TEAM X Project Management Plan
Finance Web-Application Project
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Project Name: Finance Web-Application
Client Organization Name: Sally’s Stock Feed Stores
Project Start Date: February 4, 2008 Projected Finish Date: December 5, 2008
Project Manager: Manileda Gupparta, mgupparta@teamx.com.au, xxxx xxx xxx
Team:
Manileda Gupparta xxxxxxx
Luka Swann xxxxxxx
Karen Marsden xxxxxxx
Brenda Harding xxxxxxx TEAM X Project Management Plan
Finance Web-Application Project
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Table of Contents
Table of Contents................................................................................................................ 2
1.0 Executive Summary...................................................................................................... 4
2.0 Introduction................................................................................................................... 5
2.1 Name......................................................................................................................... 5
2.2 Description................................................................................................................ 5
2.3 Sponsors Details........................................................................................................ 5
2.4 Project Manager and Team Details........................................................................... 5
2.5 Deliverables .............................................................................................................. 6
2.6 Reference Details...................................................................................................... 7
2.7 Definitions................................................................................................................. 7
3.0 Organization.................................................................................................................. 7
3.1 Organizational Charts ............................................................................................... 7
3.2 Project Responsibilities............................................................................................. 9
3.3 External Interfaces .................................................................................................... 9
4.0 Management and Technical Processes.......................................................................... 9
4.1 Management Objectives............................................................................................ 9
4.2 Project Controls ........................................................................................................ 9
4.3 Risk Management ................................................................................................... 10
4.4 Project Staffing ....................................................................................................... 10
4.5 Technical Processes ................................................................................................ 11
5.0 Work to be done.......................................................................................................... 11
5.1 Major Work Packages............................................................................................. 11
5.1.1 Scope................................................................................................................ 11
5.2.2 Work Breakdown Structure ............................................................................. 11
5.2 Key Deliverables..................................................................................................... 11
5.3 Other ....................................................................................................................... 11
5.3.1 Assumptions..................................................................................................... 11
5.3.2 Hardware/Software required............................................................................ 11
6.0 Schedule...................................................................................................................... 12
6.1 Summary................................................................................................................. 12
6.2 Detailed Schedule ................................................................................................... 12
6.2.1 Gantt Chart....................................................................................................... 12
6.2.2 Network Diagram............................................................................................. 12
6.3 Assumptions............................................................................................................ 12
7.0 Budget......................................................................................................................... 12
7.1 Summary................................................................................................................. 12
TOTAL: .................................................................................................................... 13
Hardware:.................................................................................................................. 13
Software:................................................................................................................... 13
Labour:...................................................................................................................... 13
Maintenance:............................................................................................................. 13
Miscellaneous: .......................................................................................................... 13
7.2 Detailed Budget ...................................................................................................... 13
8.0 Appendix..................................................................................................................... 17 TEAM X Project Management Plan
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Appendix A- Responsibility Assignment Matrix (RAM)............................................. 17
Appendix B : Scope Statement ..................................................................................... 18
Appendix C : Work Break Down Structure.................................................................. 20
Appendix D : Quality Management Plan...................................................................... 21
Appendix E: Change Control Plan................................................................................ 25
Appendix F : Milestone Report..................................................................................... 27
Appendix G : Risk Management Plan .......................................................................... 29
Appendix H : GANTT Chart ........................................................................................ 37
Appendix J : Network Diagram .................................................................................... 38
Appendix K: Project Charter ........................................................................................ 41
Appendix L: Meeting minutes and Weekly status reports............................................ 41
Appendix M: Lessons Learned report........................................................................... 41 TEAM X Project Management Plan
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1.0 Executive Summary
This Project Management Plan has been written by the MLKB Team project group for
the Finance Web-Application Project which is being developed for Sally’s Stock Feed
Stores organization.
The application being developed is an intranet based financial system that is required to
produce the following deliverables and have the potential to generate more with further
development. The minimum required deliverables are: Payroll, Debtors, Creditors, BAS
Calculation, Bank Reconciliation, Stock Control and Reports.
The allocated budget for this project is one hundred and eighty thousand dollars and the
allocated time period is ten months. The project is scheduled to begin on the Fourth of
February and scheduled completion date is the Eighth of December.
The Project Management Plan and the team website have been created as learning tools
for the subject Introduction to I.T. Project Management. This document and the website
contains all the various components of a Project Management Plan.
Website Link:
http://velorum.ballarat.edu.au/academic/200x/semx/team_x/index.php
The minimum required deliverables for this assignment are listed below. This document
and the website contains these components and others required for an IT Project Plan.
• Project Initiation
o Project Charter
o Kick-off meeting minutes
• Project Planning
o Scope Statement
o Work Breakdown Structure (WBS)
o Schedule (Gantt chart)
o Network Diagram
o Responsibility Assignment Matrix (RAM)
o Risk Management Plan
o Detailed Budget
• Project Executing
o product related deliverables (not required)
• Project Controlling
o Milestone report
o Weekly status reports
o Weekly team meeting minutes
o Change Requests
• Project Closing TEAM X Project Management Plan
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o Lessons learned
2.0 Introduction
2.1 Name
Finance Web-Application Project
2.2 Description
This Project’s aim is to develop a web-based financial application which will do various
financial calculations for the Sally’s Stock Feed stores. This application will include
payroll, debtors, creditors, BAS calculation, bank reconciliation, stock control, reports
etc, at a minimum. The approved budget for this project is $180,000 and allocated time is
10 months. The web-application should run on current browsers on Windows Vista
operating system and should support multi-user environment.
2.3 Sponsors Details
Sally Firmin
CEO, Stock Feed Stores
101 Imperial Drive
Melbourne, 3000
Phone: 03 51111111
Email: s.firmin@stockfeeds.com.au
Joe Bloggs
Administration, Stock Feed Stores
101 Imperial Drive
Melbourne, 3000
Phone: 03 5000500
Email: j.bloggs@stockfeeds.com.au
2.4 Project Manager and Team Details
Manileda Gupparta Project Manager Ph: xxxx xxx xxx
mgupparta@teamx.com.au
Luka Swann Team Member Ph: xxxx xxx xxx
lswann@teamx.com.au
Karen Marsden Team Member Ph: xxxx xxx xxx
kmarsden@teamx.com.au
Brenda Harding Team Member Ph: xxxx xxx xxx
bharding@teamx.com.au TEAM X Project Management Plan
Finance Web-Application Project
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2.5 Deliverables
Software:
Fully functional web-based application – The web-application with all the required
features mentioned in the Project Charter.
WAMP server software – Server software which hosts the website
Firewall – Software to prevent intrusion.
Hardware:
1 Development/Testing Server – Server to be used while development of the application.
It will be used as the back-up sever after development is complete.
1 Production server – Server that will host the web-application in the organization
UPS for power back up – Source of backup electrical power in case of power failure.
Documentation:
Business case - A proposal for business change that is justified in terms of costs and
benefits.
Project charter – A document that formally recognizes the existence of a project and
provides direction on the projects objectives and management
Team contract – A document which defines the requirements of the team member, in
terms of code of conduct, communication etc and is signed by all the team members,
Communications Management Plan – A document that guides the communications within
the project.
Scope statement – A document used to develop and confirm a common understanding of
the project scope. The first version is often called a preliminary scope statement.
Work breakdown structure – A deliverable oriented grouping of the work involved in the
project that defines the total scope of the project.
Quality Assurance Plan – A document outlining the procedures and processes in place to
ensure that the quality of the end product is at the desired level.
Risk Management Plan – A plan that documents the procedures for managing risk
throughout the project.
Status reports – Reports that describe where the project stands at a specific point in time. TEAM X Project Management Plan
Finance Web-Application Project
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Milestone report – A report that outlines the major milestones in the project, and their
status at the point in time
Final project presentation – A presentation to key stakeholders at the end of the project,
to demonstrate the final product of the project, and show how the project went.
Lessons learned report – Reflective statements writer by project managers and their team
members to document important things they have learned from working on the project.
2.6 Reference Details
The following references were used in the project:
Schwalbe, K. (2006). Information technology project management, (4th Ed.). Cambridge,
MA: Course Technology
Marchewka, J.T. (2006). Information Technology Project Management, (2nd Ed.).
Danvers, MA: John Wiley & Sons
2.7 Definitions
PMP: Project Management Plan
WBS: Work Breakdown Structure
Scope: All the work involved in creating the products of the project and the processes
used to create them.
SDLC: Software development life cycle
Server: Computer which provides/feeds the application to be used on the other client
machines
3.0 Organization
3.1 Organizational Charts
TEAM X Project Management Plan
Finance Web-Application Project
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Project Team
Organizational Chart – Stock Feed Stores
C.E.O Stock Feed Stores
Sally Firmin
Team X
Stock Feed Stores
Team Member
Brenda Harding
Team Member
Karen Marsden
Project Manager
Manileda Gupparta
Team Member
Luka Swann
Consultant
Marketing
Specialist
Researching
Specialist
Purchasing
Specialist
Technical
Specialist
Systems
Analyst
Business
Analyst
Developer /
Programmer
Tester Documenter
Stock Feed Stores
Board of Directors C.E.O Stock Feed Stores
Sally Firmin
Tech Support
Michael Kain
Warehouse and Storage
Lewis Wilson
Accounting
James Ryan
Sales and Marketing
John Smith
Administration /
Middle Management
Joe Bloggs TEAM X Project Management Plan
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3.2 Project Responsibilities
See Appendix A – Responsibility Assignment Matrix
3.3 External Interfaces
Hardware Provider:
Dell
www.dell.com.au
Phone: 1800 812 393
Firewall:
Cisco Systems
http://www.cisco.com/web/ANZ/index.html
Phone: +61 2 8446 6000
4.0 Management and Technical Processes
4.1 Management Objectives
The Senior Management of Sally’s Stock Feed Stores have identified the need for a new
Finance Billing System and allocated a budget of $180,000 for its development. The
company wishes to update its existing system with an intranet based application which
can be distributed and used easily amongst its employees and stores.
The Management of Sally’s Stock Feed Stores have identified that the application must at
least do the following or have the following functionality: Payroll, Debtors, Creditors,
BAS Calculation, Bank Reconciliation, Stock Control and Reports.
4.2 Project Controls
Throughout this project there are several documents that are produced in order to
manage, control, monitor and review the current status and overall progress of the
project.
The required documents to be produced are:

Weekly Meeting Minutes

Weekly Status Reports

Milestone Report

Lessons Learned Report

Change Control Plan (or Change Management Plan)
Please refer to the appendices and the team website to view these documents.
Website:http://velorum.ballarat.edu.au/academic/200x/semx/team_x/index.phpTEAM X Project Management Plan
Finance Web-Application Project
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4.3 Risk Management
For this project there have been several different risks that have been identified. The
identified risks are listed below along with the Risk Register and Probability Impact
Matrix.
1. Lack of communication in between the team members
2. Disagreement between members in process followed to complete certain task
3. Incompatibility of the software distributed
4. Rejection of the new system by the Client’s Staff Member
5. Product quality not meeting client needs
6. Accurate functionality of the web pages
7. Dispute with the client
8. Website breakage
9. Accessibility of hardware and software at proper time.
10. Relevance of the new system to the actual work
11. Affordability of the Project
12. Technical feasibility of the Project
13. Accuracy and Stability of the financial projection
14. Achievement of the projected NPC, ROI and Payback estimates
15. Technical competency of the staff
16. Going over the estimated budget
17. Project going overtime
18. Unforseen Risk (e.g. Natural Disaster)
For information on how these various risks will be managed, reviewed, identified and
resolved please refer to the team website and/or the risk management plan document.
Website:http://velorum.ballarat.edu.au/academic/200x/semx/team_x/webpages/planning.
php
4.4 Project Staffing
Please refer to the following sections of this document for Staffing Information.
2.4 Project Manager and Team Details
3.1 Organisational Charts
Please refer to the following documents for Staffing Information.
Kick off meeting minutes
Project Charter
These documents are located and are available on the team website.
http://velorum.ballarat.edu.au/academic/200x/semx/team_x/index.phpTEAM X Project Management Plan
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4.5 Technical Processes
Document Templates:
This project requires several different documents to be produced. To maintain
consistency throughout these documents a variety of templates and rules have been
created to aid in maintaining consistency.
An example is the weekly meetings minutes and weekly status reports documents use a
basic template that is available on the website. Another example is that all the documents
produced by the MLKB Team contain the teams name at the beginning of the document.
Change Control Plan
The implementation of the Change Control Plan is to manage various changes that may
be required throughout the project. For any changes to occur the procedure and document
must be completed and followed.
5.0 Work to be done
5.1 Major Work Packages
5.1.1 Scope
Please see Appendix B of this document for information on the scope of this
project.
5.2.2 Work Breakdown Structure
Please see Appendix C of this document for information on the work breakdown
for this project.
5.2 Key Deliverables
Please see section 2.5 of this document for a list of deliverables of this project.
5.3 Other
5.3.1 Assumptions

Project budget only allows for the server infrastructure to be delivered as a
deliverable and project team is not responsible for the user infrastructure.

The web-application will be used by the client organization and the
decision to distribute the application to other franchisees to recover the
cost of the project, is a sole decision of the client.
5.3.2 Hardware/Software required
List of the hardware/software required to develop the application.

Production server : Dell Server – PowerEdgeTM

Server for hosting application: WAMP

FirewallTEAM X Project Management Plan
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Multimedia software

ASPRunner Professional: Database management tool
6.0 Schedule
6.1 Summary
The schedule for this project is outlined below:
Project Start Date: 04/02/08
Project Finish Date: 05/12/08
Total Duration: 306 days
Start Date End Date
Initiation Phase: Monday 04/02/08 Thursday 13/03/08
Planning Phase Friday 14/03/08 Wednesday 30/04/08
Executing Phase Thursday 01/05/08 Tuesday 16/09/08
Testing Phase Monday 07/04/08 Monday 24/11/08
Closing Phase Friday 21/11/08 Friday 05/12/08
6.2 Detailed Schedule
6.2.1 Gantt Chart
Refer to Appendix G of this document for the GANTT chart
6.2.2 Network Diagram
Refer to Appendix H for the network diagram for this project.
Note: In order to view it correctly, it would be better to the Microsoft Project file.
6.3 Assumptions
• The project would finish within the allocated time
• The time frame would not be modified by the sponsor
• No dispute in the actual of the project with the stakeholders
• No technical glitches that would affect the schedule
7.0 Budget
7.1 Summary
The cost of this project has been broken up into parts: TEAM X Project Management Plan
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TOTAL:
Total of 10 months: $ 179 762.70
Hardware:
Servers: 2 x $6 600.00
UPS: $ 315.70
Software:
Applications: $ 2 299.00
Labour:
Total labour costs: $ 155 720.00
Maintenance:
Total maintenance costs: $ 12 393.00
Miscellaneous:
Other project costs: $ 2 435.00
7.2 Detailed Budget
Total Approved Budget: AU $180 000
Staffing Budget
Amount Allocated: (AU$ 155 720.70)
Worst Case Scenario: (AU$ 176 400.70)
Hourly
Rates Total Cost
Resources* Members
Name (AU$)
Total
Hours
Worked**
Cost Type
(AU$)
Project
Manager
Manileda
Gupparta 130 290 Fixed 37700
Business
Analyst
Brenda
Harding 87 110 Fixed 9570
Systems
Analyst
Karen
Marsden 82 110 Fixed 9020
Programmer Karen
Marsden 77 130 Fixed 10010
Developer Brenda
Harding 77 130 Fixed 10010
Research
Specialist
Karen
Marsden 102 200 Fixed 20400 TEAM X Project Management Plan
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Software Budget
Amount Allocated: (AU$ 2 299.00)
Worst Case Scenario: (AU$ 7 200.00)
Purchases Quantity Description Cost(AU$) Cost Type
WAMP 2 Provides support for the
community of open-source FREE -------
Tester Luka Swann 72 190 Fixed 13680
Documenter Manileda
Gupparta 74 120 Fixed 8880
Marketing
Specialist Luka Swann 102 90 Fixed 9180
Purchasing
Specialist Luka Swann 82 90 Fixed 7380
Consultant Brenda
Harding 102 195 Fixed 19890
Total Salary $ 155 720.00
Percentage of Budget 86%
Hardware Budget
Amount Allocated: (AU$ 6 915.70)
Worst Case Scenario: (AU$ 10 800.70)
Purchases Quantity Description Cost
(AU$)
Cost Type
WAMP 1 Provides support for the
community of open-source FREE Variable
Dell Server –
PowerEdgeTM 2
The dell server will be used
for hosting pages scripts
programs and multimedia
files
6600.00 Variable
UPS 1 Will maintain continuous
supply of power 315.70 Variable
Total Hardware $ 6 915.70
Percentage of Budget 3.8 % TEAM X Project Management Plan
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Firewall 1 To secure the data 700.00 Variable
Multimedia
Software 1
AdobeCs3 Master software
used for client development f
further extension are required
1200.00 Variable
ASPRunner
Professional 1 ASPrunnerPro is a database
management tool 399.00 Variable
Total Software $ 2 299.00
Percentage of Budget 1.2 %
Maintenance Budget
Amount Allocated: (AU$ 12 393.00)
Worst Case Scenario : (AU$ 18 000.00)
Purchases Quantity Description Cost AU($) Cost Type
WAMP Support for WAMP 400.00 Variable
OpManager ---
A tool for monitoring the
network and the server 4194.00 Variable
PHPRunner 1
Build great looking
PHP+MySQL web sites with
no programming
399.00 Variable
Antivirus --- Security 7400.00 Fixed
Total Software $ 12 393.00
Percentage of Budget 6.8 %
Other Project Expenses
Amount Allocated: (AU$ 2 435.00)
Worst Case Scenario: (AU$ 3 600.00)
Incidentals Description Cost
Printing 1000 pages @ $0.20 200.00
Photocopying 350 copies @ $0.10 35.00
Travel All expenses associated with traveling 200.00 TEAM X Project Management Plan
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Recreational
Expenses Team dinner, product launch with client 1500.00
Training manuals
Production of Training Manuals and Implementation of
Training
25 pages @ 0.20 of 100 copies
500.00
Total Other Project Expenses $ 2 435.00
Percentage of Budget 1.4 %
Total expenses on the project $ 179762.70 TEAM X Project Management Plan
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8.0 Appendix
Appendix A- Responsibility Assignment Matrix (RAM)
Project Manager Business Analyst Systems Analyst Programmer Developer
Initiation
Determine Team Members
Identify Assets and Skills of each team member
Finalize Project Team Members
Select Project Manager
Identify and Determine key stakeholders R P
Prepare Business Case R P
Prepare Project Charter Document RP
Planning
Kick off meeting R
Prepare team contract
Prepare team contract document R
Sign off Team Contract Document R
Prepare Scope Statement R
Prepare Work Breakdown Structure RP
Prepare cost and Shedule baselines
Identify task resources R
Prepare Cost Estimates R
Prepare Schedule Estimates R
Prepare Shedule Plan (Including Gantt Chart) RP
Prepare Resonsibility Assignment Matrix RP
Prepare Quality Assurance Plan R P
Prepare Communications Management Plan RP
Prepare Risk Management Plan R P
Prepare Testing and Implementation Plan R
Prepare Marketing Plan R
Prepare Organisational Charts R P
Executing
Prepare Milestone Report R
Define Requirements
Determine Application Requirements R
Determine User Requirements R
Determine System Requirements P
Design Application
Review Current System
Design Application to incorporate current system functionality R P
Develop Application prototype
Develop Application prototype RP
Test and Review prototype with client in testing environment RPTEAM X Project Management Plan
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Develop Application RP
Develop Documentation for Code R
Testing
Integrate Application into clients organisation R
Develop training manuals and user documentation
Perform System tests on Application
Review application and make changes if required P
Review and monitor performance R
Prepare training plans and sessions with staff
Documentation
Prepare weekly status reports
Update scope statement R
Update Schedule Plan R
Update Budget Report R
Update Risk Management R
Closing
Prepare presentation for application RP
Prepare final project report
Sponsor sign off project as complete RP
Complete lessons learned report R
Appendix B : Scope Statement
Scope Statement
Project Title: Finance Web-Application Project
Date: April 24, 2008
Prepared By: Manileda Gupparta, Project Manager, xxxx xxx xxx,
mgupparta@teamx.com.au
Project Justification: Sally Firmin, CEO of Sally’s Stock Feed Stores has requested to
develop a finance application for a chain of stores. The application at a minimum shall
include payroll, creditors, debtors, BAS calculation, bank reconciliation etc. The application
will be used to calculate all the finances at the stores. The budget for the project is $180,000.
This cost can be recovered by selling the application to other franchises. The application will
be web-based and should support a multi user operating environment.
Product Characteristics and Requirements:
1. The application will ease the calculation of various financial data figures for the
stores; maintain the database of the payroll information of the employees.
2. The application will make the basic tasks of financial management easy, hence
making the business more efficient.
3. Web-based: The application will be web-based TEAM X Project Management Plan
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4. Data Security: Users will have to authenticate using their own username and
password.
5. Multiple Users: Multiple users can use the application at the same time.
6. Operating system: Application should run on the current browsers and Windows
Vista operating system
7. Availability: The system will be available 24 hours a day, 7 days a week with one
hour per week for system maintenance and backups.
Summary of Project Deliverables
Project management related deliverables:
• Project Charter
• Scope Statement
• WBS
• Gantt chart (Schedule)
• Network Diagram
• Responsibility Assignment Matrix (RAM)
• Risk Management Plan
• Detailed Budget
• Weekly status reports
• Milestone Report
• Weekly Team meeting minutes
• Change Requests
• Lessons learned report
• Final Project report
Product-related Deliverables
• Fully functional web-based application
• User Guides
• System documentation
• Staff Training sessions
• MySQL Enterprise 2.0
Project Success Criteria: The goal of this project is to develop the finance application
with the basic functionality specified at a minimum, within the timeframe of 10 months and
the budget of $180,000. The stores are not really keen on selling the application to other
franchises to recover the cost of the project but it is a viable option. The project will be
considered a success if it is completed within 10 months with the budget not exceeding
$180,000. TEAM X Project Management Plan
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Appendix C : Work Break Down Structure TEAM X Project Management Plan
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Appendix D : Quality Management Plan
Quality Management Plan
Project Name: Finance Web-Application Project
Project Start Date: February 4, 2008 Projected Finish Date: December 8, 2008
Project Team: Team x
Project Manager: Manileda Gupparta, xxxx xxx xxx, mgupparta@teamx.com.au
1.0Introduction
1.1 Introduction
The Quality Management Plan provides a foundation for controlling and
maintenance of the standards of the project. This plan will define and outline the
procedures to follow in event of any difficulties encountered during the project.
1.2 Scope of Plan
• This plan defines the organizational structure of the project and identifies
the reporting to person.
• The QMP also define the procedures to follow in case of an event where
something went wrong or not according to the plans.
• The QMP will define the procedures and range of activities for the audit.
• The QMP will also define the review process. TEAM X Project Management Plan
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2.0Management
2.1 Organizational Structure
Project Team – Team X
Organisational Chart –Stock Feed Stores
C.E.O Stock Feed Stores
Sally Firmin
Team X
Stock Feed Stores
Team Member
Brenda Harding
Team Member
Karen Marsden
Project Manager
Manileda Gupparta
Team Member
Luka Swann
Consultant
Marketing
Specialist
Researching
Specialist
Purchasing
Specialist
Technical
Specialist
Systems
Analyst
Business
Analyst
Developer /
Programmer
Tester Documenter
Stock Feed Stores
Board of Directors C.E.O Stock Feed Stores
Sally Firmin
Tech Support
Michael Kain
Warehouse and Storage
Lewis Wilson
Accounting
James Ryan
Sales and Marketing
John Smith
Administration /
Middle Management
Joe Bloggs TEAM X Project Management Plan
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2.2 Roles and Responsibilities
2.2.1 Project Manager
The Project Manager holds the overall responsibility for the
project. The Project Manager holds responsibility to appoint the
auditor and to implement the Quality Management Plan. Project
Manager also has to keep the Senior Management informed about
the project.
2.2.2 Project Team Members
The Project Team is responsible to report any issues that arise
during the project. Also, the Team Members are responsible for
execution of decisions made by the project team.
2.2.3 Senior Management
Senior Management is responsible to keep track of the overall
project performance.
2.2.4 Other Members
Other members participating in the project may be required to
undertake Quality Management Procedures. The members will be
briefed of their responsibilities if any work is required to be
undertaken by them.
3.0Required Documentation
• Project Charter
• Weekly Team meetings Minutes
• Scope Statement
• Stakeholder Analysis
• Business Case
• Work Breakdown Structure
• Gantt Chart/Network Diagram
• Responsibility Assignment Matrix
• Status Reports
• Milestone Reports
4.0Quality Assurance Procedures
4.1 Review Process
4.1.1 Review Procedures
Steps Person Responsible Notes
Execution of Audits Appointed Auditor
Prepare Audit Report Appointed Auditor Auditor will prepare a
report on the findings of the
Project Audit
Discuss Report Findings Project Team The report will be presented
to the Project Team by the TEAM X Project Management Plan
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auditor to discuss the issues
Prepare Solutions Project Team The team members will
discuss and come up with
solutions for the problems
Implement Solutions Appointed Person/Project
Team
The chosen Team Members
will implement the
solutions.
4.2 Audit Process
The Team Manager or the Senior Management will appoint an Auditor who
will hold the Audit at random throughout the Planning and the execution
phases of the project. The Auditor will make sure that all the processes
specified in the plans are being followed and the project is running smoothly.
The Auditor prepares an Audit report based on the findings and will present
this report to the Project Team at the next team meeting. The Project Manager
along with the Team Members come up with a solution and decide the
appropriate person who will take the action, if any required to implement the
solutions.
5.0Problem Reporting Procedures
Non-compliance Reporting Procedures
Steps Person Responsible Other Notes
Problem reported to Project
Manager either via e-mail or
verbally
Any person involved in
the project
Standard feedback forms can
be created on website or in
print
Project Manager raises the
problem at the next team meeting
Project Manager Immediate meeting maybe
called in case of high priority
issue
Team discussion on possible
solutions to the problem
Project Team
Team Vote on the best possible
solution
Project Team Subject to Project Manager
approval
Solution is implemented and
documentation updated
Chosen Team member TEAM X Project Management Plan
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Appendix E: Change Control Plan
Change Control Plan
Project Name: Finance Web-Application Project
Project Start Date: February 4, 2008 Projected Finish Date: December 8, 2008
Project Team: Team X
Project Manager: Manileda Gupparta, xxxx xxx xxx, mgupparta@teamx.com.au
Change Control Procedure
• Identify and analyze the problem.
• Hold a Team Meeting and discuss the possible solutions to the problem.
• Identify the changes required and the impact on the project in terms of Budget,
Schedule.
• Get approval from Project Manager on the Change Control Procedure Form.
• Document the required changes. TEAM X Project Management Plan
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Change Control Procedure Form:
Date: / / (dd/mm/yyyy) Team Name: Team X
Severity: Project Name:
Subject:
Analyze Problem:
Solution:
Future Effect:
Approval:
Name Position Date Signature
Manileda Gupparta Project Manager
Brenda Harding Consultant
Karen Marsden Research
Specialist
Luka Swann CCB TEAM X Project Management Plan
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Appendix F : Milestone Report
Sheduled
Completion
Date Status
Completion
Date Comments
1.0 Initiation March 13 Complete March 13
1.1
Determine Team
Members February 15 Complete February 15
1.1.1
Identify Assets
and Skills of each
team member February 12 Complete February 12
1.1.2
Finalize Project
Team Members February 15 Complete February 15
1.2
Select Project
Manager February 18 Complete February 18
1.3
Identify and
Determine key
stakeholders February 25 Complete February 25
1.4
Prepare Business
Case March 10 Complete March 10
1.5
Prepare Project
Charter Document March 13 Complete March 13
2.0 Planning April 30 Complete April 30
2.1 Kick off meeting March 14 Complete March 17
Was delayed till Monday
as Project Manager was
ill
2.2
Prepare team
contract March 21 Complete March 21
2.2.1
Prepare team
contract document March 19 Complete March 19
2.2.2
Sign off Team
Contract
Document March 21 Complete March 21
2.3
Prepare Scope
Statement March 26 Complete March 26
2.4
Prepare Work
Breakdown
Structure March 28 Complete March 28
2.5
Prepare cost and
Shedule baselines April 24 Complete April 24
2.5.1
Identify task
resources April 1 Complete April 1
2.5.2
Prepare Cost
Estimates April 15 Complete April 18
Waiting for quotes from
3rd party, was delayed 3
days
2.5.3
Prepare Schedule
Estimates April 21 Complete April 21
2.5.4
Prepare Shedule
Plan (Including
Gantt Chart) April 24 Complete April 24
2.6
Prepare
Resonsibility
Assignment Matrix April 25 Complete April 23
Was completed 2 days
early
2.7 Prepare Quality April 30 Complete April 30 TEAM X Project Management Plan
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Assurance Plan
2.8
Prepare
Communications
Management Plan April 30 Complete April 30
2.9
Prepare Risk
Management Plan April 29 Complete April 29
2.10
Prepare Testing
and
Implementation
Plan April 29 Complete April 29
2.11
Prepare Marketing
Plan April 30 Complete April 30
2.12
Prepare
Organisational
Charts April 30 Complete April 30
3.0 Executing
September
16 Complete
September
16
3.1
Prepare Milestone
Report May 2 Complete May 2
3.2
Define
Requirements May 8 Complete May 8
3.2.1
Determine
Application
Requirements May 8 Complete May 8
3.2.2
Determine User
Requirements May 7 Complete May 7
3.2.3
Determine System
Requirements May 6 Complete May 6
3.3 Design Application May 23 Complete May 23
3.3.1
Review Current
System July 15 Complete July 15
3.3.2
Design Application
to incorporate
current system
functionality July 4 Complete July 4
3.4
Develop
Application
prototype July 15 Complete July 15
3.4.1
Develop
Application
prototype July 15 Complete July 15
3.4.2
Test and Review
prototype with
client in testing
environment July 15 Complete July 15
3.5
Develop
Application
September
9 Complete
September
16
Slight technical
difficulties towards the
end caused this to be
delayed by a week,
fortunatly it was still
completed before testing
was due to begin
3.6
Develop
Documentation for
Code
September
16 Complete
September
16 TEAM X Project Management Plan
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4.0 Testing
November
24 Complete November 24
4.1
Integrate
Application into
clients
organisation
September
23 Complete
September
23
4.2
Develop training
manuals and user
documentation October 7 Complete October 7
4.3
Perform System
tests on
Application
November
18 Complete November 18
4.3.1
Review application
and make
changes if
required
November
11 Complete November 11
4.3.2
Review and
monitor
performance
November
18 Complete November 18
4.4
Prepare training
plans and
sessions with staff
November
18 Complete November 18
4.5 Documentation
November
24 Complete November 24
4.5.1
Prepare weekly
status reports
November
24 Complete November 24
4.5.2
Update scope
statement
November
19 Complete November 19
4.5.3
Update Schedule
Plan
November
20 Complete November 20
4.5.4
Update Budget
Report
November
20 Complete November 21
Delayed by one day.
Documenter was
working on shedule
November 20
4.5.5
Update Risk
Management
November
20 Complete November 20
5.0 Closing December 5 Complete December 5
5.1
Prepare
presentation for
application
November
25 Complete November 28
Presentation was held
off till Friday to allow
more people to attend
5.2
Prepare final
project report
November
25 Complete November 25
5.3
Sponsor sign off
project as
complete December 2 Complete December 2
5.4
Complete lessons
learned report December 5 Complete December 5
Appendix G : Risk Management Plan TEAM X Project Management Plan
Finance Web-Application Project
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Potential Risks:
1. Lack of communication in between the team members
2. Disagreement between members in process followed to complete certain task
3. Incompatibility of the software distributed
4. Rejection of the new system by the Client’s Staff Member
5. Product quality not meeting client needs
6. Accurate functionality of the web pages
7. Dispute with the client
8. Website breakage
9. Accessibility of hardware and software at proper time.
10. Relevance of the new system to the actual work
11. Affordability of the Project
12. Technical feasibility of the Project
13. Accuracy and Stability of the financial projection
14. Achievement of the projected NPC, ROI and Payback estimates
15. Technical competency of the staff
16. Going over the estimated budget
17. Project going overtime
18. Unforeseen Risk (e.g. Natural Disaster, Server Issues etc)
Risk Register:
Risk: Lack of communication in between the team members
Probability of Risk: Low
Impact: Team members wont be aware of the latest updates and thus will
feel detached and less responsible towards the project
When to consider: Throughout the project
Mitigation: Develop a process to deal with dispute
Relevancy: High
Damage Control: Meeting held by project Manager to solve the issue
Prevention:
All team members should regularly contact the project manager
and update themselves with the latest updates. Also the project
manager can hold weekly meeting to increase the communication
between his/her team members.
Re-scheduling: Allocate time to have a meeting with the team members
Extra Issues: N/A
Risk: Disagreement between members in process followed to complete
certain task
Probability of Risk: Low TEAM X Project Management Plan
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Impact: Team members not co-operating with each other and thus creates
tension
When to consider: Throughout the project
Mitigation: Develop a process to deal with dispute
Relevancy: High
Damage Control: Meeting held by project Manager to discuss the issue thoroughly
Prevention:
All team members should step forward and discuss with their
project manager if they feel uncomfortable with anyone in the
team. The project manager will then arrange a solution in a
controlled environment.
Re-scheduling: Allocate time to have a meeting with the team members
Extra Issues: N/A
Risk: Incompatibility of the software distributed
Probability of Risk: Low
Impact: Client un-satisfied with the product delivered
When to consider: End of the project
Relevancy: High
Damage Control: Meetings held by project Manager to avoid such incidents
Prevention:
Project Manager needs to look back at the documents containing
the requirements requested by the client and identify what went
missing. And after identification recognize a possible solution
Re-scheduling: Allocate time to have a meeting with client
Extra Issues: N/A
Risk: Rejection of the new system by the Client’s Staff Member
Probability of Risk: Low
Impact: Team members not co-operating with new implemented system
When to consider: Testing Stage of the project
Mitigation: Develop a process to deal with dispute
Relevancy: Low
Damage Control: Meeting held by project Manager with client to discuss the issue
thoroughly
Prevention: All team members should accept the changes implemented and if
required attend appropriate training sessions.
Extra Issues: N/A
Risk: Product quality not meeting client needs
Probability of Risk: Medium
Impact: Client would be un-satisfied with the product delivered and thus
would not be able to use it completely TEAM X Project Management Plan
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When to consider: End of the project
Mitigation: Make sure the requirements document is signed and understood
by client. Develop a Quality Plan
Relevancy: High
Damage Control: Creating new agreement with the client or change management
required, to fix all the mistakes
Prevention: Requirements document needs to be signed and understood by
the client
Extra Issues: N/A
Risk: Accurate functionality of the web pages
Probability of Risk: Medium
Impact: Team members not being able to work on the web pages as
required
When to consider: Throughout the project
Relevancy: Medium
Damage Control: After each major change, compare the existing web pages with
the required website by the client
Prevention: Strictly follow the instructions provided by the client. No extra
features needs to be included if client does not like surprises
Extra Issues: N/A
Risk: Dispute with the client
Probability of Risk: Low
Impact: Could result in possible tension in the relationship between
project team and client
When to consider: Throughout the project
Mitigation: Keep the client informed about the status of the project
Relevancy: High
Damage Control: Discuss the matter with the higher authorities and if possible
arrange a meeting to solve the issue
Prevention:
The higher authorities in company needs to get in change of the
issue and discuss with both parties and find a solution to mitigate
the issue
Re-scheduling: Allocate time to have a meeting with the higher authorities
Extra Issues: N/A
Risk: Website breakage
Probability of Risk: Medium
Impact: Team members not being able to access the webpage to upload
the updates
When to consider: Throughout the project
Mitigation: Develop a process to deal with dispute
Relevancy: Medium TEAM X Project Management Plan
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Damage Control: Check the connection to the internet, if necessary reset the server
Prevention:
Reset script to run when the website is down and unable to
connect to the internet. Purchase UPS to ensure server uptime
during power outages.
Extra Issues: N/A
Risk: Accessibility of hardware and software at proper time
Probability of Risk: Low
Impact: Team members not co-operating with each other and thus creates
tension
When to consider: Throughout the project
Mitigation: Develop a process to deal with dispute
Relevancy: High
Damage Control: Meeting held by project Manager to discuss the issue thoroughly
Prevention:
All team members should step forward and discuss with their
project manager if they feel uncomfortable with anyone in the
team. The project manager will then arrange a solution in a
controlled environment.
Re-scheduling: Allocate time to have a meeting with the team member
Extra Issues: N/A
Risk: Relevance of the new system to the actual work
Probability of Risk: Low
Impact: Client’s team members finding it difficult to relate the new system
with their existing job requirements
When to consider: End of the project
Mitigation: Feedback from the client on the prototype
Relevancy: Medium
Damage Control: Provide training to the team members so they can relate to the
new applied system
Prevention: Adhere to the requirements provided by the client. Keep the
client regularly updated with the progress of the project. Ensure
that the weekly status report is signed off and clearly understood
by the client.
Extra Issues: N/A
Risk: Affordability of the Project
Probability of Risk: Low
Impact: The client company wont be able to continue providing the
funding for the project
When to consider: Start of the project
Mitigation: Request client for more money
Relevancy: High TEAM X Project Management Plan
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Damage Control: Meeting held by project Manager to discuss the issue thoroughly
Prevention: Keep track of the budget usage
Extra Issues: N/A
Risk: Technical feasibility of the Project
Probability of Risk: Low
Impact: Loss of capital, lack of projected efficiency
When to consider: Throughout the project
Mitigation: Testing and analysis of current hardware
Relevancy: High
Damage Control: Regular testing needs to be carried out on hardware, testing phase
of the project will identify key issues with hardware in reality
Prevention: Testing and thorough analysis at the start of the project to
identify the limits and restrictions, act upon these as required.
Re-scheduling: Research into new hardware and possible upgrades to current
system
Extra Issues: N/A
Risk: Accuracy and Stability of the financial projection
Probability of Risk: Medium
Impact: The project could run over budget or might not be allocated
sufficient resources
When to consider: Throughout the project
Mitigation: Develop an accurate estimate and review the budget
Relevancy: High
Damage Control: Meeting held by Project Manager with the client to review the
budget provided and rectify any issues or budget over-run
Prevention: Review the budget and the status report to estimate the budget
requirements as the project progresses
Extra Issues: N/A
Risk: Achievement of the projected NPC, ROI and Payback estimates
Probability of Risk: Medium
Impact:
Client is not going to receive the monetary benefits from the
project. The product/project may be abandoned or become more
expensive to implement and support
When to consider: End of the project
Mitigation: Develop monthly reports to review the monetary benefits
Relevancy: High
Prevention: Develop the application with consideration to International TEAM X Project Management Plan
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Relations, Government rules and regulation, economical and
political conditions.
Extra Issues: N/A
Risk: Technical competency of the staff
Probability of Risk: Low
Impact: Team members are not qualified/skilled to perform the required
development tasks
When to consider: Throughout the project
Mitigation: Provide staff members with appropriate training, help and
support
Relevancy: High
Damage Control: Meeting held by project Manager to discuss the issue thoroughly,
investigate current skills and improve/develop as required
Prevention:
Selecting the team members with appropriate skills, seeking help
and assistance where required. Provide relevant training and
maintain skills.
Re-scheduling: Allocate time to have a meeting with the team members to review
current skills and provide other training if required
Extra Issues: N/A
Risk: Going over the estimated budget
Probability of Risk: High
Impact: Loss of Capital might occur and also the project could be shut
down
When to consider: Throughout the project
Mitigation: Develop an accurate estimate and review the budget periodically
Relevancy: High
Damage Control:
Meeting held by Project Manager with the client to review the
budget provided and rectify any issues or budget over-run and
request funding where required
Prevention:
Develop an accurate budget estimate and review the weekly
progress report to determine if the project is running according to
plan.
Re-scheduling: Allocate time to have a meeting with the client
Extra Issues: N/A
Risk: Project going overtime
Probability of Risk: Medium
Impact: Not meeting the dead line, the client will be dissatisfied and
annoyed. Make less profit
When to consider: Throughout the project
Mitigation: Develop an accurate estimate and schedule
Relevancy: High
Damage Control: Hold a meeting with the client and the team to review the current TEAM X Project Management Plan
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status and request more time on the project
Prevention: Develop an accurate schedule and monitor project progress.
Re-scheduling: Allocate time to have a meeting with the client
Extra Issues: N/A
Risk: Unforseen Risk (e.g. Natural Disaster, Server Issues etc.)
Probability of Risk: Medium
Impact: The project will be delayed and schedule may need to be altered
to reflect this
When to consider: Throughout the project
Mitigation: Develop and implement a disaster recovery plan
Relevancy: High
Damage Control: Analyze the impact and meet with client to discuss the issue and
work around
Extra Issues: N/A
Probability Impact Matrix:
Impact
Low Medium High
Low 4 10 1, 2, 3, 7, 9, 11,
12, 15
Medium 6, 8 5, 13, 14, 17,
18
Probability
High 16 TEAM X Project Management Plan
Finance Web-Application Project
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Appendix H : GANTT Chart TEAM X Project Management Plan
Finance Web-Application Project
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Appendix J : Network Diagram TEAM X Project Management Plan
Finance Web-Application Project
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Page 39 of 41 TEAM X Project Management Plan
Finance Web-Application Project
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Page 40 of 41 TEAM X Project Management Plan
Finance Web-Application Project
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Page 41 of 41
Appendix K: Project Charter
Please refer to the link below for the project charter on the team website and then go to
the initiation section.
http://velorum.ballarat.edu.au/academic/200x/semx/team_x/index.php
Appendix L: Meeting minutes and Weekly status reports
Please refer to the team website and go to the control section for the Meeting minutes and
the Weekly status reports
http://velorum.ballarat.edu.au/academic/200x/semx/team_x/index.php
Appendix M: Lessons Learned report
Please refer to the team website and go to the closing section for the Lessons learned
report.
http://velorum.ballarat.edu.au/academic/200x/semx/team_x/index.php