BCO6656 IT Project Management Proof Reading Services

BCO6656 IT Project Management Assignment Help

BCO6656 IT Project Management Proof Reading Services

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 1^st January 2018 and would end by 13^th 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.