Running Head: ERP SYSTEMS COLLABORATIVE PROJECT PLAN 1

ERP Systems Collaborative Project Plan

Prepared by

Institution

Date
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Contents
Background information..................................................................................................................2
Goals and objectives........................................................................................................................2
Key stakeholders..............................................................................................................................2
Project overview and key tasks........................................................................................................3
Project scope....................................................................................................................................4
Collaborative strategy......................................................................................................................5
Strategies for effective work relationships......................................................................................5
Contingency planning......................................................................................................................6
Project timeline and resources.........................................................................................................6
Project budget..............................................................................................................................6
Project Schedule..........................................................................................................................7
Legislative/regulatory requirement..................................................................................................7
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Background information
Bytes Technology is a Melbourne-based information technology company that provides various
IT services to its clients. The firm fulfils the client needs such as new system design and
development, custom software development, IT networking, and system upgrades. Formed by
three IT specialists, currently the directors, the firm realized a gradual growth and adopted a
model where technology/expert areas were subdivided among the programmers who undertook
full responsibility of the tasks and client account management. Performance and review were
done on individual staff assessed individually. In the recent past, the firm has realized
employment of a lot of employees that perform repetitive tasks and hence is working to ensure
that collaboration of employees from different spectra is done to minimize wastage and
maximize production of the services of the firm to the clients.
One of the major clients has awarded the firm a contract to customize and implement an ERP
system. This project has been taken by the firm as the first collaborative design to deliver the
client needs. This project works to ensure that employees from different fields and departments
work collectively on each product.

Goals and objectives

The project aims to:
1. Collaboratively engage the employees from different departments to successful and
timely completion.
2. To manage a diverse team effectively and ensure that all the functions of the team are
achieved.
3. To customize and implement a new ERP system for the client.

Key stakeholders
Various stakeholders were involved in the creation and implementation of the new ERP system
of the new client. The following are the main stakeholders of the project.
i. The client
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This is the customer who owns the product to be developed. The client will decide on
the specifications of the product and will be constantly be consulted to ensure that the
project team develops the product as required. In the long-run, the client will fund the
project.
ii. Project team
The project team is the selected group of employees who will deal with the design,
development, and implementation of the ERP system. The project team will utilize all
the resources required to ensure that it develops the new ERP system within the
required time.
iii. The management of the firm
The management of the firm will collaborate with the project team and the clients to
ensure that the needs of the client are met. The management will act as the
intermediary between the client and the project team and will communicate on behalf
of the client to the project team and vice versa. The management will also be in
charge of availing the required resources and resolving any project issues during the
undertaking.
iv. The rest of the employees
The employees of the firm will be engaged in other tasks of the firm. They will,
however, provide support to the project team to ensure that they have all the required
space and resources to accomplish the tasks.
v. IT software and internet service provider suppliers
These are the providers of the outsourced part of the project requirement. During the
implementation of the ERP system, the client will need an internet service provider
and a cloud space. These will be outsourced and should be chosen by the project team
to ensure that they support the ERP system effectively.
vi. Government and regulators
The government and the regulators are also critical stakeholders in the development
and implementation of the ERP software. They will develop minimum requirements
for the online services including the ERP systems.
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Project overview and key tasks

The project will entail six main tasks. These are:
i. The planning stage
This is the stage that there is an intense communication between all the stakeholders
with the aim of translating the client needs. The planning stage will entail proper
communication and designing of the potential ways to develop and implement the
project. The planning stage will also entail the resource planning and scheduling of
the project.
ii. Modelling stage
This is the stage where there has been a proper understanding of the client needs. The
project team together with the management of the firm will develop a dummy of the
product required.
iii. Coding
This is the development of computer programs that are the main part of the ERP
system. Coding will be done by computer programmers who are part of the project
team.
iv. Testing
This is the implementation of the ERP system in a controlled environment while
assessing any problems with the system. The project at this stage will not have the
finest details and hence will still be owned by the project team.
v. Implementation
This is the finalization of the project and handing over to the client. The product will
have all the finer details. The product will be delivered to the client for testing while
assessing if the product meets the needs.
vi. Monitoring
The product will be monitored for any errors or challenges that will affect its
usability. Any challenges and errors will be fixed by the project team without any
extra charges on the client.
Communication
Through all the stages of the project, there will be frequent communication between all the
stakeholders. The success of the project will be dependent on the communication between the
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stakeholders and the translation of the client needs to the project. This translation will only be
successful when the client communicates the needs and the specifications to the firm.
Management
The project will be head by the project leader who will be in constant communication with the
management of the firm. The project team will have a distribution of tasks amongst themselves.

Project scope
The project will entail all the activities that involve the planning, development, testing,
implementation, and monitoring of the ERP system. The project will have its objectives and the
strategies to ensure that they are achieved. Also, the project will entail the resourcing,
scheduling, and risk management to increase the chances of success of the project plan.
Milestones
Milestone Duration from project start
ERP platform designing End of the third week from project start
ERP content End of the fourth week
Working ERP platform End of the fifth week

Roles and responsibilities

Name Role Position Contact Information
Member 1 Oversight of the whole project Project team leader +617 7119720
Member 2 Avail the required arts Arts Director +617 7119721
Member 3 Designing of the website Designer +617 7119712
Member 4 Art production Member +617 7119755
Member 5 HTML coding Member +617 7119715
Member 6 Programming Member +617 7119771
Member 7 Copywriting Member +617 7119717
Member 8 Proofing Member +617 7119612

Collaborative strategy
Information Provider Recipient(s) Frequency Medium Location
Status Report Team leader Finance Bi-weekly Email SharePoint
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Manager
Progress Project team Team leader Bi-weekly Meeting Boardroom 1
report
Complaints Project team Team leader As soon as Phone SharePoint
and concerns they appear Meeting PM office
Email
Allocation, Team leader Project team Bi-weekly Meeting Boardroom 1
instructions, members Email SharePoint
and
information

Strategies for effective work relationships

The team worked to ensure that the tasks are performed within the required budget and schedule.
For effective teamwork, strategies should be developed to ensure that social loafing is minimized
and any misappropriation of resources is eradicated. The following strategies were implemented
by the team to eradicate social loafing, resource misappropriation, and poor working
relationships.
i. Task allocation
Tasks were evenly distributed depending on the skills and difficulty. This was meant
to reduce social loafing among the team members.
ii. Accountability
All the tasks and responsibilities were distributed accordingly. All the team members
were to be accountable for their tasks. The team members also agreed on accepting
any errors and being accountable to them.
iii. Communication and relationships
The team members agreed to have free and open communication. All the
communication should be done in simple language to avoid any cases of barriers to
communication. Also, team members should respect each other at all times.
iv. Punishments
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The team designed its rules on handling the matters of indiscipline. The team decided
that any indiscipline cases will be handled by the HR Manager of the firm and will be
held as per the rules and regulations of the firm.

Contingency planning
The following methods of conflict resolution were chosen by the team members for use in the
resolution of the work-related conflicts. The team members agreed to eradicate any personal
conflicts.
i. Avoiding
The team members should at all instances avoid any issues that will bring
unnecessary conflicts among the employees. The issues that may lead to personal
conflicts or non-work related conflicts should be avoided at all means.
ii. Collaborating
This method should be used to ensure that team members agree on the designing and
task to achieve project success. The members should always work to find a common
ground for the conflict that is acceptable to both individuals.

Project timeline and resources

Project budget
Resource Cost
Human resources $50000
Internet and computer software $20000
Operational costs $20000
Computer resources $10000
Total $100000
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Project Schedule

Testing and review

Writing of the website code

Content writing and assembly

Duration
Tasks
Developing of the design Duration

Planning of the development process

Gathering of information

0 2 4 6 8 10 12 14 16 18

Legislative/regulatory requirement
i. Antidiscrimination
The team members and the staff of the firm should avoid any discrimination of
individuals along any line such as age, gender, race, ethnicity, or physical abilities.
ii. Privacy
During project development, implementation, and monitoring, the team members will
come across confidential information of the client. The information of the firm and
the client should be confidential and should not be released to any unauthorized
individuals or used for purposes other than the performance of the task.
iii. Work Health and safety
Bytes Technology, the client, and the team members should always ensure the safety
of the project team members any other individual interacting with the tasks related to
the project.
iv. Intellectual property rights
The project team should respect the intellectual rights of other firms and ERP systems
while developing the new ERP system.
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References