The project charter is prepared to consider the major components for planning and suitable resource activity allocation. Moreover, the schedule, budget, objectives and success factors are included (Schwalbe 2015). Planned approach for roles and responsibilities are advised for proper activities accomplishment. The project charter is prepared as following:
The project scope management is managed with identifying in-scope and out-scopes aspects that should be addressed in the project. The scopes are emphasized as following:
In this particular system development project, project management software Microsoft project is used. In this software activities and included with time specifications for project completion in time (Lawson et al. 2015). Finally, the activities are listed with assumed timeline as well.
As per the project activities scheduling, the Gantt chart and work breakdown structure is prepared. Gantt chart is effective for showing individual activities, resources, dependencies, and timeline representation.
For the milestones, the deliverables are identified. For milestone “Final Requirement”, all requirement analysis outcomes are expected to be completed. When the project is at this milestone, all requirements are finalized and the project is ready for next phase. In milestone “Final Design of System”; all design specifications and logical designs are finalized for implementation. In milestone “Final System Development”, system development should be completed and the system should be ready for testing and debugging. In milestone “Testing completion”, testing, performance analysis, debugging should be accomplished. In milestone “System launch”, event booking system should be launched for users.
For risk management planning, risk register was prepared as per encountered risks during execution and implementation phase. Risk mitigation plan was recommended from concerned authority. Risk analysis report was maintained during entire project development lifecycle.
For communication planning, meeting and discussion sessions were conducted. Meeting schedule was prepared from project manager for different milestones. Minutes were maintained with previous and next meeting agendas. Discussion sessions reports were prepared for finalizing the meeting outcomes in project implementation.
As per above project progress report, system analyst was responsible for identifying the project and system requirements. Moreover, the project manager was responsible for managing the activities such as System feasibility Study, Allocation of activities to stakeholders, and Preparation of Planned approach. Identification of system requirements and Assessment of required expertise was critical in nature as based on them feasibility study was to be conducted. Feasibility study took 6 days while after 7 days, the stakeholders were hired.
Moreover, the authority was responsible for hiring the stakeholders as per expertise. Before, accomplishing the planned approach, the project manager had conducted meeting with authority for stating stakeholder requirements. Minutes are prepared considering the outcomes as project manager needed, requirement analyst, developer and tester for accomplishing all activities regarding system development. Minutes were approved from the authority and they hired the stakeholders as expected. Once, the stakeholders are hired, the requirement analysis phase is completed. The planned approach is prepared with stating each stakeholder activities, allocation of them with time and proper priority based activity scheduling.
Milestone 2: Final Design of System
In this milestone, the project progress report is prepared with stating design of logical diagrams such as UML, ERD, use case, and others. These logical diagrams design took 8 days with efforts from system analyst. With help of system developer, preparation of process flow and data flow was performed. After completion of logical diagrams, the process flow and data flow diagrams were prepared. Once, these designs are finalized from authority with proper presentation of functionalities; the hardware and software setup activity was conducted.
In the meeting for design presentation, minutes were considered with authority recommendations for adjusting entities, attributes, methods, and certain modifications were noted. Once, the design and flow charts were prepared and approved. The hardware and software setup activity took 10 days more to complete. In this hardware and software installation activity, system analyst and system developer took part. Both of them installed ranges of software and completed the hardware setup as per development requirements. Finally, the progress report is prepared after accomplishment of ‘final design’ of system.
Milestone 3: Final System Development
Once, the design was confirmed from authority, the development activity was started. System development activities were conducted from the beginning with setting up servers, databases, and other system components. Moreover, the system analyst and system developer participated for developing the system within the assigned time. Connection of database took 8 days and once, the setup is ready for implementation of system, the methods and functions are defined and developed. During these development activities, continuous meetings and discussion sessions were conducted with project authority and project manager; so that all issues can be resolved. All precautions were considered when the development was under progress.
In this milestone, the system debugging and testing was performed. System tester took part for debugging, testing all functionalities, and performance assessment activities. System tester used to debug the entire system module wise and the system developer worked with tester side-by-side for noting the issues and flaws found.
Once, the performance assessment was conducted, the system tester recommended some design modifications; these modifications were sent for approval from authority. Furthermore, to adjust design modifications, some functionality were to be adjusted and modified. Then meeting was conducted for approval and discussion about the concern. System developer considered the modifications either to be made or not for the system. Finally, the testing process is accomplished with all terms of testing and performance analysis reports.
Once, the testing milestone is reached, the launch milestone was left to be achieved. The system and database maintenance was provided for 7 days. System tester and analyst took responsibility for providing maintenance to the system and database. As per authority’s consideration, project manager chosen sample of users and conducted a pilot study for 12 days. Feedback gathered from pilot study and feedbacks were analyzed for 8 days. Once, the feedbacks were considered; certain modifications were identified. Finally, as per the users’ feedbacks, these modifications were further analyzed whether those can be implemented or not.
Once, the final modification was completed, project document was completed. Final stage was project closure, where the authority took meeting with project manager and other stakeholders. Authority performed post project implementation reviewing that determined their individual performances. Furthermore, PIR reviewing had shown that the project whether it has met all requirements or not. Finally, stakeholder sign-off was conducted to release them from project and their wage payment was completed. After all these activities, the launch milestone is reached; authority should be responsible for launching the “event booking system”. Cash flow changes are shown in the appendix based on each milestone
Project Closing and Lessons Learnt
At project closing, the evaluation of success factors was considered. In the project charter, success criteria were mentioned as the user can create, launch new event or adjust event pricing, date, promo codes, and others for existing events; and the user can view the event lists, can book event, and modify or cancel existing booking. Once, the system was developed, the criteria was evaluated with system tester. The project met scope, time and cost goals. It clearly followed the in-scope and out-scopes aspects.
Moreover, in assigned timeline, the project was finished as per scheduling. Furthermore, the project took $27,064.00 (approximately) that is lesser than planned cost $30,000.00. The project planning was conducted with proper order and manner whereas; the issue resolving took some extra days. Additional issues were addressed towards the concerned authority for approval. Change requests were raised from project manager for certain change management. As per project manager experience, next project should address, project planning with detailed deliverable discussion. In current project, deliverables were executed after planning was performed. Risk management process was considered after progress planning was conducted as well.
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