Assessment Task 2: Develop ICT Project Management Plan

Assessment Task 2 Cover Sheet
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colluded with any other student(s).
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against me according to the process explained to me.
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Strathfield College RTO: 91223 CRICOS Provider Code: 02736K

Assessment Task 2: Develop ICT project management plan
Task summary
This assessment task requires the you, as the senior project manager for IT Biz Solutions, to develop
a project plan for your client, Boutique Build Australia. You will be provided with a set of documents to
assist you in your work.
This assessment is to be completed in the simulated work environment in the RTO.
Required
 Access to textbooks/other learning materials
 Computer with Microsoft Office and internet access
 Space for a meeting
 Boutique Build Business Case
 Boutique Build Project Team Charter
 Boutique Build Organisation Chart
 ICT Project Management Plan
 IT Biz Solutions Team.
Timing
Your assessor will advise you of the due date of these submissions.
Submit
 Email to Judith Lee with Boutique Build ICT Project Management Plan attached
Assessment criteria
For your performance to be deemed satisfactory in this assessment task, you must satisfactorily
address all of the assessment criteria. If part of this task is not satisfactorily completed, you will be
asked to complete further assessment to demonstrate competence.
Re-submission opportunities
You will be provided feedback on their performance by the Assessor. The feedback will indicate if you
have satisfactorily addressed the requirements of each part of this task.
If any parts of the task are not satisfactorily completed, the assessor will explain why, and provide you
written feedback along with guidance on what you must undertake to demonstrate satisfactory
performance. Re-assessment attempt(s) will be arranged at a later time and date.
You have the right to appeal the outcome of assessment decisions if you feel that you have been
dealt with unfairly or have other appropriate grounds for an appeal.
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You are encouraged to consult with the assessor prior to attempting this task if you do not understand
any part of this task or if you have any learning issues or needs that may hinder you when attempting
any part of the assessment.
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Assessment Task 2 Instructions
Complete the following activities:
Carefully read the following:
You are a Senior Project Manager of IT Biz Solutions, which offers a wide range of Information and
Computer Technology services to businesses of all sizes.
You are assigned to a project where you are working Boutique Build Australia, a client based in
Sydney.
An overview of the company is provided below:
Established in 2010, Boutique Build Australia is a small building company specialising in the design
and building of high-quality designer homes for the Sydney metropolitan and surrounding areas.
Boutique Build’s overall business objectives for the next three years are to expand into Queensland
and to set up and operate a permanent model home.
The company is currently quite small in size and everyone except for the site managers work in the
same building. At this stage the business is using an old server which often has problems.
Management have preferred not to upgrade their systems as they did not believe it was worth the
expense and everyone just ‘got on’ with any software of hardware issues. Anything ‘dramatic’
required a tech from IT Biz Solutions to come and address.
Staff have been saving their documentation on their hard drives, which is against procedure. This
process has in some cases led to data loss and file corruption. Recently there was a situation in
which data in a client’s directory was corrupted. This information was being held on one of the
Customer Service Officer’s laptops and had not been copied to the server. The client was not
impressed at the loss of data that they needed to resend to Boutique Build, and they questioned
the organisation’s IT processes. It took some days to obtain information from suppliers and other
sources to replace what was corrupt.
Management realised that this mistake was quite costly in terms of their reputation and the time
that was wasted in gathering all the required information. They decided to contract IT Biz Solutions
to implement new hardware and software, with a focus on applications that will allow the team to
work remotely – as they are looking to expand interstate, they will need effective systems to keep
the business running and keep all staff connected.
So far your work on this project has included:
developing the business case
developing the project charter
selecting your project team.
Your next job is to develop the project plan so your team and those at Boutique Build have a road
map to project completion.
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Before you begin, you will need to review the following documentation so you have a good overview
of your team and the requirements of the Boutique Build ICT project:
 Boutique Build Business Case
 Boutique Build Project Team Charter
 Boutique Build Organisation Chart
 IT Biz Solutions Team.
Complete the following activities:
1. Meet with Roland Morris, your Assistant Project Manager (role played by your assessor).
Use the information provided in the scenario above and the Boutique Build Business Case
to identify which project methodology (or a combination) might be suitable for this project
and what tailoring would be suitable for this methodology.
During your meeting with Roland, you are to explain what project methodology you are
choosing and why you think it is the best. Also explain what tailoring you are thinking
would be appropriate and why.
During the meeting, you will need to demonstrate effective communication skills including:
 Using active listening techniques
 Answering Roland’s questions with as much detail as you can
 Communicating in a professional manner that shows you can adapt your
communication to suit the audience and content being discussed
 Speaking clearly and concisely, using paraphrasing and other techniques to maintain
a clear dialogue.
1.1 The Project Details
The Boutique Build is considered a small building company, which primarily specializes in
the development and building of high-form of designer homes in the surrounding and
metropolitan areas of Sydney. In the recent times, the company has planned for
expanding to Queensland and perform their set up operations into a permanent model
home. According to the present context of the business, Boutique Build have been using
their old servers due to which they often encounter problems (Afolabi, Fagbenle and
Mosaku 2017). Although the management has not provided any form of interest to
upgrade their systems, it was later seen that loss of documentation from hard drives leads
to critical areas of problems.
The other problems being faced at Boutique Build was that loss of data led to loss of
reputation for the company. Hence, the company has contracted IT Biz Solutions for the
implementation of new software and hardware. The only focus would need to be put on
developing some applications, which would be helpful for the team in order to work on a
remote basis (Bjaalid, Laudal and Mikkelsen 2015). Since, the company has been
planning to expand to an interstate, hence the use of effective systems in place would be
majorly be helpful for the successful running of the business while all included staff would
be connected together.
1.2 Project Background and History
Boutique Build is a small business company, which is situated in Australia that mainly
specializes in designing the outline of designer homes. The company has a huge
reputation in the global market and thus receive huge number of contracts. In the context
of the present situation in which the business is running, Boutique Build have set their
primary objectives to expand into Queensland and set up within the place as a permanent
model home. The company has a small employee number and thus their business
operations are considered small in size.
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In consideration to the present conditions of the business, Boutique Build would need to
consider options for securing their documentation on servers. Thus, they need to contract
IT Biz Solutions, who would be responsible for implementing hardware and software
within the new modelled home in Queensland. During expanding into an interstate,
Boutique Build would need to make use of effective systems for continuing the business
processes and keeping each of their staff connected together into a single platform.
1.3 Limitations
According to the discussions of the case for Boutique Build, the limitations within the
business are:
1. The company has a small number of offices and their reach is limited to a certain range
of customers. Since, their offices are limited, hence site managers work in a common and
same building.
2. The business employs an old server, which is surrounded by problems. This is
because management have not considered the option to upgrade their systems (Guerra
2015).
3. The current IT processes within the company are not able to suit the business structure
and functional processes.
1.4 Approach
In consideration to the business performance for Boutique Build, the approach that would
need to be chosen for improving the business processes are:
1. Determining the most appropriate location in which Boutique Build could place their
services and expand their services to a broad number of customers.
2. Determining the total number of hardware devices to be procured and the kind of
software that would need to be acquired to be installed within the hardware (Sligo et al.
2017).
3. Creating a backup plan for the needed documentation stored by the management of
Boutique Build.
1.5 Benefits towards the Business
Based on understanding the business requirements, the benefits incurred for the
business are as follows:
1. The company would have a permanent model home through which they would be able
to perform their different operations.
2. The business would have a strong IT infrastructure based on possessing a permanent
hardware and software solutions (Blaskovics 2016).
3. The business infrastructure for Boutique Build would be improved and thus the
business revenue would be increased gradually.
2. Develop ICT project management plan.
Use the ICT Project Management Plan template and complete the following sections:
 Project overview
 Project methodology
 Scope
 Assumptions, constraints and risks
 Deliverables
 Roles and responsibilities
 Risk management plan
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You do not need to complete anything regarding procurement, schedules or budgets at
this time.
Save your plan as Boutique Build ICT Project Management Plan.
2.1 Project overview
The project is based on determining the implementation of a new hardware and installing
new software within the new modelled home. The project is based on installing new kind
of computer application and setting up of a new network at Queensland. The task would
require the saving of documentation in a dedicated server (Torrecilla-Salinas et al. 2015).
This would enable the company to save their documentation in a secure format while
making use of their data whenever needed.
2.2 Project methodology
In the context of the project, the project methodology that would need to be chosen is
agile. The project task is related to the setup of new hardware and software systems
within the newly installed computer systems at the permanent modelled home in
Queensland. There are other requirements based on setting up of a computer network at
their new established company (Tuomivaara, Lindholm and Känsälä 2017). Hence, the
effective use of agile methodology is considered to be necessary as the project manager
would be responsible for delivering the project as expected.
2.3 Project scope
Based on defining the project scope, the various scope within the project would be
considered as follows:
In-Scope Activities:
1. The implementation of hardware and software would need to be performed by IT Biz
Solutions.
2. The network setup would need to be performed by the IT consultants at IT Biz
Solutions.
3. The business case would need to be performed and included within the deliverables of
the project.
4. The project team would need to be arranged according to the requirements of the
business.
Out Scope Activities:
1. The training of staff after the implementation of the new software cannot be performed
by the consultants of IT.
2. The IT consultants would not be responsible for designing new modifications within the
home if required.
2.4 Assumptions, constraints and risks
The assumptions based on the implementation of new kind of software and hardware are:
1. The project would be completed within the approved deadline by the company.
2. The project would be completed within the estimated budget.
3. Each of the required software that would be installed would be easily usable by the
employees (Dallasega et al. 2017).
4. No new kind of training would be required based after the implementation of new
software.
Some of the constraints within the new system are discussed as follows:
1. New kind of training would not be provided, which create a constraint for the new
employees.
2. The new model home might create some constraints based on laying down the
networking cables to be installed within the house.
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The risks that could incur within the system are discussed as follows:
1. Attacks might be posed towards the servers in which documentation of the company
would be stored.
2. The project might run out of schedule and might exceed the allocated project budget
(Khalil 2018).
3. Loss of data might pose risks towards loss of customer information. This might harm
the reputation of the company.
2.5 Deliverables
The deliverables of the project are as follows:
1. A business case of the project
2. The project charter would be supplied to the IT consultants
3. The details of the project team
4. The budgetary analysis of the project
2.6 Roles and responsibilities
The roles and their corresponding responsibilities of different project team members
concerned with the project are discussed as follows:
1. Project Manager – The project manager would hold responsible for taking the
responsibilities for designing a business case, the project charter and assigning allocated
resources and costs to each of the human resources for the project.
2. Assistant Project Manager – They would perform a brief review over the task being
performed by the project manager. They would also perform work being directed by the
project manager.
3. Financial Manager – They would analyse the costs being allocated by the project
manager to each resource (Blaskovics 2016). Hence, they approve permission to allocate
the mentioned costs to the project.
4. Procurement Manager – The procurement manager would locate the proper suppliers
for the project and assign hardware and software resources at the necessary stages of
the project (Kaczorowska 2015).
5. Network Analysts – They would analyse the infrastructure of the building and design
the networking for the project.
6. Hardware Specialists – They would prepare the hardware allocated for the project and
position them according to the business requirements (Rindell, Hyrynsalmi and Leppänen
2016).
7. Software specialists – They would install software applications within the laptops and
desktops.
8. Quality analysts – The quality analysts would be responsible for verifying that each of
the works over the project have been performed within proper quality.
9. Risk analysts – The risk analyst team would analyse the various scenarios of risk and
then consult assigned team members for working over the areas of risks.
10. Supplier – The suppliers would be contacted by the procurement manager and thus
they would be responsible for supplying the proper materials for the project. They would
also check for quality and ensure that the supply of hardware and software is proper as
per requirements and expected quality.
2.7 Risk management plan
The risk management plan for the project are listed in the following table:
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Risk Description Likelihood Impact Risk Owner Risks Mitigation Measure
Information might be
breached from the
servers
Medium High Risk Analyst,
Quality Analyst,
Project Manager
They would be responsible for ensuring
that efficient antivirus software would
be installed within the desktop and
laptop computers.
Project might exceed
estimated schedule
and run out of budget
Low Medium Project Manager,
Assistant Project
Manager
The project manager should ensure
that each of the activities within the
project are being performed within the
proper estimated time. It should also
be ensured that the individual project
activities would be completed within
proper budget.
Loss of customer
information
Medium High Risk analyst The customer information should be
stored in dedicated servers and the
company should also establish a
proper backup facility.
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3. Communicate current project plan.
Write an email to Judith Lee, the CEO (your assessor). Seek her approval to proceed to
the scheduling, procurement and budgeting stages.
The text of the email should be in grammatically correct English, written in an appropriate
(polite, business-like) style.
Attach the Boutique Build ICT Project Management Plan to your email.
To
Judith Lee, CEO of Boutique Build
Subject: Approval for project scheduling, procurement and stages of budgeting
Dear Sir
According to the context of the project based on offering a broad range of ICT services for
Boutique Build, it can be discussed that the project management plan has been designed
according to the project requirements as outlined by the project requirements. Each of the
requirements and activities to be included within the project have been highlighted
according to the required human and material resources. The costs allocated for each
activity have also been outlined within the Project Management file been supported within
the ICT Project Management Plan. The different stages of budgeting have also been
displayed for your understanding regarding the exact project requirements.
I would thus request you to kindly view each of the requirements as mentioned in the
attached file provided. I would also request you to kindly view the attached files and
provide an approval based on which we would be able to proceed with the project
progress.
Regards
Strathfield College RTO: 91223 CRICOS Provider Code: 02736K

References
Afolabi, A., Fagbenle, O. and Mosaku, T., 2017, April. IT management of building
materials’ planning and control processes using web-based technologies. In World
Conference on Information Systems and Technologies (pp. 12-19). Springer, Cham.
Bjaalid, G., Laudal, T. and Mikkelsen, A., 2015. Hairy goals in change management: The
case of implementing ICT-supported task planning in a hospital setting. Journal of
Change Management, 15(4), pp.274-307.
Blaskovics, B., 2016. The impact of project manager on project success—The case of ICT
sector. Society and Economy. In Central and Eastern Europe ǀ Journal of the Corvinus
University of Budapest, 38(2), pp.261-281.
Blaskovics, B., 2016. The impact of project manager on project success—The case of ICT
sector. Society and Economy. In Central and Eastern Europe ǀ Journal of the Corvinus
University of Budapest, 38(2), pp.261-281.
Dallasega, P., Rojas, R.A., Rauch, E. and Matt, D.T., 2017. Simulation based validation of
supply chain effects through ICT enabled real-time-capability in ETO production
planning. Procedia Manufacturing, 11, pp.846-853.
Guerra, A., 2015. Use of ICT tools to manage project work in PBL environment. Global
Research Community: Collaboration and Developments, pp.445-455.
Kaczorowska, A., 2015, September. Traditional and agile project management in public
sector and ICT. In 2015 Federated Conference on Computer Science and Information
Systems (FedCSIS) (pp. 1521-1531). IEEE.
Khalil, C., 2018. The State of the Practice of Agile and Plan-Driven Approaches in ICT
Development Projects: An Exploratory Research Study. In Digital Technology and
Organizational Change (pp. 25-33). Springer, Cham.
Rindell, K., Hyrynsalmi, S. and Leppänen, V., 2016, August. Case study of security
development in an agile environment: building identity management for a government
agency. In 2016 11th International Conference on Availability, Reliability and Security
(ARES) (pp. 556-563). IEEE.
Sligo, J., Gauld, R., Roberts, V. and Villa, L., 2017. A literature review for large-scale
health information system project planning, implementation and evaluation. International
journal of medical informatics, 97, pp.86-97.
Torrecilla-Salinas, C.J., Sedeño, J., Escalona, M.J. and Mejías, M., 2015. Estimating,
planning and managing Agile Web development projects under a value-based
perspective. Information and Software Technology, 61, pp.124-144.
Tuomivaara, S., Lindholm, H. and Känsälä, M., 2017. Short-term physiological strain and
recovery among employees working with agile and lean methods in software and
embedded ICT systems. International Journal of Human–Computer Interaction, 33(11),
pp.857-867.
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Assessment Task 2 Checklist
Student’s name:
Did the student:
Completed
successfully Comments
Yes No
Develop an ICT Project Management Plan for
Boutique Build Australia?
Develop subplans as part of the ICT Project
Management Plan for Boutique Build Australia?
Assess different project methodologies?
Determine a suitable project methodology?
Identify ways in which to tailor project methodology?
Seek approval of the current Boutique Build ICT
Project Management Plan?
During the meeting with the assistant project
manager, demonstrate effective communication skills
including:
 Using active listening techniques
 Using a range of questioning techniques to
communicate with engage Roland
 Communicating in a professional manner
 Speaking clearly and concisely, using
paraphrasing and other techniques
 Responding to questions from Roland as
necessary.
Task Outcome: Satisfactory  Not Satisfactory 
Assessor signature
Assessor name
Date
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