project planning & management

Anit Thapaliya Project Planning And Management

5/3/2012

Rosie Perry Company

Submitted by: Anit Thapaliya

Students ID: 11071425

L2C2

Submitted to: Prashant Lal Shrestha


Introduction:

With the explosive change in the field of technology all the business form are directly affected

by its different feature. The CMS system for the web is one of the fine results that involve within

this explosive change in the field of technology. The CMS system usually refers to the system

where the daily activities are tackled dynamically. In fact the CMS system is neither a product

nor a technology it is just a conceptual thinking that merged a set of the process together

(Browning & Lowndes, 2001). This activity includes the processing of the information such as

information created, published and stored with the certain interval of the time (Corporation,

2010).

Scope:

This project is about the Indigo Party Planners, Rosie Perry’s Company and its CMS system

development. The basic business function carried out by the company is organizing the different

types of party for the clients. The system must include the overall business function of the

company. The new CMS system represents the major departure from the traditional manual

system. It enhanced the business procedure and maintains consistency in the business. The

proper backup plans for the company are automatically generated and technical problems are

reduced with the new proposed system. Normally the primary scope of the development of CMS

system for the Rosie Perry is to enhance the faster respond to the customer as well as to increase

the company revenues, accountability standard. This project normally includes the client

registration to maintain the client account for the company. With these client account customer

are allowed to book for the upcoming events. With helps of the CMS company can generate the

stock as well as sales report by considering the purchase and payments. The basic task that the

CMS system required to performed are maintaining the client account where each and every

individuals client first register into the system then booking can be made through the accounts

created. The basic task of the entertainment can also handle by the system as well as the catering

services also included there. Hiring of the facilities can be made through online process and

payment of the booking also made available for the online payments. Typically this project

doesn’t deals with the basic requirements fulfillments for the company. The logo of the company

can’t designed by the CMS system.

Statement of Assumption: Normally the overall components required for the Rosie Perry Company are fulfilled by the new

CMS system that’s why the assumption in the system development isn’t specified as a huge

matter for the development. But from the initial phase of development we consider a manual

system of the static nature. Static nature of the system itself creates the problems for the

company to maintain its stability. Thus the dynamic site helps to avoid the static nature of the

manual system but the CMS system itself contains some disadvantages. The basic assumptions

made are listed below:


Basically this CMS system works on the windows platform machine.

This system can’t the task of the daily wages calculation of the staff.

As the site being the dynamic nature all the person around the globe can access because it

supports the multiple languages.

Content Management System and its application are change frequently.

The customer will have to contact to the customer services regarding the problems about

the website functionality.

The users of the CMS system are well trained about the each and every component of the

system.

The system is suitable to run in any browser platform due to its dynamic nature.

The stakeholders are ready to accept the old or used electronic equipment in case of the

delivery delay.

Smart Objectives of the project:

The smart objectives related to the project are listed below. These objectives are defined

according to the component of SMART. These components are defined as follows (University,

2007):

1. Specific: Its objectives should specify what they want to gain.

2. Measurable: It should be able to measure that the objectives are gain or not.

3. Achievable: It specifies that the objectives are achievable or not.

4. Realistic: It describes that the objectives can be gain within the resources available.

5. Time: It talks about the time frame of the project to gain those objectives

To increase the efficiency of the staff by organizing the different motivational

program, adequate breaks and flexible scheduling for the project with in the

initiation period of the project.

Improve the interaction/ meeting with the key stakeholder about the project

progress in order to increase the project sponsor satisfaction rate by the end of the

planning phase of the development stage.

Constraints: The basic constraints interact with the Rosie Perry CMS development processes are listed below:

The total budget allocated for the project is around £ 80,000/-. The project manager must

concern to complete the task under the proper control of the budget of the project.

The time allocated for the overall system development is near 6 months so with this

period time the project manager must schedule the effective plan to complete the task.

Without the internet facilities the system cannot operate.

The system cannot allow its customer to book the venue outside the territory of London


Risk: Each and every system is the real world is exposed to a certain kinds of risk and uncertainty due

to which the project duration may be changed as well as project development cost raised. There

are two types of risk for the project i.e. direct and indirect. The risk over which the project have

large degree of control are direct risk and risk with low degree of control or no control are

included as indirect risk (K. Jantzen, 2006). The risks that are exposed during the CMS system

development are listed below:

The delivery of PCs and related other equipment delayed.

The software you used doesn’t perform as expected or as specified in the

documentation.

Typically these risks are exposed to the project due to the poor planning during the initial period.

Here for CMS system the risk contains both the delivery delay as well as the failure of the

software to handle the business procedure. The other risks that can be introduced within this

project are listed below (Education, n.d.):

Scope Risk:

Scope change will be introduced without informing project management.

Delivery Risk:

System respond time will not be adequate.

System will not be able to address the functional requirements.

Physical Risk:

Computer virus may stop the development process.

Natural calamities, fire etc. may destroy the office.

In-house member steal the information and exposed to other corporate competitors.

Approaches to deal with the risks:

Project Manager must make the possible approaches to deal directly with the risk in order to

identify the risk & its nature. The possible way involve during this phase are risk identification,

risk quantification, risk respond & control.

Impact of the risk:

The impact of the risk is measured in different ways for examples the risk at the implementation

stage are easy to handle and tackle but the risk at the higher level may destroy the project as well

as budgets. The impacts of risk are further categories on the four different types they are listed

below (Corporation, 2007):

Schedule Impact: The working schedules are very much affected by the risk factors.

When the delivery of the project is delayed then the project schedule is directly affected.

Cost Impact: Cost impact directly affects the project budgeting and makes the schedule

uncertain.


Quality Impact: The risk factors are responsible for the reduction of the product quality.

Scope Impact: The risk factors may change the primary scope of the company

Category of the risk:

The categories of the risk are based on the statistical degree of their impact. This factor

represents risk as the extreme, high, medium, low, and minimal (Education, n.d.). These factors

depend on the probability of the risk that may occur and the impact on the projects. Taking the

account of the first risk introduced in the Rosie Perry CMS system about the delivery delay of

the equipment order for the client is categorized as the (contractual/environmental) high risk

because it may effects the day to day business procedure of the company which leads to the loss

of capital during six weeks of time period. For this risk the probability is also high as well as the

impact. For the risk about the system quality and its performance the probability is low but the

impact is high where the company aims and objectives can’t be achieved and it is also listed as

the technical risk. Hence these sorts of the category help to pay more attention to the risk whose

probability as well as impact is high and handle them intelligently.

Contingency Plan for the Risk:

The contingency play reflects the activities that are planned to handle the risk that may exposed

during the project development. During the project development project manager required to

prepared the plan as an alternative for the risk. The plan helps minimize the impact of the risk.

For the risk listed above about the delayed in the delivery of the product the manager could

manage the alternative product such as old product that may utilize until the complete delivery of

the personal computers. And for the risk about the quality of the product the project manager

required to develop some audit plan regarding the testing of the product as per the scope of

requirements. Apart from this plan the project manager shouldn’t underestimate the scope

change of the project because the change in the scope play vital role for the development

process. Hence he required to prepare a wise contingency plan to tackle these sorts of problems

in order to develop a successful project.


Cost and Resources: For determining the project completion time cost paly the major role. It includes the total cost of

the project, rate of the expenditure on the different topics etc. This information is very useful for

the project manager to make a baseline for monitoring the project. Not only the cost factors can’t

the project performed without the main resources. For any technological project the labor (staff)

is the first one to interact. The labor may be low level or high level programmer, designer etc.

other resources for the project are equipment, materials, transportation etc. (Handbook, 2003).

Costing for the project is handled this way:

Table 1: Costing for Staff

For Development of System (Goto, 1999):

Work (Staff) Cost

Project Evaluation and Definition £ 4,000/-

Site architecture and Information design (Art Designer) £ 3,000/-

GUI Design £ 5,000/-

Programming (HTML Production) £ 6,000/-

Usability Testing £ 1,500/-

Competitive Analysis £ 1,500/-

Copyright £ 4,000/-

Total £ 25,000/-

Table 2: Costing for Equipment

Item Cost

Personal Computer £ 20,000/-

Equipment (Stationery, electrical, ) £ 15,000/-

Others (Furniture’s, musical instruments etc. ) £ 20,000/-

Total £ 55,000/-

Total: £ 80,000/-


Work Break Down Structure Description: Table 3: Work Breakdown Structure Descrition

S.N: WBS Code Element Name Description

1 None Rosie Perry CMS System A dynamic website for Indigo Party Planner

2 1 Initiation The effort to start the project

3 1.1 Recommendation and Evaluation

Overall process evaluation and making decision for group effort

4 1.2 Develop Project Proposal The project manager’s project proposal

5 1.3 Submit project proposal The proposal is delivered to the project sponsor

6 1.4 Project sponsor review on

proposal

The review make the decision for an

agreement

7 1.5 Approved & Agreement Legal decision between project manager and project sponsor

8 2 Planning The work package for the planning stage of

CMS system

9 2.1 Create scope of user requirements

Gathering the key requirements for the CMS system

10 2.2 Project Team Selection Appointing the key personal for the project

development

11 2.3 Initial Team Meeting A formal meeting between the team member

12 2.4 Development of Project

Plan

The analytical plan designed for the

smooth operation of the project

13 2.5 Submission of Project The project manager submit the plan for approval

14 2.6 Milestone(Project Plan

Approval)

After the plan approved the team have

legal right to move forward according to the plan

15 3 Execution The different work involve during project execution

16 3.1 Verification of requirements The information gathered must be validated before designing the system by the team as well as project manager and

key stakeholders

17 3.2 Design System The initial phase for developing the CMS system

18 3.2.1 User Interface/ Web Front

End

The design for the front end interface of

the CMS system usually include the front desk, financial department, services, login portal, Administrative interfaces as per the

need of the Rosie Perry’s Company

19 3.2.2 SQL Database/ Web Back End

Defining the structure of the database for the CMS system


20 3.2.3 Development It specifies the effort after the complete

design of the system component.

21 3.2.4 User Training A special training classes is provided to all the user of the CMS system

22 3.3 Hardware Selection The project manager along with the project

sponsor select the suitable hardware interfaces for the system

23 3.4 Testing Phase During the testing phase the system is

tested with the inside team member and after with the project sponsor and different users.

24 3.5 Prepare Design Report After the successful testing of the product

the team member generate the design report based on the system specification

25 4 Control & Monitoring It describe the work involve in the

controlling and monitoring parts of the system development

26 4.1 Steering Committee

Meeting

This meeting produce a conclusion on the

statement of the report prepared by the team members on the system design

27 4.2 Report Validation After the steering committee meeting the report is validated and give clearance for

the implementation

28 4.3 Risk Management For the risk management the development team produce a risk management plan to

tackle with the possible risk in the different phases of development

29 4.4 Modify Project Plan The project must re-schedule his plan as

per the project progress

30 5 Implementation Regarding the work for implementation are describes here with some attributes of project completion

31 5.1 Develop implementation

plan

The project manager finally describes the

implementation plan for the successful delivery product.

32 5.2 Installation As per the implementation plan the system

installation is done by the team members on the client environment

33 5.3 Record overall system

document

After the installation process the team

required to collect the different document create at the different phases of the project development for the future references

34 5.4 Final project sign out Finally the project came to the concluding

part where the team members as well as project manager sign off.


Work Breakdown Structure: Figure 1: Work Breakdown Structure


Monitoring: The main issue for the project monitoring is to view the project progress in order to develop the

strategy plan to handle the activities that deviated from the project plan. Normally the project monitoring helps to manage the project risk, project sponsor involvement on the project, conduct the progress review in order to match the milestone of the project plan. In other word monitoring

can be defined as “Protecting the Client’s interests by identifying and advising on the risks associated with acquiring an interest in a development that is not under the Client’s direct control

(Note, 2007)”. During the monitoring phase for the project, the progress must be matched with the baseline defined in the Gantt chart. Normally during this period project cost and time are interact with the actual cost and the time. In this diagram listed below three different conditions

are applied. The activities may start on time and finish on time during this situation there is no adverse effect on the project time and cost but if the activities started slightly delayed then it finish slightly delay during this condition both the cost the time frame of the project might

change that’s why the manager must develop some plan to mitigate this sorts of problems during the monitoring phase of the development cycle. Likewise the schedule variance and cost variance

play very important role to monitor the project. Figure 2: Monitoring Progress


Gantt chart:

Work Package’s:

Table 4: for Work Packages

S.N: Work Package Start Date End Date Duration(excluding

and weekend)

1 Initiation 2nd July 29th July 27 days

2 Planning 30th July 4th Sept 36 days

3 Execution 5th Sept 31th Oct 56 days

4 Control & Monitoring 1th Nov 30th Nov 28 days

5 Implementation 30th Nov 24th Dec 28 days

Table 5: Initiation (WBS)

S.N: Initiation (Work Package 1) Start Date End Date

1 Recommendation & Evaluation 2nd July 10th July

2 Develop project plan 9th July 16th July

3 Submit Project Plan 17th July 22th July

4 Project Sponsor review on proposal 23th July 25th July

5 Approval & Agreement 26th July 29th July

Table 6: Planning (WBS)

S.N: Planning (Work Package 2) Start Date End Date

1 Create Scope of Requirements 31th July 6th Aug

2 Project Team Selection 6th Aug 12th Aug

3 Initial Team Meeting 13th Aug 17th Aug

4 Development of Project Plan 16th Aug 26th Aug

5 Submission of Project Plan 27th Aug 29th Aug

6 Milestone (Project Plan Approval) 30th Aug 31th Aug


Table 7: Execution (WBS)

S.N: Execution (Work Package 3) Start Date End Date

1 Verification of the Requirements 31th Aug 16th Sept

2 Design System 17th Sept 17th Oct

3 Hardware Selection 9th Oct 22th Oct

4 Testing Phase

23th Oct 4th Oct

5 Prepare Design Report 1st Nov 5th Nov

Table 8: Control & Monitoring

S.N: Control & Monitoring (Work

Package 4)

Start Date End Date

1 Steering Committee Meeting 5th Nov 9th Nov

2 Report Validation 10th Nov 16th Nov

3 Risk Management 17th Nov 25th Nov

4 Modify Project Plan

26th Nov 29th Nov

Table 9: Implementation

S.N: Implementation (Work Package 5) Start Date End Date

1 Develop Implementation Plan 30th Nov 5th Dec

2 Installation 6th Dec 14th Dec

3 Record the overall system document 18th Dec 23th Dec

4 Final Project Sign Out

24th Dec 24th Dec


Works Cited Browning, P. & Lowndes, M., 2001. JISC TechWatch Report:Content Management System.

[Online]

Available at: http://pozi.dsic.upv.es/spw/viejo/content%20management/tsw_01-02.pdf

[Accessed 19 April 2012].

Corporation, H. H., 2010. [Online]

Available at:

http://www.csulb.edu/committees/webcomm/hannonhill/Hannon_Hill_Content_Management_W

hite_Paper.pdf


Corporation, N. G., 2007. RISK MANAGEMENT PLAN. [Online]

Available at: http://interop.mt.gov/content/docs/IM_Risk_Management_Plan_v4_0.pdf


Education, P. t. H., n.d. Risk Assessment & Risk Management. [Online]

Available at: http://www.pathways.cu.edu.eg/subpages/downloads/Risk_Chapter_1.pdf


Goto, K., 1999. Planning a Web Development Project. [Online]

Available at: http://www.gotomedia.com/downloads/goto_stage.pdf


Handbook, C. G., 2003. Project Planning. [Online]

Available at: http://www.stsc.hill.af.mil/resources/tech_docs/gsam4/chap3.pdf


K. Jantzen, K. J. S. S. G., 2006. Estimating the effects of project risks in. [Online]

Available at: http://www.tassc-solutions.com/downloads/EstimatingRisks.pdf


Note, R. G., 2007. Project Monitoring. [Online]

Available at: http://www.scca.sh.cn/Uploads/Files/200983185349656.pdf

[Accessed 1 May 2012].

University, B. S., 2007. PERFORMANCE MANAGEMENT –CREATING SMART OBJECTIVES:

PARTICIPANT GUIDE. [Online]


Available at: http://hrs.boisestate.edu/td/pdf/SMARTgoals.pdf


Project Risk Management. 2012. Project Risk Management. [ONLINE] Available at:

http://www.tutorialspoint.com/management_concepts/project_risk_management.htm. [Accessed

01 May 2012].

http://www.tutorialspoint.com/management_concepts/project_risk_management.htm


Appendix:

Setting Job Goals and Objectives Performance goals and objectives are written to describe the measurable results an employee needs to achieve within each key responsibility area. Performance goals and objectives should be tied to the strategic mission and goals of Boise State University. Goals and objectives tend to be

used interchangeably. To differentiate between the two remember this:

"The goal is where we want to be.

The objectives are the steps needed to get there." Objectives are meant to be realistic targets for a program or project. Objectives are written in an active tense and use strong verbs like plan, write, conduct, produce, etc., rather than learn,

understand, feel. Objectives can help you focus your program on what matters. It always answers the question “Who is going to do What, When, Why (what does it demonstrate), and to

What Standard?” Setting Goals and Objectives

Setting objectives creates employee motivation and should help the employee connect the job to the mission of Boise State University.

Objectives clarify the performance expectations within each key responsibility area (from job descriptions) and describe how they will be met and measured. Objectives provide guidance for the employee and help keep performance focused throughout the evaluation period.

When objectives are discussed and written, the supervisor and the employee have a thorough understanding of what performance is expected.

project planning & management

Software

cms system development

development of cms system

cms company

new cms system thats

system development isnt

traditional manual system

new proposed system

company revenues