Project For Hosted Desktop Solutions – IT Upgradation And Organizational Restructure

Project Management Sub-Plans

The project will be based on the complete upgradation of IT for Hosted Desktop Solutions along with the development of new organizational structure in order to meet the needs and demands of the current market and the customer requirements. It has been found that the company runs on a very old IT setup without any sufficient maintenance and with obsolete policies and organizational framework. Hence, there is an entire overall needed to replace the current organizational framework as well as the IT setup. The organizational framework changes require appointment of new specialized and skilled personnel, formation of new management departments and others. On the other hand, the IT requirements include the upgradation of the existing website, hardware, software, internet server, communication system (telephones) and others.

The scope of the project includes the following.

• Analysis of the current organizational framework is within the scope of the project.
• Restructuring the organizational framework is within the scope of the project.
• Analysis of the current IT setup is within the scope of the project.
• Analysis of the existing company website is within the scope of the project.
• Upgradation of IT system of the company is within the scope of the project.
• Reforming the CRM system of the company is within the scope of the project.

For the management sub-plans, a number of project work packages have been developed that are described as follows.

Time Management – From an initial analysis, it has been found that the entire project will cost the company with a significant amount of funds. Hence, in order to save the company from additional expenses and gain high cost benefit, time management is necessary. For this purpose, a project schedule has been developed that should be followed in order to complete the project within suitable time.

Scope Management – Scope management is necessary in order to ensure there is no scope creep during the course of the project. Due to poor clarification or definition of project scope and objectives, scope creep occurs that causes a loss of huge amount of funds. Hence, determination of project scope is necessary and additionally, the project manager has to monitor the project for scope management.

Resource Management – Another important sub-plan needed to ensure project success is resource management. Proper estimation and usage of resources saves the organization from a lot of additional cost and time. Before the initiation of the project, an estimated list of resources should be made and verified with the project management team before budget is allocated for the procurement of the resources.

Risk Management – Finally, risk management is also an integral part of a project management sub-plan. Any project, regardless of its scale, has certain risks that may occur unless sufficient preventive measures are taken. Hence, it is important to identify the project risks early so that they can be avoided without encountering losses.

There are several models of project management that demand different types of methodologies depending on the type of the project. Some of the common project management models are as follows.

Project Management Models

Agile – Agile model is used when the different parts of the project do not depend on each other i.e. each phase of the project can be executed independently regardless of the progress of other phases.

Waterfall – In this model, each phase of the project depends on the results of the previous phase. In other words, the phases of the projects must be completed in a certain order in order to complete the entire project successfully.

Adaptive – Adaptive project management model is used when there are variable scopes in the project. For instance, for some business organizations, the scope of the project may change due to certain changes in the market and hence, the methodology must be able to adapt with the changed scope.

This project will follow a particular product development approach instead of procurement approach. This is mainly because instead of mass procurement of resources, it is required to overhaul the entire system of the company and hence, development approach will suit the project most. For the IT overhaul of the company, sufficient technical resources should be procured and the development will start accordingly. The development will include the design of a new website with up to date features so that the company can finally compete with the rivals who have developed well-defined IT systems.

The most suitable project management and systems development methodology for this project will be Agile Methodology. This is because; there will be several different phases in the project that can be executed independently and at the same time. This will not only save a lot of time but will also spare the company of additional costs. However, at the end of the project, it should be ensured that all the different outcomes of the phases are aligned with each other.

In order to suit the requirement of the project, suitable tailoring of the methodology will be necessary. Since the chosen methodology is agile, it should be tailored accordingly. The project will consist of a number of distinct phases that will be executed independently. The two main phases of the project will include the IT development and upgrade and the organizational framework overhaul.

The project component breakdown is shown in the following work breakdown structure.

The project effort for the human resources and the resource usage is shown in the following table.

Resource Name	Type	Max. Units	Std. Rate	Ovt. Rate	Cost/Use	Accrue At	Base Calendar
Program Sponsor	Work	100%	$0.00/hr	$10.00/hr	$0.00	Prorated	Standard
Senior Executive	Work	100%	$200.00/hr	$12.00/hr	$0.00	Prorated	Standard
Project Manager	Work	100%	$175.00/hr	$10.00/hr	$0.00	Prorated	Standard
Consultant	Work	100%	$125.00/hr	$7.00/hr	$0.00	Prorated	Standard
Project Team 1	Work	100%	$150.00/hr	$0.00/hr	$0.00	Prorated	Standard
Project Team 2	Work	100%	$150.00/hr	$6.00/hr	$0.00	Prorated	Standard
HR Manager	Work	100%	$8.00/hr	$10.00/hr	$0.00	Prorated	Standard

The project is expected to start on 5^th March 2018 and will end in 31^st July 2018 if the exact estimated duration is maintained and followed. 

Product Development Approach

The project schedule is shown in the following table.

Task Name	Duration	Start	Finish
Project for Hosted Desktop Solutions	107 days	Mon 05-03-18	Tue 31-07-18
Project Planning and Initiation	26 days	Mon 05-03-18	Mon 09-04-18
Analysis of Current Organization Framework	10 days	Mon 05-03-18	Fri 16-03-18
Analysis of Current IT System	10 days	Mon 19-03-18	Fri 30-03-18
Analysis of Client and Market Demands	10 days	Mon 19-03-18	Fri 30-03-18
Development of Project Charter	5 days	Mon 02-04-18	Fri 06-04-18
Meeting with Company Board	2 days	Mon 02-04-18	Tue 03-04-18
Appointing Stakeholders for Project	4 days	Wed 04-04-18	Mon 09-04-18
Completion of Planning and Initiation	0 days	Mon 09-04-18	Mon 09-04-18
Detailed Planning of Project	21 days	Tue 10-04-18	Tue 08-05-18
Development of Plan for Changing Organizational Framework	10 days	Tue 10-04-18	Mon 23-04-18
Proposal of New Organizational Structure	4 days	Tue 24-04-18	Fri 27-04-18
Analysis of the Effect of New Structure	2 days	Mon 30-04-18	Tue 01-05-18
Development of Plan for IT Upgrade	3 days	Mon 30-04-18	Wed 02-05-18
Proposal of New IT Setup	3 days	Tue 24-04-18	Thu 26-04-18
Feasibility Testing	5 days	Tue 24-04-18	Mon 30-04-18
Consulting with Developer	3 days	Tue 01-05-18	Thu 03-05-18
Development of Final Project Plan	5 days	Wed 02-05-18	Tue 08-05-18
Completion of Detailed Planning	0 days	Tue 08-05-18	Tue 08-05-18
Project Execution	55 days	Wed 02-05-18	Tue 17-07-18
Formation of New Recruitment Team	5 days	Wed 09-05-18	Tue 15-05-18
Formation of New Teams	2 days	Wed 02-05-18	Thu 03-05-18
Recruitment of Employees for New Teams	10 days	Fri 04-05-18	Thu 17-05-18
Training of the New Teams	10 days	Fri 18-05-18	Thu 31-05-18
Procurement of Hardware and Software	5 days	Wed 09-05-18	Tue 15-05-18
Hardware Upgradation	15 days	Wed 16-05-18	Tue 05-06-18
Website Development and Testing	30 days	Wed 06-06-18	Tue 17-07-18
Completion of Project Execution	0 days	Tue 17-07-18	Tue 17-07-18
Project Closure	10 days	Wed 18-07-18	Tue 31-07-18
Project Documentation	4 days	Wed 18-07-18	Mon 23-07-18
Post Project Appraisal and Review	5 days	Tue 24-07-18	Mon 30-07-18
Stakeholder Sign Off	1 day	Tue 31-07-18	Tue 31-07-18
Completion of Project Closure	0 days	Tue 31-07-18	Tue 31-07-18

The allocation of work packages to respective stakeholders is shown in the following table.

Task Name	Resource Names
Project for Hosted Desktop Solutions
Project Planning and Initiation
Analysis of Current Organization Framework	Project Team 1
Analysis of Current IT System	Project Manager, Project Team 2
Analysis of Client and Market Demands	Project Manager
Development of Project Charter	Project Team 2
Meeting with Company Board	HR Manager, Senior Executive
Appointing Stakeholders for Project	HR Manager
Completion of Planning and Initiation
Detailed Planning of Project
Development of Plan for Changing Organizational Framework	Project Manager, Senior Executive
Proposal of New Organizational Structure	Project Manager, Project Team 1
Analysis of the Effect of New Structure	Consultant
Development of Plan for IT Upgrade	Consultant, Project Manager
Proposal of New IT Setup	Consultant, Project Team 2
Feasibility Testing	Project Manager, Senior Executive
Consulting with Developer	Project Manager, Project Team 2
Development of Final Project Plan	Consultant, Program Sponsor, Senior Executive
Completion of Detailed Planning
Project Execution
Formation of New Recruitment Team	HR Manager, Project Team 1
Formation of New Teams	Consultant
Recruitment of Employees for New Teams	HR Manager, Project Team 1
Training of the New Teams	Project Team 1
Procurement of Hardware and Software	Project Team 2
Hardware Upgradation	Project Team 2
Website Development and Testing	Project Team 2
Completion of Project Execution	Project Team 2
Project Closure
Project Documentation	Project Team 2
Post Project Appraisal and Review	Consultant, HR Manager, Project Manager, Senior Executive
Stakeholder Sign Off	Consultant, HR Manager, Program Sponsor, Project Manager, Project Team 1, Project Team 2, Senior Executive
Completion of Project Closure

The areas of anticipated project spend involves both human and material resources. The human resource will utilize certain amount of budget that has been specified in the project effort part. From the analysis of the involvement of human resources in the project, the total spend is found out to be $278,128. The anticipated spend for material resources is shown in the following table.

Resource	Anticipated Spend
Hardware Costs	$75,000
Software Costs	$75,000
Peripherals	$15,000
Refurbishment Costs	$5,000
ICT Upgrade Costs	$15,000
Website Development and Testing	$25,000
New Team Budget	$250,000
Recruitment and Training	$50,000
Others	$100,000
TOTAL	$610,000

However, the sponsor for the project is willing to pay $500,000 for the project. Hence, the anticipated spend for the project is $388,128.

The dollar amounts and timings of cash flow are shown in the following table.

CASH FLOW	July	August	September	October	November	December	January	February	March	April	May	June
OPENING BALANCE		$327,500	$710,000	$1,153,000	$1,662,550	$2,245,305	$2,908,586	$3,660,444	$4,509,738	$5,466,212	$6,540,584	$7,744,642
Cash incoming
Sales	$500,000	$550,000	$605,000	$665,500	$732,050	$805,255	$885,781	$974,359	$1,071,794	$1,178,974	$1,296,871	$1,426,558
Asset sales	$0	$0
Debtor receipts	$0	$0
Other income	$50,000	$55,000	$60,500	$66,550	$73,205	$80,526	$88,578	$97,436	$107,179	$117,897	$129,687	$142,656
Total incoming	$550,000	$605,000	$665,500	$732,050	$805,255	$885,781	$974,359	$1,071,794	$1,178,974	$1,296,871	$1,426,558	$1,569,214

The project budget will consist of all the spends that will be involved in the project and some additional fund for emergencies. The total project budget is shown as follows.

Requirement	Budget
Human Resource	$278,128
Material Resource	$610,000
Emergency Budget	$100,000
TOTAL (Approx)	$1,000,000

The budget control process is to be done in order to avoid extra expenses in unnecessary areas. In order to control the budget, it is recommended that the entire budget should not be rolled out for the project. Instead, it should be allocated to the teams in different phases. As shown in the cash flow, the investment in the project should be made in 4 different phases so that there is continuity in the overall expenses in the project. 

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