BCO6656 IT Project Management Assignment Help

BCO6656 IT Project Management Assignment Help

BCO6656 IT Project Management Assignment Help

Introduction

Yes Chemist Pty. Ltd. is facing some crucial issues of functioning with the help of the present traditional bequest accounting system in preserving all the financial accounts for the purpose of final reporting. The system that is currently used by the company is manually operated and as a result, the final report comes out to be heavily bug-ridden. So the implementation of the SAP system is going to be highly helpful for the company. This system can be enhanced by the help of proper support by highly trained employees and with the use of new infrastructure. The forthcoming report would encompass all the aspects related to the implementation, the advantages and the disadvantages of the new SAP system for the company.

BCO6656 IT Project Management Assignment Help

Project Scope

The major aim of the venture is to substitute the prevailing bequest system for accounting with the SAP system which is highly advanced and would be highly helpful for the company in all the aspects as compared to the old one. The vital objective is the implementation of the SAP system to the Yes Chemist Pty. Ltd. within a time period of 4 months and also within the budget of $175,000.

Deliverables

Table1: Deliverables

Deliverables

Standards of Quality

Evaluation Criteria

SAP Server

Server functioning

Quality

Setup of Network

Performance of the network under heavy load.

Traffic

Data relocation

Checklist for the Consistency of the data

Instances of data redundancy

Backing up data

Procedure for backup

Instances of backup

Methodical manual

Customization of the manual

Understandability 

The deliverables that are mentioned in the table are the external deliverables. The deliverables in the internal category are the complete plan for the project, authorization on the contract required, descriptions for the job of various members of the team, and the status report.

All these deliverables that are mentioned are recognized on the basis of the ensuing assumptions:

1. All the resources that would be required for the project are made available before starting the entire project.

2. All the resources that are made available are completely dedicated throughout the entire project.

3. The procedures for the sign-offs must not take a time more than four working days.

4. There is no kind of postponement in the delivery of the essential hardware.

Business case

Project justification

Benefits of the project are as given below:

Table2: Project Benefits

Benefits

Existing Status

Evaluation of the benefits

Upsurge in the revenue

Unwavering

Balance sheet

Upsurge in the client base

Unwavering

Report of the analytics

Augmentation in the scaling

No such plan

Report of the analytics

Demerits of the project are as follows:

A. The Yes Chemist Pty. Ltd. would find better and new opportunities in other businesses.

B. The revenue for the company does not surge even by the surge in the customer base.

C. The company would have to now spend in the maintaining the site of its own.

The new system that is proposed through this project would eliminate almost all the errors that usually occur and would help to decrease the redundancy of the data and the inconsistency of the system to a great extent. This project would lead the company to process the request of the customer in a faster and proficient manner. The company would become capable of helping and serving all its customers in a professional and enriched manner by providing all of them with a new vigorous and a swift platform. With the help of the new SAP system, the generation of the reports and the analysis would serve the Yes Chemist Pty. Ltd. to completely analyze the pattern of the request of the customers. The company would be able to identify all the regions of highest and the lowest request with the help of the report generated from the analysis. The estimation of the repeating consumer would also be possible with the report. The company would also be able to keep an eye on all the users and all their user access rights respectively for the current system.

Project Schedule & Approach

The proposed project is estimated to begin on 1st January 2018 and would end by 13th April 2018. The total duration of the complete project would be 103 days. The proposed project would be following a waterfall model but in the case of some tasks, the tasks are also going on with one another simultaneously. Some of the key milestones in the project are mentioned below and may have many phases individually:

1. Finalization of the document for the requirements

2. Delivery of the cables required

3. Delivery of the server required

4. Delivery of the hardware equipment that is required

5. Setting up of the server

6. Establishment of the network

7. Transformation of the data

8. Integration of the application

9. Testing

10. Training of the staff

11. Post-implementation testing.

Project Schedule & Approach

Resource

The RACI matrix is used for the mapping of the progress of the project and also for the purpose of work allocation. It clearly enlightens the involvement of all the stake holders and illuminates the work assigned to each one of them. R – Responsible, A – Accountable, C – Consult, I – Inform.

Table3: RACI Matrix

Task Name

PM

BA

TW

Trainer

SI

AP

TO

Vendor

AO

Frontline

Client

Current System Analysis

AI

R

 

 

 

 

 

 

 

 

 

Proposed System Analysis

AI

R

 

 

 

 

 

 

 

 

 

Gap Analysis

AI

R

 

 

 

 

 

 

 

 

 

Identification of functional requirement

AI

R

 

 

 

 

 

 

 

 

 

Identification of Critical Requirements

AI

R

 

 

 

 

 

 

 

 

 

Prepare Design

ACI

R

 

 

 

 

 

 

 

 

 

Documentation

AC

R

 

 

 

 

 

 

 

 

 

Negotiation with the vendor

ACI

 

 

 

 

 

 

 

R

 

 

Purchasing of New Server

AI

 

 

 

 

 

 

 

R

 

 

Negotiation with the cable supplier

AC

 

 

 

 

 

 

 

R

 

 

Purchasing of Cables

AI

 

 

 

 

 

 

 

R

 

 

Negotiation with server hardware supplier

AI

 

 

 

 

 

 

 

R

 

 

Purchasing server hardware

AC

 

 

 

 

 

 

 

R

 

 

Delivering server hardware

AI

 

 

 

 

 

 

 

 

R

 

Modification identification at server room

AI

 

 

 

 

 

R

 

 

 

 

Modification making

AI

 

 

 

 

 

 

R

 

 

 

Cable installation

AI

 

 

 

 

 

 

R

 

 

 

Hardware installation

AI

 

 

 

 

 

 

 

 

R

 

Hardware testing

AI

 

 

 

 

 

R

 

 

R

 

Recognizing the bequest data structure

AI

 

 

 

 

R

 

 

 

 

 

Setting up of automated data extractor script

AI

 

 

 

 

R

 

 

 

 

 

Validation of data

AC

 

 

 

 

R

 

 

 

 

 

Cleansing effort

AI

 

 

 

 

R

 

 

 

 

 

Developing automated script for loading data

AI

 

 

 

 

R

 

 

 

 

 

Real time test

AI

 

 

 

 

R

 

 

 

 

 

Rectification of defect

AC

 

 

 

 

R

 

 

 

 

 

Post migration analysis

AI

 

 

 

 

 

 

 

 

 

R

Integration

ACI

 

 

 

R

 

 

 

 

 

 

End-to-end testing of application

AI

 

 

 

 

R

 

 

 

 

 

Prepare BAS Report

AI

 

R

 

 

 

 

 

 

 

 

Compliance report preparation

AC

 

R

 

 

 

 

 

 

 

 

Functionality interface identification

AI

 

 

 

 

R

 

 

 

 

 

Gather snapshots with annotations

AI

 

R

 

 

 

 

 

 

 

 

Review SAP system

AI

 

R

 

 

 

 

 

 

 

 

Evaluate System working

AI

 

 

 

 

 

R

 

 

 

 

Preparation of user manual for Sap system

AI

 

R

 

 

 

 

 

 

 

 

Identify the employees

RACI

 

 

 

 

 

 

 

 

 

 

Prepare plan for training

AI

 

 

R

 

 

 

 

 

 

 

Training plan review

AC

 

 

R

 

 

 

 

 

 

 

Booking a demo room

RACI

 

 

 

 

 

 

 

 

 

 

Preparation of mails for invitation

RACI

 

 

 

 

 

 

 

 

 

 

Send mails to the staff

RACI

 

 

 

 

 

 

 

 

 

 

Training sessions

AC

 

 

R

 

 

 

 

 

 

 

Feedback collection

AC

 

 

R

 

 

 

 

 

 

 

Hardware validation

AI

 

 

 

 

 

R

 

 

 

R

Software validation

AI

 

 

 

 

 

R

 

 

 

R

Training validation

AI

 

 

 

 

 

R

 

 

 

R

Validate user acceptance testing

RACI

 

 

 

 

 

R

 

 

 

R

Go-live

RACI

 

 

 

 

 

R

 

 

 

R

Overallocation of Resources

Budget

The project manager with the help of the chief financial officer (CFO) formulates the complete budget report for the entire project for the most cost-effective plan. The project manager analyzes all the detailed information regarding the project and then forwards it with a complete project cycle to the CFO for the estimation of the budget for the project. The CFO then prepares a report consisting of the cost estimate for all the activities that would take place in a perfectly cost-effective manner. This estimation may have a variance of up to +/-10% and so is clearly mentioned in the report. The

Table4: Estimated Budget

WBS

TASK NAME

COST ESTIMATE

1

SAP System Implementation

$147,550

1.1

Analysis for Requirement

$40,250

1.2

Selection of Vendor

$20,380

1.3

Server Installation

$4,900

1.4

Conversion of Data

$15,500

1.5

Assimilation & Analysis

$14,250

1.6

Documentation

$10,520

1.7

Training

$15,000

1.8

Acceptance & Sign-off

$4,250

1.9

Go-live

$2,500

1.10

Post-implementation

$20,000

Risks

The complete plan of the risk management is prepared and designed in such a way that the live document would keep on updating until the time the entire cycle of the project continues. It is going to help the thing as a reference to the event and would generate the outline to the report and will manage such kind of issues. It would also be providing a vision into the entire risk that has been identified by the project team and then would classify them based on their probability and their severity. Any type of the risk that is once recognized is then assigned to the team that is in charge of the risk management, with the stratagems of mitigation that would help to deal with the specific risk. One more thing that should be considered very carefully is that the threats and the risks to the project that are recognized are to be communicated and handed over to the project team that is responsible for the management of the risks for the reviews and the necessary actions on the issues. Once the risk that is identified is reviewed and analyzed by the team for the validity and the probability and the severity, proper actions are to taken by the risk management team and are to be registered in the risk register so as to manage it appropriately anytime. As the risk or the threat stops completely to show up, or once it has been completely eradicated, then that specific risk can be detached from the risk register and erased completely. The complete risk registers are to be deliberated during every weekly meeting of the project team to ensure the control properly, for the identification and due to the need of the constant and the necessary effective management of the risks and the threats.

Table5: Risk register

Risk

Cause

Response

Severity

Budget surpass

  • Enhancing the scope of the project.
  • The escalation in the price of the material.
  • Meeting should be frequent.
  • Proper & accurate budget plan.
  • Night shifts to maintain the schedule.

Higher

 

 

Deadline

  • Bad management of the schedule.
  • Improperly defined milestones.
  • Proper planning of the phases.
  • Frequent meeting to recognize all the loopholes.

Highest

Customer dissatisfaction

  • Missing the deadlines.
  • Improper designing
  • Night shifts to maintain the schedule exactly.
  • Compromising the aspect of design.
  • Open communication with all the stakeholders.
  • Monthly meetings.

High

Safety and the health of the workers.

  • Wrong selection of the workplace.
  • Improper utilization of the standards for the safety.
  • Safety experts would be highly involved.
  • Safety of the workplace should be a major concern.
  • Frequent meetings.

Less

Delayed supply of required materials

  • Improper communication.

 

  • Proper communication with the suppliers.
  • Order register should be up to date.
  • Agreement for the supply according to the schedule with the supplier.

High

Communication

The communication management of the project is a combination of the specific processes that are required to confirm a well-timed & a proper generation, dispensation, deposits, contribution & ultimately the final inclination of the data for the project.

Table6: Communication Matrix

Meetings

Reason for the meeting

Responsible personality

The frequency of the meeting.

Meeting of the project admin and crew.

The reason for the meeting is to develop a complete plan for the entire work that could be used for the supervision of all the procedures of the work and to regulate the progress of the work & to recognize all the works and to examine all the materials that would be required within the deadline that is scheduled.

The project manager.

This meeting is to be conducted every week while waiting for the basic plan of the work to be authorized.

Meeting of the project admin & senior staff.

The reason for this meeting is conveying the changes that are happening in the programs of the departments and the assumptions for the controlling and the improvisation of the training session. Recognition and the conveying of all the hindrances that are or are about to occur for the better functioning of the team.

The project manager

This is a very important meeting and should be arranged weekly for the proper functioning of the project.

 

Meeting for the inspection of the project ranks

The reason for the meeting is the announcement of all the major growth and the development and the exact status of the project and the events that are lined up ahead.

The project manager

This type of a meeting should be arranged on a monthly basis.

Meetings of the crew in the project

The meeting of the crew is responsible for the discussion of the entire workload distribution and for the discussion of the obstacles if any. All the issues that are being faced by the crew can only be sorted out if they are identified properly and then resolved for the proper functioning of the crew.

The project manager

This kind of a meeting should be conducted weekly.

Business meetings

This meeting is arranged for the announcement of current status that would elucidate the entire growth and the progress and the noteworthy events that took place in the project till then. This meeting is also for the identification of issues related to the office.

The project sponsors & the project manager

This kind of a meeting is to be organized weekly.

Meeting for the website

This meeting is scheduled for the announcement of the growth & the status of all the events scheduled related to the website aspect.

The leaders for the website part of the project

This meeting can be arranged as per the requirement or need.

Video call meets

This meeting is arranged to convey all the changes that are occurring in the program & for the controlling of the assumptions and about the training sessions. This meeting is also arranged to convey all the complication and the hindrances that are occurring.

Differ as per the subject of the meeting.

This meeting is arranged at a fixed time weekly.

Documentation

This is the meeting that is arranged to archive all the status of the articles & the conclusion in a document format for the final report.

The entire stakeholders are responsible for this meet.

As per the requirement of the situation, this kind of a meeting is arranged.

Summary

The complete project for the implementation of the SAP System has been implemented successfully keeping in consideration all the principles of the management of the project (the scope management, the cost management, the risk management, the time management & the entire human resource management). The report also elucidates a communication matrix and all the aspects that are related to the communication part of the complete project. The entire project is well-equipped with the complete work breakdown structure and the estimation of the cost has also been enlightened in the report in the best possible manner.