1 University of South Australia School of ITMS INFS 5057: IT Project Management M (ITPM M) A3 Assignment – Group Length: 1500 - 2000 words per group member, Weighting: 30%, Due Date: 11pm Sunday 4th June INSTRUCTIONS TO STUDENTS This task is to be done in groups which must have been approved by your tutor. Assignments will be returned to you within two to three weeks of submission. Feedback on this assignment will be provided via a rubric which will be available on the course website. Please read the assessment summary and assessment details sections of your course outline booklet carefully for further information relating to assessment in this course. SPECIFICATIONS This assignment has two components – a report and a presentation. This assignment will enable you to improve your skills as a project manager and carry out various project management activities. It requires you to investigate a given project scenario, research information as required, produce a report of project documentation, document minutes of group meetings and present on a number of aspects in relation to a project to a potential Project Board. REPORT COMPONENT The report component is worth 20% of this assignment. The report should be 1500 - 2000 words in length per group member. If your contribution includes diagrams, tables, figures, then this goes towards your contribution and the word count requirement is reduced. The report should be created using the adapted PRINCE2 template provided on the course website. A link to the official PRINCE2 templates is also available on the course website to assist with the compilation of the report. Minutes of group meetings should be recorded and included at the end of your report document. Details of what should be recorded in the minutes are provided in the report template document. The minutes contribute towards the word count. Each group member is also required to fill out the “Declaration of Contribution” form which is available in the assignment report template document. As stated in the form, if any contribution does not meet the assessment requirements, the course coordinator may adjust individual marks up or down, depending on the level of contribution made. Task Your group’s task is to prepare the PRINCE2 Project Initiation Documentation (PID) in response to the project scenario (provided at the end of this document). Any additional information required for submission will be included in the report template document provided on the course website. Consideration has been given to the format of the Project Initiation Documentation. Since this is a small project, a single document is required. For large projects it is more appropriate for the Project Initiation Documentation to be a collection of stand-alone documents.2 PRESENTATION COMPONENT The presentation component is worth 10% of this assignment. The presentation should be 12 slides in length and 8 minutes in duration. An additional 2 minutes will be allocated to questions. ALL members of the group must present. Internal students must deliver their presentation during their week 13 seminar and must submit their slides at the time of submitting their report. A hard copy of the slides must also be submitted by all groups to the tutor at the start of the week 13 seminar. Slides presented in the seminar must be the same as those submitted to Learnonline. Any changes made to the slides after the Learnonline due date will be considered as late submissions and the group will score zero for the presentation component of this assignment. External students must add audio narration to their slideshow for submission in lieu of presenting face-to-face. Slide 1 should be the title slide containing the report title, date and who the presentation was prepared by (i.e. the group members). The final slide should provide details of who contributed towards the presentation component (adapted as per the declaration of contribution provided in the report document template). The other ten slides should contain the relevant content / main areas in relation the project which are listed in the following task description. Task Each group is required to give a formal presentation to their audience who will act as the Project Board. The presentation should cover four main areas in relation to the project: 1. Objectives of the project 2. Project tasks / schedules 3. How are you going to involve / engage stakeholders? 4. Outputs / outcomes of the project This should be a professional presentation and enhanced with technology where appropriate that is effective and designed to inform and “sell” your presentation to your audience. Marking Criteria The rubric that will be used when assessing your work will be available on the course website. The word limit only applies to the report component of this assignment. The presentation slides are additional. This task will assess completeness of the objectives listed below. For the report component: • Relevance of content to the task; • Logic and support of the arguments presented; • Clarity of written expression; • Use of the template provided; • Adequate presentation and format; • Correct spelling and grammar; • Adequate referencing with the use of the Harvard referencing system3 For the presentation component: • Content and knowledge; • Depth of analysis; • Organisation and structure; • Effectiveness of visual aids; • Effectiveness of delivery; • Ability to answer questions; • Presentation length and duration Submission Instructions The assignment MUST be submitted via Learnonline through the course website or via MyUniSA. Please submit ONLY ONE assignment per group – nominate someone to submit the assignment on the group’s behalf. Include as part of your submission TWO documents containing the following: • One PowerPoint (.ppt/.pptx/.pps) document containing the presentation component. • One .pdf document containing the report component. Individual submissions will NOT be considered or marked. Refer to your course outline for further information regarding extensions. Late submissions will not be accepted for this course unless an extension has been approved by the course coordinator (see section on extensions in your course outline for further details). Late submissions that have not been approved will receive a mark of zero. ***IMPORTANT INFORMATION*** It is up to each group to make sure that the submitted work does not contain any parts copied from another group in this or any previous year, from this or any similar course; or from a common source such as a textbook or website. The assignment must be your own collective work, and not contracted to a substitute person. If we are suspicious, we reserve the right to call you in and to test your understanding of what you have submitted in an oral examination. If plagiarism is detected it will be investigated and appropriate consequences will follow. SEE NEXT PAGE FOR SCENARIO4 SCENARIO Task Your group has project management responsibility for organising the implementation of a system that automates the order taking process for a large, popular café in the Adelaide Central Business District, Café Qualiteria. Background Café Qualiteria is a newly established café that has been open for 6 months. Due to renovations in the local area, easily accessible parking and an improved street scape, they have seen a significant increase in customers choosing to dine at the café. This unexpected increase has however caused some issues at the café including: • Increased waiting times for customers having their orders taken • Incorrect orders being received by customers • Orders taking longer to prepare • Orders for a table not being received at the same time • Entrees being served at the same time as main meals • Incorrect stock levels • Inadequate stock control These issues have been brought to the attention of management by kitchen staff, waiting staff, verbal customer complaints as well as complaints via social media. In order to address the growing concerns, the Café Manager has discussed the idea of implementing an automated order taking process for waiting staff with the Café Owner. The owner has taken this suggestion on board and decided to go ahead with the project which will see the implementation of a system that will improve the efficiency of the waiting staff, preparation of meals and stock control and as a result improve customer service. The resulting system to be installed will include a series of handheld devices to take orders from customers and have those orders made available to the kitchen staff electronically. The key functions to be automated by the new system include: • Order taking by waiting staff • Sending orders to kitchen staff electronically • Kitchen staff notifying waiting staff that orders are ready • Monitoring and reporting stock levels for current orders being taken • Monitoring and reporting stock levels for reordering purposes (optional) There may also be potential for other functions to be provided within the system (both currently and in the future) to add value to the business. Timeframe The project has been scheduled to take 6 months from starting the planning to implementation. Budget A budget of $100,000 has been allocated by the café owner.5 Tolerances 10% for budget 2 months for timeframe Project Management Team Structure / Key Members of Staff Executive – Café Owner, John Pikamon. Senior User – Café Manager, Alicia Charman. Senior Supplier – Contract IT firm specialising in automating cafes / restaurants. Project Manager – External contractor (represented by you – the student team) as the Café doesn’t have the skills internally to be able to manage this type of project. Team Manager(s) – There could be a team to cover front of house and a team to cover the kitchen. Roles to be determined by your team. Project Support – Role to be determined by your team. Project Assurance – Role be determined by your team. Change Authority – Role to be determined by your team. Important Notes: • Justify and document any decisions and assumptions made. • DO NOT include the scenario text in the template document. Use the template document as is. Do not modify any headings. Only include additional headings and sub-headings if necessary. Include your text in the area indicated. • Post any questions in relation to the scenario or assignment on the ITPM A3 Assignment – Group Q&A Forum on the course website.