Alexandria’s Gourmet Food was founded in 1992 with a retail food store in Australia, since then it could expand the business throughout the Australia. In merely two years started its own mail delivery of items at the doorstep and then slowly and slowly it continued to progress, and currently, it has 100 franchise business all over the country. Now the company with a view to expanding its base further has conceptualized to move from traditional business concept to on-line system. The company has visioned to expand business and customer base by allowing customers to book the food from the long list of items available in their shop and pay to confirm the order. In this manner, they will secure the payment before delivery. Now once the payment is done, then the delivery boy shall go and deliver the delicious food product at the doorstep. This can definitely add more customer satisfaction level and the increase in revenue generation. So with this point of view, all the board executives of Alexandria’s Gourmet Food have agreed principally for the project and the Project Charter is also approved.
The project ‘Gourmet Online’ is all about developing such an online system by which the Alexandria’s Gourmet Food can deliver the food to more customers with the ease of booking from their own place of comfort and get the doorstep delivery. Moreover, the company has a back office support team, who works mainly for the maintenance of the accounting system, shortlisting and selection of the new franchisee, recruitment of staffs, help in setting up the new stores for the new franchisees, managing the inventory for the supplied materials and consumables, warehouse functions and all IT related operations which are required to be interfaced with the newly developed system for an integrated approach to operation. So the new project needs to support these functions along with the log-in system for all new customers. The author shall act as the Project Manager of the said project and the software for the project shall be developed by ‘Sharp Software’ and the hardware required for the new project shall be procured using the normal contract procedure of request for quotations and according to the lowest bid, the hardware shall be selected. Providing the hardware, proper infrastructure and the high-security system to prevent it from any kind of cyber-attack is the full responsibility of the hardware supplier. All these terms are required to be covered well in the ‘Request for Proposal’ document from the beginning itself to avoid any kind of extra work or change order during the project phase. Since the purpose of RFP document in contract management is the first step which we are required to take to make our requirement clear to the probable supplier, the clarity in the RFP document needs to be maintained (Porter-Roth, 2002). And finally, for the testing of the system around 150 randomly selected customers along with some of the franchise centres shall also be used to assess the outcome of the project.
The goals of the “Gourmet-Online” project are to:
Internal Stakeholder (The Denver Foundation, 2017):
|
Name |
Role |
Contact Details |
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Joanne Davis |
CEO of Alexandria’s Gourmet Food Project Sponsor CIO of Alexandria’s Gourmet Food |
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Student’s Name |
Project Manager of Gourmet Online Project |
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William Johnnie |
Committee member of Franchise Owners |
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Dino Martin |
Head of IT Operations |
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Sheikh Mohammad |
Head of Logistic Department |
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Shatakshi B. |
Finance Team Member |
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Grihit B. |
Sales and Marketing Member |
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Sonu Nigam |
Customer service executive |
External Stakeholder (Surbhi, 2015):
|
Name |
Role |
Contact Details |
|
Anjan Dey |
Sharp Software Project Coordinator |
The areas of impact (Clarkson, 2012):
|
Rank 1 |
Financial |
By introducing the new project, the customer service will definitely improve and so the customer base will definitely increase, and it will have positive impact on the Alexandria’s Gourmet Food’s financial results |
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Rank 2 |
Customer |
This new ‘Gourmet Online’ project will definitely help in increasing the customer base and the business |
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Rank 3 |
Strategic |
This project will improve the strategic association with more franchise owners and their base |
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Rank 4 |
Operational |
The operation of the financial accounting system, recruitment of new franchise owners, expansion of shop base will become easy than now |
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Rank 5 |
Social |
This will improve the social status of the organization and help in enhancing the standard |
Value of this Project (Value Based Management, 2016):
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Do more |
This new project will definitely help the organization to expand and do more business and earn more revenues |
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Better |
This project by integrating some of the back office features, this will provide better service to the customers and easy to order and pay for the selected food item |
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Faster |
New proposed system will provide access to multiple customers at the same time and will help in booking food items more quickly and avoid to be in queue, so the all over system will become faster |
Metrics with time frame:
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Replace the existing system of inventory management & supplier management system with the new and advanced automatic repeat order system on the basis of stock availability |
From 01/July/2018 onwards |
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Addition of 25 new franchisee stores after the implementation of the project ‘Gourmet Online’ |
By 31/December /2020 (18 months from the project implementation date) |
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Increase in volume of customers (at least 75%) |
By 31/December /2020 (18 months from the project implementation date) |
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100% customer retention (existing), by improving the operation of system and providing the real-time price of all food products |
From 01/July/2018 onwards |
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Start providing service 24 X 7 throughout the year |
From 01/July/2018 onwards |
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Transaction rate will double from the current’s rate |
By 31/December /2020 (18 months from the project implementation date) |
The project ‘Gourmet Online’ shall be declared successful if the customers can log-in in the new system from 01/July/2018 onwards and be able to avail all the facilities as designed. Moreover, the increase in customer base can be declared successful if it increases by 75% from the existing and doubles the daily rate of transactions from the end of 2020 onwards. The success rate can be obtained if the continuous round the clock service could be provided to the customers from 01/July/2018.
The constraints of the “Gourmet-Online” project are:
The completion date of June, 30th 2018
The budget of $A 6 million
The project team makeup has been determined and is 7 full-time members and 2 part-time members as follows:
Project Manager (1) – Full-time
Business Analysts (2) – Full-time
Hardware Engineer (2) – Full-time
Security Engineer (1) – Full-time
Network Engineer (1) – Full-time
Accountant (1) – Part-time
Vendor Relationship Manager (1) – Part-time
The scope (Piscopo, 2017) of the project can be defined as the developing of the software system which is required for delivering the above-stated deliverables. The product-oriented scopes which shall be delivered are as below:
User registration: it shall be required to be done by the first time user or customer to register and document their address and phone number for the delivery of the food item, so that future promotional messages can be forwarded
Guest feature: this feature shall also provide the customer to book their order and pay online without doing registration and place order as a guest.
User-friendly: the system needs to be delivered user-friendly and the customers shall find the system very easy to book their choice online and get delivery at the doorstep.
Updated Status available: the status of the staff, food available on the basis of staff availability in each franchisee stores, real-time rates of the food items, approximate time of delivery at doorstep can be seen using the app or the system websites.
Large Database: it is required to be maintained for storing the data of all the customers and stores and their details for easy access and payment for the ordered food item.
High-security system: the newly developed system needs to be highly secured to prevent from any cyber-attack and malfunctioning to avoid customer’s dissatisfaction. Using the new system, the customer shall be able to make online payments for easy and
IT Architectural Plan: in the new system the user shall use the platform to place the order by selecting the food from the online available options, then the payment window will open up where the customer may choose to save the payment option or without saving the option they can go to checkout and pay the amount. Once the payment is received, the confirmation email with the expected time of delivery shall reach to the customer and the nearest available franchisee store will receive the order details and need to deliver the food item at doorstep before the provided time of delivery.
RFP process: the supply and integration of hardware required for the system, the infrastructure for the system and the security features of the system shall be selected on the basis of the traditional contractual type of floating the request for proposal document. Accordingly, the interested vendors shall provide the proposals with technical and commercial bids. After the bids are received, the Project Manager shall evaluate, negotiate and place the order to the selected vendor. The vendor needs to supply and integrate the hardware, infrastructure and security system of the software with the present back office facilities.
Requirements from the software: the software shall be developed by ‘Sharp Software’ and all the required features to provide customer satisfaction like the real-time rates, updates product list, balance time to deliver, payment received notification all such features are required to be designed by the Sharp Software for the Gourmet Online system.
Design and purchase of database as per the requirements: the database needs to be large enough with a huge data storage capacity to enable the storing of information related to all the individual log-in IDs, customers, bank details, franchisee’s details, payment details and other business details for the smooth performance of online transactions. So while designing the database, all the above considerations are required to be taken as the scope of developing the database. The database should be designed in a manner which can work with the existing system cohesively.
Outsourcing of the software development: the software required to develop the system and provide the desired facilities to the customers and Alexandria’s Gourmet Food franchisee owners and the store staffs to enable doing the business with ease and never face any black-out issues. The development work for such software is required to be outsourced due to non-availability of in-house staff that can fulfil such a high skill requirement. So the decision of outsourcing is advisable, but all the contractual terms and conditions are required to be finalized well with the Sharp Software to deliver the desired software on time, within the budgeted cost and the desired quality parameters and the maintenance of the developed system for the future use. So the Sharp Software shall be made responsible for the designing and developing the software along with the maintenance of the whole system after the implementation stage.
The Pilot test is required to be done: conducting the pilot tests after the designing and development of the system shall be covered under the scope of this project. During the test around 150 customers shall be selected on random basis along with few franchisee stores and the head office of the Alexandria’s Gourmet Food at NSW. The test is to be conducted to note the performance of the integrated system with the customer’s satisfaction level, ease of accepting the orders and delivering the food and back office activities shall be measured. In case of any finding, the system shall be reconfigured to fir the system requirement as per feedback.
Training needs identification and providing the training to the staffs: the training shall also be provided to the users and the franchisee staffs to use the system for providing the effective result.
Implementation of the system: after the designing and development of the system and the software is successfully pilot tested among the randomly selected customers and franchisee store it shall be now implemented throughout the Alexandria’s Gourmet Food stores. The designed web page shall be published online for the registration of the customers.
Back office system integration with the new system: the back office database system which conducts the finalisation of the new franchisee store, do all the marketing campaigning, then setting up a new store, all the required accounting systems, inventory management system, supplier management system, warehouse management system and other IT related system shall be synchronised with the project ‘Gourmet Online’.
Migration of data between both the systems: the scope of the project ‘Gourmet Online’ also includes the data migration from the traditional system to this new system.
Software development contract with Sharp Software: the software development contract shall be provided to Sharp Software on the basis of Design, Develop and Maintenance of the system. Even though the Sharp Software is well known and pre-booked vendor, but still the contract shall be finalized with all above terms and conditions.
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Scope Item: Developing the IT Architectural Plan |
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Task Name |
Deliverable |
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Prepare the Hardware architectural plan |
IT Architectural Plan |
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Prepare the Software architectural plan |
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Prepare the Security architectural plan |
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Prepare the Network architectural plan |
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Prepare the Database architectural plan |
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Scope Item: Develop the Scope Management Plan |
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Task Name |
Deliverable |
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Prepare the Scope Management Plan |
Scope Management Plan |
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Organize meetings to identify the requirements |
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Finalize the requirement of the Project |
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Define the Scope of the Project |
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Prepare the WBS to further divide the overall scope of the project |
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Scope Item: Develop the Time Management Plan |
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Task Name |
Deliverable |
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Prepare the Schedule Management Plan |
Level III Schedule of the project & Time Management Plan |
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Define the activities of the Project |
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Sequence the activities of the project |
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Estimate the resources required for completing the activities |
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Estimate the duration of the activities |
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Scope Item: Develop the Cost Management Plan |
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Task Name |
Deliverable |
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Prepare the Cost Management plan |
Project Budget Estimate |
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Estimate the cost of the project |
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Prepare the Budget |
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Scope Item: Develop the Risk Management Plan |
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Task Name |
Deliverable |
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Prepare the Risk Management Plan |
Updated Risk Register |
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Prepare the Risk Register with all threats & opportunities |
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Develop the Qualitative Analysis of the risks |
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Develop the Quantitative Analysis of the risks |
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Develop the Risk Response Plan of the identified risks |
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Scope Item: Develop the other required PM documents |
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Task Name |
Deliverable |
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Prepare the Communication Plan for managing the Stakeholders |
Communication Management Plan |
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Prepare the Contract Management Plan for placing orders to Sharp Software & hardware |
Contract Management Plan |
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Prepare the Human Resource Management Plan |
HR Management Plan |
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Scope Item: Human Resource Recruitment |
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Task Name |
Deliverable |
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Publish advertisement |
Provide the appointment letter to the selected team members |
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Receive the resumes |
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Analyse and shortlist the resumes according to their experience in similar project |
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Conduct interview |
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Negotiate & Select the candidates |
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Scope Item: Place Contract for Hardware, infrastructure and Security system |
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Task Name |
Deliverable |
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Prepare the Request for Proposal (RFP) document |
Issue Purchase Order to selected vendor for the design, develop and implement the system |
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Float the RFP document through Newspaper and Social media |
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Receive the proposals (Bids) |
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Evaluate the bids received |
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Shortlist the bidders & Negotiate with them |
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Finalize the bidder |
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Scope Item: Place contract for Software development & maintenance of the system to Sharp Software |
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Task Name |
Deliverable |
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Negotiate terms with Sharp Software |
Issuance of Contract to Sharp Software |
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Issue the Service Order request letter |
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Scope Item: Design the Software |
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Task Name |
Deliverable |
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Define the output of the software requirement |
Designing of the Software |
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Define the data flow |
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Develop the logic to get the desired output |
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Document the Program |
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Scope Item: Design the Database |
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Task Name |
Deliverable |
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Determine the entities/tables required to be included |
Complete the designing of database |
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Determine the attributes/fields required to be included |
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Identify & document the unique fields required |
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Set the relationships between tables |
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Normalize the design |
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Enter all the raw data |
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Scope Item: Design the security features |
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Task Name |
Deliverable |
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Define the required level of security feature |
Designing of security features |
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Design & Select the LAN / WLAN for providing a security protective information |
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Design the proper tools like Firewalls to protect the system |
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Scope Item: Purchase & procure the Hardware |
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Task Name |
Deliverable |
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Place order to the sub-vendors |
Deliver the Hardware system at Head Office, NSW |
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Receive product from sub-vendors |
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Assemble all received parts from sub-vendors |
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Test the assembled hardware system |
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Dispatch & Deliver the Hardware |
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Scope Item: Purchase & procure the IT infrastructure |
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Task Name |
Deliverable |
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Place order to the sub-vendors |
Deliver the IT Infrastructure system at Head Office, NSW |
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Receive product from sub-vendors |
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Assemble all received parts from sub-vendors |
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Test the assembled IT Infrastructure system |
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Dispatch & Deliver the IT Infrastructure |
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Scope Item: Purchase & procure the Security system |
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Task Name |
Deliverable |
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Procure LAN / WLAN for providing a security protective information |
Deliver the Security system at Head Office, NSW |
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Procure proper tools like Firewalls to protect the system |
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Conduct preliminary test |
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Scope Item: Purchase the Database |
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Task Name |
Deliverable |
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Finalise the tables with raw data to suit the requirement of new system |
Deliver the database at Head Office, NSW |
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Obtain approval on the type of database developed |
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Scope Item: Develop the System |
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Task Name |
Deliverable |
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Development of Software |
Development of the whole new system |
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Manage to obtain the integrity between client, server and the network system |
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Develop the proper Security system |
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Set up the IT Infrastructure |
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Set up the Hardware systems |
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Scope Item: Conduct Pilot Test |
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Task Name |
Deliverable |
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Prepare the procedure to conduct pilot test |
Complete conducting the pilot test |
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Obtain approval of procedure to conduct pilot test |
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Select 150 customers randomly |
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Select randomly franchisee store |
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Conduct the pilot test |
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Scope Item: Implement the system |
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Task Name |
Deliverable |
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Implement the Hardware |
Complete implementation of the new system |
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Implement the IT Infrastructure |
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Implement the Security System |
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Implement the software |
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Implement the Database |
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Scope Item: Integration with the back office system at NSW |
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Task Name |
Deliverable |
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Configure the old system as per the new system’s requirement |
Integration of the old & new system |
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Integrate the New system with the old one |
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Scope Item: Migration of the data from the old to new system |
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Task Name |
Deliverable |
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Develop the database system to accommodate the old data |
Complete the migration of old to new system |
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Transfer the data from old system to the new one |
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Scope Item: Train the Staffs |
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Task Name |
Deliverable |
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Prepare training manuals |
Complete providing training to all staffs |
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Obtain approval on the developed training manual |
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Provide training to the users / franchise store’s staffs |
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Scope Item: Closing & Evaluation of Gourmet Online Food Project |
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Task Name |
Deliverable |
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Document the lessons learned |
Completion of Gourmet Online Food Project |
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Evaluate the project outcomes |
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Document the project outcomes |
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Sl. No. |
Component (McConnell, 2011) |
Estimated Cost |
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1 |
Outsourced “Gourmet-Online” Software Development |
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|
1.1 |
Service contract to Sharp Software |
24.00 |
|
2 |
Gourmet-Online Software Implementation |
12.00 |
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3 |
Training (Alexandria’s Gourmet Food Corporate staff and Franchise Operators) |
12.00 |
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4 |
Hardware, network infrastructure and security components (RFP, purchase & implementation) |
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|
4.1 |
Common RFP process for all the three items |
14.40 |
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4.2 |
Purchase and Implementation of Hardware |
31.20 |
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4.3 |
Purchase and Implementation of IT Infrastructure |
31.20 |
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4.4 |
Purchase and Implementation of Security Components |
31.20 |
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5 |
Database (purchase & implementation) |
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5.1 |
Purchase Database |
19.20 |
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5.2 |
Implementation of Database |
4.80 |
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6 |
Migration of required existing Business Data |
12.00 |
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7 |
Project staff costs (Alexandria’s Corporate staff only) |
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7.1 |
Project Manager (Full-time – 1 No.) |
3.67 |
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7.2 |
Business Analysts – Full-time – 2 Nos. |
6.67 |
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7.3 |
Hardware Engineer (Full-time – 2 Nos.) |
6.00 |
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7.4 |
Security Engineer (Full-time – 1 No.) |
2.33 |
|
7.5 |
Network Engineer (Full-time – 1 No.) |
2.83 |
|
7.6 |
Accountant (Part-time – 1 No.) |
0.83 |
|
7.7 |
Vendor Relationship Manager (Part-time – 1 No.) |
1.67 |
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Sub Total |
||
|
8 |
Contingency @ 10% of Total |
24.00 |
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Total |
240 |
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WBS |
Task Name (Harrin, 2017) |
Duration |
Start |
Finish |
|
1 |
Gourmet Online Food Project |
195 days |
Mon 10/2/17 |
Fri 6/29/18 |
|
1.1 |
Planning activities for developing Gourmet Online Food Project |
72 days |
Mon 10/2/17 |
Tue 1/9/18 |
|
1.1.1 |
Developing the IT Architectural Plan |
21 days |
Mon 10/2/17 |
Mon 10/30/17 |
|
1.1.1.1 |
Deliverable: Project Charter approval obtained |
0 days |
Mon 10/2/17 |
Mon 10/2/17 |
|
1.1.1.2 |
Prepare the Hardware architectural plan |
5 days |
Mon 10/2/17 |
Fri 10/6/17 |
|
1.1.1.3 |
Prepare the Software architectural plan |
5 days |
Mon 10/9/17 |
Fri 10/13/17 |
|
1.1.1.4 |
Prepare the Security architectural plan |
3 days |
Mon 10/16/17 |
Wed 10/18/17 |
|
1.1.1.5 |
Prepare the Network architectural plan |
5 days |
Thu 10/19/17 |
Wed 10/25/17 |
|
1.1.1.6 |
Prepare the Database architectural plan |
3 days |
Thu 10/26/17 |
Mon 10/30/17 |
|
1.1.1.7 |
Deliverable: IT Architectural Plan |
0 days |
Mon 10/30/17 |
Mon 10/30/17 |
|
1.1.2 |
Develop the Scope Management Plan |
14 days |
Tue 10/31/17 |
Fri 11/17/17 |
|
1.1.2.1 |
Prepare the Scope Management Plan |
4 days |
Tue 10/31/17 |
Fri 11/3/17 |
|
1.1.2.2 |
Organize meetings to identify the requirements |
4 days |
Mon 11/6/17 |
Thu 11/9/17 |
|
1.1.2.3 |
Finalize the requirement of the Project |
4 days |
Wed 11/8/17 |
Mon 11/13/17 |
|
1.1.2.4 |
Define the Scope of the Project |
2 days |
Tue 11/14/17 |
Wed 11/15/17 |
|
1.1.2.5 |
Prepare the WBS to further divide the overall scope of the project |
2 days |
Thu 11/16/17 |
Fri 11/17/17 |
|
1.1.2.6 |
Deliverable: Scope Management Plan |
0 days |
Fri 11/17/17 |
Fri 11/17/17 |
|
1.1.3 |
Develop the Time Management Plan |
14 days |
Mon 11/20/17 |
Thu 12/7/17 |
|
1.1.3.1 |
Prepare the Schedule Management Plan |
3 days |
Mon 11/20/17 |
Wed 11/22/17 |
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1.1.3.2 |
Define the activities of the Project |
4 days |
Thu 11/23/17 |
Tue 11/28/17 |
|
1.1.3.3 |
Sequence the activities of the project |
2 days |
Wed 11/29/17 |
Thu 11/30/17 |
|
1.1.3.4 |
Estimate the resources required for completing the activities |
4 days |
Wed 11/29/17 |
Mon 12/4/17 |
|
1.1.3.5 |
Estimate the duration of the activities |
3 days |
Tue 12/5/17 |
Thu 12/7/17 |
|
1.1.3.6 |
Deliverable: Level III Schedule of the project & Time Management Plan |
0 days |
Thu 12/7/17 |
Thu 12/7/17 |
|
1.1.4 |
Develop the Cost Management Plan |
9 days |
Tue 12/5/17 |
Fri 12/15/17 |
|
1.1.4.1 |
Prepare the Cost Management plan |
3 days |
Tue 12/5/17 |
Thu 12/7/17 |
|
1.1.4.2 |
Estimate the cost of the project |
4 days |
Fri 12/8/17 |
Wed 12/13/17 |
|
1.1.4.3 |
Prepare the Budget |
2 days |
Thu 12/14/17 |
Fri 12/15/17 |
|
1.1.4.4 |
Deliverable: Project Budget Estimate |
0 days |
Fri 12/15/17 |
Fri 12/15/17 |
|
1.1.5 |
Develop the Risk Management Plan |
18 days |
Fri 12/8/17 |
Tue 1/2/18 |
|
1.1.5.1 |
Prepare the Risk Management Plan |
3 days |
Fri 12/8/17 |
Tue 12/12/17 |
|
1.1.5.2 |
Prepare the Risk Register with all threats & opportunities |
5 days |
Mon 12/18/17 |
Fri 12/22/17 |
|
1.1.5.3 |
Develop the Qualitative Analysis of the risks |
1 day |
Mon 12/25/17 |
Mon 12/25/17 |
|
1.1.5.4 |
Develop the Quantitative Analysis of the risks |
3 days |
Tue 12/26/17 |
Thu 12/28/17 |
|
1.1.5.5 |
Develop the Risk Response Plan of the identified risks |
3 days |
Fri 12/29/17 |
Tue 1/2/18 |
|
1.1.5.6 |
Deliverable: Updated Risk Register |
0 days |
Tue 1/2/18 |
Tue 1/2/18 |
|
1.1.6 |
Develop the other required PM documents |
37 days |
Mon 11/20/17 |
Tue 1/9/18 |
|
1.1.6.1 |
Prepare the Communication Plan for managing the Stakeholders |
7 days |
Mon 12/25/17 |
Tue 1/2/18 |
|
1.1.6.2 |
Prepare the Contract Management Plan for placing orders to Sharp Software & hardware |
10 days |
Mon 11/20/17 |
Fri 12/1/17 |
|
1.1.6.3 |
Prepare the Human Resource Management Plan |
5 days |
Wed 1/3/18 |
Tue 1/9/18 |
|
1.1.6.4 |
Deliverable: Contract Management Plan |
0 days |
Fri 12/1/17 |
Fri 12/1/17 |
|
1.1.6.5 |
Deliverable: Communication Management Plan |
0 days |
Tue 1/2/18 |
Tue 1/2/18 |
|
1.1.6.6 |
Deliverable: HR Management Plan |
0 days |
Tue 1/9/18 |
Tue 1/9/18 |
|
1.2 |
Execution, Monitoring & Control the Gourmet Online Food Project |
143 days |
Mon 12/4/17 |
Wed 6/20/18 |
|
1.2.1 |
Human Resource Recruitment |
22 days |
Wed 1/10/18 |
Thu 2/8/18 |
|
1.2.1.1 |
Publish advertisement |
3 days |
Wed 1/10/18 |
Fri 1/12/18 |
|
1.2.1.2 |
Receive the resumes |
10 days |
Mon 1/15/18 |
Fri 1/26/18 |
|
1.2.1.3 |
Analyze and shortlist the resumes according to their experience in similar project |
2 days |
Mon 1/29/18 |
Tue 1/30/18 |
|
1.2.1.4 |
Conduct interview |
5 days |
Wed 1/31/18 |
Tue 2/6/18 |
|
1.2.1.5 |
Negotiate & Select the candidates |
2 days |
Wed 2/7/18 |
Thu 2/8/18 |
|
1.2.1.6 |
Deliverable: Provide the appointment letter to the selected team members |
0 days |
Thu 2/8/18 |
Thu 2/8/18 |
|
1.2.2 |
Contract Placement |
80 days |
Mon 12/4/17 |
Fri 3/23/18 |
|
1.2.2.1 |
Place Contract for Hardware, infrastructure and Security system |
31 days |
Fri 2/9/18 |
Fri 3/23/18 |
|
1.2.2.1.1 |
Prepare the Request for Proposal (RFP) document |
3 days |
Fri 2/9/18 |
Tue 2/13/18 |
|
1.2.2.1.2 |
Float the RFP document through Newspaper and Social media |
1 day |
Wed 2/14/18 |
Wed 2/14/18 |
|
1.2.2.1.3 |
Receive the proposals (Bids) |
15 days |
Thu 2/15/18 |
Wed 3/7/18 |
|
1.2.2.1.4 |
Evaluate the bids received |
4 days |
Thu 3/8/18 |
Tue 3/13/18 |
|
1.2.2.1.5 |
Shortlist the bidders & Negotiate with them |
1 day |
Tue 3/20/18 |
Tue 3/20/18 |
|
1.2.2.1.6 |
Finalize the bidder |
3 days |
Wed 3/21/18 |
Fri 3/23/18 |
|
1.2.2.1.7 |
Deliverable: Issue Purchase Order to selected vendor for the design, develop and implement the system |
0 days |
Fri 3/23/18 |
Fri 3/23/18 |
|
1.2.2.2 |
Place contract for Software development & maintenance of the system to Sharp Software |
7 days |
Mon 12/4/17 |
Tue 12/12/17 |
|
1.2.2.2.1 |
Negotiate terms with Sharp Software |
5 days |
Mon 12/4/17 |
Fri 12/8/17 |
|
1.2.2.2.2 |
Issue the Service Order request letter |
2 days |
Mon 12/11/17 |
Tue 12/12/17 |
|
1.2.2.2.3 |
Deliverable: Issuance of Contract to Sharp Software |
0 days |
Tue 12/12/17 |
Tue 12/12/17 |
|
1.2.3 |
Design the System |
92 days |
Wed 12/13/17 |
Thu 4/19/18 |
|
1.2.3.1 |
Design the Software |
25 days |
Wed 12/13/17 |
Tue 1/16/18 |
|
1.2.3.1.1 |
Define the output of the software requirement |
2 days |
Wed 12/13/17 |
Thu 12/14/17 |
|
1.2.3.1.2 |
Define the data flow |
3 days |
Fri 12/15/17 |
Tue 12/19/17 |
|
1.2.3.1.3 |
Develop the logic to get the desired output |
15 days |
Wed 12/20/17 |
Tue 1/9/18 |
|
1.2.3.1.4 |
Document the Program |
5 days |
Wed 1/10/18 |
Tue 1/16/18 |
|
1.2.3.1.5 |
Deliverable: designing of the Software |
0 days |
Tue 1/16/18 |
Tue 1/16/18 |
|
1.2.3.2 |
Design the Database |
19 days |
Mon 3/26/18 |
Thu 4/19/18 |
|
1.2.3.2.1 |
Determine the entities/tables required to be included |
4 days |
Mon 3/26/18 |
Thu 3/29/18 |
|
1.2.3.2.2 |
Determine the attributes/fields required to be included |
5 days |
Mon 3/26/18 |
Fri 3/30/18 |
|
1.2.3.2.3 |
Identify & document the unique fields required |
3 days |
Mon 4/2/18 |
Wed 4/4/18 |
|
1.2.3.2.4 |
Set the relationships between tables |
4 days |
Thu 4/5/18 |
Tue 4/10/18 |
|
1.2.3.2.5 |
Normalize the design |
2 days |
Wed 4/11/18 |
Thu 4/12/18 |
|
1.2.3.2.6 |
Enter all the raw data |
5 days |
Fri 4/13/18 |
Thu 4/19/18 |
|
1.2.3.2.7 |
Deliverable: complete the designing of database |
0 days |
Thu 4/19/18 |
Thu 4/19/18 |
|
1.2.3.3 |
Design the security features |
12 days |
Mon 3/26/18 |
Tue 4/10/18 |
|
1.2.3.3.1 |
Define the required level of security feature |
2 days |
Mon 3/26/18 |
Tue 3/27/18 |
|
1.2.3.3.2 |
Design & Select the LAN / WLAN for providing a security protective information |
10 days |
Wed 3/28/18 |
Tue 4/10/18 |
|
1.2.3.3.3 |
Design the proper tools like Firewalls to protect the system |
10 days |
Wed 3/28/18 |
Tue 4/10/18 |
|
1.2.3.3.4 |
Deliverable: Designing of security features |
0 days |
Tue 4/10/18 |
Tue 4/10/18 |
|
1.2.4 |
Purchase and Procure |
46 days |
Thu 3/8/18 |
Thu 5/10/18 |
|
1.2.4.1 |
Purchase & procure the Hardware |
42 days |
Thu 3/8/18 |
Fri 5/4/18 |
|
1.2.4.1.1 |
Place order to the sub-vendors |
3 days |
Mon 3/26/18 |
Wed 3/28/18 |
|
1.2.4.1.2 |
Receive product from sub-vendors |
20 days |
Thu 3/8/18 |
Wed 4/4/18 |
|
1.2.4.1.3 |
Assemble all received parts from sub-vendors |
10 days |
Thu 4/12/18 |
Wed 4/25/18 |
|
1.2.4.1.4 |
Test the assembled hardware system |
2 days |
Thu 4/26/18 |
Fri 4/27/18 |
|
1.2.4.1.5 |
Dispatch & Deliver the Hardware |
5 days |
Mon 4/30/18 |
Fri 5/4/18 |
|
1.2.4.1.6 |
Deliverable: Deliver the Hardware system at Head Office, NSW |
0 days |
Fri 5/4/18 |
Fri 5/4/18 |
|
1.2.4.2 |
Purchase & procure the IT infrastructure |
36 days |
Thu 3/15/18 |
Thu 5/3/18 |
|
1.2.4.2.1 |
Place order to the sub-vendors |
3 days |
Mon 3/26/18 |
Wed 3/28/18 |
|
1.2.4.2.2 |
Receive product from sub-vendors |
15 days |
Thu 3/15/18 |
Wed 4/4/18 |
|
1.2.4.2.3 |
Assemble all received parts from sub-vendors |
5 days |
Thu 4/19/18 |
Wed 4/25/18 |
|
1.2.4.2.4 |
Test the assembled IT Infrastructure system |
1 day |
Thu 4/26/18 |
Thu 4/26/18 |
|
1.2.4.2.5 |
Dispatch & Deliver the IT Infrastructure |
5 days |
Fri 4/27/18 |
Thu 5/3/18 |
|
1.2.4.2.6 |
Deliverable: Deliver the IT Infrastructure system at Head Office, NSW |
0 days |
Thu 5/3/18 |
Thu 5/3/18 |
|
1.2.4.3 |
Purchase & procure the Security system |
22 days |
Wed 4/11/18 |
Thu 5/10/18 |
|
1.2.4.3.1 |
Procure LAN / WLAN for providing a security protective information |
20 days |
Wed 4/11/18 |
Tue 5/8/18 |
|
1.2.4.3.2 |
Procure proper tools like Firewalls to protect the system |
10 days |
Wed 4/25/18 |
Tue 5/8/18 |
|
1.2.4.3.3 |
Conduct preliminary test |
2 days |
Wed 5/9/18 |
Thu 5/10/18 |
|
1.2.4.3.4 |
Deliverable: Deliver the Security system at Head Office, NSW |
0 days |
Thu 5/10/18 |
Thu 5/10/18 |
|
1.2.4.4 |
Purchase the Database |
7 days |
Fri 4/20/18 |
Mon 4/30/18 |
|
1.2.4.4.1 |
Finalise the tables with raw data to suit the requirement of new system |
5 days |
Fri 4/20/18 |
Thu 4/26/18 |
|
1.2.4.4.2 |
Obtain approval on the type of database developed |
2 days |
Fri 4/27/18 |
Mon 4/30/18 |
|
1.2.4.4.3 |
Deliverable: Deliver the database at Head Office, NSW |
0 days |
Mon 4/30/18 |
Mon 4/30/18 |
|
1.2.5 |
Develop the System |
87 days |
Wed 1/17/18 |
Thu 5/17/18 |
|
1.2.5.1 |
Development of Software |
5 days |
Wed 1/17/18 |
Tue 1/23/18 |
|
1.2.5.2 |
Manage to obtain the integrity between client, server and the network system |
3 days |
Wed 1/24/18 |
Fri 1/26/18 |
|
1.2.5.3 |
Develop the proper Security system |
5 days |
Fri 5/11/18 |
Thu 5/17/18 |
|
1.2.5.4 |
Set up the IT Infrastructure |
10 days |
Fri 5/4/18 |
Thu 5/17/18 |
|
1.2.5.5 |
Set up the Hardware systems |
3 days |
Mon 5/7/18 |
Wed 5/9/18 |
|
1.2.5.6 |
Deliverable: Development of the whole new system |
0 days |
Thu 5/17/18 |
Thu 5/17/18 |
|
1.2.6 |
Conduct Pilot Test |
19 days |
Fri 4/20/18 |
Wed 5/16/18 |
|
1.2.6.1 |
Prepare the procedure to conduct pilot test |
10 days |
Fri 4/20/18 |
Thu 5/3/18 |
|
1.2.6.2 |
Obtain approval of procedure to conduct pilot test |
2 days |
Fri 5/4/18 |
Mon 5/7/18 |
|
1.2.6.3 |
Select 150 customers randomly |
2 days |
Tue 5/8/18 |
Wed 5/9/18 |
|
1.2.6.4 |
Select randomly franchisee store |
1 day |
Tue 5/8/18 |
Tue 5/8/18 |
|
1.2.6.5 |
Conduct the pilot test |
5 days |
Thu 5/10/18 |
Wed 5/16/18 |
|
1.2.6.6 |
Deliverable: Complete conducting the pilot test |
0 days |
Wed 5/16/18 |
Wed 5/16/18 |
|
1.2.7 |
Implement the system |
22 days |
Tue 5/1/18 |
Wed 5/30/18 |
|
1.2.7.1 |
Implement the Hardware |
3 days |
Thu 5/17/18 |
Mon 5/21/18 |
|
1.2.7.2 |
Implement the IT Infrastructure |
10 days |
Thu 5/17/18 |
Wed 5/30/18 |
|
1.2.7.3 |
Implement the Security System |
3 days |
Thu 5/17/18 |
Mon 5/21/18 |
|
1.2.7.4 |
Implement the software |
3 days |
Thu 5/17/18 |
Mon 5/21/18 |
|
1.2.7.5 |
Implement the Database |
3 days |
Tue 5/1/18 |
Thu 5/3/18 |
|
1.2.7.6 |
Deliverable: Complete implementation of the new system |
0 days |
Wed 5/30/18 |
Wed 5/30/18 |
|
1.2.8 |
Integration with the back office system at NSW |
15 days |
Thu 5/17/18 |
Wed 6/6/18 |
|
1.2.8.1 |
Configure the old system as per the new system’s requirement |
10 days |
Thu 5/17/18 |
Wed 5/30/18 |
|
1.2.8.2 |
Integrate the New system with the old one |
5 days |
Thu 5/31/18 |
Wed 6/6/18 |
|
1.2.8.3 |
Deliverable: Integration of the old & new system |
0 days |
Wed 6/6/18 |
Wed 6/6/18 |
|
1.2.9 |
Migration of the data from the old to new system |
20 days |
Thu 5/17/18 |
Wed 6/13/18 |
|
1.2.9.1 |
Develop the database system to accommodate the old data |
10 days |
Thu 5/17/18 |
Wed 5/30/18 |
|
1.2.9.2 |
Transfer the data from old system to the new one |
5 days |
Thu 6/7/18 |
Wed 6/13/18 |
|
1.2.9.3 |
Deliverable: Complete the migration of old to new system |
0 days |
Wed 6/13/18 |
Wed 6/13/18 |
|
1.2.10 |
Train the Staffs |
24 days |
Fri 5/18/18 |
Wed 6/20/18 |
|
1.2.10.1 |
Prepare training manuals |
15 days |
Fri 5/18/18 |
Thu 6/7/18 |
|
1.2.10.2 |
Obtain approval on the developed training manual |
2 days |
Fri 6/8/18 |
Mon 6/11/18 |
|
1.2.10.3 |
Provide training to the users / franchise store’s staffs |
5 days |
Thu 6/14/18 |
Wed 6/20/18 |
|
1.2.10.4 |
Deliverable: complete providing training to all staffs |
0 days |
Wed 6/20/18 |
Wed 6/20/18 |
|
1.3 |
Closing & Evaluation of Gourmet Online Food Project |
7 days |
Thu 6/21/18 |
Fri 6/29/18 |
|
1.3.1 |
Document the lessons learned |
5 days |
Thu 6/21/18 |
Wed 6/27/18 |
|
1.3.2 |
Evaluate the project outcomes |
5 days |
Thu 6/21/18 |
Wed 6/27/18 |
|
1.3.3 |
Document the project outcomes |
2 days |
Thu 6/28/18 |
Fri 6/29/18 |
|
1.3.4 |
Deliverable: Completion of Gourmet Online Food Project |
0 days |
Fri 6/29/18 |
Fri 6/29/18 |
This process will ensure the delivery of the product (the online system) within the budgeted time, cost and adhering to the provided quality standards (Method 123, 2017). The basic steps of conducting the quality management are:
Perform Quality Assurance: the project team need to always keep on tracking the quality standards with respect to the planning figures
Do Quality Control: any audit findings need to be addressed immediately and to monitor and control the quality of the project and product
Always adopt for Quality Improvement: the philosophy of continuous quality improvement is to be adopted by the project team members and all efforts are needed to be undertaken the team members
Implement the approved method of Quality Management: in every PDCA cycle the outcome improvement method is required to be approved by the sponsor before applying in the whole project and the same process needs to be repeated till the completion of the project.
Risk Identification (OneCampus, 2017): This is the first step, where the team member and the other stakeholders shall identify the various threats and opportunities of the project
Conduct Qualitative Analysis: after the lists of risks are identified, they are to be analysed according to its probability of happening and the impact on the project if it happens.
Conduct Quantitative Analysis: there are various tools and techniques which can be used to calculate the cost of the risk if it happens.
Rank the risks: on the basis of cost, the risks are arranged in descending value of risks with the maximum amount risk at the top and the minimum at below most rows.
Plan response or mitigation (Sciences Engineering Medicine, 2017): once the identification and analysis are done, the mitigation plan either ‘accept’, ‘reduce’, ‘mitigate’, ‘enhance’ in case of opportunity etc. are used and the best option is adopted.
Meetings: there shall be the weekly meeting between the team members and monthly once with the Project Sponsor.
Reports: the cost, progress, quality and change order status shall be pushed via e-mail and presented at the weekly meeting. During the monthly meeting with sponsor and vendors, trend analysis, progress status, concern status, backlog analysis in case of delays and catch-up plan is to be presented.
Project Control Structure: the Project Manager shall lead the project control job for the project. In project control, the Project Manager shall always keep on doing checks and analysis to complete the project within budgeted time and cost (Aramyan, 2016).
Change Control Process (Carman, 2013): any kind of change in the project which can impact the time, cost and quality of the project shall be treated under this process. The changes need to be first assessed by the PM for the impact on time and cost of the project and then it is up to sponsor whether to accept the change or reject it.
|
Task (Edwards & Richards, 2014) |
% Comp. |
Status |
Actual Start Date |
Forecast Finish Date |
Actual Finish Date |
Owner of the Task |
Priority |
|
Approval of Project Charter |
100% |
Completed |
20 Sep 2017 |
2 Oct 2017 |
2 Oct 2017 |
Project Sponsor |
High |
|
Planning activities |
2% |
In Progress |
2 Oct 2017 |
9 Jan 2018 |
– |
Project Manager |
Medium |
|
Recruit Project Team |
0% |
Not Started |
10 Jan 2018 |
8 Feb 2018 |
– |
Project Manager |
High |
|
Contract Placement |
0% |
Not Started |
4 Dec 2017 |
23 Mar 2018 |
– |
Project Team |
High |
|
Design the System |
0% |
Not Started |
13 Dec 2017 |
19 Apr 2018 |
– |
Vendors |
Medium |
|
Purchase and Procure |
0% |
Not Started |
8 Mar 2018 |
10 May 2018 |
– |
Vendors |
High |
|
Develop the System |
0% |
Not Started |
17 Jan 2018 |
17 May 2018 |
– |
Vendors |
High |
|
Conduct Pilot Test |
0% |
Not Started |
20 Apr 2018 |
16 May 2018 |
– |
Vendors |
High |
|
Implement the system |
0% |
Not Started |
1 May 2018 |
30 May 2018 |
– |
Vendors |
Medium |
|
Integration with the back office system at NSW |
0% |
Not Started |
17 May 2018 |
6 Jun 2018 |
– |
Vendors |
Medium |
|
Migration of the data from the old to new system |
0% |
Not Started |
17 May 2018 |
13 Jun 2018 |
– |
Vendors |
Medium |
|
Train the Staffs |
0% |
Not Started |
18 May 2018 |
20 Jun 2018 |
– |
Vendors |
Low |
|
Closing & Evaluation of Gourmet Online Food Project |
0% |
Not Started |
21 Jun 2018 |
29 Jun 2018 |
– |
Project Manager |
Medium |
It is recommended that as the ‘Project Charter’ is approved so the next step was developing the ‘Project Plan’ which is now developed. Once the document developed the Project Plan is approved then the Project Team can move to the next stage that is ‘Execution of Gourmet Online Food Project’. The time period available to complete the work is tight but achievable, even the cost too. So the Project Team need to be cautious about the quality of the product as well as the time and cost baseline too.
This project plan has presented the detailed parameters of the “Gourmet Online Food Project”. Now after the acceptance and signed off of the parameters presented, the project is allowed to move to the execution phase.
_______________________________ _________________________
(Signature) (Signature)
Executive Team Joanne Davis, Project Manager
References
Aramyan, P., 2016. What are Project controls? Why are they so important in project management and how to deal with them! [Online] Logic Software, Inc. Available at: https://explore.easyprojects.net/blog/what-are-project-controls-why-are-they-so-important-in-project-management-and-how-to-deal-with-them [Accessed 11 October 2017].
Carman, C., 2013. 4 Steps to Effective Change Control. [Online] Dice Available at: https://insights.dice.com/2013/05/08/why-change-control-isnt-for-sissies/ [Accessed 11 October 2017].
Clarkson, A., 2012. IT Project Management | Measurable Organizational Value. [Online] Available at: https://classlessnotes.blogspot.in/2012/01/it-project-management-measurable.html [Accessed 11 October 2017].
Edwards, G. & Richards, F., 2014. Putting Together a Project Implementation Plan. [Online] Available at: https://www.brighthubpm.com/project-planning/87423-putting-together-a-project-implementation-plan/ [Accessed 11 October 2017].
Harrin, E., 2017. What Is Project Time Management? [Online] Available at: https://www.thebalance.com/what-is-project-time-management-3879177 [Accessed 11 October 2017].
McConnell, E., 2011. Project Budget and Financial Resources. [Online] Available at: https://www.mymanagementguide.com/project-budget-and-financial-resources/ [Accessed 11 October 2017].
Method 123, 2017. Quality Management Process. [Online] Palmetto Document Systems,Inc. Available at: https://www.method123.com/quality-management.php [Accessed 11 October 2017].
OneCampus, 2017. [Online] Available at: https://www.greycampus.com/opencampus/project-management-professional/plan-risk-responses [Accessed 11 October 2017].
Piscopo, M., 2017. Scope Management Plan. [Online] Available at: https://www.projectmanagementdocs.com/project-planning-templates/scope-management-plan.html#axzz4tfIbGW8q [Accessed 11 October 2017].
Porter-Roth, B., 2002. Request for Proposal: A Guide to Effective RFP Development. 1st ed. Addison-Wesley Professional.
Sciences Engineering Medicine, 2017. [Online] Available at: https://www.nap.edu/read/11183/chapter/7#51 [Accessed 11 October 2017].
Surbhi, S., 2015. Difference Between Internal and External Stakeholders. [Online] Available at: https://keydifferences.com/difference-between-internal-and-external-stakeholders.html [Accessed 11 October 2017].
The Denver Foundation, 2017. Identifying internal and external Stakeholders. [Online] Available at: https://www.nonprofitinclusiveness.org/identifying-internal-and-external-stakeholders [Accessed 11 October 2017].
Value Based Management, 2016. Agreeing on Roles and Responsibilities: Summary of RACI. [Online] Available at: https://www.valuebasedmanagement.net/methods_raci.html [Accessed 11 October 2017].
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