PROJECT MANAGEMENT PLAN Table of contents 1. Introduction 3 2. Work Breakdown Structure 3 3. Resourcing 6 3.1. Identification of Resources 6 3.2. Assignment of Resources 7 3.3. Dealing resource overloads: 8 4. Project Scheduling 8 4.1. Activity On Node 9 4.2. Gantt Chart 10 5. Change Management 10 6. Budget 11 7. Progress Reporting 14 7.1. Time Horizons 14 7.2. Quality Assurance & Quality Control 14 7.3. Controlling Scope, Schedule & Cost Management 16 Earned Value Variance Analysis 18 8. Risk Management 18 9. Communication with Stakeholders 20 9.1. Stakeholders Analysis / Updated Stakeholder List 20 9.2. Stakeholder Communication Plan 22 10. Project Closure 23 10.1. Transition Plan 23 10.2. Close Procurements 24 10.3. Knowledge Management 24 10.4. Lessons Learnt 24 10.5. Closeout Report 24 References 26 1. Introduction The current aim of this report is to present a project management report for the current organization that contains total of 200 employees that outsources its employees across various organizations by training them in various IT services. The company has been allotted total budget of $15,000 and need to complete the training within stipulated time of 6 months. The paper presents a detailed project management describing the main phases of the project management like resourcing structure, work breakdown structure, change management plan, progress reporting plan, risk and communication management, project closure and knowledge management plan and more. This report is meant for highlighting the implementation and coordination that exists within an organization which supplies workers to other companies and takes care of entire outsourcing of employees for organization information system. It shows an estimated cost that is incurred in training and outsourcing of the employees. 2. Work Breakdown Structure WBS diagram plays a key role in describing a project in a graphical and detailed manner. It has a single graphic on top representing the project. It is then further divided into various sections like main. Followed by disparate and then the related components or elements. Elements on lower level are activities responsible for creating deliverables whereas the components on upper parts are deliverables itself. WBS images, goes well with projects of Information Technology irrespective of the fact whether it is software or hardware based. Project can involve designing of computers and building the same, or even creation of computer games in programs. In certain cases, linear style project takes more time to solve rather than hierarchical component based solution (Biafore, 2010). Fundamentally, the venture can be separated at the most elevated level into various project activities. It can be additionally grouped into jobs, for example, indicating the necessities, outlining the system’s structure, creating the framework, testing it, attestation of Manual for functions and so on. It also describes the key milestone and project activities in current context like training employees, stakeholder recognition, training outline, database coding, planning the graphical UI, graphical UI coding, outline of the commercial interface, coding for promotion interface, plan for the crisis data dispatching interface, coding for crisis data dispatching interface, combination and testing, composing the client Manual & lastly completing the product and induction. Some of the tasks have a few or other correlation among each other. Figure 1: WBS Structure for the Employee Training program (Source: Developed by Author in MS-Project) 3. Resourcing A resource represents a person, equipment, material, knowledge etc. The resourcing plays a key role in any project because every organization has limited number of resources. In the current context of IT service outsourcing organization, the resource allocation play a key role for an effective project management. This section discusses various available resources for training the company employees on their respective domains and accordingly designs a flexible resource plan. While choosing the undeclared resource, no individual inclination must be given. The decision should be based on the premise of legitimacy and the accessibility of the needed qualities. There’s a requirement of inclusion of higher specialist wherever clashes wind up plainly inescapable. Rearrangement of meetings can happen on the off chance that there is an issue with more than five individuals from the meeting. 3.1. Identification of Resources Following are the key resources of the current project who are mainly responsible for handling the entire employee training program: Names Designation Duties Robert Theson Project Manager Management of project team, budgeting, checking risks, implementation and development of project is his role. Frank Wesley Software Trainer All software specification and analysing the need of client is his duty. Tim Testing Trainer With the help of computer model, theoretical model based products are checked by hardware engineer. Sonia Business Analyst She makes the paper which includes important specification which are forwarded to stakeholders. 3.2. Assignment of Resources The following table represents the assignment of various resources: Responsibility of a Product manager included effective communication from time to time with all clients with an assurance that all their needs are met. He prepares the initial set of requirements and conducts various research on products. Responsibility of Project manager include to lead the testing the development section. He elaborates all the first phase of requirements and verifies that all the codes set by Product manager are met (Newell, 2010). Responsibility of Requirement Engineer is to generate the need and dependency of clients and to define their needs. Responsibility of software and testing trainer is train the employee on multiple IT areas and technologies, various prototypes, check the designing, and development. Responsibility of System tester is to test prototypes and designs. Members of the Team Role Project Manager LeenDelfino Project Owner Mellisa Perry Team Leader Johnson Crasta Software Engineers Rita D’souza, Megan Hemsworth, Stephen Bounce Testing Team Eva Wagon, Melissa Patrao, John Shera Local IT Support Company Local Support Systems Ltd. 3.3. Dealing resource overloads: There are situations where the resources allocated for training employees might get overloaded due to the lack of other resource unavailability. For example, in the absence of a software trainer it is important to make sure that other trainers are not overloaded. Hence the project management team must implement the backup team plan as well. The following table indicates the list of resource backups in case of resource overload as the substitute plan. Role that all will be playing First Second Manager for the Project Sonia Tim Expert in Business Frank Sonia Testing Trainer Tim Frank Software Trainer Robert Frank Support Trainer Sonia Tim 4. Project Scheduling A project schedule play a key role in synchronizing the various schedules of project including list of works, allocation of resources and time needs for it. It reflects all aspects with one aim of delivering the project on scheduled time. The project may drastically fail if the scheduler is not set to work properly. 4.1. Activity On Node Diagramming methods in precedence mode denoted by boxes for varied scheduled activites is known as activity-on-node. The structure consists of various nodes which relates to activities of project. Basically, they are notes in such manner that end of one activity leads to start of another activity and is known as finish-to-start module (Newell, 2010). There exists another module with the name of start-to-start where each activity starts of its own. Figure 2: Activity On Node Diagram (Source: Created by Author in MS-Project) Following is the activity on node diagram for current project of training 200 employees on multiple IT services and getting them outsourced across various business organizations. 4.1. Gantt Chart Following are the activities involved in this employee training program project: Figure 3: Gantt Chart For Employee training Program (Source: Created by Author in MS-Project) 5. Change Management The current project of employee training on multiple IT services will incorporate the following key stages in handling the project or resource changes. Assess: Entire procurement methods can tell about the change management that exists within the organization. One must evaluate the gap present between proposed model and the current one. It requires approach of bottoms-up theory (Gido & Clements, 2012). Envision: People inspire and get motivated to move ahead if they have a strong vision. Senior personals in managerial position shall have a powerful vision and zeal to achieve it. Communicate: It’s a different top-down method where all communication goes from top protocol following down the line. A team with strong and credible powers shall be established. Enable: This process needs one to be aligned along with the new and better vision and how to overcome the obstacles that one may face. In the section of change management, management of resistance, plays an important role. Enriching employees with some power gives them involvement sense(Kerzner et.al, 2011). Measure: At regular intervals, some performance are placed for measurement of change management. Various metrics are considered by both outsourcing and procurement department. It also depends on how the employee takes up the challenge, Improve: In order for betterment of the organization, new behaviors at regular interval shall be done. This can be managed by 2 methods like by spreading success stories and other by sharing the incidents in best possible ways. 6. Budget This section of the paper discusses budget management of the current project: Budgeting the details of costing Outline Number Task Name Cost 0 Employee Training program $15,000.00 1 start project $0.00 2 Project Initiation Phase $1,500.00 2.1 Gathering Information $200.00 2.2 Defining Project Objectives $100.00 2.3 Defining Project Scope $100.00 2.4 Identifying the Resources Available $200.00 2.5 Identify the Stakeholders $100.00 2.6 Develop Project Communication Plan $100.00 2.7 Develop Project Schedule $300.00 2.8 Develop Project Budget $300.00 2.9 Project Kick-off $100.00 3 Project Planning Phase $2,800.00 3.1 Training Requirements $1,300.00 3.1.1 Review Company Requirements $100.00 3.1.2 Identify various Departments $100.00 3.1.3 Define Departmental Liaison $200.00 3.1.4 Evaluate the Existing Skills of Employees $200.00 3.1.5 Evaluate the technological requirements $100.00 3.1.6 Identify the Skill gaps $200.00 3.1.7 Define Technical Requirements $200.00 3.1.8 Identify the resource required $200.00 3.2 Selecting Vendor Trainer $1,500.00 3.2.1 Outsource vendor $1,500.00 3.2.1.1 Evaluate the vendors $300.00 3.2.1.2 Vendor Presentations $200.00 3.2.1.3 Vendor Selection $200.00 3.2.1.4 Confirm vendor contract $800.00 4 Project Execution Phase $9,800.00 4.1 Training Preparation $4,800.00 4.1.1 Select training location $600.00 4.1.2 Obtain the training Requirements $2,000.00 4.1.3 Implement the technical requirements $400.00 4.1.4 finalize schedule $400.00 4.1.5 reverse rooms $1,000.00 4.1.6 notify the employees and staffs $400.00 4.2 Train Employees $5,000.00 4.2.1 Train the Employees $3,000.00 4.2.2 System Administrator's training session $2,000.00 5 Project closure Phase $900.00 5.1 Obtain Feedback $300.00 5.2 Distribute Training materials $500.00 5.3 Vendor Sign Off $100.00 6 Stop Project $0.00 Datahseet for cost constraints and time for costing of staffs Name Role Hourly rate Alex Bride Project manager $160 Yam McBride Business analyst $110 Morris Jane Software Trainer $65 Stephen Bounce Testing trainer $65 7. Progress Reporting 7.1. Time Horizons The current project of employee training for six months period is a short term project with a strict budget of $15000. The project management team will ensure that the project is completed within the specified time period with an intention of releasing employees by training them on multiple IT service domains. 7.2. Quality Assurance & Quality Control Quality Verification of Activities Identification of the problem and processing stakeholders’ requirement • Measurement of defects • Analyzing the process with the help of particular tools • Problem solving • Tracking and controlling changes The team would review the project and accepted correction of flaws and delivery of all requirements. External reviews entailing worksheet of team of quality assurance, to guarantee deliverable for meeting standards of quality as described in constraints of time, scope and cost. This will be inclusive of reviewer’s name, signature and data. Guarantee that every activity is concentrated on satisfying project goals and requirements Following is the quality metric table: ITEM QUALITY REQUIREMENT QUALITY METRICS AND DESCRIPTION PROCESS HIGH • conducting meetings for evaluating performances every week • making of an advisory committee for the workers • the making of an evaluator committee for the workers that measures the performance with respect to the specified requirements • The establishment of a rule and for fining the workers for late attendance in the meetings, non-attendance in the meetings, failure to attend the specified requirements etc (Harrison, 2014). … PRODUCT HIGH • setting up of a committee for the evaluation of the current products specifications with respect to the objective • interaction with the client or customer at all times for ensuring their satisfaction • Strict abiding by the products specifications of the workers and the conducting of meetings with the higher authority to be able to evaluate the direction of the project at all times (Curlee & Gordon, 2010). PROJECT HIGH • commitment to performance • commitment to avoid internal conflicts in all cases, • commitment to attainment of standards of quality specified • Monetary compensations for not being able to complete a particular assigned task within the specified deadline. 7.3. Controlling Scope, Schedule & Cost Management The evaluated time is four hours. New risk identification is when furthermore dangers can be distinguished by the partners, and the evaluated time for this is two hours every month. The audits are managed by the PM and assessed time is two hours every month. Reviewing is managed by project group and the assessed time monthly is one hour. In case of reporting there are 2 methods(Rosenau et.al, 2011). To begin with is by Risk Log & secondly by the report of Monthly Status & its evaluated time monthly is one hour. Control/Management Plan: The plan of communication prior to being composed will be mulled over the different communication supports. There is various communication supports that’ll be executed in this venture talked about beneath. • E-mail An email allows the project groups in conveying the video, sound and content documents among the colleagues. It’s the least demanding, best and highly secure method for sharing these records. • Interoffice Memos They assist in giving a formal discussion to conveying the main strategies, approaches and dates. • Instant Messaging Texting helps the colleagues in imparting actual-time. It’s the most regularly utilized technique for all age people. • Project Status Meetings These gatherings help in giving general venture surveys and notices. • Video/ Telephone Conferences These gatherings are a way of including the colleagues in light of their geographic contrasts. It unites every one of the individuals who are isolated by geographic separations. • Internet, Intranet Boards It’s a systematic method for imparting the targets, highlights, advance and status to all colleagues. • Project Road Show It assists in giving the input to the clients or partners. Earned Value Variance Analysis Earned Value Analysis (EVA) is industry standard method to measure the progress of a project at any point of time, estimating completion time and final cost and analysing schedule and budget variance as project progresses. It makes comparison between planned work with the actual work accomplished, in order to evaluate cost and schedule and whether work in progress is in accordance with plan (Meredith, 2011). EVA works very efficiently when it is catalogued i.e. when project gets broken down into its Work Breakdown Structure (WBS). The WBS serves as fundamental building block for the project’s planning. It is product oriented partitioning of tasks of the project which ensure the Scope of Work is captured in entirety and permits for the incorporation of cost, technical and schedule information. It divides work scope into suitable elements for management control, planning, work authorization, scheduling, progress measuring, budgeting, and cost accounting. In the initial stages of design the common format lends cost centres’ better understanding and CSI format is used at the ultimate bid level of documents. The WBS must be inclusive of the indirect costs of design, management and oversight and thus reflect the complete budget(Rosenau et.al, 2011). In the current project, Planned Value (PV) or known as Budgeted cost of work scheduled, which represents portion of approved cost estimate for spending on given activity in given period, Actual Cost (AC), known previously as actual cost of the work performed, is the total costs incurred for accomplishing work in given period and actual completed work’s value will be considered. 8. Risk Management As a lot of time will be consumed in activities related to assessment of risks, one can ascertain the risk management involved in the project. Case Severity Effect Solution Points Probability Strategy Status 1 Only client’s and sponsors information to be collected. High Customers not to be discussed with Creation of customer-friendly easy questionnaire 6 3 Reduce Open 2 Project might not look realistic High After analysis, project may not look impressive Proposal of project to be strictly analysed 10 2 Avoid Open 3 Less budget Medium It has limitation for payment for hardware procurement and staff payment. It has restriction of buying of cheap hardware and software. 8 4 Lessen Open 4 Changes in requirements from clients High The original and the proposed solution may seem same. To have changed strategy for management 7 2 lessen open The Quantitative Analysis assesses the key dangers which can be done by the administration if required, the center venture group and the SMEs. Every hazard proprietor should create methodologies for exchanging, alleviating or dodging the dangers. Each reaction must be recorded inside the hazard enroll. An aggregate of one week is provided to the hazard proprietors for finishing the errand. An expected time of four hours and five day slack is normal. It’s about interacting with the Executive Steering Committee keeping in mind the end goal to survey the major dangers. PM is the proprietor and the normal time appraisals are one hour & two hours for arrangement. The hazard proprietors have the obligation of checking the current dangers and advising the PM via email. The evaluated time is four hours. New risk identification is when furthermore dangers can be distinguished by the partners, and the evaluated time for this is two hours every month. The audits are managed by the PM and assessed time is two hours every month. Reviewing is managed by project group and the assessed time monthly is one hour. In case of reporting there are 2 methods. To begin with is by Risk Log & secondly by the report of Monthly Status & its evaluated time monthly is one hour. 9. Communication with Stakeholders An imperative piece of effectively conveying any venture, action or program is partner administration. Any person, an association or gatherings who are influenced or can influence or view themselves as to be influenced by the movement is a partner. Compelling Stakeholder Management is making positive associations with partners by suitably dealing with their desires and goals settled upon. Management of stakeholder is a procedure that should be guided and arranged by a few standards lying below it. 9.1. Stakeholders Analysis / Updated Stakeholder List Internal Stakeholders: Stakeholder Duties CEO Makes decisions for effectively actualizing the venture. Project Manager In charge of the achievement of the day by day activities of organization. Technical support In charge of the settling of enquiries of the customer related with the venture. Product Trainer In charge of familiarizing the mentor with the venture and programming so he ends up plainly skilled to prepare the customer about the product. Software Trainer In charge of investigation of client needs and specifying the product. Testing Trainer In charge of giving meaning of the testing degree concerning conveyance and venture discharge and making test situations, results, experiments and their conditions. Business Analysts In charge of right introduction of customer needs and desires. External Stakeholders: Stakeholder Responsibilities/Interests Investors Gives instructions to the bank on important strides they should take. Client/Customer They give complete data to the organization with a specific end goal to get proper arrangements. Competitors Overhauling & Checking of item is done according to the request of the current market. Suppliers In charge of the generation of value products. Sponsors Legitimate funding to be done by the sponsors in a venture to have an effective framework. 9.2. Stakeholder Communication Plan Following table represents the stakeholder communication plan: Review Type Time How needs whom Growth Comments Status report Monthly Gathering meeting on telephone In the morning before 12 noon Robert Backup-Vice (PM) None Audit- every 2 weeks Friday Conference Between 8am to 12:30pm, every 2 weeks Robert Backup- Vice (PM) PM can invite other parties if needed IT scheme/upgrade Taking after the planning stage, at intervals of 3 weeks Conference More regular conferences will be arranged if needed Robert Backup-Vice (PM) None review 1 week taking after "go live" Conference - Robert Backup- Vice (PM) PM can invite other parties if needed 10. Project Closure There are a number of advantages of carrying out formal closure of project. There is the joy of achievement for the participants that enhances efficiency, acknowledging the importance of investment and resource contribution for upcoming projects. Project closure is a sound idea which offers great value to organization. This section describes the activities involved in the current project closure. 10.1. Transition Plan The transition plan for the current project includes a group of specialized software engineers who would ensuring to take the software copies and recordings of all the training programs conducted. Also, the software trainers and testers will be instructed to train a group of skilful employees who excelled in their respective training and has the ability to become the next trainers. 10.2. Close Procurements Procurement management is a way toward buying goods and services by a company from an enterprise or some outside firm. The representatives of the organization will have important assets for playing out their obligations and finishing essential ventures. Forms required in procurement management venture incorporates identifying which course of events is to be bought & what will be obtained, recognizing the potential providers and specialist organizations, getting cites with a specific end goal to pick a provider, administration of provider relationship and finishing off contract. 10.3. Knowledge Management A group of skilled trainers will be allotted to design the user manuals or the hands on materials on various IT services and trainings provided. The hard copies of training programs undertaken for the employees will be printed so that the project knowledge management is executed effectively. 10.4. Lessons Learnt The key lesson learnt from this project management activity is that romptness is necessary to work in the project. All members must attend the group meetings. It is compulsory to arrive on time. In case of members failing to arrive at the meeting in the planned time, they will be penalized. In order to review the task at hand and the completed task and to set the goal yet to be achieved in the coming week and assessing whether the set goal for earlier week was met or not, meetings will be arranged once a week. In the meeting the action plan is determined. Communication must be there between group’s members all the time. 10.5. Closeout Report All in all, the group leader and the project manager must be informed of any internal conflict amidst group members .They should remain committed to arrive at the best solution for their problem by way of interaction and getting the help of higher authorities such as group leaders and project manager. Unless impossible, in all cases there should be a compromise. In case of conflicts, the major decisive say will be of the majority. Every member of the organization should be respected. 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