Plan EZ Rental

on their assigned risks in the bi-weekly project team meetings, but only when the meetings
include their risk’s planned timeframe.

Upon the completion of the project, during the closing process, the project manager will
analyse each risk as well as the risk management process. Based on this analysis, the project
manager will identify any improvements that can be made to the risk management process for
future projects. These improvements will be captured as part of the lessons learned knowledge
base.

14.0 RISK REGISTER

The Risk Register for this project is provided in Appendix C, Risk Register.

15.0 STAFFING MANAGEMENT PLAN

The EZ Rental project will consist of a matrix structure with various supports from internal of its
organization. All tasks will be performed directly on the fieldwork. Staffing requirement for the
EZ Rental project include the following:

Table 6 Staff management plan

Role Authority Responsibility Competency
Project Manager Can make decision at Oversee the project’s Project management
any level of the project success and manage all experience with
that does not involve different components possible technical
funding or the special which may go into the background
interests of the investor project
and program manager
System Engineer Has control over any Coordinate all the Wide range of technical
technical decisions technical aspects of the knowledge
made; is in charge of project and properly
anything having to do asses what engineering
with an engineering needs to be accomplished
components to meet the overarching
objectives
System Analyst Is in charge of the Decision maker when it Must be someone who
analysis components of comes to specs of understands the system
our EZ Rental; Assesses equipment and any at a whole and is able

16
 Project Management Plan EZ Rental

the data collected and analysis that needs to be to understand

works at improving any completed
inefficiencies
Relations Coordinates all In charge of signing off
Coordinator contracts and outside on contractor agreements
vendors and negotiating
schedules;
solicitingpricing for
outside vendors
Senior lead studies and ensure Define, develop, test,
Programmer that programming analyse, and maintain
activities are executed new software
in a timely manner and applications in support of
to the required high the achievement of
reporting standards. business requirements.
This includes writing,
coding, testing, and
analysing software
programs and
applications.
Testing Specialist Develop and execute Independently create,
software test plans in perform, and log unique
order to identify test cases (real world and
software problems and simulated) using
their causes. simulations, use cases. 
Engineering software,
and other available tools
in order to identify flaws
and defects before
production.
individual technical
components as well;
involves critical
thinking
Needs to be organized
and have good
communications and
people skills
Software Design,
Software Debugging,
Software Development
Fundamentals,
Software
Documentation,
Software Testing,
Software Maintenance,
Software Algorithm
Design, Software
Performance Tuning,
Software Architecture,
Coaching
Needs to have a critical
thinking skills along
with analytical and
organizational skill.

16.0 RESOURCE CALENDAR

The EZ Rental Project will require all project team members for the entire duration of the
project, although the level of task and effort will vary along the project progressed. The project is
scheduled to last for one year with 40 hours of working per week standard. If a project team
member is not required for a full 40-hour work week at any point furring the progressed project,

17
 Project Management Plan EZ Rental

their effort and task outside of the EZ Rental Project will be at the discretion of their Functional
Manager.

Figure 1 EZ Rental resource calendar

17.0 COST BASELINE

The cost baseline for the EZ Rental project includes all the budgeted costs for the successful
completion of a project.

Table 7 Budgeted costs for EZ Rental project

18
 Project Management Plan EZ Rental

Item 1 2 3 4 5 6 7 8 9 10 11 12 Totals
(MYR)
1.0 Project Management
Project Manager 800 800 800 800 800 800 800 800 800 800 800 800 9,600
Project team members 1,200 1,200 1,200 1,200 1,200 1,200 1,200 1,200 1,200 1,200 1,200 1,200 14,400
Contractors 600 600 600 600 600 600 600 600 600 600 600 6,600
2.0 Hardware
2.1 Handheld devices 3,000 3,000 6,000
2.2 Servers 800 800 1,600
3.0 Software
3.1 Licensed software 1,000 1,000 2,000
3.2 Software development 6,000 6,000 8,000 12,000 12,000 9,000 5,000 58,000
4.0 Testing 600 800 1,200 1,500 1,500 1,300 6,900
5.0 Training and Support
New tools training 4,100 4,100
Travel cost 3,400 3,400
Project team members 2,400 2,400 2,400 2,400 2,400 2,400 14,400
6.0 Reserves 1,000 1,000 3,000 3,000 3,000 3,000 3,000 3,000 3,000 23,000
Totals (MYR) 2000 8600 9200 17200 21600 19100 18500 14300 15500 8000 8000 8000 150,000

19
 Project Management Plan EZ Rental

20
 Project Management Plan EZ Rental

Table 8 EZ Rental project cost baseline

Project Phase Budgeted Total Comments
Planning 15,000 MYR Includes work hours for all project
team members for gathering
requirements from client and
planning the project.
Design 20,000 MYR Includes work hours for the whole
project development teamfor work
on conceptual and user interface
design for EZ Rental Project.
Coding 30,000 MYR Includes all work hours for
generating source code and coding
of EZ Rental Project.
Testing 45,000 MYR Includes all work hours for testing
and product documentation
through technical support and user
manual (including beta testing) of
EZ Rental Project.
Transaction and 40,000 MYR Includes all work hours for
Closeout transition to operation and project
closeout.
18.0 QUALITY BASELINE
EZ Rental must meet the quality standards established in the quality baseline. The quality
baseline is the baseline which provides the acceptable quality levels of EZ Rental. The software
must meet or exceed the quality baseline values in order to achieve success.

Table 9 Quality baseline EZ Rental project

Item Acceptable Level Comments
Booking Module No errors associated with -
booking process
Compatibility No errors associated with Using the Laravel 5.4 suite of
running software with applications
compatible applications
Supporting Documentation Less than 1% failure rate in -
beta testing new users to run
setup and execute software
functionality

21
 Project Management Plan EZ Rental

SPONSOR ACCEPTANCE

Approved by the Project Sponsor:

___________________________________________ Date: 4 JUNE 2017

Tan Wee Liong
EZ Rental

22
 Project Management Plan EZ Rental

APPENDIX A
PROJECT SCHEDULE BASELINE

23
 Project Management Plan EZ Rental

APPENDIX B
WORK BREAKDOWN STRUCTURE

24
 Project Management Plan EZ Rental

APPENDIX C
RISK REGISTER

Risk Identification Qualitative Rating Risk Response

Risk Effect Probability Impact Risk Risk Risk Response Trigger

Score Ranking
Business and Cause confusion in 2 6 12 3 Follow Miscommunication
Functional the scope and may communication between client and
requirements delay the project plan strictly project team
not properly
defined
Loss of Power Loss of unsaved 1 7 7 5 Keep a backup Breaker malfunction,
data, inability to generator on sight power grid failure
work
Network Loss of private data, 2 8 25 1 Keep and Computer hackers
Security corruption experienced
Breach network operation
recovery team on
sight
Poor design System will not be 3 4 12 3 Document should During software
efficient be properly stored testing
to meet all user
requirement
Software If there is different 3 6 16 2 Before integrating System does not
inconsistency version of software, with another function the way it
system does not run software, make supposed to work
sure it is
compatible with
existing software

25
 Project Management Plan EZ Rental

Poor testing When user use the 3 4 12 3 Even though Some function
system, they cannot testing is not doesn’t works as
complete their performed because required
transaction because of some limitation,
of the issues it must be
documented

Poor Difficult to modify 3 2 8 4 Contact person When functionality

Documentation or improve system who has been need to be upgrade
working with the or modify
project
Interface and Some functionalities 2 6 14 5 Finalist user Ambiguous user’s
functionalities do not meet for requirements requirements
incomplete management purpose

26
 Project Management Plan EZ Rental

Scale from 0 to 10 with 10 being the highest

Risk Score: multiplying probability and impact

Risk Ranking: A priority list which is determined by the relative ranking of the risks (by their
scores) within the project with the number one being the highest risk score.

27