IT Project Management

Project ASMS

Project Plan
ASMS South East Gippsland University
HP

Group 04

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CONTENTS
1 Introduction and Objectives of the Project Plan ...................................................................................................3 1.1 1.2 1.3 2 Overview of the Organization ......................................................................................................................3 Current Situation and Problem/Opportunity Statement .............................................................................3 Project Objectives ........................................................................................................................................4

Project ...................................................................................................................................................................5 2.1 2.2 2.3 2.4 2.5 2.6 2.7 2.8 2.9 Project Information ......................................................................................................................................5 Project objectives .........................................................................................................................................5 Project approach ..........................................................................................................................................5 Roles and Responsibilities ............................................................................................................................6 Project Constraints .......................................................................................................................................7 Assumptions .................................................................................................................................................7 Preliminary Schedule and Budget Estimates ................................................................................................7 Plan Modification Rules ...............................................................................................................................8 Approval Signatures .....................................................................................................................................9

3.

Project Scope Management plan ........................................................................................................................10 3.1 3.2 3.3 3.4 3.5 3.6 Product description ....................................................................................................................................10 Project Deliverables ...................................................................................................................................10 Scope Statement ........................................................................................................................................11 Work Breakdown Structure .......................................................................................................................12 Scope Change Management Process .........................................................................................................16 Plan Modification Rules .............................................................................................................................18

Schedule management plan ...............................................................................................................................19 4.1 Project Schedule.........................................................................................................................................19

Assumptions ............................................................................................................................................................20 5. Cost Management Plan............................................................................................................................................21

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Project ASMS 5.1 5.2 6. Project Budget ............................................................................................................................................21 Budget Constraints .....................................................................................................................................21

Quality management plan ..................................................................................................................................22 6.1 6.2 6.3 6.4 Quality Standards .......................................................................................................................................22 Quality Metrics ...........................................................................................................................................22 Quality Management Approach .................................................................................................................23 Quality Assurance ......................................................................................................................................23

6.5 Quality Control ................................................................................................................................................23 7. Risk management plan........................................................................................................................................24 7.1 7.2 7.3 7.4 7.5 8. Risk Management Strategies......................................................................................................................24 Risk Management Tools .............................................................................................................................26 Data Sources ..............................................................................................................................................26 Risk Categories ...........................................................................................................................................27 Risk Probability and Impact ........................................................................................................................28

HR management plan .........................................................................................................................................30 8.1 8.1.1 8.1.2 8.2 8.3 Project Organization ..................................................................................................................................30 Project Team ..........................................................................................................................................30 Key Stakeholders ...................................................................................................................................32 Resource Requirements .............................................................................................................................33 Resource Assignment .................................................................................................................................34

9.

Communication plan ...........................................................................................................................................35 9.1 9.2 Stakeholder Analysis ..................................................................................................................................35 Project Reports...........................................................................................................................................36 Appendices .....................................................................................................................................................38

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Appendix 1 ..............................................................................................................................................................38

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1 1.1

INTRODUCTION AND OBJECTIVES OF THE PROJECT PLAN OVERVIEW OF THE ORGANIZATION

South East Gippsland University currently uses a student management system, which doesnt provide the modern academic needs of the organization. The system they use runs on an old technology, which relies on outdated and unsupported equipment, difficult and expensive to maintain. So there is a need to replace this aging system. The proposed New Automated Student Management System (ASMS) Project will modernize the student management system and the IT infrastructure. Project will implement a state-of the art web based system, with higher level of services, at a lower cost for the stakeholders.
1.2 CURRENT SITUATION AND PROBLEM/OPPORTUNITY STATEMENT

South East Gippsland University uses a student management system for student enrollments, students updates, alumni management and results publishing services. Implementing a system with this new technology provides an opportunity to integrate with new technologies such as SMS communication to deliver the examination results to the students, and use of social media networks such as Facebook, Twitter, YouTube etc. which students are much familiar with nowadays. The maintenance cost of the current technology is very high, and also cannot utilize cost effective new technology, due to use of outdated equipment and scarcity of the trained developers of the old technology. The ASMS project will provide a modern, more streamlined, web based student management system, integrated with new technology such as SMS and social media technology. It will be more dependable, secure system with quicker responsive actions and easy to change service requirements. New system will provide improved services for staff and students and will not increase in rates or charge for the students.

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It will take over a period of 24 months starting from June 2010 to develop and implement the new system. The selected vendor will provide both technical and functional resources for developing, installing, training, process analysis and operations.

1.3

PROJECT OBJECTIVES

The ASMS project support, Student management system process will be streamlined and integrated. New technology used by students will be utilized for student management process. (Social media networks and SMS)

The benefits of the new system, University staff will not have to work with multiple systems. Student will be fonder to work with new system because it uses the technology, which they already familiar with. Use of new technology will reduce the maintenance overheads.

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2 2.1

PROJECT PROJECT INFORMATION

Project Start Date: Project End Date: Projgect Manager: Project Sponsor:

ASMS- 28-05-2012 ASMS- 13-07-2012 H Kumarasiri South East Gippsland University

2.2

PROJECT OBJECTIVES

The main objective of this ASMS project is to provide a revolutionize the service delivery to stakeholder by the new, expanded and integrated system. ASMS project will consolidate IT infrastructure. It will; Enable new voice and data applications to support the University's mission. Provide a robust, flexible, ways of communication between students and the university to meet the communications needs of our instructional faculty, researchers, and students. Upgrade aging technology infrastructure and support the organization.
2.3 PROJECT APPROACH

The ASMS project is a large scale project which has several sequential phases to follow. As the requirements are unlikely change, the Modified Waterfall Model of project management is best for this case. In the modified waterfall approach, the whole process of software development is divided into separate phases and modification of the phases and overlapping is permitted. Because the phases overlap, a lot of flexibility has been introduced in the modified model. At the same time, a number of tasks can function concurrently, which ensures that the defects in the system are removed in the development stage itself and the overhead cost of making changes to the system before implementing is saved.

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The diagram below explains the modified waterfall method.

2.4

ROLES AND RESPONSIBILITIES

Name H Kumarasiri

Role Project information, Project scope management Quality management, Human resource management Risk management, Schedule management

Position Scope Manager

Contact Information

U Jayawardana

Quality Manager Human Resource Manager Risk Manager Schedule Manager Cost Manager Communication Manager

M Yatigala

T Ranathunga L Halkewela

Cost management Communication plan

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2.5

PROJECT CONSTRAINTS

The critical component of this project is executive management support, which will be at high level of the duration of the project. Funding of existing system charge back revenues and other existing funding sources will remain stable for the duration of the project. The initial cost of the new system is very high because the old system must be totally re-engineered. It will be major challenge to the stakeholders of the new system because it is completely different from the old system.

2.6

ASSUMPTIONS

2.7

The cost model requires 24 months or less to develop and implement the ASMS project. Existing funding sources will remain stable for the duration of the project. The new system reduce he over all maintenance cost. The use of new technology will be uncertain.

PRELIMINARY SCHEDULE AND BUDGET ESTIMATES

Estimate of time-

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Estimates budgetDescription New Servers Total Cost of Ownership (TCO) over 5 years Student management system (TCO) over 5 years Wireless broadband hardware and software (without maintenance costs) Wireless broadband maintenance Estimated Cost $30,000/ 50 users $900,000 $50,000

$5,000/annum

IT service desk establishment

$20,000

(Ongoing maintenance costs have not been included in this project estimate)

2.8

PLAN MODIFICATION RULES

All changes must be passed through the project manager. A majority vote will be required to change the plan. Changes will be made on constructive critique at the regular team meetings.

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2.9

APPROVAL SIGNATURES

Project Manager: As project manager on ASMS, I have reviewed the information contained in the Project Charter and agree to its content.

Name

Position Scope Manager Quality Manager Human Resource Manager Risk Manager Schedule Manager Cost Manager Communication Manager

Signature

Date 28-05-2012 28-05-2012

28-05-2012

28-05-2012 28-05-2012

The signatures above represent stakeholders agreement and acknowledgement of the information contained in this document.

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3. PROJECT SCOPE MANAGEMENT PLAN

3.1 PRODUCT DESCRIPTION

The current student management system used by South East Gippsland University for student enrollment, student updates, alumni management and results publishing services doesnt not provide flexible service as required. The university needs to upgrade aging technology infrastructure and a system which supports the organization services. The system proposed by the ASMS project provides a state of the art web based system to support the university endeavors, teaching and research. It will streamlined and integrate the student enrollment system, student reporting system, results submission system, results publication system. Also the system will integrate with the new technology such as, SMS and social media technologies.

3.2

PROJECT DELIVERABLES

A modern, state-of-the-art student management system. Integration with other technologies and applications, such as SMS, Facebook, YouTube etc. Improved services for all stakeholders (e.g., more streamlined processes for management of student enrolments, results publications and alumni management) Quicker and more responsive action on new and change service requests and troubleshooting. Simplified billing. No increase in rates or charges for students A more dependable, robust and secure network.

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Reports generate at the development of the projects Project Plan Report Feasibility Study/ domain Analysis Report System Requirement Specification System Design specification Test Plan document System Test Report User Manual

3.3

SCOPE STATEMENT

There are 6 main phases in the scope statement of ASMS project and those phases are, Evaluation of requirements for the new system Call for proposals for new system Acquisition of an appropriate Student management system with new technology component All services must be secure with restricted access rights. Training for staff is required. IT service desk must be provided by the provider of the system.

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3.4

WORK BREAKDOWN STRUCTURE

1. Project Management 1.1 Project initiation 1.1.1 Create project charter(deliverable) 1.1.2 Sign project charter 1.2 Planning 1.1 Select Project teams and assign roles 1.2 Project team meeting 1.3 Analyze the case 1.4 Develop project plan(deliverable) 1.5 Project plan approval 1.6 Cost & schedule management 1.7 Allocate resources 1.8 Sketch of WBS 1.9 Perform quality activities 1.9.1 Prepare quality management plan 1.10 Risk management 1.11 Update project plan 1.12 Prepare status report 1.3 Tender 1.3.1 Receive tender responses 1.3.2 Contract negotiation 1.3.3 Contract confirmation 2. System requirement gathering 2.1 Project team meeting 2.2 Understand system features and other requirements 2.2.1 Interview 2.2.1.1 Staff 2.2.1.2 Student 2.2.2 Document analysis 2.2.3 Questionaries 2.3 Software requirement specification(deliverable) 2.4 Sign off 3. System design 3.1 Define system architecture
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3.2

User Access 3.1.1.1 Functional Specifications 3.1.1.1.1 Conduct Design Review 3.1.1.1.2 Deliver final specification 3.1.1.1.3 Obtain user sign off 3.1.2 Web user interface 3.1.2.1 Functional Specifications 3.1.2.1.1 Create user interface mock-ups 3.1.2.1.2 Conduct Design Review 3.1.2.1.3 Detail description of components 3.1.2.1.4 Deliver final specification 3.1.2.1.5 Obtain user sign off 3.1.2.2 Technical specifications 3.1.2.2.1 Develop tech specification 3.1.2.2.2 Review tech specification with team 3.1.2.2.3 Obtain team sign off 3.1.3 User interfaces 3.1.3.1 Technical specifications 3.1.3.1.1 Determine data import/export element 3.1.3.1.1.1 Define user needs 3.1.3.1.1.2 Define IT needs 3.1.3.1.2 Design interfaces 3.1.3.1.3 Obtain team sign off 3.1.4 SQL database 3.1.4.1 Technical specifications 3.1.4.1.1 Design database schema 3.1.4.1.2 Estimate capacity requirement 3.1.4.1.3 Review tech specification with team 3.1.4.1.4 Obtain team sign off 3.1.5 SMS & social media 3.1.5.1 Technical specifications 3.1.5.1.1 Develop tech specification 3.1.5.1.2 Review tech specification with team 3.1.5.1.3 Obtain team sign off 3.1.6 System component prototype Software design specification(deliverable) 3.2.1 Collect user requirements 3.2.1.1 Define data elements 3.2.1.2 Define frequency 3.2.1.3 Define audience
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3.3 3.4 3.5

3.2.2 Design reports Review design Test plan Sign off on design

4. System developments/ Integration 4.1 Obtain hardware for production and testing 4.2 Develop software 4.2.1 Database 4.2.1.1 Tables 4.2.1.2 Review tables with team 4.2.1.3 Obtain user sign off 4.2.2 Construct data loaders 4.2.2.1 Input handler 4.2.2.2 Data map 4.2.2.3 Database insert function 4.2.2.4 Error handling 4.2.2.5 Sign off 4.2.3 Develop web user interface 4.2.3.1 Content templates 4.2.3.2 Cascading style sheets 4.2.3.3 Tie database to pages 4.2.3.4 Review design 4.2.3.5 Obtain user sign off 4.2.4 Develop user interfaces 4.2.4.1 Content input 4.2.4.2 Data source management 4.2.4.3 User access 4.2.4.4 Obtain sign off 4.2.5 SMS & Social media 4.2.5.1 Data source management 4.2.5.2 Obtain sign off 4.3 Site change report 4.4 Error report 4.5 Produce user training materials 4.6 Produce technical documentation 4.7 Director review of system 4.8 Phase sign off 5. Testing phase
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5.1 5.2

5.3

5.4

5.5 5.6

Verify design and functionality Unit testing 5.2.1 Unit test planning and test case preparation 5.2.2 Unit test case conduct and results Integration testing 5.3.1 test planning and test case preparation 5.3.2 test case conduct and results System testing 5.4.1 test planning and test case preparation 5.4.2 test case conduct and results Acceptance testing 5.5.1 Test results Testing sign off

6. Implementation 6.1 Hardware 6.1.1 Determine hardware needs 6.1.2 Purchase hardware 6.1.3 Install and configure hardware and firewall connection 6.1.4 Perform system test 6.1.5 Sign off 6.2 Packaged software 6.2.1 Determine software needs 6.2.2 Purchase software 6.2.3 Deploy 6.2.4 Perform system test 6.2.5 Sign off 6.3 Installation 6.3.1 Develop implementation plan 6.3.2 Install the new system 6.3.3 Verify code 6.4 Test implemented functions 6.5 Go live 7. User training 7.1 Identify trainees 7.2 Identify trainers 7.3 Construct training schedule 7.4 Train users

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8. Upload current data to the system 9. Project wrap-up

3.5

SCOPE CHANGE MANAGEMENT PROCESS

The purpose of the Scope Change Management Plan is to: 1. Manage and control scope change during the Implementation Project. 2. Ensure that the project is implemented on time and within the approved budget and scope. 3. Evaluate and prioritize all changes to the project implementation plan at the institutional level. 4. Provide a process for implementing change required by the system.

The following change requests will be addressed by the Scope and Change Management Plan: Modifications to software. Acquisition of 3rd party software. Changes to contracted professional services (e.g. additional consulting visits). Scope (includes modules, data conversion and migration, interfaces, etc.). Milestone dates, including interim milestones and major go-lives. Additional project spending (hardware, training, conferences, etc). Functionality required by policy changes at the university and/or external mandates.

The following change requests will NOT be addressed by the Scope and Change Management Plan: Policy / process changes. May occur as a result of a change request. Requests for modifications to current systems not to be replaced. Changes may occur as a result of integration, migration, and conversion decisions. Re-allocation of contracted professional services hours. May occur due to a change request, but specific requests to re-allocate service hours will not be accepted without justification based on the change. Changes to existing systems.

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Change Request Process 1. Team Lead initiates Change Request by completing the Change Request Information section on the Change Request Form and submitting to Project Managers. 2. Project Managers review with Team Lead; identify needed information and next steps to complete; enter into Change Request Log. Project managers communicate and coordinate (as

needed) with appropriate personnel to gather needed information. 3. Project Managers prepare and submit Change Request Impact Analysis section and submit to the Change Management Team. 4. Institution Implementation Team receives weekly updates of pending change requests and provides input as needed / requested. 5. Change Management Team approves/denies change request, provides Final Recommendation on the Change Request Form and advises project Managers. 6. If appropriate, forward for review and disposition. 7. Project Managers communicate the decision to: a) The Team Lead making the request of the Change Review Team decision. b) Implementation Team. c) All Project Managers and appropriate interested parties. d) Makes appropriate entries into the Change Management Request Log. 8. Modify Implementation plan and documentation as needed to incorporate approved change.

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3.6

PLAN MODIFICATION RULES

Team Leads

Requests from team members should be discussed with the appropriate Team Lead prior to submitting an official change request. Facilitate the completion of change requests and information gathering. Work Directly with vendors (e.g. Services or software estimate) and with appropriate IT Personnel, administrative and academic offices (e.g. Workarounds, changes to Policies and procedures) to collect information needed to complete the request.

Project Manager

Implementation Team

Receive updates of completed change requests pending approval. Provide input as needed/requested. Evaluate, allow or disallow changing requests based on the submitted information. Call upon the Project Manager and Team Leads to provide additional information as needed to complete review. Escalate resolution to the Executive Steering Committee as needed.

Change Review Team

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SCHEDULE MANAGEMENT PLAN

4.1

PROJECT SCHEDULE

The persistence of this section is to define and document how changes to the schedule will be managed for this project.

Milestone Sign project charter Select Project teams and assign roles Develop project plan(deliverable) Sketch of WBS Receive tender responses Contract negotiation Contract confirmation Software requirement specification(deliverable) Software design specification(deliverable) System developments/ Integration Produce user training materials Director review of system Testing phase Installation

Completion Date 6/1/12 6/7/12 6/27/12 7/24/12 10/1/12 11/6/12 11/23/12 1/29/13 4/16/13 9/12/13 8/29/13 9/11/13 1/6/14 2/25/14
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User training Upload current data to the system

5/12/14 6/11/14

Please see Appendix 1 for the detailed Gantt chart. ASSUMPTIONS

The cost model requires 24 months or less to implement ASMS. Staff resources and the Executive management support will be available when and as they are needed. Equipment order lead times are known and can be expected to be met. Issues will be resolved in a timely manner. The scope of the project is limited to that described in the project charter.

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5. COST MANAGEMENT PLAN 5.1 PROJECT BUDGET

Total Employee Cost Total Software Cost Total Hardware Cost Total Service Charges Total Overhead Cost Total Cost

$ 714,120.00 $ 1000,000.00 $ 38,000.00 $ 92,500.00 $ 12,000.00 $ 1,856,620.00

Please see Appendix 1 for the detailed Cost plan.

5.2

BUDGET CONSTRAINTS

Funding of existing system charge back revenues and other existing funding sources will remain stable for the duration of the project. We used the budgetary estimate. Budgetary estimates are utilized primarily for development of cost estimates in the early stages of a project development when details are limited or sometimes not available and also we can use it to formulate fairly early in the project 's planning stage. By taking budget lessons from a similar project we could apply them for the current project. Budget estimate is quick.so we used it to calculate our budget.

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6. QUALITY MANAGEMENT PLAN

6.1 QUALITY STANDARDS

Different quality standards are used for the project South East Gippsland University and they can be identified as follows. Standards are made according to the academic infrastructure.
Project Processes/Reports Academic Infrastructure Quality Standards Frameworks for higher education qualifications, subject benchmark statements, Code of practice for the assurance of academic quality and standards, program specifications. The project manager will appoint a quality manager to closely monitor the final results of quality and compare the results with the standards.

Status Reporting

6.2 QUALITY METRICS

Quality criteria will be identified under quality matrices for each and every project deliverables.
Project Deliverables 1. Frameworks for higher education qualifications Quality Metrics

Describe standard represented by each qualification. Setting out how standards apply in particular subject areas. Sectors sets guidance for universities about the management of academic quality and standards carrying everything from external examine. Provide detail information about student individual courses.
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2. Subject benchmark statements.

3. Code of practice for the assurance of academic quality and standards

4.

Program specifications

5.

Customer Satisfaction

Project ASMS quality management. To verify whether customer satisfaction is met, actions such as regular monitoring and review, assessment, use of external examiners, providing public information and etc. are done internally. Finally a customer satisfaction form will be given to the customer.

6.3 QUALITY MANAGEMENT APPROACH

This is about how quality will be ensured in South East Gippsland University.This is mainly about quality assurance and quality control methods. Quality management tools such as TQM, JIT, Six sigma (approach to eliminate defects with the aim of reaching six standard deviations from the desired target of quality) and etc. can be used on developing quality management.

6.4 QUALITY ASSURANCE

Evaluate overall performance of South East Gippsland University and determine the quality reviews done through quality management. Student updates and enrolments are tested and also customer acceptance of results published is also considered. Student updates are tested with the standards and make corrections if any failures are identified.

6.5 QUALITY CONTROL

Quality control is done mainly through following steps to ensure that final performance of student enrollment and updates match with quality standards.

Identify Established Standards

Measure performance

Compare standards with performance

Continue

Create solutions if There is any difference

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7. RISK MANAGEMENT PLAN

7.1 RISK MANAGEMENT STRATEGIES

This segment describes the risk management procedure and provides a summary of the risk management approach. Process Name Risk Assessment Process Description Determination of things such as size, complexity, importance of the project, visibility and skill levels. It supports to take a decision about the time that project will spend to perform risk assessment activities. The risk team will conduct a brainstorming session at the beginning of each project phase. A form will be available on the project web site for team members to submit risk factors over the course of the project as well. They will be asked to identify any opportunities they see. We will then ask them to identify any risks and ask to do an affinity diagram to classify the risks and identify any missing risks/opportunities. Qualitative Analysis Project manager will ask the core team to review the risks and project team will determine the impact and probability scores for each risk to estimate the risk score. The team should inform the project manager of any risk they are unsure of and the project manager can clarify or get more information from the originator. The project team will come across to perform a basic Expected Monetary Value (EMV) Analysis for each risk. A decision tree will be established for a risk as needed. The top risks assessed in the Quantitative Analysis will be allocated to the core project team and management if needed. Each risk owner will be assigned to develop strategies avoid, if possible or transfer the risk. These
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Risk Identification

Risk Analysis

Quantitative Analysis

Risk Response Planning

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responses should be documented in the risk register. Risk Monitoring and Control Risk owners are in charges of monitoring their risks and informing the project manager via e-mail when a trigger occurs and that the response plan has started.

Any stakeholder can find additional risks and they should notify the new risk to the project manager via e-mail. The project manager will be liable for overseeing risk activities and ensuring the risk register is updated. The project team will evaluate the projects risks by weekly. Risks will be reported in two ways. 1. Project manager maintains a Risk Log in the project repository. 2. Monthly Status Report and the Quarterly Large Project Oversight report.

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7.2 RISK MANAGEMENT TOOLS

Tool Name Risk Log

Tool Description This will be maintained by the project manager and will be revised as a standing agenda item for project team meetings. Weekly report generated by the ASMS risk team to provide stakeholders with regular updates on risks and actions taken to mitigate risks. Support to manage uncertainty. By using scenario analysis, decision makers can see the range of possibilities and figure the scenarios. The chart allows to rate potential risks on two dimensions; probability, impact.

Risk Status Report

Scenario Analysis and forecast models

Risk Impact/Probability chart

7.3 DATA SOURCES

The Data Source Name Scope statement

Data Source Description Details the project deliverables and describes the major objectives. PMO maintained database with previous risk management documentation from earlier projects Web site of the university.

Lessons Learned Database

Web site

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7.4 RISK CATEGORIES

Categories Academic Administrative Student dissatisfaction.

Description

Potential for inaccurate, unreliable or incomplete information. Number of regulations governing the activity.

Assets

Size or value of equipment. Asset portability and convertibility. Standard of equipment maintenance.

Disaster

Impact on South East Gippsland University community. Ability to recover.

Environmental risks

Water, soil, air contamination. Incidents, accidents and emergencies.

Financial

Potential for financial loss. Insurances, expenditure, debt and budget overruns.

Fraud Infrastructure

Improper conduct or corruption. The physical fabric of the university. Buildings, roads, pathways and utilities(electricity) .

Staff

Professional development/training. Excessive workloads.

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Technological

Reliance on IT systems or laboratories. Equipment failure. Recent new systems versus obsolete technology. Reliance on electronic networks across campuses.

7.5 RISK PROBABILITY AND IMPACT

Item Not being prepared before the project begins Goals of the project Known functional requirements. Requirements are not met Project scheduling conflicts Unidentified utility conflicts Significant changes in user requirements Major changes to user structure/procedures Limited resources(software and other tools)

Probability (P) 0.3 4

Impact (I)

Total Risk Score 1.2

0.3 0.5 0.7 0.3

4 8 8 4

1.2 4 5.6 1.2

0.3

1.2

0.5

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Lack of commitment and ability to change current processes. Lack of skills Less security(Data lost) Inadequate training Poor data quality Financial risks No suitable solution found that meets all the objectives

0.7

1.4

0.7 0.5 0.7 0.7 0.5 0.3

4 4 4 2 2 4

2.8 2 2.8 1.4 1 1.2

Loss of power internet 0.3 connection at key roll-out, demo or training. Costs could rise significantly during the course of the project Poor intra-project communications 0.7

0.3

2.8

0.7

0.7

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8. HR MANAGEMENT PLAN

8.1 PROJECT ORGANIZATION

8.1.1

PROJECT TEAM

These are different people who work on this project, ASMS. This list includes the project manager and all the team members who are involved with the planning and execution of the project. This information is very useful since it allows people to reach each individual relevant to the project easily.

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The following is a graphic representation of how the project team is organized in terms of authority and responsibility for project South East Gippsland University.

PROJECT PROJECT SPONSOR

SPONSER

PROJECT MANAGER

QUALITY MANAGER

HR MANAGER

RISK MANAGER

SCHEDULE MANAGER

COST MANAGER

COMMUNICATION MANAGER

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8.1.2 KEY STAKEHOLDERS

Key Stakeholder analysis is as follows;

Key Stakeholders

Stakeholder 1 Role on Project Organization Project Sponsor South East Gippsland University

Stakeholder 2 Project Manager ASMS project

Stakeholder 3 Supplier South Gippsland University

Stakeholder 4 Customer East -

Phone Number(s) Email Address

011- 2509456

011- 2678686

segu@hotmail.com

segu@hotmail.co m

Unique Facts

Prefers the use of email for project documents

Prefers a better Number of Prefers the past communication intakes results of the between during the year. university Managers Keep informed Consequence about the updates project updates Consequence updates on

Suggestions for managing communications

Keep informed about the project progress

on student student results enrolments, students updates and results. student

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8.2 RESOURCE REQUIREMENTS

Seven management roles are needed over the duration of project ASMS. This information can be represented in the form of following resource histogram.

16 14 12 communication manager 10 8 6 4 2 0 week 1 week 2 week 3 week4 week5 week 6 Cost manager risk manager HR manager quality manager project manager

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8.3 RESOURCE ASSIGNMENT

Task ID 1

Role Project manager

Task Allocate work among project members Quality standards decisions and quality assurance techniques. Find new ideas about quality techniques. Resource allocation. Identify the amount of available resources and the number of demands. Create the standard budget and allocate financial resources among required activities. Communicate required activities among project members.

Quality manager

HR manager

Cost manager

Communication manager

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9. COMMUNICATION PLAN 9.1 STAKEHOLDER ANALYSIS

Above table identifies the key stakeholders and all pertinent information necessary to communicate with them. South East H. Kumarasiri Gippsland University / Client U. Jayawardana M Yatigala T Ranathunga L Halkewela

Role on Project

Project Sponsor Project Manager Approval

Quality Manager Human Resource Manager

Risk Manager Schedule Manager

Cost Manager

Communicatio n Manager

Organization

South East ASMS project Gippsland University segu@hotmail. com

ASMS project

ASMS project

ASMS project

ASMS project

Contact Information

Unique Facts

Prefers use of Communicates email for with all the project stakeholders as documents necessary

Prefers to know Highly concern about about time employees and schedule outcome of the project Medium Medium

Prefer to know about expenses

Prefer to collect communicative data

Level Interest Level Influence

of High

High

Medium

Medium

of High

High

Medium

Medium

Medium

Medium

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Suggestions for Keep informed Keep informed managing of all project of all project relationships progress progress thoroughly

Keep track of project members

Track time schedule

Keep inform of cost

Responsible for managing communication

9.2

PROJECT REPORTS

Reports to be generated in support of ASMS.

Data Needed

Frequency of Collection

Responsible Party for Data Collection & Analysis All members

Report Media & Format

Responsible Party for Distributing Report

Project status report Work breakdown structure Informatics project management plan Feasibility study

Tracking Gantt chart Task list

Weekly

Status form

All members

At the beginning

Project Manager Risk Manager Cost Manager

Work breakdown report

Project Manager

Budget, feasibility report

Once

All members

Decision outcomes

All members

Budget, resources information

Once

All members

Baseline project plan

All members

Risk assessment

Technological specification

Once

All members

Baseline project plan

Risk Manager

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matrix

Schedule

Resources availability Summary of the project

Once

All members

Task list report

Schedule Manager

Project charter

Once

All members

Project plan

Project Manager

Project scope

Project work plan

Once

All members

Project scope statement

Project Manager

Resource requirements Ground rules

Resource list

Once

All members

Baseline project plan Meeting ground rule report

All members

Team members opinions

Once

All members

All members

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10. APPENDICES APPENDIX 1

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