Project Plan And System Design Document For Enterprise Resource Planning System Development

1. Project Plan

1.1

The project is based on planning, designing and implementing and Enterprise resource planning system for ABC Pvt. Ltd. for integrating the entire business process. The new system will automate the existing processes thus saving a lot of time and money. ABC Pvt. Ltd. manufactures and supplies stationary goods across the country. There are almost 1000 employees in each branch and the company is growing as well. Therefore, in order to manage the work processes of the organization, development of an ERP system is proposed. The existing manual record keeping process of the organization is prone to human errors and will prevent data duplication as well. Data duplication is a persisting problem of manual record keeping as the person who is entering the data might not have a proper knowledge whether the data is already recorded or not. Furthermore, it becomes extremely difficult to keep a track of the items sold, ordered or processed in case of manual record keeping. Therefore, the project will be extremely advantageous to implement in ABC Pvt. Ltd.

The ERP implementation project will however need proper planning and designing of the system according to the requirements of the organization (Bassil, 2012). This is a bit complex project as enterprise resource planning software needs high level of accuracy and proper implementation as the entire process of sales is dependent on a software. Any error in the software might lead to erroneous data processing or data loss. Therefore, the project needs adequate implementation time and precision.

1.2

The project is expected to reduce the number of errors in manual data processing system. The Enterprise resource planning system is expected to resolve the existing issues persisting in the organization and is expected to contribute to the smooth business processing. Although the cost of implementation of the Enterprise Resource planning system is high it will provide eventually provide a cost effective solution to the organization by automating the entire process and reducing the need of manual labor (Matende & Ogao, 2013). Furthermore, the enterprise resource planning system to be developed will integrate the business processes of every branch of ABC Pvt. Ltd. thus increasing the data transparency. Therefore, the project is feasible and acceptable to consider for ABC Pvt. Ltd (Heagney, 2016).

1.1 Project background

1.3. 

The aim of this project is to develop a suitable Enterprise Resource Planning system for ABC Pvt. Ltd (Schwalbe, 2015).

The objectives of this project are as follows-

1. To identify the proper requirements for ERP implementation
2. To understand the need of ERP in ABC Pvt. Ltd.
3. To design a proper ERP system for ABC Pvt. Ltd.
4. To implement the ERP system in ABC Pvt. Ltd.

1.4.

The work breakdown structure of the project evaluates the different stages a project is needed to undergo for its successful completion. The following table gives an overview of the number of stages associated with the ERP implementation project of ABC Pvt. Ltd (Larson and Gray, 2013).

WBS	Task Name	Duration	Start	Finish
0	ERP Implementation	279 days	Thu 01-03-18	Tue 26-03-19
1	Project Starts	0 days	Thu 01-03-18	Thu 01-03-18
2	Planning	35 days	Thu 01-03-18	Wed 18-04-18
2.1	Planning the Project Work	10 days	Thu 01-03-18	Wed 14-03-18
2.2	Feasibility Study	20 days	Thu 15-03-18	Wed 11-04-18
2.3	Budget estimation	5 days	Thu 12-04-18	Wed 18-04-18
2.4	Drafting the Project Plan	0 days	Wed 18-04-18	Wed 18-04-18
3	Requirement Analysis	33 days	Thu 19-04-18	Mon 04-06-18
3.1	Analysis of Hardware and Software requirements	10 days	Thu 19-04-18	Wed 02-05-18
3.2	Evaluation of Human Resources	8 days	Thu 03-05-18	Mon 14-05-18
3.3	Evaluation of the Financial Resources	10 days	Tue 15-05-18	Mon 28-05-18
3.4	Analysis of the project Schedule	5 days	Tue 29-05-18	Mon 04-06-18
3.5	Drafting the requirements for approval	0 days	Mon 04-06-18	Mon 04-06-18
4	Designing	95 days	Tue 05-06-18	Mon 15-10-18
4.1	Designing the ERP to be implemented	15 days	Tue 05-06-18	Mon 25-06-18
4.2	Development of project design	10 days	Tue 26-06-18	Mon 09-07-18
4.3	Use case designing	5 days	Tue 10-07-18	Mon 16-07-18
4.4	design of class diagram	5 days	Tue 17-07-18	Mon 23-07-18
4.5	Designing the System interface of the Software	20 days	Tue 24-07-18	Mon 20-08-18
4.6	Designing the phase contingency for the project	10 days	Tue 21-08-18	Mon 03-09-18
4.7	Creation of a prototype for approval	30 days	Tue 04-09-18	Mon 15-10-18
4.8	Drafting the Report	0 days	Mon 15-10-18	Mon 15-10-18
5	Development/Implementation	37 days	Tue 16-10-18	Wed 05-12-18
5.1	software coding	20 days	Tue 16-10-18	Mon 12-11-18
5.2	inserting data on the database	10 days	Tue 13-11-18	Mon 26-11-18
5.3	linking the system with database	5 days	Tue 27-11-18	Mon 03-12-18
5.4	Project re-estimation (if required)	2 days	Tue 04-12-18	Wed 05-12-18
6	Testing	52 days	Thu 06-12-18	Fri 15-02-19
6.1	Developing the checklist	7 days	Thu 06-12-18	Fri 14-12-18
6.2	Interface testing	5 days	Mon 17-12-18	Fri 21-12-18
6.3	Unit testing	15 days	Mon 24-12-18	Fri 11-01-19
6.4	user acceptance testing	10 days	Mon 14-01-19	Fri 25-01-19
6.5	system testing	15 days	Mon 28-01-19	Fri 15-02-19
6.6	System ready for release	0 days	Fri 15-02-19	Fri 15-02-19
7	Maintenance	27 days	Mon 18-02-19	Tue 26-03-19
7.1	System Installation	5 days	Mon 18-02-19	Fri 22-02-19
7.2	Training the Users	7 days	Mon 25-02-19	Tue 05-03-19
7.3	User testing	5 days	Wed 06-03-19	Tue 12-03-19
7.4	System handover	2 days	Wed 13-03-19	Thu 14-03-19
7.5	Payment Completion	2 days	Fri 15-03-19	Mon 18-03-19
7.6	Resource Release	5 days	Tue 19-03-19	Mon 25-03-19
7.7	Client Sign off	1 day	Tue 26-03-19	Tue 26-03-19
8	Project Ends	0 days	Tue 26-03-19	Tue 26-03-19

Table 1: Representing the Work breakdown Structure of the Project

The above table is representing the different stages of the project ERP implementation associated with ABC Pvt. Ltd. The scheduled of the project including the start date might change according to the requirements of the project. The project implementation will start only after the approval of the project plan. The WBS of the project is represented in pictorial form below-

                                                     

Figure 1: Representing the Work Breakdown Structure of the project

(Source: created by author using WBS Schedule Pro and MS Project)

The ERP implementation is a complex project and therefore, it requires adequate precision in implementation. Testing phase plays a major role in successful completion of the project and is very necessary to perform the system testing phase as if any bug is detected in this phase, it can be easily rectified before the project launch (Kerzner & Kerzner, 2017). The work breakdown structure represented above defines the works that are needed to be performed in order to achieve the project deliverables.

1.5.

The project timeline is important to communicate the essential milestone associated with a project. The following project timeline provides an outline of the major deliverables of the project ERP implementation in chronological sequence.

 

Task Name	Duration	Start	Finish
ERP Implementation	279 days	Thu 01-03-18	Tue 26-03-19
Project Starts	0 days	Thu 01-03-18	Thu 01-03-18
Planning	35 days	Thu 01-03-18	Wed 18-04-18
Planning the Project Work	10 days	Thu 01-03-18	Wed 14-03-18
Feasibility Study	20 days	Thu 15-03-18	Wed 11-04-18
Budget estimation	5 days	Thu 12-04-18	Wed 18-04-18
Drafting the Project Plan	0 days	Wed 18-04-18	Wed 18-04-18
Requirement Analysis	33 days	Thu 19-04-18	Mon 04-06-18
Analysis of Hardware and Software requirements	10 days	Thu 19-04-18	Wed 02-05-18
Evaluation of Human Resources	8 days	Thu 03-05-18	Mon 14-05-18
Evaluation of the Financial Resources	10 days	Tue 15-05-18	Mon 28-05-18
Analysis of the project Schedule	5 days	Tue 29-05-18	Mon 04-06-18
Drafting the requirements for approval	0 days	Mon 04-06-18	Mon 04-06-18
Designing	95 days	Tue 05-06-18	Mon 15-10-18
Designing the ERP to be implemented	15 days	Tue 05-06-18	Mon 25-06-18
Development of project design	10 days	Tue 26-06-18	Mon 09-07-18
Use case designing	5 days	Tue 10-07-18	Mon 16-07-18
design of class diagram	5 days	Tue 17-07-18	Mon 23-07-18
Designing the System interface of the Software	20 days	Tue 24-07-18	Mon 20-08-18
Designing the phase contingency for the project	10 days	Tue 21-08-18	Mon 03-09-18
Creation of a prototype for approval	30 days	Tue 04-09-18	Mon 15-10-18
Drafting the Report	0 days	Mon 15-10-18	Mon 15-10-18
Development/Implementation	37 days	Tue 16-10-18	Wed 05-12-18
software coding	20 days	Tue 16-10-18	Mon 12-11-18
inserting data on the database	10 days	Tue 13-11-18	Mon 26-11-18
linking the system with database	5 days	Tue 27-11-18	Mon 03-12-18
Project re-estimation (if required)	2 days	Tue 04-12-18	Wed 05-12-18
Testing	52 days	Thu 06-12-18	Fri 15-02-19
Developing the checklist	7 days	Thu 06-12-18	Fri 14-12-18
Interface testing	5 days	Mon 17-12-18	Fri 21-12-18
Unit testing	15 days	Mon 24-12-18	Fri 11-01-19
user acceptance testing	10 days	Mon 14-01-19	Fri 25-01-19
system testing	15 days	Mon 28-01-19	Fri 15-02-19
System ready for release	0 days	Fri 15-02-19	Fri 15-02-19
Maintenance	27 days	Mon 18-02-19	Tue 26-03-19
System Installation	5 days	Mon 18-02-19	Fri 22-02-19
Training the Users	7 days	Mon 25-02-19	Tue 05-03-19
User testing	5 days	Wed 06-03-19	Tue 12-03-19
System handover	2 days	Wed 13-03-19	Thu 14-03-19
Payment Completion	2 days	Fri 15-03-19	Mon 18-03-19
Resource Release	5 days	Tue 19-03-19	Mon 25-03-19
Client Sign off	1 day	Tue 26-03-19	Tue 26-03-19
Project Ends	0 days	Tue 26-03-19	Tue 26-03-19

Table 2: Representing the Project Timeline

(The project milestone are marked in green)

The Gantt chart showing a pictorial representation of the Project Timeline is shown below-

                                                                   

1.2 Project Scope

Figure 2: Representing the Gantt chart of the shifting project

(Source: Generated by Author using MS project)

Since the Project is following a waterfall approach, end of each task marks the beginning of the next (Saxena & Upadhyay 2016). The project will be following a planned approach; however, if required, the project might include certain changes while its implementation.

1.6. 

The successful implementation of the project depends on the proper evaluation of the project plan and approval of the project design. For development of a proper design it is essential to evaluate the requirements of the project, and therefore, the project success is largely dependent on the requirement analysis phase of the project. Furthermore, since the project will be following a waterfall approach, every stages of the project will depend on the previous phase (McCormick, 2012).

2. System Design Document 

2.1

The project aims at development of an integrated ERP system for ABC Pvt. Ltd. that will operate in real time. Integration of all the processes running within the organization will be possible only if a common database is maintained that will support all the application. The system shall include an administrative portal, data update and data delete option. The portal will allow only authorized users in accessing the system as a necessary security measure. The system interference shall be simple so that it can be easily operated by the employees of the ABC Pvt. Ltd.  Development of a transactional database is another major project requirement. The system shall include a search option for easy query and report generation. Furthermore, the system shall incorporate automated mail generation and instant messaging to keep the management informed about the number of orders processed. This is a part of workflow management that includes logical data flow and data updates to the senior management of the organization. The interface of ERP system shall include the read only data processing option for preventing data duplication (Tsai et al., 2012).

2.2. Constraints and Assumptions

2.2.1

The system constraints of the Enterprise Resource Planning system that is to be developed for ABC Pvt. Ltd are as follows-

1. Every processes running within the organization will be automated by the implementation of this ERP system. However, the system might subject to malfunctioning, leading to erroneous data processing. The malfunctioning of the ERP system might occur due a fault in software implementation (Leon, 2014).
2. The ERP system to be developed will be subjected to proper maintenance for maintaining its proper functionality (Shaul & Tauber, 2013).
3.  The success of the project will largely depend on the proper formulation of the project plan and evaluation of the project requirements.

1.3 Aims and Objectives

2.2.2.

The assumptions of the project are as follows-

1. It is assumed that the project requirements are properly analyzed prior to development of project plan.
2. It is assumed that a proper project environment is set prior to the project implementation
3. It is assumed that the project can be successfully completed within the set budget.
4. It is assumed that the resource allocation of the project is properly done.
5.  It is assumed that the time allocated for the project is adequate for its successful completion.
6. It is assumed that the business will be benefited by the implementation of the enterprise resource planning system (Matende & Ogao, 2013).

These are the basic constraints and assumptions associated with this project. The chosen waterfall methodology of the project is considered to be the correct approach of project implementation.

2.3.  

The resources required for the ERP implementation project are as follows-

1. The major resource requirement of the project is development of the project team for successful project implementation
2. Different hardware and software requirements for ERP implementation
3. Allocation of work force according to the different project stages.

2.4.  

The ERP system to be developed for ABC Pvt. Ltd. is expected to integrate all the business processes running within the organization (Almutairi, 2015). The ERP system to be developed will organize and integrate the different functional areas of the organization such as logistics, production, finance and accounting. Furthermore, the ERP to be developed is expected to make optimum use of organizational resources. The entire system will be integrated and will incorporate one database, one application and one user interface for easy access of the system. The diagrammatic representation of the ERP system is shown below-

                                                                       

Figure 3: Representing the ERP system to be implemented

(Source: Yang, Liang & Avgeriou, 2016)

The above figure gives a clear idea of the different processes that the enterprise resource planning system will manage in ABC Pvt. Ltd. The design of the ERP shall be very simple and efficient.

The project design phase will further evaluate the use case and class diagram developed for the enterprise resource planning system to understand the functionality of ERP system (Mir & Pinnington, 2014).

The system design document for the project is essential to develop as it gives an overview of the system to be developed in an architectural level. It gives a clear idea of the services, hardware and software requirements and the design of a product. The system design document for the ERP implementation project outlines the project requirements, constraints associated with the project, the resource requirements and a detailed overview of the system to be developed. The system design document will provide a clear idea of the project requirements and the system is to be delivered after the successful implementation of the project.

References:

Almutairi, M. K. M. (2015). Enterprise resource Planning ERP.

Bassil, Y. (2012). A simulation model for the waterfall software development life cycle. arXiv preprint arXiv:1205.6904.

Heagney, J. (2016). Fundamentals of project management. AMACOM Div American Mgmt Assn.

Kerzner, H., & Kerzner, H. R. (2017). Project management: a systems approach to planning, scheduling, and controlling. John Wiley & Sons.

Larson, E.W. and Gray, C., (2013). Project management: The managerial process with MS project. McGraw-Hill.

Leon, A. (2014). Enterprise resource planning. McGraw-Hill Education.

Matende, S., & Ogao, P. (2013). Enterprise resource planning (ERP) system implementation: a case for user participation. Procedia Technology, 9, 518-526.

McCormick, M. (2012). Waterfall vs. Agile methodology. MPCS, N/A.

Mir, F. A., & Pinnington, A. H. (2014). Exploring the value of project management: linking project management performance and project success. International journal of project management, 32(2), 202-217.

Saxena, A., & Upadhyay, P. (2016). Waterfall vs. prototype: Comparative study of sdlc. Imperial Journal of Interdisciplinary Research, 2(6).

Schwalbe, K., (2015). Information technology project management. Cengage Learning.

Shaul, L., & Tauber, D. (2013). Critical success factors in enterprise resource planning systems: Review of the last decade. ACM Computing Surveys (CSUR), 45(4), 55.

Tsai, W. H., Lee, P. L., Shen, Y. S., & Lin, H. L. (2012). A comprehensive study of the relationship between enterprise resource planning selection criteria and enterprise resource planning system success. Information & Management, 49(1), 36-46.

Yang, C., Liang, P., & Avgeriou, P. (2016). A survey on software architectural assumptions. Journal of Systems and Software, 113, 362-380