Plan: MIS essay for ABC University.

The purpose of this assignment is to develop a well-researched project planning document based on the overall parameters of a networking related project, establish an appropriate project management plan, and quality environment required to complete the chosen project. Furthermore, analyse project issues, conduct postproject review (i.e., lessons learned) and make recommendations for improvements for future projects. It addresses the following learning outcomes:

• Understand project management as a strategic tool, framework, or methodology for business development;
• Analyse and apply a range of technologies and techniques that are appropriate to the needs and requirements of the project — particularly in developing the scope, and planning the project;

• Demonstrate project leadership skills; identify and assess risk. in developing and executing theproject;
• Critically reflect on current project management ethics, research, theory and practice;
• Identify, analyse, compare, interpret and present the use of a project management tool (e.g., MS Project);
• How to manage a project effectively through planning, leadership, monitoring and control;
• Analyse various ICT services management systems.

Work Breakdown Structure

This project is based on the development of a management information system for ABC University. The university currently relies on manual operational processes that are slow, inefficient and not effective with the growing demands on the education system. Thus the university will implement updated IT system along with functionalities that will benefit the education and administration processes in the university.

In this report, a project plan has been developed for the implementation of management information system for ABC University.

The main scope of the project involves the development of management information system for ABC University [5]. In addition, the development of central server and connecting all buildings to the same central server is also within the scope of the project.

The development of new course module, training of the staffs regarding the handling and maintenance of the management information system and other administrative activities are excluded from the project.

The work breakdown structure including the milestones is developed as follows.

WBS	Task Name
0	Implementation of Management Information System for ABC University
1	System Analysis and Discussion
1.1	Supervise the Existing State of Affairs
1.2	Call Board Meeting
1.3	Discuss the Current Issues Faced
1.4	Discuss the Possibility of Implementing a Management Information System
1.5	Finalize the Plan
1.6	Milestone 1: Approve the Project
2	Project Preparations
2.1	Release Tender for the Project
2.2	Conduct Bidding Session
2.3	Hire Contractor for the Project
2.4	Discuss the Project with the Contractor
2.5	Discuss the Time and Budget Required for Project
2.6	Hire Developers and Testers
2.7	Milestone 2: Approve to Proceed in the Project
3	Project Initiation and Final Plan Development
3.1	Develop Project Charter
3.1.1	Determine Overall Project Scope
3.1.2	Develop Final Project Schedule
3.1.3	Develop Final Budget within Contract Value
3.1.4	Develop Team Management Plan
3.1.5	Develop Communication Plan
3.2	Risk Assessment
3.2.1	Identify Risks with the Project
3.2.2	Assess the Risks
3.2.3	Develop Risk Management Plan
3.3	Prepare List of Resources
3.4	Prepare Quality Management Plan
3.5	Milestone 3: Finalize the Project
4	Resource Procurement and Initiation
4.1	Procure Hardware Required for the Project
4.2	Purchase Required Software
4.3	Test the Hardware
4.4	Milestone 4: Initiate the Development
5	System Design and Development
5.1	Prepare System Architecture Framework
5.2	Design the System
5.3	Develop the System
5.4	Add System Features
5.5	Create Common Server
5.6	Connect Systems in All the Buildings to the Common Server
5.7	Milestone 5: Finalize the System
6	System Testing and Launch
6.1	Test the System Functions
6.2	Identify Bugs in the System
6.3	Performance Testing
6.4	Milestone 6: Launch the System
7	Project Closing
7.1	Documentation of the Project
7.2	Review the Entire Project
7.3	Milestone 7: Sign Off and Closing

The estimated timeline is shown in the following table.

WBS	Task Name	Duration	Start	Finish
0	Implementation of Management Information System for ABC University	295 days	Mon 4/1/19	Fri 5/15/20
1	System Analysis and Discussion	13 days	Mon 4/1/19	Wed 4/17/19
1.1	Supervise the Existing State of Affairs	5 days	Mon 4/1/19	Fri 4/5/19
1.2	Call Board Meeting	1 day	Mon 4/8/19	Mon 4/8/19
1.3	Discuss the Current Issues Faced	2 days	Tue 4/9/19	Wed 4/10/19
1.4	Discuss the Possibility of Implementing a Management Information System	2 days	Thu 4/11/19	Fri 4/12/19
1.5	Finalize the Plan	3 days	Mon 4/15/19	Wed 4/17/19
1.6	Approve the Project	0 days	Wed 4/17/19	Wed 4/17/19
2	Project Preparations	20 days	Thu 4/18/19	Wed 5/15/19
2.1	Release Tender for the Project	5 days	Thu 4/18/19	Wed 4/24/19
2.2	Conduct Bidding Session	1 day	Thu 4/25/19	Thu 4/25/19
2.3	Hire Contractor for the Project	2 days	Fri 4/26/19	Mon 4/29/19
2.4	Discuss the Project with the Contractor	5 days	Tue 4/30/19	Mon 5/6/19
2.5	Discuss the Time and Budget Required for Project	2 days	Tue 5/7/19	Wed 5/8/19
2.6	Hire Developers and Testers	5 days	Thu 5/9/19	Wed 5/15/19
2.7	Approve to Proceed in the Project	0 days	Wed 5/15/19	Wed 5/15/19
3	Project Initiation and Final Plan Development	27 days	Thu 5/16/19	Fri 6/21/19
3.1	Develop Project Charter	11 days	Thu 5/16/19	Thu 5/30/19
3.1.1	Determine Overall Project Scope	2 days	Thu 5/16/19	Fri 5/17/19
3.1.2	Develop Final Project Schedule	2 days	Mon 5/20/19	Tue 5/21/19
3.1.3	Develop Final Budget within Contract Value	3 days	Wed 5/22/19	Fri 5/24/19
3.1.4	Develop Team Management Plan	2 days	Mon 5/27/19	Tue 5/28/19
3.1.5	Develop Communication Plan	2 days	Wed 5/29/19	Thu 5/30/19
3.2	Risk Assessment	10 days	Fri 5/31/19	Thu 6/13/19
3.2.1	Identify Risks with the Project	4 days	Fri 5/31/19	Wed 6/5/19
3.2.2	Assess the Risks	2 days	Thu 6/6/19	Fri 6/7/19
3.2.3	Develop Risk Management Plan	4 days	Mon 6/10/19	Thu 6/13/19
3.3	Prepare List of Resources	2 days	Fri 6/14/19	Mon 6/17/19
3.4	Prepare Quality Management Plan	4 days	Tue 6/18/19	Fri 6/21/19
3.5	Finalize the Project	0 days	Fri 6/21/19	Fri 6/21/19
4	Resource Procurement and Initiation	30 days	Mon 6/24/19	Fri 8/2/19
4.1	Procure Hardware Required for the Project	15 days	Mon 6/24/19	Fri 7/12/19
4.2	Purchase Required Software	5 days	Mon 7/15/19	Fri 7/19/19
4.3	Test the Hardware	10 days	Mon 7/22/19	Fri 8/2/19
4.4	Initiate the Development	0 days	Fri 8/2/19	Fri 8/2/19
5	System Design and Development	175 days	Mon 8/5/19	Fri 4/3/20
5.1	Prepare System Architecture Framework	45 days	Mon 8/5/19	Fri 10/4/19
5.2	Design the System	65 days	Mon 10/7/19	Fri 1/3/20
5.3	Develop the System	30 days	Mon 1/6/20	Fri 2/14/20
5.4	Add System Features	15 days	Mon 2/17/20	Fri 3/6/20
5.5	Create Common Server	10 days	Mon 3/9/20	Fri 3/20/20
5.6	Connect Systems in All the Buildings to the Common Server	10 days	Mon 3/23/20	Fri 4/3/20
5.7	Finalize the System	0 days	Fri 4/3/20	Fri 4/3/20
6	System Testing and Launch	20 days	Mon 4/6/20	Fri 5/1/20
6.1	Test the System Functions	10 days	Mon 4/6/20	Fri 4/17/20
6.2	Identify Bugs in the System	5 days	Mon 4/20/20	Fri 4/24/20
6.3	Performance Testing	5 days	Mon 4/27/20	Fri 5/1/20
6.4	Launch the System	0 days	Fri 5/1/20	Fri 5/1/20
7	Project Closing	10 days	Mon 5/4/20	Fri 5/15/20
7.1	Documentation of the Project	5 days	Mon 5/4/20	Fri 5/8/20
7.2	Review the Entire Project	5 days	Mon 5/11/20	Fri 5/15/20
7.3	Sign Off and Closing	0 days	Fri 5/15/20	Fri 5/15/20

The resources needed are shown in the following table.

Resource Name	Type	Max. Units	Std. Rate
Project Manager	Work	100%	$175.00/hr
IT Projects Supervisor	Work	100%	$125.00/hr
Network Development Contractor	Work	100%	$150.00/hr
System Development Engineer	Work	100%	$125.00/hr
System Tester	Work	100%	$115.00/hr
Hardware	Material		$50,000.00
Software	Material		$30,000.00
Peripherals and Equipments	Material		$5,000.00
Travel and Other Costs	Material		$25,000.00

The estimated cost breakdown for the project is shown in the following table.

WBS	Task Name	Resource Names	Cost
0	Implementation of Management Information System for ABC University		$459,920.00
1	System Analysis and Discussion		$31,200.00
1.1	Supervise the Existing State of Affairs	IT Projects Supervisor, Project Manager	$12,000.00
1.2	Call Board Meeting	IT Projects Supervisor, Project Manager	$2,400.00
1.3	Discuss the Current Issues Faced	IT Projects Supervisor, Project Manager	$4,800.00
1.4	Discuss the Possibility of Implementing a Management Information System	IT Projects Supervisor, Project Manager	$4,800.00
1.5	Finalize the Plan	IT Projects Supervisor, Project Manager	$7,200.00
1.6	Approve the Project		$0.00
2	Project Preparations		$62,600.00
2.1	Release Tender for the Project	Project Manager	$7,000.00
2.2	Conduct Bidding Session	Project Manager	$1,400.00
2.3	Hire Contractor for the Project	Project Manager	$2,800.00
2.4	Discuss the Project with the Contractor	IT Projects Supervisor, Network Development Contractor	$11,000.00
2.5	Discuss the Time and Budget Required for Project	IT Projects Supervisor, Network Development Contractor	$4,400.00
2.6	Hire Developers and Testers	IT Projects Supervisor, Network Development Contractor, Travel and Other Costs[1]	$36,000.00
2.7	Approve to Proceed in the Project		$0.00
3	Project Initiation and Final Plan Development		$36,720.00
3.1	Develop Project Charter		$13,200.00
3.1.1	Determine Overall Project Scope	Network Development Contractor	$2,400.00
3.1.2	Develop Final Project Schedule	Network Development Contractor	$2,400.00
3.1.3	Develop Final Budget within Contract Value	Network Development Contractor	$3,600.00
3.1.4	Develop Team Management Plan	Network Development Contractor	$2,400.00
3.1.5	Develop Communication Plan	Network Development Contractor	$2,400.00
3.2	Risk Assessment		$16,320.00
3.2.1	Identify Risks with the Project	Network Development Contractor, System Development Engineer	$8,800.00
3.2.2	Assess the Risks	System Development Engineer, System Tester	$3,840.00
3.2.3	Develop Risk Management Plan	System Tester	$3,680.00
3.3	Prepare List of Resources	Network Development Contractor	$2,400.00
3.4	Prepare Quality Management Plan	Network Development Contractor	$4,800.00
3.5	Finalize the Project		$0.00
4	Resource Procurement and Initiation		$119,000.00
4.1	Procure Hardware Required for the Project	Network Development Contractor, Hardware[1], Peripherals and Equipments[1]	$73,000.00
4.2	Purchase Required Software	Network Development Contractor, Software[1]	$36,000.00
4.3	Test the Hardware	System Development Engineer	$10,000.00
4.4	Initiate the Development		$0.00
5	System Design and Development		$175,000.00
5.1	Prepare System Architecture Framework	System Development Engineer	$45,000.00
5.2	Design the System	System Development Engineer	$65,000.00
5.3	Develop the System	System Development Engineer	$30,000.00
5.4	Add System Features	System Development Engineer	$15,000.00
5.5	Create Common Server	System Development Engineer	$10,000.00
5.6	Connect Systems in All the Buildings to the Common Server	System Development Engineer	$10,000.00
5.7	Finalize the System		$0.00
6	System Testing and Launch		$18,400.00
6.1	Test the System Functions	System Tester	$9,200.00
6.2	Identify Bugs in the System	System Tester	$4,600.00
6.3	Performance Testing	System Tester	$4,600.00
6.4	Launch the System		$0.00
7	Project Closing		$17,000.00
7.1	Documentation of the Project	System Development Engineer	$5,000.00
7.2	Review the Entire Project	IT Projects Supervisor, Project Manager	$12,000.00
7.3	Sign Off and Closing	Project Manager	$0.00

The main plan of the university is to implement the management information system as a part of long term plan for growth [8]. Hence, the quality plan includes the following aspects that must be fulfilled.

Hardware – The hardware must be technically updated to all the latest specifications so that they need not to be changed within a few years.

Software – The latest and licensed versions of the software must be used.

Server – The central server should connect to all the buildings of the university but should be no gap for access of the server from an external point.

Stakeholder Name	Stakeholder Designation	Role
PLEASE FILL	Project Manager	Planning and handling of the project
PLEASE FILL	IT Projects Supervisor	Supervision of project and reporting
PLEASE FILL	Network Development Contractor	Planning and presiding over the project team
PLEASE FILL	System Development Engineer	System design and development
PLEASE FILL	System Tester	Testing of the developed system

Stakeholder	Why?	When?	How?
Project Manager	Reporting and requests	Weekly	Team Meeting
IT Projects Supervisor	Project requirements	Daily	Project Daily Report
Network Development Contractor	System requirements	Before start of project	Face to Face
System Development Engineer	Design specifications	Before start of project	Design Document
System Tester	System architecture details	Before testing phase	System Specifications

Risk	Chance of Occurrence	Impact on Project	Mitigation Plan
Budget overshoot	High	High	Prepare budget considering all resource costs and other additional costs
Cyber attacks	Very High	Very High	Install firewalls and antivirus software
Poor usability and lack of acceptance by user	Medium	High	Conduct performance and user acceptance testing before system launch

Some possible ethical issues and ways to avoid them are listed as follows [2].

The development team must not take any interest in the contents of the information of the University administration while developing the system.
The team will have to work professionally and complete the project within the pre-set attributes and specifications.
The working team should not work on their own accord and must discuss with the client before implementing any change in the system.

After the system development is complete, detailed testing will be conducted including black box testing, white box testing, interface testing, performance testing and others. Once, positive test results are generated, the system will be launched [14]. However, since the existing staffs do not have sufficient knowledge regarding the management information system, they will be provided with a training course. Furthermore, a new curriculum will be designed for the new batch of students who will join in the next academic session.

In order to crash the total duration of the project by 2 weeks, some of the tasks during the project planning and discussion phases can be conducted in parallel such that additional time is not required for them [12]. Furthermore, the project execution time period can be reduced by working overtime and on certain holidays. However, it is to be noted that for this project, project crashing is not a good idea as schedule curtailing may result in incomplete development of the system.

All project requirements have been met and all milestones have been reached.

Stakeholder	Signature
Project Manager
IT Projects Supervisor
Network Development Contractor
System Development Engineer
System Tester

The post project review will be done by the project manager using a task checklist [7]. He will review the working of the system and check of the list before signing off and closing the project.

From this assessment, a lot has been learnt regarding the implementation of project management techniques in various fields of study. This module will provide great assistance towards future career development and enhancement of problem solving skills.

References

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