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].
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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Cagliano, A.C., Grimaldi, S. and Rafele, C., 2015. Choosing project risk management techniques. A theoretical framework. Journal of Risk Research, 18(2), pp.232-248.
Carvalho, M.M.D. and Rabechini Junior, R., 2015. Impact of risk management on project performance: the importance of soft skills. International Journal of Production Research, 53(2), pp.321-340.
Espinoza, R.D., 2014. Separating project risk from the time value of money: A step toward integration of risk management and valuation of infrastructure investments. International Journal of Project Management, 32(6), pp.1056-1072.
Harris, E., 2017. Strategic project risk appraisal and management. Routledge.
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Marcelino-Sádaba, S., Pérez-Ezcurdia, A., Lazcano, A.M.E. and Villanueva, P., 2014. Project risk management methodology for small firms. International journal of project management, 32(2), pp.327-340.
Pritchard, C.L. and PMP, P.R., 2014. Risk management: concepts and guidance. Auerbach Publications.
Sadgrove, K., 2016. The complete guide to business risk management. Routledge.
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Wu, D.D., Chen, S.H. and Olson, D.L., 2014. Business intelligence in risk management: Some recent progresses. Information Sciences, 256, pp.1-7.
Yeh, R.Y., Farre, M.J., Stalter, D., Tang, J.Y., Molendijk, J. and Escher, B.I., 2014. Bioanalytical and chemical evaluation of disinfection by-products in swimming pool water. water research, 59, pp.172-184.
Zhao, X., Hwang, B.G. and Phng, W., 2014. Construction project risk management in Singapore: resources, effectiveness, impact, and understanding. KSCE Journal of Civil Engineering, 18(1), pp.27-36.
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