PPMP20008 Initiating and Planning Projects Project Charter IT Telecom Software Domain Lecturer: Rashid-ul Islam Tutor: Rashid-ul Islam Prepared by: Mohammed Rizwan Ahmed (12023299) Mohammed Idrees Khan (12051279) Scope Baseline Scope baseline is an important part of the overall project management plan. Throughout the lifecycle of the project, the scope baseline will work as a reference. There are various components of the scope baseline including the Work Breakdown Structure or WBS, a WBS dictionary, and a scope document. The scope baseline document contains information about the project deliverables, scope descriptions and the acceptance criteria for the project. On the other hand, the WBS contains information about the activities to be carried out during the project. The deliverables are decomposed into multiple work packages as described below. The work packages constitute the WBS. The work packages and the relationships between work packages. Project Scope Statement The scope of the project is limited to the development and implementation of an integrated e-procurement system for the MV. Other information systems and ICT infrastructure related changes and development are out of the scope of the project. The project scope also includes the end-user training so that they can use the proposed information system properly. The main deliverables of the project are a fully-functional e-procurement system integrated with the existing ICT infrastructure, detailed project plan, detailed requirement specification document, project design document, test and quality reports, detailed project report, manuals and end-user training materials. WBS The WBS is , WBS Task Name 1 Development and Implementation of E-Procurement System for MV 1.1 Phase 1 – Project Initiation 1.1.1 Feasibility Analysis 1.1.2 Initial Planning 1.1.3 Prepare Project Charter 1.1.4 Project Charter is Signed 1.2 Phase 2 – Requirement and Process Design 1.2.1 Requirement Investigation 1.2.2 Requirement Gathering 1.2.3 Requirement Analysis 1.2.4 Prepare SRS Document 1.2.5 SRS Document Approved 1.2.6 System Designs 1.2.7 Prepare Design Document 1.2.8 System Design Documents Approved 1.3 Phase 3 - Evaluation and Selection 1.3.1 Publish Tender 1.3.2 Evaluate Applications 1.3.3 Select Vendor 1.3.4 Vendor Contract Signed 1.4 Phase 4 - Implementation 1.4.1 Coding 1.4.2 Unit Testing 1.4.3 Integration Testing 1.4.4 System Testing 1.4.5 Pilot Rollout 1.4.6 Develop Manuals and training materials 1.4.7 System Migration 1.4.8 Deployment 1.4.9 Go Live 1.5 Phase 5 – Post Implementation 1.5.1 End Users Training 1.5.2 Project Closure 1.5.3 Project Delivery Work Package The work packages are dependent on the high level project deliverables. The deliverables are closely related to the scope of the project. The activities of each work package is related to the completion of a project deliverable. The project scope document and the WBS helps to monitor the progress of the project as it continues. The effectiveness of project control depends on the scope management process. Hence, the work packages and the project baselines are important and crucial for the project. The work packages are described in the WBS diagram given above. The activities and work packages of the WBS are mutually exclusive in nature. Figure 1: Project Schedule Schedule Baseline A project needs to follow a planned timeline in order to complete it successfully. Following a pre-planned timeline also helps in effective utilization of the resources available to a project. The schedule of the project is given below. A project schedule is non-negotiable. However, in reality, it is almost impossible to avoid some delay and mishaps in project schedule. So, there are two different concepts, the project schedule and the schedule baseline. The baseline schedule is kept unchanged and the actual schedule is the project schedule. Hence, the above Gantt chart shows the actual project schedule. Stakeholder Register Name of the stakeholder Project Owner Organizational Position The owner of the MV or the director or the top-most position holder of the organization. Location Address Role in Project The project will depend on the permissions from the project owner. The financial impacts will be directly on the project owner. Contact information Contact Details Major requirements Successful completion of the project meeting all goals. Main Expectations The e-procurement system will be integrated with the existing ICT infrastructure and will help the business to make more profits in future. Potential influence in the project Very high Phase in the life cycle with the most interest Project initiation and project closure are the phases when the project owner may be directly involved. However, the project manager is indirectly involved in the project throughout the life cycle. Internal/External Internal Supporter/neutral/resistor Supporter Interfaces Steering committee and Project Owner Key Messages None Name of the stakeholder Project Steering Committee Organizational Position Top level managers Location Address Role in Project Controlling and monitoring the project, taking financial decisions about the project and interfacing with the project owner. Contact information Contact Details Major requirements The e-procurement system meets all functional and non-functional requirements successfully. Main Expectations The project is completed within the time and budget. Potential influence in the project Very high Phase in the life cycle with the most interest Throughout all phases of the project life cycle. Internal/External Internal Supporter/neutral/resistor May take different roles depending upon the context. Interfaces Steering committee and Project Owner, Steering committee with the project manager. Key Messages None Name of the stakeholder Project Manager Organizational Position Mid-level manager with experience in handling similar projects, having knowledge in project management, IT and business. Location Address Role in Project Managing the project phases and completion of the project successful by utilizing the project budget, resources and the timeline. Contact information Contact Details Major requirements Managing, controlling and monitoring the project activities to meet the requirements and the project goals. Main Expectations Completion of the project successful by utilizing the project budget, resources and the timeline. Potential influence in the project High Phase in the life cycle with the most interest Throughout all phases of the project life cycle. Internal/External Internal Supporter/neutral/resistor Supporter Interfaces Project Manager and Steering Committee, project manager and other team members. Key Messages None Name of the stakeholder System Analyst Organizational Position System analyst Location Address Role in Project Finding out the system requirements and preparing the SRS document Contact information Contact Details Major requirements Working on the requirement gathering activities. Main Expectations To find out all functional and non-functional requirements of the system. Potential influence in the project High Phase in the life cycle with the most interest Project Initiation and planning Internal/External Internal or External Supporter/neutral/resistor Supporter Interfaces Project Manager and the System Analyst. Can Interface with any other stakeholder for requirements investigation. Key Messages None Name of the stakeholder IT Developers Organizational Position IT system developers, perform system design, and development activities like, coding and unit testing and so on. Location Address Role in Project They will work to make the system designs for the e-procurement system, develop and implement the same. Contact information Contact Details Major requirements System design, development and implementation. The system must be fully functional and well-integrated with the existing ICT infrastructure. Main Expectations The system works as expected. Potential influence in the project High Phase in the life cycle with the most interest Project Implementation Internal/External External Supporter/neutral/resistor Supporter Interfaces Project managers and System Developers, System Analyst and System Developers, Quality Manager and System Developers, Technical Writers and System Developers. Key Messages None Name of the stakeholder Quality Manager Organizational Position Quality Auditor and Quality Tester Location Address Role in Project Quality Manager Contact information Contact Details Major requirements Quality control, verification and validations. Main Expectations The project processes and the project deliverables meet the quality standards. Potential influence in the project High Phase in the life cycle with the most interest Throughout the project Life cycle. Implementation and Post Implementation phases are particularly important. Internal/External External Supporter/neutral/resistor Supporter Interfaces Project Manager and Quality Manager, System Developers and quality manager Key Messages None Name of the stakeholder Technical Writer Organizational Position Technical Writer Location Address Role in Project Writes technical documents like user manuals, training materials etc. for the project. Contact information Contact Details Major requirements End users training. Main Expectations To deliver well-written manuals and end user training materials. Potential influence in the project Medium Phase in the life cycle with the most interest Post Implementation. Internal/External External Supporter/neutral/resistor Supporter Interfaces Project Manager and Technical Writer, System Developers and Technical Writer. Key Messages None Name of the stakeholder Suppliers Organizational Position Contracted suppliers Location Address Role in Project Helps to understand the business processes and the interfaces. Contact information Contact Details Major requirements Works with the proposed system to check the requisitions and supply items based on the requisitions. Main Expectations Faster and accurate process for supplying items. Potential influence in the project High Phase in the life cycle with the most interest Post Implementation. Internal/External External Supporter/neutral/resistor Supporter Interfaces May communicate with the system analyst. Key Messages None Name of the stakeholder End Users (Staffs, accountants) Organizational Position Staffs, accountants Location Address Role in Project Can be contacted for requirement gathering Contact information Contact Details Major requirements Able to add, track and manage the requisition and delegation processes. Main Expectations A fully functional e-procurement system that will reduce the manual workload for requesting requisition, tracking the purchase order and so on. Potential influence in the project High Phase in the life cycle with the most interest Post Implementation Internal/External Internal Supporter/neutral/resistor Supporter Interfaces May communicate with the system analyst. Other than that interfaces with the steering committee. Key Messages None Stakeholders Heat Map Influence of Stakeholders High Influence and Low Interest ⦁ Suppliers ⦁ End Users High Influence and High Interest ⦁ Project Owner ⦁ Steering Committee ⦁ Project Manager ⦁ Quality Manager Low Influence and Low Interest High Interest and Low Influence ⦁ IT Developers ⦁ Technical Writer Interest of stakeholders