252311_1_2-pmp-2012-27
DESCRIPTION
Project ManagementTRANSCRIPT
Team x Revised Project Management Plan Project Name: Video Delivery Client Organisation: Video Game 2U Project Start Date: 10/10/11 Project Finish Date: 21/09/12 Project Manager: Belinda Love [email protected] xxxxxxxx Team: Andy Cotton [email protected] xxxxxxxx Sandy Guston [email protected] xxxxxxxx Carrin Groworld [email protected] xxxxxxxx Robin Knocks [email protected] xxxxxxxx
Table of Contents Table of Contents ................................................................................................................................. 2
Executive Summary .......................................................................................................................... 3
1.0 Project Objectives ....................................................................................................................... 4
1.1 Approach .................................................................................................................................. 4
1.2 Roles and Responsibilities .................................................................................................... 4
2.0 Stake Holders .............................................................................................................................. 5
3.0 Scope Statement......................................................................................................................... 5
4.0 Organisational Chart .................................................................................................................. 6
5.0 Milestone Report ......................................................................................................................... 6
6.0 Work Breakdown Structure ....................................................................................................... 7
7.0 Gantt Chart .................................................................................................................................. 8
8.0 Network Diagram ........................................................................................................................ 9
9.0 Risk Management ..................................................................................................................... 11
9.1 Risk Register ......................................................................................................................... 11
9.2 Probability Impact Matrix ..................................................................................................... 18
9.3 Responsibility Assignment Matrix ...................................................................................... 18
10.0 Revised Budget....................................................................................................................... 19
10.1 Budget Summary ................................................................................................................ 19
10.2 Detailed Budget .................................................................................................................. 19
10.3 Resource Work Summary Report .................................................................................... 20
10.4 Resource Graphs ............................................................................................................... 21
11.0 Change Request From ........................................................................................................... 27
11.1 Change Request Process ................................................................................................. 28
12.0 Lessons Learned Report ....................................................................................................... 29
Executive Summary
This Project Management Plan has been created by 'Team Two' project group, to develop a Web-Based system for customers to rent video games, for Video Game 2U.
This system is designed for users to rent video games on a monthly basis For
example, a customer might pay a monthly fee and then be able to order several video games over the Internet, receive the games via express mail, return those games via express mail, and keep receiving additional games. The system is estimated to bring in $1million the year after completion and $2million the following two years.
The following document contains the project plan for the Video Delivery system that
includes the projects objectives, relevant stakeholders and their contact information, the projects scope statement, the work break down structure of the project, potential risks that the project may encounter and the budget that the project is going to follow. Sponsor Details: Lori White VP, Marketing 04 1001 666 123 [email protected]
1.0 Project Objectives Develop and produce a web based service that allows customers to rent video games. The system must include several important features, such as the main focus on sports and educational games. Payment options should not be limited to credit cards, support multiple consoles, other than just PC, to send the games via express mail and be available in multiple different languages.
1.1 Approach 1. Team 2 will gather information on task that is given and document then provide
the report for reviewing by sponsor 2. Requirements will be looked at, and appropriate documentation will be finalised
for project start 3. Budgets will be finalised before any purchasing or large payments are made 4. Major design brief will be developed and finalised, allowing room for changes 5. While software is implemented, user testing, server testing, payment system
tests and general integration tests will be performed 6. Meeting with sponsor to address the systems progress, to check the project is
on the correct path and meets sponsors standards and standards by the P.M.P are met
7. Finalisation of project before closing, last minute changes and/or testing
1.2 Roles and Responsibilities Belinda Love Project Manager [email protected]
0000111222
Sandy Guston Financial Advisor [email protected] 0000111222
Robin Knocks IT Professional [email protected] 0000111222
Andy Cotton Marketing Specialist [email protected] 0000111222
Carrin Groworld Web Master [email protected] 0000111222
2.0 Stake Holders Lori White Julie & ECF Team 2 ABC Corp
Organisation Video Game Delivery Educational Consulting Firm
Project Management Team
Web Application Provider
Role in Project Sponsor of project Determining user requirements
Delivering the complete package
Providing a web application for the project
Level of Interest
High Medium-Low High Medium
Level of Influence
High Medium-Low Medium Medium
Suggestions on Managing Relationship
Maintain good communication and offer update on deliverables when able
Make sure to update on how the help provided is being used
Good communication and checking in with team members on a daily basis
Open dialogue with company as application is implemented
3.0 Scope Statement Description: The Project aim and goal is to create a web-based service that allows customers to rent video games via the internet on a monthly basis. Certain and varying types of fees would apply per different game that is offered and able to order several different games at a time. Games would mainly; the main focus for game themes will be sports and educational games. Allowing access to all platforms. The games would be delivered via express mail and returned in the same fashion. The systems design will allow for international marketing, access to multiple languages and offer great user-friendly options. Highlighting the importance of a search function, able to track the delivery of the rental items as well as the referrals/advertisements and offer more than just online payment options, keeping a dynamic memory of customer rental patterns. The project is assumed to take twelve months to complete with a total budget of $500,000 with the potential to earn $1M in the first year. Characteristics and Requirements:
• Web-site must focus on games designed for education and sports • Games must be available on different platforms, not just PC • A detailed but simple searching feature with multiple options • There must be options for user input on the games featured • Language features for countries other than English • ABC Corp will be developing the Web-Based application • Julie and colleagues from the educational consulting firm will be aiding in
determining user requirements Project Acceptance Criteria
• A project is assumed to take 12 months to complete • The project is expected to cost $500,000 • Monthly costs are expected to be around $50,000 and increase to $60,000 the
following • The payment system must have more than one working method of payment • The method these games will be delivered, is by express mail delivery and return
4.0 Organisational Chart (TBA)
5.0 Milestone Report Prepared by: Andy Cotton Date: 24/10/11 Milestone Scheduled
Completion Date Status Responsible Issues/Comments
Finalize Project Charter
Fri 18/11/11
Incomplete
Belinda Love
Close Initiating Phase
Fri 2/12/11
Incomplete
Team 2
Sign off team contract
Fri 9/12/11
Incomplete
Team 2
Client sign off scope statement
Fri 9/12/11
Incomplete
Belinda Love
Finalize Gantt Chart
Fri 3/02/12
Incomplete
Robin Knocks
Close Planning Phase
Fri 10/02/12
Incomplete
Team 2
Resources ordered
Fri 9/03/12
Incomplete
Mary Knowls
3.3.5 Search Engine
Fri 6/04/12
Incomplete
Carrin Groworld
Close Executing Phase
Fri 20/07/12
Incomplete
Team 2
Close Project
Fri 14/09/12
Incomplete
Team 2
6.0 Work Breakdown Structure
7.0 Gantt Chart
8.0 Network Diagram
9.0 Risk Management 9.1 Risk Register
No. R001 Rank 1
Risk Going over the estimated budget ($500 000)
Description Real cost of the games delivery project exceeding initial budget
Category financial risk
Root Cause Inaccuracies in initial budget
Triggers cost overrun(s)
Risk Response Develop accurate budget estimates by seeking out reliable sources. Belinda to review the budget periodically & request additional funding when required
Risk Owner Belinda Love
Probability High
Impact High
Status February 2012: Software customisation to cost $100,000 over initial budget. Funding approved by senior management. At close of project: Final cost for system was $120,000 over initial budget ($20,000 over revised budget).
No. R002 Rank 2
Risk Disagreement between team members
Description There may be conflict in regards to the team's approach to completing each task
Category people risk
Root Cause Differences in expertise and work ethic amongst team members
Triggers Lack of team morale, wasted time, time overruns
Risk Response Team members to raise any issues with Belinda. Belinda to mediate any conflict and find a solution
Risk Owner Belinda Love
Probability Medium
Impact High
Status February 2012: Purchasing specialist Ryan replaced by Mary due to disagreement about suppliers
No. R003 Rank 3
Risk Project going overtime (over 12 months)
Description Date of closing project (21/09/12) exceeded
Category market risk
Root Cause Unrealistic / inaccurate schedule
Triggers Deadlines being missed. Starting of tasks delayed
Risk Response Develop an accurate schedule. Identify the critical path. Team to assess progress and identify schedule delays. Client to be consulted on requests for more time allocated to the project
Risk Owner Belinda Love, Team 2
Probability Medium
Impact High
Status Project completed on schedule. Functionality limited to ensure timely completion
No. R004 Rank 4
Risk Inaccurate functionality of the web application
Description The final product may contain errors that inhibit usability or render the application useless
Category technology risk
Root Cause Script errors, bugs, server crashes
Triggers User complaints
Risk Response User testing (30/04/12 - 08/06/12). Checking of errors. Back up power for server. Belinda to consult client on what downtime will result from errors present at launch
Risk Owner Carrin Groworld, Robin Knocks
Probability Medium
Impact High
Status
No. R005 Rank 5
Risk Achievement of the projected NPC, ROI and Payback estimates
Description Lower returns on investment than forecast
Category financial risk
Root Cause NPC, ROI and payback estimate inaccurate. Unforeseen change in global financial environment
Triggers Project missing projected forecasts. Lower investor confidence.
Risk Response Sean to report on financial performance of project on a regular basis. Belinda to consult with client to assess project performance
Risk Owner Sandy Guston
Probability Medium
Impact High
Status
No. R006 Rank 6
Risk Lack of communication between team members
Description There is a risk that communication amongst the project team is poor.
Category people risk
Root Cause Poor comm skills / lack of clear comm channel
Triggers Team members unaware of proj updates / missing meetings & milestones
Risk Response Beau to establish clear channel of communication. Team to be informed that it is each member's responsibility to ensure contact details are correct
Risk Owner Belinda Love
Probability Low
Impact High
Status Accurate team contact details provided. Good attendance to meetings
No. R007 Rank 7
Risk Dispute with the client
Description Dispute with Video Game Delivery may include issues involving budget, time & quality constraints
Category people risk
Root Cause Changes made to project w/o prior consent by Video Game Delivery
Triggers Lack of client confidence, wasted time, time overruns
Risk Response Client to sign off project scope statement. Lori to be kept informed on project status. Belinda to call meeting with Lori when project updates need to be discussed
Risk Owner Belinda Love
Probability Low
Impact High
Status
No. R008 Rank 8
Risk Lack of user involvement
Description Little or no consultation with end user
Category structure/process risk
Root Cause Poorly planned testing regime of the web application
Triggers Little or no user feedback
Risk Response Web application testing period 30/04/12 - 08/06/12 to be worked towards and adhered to. Feedback to be communicated to Belinda
Risk Owner Carrin Groworld, Robin Knocks
Probability Low
Impact High
Status
No. R009 Rank 9
Risk Lack of support from executive management
Description A risk to project failure is inadequate support from Lori and the executive management of Video Game Delivery
Category structure/process risk
Root Cause Lack of communication and/or mistrust between exec management and proj manager
Triggers Hostile communications between management. Rejected requests for funding/time extensions. Generally poor outlook for project completion
Risk Response Belinda to maintain communication with Lori (sponsor) regarding project status. Team to work in a professional manner
Risk Owner Belinda Love, Team 2
Probability Low
Impact High
Status Considerable degree of support from executive management. Additional funding approved and a follow-up project to be proposed
No. R010 Rank 10
Risk Product quality not meeting client needs
Description Video Game Delivery may be dissatisfied with the quality of the web application
Category market risk
Root Cause Quality metrics undefined
Triggers Client showing dissatisfaction with web-application at project completion
Risk Response Requirements to be signed and understood by client. Belinda to negotiate with client if further time and funds are required to meet client needs
Risk Owner Belinda Love, Team 2
Probability Low
Impact High
Status Pending response from final project presentation. It is hoped top management will be satisfied with the minimum functionality of the web application
No. R011 Rank 11
Risk Unforeseen risk
Description Any circumstances that could not have been foreseen (for example a natural disaster)
Category environmental risk
Root Cause Unknown
Triggers Project disruption. Compromised safety of staff
Risk Response Depending on severity, Belinda to discuss with client suitable delay period for recommencing project. All staff to be made aware of local emergency procedures.
Risk Owner Belinda Love, Team 2
Probability Low
Impact High
Status
No. R012 Rank 12
Risk Technical incompetency of the staff
Description Team members not qualified to do the technical work
Category people risk
Root Cause Hiring of staff that are not qualified for the task
Triggers Lack of professionalism. Inefficient completion of deliverables. Lower staff morale
Risk Response Project manager (Belinda) to hand picks project team. Skills required by staff to be communicated to outsourced services
Risk Owner Belinda Love
Probability Low
Impact High
Status Belinda hand-picked project team, negating this risk amongst the team
No. R013 Rank 13
Risk No accessibility to hardware and software at proper time
Description Scheduling conflict in regards to team member access to project resources
Category technology risk
Root Cause Miscommunication b/w team members. Schedule clashes
Triggers Conflict amongst team members
Risk Response Team members to coordinate with each other to ensure each has access to resources at the appropriate time. Belinda to mediate any conflict arising
Risk Owner Belinda Love, Team 2
Probability Low
Impact Medium
Status
No. R014 Rank 14
Risk New technology roll out over duration of project
Description With developments in games technology, new hardware may need to be marketed for
Category market risk
Root Cause Computing and games technology development
Triggers Demand for particularly new product
Risk Response Marketing specialists (Sandy & Andy) to keep Belinda appraised of any new technology announcements
Risk Owner Sandy Guston & Andy Cotton
Probability Low
Impact Low
Status
9.2 Probability Impact Matrix
IMPACT
Low Med High
R001 High P
RO
BA
BIL
ITY
R002 R003 R004 R005 Med
R014 R013
R006 R007 R008 R009 R010 R011
R012
Low
9.3 Responsibility Assignment Matrix
10.0 Revised Budget 10.1 Budget Summary The budget for the Video Game Delivery Project has been broken down into the three following areas: Hardware, Labour and consulting and outsourcing. This is a revised budget with an extra $100,000 dollars allocated to the budget. Total hardware cost: $6,475.45 Total labour cost: $249,972.45 Total consulting and outsourcing cost: $ 363,552.10 Total cost for project: $620,000.00 10.2 Detailed Budget
Hardware Budget
Amount Allocated $6,500
Purchases Quantity Description Cost
(AU$)
Cost
Type
Dell
PowerEdge
T710
1
This server will host
the application that
ABC Corporation are
producing for this
project.
2,799.00 Variable
Uninterruptible
Power Supply 1
Will maintain a suply
of power to the server 648.87 Variable
External
Information
Back up
1
Backs the servers
information up at an
external location
@$252.3 per month
3,027.58 Variable
Total Hardware costs 6,475.45
Percent of Budget 1%
We are assuming that Belinda is contracted to be paid for 1,000 hours even though he only worked 970 hours as long as he works a minimum of 960 hours.
Staff Budget
Amount Allocated $250 000
Resources Members
Name
Hourly
Rate
(AU$)
Total
Hours
Worked
(Hrs)
Cost
Type
Total Cost
(AU$)
Project
Manager
Belinda
Love $80 1,000 Fixed 80,000.00
Finance Sandy
Guston $57.50 522 Fixed 30,015.00
I.T.
Specialist
Robin
Knocks $60.50 780 Fixed 47,190.00
Marketer Andy
Cotton $57.25 497 Fixed 28,453.25
Web
Master
Carrin
Groworld $60 724 Fixed 43,440.00
Sales
Expert
Mary
Knowls $52.80 387 Fixed 20,433.60
Total Staff Payments $249,531.85
Percent of Budget 49.91%
Consulting and Outsourcing Budget
Amount Allocated $343,552.10
Purchase Quantity Outsourced
Company Description Cost (AU$) Cost Type
Web Based
Aplication 1
ABC
Corporation
This web based
aplication alows
consumers to
hire video
games over the
internet
265,564.10 Variable
Consultation 1
Education
Consulting
firm
This company
will provide
consultation on
user
requirements
for the web
based
application
98,428.60 Variable
Total Consulting and Outsourcing costs 363,992.70
Percent of budget 61%
Total Expenses on project $620,000.00
10.3 Resource Work Summary Report
(TBA) This Graph shows how much work (hours) was done in comparison to how many hours were available to work on the project. ABC Corporation: 421 hours Andy Cotton: 497 hours Belinda Love: 970 hours
Carrin Groworld: 724 hours Education Consulting Firm: 124 hours Robin Knocks: 780 hours Ryan Smith: 387 hours Sandy Guston: 522 hours We are assuming that Belinda was contracted to be paid for 1,000 hours even though he only worked 970 hours in the end she has to work a minimum of 960 hours though. 10.4 Resource Graphs
Belinda Love – Project Manager
Sandy Guston - Finance
Robin Knocks – IT Specialist
Andy Cotton – Marketer
Carrin Groworld – Web Master
Mary Smith – Sales Expert
11.0 Change Request From
Project Name: Submitted By: Date: / / (dd/mm/yyyy) Severity: Change Request Title: Change Request Number: Type of Change Request: Description of the problem:
Description of the solution to the problem:
Future impacted on the project:
Required Approval: Name Position Date Accept/Reject Signature Lon White Vice President
Project Sponsor 00/00/0000
Belinda Love Project Manager
11.1 Change Request Process The change request form is freely available to all team members and sponsors in the project. These are the steps that are required before a change can be added or implemented in to the project.
1. Fill in the information in the change request form. 2. Submit the change request form to your manager. 3. The change request form will be addressed in the weekly sponsor meeting. 4. If the change request form is agreed to and signed by the sponsor and all
managers. 5. Then the change will be implemented as soon as possible to minimum the
down time for the project.
12.0 Lessons Learned Report Project Name: Video Delivery Project Sponsor: Lori White Project Manager: Belinda Love Project Dates: 10/10/2011 – 21/09/2012 Final Budget: $620,000
Did the project meet scope, time, and cost goals?
This project met the schedule time but didn’t meet the scope or the cost goals. What was the success criteria listed in the project scope statement?
The criteria for this project were: A project is assumed to take 12 months to complete The project is expected to cost $500,000 The payment system must have more than one working method of payment The method these games will be delivered, is by express mail delivery and return
If we meet all these criteria then all the goals set for by Lori White would have been meet and the project would be a success.
Reflect on whether or not you met the project success criteria.
The project criteria that are listed above was not all met. The criteria’s that was meted was:
That the project was produced in the schedule time, which was 12 months. That the program has more than one payment method.
The criteria’s that wasn’t met was: • That the project didn’t cost $500,000 but instead the cost of the project was
increase two times first by $100,000, then by $20,000 making the total cost of the project $620,000.
• That the monthly cost was more than $50,000. In terms of managing the project, what were the main lessons your team learned?
The main lesson that was learned during this project was: 8. How to use Microsoft project and how easy it is to see the timeline of the project. 9. That using the project management tool help simpler and improve the making of
a project management plan. 10. The challenge of getting everyone in the team all together at the same time. 11. Learned some of the principles and technique on how to create a project
management plan and how working with others makes a more in-depth plan. Describe one example of what went right on this project.
That the team didn’t waste time discussing who would do which deliverables for the project management plan, because we didn’t argue over the deliverable we just choose another one to do if someone else want to do the same one. This made the making of the project management plan run smoothly.
Describe one example of what went wrong on this project.
A problem that come up during the project was an issues to do one of the team member who was unhappy with the supplier, which raised their prices in the middle of the project. This causes that team member to become very hostile with the rest of the team who were happy with the supplier. That team member couldn’t convince anyone else to see his way, so he went over the project manager head to the senior management to suggest terminating the supplier. This causes more problems between the project manager, the team and that team member. This whole issues or problem was resorted by firing that team member who had a problem with the supplier and replacing that team member with another person. This made the project and everyone else is the team to settle down and get the back on track.
What will you do differently on the next project based on your experience working
on this project? What the team would do different on the project if it was done again was to do a better job at planning the time and budget of the project before starting it. This would allow the team to meet all the goals of the project stated by the sponsors. What would be done differently on making the project management plan if the project was done again was to work out the available time of everyone sooner. This would mean the project team could meet sooner and regally to plan the project management plan quick and easier.