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Questions:

1.Conduct SWOT analysis giving 5 points each for S, W,O,T.

2.Prepare Project Charter.

3.Prepare Communications Plan.

 

Answers:

1.SWOT Analysis

Grand wine will implement the wireless devices for order entry by sales representatives. This project have some advantage as well as drawbacks. To measure these we need to do SWOT analysis. Following is the SWOT analysis for the project.

Strength

Strengths are the capabilities of any system. Following strengths are associated with the new wireless data entry device project

The New system will reduce the delivery time for product from warehouse to customer that will make customer happy.

Due to availability of inventory in real time, the issues of back order, incorrect order will be reduced.

Cost used for fax, email and phone will be save as now less number of employees will require to process of order.

Number of orders will be increase due to faster delivery and happy customers.

Sales representatives will have all information for product in real time such as future availability of products that helps current customers to be able to place order in advance.

 

Weakness

Wireless communication is slow as compared to wires communication and will not available all the time .As new system will stop working during non-availability of network. No order will process till the time it’s again available.

    1. Data processing over wireless will not fast and sometime may lead in incorrect order values.
    2. As the planned cost for the overall execution of project will be 60000 AUD which is very less to procure 20 devices along with all other implementations.
    3. Data transferred in wireless communication may be distorted because they are spread over an open, vulnerable, and mutable medium with irregular boundary.
    4. Additional cost will require to implement the wireless networking across Sydney, so that wireless devices communicate with system and enter the data seamlessly. (David, 2003)

 Opportunities

  1. The new system will able to provide real time inventory to sales representatives that helps customer to get product without any issue of back order or incorrect order and hence company will receive more number or orders from happy customers.
  2. Order processing time will be less due to direct order placement by sales representatives that makes customers happy by getting product in less time.
  3. In previous order processing system, sales representatives needs to call, fax or email the order data to order processing team. With the new system this time will save and can be utilize in interaction with other customers to make more orders for the company.
  4. Order processing system will be available in 24x7 so no dependency of order processing team to process the order.
  5. The new system will be based on latest technology that will help Grand wine to make their presence in global market.

Threats

  1. Data security will be a concern due to increase number of hacking. To avoid this, the new system will require additional security implementation.
  2. Server admin will require to maintain the new system that adds cost of hiring.
  3. After implement this new system only server admin can edit the order once placed by sales representatives. In case of non-availability sales representatives and customer needs to wait.
  4. Additional work load of order entry will be on sales representatives so efficacy may be decreased.
  5. Sometime special interactions will be require with order that leads to confusion for delivery team due to no direct interaction with sales representatives. (Jones, 2010)

2.Project Charter:

Project Title: Grand wine project

Project Manager:  John Brown

Duration: 6 Months

Project Cost: 60000.00 AUD

Project Objectives

Grand wine objective is to reduce the time in order processing from sales representatives to Sydney office with resolving the issue of back order, incorrect and lost orders. New system will able to reduce the issue of backorders by providing real time inventory information to the sales representatives. The new system will available 24 x 7 for order process across NSW.

 


Acceptance Criteria

  • New wireless data entry project should be delivered in agreed estimated time of 6 month.
  • Overall project cost should not exceed 60000 AUD.
  • Sales representative should able to enter order data from any location without intervention of any other person.
  • The new system should not have issues such as incorrect order, lost order and back orders and sales should be boost post implement this system.
  • Customers and all other stakeholders should be satisfied post this project.

Assumptions and Constraints

As this is a new system for Grand wine on wireless technology. This have following Assumption and constraints:

  • Wireless communication is not secure due to so many frequency signals available everywhere that may impact due to Grand wine project implementation. Grand wine needs to take prior approvals from government body to avoid such situation of conflicts.
  • Wireless devices should be purchased before the start date of project to accomplish the goals.
  • Post implementation there will be no direct communication between sales representatives and delivery warehouse. (Linda, 2014)_

Stakeholder List

Stakeholders are the people who have direct or indirect impact on project delivery .Following is the list of stakeholders for Grand wine project:

Name

Title

E mail

Elbert Matt

Project Sponsor

Elbert.matt@grandwine.com

John Brown

Project Manager

John.brown@grandwine.com

Jony Walker

Quality Specialist

Jony.walker@grandwine.com

Michal sandwich

Design Specialist

Michal.sandwich@grandwine.com

Andrew Jones

CEO

Andrew.jones@grandwine.com

Lessons Learned

This new project implementation should keep an eye on the procurement of the wireless devices with the quality as per past experience these were the key issues responsible for project failure. Testing of entire project should be done with real small set of users before it deploy for all NSW. Along with these key learnings we should also have monitoring and control on project schedule and cost to avoid project overrun. (Sabyasachi, 2013)

Date:                                                                                                   Place:

Signature:                                                                                                     

Name: Andrew Jones           

Title:   CEO              

Email: Andrew.jones@grandwine.com

 

Signature:                                                                                         

Name: John Brown

Title:   Project Manager                  

Email: John.brown@grandwine.com

 

3.Communication Plan

Plan purpose

Communication plan is used to captures the project internal and external communication during the execution of project. This plan helps project stakeholders to get visibility of project with pre-defined frequency. Plan also captures mode of communication, stakeholders and deliverables. Communication plan categorizes the roles of project stakeholders related to type of communications.

 


There are 2 types of communications formal and informal in any project. Formal communication further divided in 2 types in person (meetings) and through media (email, phone, messengers) .Informal communication also used slimier modes like meetings, email, phone, messengers  but they do not have any business context.

Identification of stakeholders

Stakeholders for Grand wine project are as per the below table:

Name

Title

E mail

Elbert Matt

Project Sponsor

Elbert.matt@grandwine.com

John Brown

Project Manager

John.brown@grandwine.com

Jony Walker

Quality Specialist

Jony.walker@grandwine.com

Michal sandwich

Design Specialist

Michal.sandwich@grandwine.com

Andrew Jones

CEO

Andrew.jones@grandwine.com

Matt Peter

Senior developer

Peter.somual@grandwine.com

Colin Harz

developer

Merry.smith@grandwine.com

Maxy William

developer

Caluin.Pitt@grandwine.com

The major stakeholders will be project sponsor, CEO and project Manager of grand wine.

Information to be shared

Information will be shared in every communication during the project. For grand wine project major information will be project status, project design and project metrics. (Fill, 2002)

Frequency of information exchange

Project communications have frequency associated such as daily, weekly, monthly. For Grand wine project Status report and meetings have weekly frequency. There will be a monthly review for the project and design review with no pre-defined frequency.

Location of information exchange

Location of information exchanges for Grand wine project have meetings in person and over media such as email.

 


Purpose of communication

Purpose of communication is to provide update related to project to stakeholders.

Mechanism for communication

Mechanism or mode of communication will be identifies as in person and through media such as email.

Change management

Change management will be a subset of communication plan where for any change project manager should inform the stakeholders the reason for change, time required for implement this change with root cause and impact of the change.

As an outcome of all above section we will comprises a communications matrix which maps the requirements of communication during the project. Following is the communication matrix required for Grand wine project. (Jyothi, 2010)

Communication Type

Information to be shared

Mechanism for communication

Frequency of information exchange

stakeholders

Communication Deliverable

Responsibility for the deliverable

Weekly Status Report

Project status report will have current state of project that will be shared at weekly frequency and distributed as attachment in email.

Email

Weekly

Sponsor of project, project team and project Manager

Status Report

Project Manager

Team Meeting

Meeting to monitor the project status with identify the  actions for risk and log them in risk register

In-Person

Weekly

Project Team and project  manager

Updated project action tacker with risk Register

Project Manager

Monthly Project Review

Present metrics and project status

In-Person

Monthly

Project Sponsor, ,project manager and CEO with other key business Stakeholders

Project Status and Metric Report

Project Manager

Design Review

Review of technical or functional designs or associated tasks with the project

In-Person

As and when Needed

Project Team, project manager  and quality person

Technical and functional design document

Project Manager

 

 

References:

David, F. 2003, Strategic Management, 4th Ed. New York, NY: Macmillan Publishing Company.

Jones, B. 2010, Neighborhood Planning: A Guide for Citizens and Planners. Chicago and Washington, DC: Planners Press, American Planning Association.

Linda Richter 2014, What Is a Project Charter? , https://www.brighthubpm.com/project-planning/5161-what-is-a-project-charter/

Sabyasachi 2013, Why do we need a project charter? https://www.simplilearn.com/project-charter-and-its-importance-article

Fill, C. 2002, Marketing Communications. Third edition. Harlow. Pearson Education

Jyothi Goudar2010, Effective Project Communication Management, https://www.projectperfect.com.au/white-paper-effective-project-communication-management.php

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