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Briefly Describe the Evaluation of old system actual data and metadata, organisational policies.

Develop the project management plan

The project management plan has been developed through the use of a Work Breakdown Structure (WBS) as shown below; the WBS is the principal to be used in managing the project scope, schedule, and budget, as well as delivery time. The project plan is to be developed and used based on project management principles as stipulated by the PMBOK. The project pan is based on the project objectives and the project scope develpped earlier. The project plan is part of the project control document. The plan forms the WBS for the project and the tie schedule as well as the budget to be used To implement a new enterrise t architecture for HDS, the project will develop a robust website as proposed after the analysis to perform various functions. These functions include customer service, marketing and promotion, e-commerce, access portal for coud hosted products amd services, and as a data capture interface to generate data that will be used by management tomake decisions. The project plan is defined based on the gantt chart (Aooendix I) and the generated work breakdown structure. The project plan lists the main tasks to be completed and their respective duration, as well as the costs (budget). The project plan is a document that will form part of the documentation for this project.

Work Brekdown Structure (WBS)

Code

Activity Description

Duration

Cost in $

1

Evaluating the needs of the company and analyzing existing systems and business model (will use a consultant)

2 weeks

4000

2

Generation of user requirements and user requirement document

1 week

1000

3

Development of tasks (project backlog)

1 week

500

4

Acquiring necessary permits and approvals form local authorities

2 weeks

1000

5

Determining the required staff based on the user requirement document

1 week

100

6

Hiring the necessary human resources for the project

4 weeks

2000

7

Developing the project plan

1 week

500

8

Project plan and scope evaluation and verification

1 week

2000

9

Determining required materials and services to be purchased/ procured and the standards

2 weeks

2500

10

Inviting potential suppliers to submit bids such as for hosting and cloud services

2 weeks

1000

11

Evaluating bids and shortlisting suppliers

1 week

1000

12

Awarding contracts for services and products

1 week

500 + 100000 Items costs

13

Refining the project plan with the project team

1 week

500

14

Development of the initial system design based on user requirements

2 weeks

8000

15

Refining the developed system architecture and design

1 week

4000

16

Determining use cases for the system, especially the database system

1 week

4000

17

Designing the web interface based on HCI principles

1 week

5000

18

Reviewing of the designs and developing first iterations

1 week

5000

19

Developing other systems such as financial processing, scripts,  reporting protocols

1 week

5000

20

Integration of the first prototypes developed

Three days

2000

21

Testing the first iteration

One day

500

22

Taking notes of issues to rectify

One day

-

23

Development of second iteration of database system

1 week

4000

24

Development of second iteration for web interface and scripts

1 week

2500

25

Development of second iteration of financial, CRM, and pay processing systems

1 week

4000

26

Integrating, testing, and evaluating second iteration

1 week

2000

27

Taking notes of issues to rectify

One day

-

28

Development of third iteration for all components

1 week

10000

29

Integrating, testing, and evaluating the third iteration with the owners present and taking notes of issues

1 week

500

30

Rectifying issues and developing fourth iteration

1 week

10000

31

Integrating, Testing and evaluating forth iteration with client and taking notes of issues to rectify

1 week

4000

32

Receiving and installing procured hardware, software, and hosting services and testing them to be working

Signing SLA agreements

12 weeks

10000

33

First release (1st prototype)to be tested in a real environment and issues noted. Testing will involve staff and some users

1 week

5000

34

Rectifying issues and releasing second prototype to be tested in a real environment

1 week

5000

35

Installing the second release (beta) in the system and infrastructure to be used and testing real time performance and noting any issues

Training users on new system

1 week

5000

36

Determining data to be migrated and migrating them into the system for testing purposes

2 weeks

5000

37

Final migration and final test of second release with issues to be resolved noted and resolved

1 week

5000

38

Deployment of third release (7th iteration) in the real environment (Go Live)

1 week

10000

39

Preparing project documentation, training manuals, and management plan

1 week

2000

40

Handover of finished product

1 day

-

41

Project review and report writing and project closure after inspection

1 week

500

The project will be run and managed based on PRINCE 2 odels and using the agile SCRUM framework to manage the project (Jihane, 2015, pp. 2&3). The CIO will be the product owner, the IT technician (or hired person) will be the scrum master and there will be variosu team members including database developers, purchasing manager, system analysts and integrators, web builders, database designers, application developers, independent testing consultants. The projected total budget for the project is $ 234600 as initial costs. Software projects like this are suited to agile project management methods and so this project uses an agile project management methodology (Dolan, 2007).

The PM sub plans includes the following;

The scope management plan will be based on a scope management document that will have a version, date, and author, as well as revisions. This document will be in electronic form and may be printed from time to time, such as during meetings. It will define the scope of the project, the roles and responsibilities, the method for controlling scope, procedure for making scope change requests, and will have the WBS for the project. The scope management document will be signed off and approved by the project sponsors (Hartmann, 2009)

The schedule management plan will be based on the project schedule management document that will also have a version, an author, and details of any revisions; this document will also be in electronic form and be printed if need be. This document will also be managed using the project management and collaboration software; it will be based on the schedule baseline for the project  (Carson, 2011)

The quality management plan will be defined using the quality management document; a  document that will also have a version, an author, and details of any revisions. The document will detail what is done for quality planning, such as using the ISO/IEC/IEEE 209119 standard for testing software quality as well as performance metrics based on principles of quality software, such as performance, security, redundancy, and error reporting (Rever, 2007). Quality will be managed through quality control where regular monitoring will be done for specific project components. Quality will be assured through quality assurance in which measurements for quality are determined to be appropriate and through regular performance appraisals. Quality will be improved continuously; the scrum agile framework will be used for continuous improvements, while lean principles will be used to ensure continuous improvement of all HDS processes and resources.

Work Breakdown Structure (WBS)

The stakeholders will be determined, along with their influence and impact and a suitable channel for how to communicate with them, as well as the regularity of communication determined and followed. Communication is an important aspect for attainment of objectives and regular communication will be undertaken (Dinsmore & Cabanis-Brewin, 2011) 

The project will be undertaken based on the Agile SCRUM model: this method has been chosen because it enables for incremental development, reviews, testing, and correcting errors. It suits the proposed implementation plan and framework of continuous improvement as it is inherently a development approach that incorporates continuous development and improvements. SCRUM is an agile method for managing projects and is especially suited for software development (Pham, 2012). Using scrum, instead of providing a complete and detailed description of how everything is to be undertaken in the project, much is left for the software development team to do. This is because the project team will be better placed to now how the problem is to be solved. Meetings and tasks (backlogs) are described in the context of the desired outcome, rather than what will be done to achieve that outcome and the development team determines the best way to achieve the objectives (Highsmith, 2010). In this approach, the CIO will be the product owner and will work with a team of developers, and a Scrum master (the hired assistant), plus to develop user stories based on the analysis and then develop a backlog (the CIO will do this) which are the desired project outcomes. The team will then plan for the work and develop a sprint backlog be to tackled over a maximum period of 2 weeks; everyday, the team will meet to review progress, discuss difficulties, and determine the way forward. During development, the systems and website will be tested every week with the HDS founders and their technical team called in every two weeks for extensive testing. After the tests, problems and issues will be noted and  corrections made and then tested, before going to the next sprint. The result will be a system and website with few issues and tailored towards business requirements and the user needs.

The product will be developed using the SCRUM agile framework and based on PRINCE 2 as discussed in section 2.1 above. The project requires the procurement of certain goods and services; this will also be undertaken based on the project management principles, using PRINCE 2 as the framework. Procurement will be done based on a procument plan document and the procurement will be competitive (Nawi, Aziwi, Pozin, Osman, & Anuar, 2016). In competitive procurement, the goods and services required will be advertised and known providers (even those that HDS has used before) will be asked to give their offers based on a developed set of requirements (technical and after sales), and a suitable contract and relationship management plans used. After submission of their offers together with the terms, these will be evaluated by the project team and the most competitive suppliers shortlisted. Procurement contracts will then be awarded based on the project schedule and using the JIT (just in time) principle (Pheng, 201) to ensure the products and goods arrive just when they are needed. This same approach will also be used wen procuring for services; including the services of the developers and other project team members. The goal is to ensure HDS and the project are not exposed to procurement risks (Egal, 2012) and that there is value for money in the procurement process.

Develop management sub-plans

The project will be developed and managed based on the PRICE 2 framework. SCRUM will be used in the context of PRINCE 2; PRINCE 2 is a framework for managing projects in which tasks are divided into small manageable stages that can be easily controlled (Graham, Morgan, & Brenig-Jones, 2013). As such the project will start using the PRINCE 2 framework, from conducting the first strategy meeting to undertaking an analysis and proposing solutions. The development of the website, cloud based support enterprise system, ad the social media platforms will be undertaken using the SCRUM method, while other tasks, such as making purchases, setting up a new network and data center, marketing and promotion, and monitoring and evaluation will be undertaken using the PRINCE 2 framework (Bentley, 2015)

The chosen project management methodology is PRINCE 2; this is tailored towards ensuring the outcomes are suitable for HDS; using PRNCE 2, the project is divided into small units that can be easily controlled. Control is a key concept in project management to ensure there is no deviation from objectives and that tasks are completed exhaustively. The development itself will be done based on scrum agile framework; the objective of this project is to deliver a project that meets the specific needs of HDS; using scrum agile is akin to getting a measured and tailored suit ('Toggl', 2018); the solution is made specifically for the needs of the client using the fastest approach that ensures efficiency and that the final system/ software has as few problems and issues as possible. The agile framework enabled incremental development with continuous testing and improvements to meet the needs of the client (Cockton, La?rusdo?ttir, Gregory, & Cajander, 2016).

The project component breakdown is captured in the WBS covered in section 1.1; using a project management software, the WBS is generated and is shown in the image below; with the projects duration for each task clearly stated as well as the slack and dates 

The effort needed to complete the project and have a website with linked social media and the cloud based enterprise infrastructure for this project is 225 days, with a slack of 118 days. These are the exact number of days dedicated to project tasks that add value, excluding any weekends or holidays. In terms of duration, the entire project will last for 45 weeks or 11.25 months.

The project work packages are developed based on the WBS; work packages refer to the smallest unit in the WBS and is generated using the decomposition technique where the deliverables for the project are broken down into smaller manageable work chunks (Monnappa, 2017) (using PRINCE 2 approach). The work packages are important in helping with costing and budgeting.

The schedule will be controlled by comparing the schedule baseline against the progress made; for instance, based on the Gantt chart (to be used as schedule baseline). Because the scrum agile framework is used, the status of each project task based on deliverables and ,milestones that have been developed will be compared against the planned iteration. A retrospective will be conducted at the end of every iteration and improvement areas identified. The backlog will be adjusted based on the retrospective outcome and the iteration velocity determined ; if need be, the schedule will be adjusted. The schedule has been developed such that there is a slack of 118 days, meaning this is the maximum possible time the project can be delayed. Throught the project, performance reviews will be done using the critical path method and earned value management and then progress evaluated against these. The schedule control will have inputs, tools, and outputs and depicted below;

Inputs

Tools

Outputs

Project management plan

Project schedule

Schedule data

Work performance data

Organizational process assets

Performance reviewing

Project management software

Modeling techniques

Resource optimization

Leads and lags

Scheduling tool

Compression of the schedule

Work performance information

Change requests

Schedule forecasts

Project document updates

Updates to the project management plan

 Organizational process assets updates

 The schedule control elements developed based on PMI recommendations (Lester, 2017) 

The project costs and budget developed in section 1.1 defines areas where there will be expenses; the costs are estimated. Because of uncertainty and probability of scope and schedule changes midway through the execution of the project, a 10% contingency budget has been allocated; labor and the purchase of equipment and components are envisaged to be the highest areas of the project spend

Based on the project budget, the total spend is estimated to cost $ 234600 plus $ 23460 as contingency money. The project is expected to lead to increased revenues for HDS and an increase in market share. Considering the investmnet, the cash inflows and outflws are estimated as shown in the table below;

Year

Cash outflows

Cash inflows

Net cash flow

1

258060

55000

-203060

2

400000

1800000

1400000

3

900000

2520000

1620000

The project budget has been developed in section 1.1 above based on the WBS and schedule for the project; the total expected budget for the project is $ $ 234600 with te possibility of rising to$ 258060 as $ 23460 has been set aside as contingency money for any eventualities.

The base cost estimate has been set at $ 234600 with a contingency of 10% at $ 23460; further, a management is also set aside at 15% of the project budget, which is $ 35190. The base estimate is made up of labor, consultancy, license, and csts of purcahsing quipmnt and services as wel, as logistcs, staionery, and incidentals. The budget will be controlled frst by using accurate estimation based on quotations and compettitive procurement purposes. Thereafter, the scope and schedule of the project will be controlled tightly as scope and schedule changes are always associated with increased spending. Effective communication and stakeholder management will ensure the spending is regulalry monitored and evalyated against budget while a project accountant will keep tabs and report weekly on spending. The busgest will be forcasted regulalryy to ensure there are no shortages as the project is being executed. Plans will be made in advance to ensure there is always enough avalable in future as per the project budget, while progress will be mananed dilligently.

References

Bentley, C. (2015). The Prince2 practitioner: From practitioner to professional. London: Routledge.

Carson, C. W. (2011, May 7). Design and Development of a Schedule Management Plan (SMP). Retrieved from https://www.pmi.org/learning/library/project-development-schedule- management-plan-6205

Cockton, G., La?rusdo?ttir, M., Gregory, P., & Cajander, A. (2016). Integrating User-Centred Design in Agile Development. Cham: Springer.

Dinsmore, P. C., & Cabanis-Brewin, J. (2011). The AMA handbook of project management. New York: American Management Association.

Egal, A. (2012). Planning and Administering Project Contracts: Project Procurement Management - The Case of Water Sanitation and Hygiene Development Project. Munich: GRIN Verlag GmbH.

Graham, N., Morgan, J., & Brenig-Jones, M. (2013). PRINCE 2 For Dummies Three e-book Bundle. Hoboken: Wiley.

Hartmann, A. K. (2009). Practical guide to computer simulations. Hackensack, NJ: World Scientific.

Highsmith, J. A. (2010). Agile project management: Creating innovative products. Upper Saddle River, NJ: Addison-Wesley.

Lester, A. (2017). Project management, planning and control: Managing engineering, construction and manufacturing projects to PMI, APM and BSI standards. Oxford: Butterworth- Heinemann.

Monnappa, A. (2017, August 19). Project Scope Management Work Package. Retrieved from https://www.simplilearn.com/project-scope-management-work-package-article

Nawi, M. N., Aziwi, M. A., Pozin, M. A., Osman, W. N., & Anuar, H. S. (2016, August). Project Management Consultancy (PMC) procurement approach: Supplier’s evaluation and selection dilemma. Paper presented at AIP Conference Proceedings 1761, 020072, Kedah, Malaysia.

Pham, A. (2012). Scrum in action: Agile software project management and development. Boston, MA: Course Technology.

Pheng, L. S. (2018). Project Management for the Built Environment: Study Notes. Singapore: Springer Singapore.

Rever, H. (2007, May 7). Quality in project management--a practical look at chapter 8 of the PMBOK® guide. Retrieved from https://www.pmi.org/learning/library/practice-three- project-quality-management-7198

'Toggl'. (2018). Software development explained with cars. Retrieved from https://toggl.com/developer-methods-infographic/

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