Grant & Grant Holdings

AUTOMATED EMAIL AND INVENTORY

Project Plan

Version: 1.0

Prepared by:
Grant & Grant Holdings
October 20XX

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 TABLE OF CONTENTS
TABLE OF CONTENTS...............................................................................................................................................................2
EXECUTIVE SUMMARY............................................................................................................................................................3
INTRODUCTION..........................................................................................................................................................................4
PURPOSE OF THIS DOCUMENT.......................................................................................................................................................4
BACKGROUND...............................................................................................................................................................................4
PROJECT PURPOSE........................................................................................................................................................................4
PROJECT ASSUMPTIONS AND CONSTRAINTS.................................................................................................................................4
Assumptions:............................................................................................................................................................................4
Constraints:.............................................................................................................................................................................4
SCOPE MANAGEMENT.............................................................................................................................................................4
PROJECT SCOPE STATEMENT........................................................................................................................................................4
HARDWARE/SOFTWARE REQUIRMENTS..........................................................................................................................5
INTERFACE CONSIDERATIONS.............................................................................................................................................5
NETWORK DIAGRAM...............................................................................................................................................................6
TEAM MANAGEMENT...............................................................................................................................................................6
TEAM DIRECTORY........................................................................................................................................................................6

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EXECUTIVE SUMMARY

This system will consist of email and inventory management functionality for the organization that
will resolve the current issues that the organization is facing. This system will help them to
communicate easily with customers around the globe in an efficient, timely manner. This system will
assist the company in performing inventory management effectively. This system will also utilize a
cloud storage database by which system administrators can securely store customer and product
fata. This application will have reporting facilities for supervisors which will make the software more
efficient as well.

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Automated Email and Inventory Project Plan
Project Plan

INTRODUCTION
Purpose of this document
The primary motive of this type of plan is to elaborate hardware and software requirements and
specifications. Additionally, it will involve interface considerations, a network diagram, and scope of the
project.

Background
Grant & Grant Holdings is committed to redesigning the current software system with the purpose of
increasing revenue by selling clothes, accessories and home décor across the globe. At present, we are
facing issues with our payment collection system as well with a lack of automation with our email and
inventory system. The current system that is in place does not allow the company to maximize profits.
There is lack of optimization across the website, which in turn causes the company to miss out on a
sizable amount of revenue. It also highlights the inability to perform appropriate scaling.

Project Purpose
In this system, we will suggest various improvements and modification to the existing system. When
implemented, this new system will resolve the issues associated with the payment process of customers.
It will also provide the automation of email and inventory systems. This system will provide strong
encryption mechanisms which will help prevent the unauthorized access of black hat hackers. It is critical
that this step is implemented in order to mitigate data breaches. Taking these steps should increase
website traffic, return customers, and overall revenue.

Project Assumptions and Constraints

Assumptions:
 Human Resources at Grant and Grant Holdings will be allocated to the project at the necessary
times and at the needed percentage of time.
 Vendors will be able to fulfill all the requirements within the allotted time of their Statement of
Work.
Constraints:
 Budget- Funding for this project will be approximately $400,000 USD. This amount was calculated,
and factored the addition of extra hardware and software tools for completing this project in the
most efficient way. Project managers will provide regular updates of this project to the higher
management of Grant and Grant Holdings throughout the project life cycle.
 Resources – We have faced a high turnover rate within the IT team due to Covid-19. For that
reason, it has been increasingly difficult for the organization to complete the project in an efficient
manner without outsourcing. A sufficient amount of professionals must be available during the
project schedule.

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Automated Email and Inventory Project Plan
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SCOPE MANAGEMENT
Scope Management includes the identification of all the required tasks and only work needed, to finish the
project in a successful manner.

Project Scope Statement

The delivered system will be a web based system that allows the customer to make payments in an
efficient way without facing any kind of interruption. From this software, upper management can
download purchase reports and payment reports of customers on a weekly basis. There will be a central
server in which data of customers and products will be stored. Security will be provided by using
encrypted software. By using the latest email system, upper management can email the reports to senior
management of the organization. Senior management can also view these reports by logging into the
software. This system also provides customers with the option to check their payment status by using
their appropriate login credentials.

HARDWARE/SOFTWARE REQUIREMENTS
This system will replace the existing system of Grant & Grant Holdings. This system will ensure that
customer payment information is received in an efficient manner. The website will be designed in such a
fashion that customers and company staff will be able to visit their web pages very easily for their official
work. It will also provide “how-to” videos on how to properly utilize the new updates.
The following are some features of the software:
 A user friendly portal for both customers and staff
 A revamped payment portal using Stripe.
 A new page where customers can provide reviews based on their experiences with the company.
 A login page for customers where they can create a personalized account for a faster shopping
experience.
 A back-end portal where upper management can download spreadsheets of various analytics.
 An automated email system which responds to customers within 24 hours.
 A chat-bot that can answer simple customer inquiries while they browse.
 Windows 10 having Bitlocker and EFS encryption for personal identification.
 Norton AntiVirus Plus.

INTERFACE CONSIDERATIONS
While re-designing the software, the team will check the functionality the of existing software. UI will be
almost similar to the existing system with a few new additions. The interface will also contain an “About
us” page where customers can view our company’s history and what we stand for, as well as a login page.
In the login page, there will be two options, one will be for customers and another will be for employees of
Grant & Grant Holdings. When a customer wants to perform any kind of online payment for their products,
it will lead him or her to a secure payment gateway via Stripe.
.

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NETWORK DIAGRAM

Figure 1: Network diagram of the system

Source: Created by author

TEAM MANAGEMENT
As this is considered to be a fairly short project, it is not expected that project team members will change
during the execution of the project. We experienced issues with staffing during the beginning phases of
the project, however, those issues have been rectified. Staff will be assigned a Project manager that will
be responsible for gathering the resources needed to execute this project. If the tasks change, then the
procedure will be escalated by using the respective heirarchy from the higher management of Grant &
Grant Holdings.
Issues
Issues regarding the performance of staff may arise, and will be officially delegated to the Project
managers and higher management of the organization to handle.
Teamwork
In the project team, a chained approach will be used to resolve various issues to establish communication
to the stakeholders. Proper communication will make the project a successful one and lack of
communication will make the project struggle.

 It is the duty of the project manager to schedule team building activities outside the office
premises like involving themselves in some cultural activities and many more. These outside
relations can build relations and help the staffs to relate with each other. It will also enhance the
communication with team that may not be familiar with each other.

Team Directory
The following is a list of all team members on the project.

Role Name Department Phone Number Email Address

Software Engineer John Brown IT 404-201-2383 jbrown@grantholdings.com
Developer Peter Lewis IT 404-201-2837 plewis@grantholdings.com
(Front/Back End)
UX/UI Designer Mike Terry IT 404-201-5394 mterry@grantholdings.com

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Java Developer James IT 404-201-9302 jharris@grantholdings.com

Harris
Project Manager Rob Smith IT 404-201-4392 Rsmith@grantholdings.com

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