BCO6656 IT Project Management - Free Samples to Students

You work as IT project manager for a consulting firm based in Melbourne, VUISC Pty Ltd. You have worked at there for four years, while the company has been in operation for several years. The company has a range of employees including consultants, administrative staff, project managers, programmers, testers, business analysts, help-desk and technical support staff who specialise in system implementation, technical writers and end user trainers for professional development. The company provides information systems consultancy and project management services as well.

For the purposes of this assessment task consider your lecturer/tutor to be your operational managers. They can clarify any queries you may have.

A detailed client scenario is available on VU Collaborate. It describes a client Yes Chemist Pty Ltd. have asked VUISC to manage the implementation of their SAP System.

Review the scenario above carefully before you begin to begin to prepare your Plan. Ask your lecturer or tutor (your VUISC manager) if you have any questions or require any clarification about the scenario. Review the VUIS Consulting Project Plan Template.docx file provided on VU Collaborate. Complete every section of the template removing all prompts (and square brackets) and replacing them with your responses to the scenario. You must develop a schedule for the project comprising at least 50 tasks using Microsoft Project tool.

Answer:

Introduction

The case study given is a business organization Known as Yes Chemist. This organization has many operational issues. So, they have decided to implement a system which can helps them to solve all the operational issues as well as helps in growth of the business growth. With SAP implementation in the business, the business can regain all its operational issues and this project consists of implementation of SAP in Yes Chemist.

This report consist of project plan of SAP that is to be developed for implementing the SAP for the organization. This report also consists of all the attributes included in the project such as project schedule, project budget, and project risk as well as communication plan involved in the system.

Project scope

The scope of the project is developing as well as implementing SAP for the system that is present in the Yes Chemist. The objective of this project are stated below:

Enhancing the operational performance present in th organization
Technical system up gradation of existing hardware that is used by Yes Chemist
Upgrade the hardware of Yes Chemist
Introducing ERP (Enterprise Resource Planning) as well as Management system of the company

Assumptions:

It can be assumed that the whole project will be available in the budget as well as the schedule limits.
It can be assumed that the estimated project will helps to solve the problems faced by organization.

Exclusions:

All the business parts are excluded from project.
The development related to the strategies of the business are developed in system of Yes Chemist.

Business case

The project report will mainly address many business needs that are available in the organization. This project needs a speed up for lagging operations that results in manual handling as well as management of all the processes and hardware software system which are not upgraded technically.

The benefits and the disadvantages of project are listed below

Benefits	Current Status	Process for Assessment
Have more efficient data for the management process	The systems are slow and are error prone because of manual handling	Monitoring the working of system.
Have better strategy of resource management	There is no particular strategy used	Monitoring the resource usage
Dis-Benefits	Current Status	Process for Assessment
Difficult for employees to adapt	Employees in the organization mainly are adapted to current system.	Conducting training sessions

Project Schedule and Approach (Rollout strategy)

The project schedule (rollout strategy) for VUIS is shown below.

Task Name	Duration	Start	Finish
SAP Implementation of Yes Chemist	110 days	Mon 1/10/18	Fri 1/03/19
Preliminary Planning and Discussion of the given Project	12 days	Mon 1/10/18	Tue 16/10/18
Conducting a Meeting with all Main Stakeholders involved in Organization	3 days	Mon 1/10/18	Wed 3/10/18
Surveying as well as Identifying the Main Operational Issues	1 day	Thu 4/10/18	Thu 4/10/18
Considering Different Solutions as well as Check Feasibility	3 days	Fri 5/10/18	Tue 9/10/18
Agreeing on the SAP Implementation considering it the Best Solution Possible	2 days	Wed 10/10/18	Thu 11/10/18
Consulting with the SAP Assistance in the Organization Discussing about the Project	3 days	Fri 12/10/18	Tue 16/10/18
Milestone 1: Providing Authorization to the Project	0 days	Tue 16/10/18	Tue 16/10/18
Detailed Plan for the Project	31 days	Wed 17/10/18	Wed 28/11/18
Initiating Full Plan for Project	2 days	Wed 17/10/18	Thu 18/10/18
Recruiting the SAP Implementation Team on the Project	3 days	Fri 19/10/18	Tue 23/10/18
Meeting with Team Discussing the Project Requirements	2 days	Wed 24/10/18	Thu 25/10/18
Determining all the Possible Post Cost Benefit Margin in Project Implementation	1 day	Fri 26/10/18	Fri 26/10/18
Analyzing the Project Feasibility	3 days	Mon 29/10/18	Wed 31/10/18
Finalizing the Document of the Project Proposal	1 day	Thu 1/11/18	Thu 1/11/18
Submitting the Document for the Project Approval	2 days	Fri 2/11/18	Mon 5/11/18
Developing Project Charter	3 days	Tue 6/11/18	Thu 8/11/18
Determining Project Scope as well as Limitations	1 day	Fri 9/11/18	Fri 9/11/18
Identifying Project Goals	2 days	Mon 12/11/18	Tue 13/11/18
Developing the Schedule of Project	2 days	Wed 14/11/18	Thu 15/11/18
Estimating the Budget for Project	2 days	Fri 16/11/18	Mon 19/11/18
Developing List of all the Resources	2 days	Tue 20/11/18	Wed 21/11/18
Assessing the Risks as well as Preparing the Risk Management Plan	4 days	Thu 22/11/18	Tue 27/11/18
Completing Document of Project Plan	1 day	Wed 28/11/18	Wed 28/11/18
Milestone 2: Submitting the Project Plan as well as Get Approval of the Project	0 days	Wed 28/11/18	Wed 28/11/18
Initiation Activities of the Project	12 days	Thu 29/11/18	Fri 14/12/18
Contracting the Sponsor for the reason of Funding	3 days	Thu 29/11/18	Mon 3/12/18
Allocating all the Project Roles for Implementation Team of SAP	1 day	Tue 4/12/18	Tue 4/12/18
Hiring a Tester for the purpose of System Review and System Testing	1 day	Wed 5/12/18	Wed 5/12/18
Finalizing the Roles of the Stakeholders as well as Project Team Members	2 days	Thu 6/12/18	Fri 7/12/18
Procuring the Funds of the Project	2 days	Mon 10/12/18	Tue 11/12/18
Allocating the Funds to Team as per their Requirements	1 day	Wed 12/12/18	Wed 12/12/18
Procuring the Project Resources	2 days	Thu 13/12/18	Fri 14/12/18
Milestone 3: Completing the Resource as well as Budget Allocation	0 days	Fri 14/12/18	Fri 14/12/18
Executing and Developing	50 days	Mon 17/12/18	Fri 22/02/19
Initiating the Technical Development	2 days	Mon 17/12/18	Tue 18/12/18
Technical Up gradation of Hardware	8 days	Wed 19/12/18	Fri 28/12/18
Developing a Platform where SAP is developed	5 days	Mon 31/12/18	Fri 4/01/19
Subscribing to the Service of Cloud Computing	2 days	Mon 7/01/19	Tue 8/01/19
Developing as well as Installing the SAP System in Platform	9 days	Wed 9/01/19	Mon 21/01/19
Integrating the SAP with Main System	8 days	Tue 22/01/19	Thu 31/01/19
Connecting to the System with Cloud	2 days	Fri 1/02/19	Mon 4/02/19
Conducting the Reviewing as well as Testing of System	4 days	Tue 5/02/19	Fri 8/02/19
Conducting Training Session for all the Employees about how to use the SAP	10 days	Mon 11/02/19	Fri 22/02/19
Milestone 4: Handing Over the Project	0 days	Fri 22/02/19	Fri 22/02/19
Closing Phase of the Project	5 days	Mon 25/02/19	Fri 1/03/19
Preparing the Documentation of Project	2 days	Mon 25/02/19	Tue 26/02/19
Reviewing Entire Project	1 day	Wed 27/02/19	Wed 27/02/19
Conducting the Appraisal	1 day	Thu 28/02/19	Thu 28/02/19
Stakeholder Signoff	1 day	Fri 1/03/19	Fri 1/03/19
Milestone 5: Closing the Project Officially	0 days	Fri 1/03/19	Fri 1/03/19

In the table above, the schedule is developed that shows all the activities of Implementing SAP in VUIS. The activities that are mentioned in the process are mentioned in bold and those are the project phases. All the activities that follows phases are work packages and activities in each phase that are marked in italics bold are milestone of project.

The main phase of the project are the

The major project phases are Preliminary Planning and Discussion of the given Project, Detailed Plan for Project, Initiation Activities of the Project, Execution and Development and Closing Phase of the Project.

Resources

The resources used in the project are as follows.

Resource Name	Type	Material Label	Initials	Group	Max. Units	Std. Rate
Project Manager of VUISC	Work		P		100%	$125.00/hr
Analyst as well as Supervisor of VUISC	Work				100%	$100.00/hr
Sponsor the Project	Work		S		100%	$0.00/hr
Finance Officer of VUISC	Work				100%	$100.00/hr
SAP Developer	Work		S		100%	$100.00/hr
System Tester	Work		S		100%	$50.00/hr
Resource Procurement Manager	Work		R		100%	$50.00/hr
VUISC Project Supervisor	Work		V		100%	$100.00/hr
Content Developer	Work		C		100%	$80.00/hr
Hardware	Material		H			$20,000.00
Software	Material		S			$6,000.00
Other Resources	Material		O			$4,000.00

The table above represents the resource table which includes both human as well as material that are listed above in the table. The cost of the human resource in the table is measured in $ per hour and in the table the materials costs are taken as the onetime cost.

The roles as well as responsibilities of human resources are stated below.

Human Resource	Roles and Responsibilities
Project Manager of VUISC	Manage, monitor, supervise as well as control all project
Analyst as well as Supervisor of VUISC	Survey the IT Requirements and also analyse the IT requirements, Gives suggestion to the developments as well as technical upgrades
Sponsor the Project	Provides funds Required for the project
Finance Officer of VUISC	Manage the funds available for project
SAP Developer	Develop all necessary requirements in given system
System Tester	Review as well as test the system
Resource Procurement Manager	Procure all necessary resources building up the project
VUISC Project Supervisor	Supervise the project progress
Content Developer	Preparing the documentation of project

Budget

The overall budget estimated for the project is shown in the following table.

Task Name	Resource Names	Cost
SAP Implementation of Yes Chemist		$160,280.00
Preliminary Planning and Discussion of the given Project		$36,000.00
Conducting a Meeting with all Main Stakeholders involved in Organization	Finance Officer of VUISC, Resource Procurement Manager, Project Manager of VUISC ,VUISC Project Supervisor	$9,000.00
Surveying as well as Identifying the Main Operational Issues	Finance Officer of VUISC, Resource Procurement Manager, Project Manager of VUISC ,VUISC Project Supervisor	$3,000.00
Considering Different Solutions as well as Check Feasibility	Finance Officer of VUISC, Resource Procurement Manager, Project Manager of VUISC ,VUISC Project Supervisor	$9,000.00
Agreeing on the SAP Implementation considering it the Best Solution Possible	Finance Officer of VUISC, Resource Procurement Manager, Project Manager of VUISC ,VUISC Project Supervisor	$6,000.00
Consulting with the SAP Assistance in the Organization Discussing about the Project	Finance Officer of VUISC, Resource Procurement Manager, Project Manager of VUISC ,VUISC Project Supervisor	$9,000.00
Milestone 1: Providing Authorization to the Project	Project Manager of VUISC	$0.00
Detailed Plan for the Project		$39,560.00
Initiating Full Plan for Project	Project Manager of VUISC ,VUISC Project Supervisor, Analyst as well as Supervisor of VUISC	$5,200.00
Recruiting the SAP Implementation Team on the Project	Project Manager of VUISC ,VUISC Project Supervisor	$5,400.00
Meeting with Team Discussing the Project Requirements	Project Manager of VUISC ,VUISC Project Supervisor	$3,600.00
Determining all the Possible Post Cost Benefit Margin in Project Implementation	VUISC Project Supervisor, Analyst as well as Supervisor of VUISC, Finance Officer of VUISC	$2,400.00
Analyzing the Project Feasibility	VUISC Project Supervisor, Analyst as well as Supervisor of VUISC	$4,800.00
Finalizing the Document of the Project Proposal	VUISC Project Supervisor	$800.00
Submitting the Document for the Project Approval	Project Manager of VUISC	$2,000.00
Developing Project Charter	Content Developer, VUISC Project Supervisor	$4,320.00
Determineing Project Scope as well as Limitations	VUISC Project Supervisor	$800.00
Identifing Project Goals	VUISC Project Supervisor	$1,600.00
Developing the Schedule of Project	VUISC Project Supervisor	$1,600.00
Estimating the Budget for Project	Finance Officer of VUISC	$1,600.00
Developing List of all the Resources	Finance Officer of VUISC	$1,600.00
Assessing the Risks as well as Preparing the Risk Management Plan	VUISC Project Supervisor	$3,200.00
Completing Document of Project Plan	Content Developer	$640.00
Milestone 2: Submitting the Project Plan as well as Get Approval of the Project	Project Manager of VUISC	$0.00
Initiation Activities of the Project		$12,400.00
Contracting the Sponsor for the reason of Funding	Finance Officer of VUISC	$2,400.00
Allocating all the Project Roles for Implementation Team of SAP	Project Manager of VUISC	$1,000.00
Hiring a Tester for the purpose of System Review and System Testing	Project Manager of VUISC	$1,000.00
Finalizing the Roles of the Stakeholders as well as Project Team Members	VUISC Project Supervisor	$1,600.00
Procuring the Funds of the Project	Finance Officer of VUISC	$1,600.00
Allocating the Funds to Team as per their Requirements	Sponsor the Project	$0.00
Procuring the Project Resources	Resource Procurement Manager, Other Resources[1]	$4,800.00
Milestone 3: Completing the Resource as well as Budget Allocation	Project Manager of VUISC	$0.00
Executing and Developing		$64,400.00
Initiating the Technical Development	SAP Developer	$1,600.00
Technical Up gradation of Hardware	SAP Developer, Hardware[1]	$26,400.00
Developing a Platform where SAP is developed	SAP Developer, Software[1]	$10,000.00
Subscribing to the Service of Cloud Computing	SAP Developer	$1,600.00
Developing as well as Installing the SAP System in Platform	SAP Developer	$7,200.00
Integrating the SAP with Main System	SAP Developer	$6,400.00
Connecting to the System with Cloud	SAP Developer	$1,600.00
Conducting the Reviewing as well as Testing of System	System Tester	$1,600.00
Conducting Training Session for all the Employees about how to use the SAP	SAP Developer	$8,000.00
Milestone 4: Handing Over the Project	SAP Developer, System Tester	$0.00
Closing Phase of the Project		$7,920.00
Preparing the Documentation of Project	Content Developer	$1,280.00
Reviewing Entire Project	Project Manager of VUISC ,Sponsor the Project	$1,000.00
Conducting the Appraisal	Project Manager of VUISC	$1,000.00
Stakeholder Signoff	Content Developer, Finance Officer of VUISC, Resource Procurement Manager, VUISC Project Supervisor, Analyst as well as Supervisor of VUISC,SAP Developer, Sponsor the Project, System Tester	$4,640.00
Milestone 5: Closing the Project Officially	Project Manager of VUISC	$0.00

Risk

Risk register is basically a table where project risks are given as well as the project risks are quantified by chances of occurrence as well as that impact on project. The below table shows the risk register that can be developed for this case.

Risk	Chance of Occurring	Impact on the Project	Mitigation Strategy
There can be technical risk and risk that are included for not upgrading	Medium chance of occurring	Very High	Helps in procuring all the latest as well as upgraded hardware from the vendor.
Risk of Cyber Security	Very High chances of occurring	Extreme impact on project	Using of anti-virus as well as firewalls in system
Lacking of proper configuration system	Medium Chances of occurring	Medium impact	All the system that are involved in the project should be updated as well as configured as required.
Budget risk	Very High	High Impact of Risk on project	Ensuring contingency budget for project.
Lacking of technical expertise of employees	Very High Chance of occurring	High Impact	Provide the training session to all employees.

Communication

A matrix for communication is mainly used in for highlighting communication requirements of stakeholders as well as how they can communicate among themselves.

Communication matrix for given project explained below.

Stakeholder	Why?	When?	How?
Project Manager of VUISC	Project updates, changes requirements	Once in a month	Report the project in document or email
Analyst and the supervisor of the case study	Look after the IT related issues	Looks Weekly	Reports Face to face
Sponsor of the Project	Funding the requirements	Once before starting the project	Reports in Email
Finance Officer of VUISC	Fund allocation	As per required	Finance in report document
SAP Developer	System requirements	As per required	Reports Face to face
System Tester	System configuration	After finishing the development system	Face - face
Resource Procurement Manager	Resource requirements	At the starting of the project	Makes requirements list
VUISC Project Supervisor	Progress update of the project	Daily	Face - face
Content Developer	Documentation requirements	Weekly	Email or face to face

Bibliography

Thomas, L. and Ambrosini, V., 2015. Materializing strategy: the role of comprehensiveness and management controls in strategy formation in volatile environments. British Journal of Management, 26, pp.S105-S124.

Uhl, A. and Gollenia, L.A. eds., 2016. Business transformation management methodology. Routledge.

Umar, M., Khan, N., Agha, M.H. and Abbas, M., 2016. SAP-ERP implementation: Change management model using qualitative approach. International Journal of Computer Science and Network Security (IJCSNS), 16(9).

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