Project Plan For Timesheet Implementation At Time Inc

Gantt Chart

Time Inc. wants to enhance their project management streamlining process with more efficient time management process. Accordingly, they have decided to implement a new Timesheet system that is a software based solution for efficient time tracking and management.

In this report, a detailed project plan has been developed that can be used by Time Inc. for the implementation of the Timesheet system.

The project schedule is shown in the following table.

Task Name	Duration Save Time On Research and Writing Hire a Pro to Write You a 100% Plagiarism-Free Paper. Get My Paper	Start	Finish	Predecessors
Project for Time Inc.	104 days	Mon 22-10-18	Thu 14-03-19
Board Meeting and Discussion Regarding Project	7 days	Mon 22-10-18	Tue 30-10-18
Conduct a Survey on the Existing System	2 days	Mon 22-10-18	Tue 23-10-18
Identify Drawbacks of the System	0.5 days	Wed 24-10-18	Wed 24-10-18	2
Identify Modifications and Changes to Enhance the System	0.5 days	Wed 24-10-18	Wed 24-10-18	3
Call Board Meeting	1 day	Thu 25-10-18	Thu 25-10-18	4
Discuss about the New Timesheet Software	0.5 days	Fri 26-10-18	Fri 26-10-18	5
Consider Advantages of the Timesheet	0.5 days	Fri 26-10-18	Fri 26-10-18	6
Discuss about Possible Costs of Implementation	0.5 days	Mon 29-10-18	Mon 29-10-18	7
Finalize the Project	1.5 days	Mon 29-10-18	Tue 30-10-18	8
Milestone 1: Receive Approval for the Project	0 days	Tue 30-10-18	Tue 30-10-18	9
Project Planning	18 days	Wed 31-10-18	Fri 23-11-18
Select Team of Stakeholders	2 days	Wed 31-10-18	Thu 01-11-18	10
Create Project Charter	3 days	Fri 02-11-18	Tue 06-11-18
Determine Project Boundaries and Scope	0.5 days	Fri 02-11-18	Fri 02-11-18	12
Determine Objectives Using SMART Criteria	0.5 days	Fri 02-11-18	Fri 02-11-18	14
Determine Appropriate Schedule for the Project	0.5 days	Mon 05-11-18	Mon 05-11-18	15
Determine an Overall Budget for Implementation	1.5 days	Mon 05-11-18	Tue 06-11-18	16
Conduct Feasibility Test for the New System	2 days	Wed 07-11-18	Thu 08-11-18	17
Identify Possible Risks of the System	2 days	Fri 09-11-18	Mon 12-11-18	18
Prepare Mitigation Plan for the Risks	2 days	Tue 13-11-18	Wed 14-11-18	19
Develop Feasibility and Risk Report	2 days	Thu 15-11-18	Fri 16-11-18	20
Develop Final Project Plan Document	4 days	Mon 19-11-18	Thu 22-11-18	21
Submit Both Documents to Authority	1 day	Fri 23-11-18	Fri 23-11-18	22
Milestone 2: Receive Green Light to Proceed	0 days	Fri 23-11-18	Fri 23-11-18	23
Project Formal Initiation	9 days	Mon 26-11-18	Thu 06-12-18
Allocate Duties Among Stakeholders	2 days	Mon 26-11-18	Tue 27-11-18	24
Hire Developer	2 days	Wed 28-11-18	Thu 29-11-18	26
Recruit Members for Development Team	3 days	Fri 30-11-18	Tue 04-12-18	27
Conduct a Meeting with the Development Team	2 days	Wed 05-12-18	Thu 06-12-18
Discuss the Project	0.5 days	Wed 05-12-18	Wed 05-12-18	28
Discuss the Necessary Features for the Timesheet	0.5 days	Wed 05-12-18	Wed 05-12-18	30
Discuss How the Timesheet will be Integrated within the Existing System	0.5 days	Thu 06-12-18	Thu 06-12-18	31
Discuss the Feasibility of the Budget for the Project	0.5 days	Thu 06-12-18	Thu 06-12-18	32
Milestone 3: Provide Green Light to Development Team to Proceed	0 days	Thu 06-12-18	Thu 06-12-18	33
Project Execution and System Development	55 days	Fri 07-12-18	Thu 21-02-19
Purchase Necessary Hardware Upgrades	3 days	Fri 07-12-18	Tue 11-12-18	34
Purchase Necessary Software with Valid License	3 days	Wed 12-12-18	Fri 14-12-18	36
Subscribe to Necessary Development Platform	2 days	Mon 17-12-18	Tue 18-12-18	37
Start Development of the Timesheet	2 days	Wed 19-12-18	Thu 20-12-18	38
Install Required Features of the Timesheet	15 days	Fri 21-12-18	Thu 10-01-19	39
Testing of the System	5 days	Fri 11-01-19	Thu 17-01-19	40
Integration of the Timesheet with the Existing System	15 days	Fri 18-01-19	Thu 07-02-19	41
Detect Bugs and Other Issues	5 days	Fri 08-02-19	Thu 14-02-19	42
Final Testing of the Entire System	5 days	Fri 15-02-19	Thu 21-02-19	43
Milestone 4: Deliver the System to the Project Manager	0 days	Thu 21-02-19	Thu 21-02-19	44
Project Sign Off and Closing	15 days	Fri 22-02-19	Thu 14-03-19
Prepare Project Documentation	5 days	Fri 22-02-19	Thu 28-02-19	45
Submit Documentation for Review	1 day	Fri 01-03-19	Fri 01-03-19	47
Project Review and Appraisal	5 days	Mon 04-03-19	Fri 08-03-19	48
Finalization of the Payments	2 days	Mon 11-03-19	Tue 12-03-19	49
Sign Off by Stakeholders	2 days	Wed 13-03-19	Thu 14-03-19	50
Milestone 5: Project Officially Closed	0 days	Thu 14-03-19	Thu 14-03-19	51

Accordingly, the Gantt chart is developed as follows.

Figure 1: Gantt Chart of the Project

(Source: Created by Author)

The work breakdown structure is also shown as follows.

Figure 2: Work Breakdown Structure of the Project

(Source: Created by Author)

The network diagram is shown as follows.

Figure 3: Network Diagram of the Project

(Source: Created by Author)

The six milestones using the SMART criteria are described as follows.

Specific – For enhancing the existing working system at Time Inc., the new timesheet system will be developed. For achieving this specific goal, the existing hardware system will be upgraded and suitable software will be installed within the system.

Measurable – The new timesheet system will provide tracking functionality to the organization that will then be able to measure suitable time scales for better and more efficient streamlining of the projects.

Attainable – The organization will be able to attain much more stability and efficiency in managing time and other related factors in the future projects.

Realistic – The project will have to be completed within a realistic timeline as well as budget that will be feasible for the organization.

Time Bound – As per the initial estimations and feasibility analysis, the project will have to be completed within a time period of 105 days.

The resource table is shown as follows.

Resource Name	Type	Material Label	Initials	Group	Max. Units	Std. Rate	Ovt. Rate	Cost/Use	Accrue At	Base Calendar
Project Manager	Work		P		100%	$100.00/hr	$0.00/hr	$0.00	Prorated	Standard
Human Resource Manager	Work		H		100%	$95.00/hr	$0.00/hr	$0.00	Prorated	Standard
Finance Manager	Work		F		100%	$95.00/hr	$0.00/hr	$0.00	Prorated	Standard
Project Supervision Manager	Work		P		100%	$90.00/hr	$0.00/hr	$0.00	Prorated	Standard
Content Writer	Work		C		100%	$75.00/hr	$0.00/hr	$0.00	Prorated	Standard
Procurement Manager	Work		P		100%	$75.00/hr	$0.00/hr	$0.00	Prorated	Standard
System Developer	Work		S		100%	$65.00/hr	$0.00/hr	$0.00	Prorated	Standard
System Tester	Work		S		100%	$65.00/hr	$0.00/hr	$0.00	Prorated	Standard
Technical Experts	Work		T		100%	$150.00/hr	$0.00/hr	$0.00	Prorated	Standard
Hardware	Material		H			$15,000.00		$0.00	Prorated
Software	Material		S			$10,000.00		$0.00	Prorated
Subscriptions	Material		S			$5,000.00		$0.00	Prorated

The budget is shown as follows.

Task Name	Duration	Resource Names	Cost
Project for Time Inc.	104 days		$141,480.00
Board Meeting and Discussion Regarding Project	7 days		$9,920.00
Conduct a Survey on the Existing System	2 days	Project Manager, Project Supervision Manager	$3,040.00
Identify Drawbacks of the System	0.5 days	Project Manager, Project Supervision Manager	$760.00
Identify Modifications and Changes to Enhance the System	0.5 days	Project Manager, Project Supervision Manager	$760.00
Call Board Meeting	1 day	Project Manager	$800.00
Discuss about the New Timesheet Software	0.5 days	Project Manager, Project Supervision Manager	$760.00
Consider Advantages of the Timesheet	0.5 days	Project Manager, Project Supervision Manager	$760.00
Discuss about Possible Costs of Implementation	0.5 days	Project Manager, Project Supervision Manager	$760.00
Finalize the Project	1.5 days	Project Manager, Project Supervision Manager	$2,280.00
Milestone 1: Receive Approval for the Project	0 days	Project Manager	$0.00
Project Planning	18 days		$14,840.00
Select Team of Stakeholders	2 days	Human Resource Manager	$1,520.00
Create Project Charter	3 days		$3,960.00
Determine Project Boundaries and Scope	0.5 days	Content Writer, Project Supervision Manager	$660.00
Determine Objectives Using SMART Criteria	0.5 days	Content Writer, Project Supervision Manager	$660.00
Determine Appropriate Schedule for the Project	0.5 days	Content Writer, Project Supervision Manager	$660.00
Determine an Overall Budget for Implementation	1.5 days	Content Writer, Project Supervision Manager	$1,980.00
Conduct Feasibility Test for the New System	2 days	Project Supervision Manager	$1,440.00
Identify Possible Risks of the System	2 days	Project Supervision Manager	$1,440.00
Prepare Mitigation Plan for the Risks	2 days	Project Supervision Manager	$1,440.00
Develop Feasibility and Risk Report	2 days	Project Supervision Manager	$1,440.00
Develop Final Project Plan Document	4 days	Project Supervision Manager	$2,880.00
Submit Both Documents to Authority	1 day	Project Supervision Manager	$720.00
Milestone 2: Receive Green Light to Proceed	0 days	Project Supervision Manager	$0.00
Project Formal Initiation	9 days		$10,440.00
Allocate Duties Among Stakeholders	2 days	Human Resource Manager	$1,520.00
Hire Developer	2 days	Human Resource Manager	$1,520.00
Recruit Members for Development Team	3 days	Human Resource Manager	$2,280.00
Conduct a Meeting with the Development Team	2 days		$5,120.00
Discuss the Project	0.5 days	Project Manager, Project Supervision Manager, System Developer, System Tester	$1,280.00
Discuss the Necessary Features for the Timesheet	0.5 days	Project Manager, Project Supervision Manager, System Developer, System Tester	$1,280.00
Discuss How the Timesheet will be Integrated within the Existing System	0.5 days	Project Manager, Project Supervision Manager, System Developer, System Tester	$1,280.00
Discuss the Feasibility of the Budget for the Project	0.5 days	Project Manager, Project Supervision Manager, System Developer, System Tester	$1,280.00
Milestone 3: Provide Green Light to Development Team to Proceed	0 days	Project Manager	$0.00
Project Execution and System Development	55 days		$88,840.00
Purchase Necessary Hardware Upgrades	3 days	Procurement Manager, Hardware[1]	$16,800.00
Purchase Necessary Software with Valid License	3 days	Procurement Manager, Software[1]	$11,800.00
Subscribe to Necessary Development Platform	2 days	Procurement Manager, Subscriptions[1]	$6,200.00
Start Development of the Timesheet	2 days	System Developer, Technical Experts	$3,440.00
Install Required Features of the Timesheet	15 days	Technical Experts	$18,000.00
Testing of the System	5 days	Technical Experts	$6,000.00
Integration of the Timesheet with the Existing System	15 days	Technical Experts	$18,000.00
Detect Bugs and Other Issues	5 days	Technical Experts	$6,000.00
Final Testing of the Entire System	5 days	System Tester	$2,600.00
Milestone 4: Deliver the System to the Project Manager	0 days	System Developer	$0.00
Project Sign Off and Closing	15 days		$17,440.00
Prepare Project Documentation	5 days	Content Writer	$3,000.00
Submit Documentation for Review	1 day	Content Writer	$600.00
Project Review and Appraisal	5 days	Project Manager	$4,000.00
Finalization of the Payments	2 days	Human Resource Manager	$1,520.00
Sign Off by Stakeholders	2 days	Content Writer, Finance Manager, Human Resource Manager, Project Manager, Project Supervision Manager, System Developer	$8,320.00
Milestone 5: Project Officially Closed	0 days	Project Manager	$0.00

The RACI table is shown as follows.

Task Name	Project Manager	Finance Manager	Human Resource Manager	System Developer and System Tester
Project for Time Inc.
Board Meeting and Discussion Regarding Project
Conduct a Survey on the Existing System
Identify Drawbacks of the System	R	I
Identify Modifications and Changes to Enhance the System	R	I
Call Board Meeting	R	I	I
Discuss about the New Timesheet Software	R	R
Consider Advantages of the Timesheet	R	I	I
Discuss about Possible Costs of Implementation	R	A
Finalize the Project	R	C	I
Milestone 1: Receive Approval for the Project	R	I	I
Project Planning
Select Team of Stakeholders	I	I	R
Create Project Charter
Determine Project Boundaries and Scope	R	C	C
Determine Objectives Using SMART Criteria	R	C	C
Determine Appropriate Schedule for the Project	R	C	I
Determine an Overall Budget for Implementation	C	R	I
Conduct Feasibility Test for the New System	R	I
Identify Possible Risks of the System	R
Prepare Mitigation Plan for the Risks	R
Develop Feasibility and Risk Report	R
Develop Final Project Plan Document	R	C
Submit Both Documents to Authority	R
Milestone 2: Receive Green Light to Proceed	R
Project Formal Initiation
Allocate Duties Among Stakeholders	C		R
Hire Developer	C	I	R
Recruit Members for Development Team	C	I	R
Conduct a Meeting with the Development Team
Discuss the Project	R			R
Discuss the Necessary Features for the Timesheet	C			R
Discuss How the Timesheet will be Integrated within the Existing System	C			R
Discuss the Feasibility of the Budget for the Project	C	C		R
Milestone 3: Provide Green Light to Development Team to Proceed	R
Project Execution and System Development
Purchase Necessary Hardware Upgrades	I	I		R
Purchase Necessary Software with Valid License	I	I		R
Subscribe to Necessary Development Platform	I	I		R
Start Development of the Timesheet	I	I		R
Install Required Features of the Timesheet	I	I		R
Testing of the System	I	I		R
Integration of the Timesheet with the Existing System	I	I		R
Detect Bugs and Other Issues	I	I		R
Final Testing of the Entire System	I	I		R
Milestone 4: Deliver the System to the Project Manager				R
Project Sign Off and Closing
Prepare Project Documentation				R
Submit Documentation for Review				R
Project Review and Appraisal	R	C
Finalization of the Payments	I	C	R
Sign Off by Stakeholders	R	R	R	R
Milestone 5: Project Officially Closed	R

The risks associated with the project are identified and the risk register is developed as follows.

Risk Details	Risk Nature	Risk Type	Mitigation Plan
Limited functionalities of the timesheet leading to minimal and limited benefits from the project	Positive	Internal	Since, this is a positive risk, it should be further explored to identify whether further benefits can be gained using further modifications.
Cyber attacks may occur disrupting the normal working of the system and stealing information from the central server	Negative	External	During implementation of the timesheet, suitable firewalls and anti-virus software must be installed to protect the system from external attacks
Lack of sufficient technical knowledge of the employees resulting in limitations of the benefits of the timesheet due to mishandling	Negative	Internal	Training sessions can be provided to the employees so that they learn to use and manage the new timesheet system in future projects
The company is willing to proceed in the project with a limited amount of budget but in case of any disasters or unforeseen incidents, some budget may get used up resulting in budget overshoot	Negative	Internal	Assess all future expenses and consider buffer budget before proceeding with the finalization of budget for the project
The developer / development team may stop working in the middle of the project due to lack of sufficient expertise or other reasons	Negative	External	Verify developer background before hiring and hire the developer based on written contract rather than verbal approval
Unavailability of suitable hardware upgrades may delay the project	Negative	External	Verify vendor background and ensure all the necessary pieces of hardware are available before initiating the project

The risk probability matrix is developed using the following data.

Probability Impact	Very Low 1	Low 2	Medium 3	High 4	Very High 5
Very Low 1	Very Low 1	Low 2	Low 3	Low 4	Medium 5
Low 2	Low 2	Low 4	Medium 6	Medium 8	High 10
Medium 3	Low 3	Medium 6	High 9	High 12	Very High 15
High 4	Low 4	Medium 8	High 12	Very High 16	Very High 20
Very High 5	Medium 5	High 10	Very High 15	Very High 20	Very High 25

The probability matrix of the project risks is shown as follows.

Risk	Probability of Occurrence	Impact on Project	Risk Quotient
Limited Functionality	3	2	6
Cyber Attack	4	5	20
Lack of Technical Knowledge of Employees	3	3	9
Budget Overshoot	2	4	8
Issues from Development Team	3	4	12
Hardware Compatibility and Availability Issues	2	5	10

Conclusion

Based on the overall estimations, the project will require around 105 days to complete and consume up to around $150,000. Furthermore, some risks associated with the project have been identified and suitable mitigation plan has been suggested.

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