ICT Project and Scope Managementplan

Question: Discuss about the ICT Project and Scope Managementplan . Answer: Scope Management Plan The scope management plan defines the key requirements of the project along with the project deadlines and out of scope items. The scope management plan is an essential element for successful delivery of projects since it removes any doubts related to the requirements and all parties can come off the same page. Once the scope management plan has been defined and signed off, it can only be changed when the business owner decides to completely revamp the functionality due to some business exigency. The scope management plan when rolled up helps in the creation of the project management plan which defines the resource allocations as well as clear timelines for the project related tasks. (Kerzner, 2011). The requirement of the project is to automate the manual sales order management process which is currently in place in Grand Wines Ltd. The sales team spread across NSW will be able to get real time updates via their wireless devices about the stock levels in the inventory and the orders they bring can be updated back the main system in a seamless manner. Requirement gathering is a key phase of all projects and if not done correctly, it leads to certain failure of projects. (Smith, 2014) In Scope It is part of the scope of the project to select, configure and integrate the wireless handheld devices for use by the sales team with the sales order management system. The sales order management application needs to be integrated with the inventory management application. All existing manual reports which are required by the management will need to be generated from the sales order management system Out of Scope The sales order management application will not be integrated with any other application like dispatch tracking, HRMS in this phase of the project. Any hardware issues will not be covered in the scope of the project. The hardware used for setting up the servers and the handheld devices will be maintained by Grand Vines Ltd themselves or any third party vendor they decide upon. Any new functionality or feature which has not been signed in the requirement gathering exercise will be out of scope of this phase of the project. In case a business urgency arises, then the project plan needs to be revised in order to accommodate the new functionality, Acceptance Criteria The timeline of the project is 6 months and the allocated budget is AUD 60,000. The project needs to be successfully delivered within both these constraints. The existing order management and inventory management system need to be integrated with the new system and eventually the old order management application will be phased out. All wireless handled devices will need to be integrated with the sales order management system and the maximum turnaround time for data to sync in 5 minutes if the device is within network. In case the handheld device is out of network, the device should have the capability to automatically save and sync the data when the network is available. Deliverables The following are the deliverables identified for the project: The first document to be signed off and delivered will be the Project Charter. Once the project charter is signed off, a software requirement specification document will be shared with all the stakeholders and a sign off will be required. Post sign-off a project management plan will be shared with key stakeholders and signed off. The rest of the artefacts will be shared as per the project milestones. The key responsibility for delivering the project lies with the Project Director and the Project Manager. All minutes of meeting will be shared with the stakeholders within a day of the meetings occurrence. The project status report will be weekly shared and the detailed project update will be shared by the Project Manager once a month to the management. Assumptions and Constraints The project needs to be completed within a budget of AUD 60,000 and a time frame of 6 months. The sales team once trained will be able to punch the sales orders via the handheld devices. Another assumption for the system is that the existing inventory management application has accurate data and the records will be updated on a real time basis in the base application since this data will be fetched for the sales order management system. The budget allocated for the project is AUD 60,000 and the cost breakup estimate is close to AUD 56,000. A buffer of AUD 4,000 is available for the project manager if need be. However, in case of an emergency this budget will fall short and the budget will need to be revisited. This is a major constraint for the project. Gantt chart Time-phased budget Task Name Jan-16 Feb-16 Mar-16 Apr-16 May-16 Jun-16 Sales and order management system Project initiation Obtain system requirements 2400 Interview end users 1920 Create requirement document 2400 Sign-offs 640 Milestone 1: Scope document plan Project planning Finalize scope 2560 Hire team 2560 Sign-offs 640 Milestone 2: Project plan Project execution Develop business requirements Find manual processes 2000 Final legal issues 1600 Find regulatory norms 2560 Create system development plan 2240 Milestone 3: Requirement document Create system architecture Create design methods 2000 400 Prepare system design 2400 Design Document Create wireframes 1600 Prepare system content 1600 Prepare navigation 1440 Prepare visual structure 1200 Milestone 4: Design document System development Create database 1200 Develop business structure 800 4000 Unit testing 840 Milestone 5: Coded system System testing Create test plan 1920 Perform UAT 1000 120 Fix bug 1600 Prepare technical manual 2800 User Training 2800 Milestone 5: Tested system Project closure Release resources 2560 Prepare budget summary 2560 Milestone 6: Close report Cost/month 12480 11040 10640 7760 7320 5120 Cumulative cost 12480 23520 34160 41920 49240 54360 Risk Register No. Rank Risk Category Description Root Causes Potential Responses Risk owner Probability Impact Status R1 1 Project budget overrun Cost risk Over-budgeting Budget overrun can be due to requirement change, lack of proper resource or any change in the organization of govt. policies The weekly status report should be shared with the key stakeholders of the project to inform them about the project status with respect to the project management plan. Project Director Low High Medium R2 2 Schedule overrun Time risk Project Milestone dates are not being met Milestones cannot be met due to multiple reasons like QA throwbacks, build issues, integration issues and delay in sign off from the management. Weekly status report should be shared with the key stakeholders of the project to inform them about the project status with respect to the project management plan. Project Manager High Medium Extreme R3 User requirements are not med Scope risk Scope change Scope creep can occur when the business users are not sure about the requirements and frequently change them as per their liking. -Meetings with stake holders, management, and end users, to check over the responsibilities, risks and activities Project Manager Low High Medium (Smith Erwin, 2017) Conclusion The sales order management system will be implemented in the month of April and a couple of months of beta testing will happen. Once the system is accepted by the users, the focus can move on to enhancing the system and making it a full-blown ERP solution. Grand Vines should be able to understand the importance of automation once they implement the solution and the return on investment start cropping up. Also, the all the project milestone dates are clearly defined in the project management plan which should help the management understand the entire process of software development. Reference Haugan, G. (2012).Effective work breakdown structures(1st ed.). Vienna, Va.: Management Concepts. Kerzner, H. (2011).Project management(1st ed.). New York: John Wiley. Smith, M. Erwin, J. (2017).Role Responsibility Charting (RACI)(1st ed.). Smith,, A. (2014).Requirements Management a Core Competency for Project And Program Success(1st ed.). Project Management Institute. Retrieved from https://www.pmi.org/-/media/pmi/documents/public/pdf/learning/thought-leadership/pulse/requirements-management.pdf