Implementation Of CRM System For TOSIG: Project Management Plan

Project Objectives

The paper mainly reflects on the implementation of CRM system for the organization “TOSIG” that generally engages in offering insurance to the suppliers of Tier one for making improvements related with fencing, storage silos, stock yards and more. It is identified that currently, the organization is facing lot of challenges and issues due to the process of re-entering information within the system of the organization by the insurance agents after inspecting the property. This process is time consuming and TOSIG realizes that they are missing the opportunities of selling more insurance. Thus in order to resolve the issues ad challenges, the organization wants to upgrade their entire information system by implementing the CRM system. It is found that by upgrading the information system the organization will get opportunity of selling more number of insurances to the customers.

The main goal of the organization is to resolve the challenges that TOSIG is facing due to its current system of re-entering information within the database by updating the information system of the organization with the implementation of the CRM system. In addition to tis, it is found that with the implementation of CRM system, the organization also get the opportunity of selling more number of insurances to the customers.

The objectives of the projects are as follows:

Implementation of CRM system within the organization
To minimize the time, the insurance agents spends in entering data
To enhance the opportunity of selling more number of insurances to the clients

The deliverables of the project are listed below:

Development of project prototype
Configuration plan
Transferring data
Connecting with database
Query testing
Response time testing
Software testing
Acceptance testing
Data warehouse testing
Connection testing

The project “implementation of CRM system “within the organization TOSIG is done by aligning the needs of the organization with the system. It is found that the system is mainly implemented in order to achieve the objectives as well as goals of the organization. The demands as well as needs of the organization are identified and as per the need, the project is aligned with the demands of the organization so that the implementation of the CRM system will become helpful for the entire organization.

The milestones for the project “implementation of the CRM system” are reflected in the table below:

Task Name	Completion date
Milestone 1: Completion of project initiation phase	Mon 28-05-18
Milestone 2: Completion of planning phase	Thu 14-06-18
Milestone 3:Completion of execution phase	Fri 07-09-18
Milestone 4: Completion of project closure phase	Thu 13-09-18

The main requirements of the project are listed below:

Software: The software requirements of the project mainly includes

CRM development software
Designing tool

Hardware: The software requirements of the project mainly include the following:

Multiple monitors
Advanced CPU
High processing RAM

Human resources: The human resources that are needed for the project are as follows:

Business analysts
Programmer_1
Programmer_2
Database developer
Graphical user interface developer
Tester
Administration officer

The limits and exclusions of the project are listed below:

The project needs to be finished with the approved budget otherwise, the project manager will face difficulty in finishing development of CRM system
The development of the CRM system should be completed within 96 days otherwise the project will get delayed
Experienced project managers should be present for finishing the project within the expected deadline
Utilization of scope of the project otherwise it would be quite difficult to finish the entire project on time as per the assumption.

Work process breakdown schedule is defined as one of the spine of project management that helps in reflecting clear performance expectation for the project so that the entire objectives of the project can be properly achieved. The work process breakdown schedule for the project “implementation of CRM system” is provided below:

WBS	Task Name
0	Implementation of CRM system
1	Project initiation phase
1.1	Developing the business plan
1.2	Identification of requirements
1.3	Cost benefit analysis
1.4	Identifying activities of project
1.5	Project charter establishment
1.6	Team members appointment
1.7	Milestone 1: Completion of project initiation phase
2	Planning phase of the project
2.1	Developing the project plan
2.2	Creating project resource plan
2.3	Creating financial plan
2.4	Developing quality plan
2.5	Creating acceptance plan
2.6	Developing communication plan
2.7	Milestone 2: Completion of planning phase
3	Execution phase of the project
3.1	Development of project prototype
3.2	Configuration plan
3.3	transferring data
3.4	Connecting with database
3.5	Query testing
3.6	Response time testing
3.7	Software testing
3.8	Acceptance testing
3.9	Data warehouse testing
3.10	Connection testing
3.11	Milestone 3:Completion of execution phase
4	Closure phase
4.1	Post project review
4.2	Sign off from the project stakeholders
4.3	Go live
4.4	Milestone 4: Completion of project closure phase

Project Deliverables

It is identified that the time of the project is mainly tracked easily with the help of the schedule. The project manager utilizes the schedule of the project that is created in the planning phase for ensuring that they are on the right path. The entire schedule for the project is provided below:

WBS	Task Name	Duration	Start	Finish
0	Implementation of CRM system	94 days	Mon 07-05-18	Thu 13-09-18
1	Project initiation phase	16 days	Mon 07-05-18	Mon 28-05-18
1.1	Developing the business plan	4 days	Mon 07-05-18	Thu 10-05-18
1.2	Identification of requirements	2 days	Fri 11-05-18	Mon 14-05-18
1.3	Cost benefit analysis	2 days	Tue 15-05-18	Wed 16-05-18
1.4	Identifying activities of project	3 days	Thu 17-05-18	Mon 21-05-18
1.5	Project charter establishment	3 days	Tue 22-05-18	Thu 24-05-18
1.6	Team members appointment	2 days	Fri 25-05-18	Mon 28-05-18
1.7	Milestone 1: Completion of project initiation phase	0 days	Mon 28-05-18	Mon 28-05-18
2	Planning phase of the project	15 days	Tue 29-05-18	Mon 18-06-18
2.1	Developing the project plan	3 days	Tue 29-05-18	Thu 31-05-18
2.2	Creating project resource plan	2 days	Fri 01-06-18	Mon 04-06-18
2.3	Creating financial plan	3 days	Tue 05-06-18	Thu 07-06-18
2.4	Developing quality plan	2 days	Fri 08-06-18	Mon 11-06-18
2.5	Creating acceptance plan	3 days	Tue 12-06-18	Thu 14-06-18
2.6	Developing communication plan	2 days	Fri 15-06-18	Mon 18-06-18
2.7	Milestone 2: Completion of planning phase	0 days	Thu 14-06-18	Thu 14-06-18
3	Execution phase of the project	59 days	Tue 19-06-18	Fri 07-09-18
3.1	Development of project prototype	9 days	Tue 19-06-18	Fri 29-06-18
3.2	Configuration plan	9 days	Mon 02-07-18	Thu 12-07-18
3.3	transferring data	5 days	Fri 13-07-18	Thu 19-07-18
3.4	Connecting with database	9 days	Fri 20-07-18	Wed 01-08-18
3.5	Query testing	6 days	Thu 02-08-18	Thu 09-08-18
3.6	Response time testing	4 days	Fri 10-08-18	Wed 15-08-18
3.7	Software testing	6 days	Thu 16-08-18	Thu 23-08-18
3.8	Acceptance testing	6 days	Fri 24-08-18	Fri 31-08-18
3.9	Data warehouse testing	4 days	Mon 03-09-18	Thu 06-09-18
3.10	Connection testing	1 day	Fri 07-09-18	Fri 07-09-18
3.11	Milestone 3:Completion of execution phase	0 days	Fri 07-09-18	Fri 07-09-18
4	Closure phase	4 days	Mon 10-09-18	Thu 13-09-18
4.1	Post project review	2 days	Mon 10-09-18	Tue 11-09-18
4.2	Sign off from the project stakeholders	1 day	Wed 12-09-18	Wed 12-09-18
4.3	Go live	1 day	Thu 13-09-18	Thu 13-09-18
4.4	Milestone 4: Completion of project closure phase	0 days	Thu 13-09-18	Thu 13-09-18

In order to manage the cost of the project, it is very much necessary for the project manager to focus on the cost related plan that is created by the project manager in the planning phase. The plan that is created after assumptions requires to be followed for tracking project budget.

WBS	Task Name	Duration	Start	Finish	Predecessors	Resource Names	Cost
0	Implementation of CRM system	94 days	Mon 07-05-18	Thu 13-09-18			$ 49,760.00
1	Project initiation phase	16 days	Mon 07-05-18	Mon 28-05-18			$ 8,320.00
1.1	Developing the business plan	4 days	Mon 07-05-18	Thu 10-05-18		Business analysts	$ 1,600.00
1.2	Identification of requirements	2 days	Fri 11-05-18	Mon 14-05-18	2	Project manager	$ 1,360.00
1.3	Cost benefit analysis	2 days	Tue 15-05-18	Wed 16-05-18	3	Business analysts	$ 800.00
1.4	Identifying activities of project	3 days	Thu 17-05-18	Mon 21-05-18	4	Project manager	$ 2,040.00
1.5	Project charter establishment	3 days	Tue 22-05-18	Thu 24-05-18	5	Project manager	$ 2,040.00
1.6	Team members appointment	2 days	Fri 25-05-18	Mon 28-05-18	6	Administration officer	$ 480.00
1.7	Milestone 1: Completion of project initiation phase	0 days	Mon 28-05-18	Mon 28-05-18	7		$ 0.00
2	Planning phase of the project	15 days	Tue 29-05-18	Mon 18-06-18			$ 7,080.00
2.1	Developing the project plan	3 days	Tue 29-05-18	Thu 31-05-18	7	Project manager	$ 2,040.00
2.2	Creating project resource plan	2 days	Fri 01-06-18	Mon 04-06-18	10	Business analysts	$ 800.00
2.3	Creating financial plan	3 days	Tue 05-06-18	Thu 07-06-18	11	Business analysts	$ 1,200.00
2.4	Developing quality plan	2 days	Fri 08-06-18	Mon 11-06-18	12	Administration officer	$ 480.00
2.5	Creating acceptance plan	3 days	Tue 12-06-18	Thu 14-06-18	13	Business analysts	$ 1,200.00
2.6	Developing communication plan	2 days	Fri 15-06-18	Mon 18-06-18	14	Project manager	$ 1,360.00
2.7	Milestone 2: Completion of planning phase	0 days	Thu 14-06-18	Thu 14-06-18	14	Project manager	$ 0.00
3	Execution phase of the project	59 days	Tue 19-06-18	Fri 07-09-18			$ 31,280.00
3.1	Development of project prototype	9 days	Tue 19-06-18	Fri 29-06-18	15	Graphical user interface deveoper,Programmer_2	$ 7,200.00
3.2	Configuration plan	9 days	Mon 02-07-18	Thu 12-07-18	18	Database developer	$ 3,600.00
3.3	transferring data	5 days	Fri 13-07-18	Thu 19-07-18	19	Database developer,Programmer_1	$ 4,000.00
3.4	Connecting with database	9 days	Fri 20-07-18	Wed 01-08-18	20	Database developer	$ 3,600.00
3.5	Query testing	6 days	Thu 02-08-18	Thu 09-08-18	21	Tester	$ 1,920.00
3.6	Response time testing	4 days	Fri 10-08-18	Wed 15-08-18	22	Tester	$ 1,280.00
3.7	Software testing	6 days	Thu 16-08-18	Thu 23-08-18	23	Tester, Administration officer	$ 3,360.00
3.8	Acceptance testing	6 days	Fri 24-08-18	Fri 31-08-18	24	Tester,Programmer_2	$ 4,320.00
3.9	Data warehouse testing	4 days	Mon 03-09-18	Thu 06-09-18	25	Tester	$ 1,280.00
3.10	Connection testing	1 day	Fri 07-09-18	Fri 07-09-18	26	Programmer_1,Tester	$ 720.00
3.11	Milestone 3:Completion of execution phase	0 days	Fri 07-09-18	Fri 07-09-18	27		$ 0.00
4	Closure phase	4 days	Mon 10-09-18	Thu 13-09-18			$ 3,080.00
4.1	Post project review	2 days	Mon 10-09-18	Tue 11-09-18	27	Project manager	$ 1,360.00
4.2	Sign off from the project stakeholders	1 day	Wed 12-09-18	Wed 12-09-18	30	Administration officer	$ 240.00
4.3	Go live	1 day	Thu 13-09-18	Thu 13-09-18	31	Database developer,Programmer_1, Project manager	$ 1,480.00
4.4	Milestone 4: Completion of project closure phase	0 days	Thu 13-09-18	Thu 13-09-18	32		$ 0.00

The resource sheet that is required within the project for managing the resources that are associated with the project are mainly reflected in the table that is provided below:

Resource Name	Type	Material Label	Initials	Group	Max. Units	Std. Rate	Ovt. Rate	Cost/Use	Accrue At	Base Calendar
Business analysts	Work		B		100%	$ 50.00/hr.	$ 0.00/hr.	$ 0.00	Prorated	Standard
Programmer_1	Work		P		100%	$ 50.00/hr.	$ 0.00/hr.	$ 0.00	Prorated	Standard
Programmer_2	Work		P		100%	$ 50.00/hr.	$ 0.00/hr.	$ 0.00	Prorated	Standard
Database developer	Work		D		100%	$ 50.00/hr.	$ 0.00/hr.	$ 0.00	Prorated	Standard
Graphical user interface developer	Work		G		100%	$ 50.00/hr.	$ 0.00/hr.	$ 0.00	Prorated	Standard
Tester	Work		T		100%	$ 40.00/hr.	$ 0.00/hr.	$ 0.00	Prorated	Standard
Administration officer	Work		A		100%	$ 30.00/hr.	$ 0.00/hr.	$ 0.00	Prorated	Standard

Risk	Description	Impact	Probability	Responsible person	Mitigation strategies
Budget shortfall	IF the project budget is not utilized properly then there are chances of budget shortfall which further can create lot of financial challenges for the organization.	High	High	Financial manager	In order to mitigate this issue, it is necessary to conduct earned vale analysis so that the budget of the project can be tracked as well as managed effectively.
Schedule slippage	If the schedule of the project are not managed then the chances of slippage of project schedule is quite high.	High	Medium	Project manager	In order to resolve this issue, it is very much necessary to track the schedule of the project effectively.
Improper management	If the project is not managed effectively then the project manager faces lot of issues and challenges in finishing the project on time	Medium	Medium	Hr. manager	It is necessary to hire experienced project manager for the project.
Inappropriate testing	If the project that is developed is not properly tested then it can create lot of technical issues.	High	High	Tester	It is essential to undertake for testing for analyzing that the development of the system is done appropriately.
Inappropriate configuration plan	If the configuration plan for the project is not developed properly then it create lot of technical challenges.	High	High	Administrator office, Database manager	T is very much essential to creating the configuration plan for the project quite effectively.
Inappropriate training	It is found that due to absence of appropriate training facility, the team members of the organization cannot able to finish the activities of the project quite effectively.				It is very much necessary to give proper facility of training to the team members of the project so that they can be able to finish the work of the project quite effectively.

Audience	Message	Frequency	Vehicle	Owner
Team members	Information associated with the scope of the project are elaborated.	Once	Face to face	Project manager
Project planner	Provide details about the status of time and cost of the project	Weekly	Face to face, conference	Project team leaders
Team leaders	The issues and challenges faced b the members of the team are discussed	Monthly	Email, conference.	Projects team members
Financial manager	The project manager discusses about the budget that is generally needed in order to complete the entire project on time.	Whenever needed	Email, face to face	Project manager

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