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Scope Management Plan

Discuss about the Garand Wines.

The report reflects on the organization “Grand Wines” which utilizes manual system for managing its different operations. The use of manual system within Grand Wines creates number of challenges including wrong entry of sales within the database of the organization, dissatisfaction among the customers and late delivery of products (Grand Wine & Spirits, 2017). For resolving the challenges, the organization wants to implement wireless data entry device. The device not only helps in resolving the problems but also helps in enhancing the speed of the delivery of the product.

In this assignment scope, management plan is prepared which comprises of various needs of the project, both in scope-as well as out-scope items, deliverables and scope verification process. The project provides proper overview of the tasks that are needed for completing the project with the help of the Work Breakdown structure. With the help of the Gantt chart, different types of activities of the projects are defined and a time-phase budget is generated in order to complete the project within the estimated budget, which are around 60,000.00. The report also focuses on risk register for illustrating the various risks, which are associated with the development of the project.

The wireless “data entry device” implementation in Grand Wines is very much cost-effective and it helps in saving the time requirement of the organization, which is considered as one of the significant benefit for the organization. The system helps in reducing the effort of the employees by increasing both the sales as well as income of the organization. The project must be able to recover budget that is proposed within the limited time-period.

The organizations have numerous requirements for developing as well as completing the project successfully. The requirements include:

Server:  Installation of remote server is much important for implementing the project successfully in different local areas. The server must be connected with the central database of the organization, which is located in the region of Sydney (Joslin & Muller, 2015). The sales representatives of Grand Wines enter the data within the database with the help of the wireless data entry device, which helps in minimizing the loss of data due to longer transmission.

Application: It is quite important to have software interface as they helps in managing various information as well as data that are associated with the orders of the customers. The managers of Grand wine can mange as the data properly and they have full access on the information (Kerzner, 2013).  This application also assists in sorting different types of data that helps in generating invoice as well as helps in managing the various inventories.

Requirement

Power Supply: The presence of a backup power supply is very much important requirement for implementing the project successfully. The backup power supply helps in providing secondary power to the different servers as well as to the networking devices in situation of power failure (Meng, 2012).Thus, the presence of backup power does not allow the system to shut down.

ERP system: The ERP system helps in storing the various data and information of the organization properly. It helps in making all the operations of the system automatic and as a result, the consistency of the system enhances. It helps in reducing the problem including incorrect entry of data, delayed delivery and dissatisfaction among various stakeholders of the organization.


Disaster recovery Plan: The data, which is entered in the database of the organization must be duplicated as well as stored in various cloud servers. If there is any fault in the present system then the information as well as data can be recovered properly (Bozarth & Handfield, 2016).  The loss of data is a huge loss for the company for storing the data remotely in various locations.

Hardware: Different types of networking peripherals as well as hardware are needed for securing as well as setting up the system properly.

Security Measures: The implementation of wireless data entry system raises numerous vulnerabilities, which are associated with different types of attacks (Chia, 2013).Therefore, it is quite important to monitor the system with the help of several security measures that helps in restricting the unauthorized access into the system.

 In-scope items

  • In order to develop the project successfully, the main task that needs to be performed under the in –scope item is the budget estimation of the project.
  • The project manager of Grand Wines must have the responsibility to monitor the various monetary resources. They also help in arranging weekly meeting with the different stakeholders of the organization for developing the project successfully.
  • The developing team of the organization must have proper as well as sound knowledge regarding the various tasks, which are assigned to them in order to complete the project successfully on time.

Out-Scope items

  • For avoiding various challenges as well as legal issues, it is very much important that the wireless data entry devices must meet all the legal standards.
  • It is very much important to have proper connection between the server of the database as well as the devices.
  • The devices must be accessible from any of the remote location.

The deliverables of the project comprises of various project charter document, WBS, scope statement, scheduling and preparation of Gantt chart. The time phase budget helps in reflecting the total budget estimation of the organization for implementing Wireless data entry device. The risk register, which is prepared in the project, helps in analyzing the risk, which is associated with the development of the project.

 The scope of the project must be verified for preparing the document properly, which is required for presenting the project before the CEO of Grand Wines. The requirement as well as need of the project must be identified properly for developing the implementation process of wireless entry of devices successfully. The various benefits of the project must be identified and documented properly for future use. It is also important to identify the various risks, which are related with the development of the project, and mitigation plans must be implemented in order to resolve the issues during various procedure of documentation.

Figure 1: Work Break down Structure

(Source: Created by Author)

Figure 2: Gantt chart

(Source: Created by Author)

Resource Name

Type

Initials

Max. Units

Std. Rate

Accrue At

Base Calendar

Project Manager

Work

P

100%

$30.00/hr

Prorated

Standard

System Analyst

Work

S

100%

$20.00/hr

Prorated

Standard

Graphic Designer

Work

G

100%

$20.00/hr

Prorated

Standard

Application Programmer

Work

A

100%

$15.00/hr

Prorated

Standard

Web system Expert

Work

W

100%

$20.00/hr

Prorated

Standard

Program Team Member_1

Work

P

100%

$15.00/hr

Prorated

Standard

Program Team Member_2

Work

P

100%

$15.00/hr

Prorated

Standard

Quality Assurance Tester

Work

Q

100%

$20.00/hr

Prorated

Standard

Database Administrator

Work

D

100%

$15.00/hr

Prorated

Standard

Team Member_1

Work

T

100%

$10.00/hr

Prorated

Standard

Team Member_2

Work

T

100%

$10.00/hr

Prorated

Standard

Figure 3: Time Phase Budget

(Source: Created by Author)

 It is identified that different types of assumptions as well as constraints are discussed for developing the time-phase budget. The different types of assumptions which are needed before creating the time phase budget includes the number of employees required for developing the project successfully, raw materials  needed, budget estimation and different types of activities required for developing the project properly.

There are three types of constraints, which are needed for completing the project successfully. The constraints are:

Schedule: The project manager must follow proper schedule while completing the project. If the activities are not followed in proper schedule then the development of the project gets obstructed.

Cost: The project cost must be estimated within proper properly before implementation of the project. Any problem in the estimation can obstruct the development process of the project.

Scope: It is very much important to complete the entire project within proper as well as estimated time and budget. If project managers are unable to complete it within estimated budget and time then different types of problem occurs.

No.

Rank

Risk

Description

Category

Root Cause

Triggers

Potential Responses

Risk Owner

Probability

Impact

Status

R44

1

Risk due to high-budget

When the cost of raw materials increases or the money spend on  the implementation of various procedures increases they number of issue arises. The challenges may obstruct the implementation of project.

The risk is related with the company

 The main cause of over budget is due improper management of expense, or due to increase in the prices or cost of the raw material.

  The rise of the cost of material, increase in labour cost, improper management of expenses etc are considered as triggers in enhancing the budget of the project.

 The organizational manager must maintain the cash flow of the orrganization properly or the expenses in the project must be done properly.

Manager of the project.

High

High

It is very much important to arrange meetings on the weekly basis in order to resolve the challenges that are associated with over budgeting.

R21

2

Risk that occur due to presence of improper management

Improper management within the organization leads to number of challenges that may also obstruct the implementation of the project. It mainly arises due to improper bonding between the various stakeholders of the organization.

The risk is associated with the project

  The main reason behind improper management is absence of proper bonding between the stakeholders of the organization, or due to absence of proper rules and policies within the organization.

 The collision between the various stakeholders, rise in the budget of the project and absence of proper communication between the stakeholders assists in increasing the problem further.

 It is very much important for the organization to have proper internal relation between the various stakeholders.

Project manager

Medium

Medium

  It is very much important to analyse the development of the project properly in order to manage the progress of the project effectively.

R7

3

Risk due to obsolete technology

 The outdated technology raises number of risks in the implementation of wireless data entry device. It causes problems in managing the project properly.

Project Risk

  The main root cause of the problem is due to improper management or absence of proper infrastructure for implementing the project successfully.

  The employee of the organization needs training for using the new system, which act as a trigger in increasing the problem that is associated with outdated technology.

Proper technology must be utilized in order to improve the system. The improvement in the system leads to minimization of challenges.

System Developer

Medium

High

 The organization is avoiding outdated technology and trying to use innovative technology for implementing the project.

R2

4

Implementation of new as well as innovative technology

Proper technology helps in implementing the project successfully.

The opportunity for the project increases.

The new technology leads to the development of differed procedures of the project successfully.

It is very much important to have a system expert, for developing the implementation of wireless data entry system effectively.

 The system expert have proper experience as well as knowledge on the innovative technology which further helps in the development of the project.

System analyst and expert

Low

Medium

 New technical expert must be hired for developing as well as implementing the project properly.

Conclusion

It can be concluded that the implementation of wireless data entry system in the organization helps in solving all the challenges of the organization “Grand Wines” that the organization faces due to the use of manual system. The implementation of the project needs proper planning as well as preparation of report. The implementation of new data entry system is very much advantageous as it helps in resolving the challenges that includes wrong entry of sales within the database of the organization, dissatisfaction among the customers and late delivery of products. With the help of the new system, the employees can have proper communication with the central database of the organization.  It is very much important the resources as well as revenue should be managed properly in order to implement the project effectively.

References

Alotaibi, A. B., & Mafimisebi, O. P. (2016). Project Management Practice: Redefining Theoretical Challenges in the 21st Century. Project Management, 7(1).

Bassi, A. (2015). General Management Principles in the Project Management Context. In Managing Intellectual Capital and Innovation for Sustainable and Inclusive Society: Managing Intellectual Capital and Innovation; Proceedings of the MakeLearn and TIIM Joint International Conference 2015. ToKnowPress.

Boud, D., Cohen, R., & Sampson, J. (Eds.). (2014). Peer learning in higher education: Learning from and with each other. Routledge.

Bozarth, C. B., & Handfield, R. B. (2016). Introduction to operations and supply chain management. Pearson Higher Ed.

Burke, R. (2013). Project management: planning and control techniques. New Jersey, USA.

Chia, R. (2013). Paradigms and perspectives in organizational project management research: implications for knowledge creation. Novel Approaches to Organizational Project Management Research: Translational and Transformational. Copenhagen Business School Press, Copenhagen, 33-55.

Home Page. (2017). Grand Wine & Spirits. Retrieved 11 January 2017, from https://www.grandwineonline.com/

Hornstein, H. A. (2015). The integration of project management and organizational change management is now a necessity. International Journal of Project Management, 33(2), 291-298.

Joslin, R., & Müller, R. (2015).Relationships between a project management methodology and project success in different project governance contexts. International Journal of Project Management, 33(6), 1377-1392.

Kaiser, M. G., El Arbi, F., &Ahlemann, F. (2015). Successful project portfolio management beyond project selection techniques: Understanding the role of structural alignment. International Journal of Project Management, 33(1), 126-139.

Kendrick, T. (2015). Identifying and managing project risk: essential tools for failure-proofing your project. AMACOM Div American Mgmt Assn.

Kerzner, H. R. (2013). Project management: a systems approach to planning, scheduling, and controlling. John Wiley & Sons.

Leach, L. P. (2014). Critical chain project management. Artech House.

Meng, X. (2012).The effect of relationship management on project performance in construction. International journal of project management, 30(2), 188-198.

Rowell, C. J. (2016). Book Review: Project Management for Information Professionals. Library Resources & Technical Services, 60(4), 280-281.

Schwalbe, K. (2015). Information technology project management. Cengage Learning.

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