Project Management Plan Prepared By Table of Contents 1. Executive Summary 4 2. Introduction 4 2.1 Description of Project 4 2.2 Project Purpose or Justification 4 2.3 Objectives 4 2.3.1 Primary Business Objectives 4 2.3.2 Project Objectives 5 2.3.3 Benefits 5 2.4 Project Success Criteria (Chapter 1) 5 2.5 High Level Requirements (Chapter 5) 5 3. Change Management (Chapter 4) 6 3.1 Project Change Control Narrative: 6 3.2 Project Change Control Flowchart: 6 3.3 Project Change Request Form Template: 6 3.4 Project Change Log Template: 6 4. SCOPE Description (chapter 5) 6 5. HiGH Level Work Breakdown Structure, Milstone Schedule and Project Boundaries 6 5.1 Work Breakdown Structure 6 5.2 Summary Milestone Schedule (Chapter 6) 6 5.3 Project Exclusions 7 5.4 Assumptions (Chapter 5) 7 5.5 Constraints (Chapter 5) 7 5.5.1 Solution Constraints 7 5.5.2 Process Constraints 7 5.6 Product Deliverables & Acceptance Criteria (Chapter 5) 7 6. PROJECT SCHEDULE (Chapter 6) 8 7. Summary High Level Budget (Chapter 7) 8 8. Quality Management Plan (Chapter 8) 9 8.1 Quality Assurance: 9 8.2 Quality Control: 9 9. Project Organization & Resources (Chapter 9) 10 9.1 Internal Team Structure 10 9.1.1 Narrative: Describe the internal team structure of the project, as well as how the project relates to the rest of the organization. Explain the logic/rationale behind why you think your proposed team structure is best for your project. 10 9.1.2 Team Organization Chart: Include a chart that shows the details of how your very specific project team is organized/structured. 10 9.2 Project Organization: Major Project Roles & Responsibilities: 10 9.3 Project Team Members: External Interfaces: 11 9.4 RACI Chart 11 9.5 Equipment and Training Needs (Chapter 9) 11 9.5.1 Equipment: Identify equipment, supplies, etc. that will need to be purchased to support your project team members – items your team members will need to complete their project assignments. 11 9.5.2 Training: Identify what kind of training your team members must receive to perform well as team members and/or complete their project assignments. 11 10. Communications Plan (Chapter 10) 12 10.1 Stakeholder communications requirements 12 10.2 Escalation procedures (for resolving issues) 12 10.3 Revision procedures (for updating the plan) 12 10.4 Status Report Format 12 11. PROJECT RISK MANAGEMENT (chapter 11) 13 11.1 Detailed Risk Register 13 12. Procurement management Plan (chapter 12) 14 12.1 Make/Buy/Lease analysis and Procurement Needs 14 12.2 Procurement Source Selection Process 14 12.2.1 Evaluation Criteria and Long List 14 12.2.2 Short List 14 12.2.3 Source Selection 14 12.3 Vendor Performance Management and Closeout 14 13. STAKEHOLDER ANALYSIS (chapter 13) 15 13.1 Stakeholder Register with Roles and Responsibilities 15 13.2 Stakeholder Analysis 15 14. Monitoring & Control Procedures (Chapters 5-7) 16 15. Closeout CRITERIA 16   Executive Summary The Project is created to provide tax compliance services for our client SW Capital Global Hospitality Fund II (Hotel II). The fund is established in 2010, with total equality of $900 million. The fund is primarily focusing on investing in hospitality industry worldwide. With investing in real estate properties worldwide, tax nexus is created via investments; Based on current Federal and State tax law, Hotel II is required to file income and information returns for each entity involved. Based on Section 6081, in order to file tax returns at a later time, extension must be filed before the due date of original return. For tax year 2016, the due date is March 15th 2017. Since the in the ordinary course of operation, all accounting books are prepared based on Generally Accepted Accounting Principles (GAAP). For tax purposes, certain items are required to report based on tax accounting system developed by the internal Revenue Services (IRS). The project is to produce accurate tax work paper and file both federal and states extension on behalf of the client in a timely manner. For tax compliance work paper, all documents will be performed and saved on sharedrive (Cloud service) for future review and reference. Extensions will be prepared both E-file and paper formats depend on state requirements. For E-files, extension will be filed via GoSystem, paper format will be filed with required form based on state regulations. Final deliverables includes: Federal and State extensions in paper format, Executive summary of work paper in printed format. The estimated chargeable hours of the project is 400 hours for staff level, 400 for senior and 300 hours for manager and above, estimated total cost of $500,000 with 8% range. The project will be conducted in the following phrases: collecting, preparing and delivery. Expected time frame for this project is three and half months, starting January 1st 2017. Tax compliance procedures include both tax accounting and tax reporting services for Hotel II. As the client, Hotel II will sponsor all related cost, based on charge rate for staff level. Any cost accrued for tax compliance purpose before March 15th 2017 should be reported and reimbursed by the client. Introduction Description of Project The Project involve manage Federal and State tax compliance for all entities under Hotel II. Including delivering accurate and reliable tax work paper to the client and filing extension for both Federal and state income and information returns in a timely manner. The project will be conducted in following stages: • Collecting information prepared by client (PBC). All information should be collect via E-room. An online platform created for client to upload financial information, which including year-end trial balance, year-end journal entry, year-end analysis prepared by asset managers and specific documents required for tax purpose. • Prepare work paper. In general work paper will be prepared under IRS guidance and regulatory rules issue tax authorities. In most cases, income item and depreciation will be the area this project focus on different treatments between GAAP and Tax. • File both Federal and State Tax return extensions in required formats on time. For most states, e-file extensions are accepted, which will be filed via GoSytem. For states not accepting e-file, extensions will be filed in paper forms. • Send over deliverables to the client for signature. For e-filed extension, e-file authorization form will be sent in paper form for signature. Paper filed extension, the actual form will be signed by client. Milestones in the project: • January 31st 2017 cut off time for PBC information. All information collected before this data will be used to prepare tax work paper. Any update and change to the year-end financials after this date should be reported to the project manager, depend on the significance of change, such information will be take into consideration for filing purpose. Any question regarding financial information should be verified with clients. • February 28th 2017 all tax work paper should be prepared and reviewed by tax senior manager. Tax work paper will be prepared by staff, send over to senior for initial review. Once updated, work paper will send over to tax manager for in depth review. Any updates should be fixed before sending over to senior manager. • March 10th 2017 all deliverables should be signed by tax partner and send over to client for signature. E-filed forms will be signed on E-file authorization forms; paper extensions will be signed on actual returns. • March 14th 2017 all signed copies should be collected and saved on sharedrive. For e-filed extension, signed E-file authorization form will be scanned and uploaded to Gosystem for e-file requirement. Signed paper return will be send out via U.S Post Service to State Revenue Department. • March 30th 2017 collecting feedback from client. Based on the natural of service, feedback from the client will be used to evaluate the project and improve client service Project Purpose or Justification Due the nature of investment activities, financial nexus are created in multiple states. Since Hotel II is a domestic entity, it’s by law that all income driven from investment activities are reported to both Federal and State revenue department. The purpose of this project is essentially making tax adjustment on taxable income and expense. The project will help Hotel II with compliance for Federal and State tax requirement, report accurate taxable income and matching deductions. Client as the end user, filing tax extension allow the entity to file tax information return at a later time, generally six month later from the original due date. From the perspective of the team, experience from this project would help tax professionals in the team gain better understanding in Real Estate industry. Engaging in this project also help the team to observe how tax regulations impact corporation operation. As an accounting firm, accepting and providing tax compliance services to such client would help build better reputations in the industry. Experience from this project will also help build better customer service in the future, understanding client’s exceptions in order to archive customer satisfaction. Objectives Primary Business Objectives Bulleted statements of the measurable Business Objectives your proposed project will help achieve (Your project should support the achievement of business objectives)Reference No. Business Objective Description Specific Goal 1 Satisfaction of legal requirement File extension with required format 2 Satisfaction of client expectations File accurate extension on timely manner 3 Improve client service Collecting feedback from client Project Objectives Provide brief statements of the Project Objectives that will be achieved in the project. There may be numerous Project Objectives to support each Business Objective. These objective statements should be stated in terms that are specific and quantifiable. Business Objective Ref. No. Project Objective Ref. No. Project Objective Description 1 1 Perform tax research on state requirement for tax return extension 2 2 Verify accuracy of work paper, ensure tax information present fairly and correctly 3 2 File extension on time and using correct form 4 3 Using feedback to improve client service Benefits Improve client service Increase business income Help staff with Real Estate tax compliance experience Increase influence over accounting industry Project Success Criteria (Chapter 1) Produce deliverables on time to client All work paper saved properly on Sharedrive Federal and State tax authority accept and validate tax return extension High Level Requirements (Chapter 5) This section will list the high level Requirements that have been identified to date. These requirements should be related to a Business or Project Objective and identified as such through inclusion of that requirements reference number. Objective Ref. No. Requirement Ref. No. Requirement Description 1 1 Testing Gosystem for e-filing efficiency by February 28th. As the e-filing platform, it’s crucial to know if all state could be filed via this service platform 1 2 Conduct State and Local research by January 31st. Understand clients legal obligation and required states to file with 2 3 PBC cut off time January 31st. Using year-end financial information and verify accuracy of documents 2 4 Complete tax workpaper by March 3rd. All extension complete by March 15th (compliance tracker updated to date)   Change Management (Chapter 4) Project Change Control Narrative: Change control is often defined as the formal process through which the core members or stakeholders associated with any particular project are can bring about modifications in the project constraints, namely the scope, budget and time plan. The following steps would be utilized for controlling all change requests generated during the course of the project under consideration: Step 1: Identification of changes: This is the first step of the change management process, which essentially consists of the identification of the changes that must be included in the project. The change request might be raised by any of the project stakeholders, including the customer and the resources working on the project. However, the appropriate documentation of the change request (including the description of the change request, the justification for making the request, the possible impacts on the project in case the request is approved along with the possible impacts on the project in case the request is not approved) has to be done before the change control team reviews the same (Hayes, 2014). Step 2: Reviewing the change request: Once the documentation of the change request is completed, the detailed reports would be submitted to the project team. The members of team project (the members of the change control team to be specific) would then go through the reports, thereby comparing the pros and cons of approving/ not approving the change requested made by the stakeholders (Cameron & Green, 2015). Step 3: Considering the alternative solutions: It is worth mentioning that the members of the change control team would also consider all alternate solutions (if available) of the change requests raised by the project stakeholders. Step 4: Finalization of strategy The review of the change request documents and the successive consideration of the alternative solutions, the change control team would move ahead with the finalization and documentation of the strategy to be utilized in managing the change requests. The said documents would essentially incorporate the following facts regarding the change management’s strategy: a. The option selected b. The proposed response to the change request c. The proposed change within which the strategy should be implemented d. The possible impacts on the project e. The expiration date of the change management strategy Step 5: Implementation of strategy It is the last phase of the change control management process during which the change control management team would develop and utilize the methods and policies to be utilized required for the implementation of the chosen change request control strategy It is worth mentioning that all the activities mentioned in step 1through 5 would essentially be recorded in the change control log managed by the project team Project Change Control Flowchart: Project Change Request Form Template: The following template would be utilized by the members of the project team for the process of making change requests: The Change Control Form The Change Request Id: General Information regarding the change request made Name of the resource requesting the change: Date on which request is made: Office address: Contact details: Phone number Email address Fax number Defining the change requests made - (The Change Control Team would request an evaluation only when this section is duly filled in) Description: Please provide the details of the change request made Justification of request: Please provide justifications for raising the change request Impact of the change: Explain the possible impact on the project if the change is implemented Impact of not implementing the change: Explain the possible impact on the project if the change is not implemented An analysis and evaluation of the change request made ( This section has to b filled after it has been confirmed by the Change Control Team that an evaluation is essential) Please select the checkboxes (as required) 0 The Schedule of the Project 0 The configuration Items associated with the project 0 Product Deliverables affected 0 The Cost of the Project 0 The Charter of the Project 0 The Deliverables that would be affected 0 The Scope of the Project 0 Project Requirement and Project Deliverables Description of Impact – Please describe the impact of each of the above items on the project. Provide a list of all the project deliverables that would be impacted by the changes Description of alternate solutions (If applicable): Please provide a detailed description of all the alternative solutions to the above mentioned change requests (If applicable) Recommendations made by the Change Control Team Date of Review Name of the team members Notes Recommendations made 0 Approve 0 Defer change Until: [DATE] 0 Evaluate 0 Reject 0 Approve 0 Defer change Until: [DATE] 0 Evaluate 0 Reject Justification for recommendations made: (Please provide a justification of all the recommendations made) Final Approval on the Change Request The date of final approval Name of the team members Notes Recommendations made 0 Approve Changes 0 Reject Changes Additional Instructions: (Please include the details of any additional instruction to be provided to the project time) Selection and Implementation of any alternative solution : (Please include details of any alternative solution that has been selected) Project Change Log Template: The following template would be utilized by the members of the project team for the process of documenting the change requests made: THE PROJECT CHANGE LOG TEMPLATE THE PROJECT CHANGE LOG TEMPLATE Name of the Project: Name of the Project: Name of the Project Manager: Name of the Project Manager: Brief Description of the project : Brief Description of the project : Change Request ID Current Status of the change request Priority Description of the Change Request Management of change request assigned to Change request to be evaluated by Has any escalation been generated (Y/N)? Action that has been taken A Summary of the impact of the changes Domain of Change Request Date of request generation Requester ID Change entered into log by Date on which the change was actually resolved Final solution, along with justification SCOPE Description (chapter 5) The scope of the project is: To provide the services related to the compliances of tax for SW Capital Global Hospitality Fund II (Hotel II); To ensure the files extension submitted are relevance with the requirement of the Federal and State Tax Compliance; To complete the project within the proposed deadline of 15th March 2017; HiGH Level Work Breakdown Structure, Milstone Schedule and Project Boundaries Include all aspects of the project, including project management, support functions, quality assurance, configuration management, and subcontracted work Work Breakdown Structure Summary Milestone Schedule (Chapter 6) Task Name Duration Start Finish start project 0 days Sun 01/01/17 Sun 01/01/17 Completing the gathering of PBC Information 0 days Tue 01/31/17 Tue 01/31/17 completion of the paperwork 0 days Tue 02/28/17 Tue 02/28/17 completion of the obtaining paperwork 0 days Fri 03/10/17 Fri 03/10/17 posting the signed paper to State Revenue Department 0 days Tue 03/14/17 Tue 03/14/17 improve the client service 0 days Thu 03/30/17 Thu 03/30/17 end project 0 days Thu 03/30/17 Thu 03/30/17 Project Exclusions Informing the clients about the uploading of the tax relevant document is excluded from the project; Training the employees of Hotel II is excluded from the scope; Assumptions (Chapter 5) The clients have knowledge about the deadline for uploading the documents on the portal; Constraints (Chapter 5) The project will be completed within the deadline of 30th march 2017; The documents of all the clients will be verified accounting to the required standard; Solution Constraints The hotel II will sponsor all the cost required for the project; The project should be completed on 30th March 2017; Process Constraints The project should be completed within deadline of 3 months; Product Deliverables & Acceptance Criteria (Chapter 5) List the key tangible product outputs (deliverables or services) to be provided by this project. Explain the criteria that will be used by the product users to determine if the project can be accepted. It may be useful to portray these in a table. Deliverables Date Available Acceptance Criteria Project plan phase Tue 01/03/17 The completion of the obtaining information about the tax returns were completed Developing the work paper Fri 03/10/17 All the paperwork are uploaded to the GoSpace File both Federal and State Tax return Tue 03/14/17 The files are submitted to Federal and Tax return. Table x. Key Project Deliverables   PROJECT SCHEDULE (Chapter 6) Outline Number Task Name Duration Start Finish Predecessors 0 Tax Compliance for SW Capital Global Hospitality II 64 days Sun 01/01/17 Thu 03/30/17 1 Start Project 0 days Sun 01/01/17 Sun 01/01/17 2 Project Plan Phase 2 days Mon 01/02/17 Tue 01/03/17 1 2.1 Gathering Relevant Information 2 days Mon 01/02/17 Tue 01/03/17 3 Gathering Information Prepared By The Client 20 days Wed 01/04/17 Tue 01/31/17 3.1 The Clients Upload the Information To E-Room 10 days Wed 01/04/17 Tue 01/17/17 3 3.2 Collecting the Relevant Information From E-Room 10 days Wed 01/18/17 Tue 01/31/17 5 3.3 Completing the Gathering of PBC Information 0 days Tue 01/31/17 Tue 01/31/17 6 4 Developing the Work Paper 28 days Wed 02/01/17 Fri 03/10/17 4.1 Ensure the Paperwork in Accordance with The IRS Guidance 7 days Wed 02/01/17 Thu 02/09/17 7 4.2 Prepare the Tax Pipework 5 days Fri 02/10/17 Thu 02/16/17 9 4.3 Review the Tax Pipework 5 days Fri 02/17/17 Thu 02/23/17 10 4.4 Update and Review the Final Paperwork 3 days Fri 02/24/17 Tue 02/28/17 11 4.5 Completion of The Paperwork 0 days Tue 02/28/17 Tue 02/28/17 12 4.6 The Deliverables Are Signed and Sent to The Clients 5 days Wed 03/01/17 Tue 03/07/17 13 4.7 Obtaining of The Authorization Form And E-Fled Form 3 days Wed 03/08/17 Fri 03/10/17 14 4.8 Completion of the Obtaining Paperwork 0 days Fri 03/10/17 Fri 03/10/17 15 5 File Both Federal and State Tax Return 2 days Mon 03/13/17 Tue 03/14/17 5.1 Paperwork Is Saved on Sharedrive 1 day Mon 03/13/17 Mon 03/13/17 16 5.2 Copies Are Scanned and Uploaded to Go System 1 day Tue 03/14/17 Tue 03/14/17 18 5.3 Posting the Signed Paper to State Revenue Department 0 days Tue 03/14/17 Tue 03/14/17 19 6 Project Closure 12 days Wed 03/15/17 Thu 03/30/17 6.1 Collecting Feedback from The Clients 7 days Wed 03/15/17 Thu 03/23/17 20 6.2 Evaluate the Project 5 days Fri 03/24/17 Thu 03/30/17 22 6.3 Improve the Client Service 0 days Thu 03/30/17 Thu 03/30/17 23 7 End Project 0 days Thu 03/30/17 Thu 03/30/17 24 Summary High Level Budget (Chapter 7) Identification of the key budget items with estimated costs that have been identified to date. This information can be laid out in a table and identified in terms of months or years as appropriate. (Create your own budget matrix) Budgeted Item January February March Total Start Project 0 Project Plan Phase $50,000 $10,000 $30,000 Getting PBC information $100,000 $100,000 Develop work paper $500,000 $750,000 $1,250,000 File Federal and State Extension $800,000 $800,000 Time Period Total 3 Months Accumulating Total $50,000 $610,000 $1,550,000 $2,210,000 Quality Management Plan (Chapter 8) Without proactive quality planning there is an increased risk that key stakeholders will not be satisfied with project deliverables. For this assignment, you will plan for Quality Assurance and Quality Control. You will define the quality standards the project must meet to be successful – and address how those standards will be measured / confirmed. Quality Control and Quality Assurance are highly interdependent. Quality Assurance is done to verify you have designed the right processes and are executing those processes well. Quality Control is done to verify that the actual results of your processes (deliverables) meet requirements/expectations. Quality Assurance: Quality Assurance focuses on Project Processes. Think of quality assurance as activities that help to prevent quality problems while developing project deliverables. Quality assurance ensures that your project processes are appropriate and consistently followed. Project Process/Procedure Subject to Quality Assurance (Activities you will use to help avoid the need for rework) Quality Standards for Process / Procedure1 Quality Assurance Activity and Frequency2 (Audits, Process Reviews, Process Analysis, Assessments, etc.) Who is Responsible for performing Assurance Activity and reporting results Getting relevant information High Review, Process, Analysis Project Manager Developing work paper High Process analysis Project Manager File Federal and State Extension High Review, Audit Project Manager Project Closing High Assessment, Review Project Manger 1Stakehlder’s standards /expectations for the processes 2 Activity that will be performed to monitor if project processes /procedures are being followed and standards / expectations are being met Quality Control: Quality Control focuses on Project Deliverables. Quality control is a set of activities designed to evaluate project deliverables. Quality control focuses on finding defects in deliverables / verifying that requirements are being achieved. Deliverable Name/Description Metric (Attribute that will be measured) Physical or Performance Quality Standard1 Quality Measurement Activity and Frequency2 Who is Responsible for performing Control Activity and reporting results Completing project before March 30th 2017 Developed schedule Time Reviewing and monitoring the critical path and Gantt Chart Project Manager Completing paperwork and submitting based on certain requirements Meeting the requirements for tax compliance Quality and meeting the standard requirements for compliance Reviewing work paper and related paper work Project Manager 1Actual value or range of values/criteria that must be achieved to meet quality standards /customer satisfaction 2How the quality metrics measurements will be taken. Describe the specific activity that will be used to conduct measurement and determine if the deliverable is in compliance with quality standards Project Organization & Resources (Chapter 9) Internal Team Structure Narrative: The internal team structure of the project consists of Project manager followed by the support manager, team leader, and IT manager. The team leader manages the operational activities of the organization. The development of the plan, analysis of the requirements, and prioritizing the requirements are carried on by the team leader and his team consisting of Project Planner, Project Budgeter, Quality Analyst, Administrator, and Assistant. It is important for keeping the functional operations of the project aligned to the technical requirements of the system. The IT manager along with his team of System Analyst, Programmers, Designers, Security Analyst, and Database support provides the development and implementation of the system at the project of deploying cloud functionality and use of GoSystem for the taxation files and documents storage and transfer for Hotel II. The operations would require some support from support managers of the project. The selected team members of the project include Project manager, support manager, team leader, IT manager, Project Planner, Project Budgeter, Quality Analyst, Administrator, Assistant, System Analyst, Programmers, Designers, Security Analyst, and Database support. The structure of operations consists of dividing team members to respective leads and managers. It would allow them for providing the support and guidance to the team members requiring help and support. Team Organization Chart: Figure: Team Organization Chart for the project   Project Organization: Major Project Roles & Responsibilities: Major Role / Function1 Major Responsibilities Name and Title (May be multiple names per Major Role) Plan Development The major responsibilities included in this process are analysis of the requirements, prioritizing the requirements, and development of plan. Project Manager Project Planner Administrator System Analyst Designing of the new system The major responsibilities in the process of designing of the new system are analyzing the system requirements, utilizing the proper techniques, and designing the new designs. IT Manager System Analyst Designers Security Analyst Implementation of the new system The major processes included in the implementation of the new system are analyzing the implementation requirements, developing plan for implementation, and implementation of the system. Security Analyst Programmers Designers Database support Management of individual operations The overall successful completion of the project is dependent on the management of operations of the project. The individual operation’s management is facilitated by the use of management skills of the managers. Project Manager Team Leader IT Manager Administrator   Project Team Members: External Interfaces: Team Member Name and Title External Organization / Entity for which Team Member is the Primary Interface / Liaison Project Budgeter Internal Revenue Services Project Director Client IT Manager ACS (code of ethics and professional behavior) Project Manager Society of Project Management RACI Chart • Responsible role (R) – Identify who is responsible for doing the work. - Who is assigned to and will perform the work? • Accountable role (A) – Identify who has final decision and 'ownership' of the work. Who has the authority to sign off for the work? • Consulted role (C) – Identify the subject matter experts that have the information needed to complete the work. Whose input is needed before decisions are made or work begins? • Informed role (I) – Identify who needs to be updated on the progress of the work (after decisions/actions are taken)? Whose work depends on this deliverable? Activity Person Plan Development Designing of the new system Implementation of the new system Management of individual operations Project Manager C - - C Project Planner R - - - Administrator A - - I System Analyst I C - - IT Manager - I - A Designers - R A - Security Analyst - A C - Programmers - - R - Database support - - I - Team Leader - - - R Equipment and Training Needs (Chapter 9) Equipment: Equipments and services needed: Heterogeneous requirements of the project include the system requirements such as computers, system database to be deployed in the cloud, Access to GoSystems, cloud controllers, storage controller, designing principles, and programming knowledge. Training: The team needs to understand the basic requirements for the deployment and use of cloud system and function of the GoSystem in the organization. The training manual in the organization depends upon the operations of the system developed. The operations of the most suitable activities are dependent on the occurrence of the smart training manuals and coherent development. The training would also consist of making team members accustomed to the operations of the project operations.   Communications Plan (Chapter 10) Stakeholder communications requirements The stakeholders need effective communication for the development of effective and smart communication system for the completion of the project operations. The communication items in the project include the development plan, requirement analysis information, design of the new system, implementation plan for the new system, and final documents consisting of the project completion information. Communications Table / Matrix Example Communication Item Frequency of Communication Format/ Media/ Distribution Channel Content Author(s) Reviewer(s) Approver(s) (sign-off before distribution Audience/ Recipients (Stakeholders who will use the communication items) Feedback Mechanism Conveying project plan Once Emails Project Planner, System Analyst Project manager Team members, IT team Emails Project progress Weekly Report format Team Leader, System Analyst Project manager Sponsors, Project Directors Meetings Document of requirement analysis After completion of the Emails Project manager, Administrator Project Director Team members, IT team Emails, Meetings New system design After completion of the design phase Report format Designer, Security Analyst IT manager IT manager, System Analyst Meetings Implementation plan At the initialization of the implementing phase Emails Programmer, Security Analyst IT manager IT manager, System Analyst Emails Final documents At the closure phase of the project Report format Project manager, Administrator Project Director Sponsors, Project Directors Board Meetings Escalation procedures (for resolving issues) The escalation procedure for resolving the issues of the project consists of making an issue log, analyzing the issues from the log, and developing some strategies for dealing with them. The escalation procedure is shown in the figure below, Figure: Escalation Procedure The escalation procedure consists of six steps: Prevent Detect Disrupt Re-evaluate and Re-plan Implement new course of action Learn Revision procedures The project management plan can be updated by the use of the Iterative process loop as illustrated in the figure below, Figure: Development of Project Management Plan The update procedure in the Iterative process loop consists of analyzing the outcomes of the project and updating the project plan with the new scope. The new scope development consists of setting new date of operations, updating the current plan, and processing the change orders for making new stats of the project operations. Change management is another crucial tool that could be used for the operations of changes in project operations. The change management had been helpful for analyzing any change in requirements and developing the change modification as per the clients’ demands. Status Report Format Executive Status Report - Project Name Client/Sponsor Hotel II Status Report Task Name Status Project Plan Phase Project Initiation Completed Prepare the Tax Pipe work Completed Posting the Signed Paper to State Revenue Department Completed Evaluate the Project In-progress Collecting the Relevant Information From E-Room In-progress Completion of The Paperwork Has not started yet Collecting Feedback from The Clients Has not started yet Project Closure Has not started yet   PROJECT RISK MANAGEMENT (chapter 11) Use this table to identify at least five sources of Project Risk (RBS Level one). The risk sources/categories must not be the risks themselves - but categories within which the true risks will fit. Ensure your completed list is consistent with the scope of your specific project. . Sources of Project Risk: Risk Category Requirements Technical Secondary Risk External Resources & Team . 11.1 Detailed Risk Register Recreate the following table in excel and attach it to the end of this document   Procurement management Plan (chapter 12) Make/Buy/Lease analysis and Procurement Needs Describe Items or Services essential for project success that could be Made, Purchased or Leased. Item or Service to be Procured Description / Technical Information Why is item / Service Needed Make Buy Lease Type of Contract Need By Date Purchase Approval Authority Tax Workbook Based on PBC info received, created tax adjustments Calculate tax liability and analyze taxable income within reasonable range Make 02/28/2017 Tax return filing process Generate tax return and electronic file return in Gosystem Certain stats require E-file. Mandatory E-file for Federal return Buy CPPC 03/14/2017 Project manager, Engagement Partner Procurement Source Selection Process Evaluation Criteria and Long List Short List Source Selection Vendor Performance Management and Closeout   STAKEHOLDER ANALYSIS (chapter 13) Stakeholder Register with Roles and Responsibilities Identify and state responsibilities assigned to each major role in the project, and identify the individuals who are responsible for those functions and activities. A table of may be the best way to depict these. Stakeholder Name Organization Role/Position (in Current Organization) Key Project Roles and Responsibilities Internal - Identified by Functional Area or resource group and with a description of responsibilities. External - Identified by Vendor or outsource group and with a description of responsibilities. Stakeholder Analysis Include Name, Power/Interest, Current & Desired Engagement and Stakeholder Management Strategies Name Power / Interest Current Engagement Level Desired Engagement Level Stakeholder Management Strategy   Monitoring & Control Procedures (Chapters 5-7) A narrative of the way in which the project will be monitored to ensure that all requirements are met and what control procedures will be used to correct deficiencies. At a high level this narrative may also include a description of who will be responsible for analyzing this data and who will communicate this data to the sponsor. Closeout CRITERIA List those activities that must occur to close the project once the final product deliverables have been accepted by the user as specified in section 5.6.