ITC505 ICT Project Management

Answer:

Project Objectives

The primary objectives of the project are:

To identify the network hardware, software, database and applications required for developing the website application for the researcher center

To design and develop the website, in accordance to the specific requirements identified in the requirement analysis phase, within a time period of 8 months and a budget of AUD 50000.00.

To make a working website available to the center that would provide the general mass with valuable information regarding the research projects currently being conducted at the institution.

However, it is worth mentioning that the project would not include the regular update of research related contents/

information on the web application.

Measurable Organization Value (MOV)

Th website application should be completed by Fri 10-11-17
The newly developed website should be visited by at least 10,000 people within 45 days of its commissioning
The cost of the project should not exceed AUD 50000.00 and the project should not last longer than 8 months.
The website should increase the number of persons accessing the information regarding the center by attest 10 percent
The development of the website should increase the amount of funds donated to the research center by attest 20 percent.

Acceptance Criteria

The website being deigned would include all the functionalities identified during the requirement analysis phase
The website being developed would provide the target audience with all necessary information regarding the projects being conducted at the center
The website is accessible through all well-known browser applications
The application would allow the users to update project information on the website
The intranet accounts associated with the website would be secured through appropriate security mechanisms
All deliverables identified during the planning phase is available to the client on the due date. As for example, scope statement should be submitted by Fri 21-04-17, all test documents to be submitted by Fri 06-10-17 and the final website should go live by Fri 10-11-17
The following milestones have been followed during the project lifecycle:

Task Name	Milestone date Save Time On Research and Writing Hire a Pro to Write You a 100% Plagiarism-Free Paper. Get My Paper
Web application project for researcher centre	Fri 10-11-17
Project starts	Mon 10-04-17
Research And Planning Phase	Thu 04-05-17
Requirement Gathering and Analysis of The Project	Fri 21-04-17
Creating the project scope document	Fri 21-04-17
Project Planning	Thu 04-05-17
Developing the Project Plans (project charter)	Thu 04-05-17
Conducting the kick off meeting	Thu 04-05-17
Solution Design Phase	Fri 18-08-17
Procurement	Fri 26-05-17
Developing the Site-map the website	Fri 09-06-17
Creating the website Wire-frame	Fri 23-06-17
Designing the Database	Fri 11-08-17
Develop the Requirement Specification	Fri 18-08-17
Developing of the Admin Login Sections	Tue 05-09-17
Admin Settings development	Fri 08-09-17
Content Manager settings development	Tue 05-09-17
Member Manager settings development	Fri 08-09-17
TESTING
Internal Testing (Functional/Security)	Fri 15-09-17
User Acceptance Test	Fri 29-09-17
Developing test reports	Fri 06-10-17
GO LIVE	Fri 10-11-17
Deployment Activities	Fri 27-10-17
Uploading Files/ Contents	Fri 27-10-17
Setup Database	Fri 13-10-17
Copy Database	Fri 20-10-17
Other Miscellaneous Setting Activities	Fri 10-11-17
Project ends	Fri 10-11-17

Assumptions and Constraints

The feasibility study and financial analysis of the project has already been completed
The project is being funded by the higher authorities of the research center
The project has to be completed within a time period of 8 months and a budget of AUD 50000.00.
The users would be responsible for updating the details of their projects on the website

Stakeholder List

The stakeholders associated with the project are:

The managerial authorities of the reassert center, as they are the sole sponsor of the project
The project personnel associated with the feasibility study and financial analysis
The project manager
The account manager
The website development team
The database designing team
The system testing team
The scholars conducting research at the institute under consideration
Members of the executive board

Lessons Learned

The following lessons have been learnt from the project:

Any project should be commenced with only after the results of the feasibility study and financial analysis of the project are positive
Strict adherence to project plan and budget is essential
Team meetings act as an important tool of communication
Appropriate methods should be utilized for evaluating the outcomes of the project

Charter Sign off

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Communications Plan

Plan Purpose

The communication plan being discussed in the following section of the report have been developed primarily with the aim of formalizing the tools and techniques to be utilized in communicating with all the members/ stakeholders of the project team. It is worth mentioning that the plan supports both upwards and downwards communication strategies.

Communication plan

Sl. no	Stakeholder	Information to be shared	Frequency of information exchange	Location of information exchange	Purpose of communication	Mechanism for communication
1	The managerial authorities of the reassert center	Progress reports of the project	Once in each month	Administrative office of the research center	To communicate the progress made by the team	Physical meeting
2	The project manager	Progress reports of the project	Once in each week	Project manager’s office	To highlight the weekly progress of the project	Physical meetings and emails
3	The account manager	Information to be uploaded in the website	Once, before commissioning the project	NA	To facilitate the content development phase	Detailed reports
4	The project team (website development, data base designing, testing team)	Any changes requested by the client	As and when required	Project manager’s office	To highlight any deviation from the initial project plan	Physical meetings and official reports

Change management

In case changes are to be included in the project (in terms of project schedule, scope or resources), the process outlined in the following section has to be followed:

Step 1: Change request documentation: The changes requested by the stakeholders associated with the project have to be documented in a formal manner, indicating the reason behind making the request, the possible outcomes of the changes and the effect of including the changes on the progress so far made in the project. The documents have to submitted to the project manager through appropriate channels.

Step 2: Decision making: The project manager, along with the other members of the executive board has to take decision regarding the inclusion of the change based on the information included in the change request document.

Step 4: Communicating the decision: The last step of the process is essentially associated with communicating the outcomes of the change request process. In case, decisions are made in favor of the change request, the same has to be communicated to all the stakeholders in an appropriate manner. On the other hand, unfavorable decisions would be communicated to be the proposer only.

Meeting agenda

Team meetings would be conducted throughout the lifecycle of the project according to the following rules:

Team meetings would be conducted once in 15 days and participation in the meetings is mandatory for all members of the project
Team meetings would be held on Monday mornings between 10 to 12 am. The agendas of each of these meetings would be mailed to each of the project team members at least 4 days before each meeting.
The discussions made during each meeting would be documented in form of meeting minutes and would be mailed to each project team member within 1 working day of the meeting.
The progress made by the project team with respect to working on the decisions taken during each meeting have to be reported within the next 15 days.

Work Breakdown Structure

The Work breakdown structure of the project is as follows:

Wbs	Task Name
1	Project Starts
2	Research and Planning Phase
2.1	Requirement Gathering and Analysis of The Project
2.1.1	Creating the Project Scope Document
2.2	Project Planning
2.2.1	Developing the Project Plans (Project Charter)
2.2.2	Conducting the Kick Off Meeting
3	Solution Design Phase
3.1	Procurement
3.1.1	Identification of The Hardware and Software Elements Required for The Project
3.1.2	Identifying the Vendors Capable of Supplying the Elements
3.1.3	Procurement of Elements
3.2	Developing the Site-Map the Website
3.2.1	Creating the Website Site-Map
3.2.2	Creating the Website Site-Map Documents
3.3	Creating the Website Wire-Frame
3.3.1	Creating the Front-End Wire-Frames of The Web Application
3.3.2	Creating Back End Wire-Frames of The Web Application
3.4	Designing the Database
3.4.1	Developing the Database Schema
3.4.2	Creating the Database
3.4.3	Documenting the Database Schema Document
3.5	Develop the Requirement Specification
3.5.1	Creating the SRS Document
4	Designing the Layout of The Database
4.1	Developing the Home Page
4.2	Developing the Content Pages
4.3	Developing the Project Information Pages
5	Development of The Front End of The Website
5.1	Developing the Home Section
5.2	Developing the Basic Search
5.3	Developing the Advanced Search
5.4	Developing the Project Listing Section
6	Development of The Back End of The Website
6.1	Developing of The Admin Login Sections
6.2	Admin Settings Development
6.3	Content Manager Settings Development
6.4	Member Manager Settings Development
7	Testing
7.1	Internal Testing (Functional/Security)
7.1.1	Functional Testing
7.1.2	Security Testing
7.2	User Acceptance Test
7.3	Developing Test Reports
8	Go Live
9	Deployment Activities
9.1	Uploading Files/ Contents
9.2	Setup Database
9.3	Copy Database
10	Other Miscellaneous Setting Activities
11	Project Ends

The estimated schedule and budget of the project is as follows:

WBS	Task Name	Duration	Start	Finish	Predecessors	Resource Names	Cost
0	Web application project for researcher centre	155 days	Mon 10-04-17	Fri 10-11-17			$49,434.00
1	Project starts	0 days	Mon 10-04-17	Mon 10-04-17		Project Manager	$0.00
2	RESEARCH AND PLANNING PHASE	19 days	Mon 10-04-17	Thu 04-05-17			$17,344.00
2.1	Requirement Gathering and Analysis of The Project	10 days	Mon 10-04-17	Fri 21-04-17			$13,024.00
2.1.1	Creating the project scope document	10 days	Mon 10-04-17	Fri 21-04-17	1	Project Manager, project team member 1, Fringe [1]	$13,024.00
2.2	Project Planning	9 days	Mon 24-04-17	Thu 04-05-17			$4,320.00
2.2.1	Developing the Project Plans (project charter)	9 days	Mon 24-04-17	Thu 04-05-17	4	Project Manager, Project team member 2	$4,320.00
2.2.2	Conducting the kick off meeting	0 days	Thu 04-05-17	Thu 04-05-17	6	Project Manager	$0.00
3	SOLUTION DESIGN PHASE	76 days	Fri 05-05-17	Fri 18-08-17			$13,050.00
3.1	Procurement	16 days	Fri 05-05-17	Fri 26-05-17			$4,250.00
3.1.1	Identification of the hardware and software elements required for the project	5 days	Fri 05-05-17	Thu 11-05-17	7	IT Consultant	$1,200.00
3.1.2	Identifying the vendors capable of supplying the elements	4 days	Fri 12-05-17	Wed 17-05-17	10	project team member 1, Project team member 2	$960.00
3.1.3	Procurement of elements	7 days	Thu 18-05-17	Fri 26-05-17	11	Hardware elements [1], Project team member 2, Software and licensing [1]	$2,090.00
3.2	Developing the Site-map the website	10 days	Mon 29-05-17	Fri 09-06-17			$1,600.00
3.2.1	Creating the Website Site-map	5 days	Mon 29-05-17	Fri 02-06-17	12	Web developer	$800.00
3.2.2	Creating the Website Site-map Documents	5 days	Mon 05-06-17	Fri 09-06-17	14	Web developer	$800.00
3.3	Creating the website Wire-frame	10 days	Mon 12-06-17	Fri 23-06-17			$1,600.00
3.3.1	Creating the Front-End Wire-frames Of the Web application	5 days	Mon 12-06-17	Fri 16-06-17	15	Web developer	$800.00
3.3.2	Creating Back End Wire-frames Of the Web application	5 days	Mon 19-06-17	Fri 23-06-17	17	Web developer	$800.00
3.4	Designing the Database	35 days	Mon 26-06-17	Fri 11-08-17			$4,800.00
3.4.1	developing the Database Schema	10 days	Mon 26-06-17	Fri 07-07-17	18	Data base developer	$1,600.00
3.4.2	Creating the Database	20 days	Mon 10-07-17	Fri 04-08-17	20	Content developer	$3,200.00
3.4.3	Documenting the Database Schema Document	5 days	Mon 07-08-17	Fri 11-08-17	21		$0.00
3.5	Develop the Requirement Specification	5 days	Mon 14-08-17	Fri 18-08-17			$800.00
3.5.1	Creating the SRS document	5 days	Mon 14-08-17	Fri 18-08-17	22	Content developer	$800.00
4	DESIGNING THE LAYOUT OF THE DATABASE	3 days	Mon 21-08-17	Wed 23-08-17			$1,440.00
4.1	Developing the Home Page	3 days	Mon 21-08-17	Wed 23-08-17	24	Web developer	$480.00
4.2	Developing the Content Pages	3 days	Mon 21-08-17	Wed 23-08-17	24	Web developer	$480.00
4.3	Developing the project information pages	3 days	Mon 21-08-17	Wed 23-08-17	24	Web developer	$480.00
5	DEVELOPMENT OF THE FRONT END OF THE WEBSITE	6 days	Thu 24-08-17	Thu 31-08-17			$1,280.00
5.1	Developing the Home Section	2 days	Thu 24-08-17	Fri 25-08-17	28	Web developer	$320.00
5.2	Developing the Basic Search	2 days	Thu 24-08-17	Fri 25-08-17	28	Web developer	$320.00
5.3	Developing the Advanced Search	2 days	Mon 28-08-17	Tue 29-08-17	31	Web developer	$320.00
5.4	Developing the Project Listing Section	2 days	Wed 30-08-17	Thu 31-08-17	32	Web developer	$320.00
6	DEVELOPMENT OF THE BACK END OF THE WEBSITE	6 days	Fri 01-09-17	Fri 08-09-17			$1,920.00
6.1	Developing of the Admin Login Sections	3 days	Fri 01-09-17	Tue 05-09-17	33	Web developer	$480.00
6.2	Admin Settings development	3 days	Wed 06-09-17	Fri 08-09-17	35	Web developer	$480.00
6.3	Content Manager settings development	3 days	Fri 01-09-17	Tue 05-09-17	33	Web developer	$480.00
6.4	Member Manager settings development	3 days	Wed 06-09-17	Fri 08-09-17	37	Web developer	$480.00
7	TESTING	20 days	Mon 11-09-17	Fri 06-10-17			$5,600.00
7.1	Internal Testing (Functional/Security)	5 days	Mon 11-09-17	Fri 15-09-17			$2,400.00
7.1.1	Functional Testing	5 days	Mon 11-09-17	Fri 15-09-17	38,36,27,26,30	System tester	$1,200.00
7.1.2	Security Testing	5 days	Mon 11-09-17	Fri 15-09-17	38	System tester	$1,200.00
7.2	User Acceptance Test	10 days	Mon 18-09-17	Fri 29-09-17	41,42	System tester	$2,400.00
7.3	Developing test reports	5 days	Mon 02-10-17	Fri 06-10-17	43	Content developer	$800.00
8	GO LIVE	25 days	Mon 09-10-17	Fri 10-11-17			$8,800.00
8.1	Deployment Activities	15 days	Mon 09-10-17	Fri 27-10-17			$6,400.00
8.1.1	Uploading Files/ Contents	15 days	Mon 09-10-17	Fri 27-10-17	44	Sonia Reed (application manager)	$4,800.00
8.1.2	Setup Database	5 days	Mon 09-10-17	Fri 13-10-17	44	Data base developer	$800.00
8.1.3	Copy Database	5 days	Mon 16-10-17	Fri 20-10-17	48	Data base developer	$800.00
8.2	Other Miscellaneous Setting Activities	10 days	Mon 30-10-17	Fri 10-11-17	47,49	project team member 1, Project team member 2	$2,400.00
9	Project ends	0 days	Fri 10-11-17	Fri 10-11-17	50	Project Manager	$0.00

A Time-Phased Budget of the Project

The budgetary calculations of the project have been depicted in the above section of the report. In this section of the report, discussions would be made on the assumptions and constraints utilized for developing the budget.

Assumptions

The wages and salaries of the project team members are the following:

Resource Name	Type	Material Label	Initials	Group	Max. Units	Std. Rate	Ovt. Rate	Cost/Use	Accrue At	Base Calendar
Sonia Reed (application manager)	Work		S		100%	$40.00/hr	$0.00/hr	$0.00	Prorated	Standard
Project Manager	Work		P		100%	$45.00/hr	$85.00/hr	$0.00	Prorated	Standard
IT Consultant	Work		I		400%	$30.00/hr	$45.00/hr	$0.00	Prorated	Standard
Web developer	Work		W		500%	$20.00/hr	$40.00/hr	$0.00	Prorated	Standard
Data base developer	Work		D		300%	$20.00/hr	$35.00/hr	$0.00	Prorated	Standard
System tester	Work		S		300%	$30.00/hr	$40.00/hr	$0.00	Prorated	Standard
Content developer	Work		C		100%	$20.00/hr	$30.00/hr	$0.00	Prorated	Standard
project team member 1	Work		p		100%	$15.00/hr	$50.00/hr	$0.00	Prorated	Standard
Project team member 2	Work		P		100%	$15.00/hr	$50.00/hr	$0.00	Prorated	Standard

The resources associated with the project would work for 5 days a week, 8 hours a day. They would not be encouraged to work for additional hours.

The budget would include the salaries of the entire project tea along with a fringe cost.
Following are the costs associated with the materials procured for the project:

Resource Name	Type	Material Label	Initials	Group	Max. Units	Std. Rate	Ovt. Rate	Cost/Use	Accrue At	Base Calendar
Hardware elements	Material		H			$250.00		$0.00	Prorated
Software and licensing	Material		S			$1,000.00		$0.00	Prorated

Constraints

The constraints associated with the project are:

The total project had to be completed within a budget of AUD 50000 and a time span of 8 months
The fringe amount has to be calculated at a rate of 2 percent of the total cost associated with the project.

The entire project plan and budgeting activity has been completed based on the experience gathered from working on similar projects in the past. Thus, the level of confidence (on the effective execution of the project according to the plan) is considerably high.

Known Knowns and Known Unknowns of the Project

The known knowns and the know unknowns of the project are being tabulated below:

Type	Factor	Budgeting strategy
Known Knowns	Salaries and wages of project team members	Included in the budget as the cost associated with each project activity
Known Unknowns	Cost required for procurement of hardware elements to be utilized in the project.	Estimated amount of 250.00 AUSD included in budget
Cost required for procurement of software elements and licenses to be utilized in the project.	Estimated amount of 1,000.00 AUSD included in budget
Additional cost required in the project	Included in the project in terms of cost associated with the project activity “Other Miscellaneous Setting Activities”

Risk Register of the Project

The following matrix provides an insight into the risks associated with the project.

RISK MANAGEMENT LOG					RISK MANAGEMENT LOG
Project Name:		Web application project for researcher centre					Project Name:	Web application project for researcher centre
Project Manager Name:	<required>					Project Manager Name:	<required>
Project Description:			<required>					Project Description:	<required>
ID	Current Status	Risk Impact	Probability of Occurrence	Risk Map	Risk Description	Project Impact	Risk Area	Symptoms	Triggers	Risk Response Strategy	Response Strategy
1	Closed	High	High	Closed	Technical difficulties	Project objectives would not be met	Technology	The project team experiences technical difficulties in designing and hosting the website	The project team members do not have much experience with the tools and technologies used in the project	Avoidance	Onyx resources having significant experience of working with the chosen tools and platforms would be recruited
2	Open	Medium	Medium	Yellow	High Staff turnover	The project might not be completed within the deadline in case skilled resources leave the same.	Project Management	Skilled human resources associated with the project resign from their positons in large numbers	Resources unhappy with pay/ prospects of the project	Avoidance	Develop legal contracts with resources before starting the project, thus restraining them from leaving the same within the estimated lifecycle.
3	Open	High	Low	Yellow	Scope creep: Client end requests for functionalities or features that ae not covered in the initial requirement phase	The project would take much longer to complete in case incorporation of the changes requested by the client demand restructuring/ redeveloping the website from scratch.	Overall Project Failure	Client suddenly makes requests of new sections to be added to the website	The changes requested by the client are out of the scope identified in planning stage	Avoidance	The client should be informed of the fact that the requested changes are out of scope of the project
4	Open	Medium	Low	Green	overscheduled project	project is completed much before the planned end date	Schedule	Project activities require much less time than expected	inefficient scheduling	Acceptance	utilize experience in next projects

Quality Management Plan

Team’s philosophy:

The quality management team associated with the project would be aimed at managing the project in a way such that that material and human resources of the project are harnessed in the most effective manner, thereby meeting all the project objectives in an efficient manner besides meeting the expectations of the stakeholder.

Quality Issues Related to the Project

The team associated with the project under consideration might experience the under mentioned quality issues:

Appropriate content: The website under consideration is being developed with the aim of sharing information associated with the major research projects being conducted at the center with the target users. Thus, the content of each sections of the website should be developed cautiously. Besides this, connectivity of the website with the database could also be one of the quality issues that the project team might have to deal with.
Responsiveness: The responsiveness of the website to all time sensitive activities (including search options and browsing from one section to the other) would be yet another factor that the project team has to look out for.
c. Search engine optimization practices: The quality assurance team has to ensure that the website has been designed according to all search engine optimization best practices, such that the users can easily locate it while searching.

Closure Checklist and Project Evaluation

The following checklist highlights the task that have to be completed before the closure of the project:

All project deliverables identified in the planning phase have been made available to the client
The deliverables have been accepted by the client
All functional and technical requirements have been met
Maintenance Plans have been established
All project documents have been archived
Knowledge transfer process completed
Lessons learnt from project have been documented
Project “wrap-up” meetings have been conducted
Project closure report has been documented
Project resources have been released

On the other hand, the following techniques would be utilized for the evaluation of the project:

Financial ratio methods: The finial ratio method is generally utilized to gain an insight into the cost effectiveness of any project. In case of the information technology project under consideration, the financial ratio method would be utilized to gain an idea of the benefits that would be available to the research center with the implementation of the website project.
Project reports: Final reports submitted by the project team would be utilized to evaluate the extent up to which the project has been successful in meeting the aim, objectives and scope determined in the planning stage, along with its rate of success in terms of being completed within the estimated time and budget.

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