Project Plan & Management Strategies

Questions

In order to resolve the issues of traditional data management Swaggies has developed new EDI software for interchanging the confidential information without any kind of error. The overall time and budget needed for the development of EDI system, proper time, key stakeholder and communication plan is required to be adopted by the project executive of the company. In order to install the EDI software for the company, the necessary steps those are needed to be followed are as follows:

• Understanding the project scope and value of the project plan
• Extensive research is conducted by the project manager and project team member
• Tough set of questions should be asked to make the project requirements clearer
• Gathering software, hardware, physical and security requirements
• Analyzing the gathered requirements
• The project plan is outlined by the project manager
• Discussion among the project manager and project team members
• The entire project plan should be documented
• The plan is executed in the teamGantt
• The final plan is published officially 

In order to accomplish the project successfully, different strategies are required to be adopted. For this particular project the strategies those have been undertaken are as follows:

Accurate project planning: In this phase the project manager should ensure the total budget and time needed to successfully complete the project. With the help of project feasibility study the manager will get to know about the total expenditure and investment needed to be done for the successful implementation of the project. Not only this but also, the other elements those are adopted by the project manager include project objective, scope, assumptions, risk management, approaches and duration as well.

Project work-plan: In this phase the project planning that has been done, are outlined in such way so that project definition can be prepared. In order to manage the project accurately the project manager should provide a work plan to the project manager with step by step instruction. An accurate Work Breakdown Structure (WBS) and Network Diagram (ND) are also developed for creating planning horizon.

Comparison between different EDI software systems: In the initiation phase Swaggies has traditional data management system which is not that much compatible according to the business and project requirements. In order to enhance the level of consumer services for the clients different available EDI systems are compared by the project manager. It is found that with the help of the comparison resultant the effectiveness and efficiency of the system can be measured. In order to gain competitive advantages and high level economic success installation of accurate EDIS software is very much necessary.   

In order to accomplish the project both human and physical resources are necessary to be adopted by the project manager. For this particular project the required resources are as follows:

Human resource	Project sponsor
Project administrator
Technical team member
Quality assurance tem member
Finance team member
Physical resource	Equipments
Facility
Expenditure and total funding
Equipments

Gantt chart 

WBS	Task Name	Duration	Start	Finish	Predecessors	Resource Names	Cost
0	Schedule for EDI software adoption	131 days	Sat 9/1/18	Fri 3/1/19			$93,682.00
1	Project initiation phase	56 days	Sat 9/1/18	Fri 11/16/18			$51,942.00
1.1	Preparing project proposal	5 days	Sat 9/1/18	Thu 9/6/18		Project manager ,software [1],others [1]	$3,402.00
1.2	Project proposal for approval	10 days	Fri 9/7/18	Thu 9/20/18	2	quality assurance team ,hardware[1],software [1],technical team	$9,002.00
1.3	Project team formation and meeting plan development	15 days	Fri 9/21/18	Thu 10/11/18	3	Project manager ,technical team ,software [1]	$16,912.00
1.4	Software purchase	9 days	Fri 9/21/18	Wed 10/3/18	3	finance team ,project sponsor, software [1]	$7,312.00
1.5	Research on required hardware	9 days	Fri 10/12/18	Wed 10/24/18	4,5	project sponsor, quality assurance team ,others [1]	$8,010.00
1.6	Meeting with IT company and development of discussion plan	8 days	Thu 10/25/18	Mon 11/5/18	6,5	others [1],technical team ,hardware[1],software [1]	$4,132.00
1.7	Project budget planning	9 days	Tue 11/6/18	Fri 11/16/18	7	finance team ,hardware[1],software [1],others [1]	$3,172.00
2	Milestone 1: Completion of project initiation phase	0 days	Fri 11/16/18	Fri 11/16/18	8	others [0]	$0.00
3	Project planning phase	43 days	Mon 11/19/18	Wed 1/16/19			$25,412.00
3.1	Installation of networking throughout warehouse department	6 days	Mon 11/19/18	Mon 11/26/18	9	Project manager ,project sponsor	$6,720.00
3.2	Software fixing and hardware problem identification	15 days	Tue 11/27/18	Mon 12/17/18	11	technical team	$7,200.00
3.3	Removing old system and installing new system	12 days	Tue 12/18/18	Wed 1/2/19	11,12	quality assurance team ,hardware[1],others [1],software [1]	$5,092.00
3.4	Meeting with stakeholders	10 days	Thu 1/3/19	Wed 1/16/19	13,11	Project manager	$6,400.00
4	Milestone 2: Completion of project planning phase	0 days	Wed 1/16/19	Wed 1/16/19	14	Project manager	$0.00
5	Project execution phase	23 days	Thu 1/17/19	Mon 2/18/19			$12,676.00
5.1	Comparison between EDI system	5 days	Thu 1/17/19	Wed 1/23/19	15	technical team ,others [1],software [1]	$2,602.00
5.2	project outline execution	4 days	Thu 1/24/19	Tue 1/29/19	17	Project manager ,project sponsor	$4,480.00
5.3	prototype unit testing	2 days	Wed 1/30/19	Thu 1/31/19	18	technical team ,software [1]	$1,072.00
5.4	prototype integrated testing	3 days	Fri 2/1/19	Tue 2/5/19	19	technical team ,others [1]	$1,530.00
5.5	Affordability testing of EDI system	9 days	Wed 2/6/19	Mon 2/18/19	20	finance team ,software [1]	$2,992.00
6	Milestone 3: Completion of project execution phase	0 days	Mon 2/18/19	Mon 2/18/19	21	Project manager	$0.00
7	Project closure phase	9 days	Tue 2/19/19	Fri 3/1/19			$3,652.00
7.1	Stakeholder signoff	3 days	Tue 2/19/19	Thu 2/21/19	22	project sponsor	$1,440.00
7.2	Project documentation	3 days	Fri 2/22/19	Tue 2/26/19	24	Project manager ,others [1],software [1]	$2,122.00
7.3	Post project maintenance plan	3 days	Wed 2/27/19	Fri 3/1/19	24,25	others [1]	$90.00
8	Milestone 4: Completion of project closure phase	0 days	Fri 3/1/19	Fri 3/1/19	26	Project manager	$0.00
9	Milestone 1: Completion of project initiation phase	0 days	Fri 11/16/18	Fri 11/16/18	8	others [0]	$0.00
10	Milestone 3: Completion of project planning phase	0 days	Wed 1/16/19	Wed 1/16/19	14	Project manager	$0.00
11	Milestone 3: Completion of project execution phase	0 days	Mon 2/18/19	Mon 2/18/19	21	Project manager	$0.00
12	Milestone 4: Completion of project closure phase	0 days	Fri 3/1/19	Fri 3/1/19	26	Project manager	$0.00

Development of communication plan

Purpose	Report to	Frequency	Medium	Time duration
Discussion between the project administrator and project team members about the details of software	Project administrator	Weekly	Face to face meeting., email and PPPT	2 hours
QA team will be reporting to the project manager about the project quality that has to be implemented	Project manager	Daily	Face to face meeting, PPT and emails	1 hour
Technical team members will make discussion about the software details and its implementation plan	Project manager	Daily	Meeting, conferences and PPT, email	2 hour
Project administrator provided the details of EDI software their features and other requirements accurately in the organized meeting	General manager	Weekly	Meeting, PPT, conferences	1 hour

 Detailed budget plan  

WBS	Task Name	Resource Names	Cost
0	Schedule for EDI software adoption		$93,682.00
1	Project initiation phase		$51,942.00
1.1	Preparing project proposal	Project manager ,software [1],others [1]	$3,402.00
1.2	Project proposal for approval	quality assurance team ,hardware[1],software [1],technical team	$9,002.00
1.3	Project team formation and meeting plan development	Project manager ,technical team ,software [1]	$16,912.00
1.4	Software purchase	finance team ,project sponsor, software [1]	$7,312.00
1.5	Research on required hardware	project sponsor, quality assurance team ,others [1]	$8,010.00
1.6	Meeting with IT company and development of discussion plan	others [1],technical team ,hardware[1],software [1]	$4,132.00
1.7	Project budget planning	finance team ,hardware[1],software [1],others [1]	$3,172.00
2	Milestone 1: Completion of project initiation phase	others [0]	$0.00
3	Project planning phase		$25,412.00
3.1	Installation of networking throughout warehouse department	Project manager ,project sponsor	$6,720.00
3.2	Software fixing and hardware problem identification	technical team	$7,200.00
3.3	Removing old system and installing new system	quality assurance team ,hardware[1],others [1],software [1]	$5,092.00
3.4	Meeting with stakeholders	Project manager	$6,400.00
4	Milestone 2: Completion of project planning phase	Project manager	$0.00
5	Project execution phase		$12,676.00
5.1	Comparison between EDI system	technical team ,others [1],software [1]	$2,602.00
5.2	project outline execution	Project manager ,project sponsor	$4,480.00
5.3	prototype unit testing	technical team ,software [1]	$1,072.00
5.4	prototype integrated testing	technical team ,others [1]	$1,530.00
5.5	Affordability testing of EDI system	finance team ,software [1]	$2,992.00
6	Milestone 3: Completion of project execution phase	Project manager	$0.00
7	Project closure phase		$3,652.00
7.1	Stakeholder signoff	project sponsor	$1,440.00
7.2	Project documentation	Project manager ,others [1],software [1]	$2,122.00
7.3	Post project maintenance plan	others [1]	$90.00
8	Milestone 4: Completion of project closure phase	Project manager	$0.00
9	Milestone 1: Completion of project initiation phase	others [0]	$0.00
10	Milestone 3: Completion of project planning phase	Project manager	$0.00
11	Milestone 3: Completion of project execution phase	Project manager	$0.00
12	Milestone 4: Completion of project closure phase	Project manager	$0.00

Training and development program: In order to make the project manager familiar to the project details, proper training and development program is needed to be arranged by the project manager for the project team members. It is expected that with the help of the organized training program, the project team member will get to know more about the project requirements and project goal.

Answer

Development of encryption program:  In order to mitigate the issues of data loss it is necessary for the project manager to implement proper security aspects in terms of encryption, firewall and string password. While transferring data, it is necessary for the project manager to keep it within the boundary to avoid data hijacking. In order to maintain data security proper encryption algorithm is required to be adopted.  

Risk transfer strategy: For mitigating the risks fours different strategies are there those are required to be adopted such as accept the risk, avoid the risk, transfer the risk and exploit the risk. However, among these four aspects based on the requirement and project goal proper risk mitigation strategy is needed to be adopted by the project manager and project team members.

Software and hardware testing: In order to ensure that, all the adopted hardware and software are accurate for the EDI system. It is necessary for the project manager to go through both unit and integrated hardware and software testing session. It will help the project manager and project team member about the necessary additional components those should be adopted to get successful revenue.   

The reached milestones those have been recorded in the Gant chart are as follows:

Task Name	Duration	Start	Finish	Resource Names
Milestone 1: Completion of project initiation phase	0 days	Fri 11/16/18	Fri 11/16/18	others [0]
Milestone 3: Completion of project planning phase	0 days	Wed 1/16/19	Wed 1/16/19	Project manager
Milestone 3: Completion of project execution phase	0 days	Mon 2/18/19	Mon 2/18/19	Project manager
Milestone 4: Completion of project closure phase	0 days	Fri 3/1/19	Fri 3/1/19	Project manager

 Actual Vs Budget expenditure to date 

Task Name	Duration	Start	Finish	Cost	Actual Cost	% Work Complete
Schedule for EDI software adoption	131 days	Sat 9/1/18	Fri 3/1/19	$93,682.00	$52,084.19	56%
Milestone 1: Completion of project initiation phase	0 days	Fri 11/16/18	Fri 11/16/18	$0.00	$0.00	0%
Milestone 2: Completion of project planning phase	0 days	Wed 1/16/19	Wed 1/16/19	$0.00	$0.00	0%
Milestone 3: Completion of project execution phase	0 days	Mon 2/18/19	Mon 2/18/19	$0.00	$0.00	0%
Milestone 1: Completion of project initiation phase	0 days	Fri 11/16/18	Fri 11/16/18	$0.00	$0.00	0%
Milestone 3: Completion of project planning phase	0 days	Wed 1/16/19	Wed 1/16/19	$0.00	$0.00	0%
Milestone 3: Completion of project execution phase	0 days	Mon 2/18/19	Mon 2/18/19	$0.00	$0.00	0%
Milestone 4: Completion of project closure phase	0 days	Fri 3/1/19	Fri 3/1/19	$0.00	$0.00	0%
Milestone 4: Completion of project closure phase	0 days	Fri 3/1/19	Fri 3/1/19	$0.00	$0.00	20%
Project closure phase	9 days	Tue 2/19/19	Fri 3/1/19	$3,652.00	$1,061.00	25%
Stakeholder signoff	3 days	Tue 2/19/19	Thu 2/21/19	$1,440.00	$0.00	0%
Post project maintenance plan	3 days	Wed 2/27/19	Fri 3/1/19	$90.00	$0.00	0%
Project documentation	3 days	Fri 2/22/19	Tue 2/26/19	$2,122.00	$1,061.00	50%
Project execution phase	23 days	Thu 1/17/19	Mon 2/18/19	$12,676.00	$5,184.39	40%
Comparison between EDI system	5 days	Thu 1/17/19	Wed 1/23/19	$2,602.00	$780.60	30%
Affordability testing of EDI system	9 days	Wed 2/6/19	Mon 2/18/19	$2,992.00	$897.60	30%
project outline execution	4 days	Thu 1/24/19	Tue 1/29/19	$4,480.00	$1,792.00	40%
prototype unit testing	2 days	Wed 1/30/19	Thu 1/31/19	$1,072.00	$643.20	60%
prototype integrated testing	3 days	Fri 2/1/19	Tue 2/5/19	$1,530.00	$1,070.99	70%
Project planning phase	43 days	Mon 11/19/18	Wed 1/16/19	$25,412.00	$12,543.20	50%
Installation of networking throughout warehouse department	6 days	Mon 11/19/18	Mon 11/26/18	$6,720.00	$2,688.00	40%
Software fixing and hardware problem identification	15 days	Tue 11/27/18	Mon 12/17/18	$7,200.00	$3,600.00	50%
Meeting with stakeholders	10 days	Thu 1/3/19	Wed 1/16/19	$6,400.00	$3,200.00	50%
Removing old system and installing new system	12 days	Tue 12/18/18	Wed 1/2/19	$5,092.00	$3,055.20	60%
Project initiation phase	56 days	Sat 9/1/18	Fri 11/16/18	$51,942.00	$33,295.60	64%
Project proposal for approval	10 days	Fri 9/7/18	Thu 9/20/18	$9,002.00	$4,501.00	50%
Meeting with IT company and development of discussion plan	8 days	Thu 10/25/18	Mon 11/5/18	$4,132.00	$2,066.00	50%
Preparing project proposal	5 days	Sat 9/1/18	Thu 9/6/18	$3,402.00	$2,041.20	60%
Software purchase	9 days	Fri 9/21/18	Wed 10/3/18	$7,312.00	$4,387.20	60%
Project team formation and meeting plan development	15 days	Fri 9/21/18	Thu 10/11/18	$16,912.00	$11,838.40	70%
Research on required hardware	9 days	Fri 10/12/18	Wed 10/24/18	$8,010.00	$5,607.00	70%
Project budget planning	9 days	Tue 11/6/18	Fri 11/16/18	$3,172.00	$2,854.80	90%

Different reasons are defined for which the project manager has to undertake different action plan. In order to accomplish the project the project managers are require to make certain action plan in the project initiation phase and even after the execution of the project. For this particular project an action plan that has been undertaken is as follows:

• Identification of tasks
• Analysis and delegate the tasks
• Considering standard schemes double checking

On the other hand, there are certain reasons for which during the implementation of the EDI software in Swaggies the project head to take the action plan. The respective reasons for the action plans are as follows:

• Bring clarity to the vision
• The ideas should be turned to the reality
• The project team members were failing to meet their responsibilities rather job roles
• The project manager failed to track the contribution of the project members properly 

After the identification of the reasons for which the project manager has undertaken certain action plan, the executives have developed an advanced communication plan. It is expected that with the help of this accurate action plan the stakeholders and the project manager will be able to understand about the project goal objectives properly. The purpose of communication and the set of topic those have been discussed in these meetings are as follows:

• Current status of the project report
• The basic security aspects to be undertaken to keep the EDI system secured from external attacks
• The difference between the estimated cost and the actual expenditure
• The expenditure budget and the actual cost of the project elements
• Additional time might be required or successful completion of the project

The aim of the project is to install and implement Electronic Data Interchange (EDI) software for Swaggies. The warehouse department of Swaggies does not have proper managerial aspects and due to this reason the company was continuously failing to meet the requirements. In order to resolve this issue, they have thought of installing advanced software to improve their existing customer service. It is expected that with the successful implementation of the project, the company will be able to gain a team of professionally trained staffs. Swaggies will also get economic support and with the time management the rate of staff efficiency will also increase accordingly. In addition to this, Swaggies can gain competitive advantages from the market place with an enhanced customer service management system.

Project Plan

The problems those have been identified by the project manager during the existing data warehouse application are as follows:

• Failure of the software system
• Negative response from the staffs
• The system fails to deliver service to the consumers on time
• Budget over allocation
• Inappropriate backup process used by the project manager 

This is one of the most vital parts in project management that helps the project manager to ensure about the project requirements and current status of the project as well. Based on the requirement of the project it has been found that, 6 months are needed to complete the project however, after 3 months the status of the project is also defines that total 60% as to be completed.   

From the detail study of the project it has been learned that only identification of the resources are not enough rather after that both the human resources and physical resources should be analyzed. In addition to this, before initiating the project the feasibility study must be done accordingly so that the project manager get to know about the total expenditure to be achieved. Apart from this, during the project development phase, appropriate time to time progress report is also needed to be developed.

If all the identified steps are maintained accurately then, it can be assumed that the project manager will be able to meet the requirements accordingly. The identified risks will be minimized, the productivity of Swaggies will increase and the other features that the company would be able to get include the following:

• Data backup, disaster recovery and application resilience are the features those the company will be able to achieve
• The stock level of the warehouse will enhance to meet the requirements of the consumers
• In addition to this, with secured on time service the level of customer satisfaction will also increase 

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