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ITC505 ICT Project Management: Social Media Research Centre

Case study: Social Media Research Centre

As the project manager you are required to present an initial project report to the project sponsor that shows how you propose to implement this project. As the project manager you may make any assumptions you think are necessary.

During a meeting with his boss (David Wright), Bruce has been asked to establish a researcher centre. The research centre, which will commence operations in February 2018 first as an informal research group, should be established by June 2017. Alex decision to proceed with this major project is spurred by the fact that an associated organizational centre, which researches in a closely related area, has recently ceased operations. There is also a tremendous pressure from David senior executives to produce high quality research that is focused in nature.

In fact one of David senior executives comments was that David Unit does not have a clear identity when it comes to its scholarly research output compared to the one in Australian National University. After several meetings with subject matter experts (consultants) and a rigorous analysis of the current trends in research in the area of information technology it has been decided that the most appropriate research area for the proposed research centre to focus on is social media. Fortunately several of David Unit staff are active researchers in this area. What made this direction even more attractive is that demand from Master and Doctoral students has been largely for programs in this area. David Unit also enjoys a very good relationship with an international expert Craig Bamworth in the social media area who has kindly agreed to offer his expertise to Bruce (the program manager).

One of the projects within the Social Media Research Centre larger project that Bruce has identified as important is the development of a web application for the proposed centre.

This application would include an internet website and section for members on the intranet. Bruce has appointed You as the manager of this project commencing work on 1 April 2017. Bruce team has conducted the feasibility study and financial analysis to confirm that project must go ahead and must commence as you join your role.

You must assist Bruce in preparing the project charter that need to be submitted within first week of May 2017 via a kick-off meeting to be held with all major stakeholders presenting and discussing the charter before they all signoff and approve charter.
This website should contain information about the major research projects, list of supervisors, Masters and PhD student projects, publications (conference and journal papers), and project reports. The application manager Sonia Reed should update all these details on the website using the intranet login.

Your team must include appropriate experts to assess the application, network and database software and hardware needs to support this project.

Your manager, Bruce has given you guidance that the project needs to be completed within 8 months and that costs should be minimised wherever possible with given budget of AUD 50000.00

Task:

Complete the following tasks by creating the following: 

Task 1: WBS

You need to create level 3-4 WBS.

Task 2: Gantt chart

Firstly you need to do Activity Estimation i.e. estimate the duration of each activity and Secondly dependencies between eh activities need to be determined before you can create a schedule and MS Project builds the Gann chart. You also need to allocate resources to each activity ( 1 resource per activity)  from the table given below (PS: You do not need to use all the resources listed below, you may use the ones you need to complete your project) Gantt chart should include all the resources allocated  in this project. You should attach the MS project screen shots to prove your workings.

The Resource table to be used for allocating resources is as below

 

$ per Hour

Project Manager

80

Systems Analysis

60

Graphic Designer

50

Application Programmer

50

Web System Expert

70

Program Team member_1

50

Program Team Member_2

50

Quality Assurance Tester

60

Database Administrator

50

Team Member_1

35

Team Member_2

35

Working Days

5 days per week ( No Over time required)

Working Hours

8 hours per day ( 8.30 - 5.30pm) - 1 hour for lunch

Task 3:

Create a time-phased budget for your example project using bottom-up estimating. As you allocate resources to the activity your budget is being created. After you extract the Gantt chart, revisit the activity list and be sure to check direct labour costs for you and your team has been added and add 20% for fringe.

In this section, State all assumptions and constraints you have used when creating your budget. Give examples of known knowns and known unknowns (these are financial risks) on your project. Describe how you have budgeted for both of them plus how you have budgeted for unknown unknowns

Task 4: Risk Register

Create a risk register In the form of a risk register as per the format and example below  (4 risks- 3 negative and 1 positive risk) for your example project. 

Task5 : Quality Management Plan.

It should include:

.A short statement that reflects your team’s philosophy or objective for ensuring that you deliver a quality system to your client.

.Develop and describe 3 quality issues related to this project that your project team could implement to ensure quality

Task6: Closure checklist and project evaluation :

Develop a closure checklist that the project team will use to ensure that the project has been closed properly.

Develop a project evaluation –outline and discuss how your project’s MOV will be evaluated.

Answer:

Work Breakdown Structure (WBS)

Figure 1: WBS of the Project

(Source: Created by Author)

Gantt Chart

Figure 2: Gantt Chart of the Project

(Source: Created by Author)

Time Phased Budget

The time phased budget based on the project schedule is as follows.

Task Name

Duration

Start

Finish

Estimated Cost

Social Media Research Centre Project

113 days

Tue 23-05-17

Thu 26-10-17

 

   Planning Phase of the Project


25 days

Tue 23-05-17

Mon 26-06-17

-

      Preparation of Project Milestones and Deliverables

5 days

Tue 23-05-17

Mon 29-05-17

-

      Inclusion of All Requirements and Expected Outcomes

5 days

Tue 30-05-17

Mon 05-06-17

-

      Preparation of the Project Plan

2 days

Tue 06-06-17

Wed 07-06-17

-

      Requirement Analysis

3 days

Thu 08-06-17

Mon 12-06-17

-

      Project Planning with stakeholders

5 days

Thu 08-06-17

Wed 14-06-17

-

      Identification of equipments

6 days

Thu 08-06-17

Thu 15-06-17

 

      Identification of hardware and software

6 days

Thu 08-06-17

Thu 15-06-17

$15,000

      Change Management

2 days

Fri 16-06-17

Mon 19-06-17

-

      Verification of Project Plan

5 days

Tue 20-06-17

Mon 26-06-17

-

   Development Phase of the Project

17 days

Tue 27-06-17

Wed 19-07-17

-

      Allocation of Roles to Stakeholders

5 days

Tue 27-06-17

Mon 03-07-17

$15,000

      Backend Development plan

3 days

Tue 27-06-17

Thu 29-06-17

 

      Distribution of working activities

2 days

Tue 27-06-17

Wed 28-06-17

$5000

      Frontend Development plan

3 days

Tue 27-06-17

Thu 29-06-17

$15,000

      Allocation of checklists

2 days

Tue 27-06-17

Wed 28-06-17

$12,000

      Testing schedule preparation

3 days

Tue 27-06-17

Thu 29-06-17

$5000

      Time Estimation for the Project

2 days

Tue 04-07-17

Wed 05-07-17

$1000

      Cost Estimation

3 days

Thu 06-07-17

Mon 10-07-17

$1000

      Budget Allocation to Project Departments

2 days

Tue 11-07-17

Wed 12-07-17

$1000

      Recruitment of Developer for the Website Design and Development

5 days

Thu 13-07-17

Wed 19-07-17

 

   Initiation of the Project

58 days

Thu 20-07-17

Mon 09-10-17

-

      Initiation of Project Work

2 days

Thu 20-07-17

Fri 21-07-17

-

      Procurement of Required Hardware

5 days

Mon 24-07-17

Fri 28-07-17

-

      Procurement of Required Software

5 days

Mon 31-07-17

Fri 04-08-17

$5000

      Design of the Website

1 day

Mon 07-08-17

Mon 07-08-17

-

      Incorporation of the Desired Features in the Website

30 days

Tue 08-08-17

Mon 18-09-17

-

      Application of Cyber Security Softwares

10 days

Tue 19-09-17

Mon 02-10-17

 

      Application Test case preparation

5 days

Tue 19-09-17

Mon 25-09-17

-

      Application debugging

5 days

Tue 19-09-17

Mon 25-09-17

-

      Website Testing

5 days

Tue 03-10-17

Mon 09-10-17

-

   Project Closing

13 days

Tue 10-10-17

Thu 26-10-17

-

      Development of Protocols for the Website

3 days

Tue 10-10-17

Thu 12-10-17

-

      Maintenance process

7 days

Tue 10-10-17

Wed 18-10-17

-

      Pilot Program

7 days

Tue 10-10-17

Wed 18-10-17

 

      Risk Analysis

5 days

Fri 13-10-17

Thu 19-10-17

$15,000

      Mitigation of Identified Risks

2 days

Thu 19-10-17

Fri 20-10-17

-

      Final Tests and Modifications

2 days

Mon 23-10-17

Tue 24-10-17

-

      Stakeholder Signoff

1 day

Wed 25-10-17

Wed 25-10-17

-

      Project Closure

1 day

Thu 26-10-17

Thu 26-10-17

$15,000


Hence, the total estimated cost is $75000 and for this, the overall budget for the project should be around $80000.

Risk Register

The following table shows the risk register for the project.

Risks

Effect on Project

Chance of Occurrence

Management Plan

Virus, Ransomware, Malware, Hacking

Extreme

Extreme

No suspicious and unknown documents and links from unsubstantiated sources ought to be opened amid the improvement of the site. Keeping in mind the end goal to prevent attacks through the internet, solid digital security firewalls must be introduced amid the improvement of the site.

Errors in Running of Hardware

High

Medium

Before buying the hardwares needed for the project, they must be run and tried to guarantee the trader is not giving defective equipment. Again, before obtaining the required hardware, it is to be guaranteed that the hardwares are not defective and run without any errors.

Software Piracy

Medium

High

Before getting the necessary softwares required for the website development for the project, the web developer must guarantee that they are not using any pirated versions of the softwares. Utilization of pirated programming softwares is a wrongdoing and also, the designer of the software may confront authorizing issues for which, the product engineers can sue him.

Errors in Running of Website, Bugs, Glitches

Low

High

This is a positive hazard that can be overseen by executing new codes and bug fixes to prevent the crash. It is a positive hazard since it enables the engineer to distinguish the dangers and escape clauses inside the site.

Quality Management Plan

Quality Planning

Amid the execution of a project, any project administrator expects the best quality results at any rate conceivable net spend. Thus, keeping in mind the end goal to keep up the quality of the project, an appropriate quality arranging is essential. For this project, the quality arranging will include a few benchmarks for the elements of the site. For the first point, the site ought not crash every now and again that bothers the client as well as upsets the administrations of the site. Furthermore, the site ought to have an alluring however straightforward UI that will enable the clients to use the website without any significant difficulty. Thirdly, the site ought to contain every one of the elements said by the project manager for this project. Finally, the site ought to be protected against outside digital assaults and malwares.

Quality Assurance

The quality assurance process must be finished by the higher authority related to the project team and the developer of the website. The designer must build up the site in view of the quality benchmark set by the venture director. Once more, the designer ought to assume the fault if the quality benchmark for the site is not met. Thus, the primary focus of the engineer ought to be conveyance of the best quality site so that the venture supervisor can show the same to the venture support.

Quality Control

Quality control is a part of the project administration keeping in mind the end goal to keep up a standard quality. The clients dependably search for best quality items or administrations in any event conceivable cost. In any case, planning of the best quality items requires additional assets and expenses than ordinary item. Consequently, the offer cost of the administration or item is expanded naturally. Henceforth, the venture chief ought to guarantee the quality of the site is kept up without much additional cost keeping in mind the end goal to keep up the money saving advantage from the venture.

Closure Checklist and Project Evaluation Plan

The closure checklist will contain the following important points.

  • The time schedule for the project has been maintained.
  • The project did not exceed the allocated budget.
  • Quality of project outcome has successfully crossed the previously set benchmark.
  • Payments have been done to the workers and other related project members.

After the project is completed, the stakeholders will meet together for checking the quality of the project. Once a satisfactory outcome is generated, all the stakeholders will sign the closing document and the project manager will give the final signature for successfully closing the project.

Bibliography

Beringer, C., Jonas, D., & Kock, A. (2013). Behavior of internal stakeholders in project portfolio management and its impact on success. International Journal of Project Management, 31(6), 830-846.

Boud, D., Cohen, R., & Sampson, J. (Eds.). (2014). Peer learning in higher education: Learning from and with each other. Routledge.

Burke, R. (2013). Project management: planning and control techniques. New Jersey, USA.

Dwivedula, R., Bredillet, C. N., & Müller, R. (2015). The relation between work motivation and project management success in case of temporary organizations: theoretical lenses.

Heagney, J. (2016). Fundamentals of project management. AMACOM Div American Mgmt Assn.

Hornstein, H. A. (2015). The integration of project management and organizational change management is now a necessity. International Journal of Project Management, 33(2), 291-298.

Joslin, R., & Müller, R. (2015). Relationships between a project management methodology and project success in different project governance contexts. International Journal of Project Management, 33(6), 1377-1392.

Kerzner, H. (2013). Project management: a systems approach to planning, scheduling, and controlling. John Wiley & Sons.

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