Task
Various tasks as outlined below after the case background.
Case Background
As the project manager you are required to present an initial project report to the project sponsor that shows how you propose to implement this project. As the project manager you may make any assumptions you think are necessary.
Case study - Grand Wines
You are an employee of Grand Wines Ltd and project leader of a proposed project to equip each of the company's 20 sales representatives with a wireless data entry device by which they could instantly communicate customer orders to the company's central sales database in Sydney. The sales representatives operate over all areas of NSW and service around 400 independent wine and liquor stores in the state.
Currently, the sales representatives complete customer orders manually and after leaving a copy with the customer, they forward the customer orders by mail or fax to the sales department in Sydney, where the orders are entered into the sales database and processed through the inventory system for shipment to the customer.
The problems with the current process are:
At least one-day is lost in supplying customers with products because of the delays in getting orders into the system.
Sales representatives do not know the latest inventory position of their products when they accept orders from the customer. Delays in delivery can result when orders are placed on "back-order" because of a lack of stock.
Orders are often "lost" or entered into the sales database incorrectly through human error. The sales representatives and many customers are dissatisfied with the current situation.
Competitive wine companies have improved their order systems and are outperforming Grand Wines Ltd in terms of delivery speed, order accuracy, availability of ordered stock and overall customer satisfaction.
Your CEO has stressed the importance of the project to the company and asked you to use your skills as a project manager to make sure the project is successful by following the relevant project management processes.
You have been assigned a project leader of this project. Your manager has given you guidance that the project needs to be completed within 6 months and that costs should be minimised wherever possible with given budget of AUD 60000.00.
Task 1: SWOT ANALSIS
Conduct SWOT analysis giving 5 points each for S, W,O,T as per descriptions below to help project managers.
Task 2: Prepare Project Charter
Template for Project Charter
Basic details Including: Title of the project, Name and email of the Project Manager(yourself), Duration of the project, and High level budget
Project Objectives
Clear, concise reasoning for why the project is being performed Clear, concise definition of what the project's activities will entail Brief description of primary deliverable(s)
Clear description of the project's benefits to the organisation
Recognition and description of any limits that the project will not cover and address
Acceptance Criteria
Identification of specific factors against which the project can be compared to determine success/failure
Identification of specific deliverables not only for class, but for the project as a whole Agency-specific deliverables
Inclusion of due dates for the deliverables
Clear identification of milestone and milestone exit points Factors should include a specific metrical comparison
Task 3: Prepare Communications Plan as per the template given- Communication Plan Template
Plan purpose - A brief description of why and how the plan was developed, and an overview of the overall team communication philosophy. Also states types of communications planned, for lateral, downward, and upward communication.
Identification of stakeholders - The "who" in the project that requires information, (i.e. team members, project sponsor, class professor, etc.) and also the responsible parties to receive and/or communicate information.
Information to be shared - The "what" in terms of project information communication. Describes types of information that the team uses to communicate amongst its own team members, and also to the agency sponsor and the class professor.
Frequency of information exchange - The "when" describes how often communications will be held (i.e. daily, weekly, monthly, as needed, etc.)
Location of information exchange - The "where" states the location of the meeting or other interactions
Purpose of communication - The "why" description assures that communications are held effectively.
Mechanism for communication - The "how" describes the media for communication (i.e. physical meeting, email, phone, message group, etc.)
Change management - Description on how the team will handle changes in the project, whether it is in terms of project scope, schedule, or resources. This includes how the team plans to communicate changes as well as how the team plans to make decisions about changes.
Meeting agenda - Gives a brief overview of what the team plans to accomplish in each of its meetings, how it documents goals and objectives for meetings, and defines and assigns actions for the team to accomplish project objectives.
Rationale
This assessment task covers first five topics and has been designed to ensure that you are engaging with the subject content on a regular basis. More specifically it seeks to assess your ability to:
Identify the responsibilities of a Project manager when participating in a real world project; Define the role of management in projects, particularly from the view point of the practitioner as a member of the project team;
Apply project management skills, methods, techniques and tools to a real world problem typical of a project manager;
Explain areas of knowledge relevant to project management; and
Discuss the many problems facing the project manager and to note the "best practices" being utilised in order to produce effective, efficient and quality projects on time and within budget
Requirements
Students are required to submit the range of documents describing their proposed project solution for the above tasks.
Work Breakdown Structure (WBS)
The first major section (1.0) should be project management and include the various project management deliverables such as charter, WBS, schedule, progress reports, etc. Deliverables should match those in the charter.
Each item on the WBS should have a unique name. If there is possible confusion between two items add an extra adjective to differentiate them. For example, two items could be "first draft report" and "second draft report."
Each line should be numbered with major sections being 1.0 then 2.0, etc.
Each major section should be broken down into between three and twelve subsidiary sections. If further breakdown is needed, more levels should be used.
All items on WBS are deliverables oriented (they are the "whats" of the project). Activities are defined as an outgrowth of the WBS and will appear in the schedule.
The WBS can be submitted in free-form, org-chart, or indented-outline format. The WBS should appear to be complete with all interim and ending deliverables
Schedule / Gantt chart
The schedule should appear to be complete given the charter and WBS.
The schedule should appear to be reasonable without requiring heroics to complete on time.
Include WBS column to left of task name column. Include overall project name as top row.
Have all summaries stated in noun only format (or adjective noun - but on present tense verbs).
Have all tasks (activities) stated in present tense verb-adjective-noun format. Have all milestones stated in noun and past tense verb format.
All tasks should have dependencies shown - no loose ends. Display Gantt portion of schedule as large as possible.
Show critical path in red (or distinctive hash marks if printer is only black). Show arrows with dependencies.
Include no more than 40 lines per page - ensure it is large enough to read easily. Include no more pages than necessary so there is little need to align multiple pages for reading unless it is a large schedule.
Assessment
Rationale
This examination is will formatively as well as summatively assess your grasp of the topics covered in this subject and is aligned with all subject outcomes.
The purpose of this exam is to ensure that the student is fully conversant with all the content material in the subject ITC505 and in so doing, meets the learning outcomes of this subject.
Requirements
The examination consists of: Multiple choice questions, short and long answer questions. Close book
All questions must be answered
Covering all topics this assessment task has been designed to assess your ability to:
identify, critically analyse, reflect on and synthesise the key elements of the IT project management framework, including project stakeholders, communication management, the project management knowledge areas, common tools and techniques, and project success factors; critically analyse the role of IT project management within a professional workplace, from the viewpoint of the member/leader of the project team; research and critically evaluate how a practising IT project manager applies IT project