project plan mis edit pre final 1

8/2/2019 Project Plan MIS Edit Pre Final 1

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Project Plan

Assignment #2

Expense Claim Automation

Team Number Team 1-A

Team Name

Team Members Anish Ambujakshan

Tony Chaing

Annie Chan

Iris Huynh 1131767 [email protected]

Harkanwaljeet Singh

Shuai Yang

Date: March 5, 2012



Table of Contents

PROJECT DECISION ......................................................................................................................................... 3

APPROVALS....................................................................................................................................................... 3

1 OVERVIEW .................................................................................................................................................. 4

1.1 PURPOSE ....................................................................................................................................................... 4

1.2 PROJECT SUMMARY ...................................................................................................................................... 4

1.3 BUSINESS OUTCOMES .................................................................................................................................. 4

1.4 OBJECTIVES .................................................................................................................................................. 4

2 SCOPE ......................................................................................................................................................... 5

2.1 IN SCOPE ....................................................................................................................................................... 5

2.2 OUT OF SCOPE ................................................................................................ERROR! BOOKMARK NOT DEFINED.

3 APPROACH ................................................................................................................................................. 5

3.1 APPROACH .................................................................................................................................................... 6

3.2 WORK PLAN .................................................................................................................................................. 6

4 DELIVERABLES ......................................................................................................................................... 9

5 ASSUMPTIONS, CONSTRAINTS AND DEPENDENCIES ................................................................... 10

5.1 ASSUMPTIONS ............................................................................................................................................. 10

5.2 CONSTRAINTS .............................................................................................................................................. 10

5.3 DEPENDENCIES ........................................................................................................................................... 10

6 RISKS ......................................................................................................................................................... 10

7 STAKEHOLDERS ..................................................................................................................................... 12

7.1 PRIMARY..........................................................................................................ERROR! BOOKMARK NOT DEFINED.

7.2 SECONDARY ....................................................................................................ERROR! BOOKMARK NOT DEFINED.

7.3 INDIRECT..........................................................................................................ERROR! BOOKMARK NOT DEFINED.

8 PROJECT ORGANIZATION .................................................................................................................... 13

8.1 GOVERNANCE STRUCTURE......................................................................................................................... 13

8.2 ROLES AND RESPONSIBILITIES................................................................................................................... 14

9 BUDGET..................................................................................................................................................... 15

10 PROJECT MANAGEMENT .................................................................................................................. 16

10.1 COMMUNICATION MANAGEMENT ................................................................ERROR! BOOKMARK NOT DEFINED.

10.2 QUALITY MANAGEMENT ..............................................................................ERROR! BOOKMARK NOT DEFINED.

10.3 RISK AND ISSUE MANAGEMENT ..................................................................ERROR! BOOKMARK NOT DEFINED.

10.4 PROCUREMENT MANAGEMENT ...................................................................ERROR! BOOKMARK NOT DEFINED.

10.5 CHANGE MANAGEMENT ..............................................................................ERROR! BOOKMARK NOT DEFINED.



Project Plan Expense Claim Automation

3

Project Decision

Approved:

Deferred:

Cancelled:

Rejected:

Approvals

[By signing this document, the project sponsor agrees that the project will proceed.]

Project Sponsor

Name Approval Signature Date

Other Stakeholders

Name Approval Signature Date




4

1 Overview

1.1 Purpose

The purpose of the Project Plan is to refine the project scope and deliverables,describe the plan for execution of the project, and detail how the project will bemonitored and controlled through its lifecycle. The plan is an agreement between theProject Steering Committee and Project manager.

1.2 Project Summary

The primary objective of this project is to assist the organization in introducing a newapproach that will allow them to better streamline and manage the expense claimprocess, while also ensuring that appropriate controls are in place to prevent errors

and fraud. Through means of analyzing the current system and identifyinginefficiencies, we will recommend a new workflow process that will benefit users tooptimize faster times for the expense claim and reimbursement.

1.3 Business Outcomes

The business outcomes of this project include:

o Analyzing and validating the existing process

o Designing a new process for expense claims

o Standardize the expense claim process company wide, automate workflow,

clearly define and communicate the policies/procedures, and provideappropriate training.

o Ensuring that roles and responsibilities involved in the business processesare well-understood by the people performing them

o Establishing processes and aligning systems to support the evidence ofapproval and review of expense compliance and eligibility

o Improving productivity and employee satisfaction, while also deliveringvalue to the company

o Increasing the transparency of the expense claim process

1.4 Objectives

The objective of this project is to design a new business process for expense claimprocessing. This updated process will minimize the amount of time and effort requiredby staff spent to process expense claims, while also ensuring that adequate controlsare in place to prevent error and fraud. The results of this project plan will include aproposed process, implementation approach and an identification of potential methodsfor automating the process.




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2 Scope

2.1 In Scope

The scope of the project includes: Create, evolve, and execute a Project Plan following the discussion with steering

committee

Analyze and validate the existing processes for expense control system

Design a new process for expense claim, which will be aligned with the projectobjective

Summary and validation of the new process with evaluations from the SteeringCommittee

Recommend automation of the updated process

Develop transition planning or change management through knowledge transfersessions, seminars and workshops

Assist in the preparation of training manuals, and facilitate lessons learnedsessions for the project

2.2 Out of Scope

The following activities are out of scope for the project:

Design and develop any functionality change in the expense evaluation process

Recommendations of any IT software solutions, if needed

IT implementation of the recommended process

Support and maintenance of any software integration process




6

3 Approach

3.1 Approach

The project will adhere to the core objective, which is to design an efficient expenseclaim process. The prime focus will be on a collaborative approach where the needsand perspective of each stakeholder will be identified, and taken into consideration ineach phase. It is expected that all the stakeholders will endeavour to continuouslysupport the planning and evaluation stages.

The project commences with a Project Initiation phase, in which there will be kick-offmeetings with the steering committee and the project team. This will be followed byscoping session with steering committee; a comprehensive project plan will bedeveloped and documented in the initial phase itself, which defines the deliverablesand milestones at each phase of the project. Based on the identified deliverables, the

project team will be finalized, and the roles and responsibilities will be assigned tovarious members within the team. Project controls will be established based on thecurrent standards followed in the organization.

The second phase, Analysis and Validation, will focus on developing current stateanalysis and documentation of the existing expense control process. The finalvalidation of the document will be completed by the Steering Committee with theassistance from the project team.

Any opportunities to improve the existing process will be identified in the further stage,and a complete design and suggestions for automation will be recommended. Theinitiatives on change management will be done as a part of the transition planning, inwhich knowledge transfer sessions and workshops will be facilitated with eachstakeholder.

Throughout the course of the project, risk, issues scope, quality, human resources andcosts will be monitored, managed and reported in weekly status reports.

During the closeout phase, the project team will also ensure proper transfer ofknowledge to the stakeholders through Lessons Learned sessions. A projectcompletion report summarizing the analysis will be submitted to the steering committeeto discuss any follow-up plans.

3.2 Milestones

Major Milestone Date

Project Initiation Complete February 22, 2012

Analysis Complete March 13, 2012

Design Complete March 27, 2012

Transition Planning Complete April 4, 2012




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Major Milestone Date

Project Closeout Complete April 11, 2012

3.3 Work Plan1 P r o j e c t - E x p e n s e C l a i m B u s i n e s s P r o c e s s 4 7 . 5 d a y s

2 P r o j e c t I n i t i a t i o n 1 2 . 3 8 d a y s

3 C o n d u c t k i c k - o f f m e e t i n g s 1 . 2 5 d a y s

4 Plan and conduct Internal Steering committee kick-off meeting 10 hrs

5 D e v e l o p p r o j e c t p l a n 7 . 1 3 d a y s

6 Conduct project-scoping sessions with the steering committee 25 hrs

7 Create project plan 20 hrs

8 Conduct Review Cycle 5 hrs

9 Update Project Plan 6 hrs

10 Submit Project Plan for Approval 6 hrs

11 D e l i v e r a b l e : P r o j e c t P l a n 0 hrs

12 T e a m F o r m a t i o n - W o r k i n g G r o u p a n d P r o j e c t T e a m 2 . 7 5 d a y s

13 Form Working-group and Project Team 4 hrs

14 Identify Resource Needs and Form Project Team 4 hrs

15 Plan and conduct project team kick-off meeting 10 hrs

16 Identify responsibilities and assign roles within the teams 4 hrs

17 S e t u p P r o j e c t M a n a g e m e n t C o n t r o l s a n d T e m p l a t e s 1 . 2 5 d a y s

18 Create Project Controls 6 hrs

19 Create Project Document Templates (Formatting and Themes) 4 hrs

20 M i l e s t o n e : P r o j e c t I n i t i a t i o n C o m p l e t e 0 days

21 A n a l y s i s a n d V a l i d a t i o n o f t h e E x i s t i n g S y s t e m 1 4 . 3 8 d a y s

22 C u r r e n t S t a t e A n a l y s i s 1 0 . 6 3 d a y s

23 Analysis of existing processes and review existing documentations 25 hrs

24 Plan and Conduct requirement-gathering sessions 45 hrs

25 Draft Current State Analysis document including recommendations 15 hrs

26 V a l i d a t i o n o f E x i s t i n g S y s t e m 3 . 7 5 d a y s

27 Conduct review cycle of Current State Analysis document 16 hrs

28 Update the Current State Analysis document 5 hrs

29 Submit Current State Analysis document for approval 14 hrs

30 D e l i v e r a b l e : C u r r e n t S t a t e A n a l y s i s D o c u m e n t 0 days31 M i l e s t o n e : A n a l y s i s C o m p l e t e 0 days

32 D e s i g n A n d R e c o m m e n d a t i o n 9 . 5 d a y s

33 D e s i g n o f n e w p r o c e s s e s 7 d a y s

34 Design a new workflow model 40 hrs

35

Validation and Verification of new processes with the working

group and steering committee8 hrs

36 Approval of the new workflow process by the steering committee 8 hrs

37 R e c o m m e n d A u t o m a t i o n o f t h e u p d a t e d p r o c e s s 20 hrs

38 D e l i v e r a b l e : U p d a t e d W o r k F l o w P r o c e s s 0 days

39 M i l e s t o n e : D e s i g n C o m p l e t e 0 days

40 T r a n s i t i o n F r o m E x i s t i n g T o U p d a t e d P r o c e s s 6 . 5 d a y s

41 T r a n s i t i o n P l a n n i n g 6 . 5 d a y s

42

Prepare Transition Planning Document 30 hrs43 Conduct Review Cycle 16 hrs

44 Update Transition Planning Document 18 hrs

45 Submit for approval 4 hrs

46 D e l i v e r a b l e : T r a n s i t i o n P l a n n i n g D o c u m e n t 0 days

47 M i l e s t o n e : T r a n s i t i o n P l a n n i n g C o m p l e t e 0 days

48 P r o j e c t C l o s e o u t 4 . 7 5 d a y s

49 Conduct Lessons Learned Sessions 16 hrs

50 Draft Project Completion Report 8 hrs

51 Conduct Review Cycle 10 hrs

52 Update Project Completion Report 8 hrs

53 Submit for approval 4 hrs

54 D e l i v e r a b l e : P r o j e c t C o m p l e t i o n R e p o r t 0 days

55 M i l e s t o n e : P r o j e c t C l o s e o u t C o m p l e t e 0 days




8

P r o j e c t M a n a g e r

B u s i n e s s A n a l y s t - 1

B u s i n e s s A n a l y s t - 2

S t e e r i n g C o m m i t t e

e

W o r k i n g G r o u p

Phase One: Project Initiation

Plan and conduct Steering committee kick-off meeting 10 5

Conduct project-scoping sessions with the steering committee 25 25

Create project plan 20

Conduct Review Cycle 5 5

Update Project Plan 6

Submit Project Plan for approval 6 6

Form Working-group and project team 4 4

Identify resource needs and form project team 4Plan and conduct project team kick-off meeting 10 5 5

Identify responsibilities and assign roles within the teams 4

Create Project Controls 6

Create Project Document Templates (Formatting and Themes) 4

Phase One: Project Initiation Hours 104.0 5.0 5.0 45.0 0.0

Phase Two: Analysis and Validation of the Existing System

Analysis of existing processes and review existing documentations 25 25 0

Plan and conduct requirement-gathering sessions 45 45 20

Draft Current State Analysis document including recommendations 15 15

Conduct review cycle of Current State Analysis document 8 8 16

Update the Current State Analysis document 5 5

Submit Current State Analysis document for approval 14 14 8 8

Phase Two: Analysis and Validation of the Existing System: Hours 0.0 112.0 112.0 8.0 44.0

Phase Three: Design And Recommendation

Design a new workflow model 40 40Validation of new processes with the working group 8 8 8

Approval of the new workflow process by the steering committee 8 8 8

Recommend Automation of the updated process 20 20

Phase Three: Design And Recommendation: Hours 0.0 76.0 76.0 8.0 8.0

Phase Four: Transition From Existing To Updated Process

Prepare Transition Planning Document 8 30 30

Conduct Review Cycle 8 16 16 8 0

Update Transition Planning Document 4 18 18

Submit for approval 4 4

Phase Four:Transition From Existing To Updated Process: Hours 24.0 64.0 64.0 12.0 0.0

Phase Five: Project Closeout

Conduct Lessons Learned Sessions 16 16 16 16 16

Draft Project Completion Report 4 12 12

Conduct Review Cycle 10 10

Update Project Completion Report 0 8 8

Submit for approval 4 4

Phase Five: Project Closeout: Hours 34.0 36.0 36.0 30.0 16.0

Resource Hours 162.0 293.0 293.0 103.0 68.0

Resource Costs

3.4 Resource Utilization Estimates




9

4 Deliverables

The following table identifies the project deliverables and completion dates.

Deliverable Delivery Date

Project Plan February 16, 2012

Current State Analysis Document March 13, 2012

Updated Process with recommendations for automation March 27, 2012

Transition Planning Document April 4, 2012

Project Completion Report April 11, 2012




10

5 Assumptions, Constraints and Dependencies

5.1 Assumptions

Assumptions for the project include:

Steering Committee and Working Group would be already formed by theorganization

The project team will include only Business Analysts and will be led by theProject Manager

The Working Group and other stakeholders will be available to participate ininterviews

Any material or information that could be of use during the project will bereadily available and accessible by the project team

The Steering Committee will define the standards for project templates andsimilar deliverables

The costs of the various stakeholders involved in the project are all inclusiveand there are no separate costs or expenses.

<Tony (if applicable) to add assumptions on proj management here>

5.2 Constraints

Based on the defined scope, the project is not dependent on any constraints.

5.3 Dependencies

There are no dependencies to be considered in this project scope.




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6 Risks

The following are the identified risks for this project, along with the probability of occurrence,impact, as well as the mitigation approach/strategy for each risk.

# Risk Probability(1-5)

Impact(1-5)

Mitigation Approach

1

Project is delayed 1 5Proper project management, planning, analysis,and resources will keep project on track

2

Usability of newprocess model

3 4

Provide thorough training and support to users,user interface specialists, gather input from usersconsistently, as well as gain user supportthroughout the project

3

Interoperability withother existingsystems orprocesses

3 4Ensure the interfaces to other existing systemsare compatible, as well as data formats (ifnecessary) - proper planning and analysis prior todesign and implementation of project

4

Scope creep(changes in scope,or inflation ofrequirements)

2 3

Ensure client's needs and requirements areproperly gathered at the beginning, and thatclient is well aware and notified of potentialoutcomes associated with changes in scope atthe very beginning (scheduling delays, increasedneed of resources, etc.)

5

Acceptance of newsystem

3 4

Gain working group support throughout project,consistently involve users and gather feedbackfrom them, as this system should be tailoredaccordingly to their needs (within reason andscope)

6

Change in availableresources duringproject development

2 5

Ensure that all steering committee’s needs,requirements, and available resources areadequate for the project and scope at hand at thevery beginning. Otherwise, prioritization of topneeds and requirements will be necessary, andthus lower priority items may not be completed

7

Staff turnover 1 5Have well defined roles and cross training tocompensate for a potential project memberdeparture.




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7 Stakeholders

Stakeholders have the right to provide requirements for the project. Following is a listof stakeholders for the Expense Business Process. Stakeholders have beencategorized as Primary, Secondary, and Indirect.

7.1 Primary

Primary stakeholders are those individuals who are central to the project and havedirect involvement. They will carry out and execute important decisions to be madewith respect to the project, and are responsible for project approval. These individualsare considered to have high interest and high powers. Primary stakeholders for theproject include:

Evaluation Steering Committee Project Director and Project Team

Internal Managers

Accounting and Finance Staff

7.2 Secondary

Secondary stakeholders are groups or individuals that will be affected by the outcomeof the project and whose requirements, interests or needs may be taken intoconsideration as part of the project effort. These individuals are considered to havehigh interest and low power. Secondary stakeholders for the project include:

Consultants

7.3 Indirect

Indirect stakeholders are groups or individuals who are not directly impacted by theproject but have an interest or desire to be informed about the project and what it isdesigned to produce. These individuals have low interest and lower power. The indirectstakeholders of this project include:

Audit staff




13

8 Project Organization

8.1 Governance Structure

The governance structure focuses on the project team and the levels of reporting

requiring communication on the progress of the project.

The project is sponsored by Mr. A B. Clarke, Director (Finance & Auditing) and isdriven by the Steering Committee comprised of four executives - two Consultants, andthe Finance & Audit Staff. In order to collect and validate the business requirements, aWorking Group has been formed comprising of the Consultants, Approving Managers,and the Finance & Audit department. The Project Manager leads the project, and therequirements will be gathered and analyzed by a team of Business Analysts.

The Business Analysts will provide suggestions for updating the process model, whichwill be further validated by the Working Group. The Working group consists of 2Consultants ( those who actually submit the claims), two managers (those who

approve the claims) and two people from Finance & Auditing (those who process andreimburse the claims).




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8.2 Roles and Responsibilities

Roles Responsibilities

Steering Committee Provide final authority on resolution of major project issuesoutside the control of the sponsor.

Receive project updates.

Recommend approval of project scope, schedule and budget.

Participate in on-going project communication processes.

Project Sponsor Define objectives.

Define business requirements.

Ensure achievement of objectives.

Review and approve scope, schedule and budget.

Review and approve scope, schedule and budget changes.

Review and approve deliverables.

Provide decisions / resolution of escalated issues.

Review and authorize overall budget.

Assess overall benefits.

Ensure delivery of benefits.

Working Group Assist in evaluation of the current system.

Assist in defining business requirements.

Validate the requirements gathered by the Business Analysts.

Validate the proposed business process.Project Manager Provide regular updates on project status.

Define milestones and provide deliverables.

Provide quality assurance of deliverables.

Ensure that delivery is on schedule and budget.

Ensure that business activities are built into the work plans andmonitored regularly.

Manage scope and issues.

Business Analysts Complete the tasks in the project work plan.

Keep the Project Manager apprised of task status and issues.

Produce the deliverables.

Analyze business requirements and recommend updatedprocess model




15

9 Budget

Phase TOTALPhase One: Project Initiation $52,400

Phase Two: Analysis and Validation of the Existing System $50,720Phase Three: Design And Recommendation $23,360Phase Four: Transition From Existing To Updated Process $23,440

Phase Five: Project Closeout $44,460Subtotal $194,380

Contingency $19,438

Change $19,438

TOTAL $233,256




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10 Project Management

10.1 Communications Management:

To ensure that the project progresses smoothly as planned, we will be performing thefollowing activities/tasks for effective and timely communication:

Conduct project kickoff meetings with steering committee, working group andproject team to outline the project, scope, approach, and schedule

Weekly project meetings to monitor the progress of the project and to discuss anyissues that may have manifested

Weekly status report for reporting of project status, risks, issues

Use of Google's web services such as Google Docs and Gmail for a collaborativecomputing environment as well as for the project repository

Enforcement of a 24 hour response policy to ensure effective and timely

communication Roles within the project team have been clearly defined, and proper cross training

has been provided to allow for members to understand concepts across differentroles

10.2 Quality Management:

This is not within the scope of our project and it will be up to the Steering Committeeto address any required quality management during the duration of the project. Anyfurther questions or concerns in regards to quality management may be directed to theproject manager.

10.3 Risk, Issue, and Decision Management:

To ensure that risks, issues, and decisions are being addressed, the following activitieswill be performed:

Risks and issues will be discussed, addressed, and potentially mitigated (ifpossible/applicable) within weekly project meetings

There is also a risk management section within the project plan outlining thecurrent risks of the project, along with the probability of occurrence, impact, as well

as the mitigation strategy for the respective risks Decisions will be finalized through a democratic process within the project team,

with the Steering Committee making the final decision 10.4 Procurement Management:




17

This is not within the scope of our project and it will be up to the Steering Committeeto perform any required procurement management processes during the duration ofthe project. Any further questions or concerns in regards to procurementmanagement may be directed to the project manager.

10.5 Change Control:

To ensure that changes are properly addressed, the following initiatives will beadhered to:

Potential changes will require a request for change form to be completed andsubmitted to the project manager

These potential changes will be discussed, addressed, and potentiallyimplemented (if possible/applicable) during the following weekly project meeting(s)

The Steering Committee will make the final decision on whether or not toimplement a change

Changes that are to be implemented will be reflected in the weekly project statusreports and meetings




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project plan mis edit pre final 1

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