Automatic Integrated Land Management System

This document discusses the project to develop an automatic integrated land management system for Australian Tree Corp. It covers the project background, goals, objectives, scope, deliverables, and acceptance criteria. The project aims to make the organization more lean and agile, enhance productivity and yield, and achieve ethical and legal compliance. The project schedule, milestones, requirements, risk management, and budget are also discussed.

ATC Project Management
Report
[DATE]
[Company name]
[Company address]

Automatic integrated land management system
Contents
Project – To develop an automatic integrated land management system.............................1
Project Background...........................................................................................................1
Project Goals and Objectives......................................................................................................1
Project Scope...............................................................................................................................1
Project Deliverables and acceptance criteria..............................................................................2
Strategic Alignment.....................................................................................................................2
Project schedule................................................................................................................2
Milestones....................................................................................................................................2
Project requirements...................................................................................................................3
Limits and exclusions..................................................................................................................3
Work/ process breakdown schedule...........................................................................................4
Risk Management..............................................................................................................4
Project budget....................................................................................................................5
Communication Management Plan...................................................................................7
Project Information.....................................................................................................................7
Purpose of Communication Strategy..........................................................................................7
Communications Strategy...........................................................................................................8
Internal Information Management..................................................................................................................8
External Information Management.................................................................................................................8
Internal Communication Plan....................................................................................................8
Internal Information Management Plan..........................................................................................................8
Report on internal communication activities for Phase 1...............................................................................9
External Communications Plan................................................................................................10
Report on external communication activities for Phase 1.............................................................................10
Recommendations............................................................................................................11
References.......................................................................................................................11
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Automatic integrated land management system
Project – To develop an automatic integrated land management system
Project Background
Australian Tree Corp is a tree farming company. They are over three-year-old; however, they
have their roots in a state-owned organization which has a significantly longer history. They
have an interesting history, however now owing to the diversification by the state, it is now
handled by ATC. Their new CEO who is known as Charlie is not very familiar with forestry,
however has right intentions as a businessman to see the organization grow to newer heights.
The newer CEO has started the new operation by modernizing the existing systems in the
organization. Along with this, he wants to stop growing trees on those lands which are not
productive enough. This has caused significant trifles along the way that includes some
disgruntled employees and stakeholders including suppliers, customers as well as the state
itself who relies on revenue from the organization to fund public schools
Project Goals and Objectives
 To make the organization more lean and agile
 To enhance the productivity and yield of the organization
 To help organization scale and meet the needs and demands of the society
 The achieve ethical and legal compliances.
 To complete the project within a pre-defined budget and schedule (Heerkens, 2015).
Project Scope
The scope of the project would involve carrying out significant research and analysis required
for the organization. Thus, there would be a detailed in-depth analysis for the case of the
business in order to obtain specific specifications of the project. Thereafter a reliable and
relevant source of data would be chosen where the data would be sourced for, he projects.
The sources may include legal entities, public sector units, farming companies and
government units. There would thereafter also be various planning activities being carried out
as a part of the project scope so as to streamline the activities that needs to be undertaken.
There would also be communication planning, stakeholder planning, risk planning and cost
and schedule estimations (Weil and Maher, 2005).
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Automatic integrated land management system
The scope would also include data collecting using techniques such as market surveys,
observation of the business activities, observation of the current systems, interviews,
employee surveys and group discussions. The technology would be applied in order to
determine the patterns and trends for implementing the measures needed for the social
enterprise. There would also completion and monitoring activities which will be executed.
The project management would be under the methodologies proposed by PMBoK or Project
Management Body of Knowledge. The guidelines mentioned in the methodology will help
manage the scope appropriately (Tinnirello, 2012)
Project Deliverables and acceptance criteria
 Project Management Plan – This document will consist of detailed explanation of all
planning phase of the project.
 Data Analysis Report – This will contain the analysis part of the report.
 Public Health Report – This will consist of the health-related data extracted from
public records and is extremely important for such projects (Bannazadeh, Zomorodian
and Maghareh, 2013).
 Feasibility studies – This document will consist of technical and operational
feasibility.
 Completion report – This will consist of report that needs to be submitted to sponsors
and management.
Strategic Alignment
The strategic alignment of the given project could easily be ensured within the context of the
organizational objectives on the basis of project objectives and goals. Also, the objectives of
the project are made in a way to achieve maximum benefits s well as improves to the local
economy as well as employment rate. The main goal of the ATC is to ensure they fall in line
with the goals of the projects. Also, ethical and legal compliance are also mandatory in order
to achieve the goals and objectives of the project fully. Therefore, the goals of the project
must be strategically aligned with the goals of the organization.
.
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Automatic integrated land management system
Project schedule
Milestones
Following are key milestones of the project:
Task Name Duration Start Finish Milestone
ATC integrated project 39 days Mon 03-06-19 Thu 25-07-19 No
Phase 1: Project initiation 6 days Mon 03-06-19 Mon 10-06-19 No
Milestone 1: Project charter 0 days Mon 10-06-19 Mon 10-06-19 Yes
Phase 2 - Project planning 5 days Tue 11-06-19 Mon 17-06-19 No
Milestone 2: Project plan 0 days Mon 17-06-19 Mon 17-06-19 Yes
Phase 3 - Project execution 16 days Tue 18-06-19 Tue 09-07-19 No
Milestone 3: Coded project 0 days Tue 09-07-19 Tue 09-07-19 Yes
Phase 4: Project testing 10 days Wed 10-07-19 Tue 23-07-19 No
Milestone 4: Tested code 0 days Tue 23-07-19 Tue 23-07-19 Yes
Phase 5: Project closure 2 days Wed 24-07-19 Thu 25-07-19 No
Milestone 5: Go Live 0 days Thu 25-07-19 Thu 25-07-19 Yes
Project requirements
Following are key requirements of the project:
 All resources are committed throughout the project.
 If there is a resource shortage, then industry experts shall be communicated instantly
to decide over whether the cost should be increased or contingency to be used.
Limits and exclusions
Following are key exclusions and limits of the project:
 Budget allocation – If the proposed project is not completed within the allotted
budget, then the extra funding will have to be provided by the project sponsor.
 System marketing – The marketing of the project is not a part of the proposed project.
 End-user training – The proposed system shall not provide any training to the end-
users.
 Post-project maintenance – The client shall manage the maintenance requirements of
the project post-live.
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Automatic integrated land management system
Work/ process breakdown schedule
(Wrike, 2019)
Risk Management
Ris
k Id
Name & Description Probabilit
y
Impac
t
Scor
e
Contingency Plans
1. Non-availability of required
resources.
3 5 15 Resources should be
kept in contingency
so that they can be
replaced in acute
time
2. Increase in the cost of
required software and hard
ware.
1 5 5 Contingency budget
should be considered
in times of budget
overflow. The
contingency level
should be kept at
10%.
3. Changes in the scope of 2 5 10 In order to avoid
5
ATC integrated
project
Phase 1: Project
initiation
Gather
requirements
Create testable
requirement
documentation
Identify areas of
implementation
Create project
charter
Phase 2 - Project
planning
Create time
management plan
Create cost
management plan
Define scope
statement
Create project
plan
Phase 3 - Project
execution
Recruit resources
Create UI
Create database
scripts
Code front end
Backend
integration
Phase 4: Project
testing
Unit testing
Application
testing
User Acceptance
testing
Phase 5: Project
closure
Release resources
Lessons
documentation

Automatic integrated land management system
requirements during the
development.
scope creep, ATC
needs to involved
throughout the
execution of project
so that any changes
in requirements will
get rectified during
the initial stages
itself.
4. Cost overrun – The actual
budget surpasses the
allocated budget.
3 5 15 In order to avoid cost
overflow,
contingency amount
shall be used and
some tasks will need
to be conducted in
parallel. EVM
techniques can also
be used to keep
regular checks on
cost variance.
5. Exceed time – The actual
deadline surpasses the
allocated timeline.
3 5 15 EVM techniques can
be used to keep
regular checks on
schedule variance.
Project budget
The cost of the project is shown below:
Task Name Start Finish Cost Resource Names
ATC integrated project Mon 03-06-19 Thu 25-07-19 $42,140.00
Phase 1: Project initiation Mon 03-06-19 Mon 10-06-19 $6,400.00
Gather requirements Mon 03-06-19 Wed 05-06-19 $1,920.00 Technical analyst
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Automatic integrated land management system
Create testable requirement
documentation
Mon 03-06-19 Tue 04-06-19 $2,880.00 Project Manager,
Technical analyst
Identify areas of
implementation
Mon 03-06-19 Wed 05-06-19 $0.00
Create project charter Thu 06-06-19 Fri 07-06-19 $1,600.00 Project Manager
Sign off Mon 10-06-19 Mon 10-06-19 $0.00 Sponsor
Milestone 1: Project charter Mon 10-06-19 Mon 10-06-19 $0.00
Phase 2 - Project planning Tue 11-06-19 Mon 17-06-19 $14,680.00
Create time management
plan
Tue 11-06-19 Thu 13-06-19 $6,360.00 Project Manager,
Market researcher,
Technical analyst
Create cost management plan Tue 11-06-19 Thu 13-06-19 $4,320.00 Project Manager,
Technical analyst
Define scope statement Tue 11-06-19 Thu 13-06-19 $2,400.00 Project Manager
Create project plan Fri 14-06-19 Mon 17-06-19 $1,600.00 Project Manager
Milestone 2: Project plan Mon 17-06-19 Mon 17-06-19 $0.00
Phase 3 - Project execution Tue 18-06-19 Tue 09-07-19 $12,300.00
Recruit resources Tue 18-06-19 Wed 19-06-19 $0.00
Create UI Thu 20-06-19 Wed 26-06-19 $3,200.00 User interface
Expert
Create database scripts Thu 20-06-19 Thu 27-06-19 $4,000.00 Database server
[1], Database
administrator
Code front end Fri 28-06-19 Thu 04-07-19 $3,300.00 Application server
[1], Developer
Backend integration Fri 05-07-19 Tue 09-07-19 $1,800.00 Developer
Milestone 3: Coded project Tue 09-07-19 Tue 09-07-19 $0.00
Phase 4: Project testing Wed 10-07-19 Tue 23-07-19 $5,560.00
Unit testing Wed 10-07-19 Fri 12-07-19 $1,560.00 Testing head
Application testing Mon 15-07-19 Thu 18-07-19 $2,080.00 Testing head
User Acceptance testing Fri 19-07-19 Tue 23-07-19 $1,920.00 Technical analyst
Milestone 4: Tested code Tue 23-07-19 Tue 23-07-19 $0.00
Phase 5: Project closure Wed 24-07-19 Thu 25-07-19 $3,200.00
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Automatic integrated land management system
Release resources Wed 24-07-19 Thu 25-07-19 $1,600.00 Project Manager
Lessons documentation Wed 24-07-19 Thu 25-07-19 $1,600.00 Project Manager
Milestone 5: Go Live Thu 25-07-19 Thu 25-07-19 $0.00 Project Manager
Resource cost
Communication Management Plan
Project Information
Australian Tree Corp. is a private company with its origin in American tree farming industry
and has established itself in the industry 3 years back. In the beginning, ATC was state-
owned but later on it was divested by the state and now it leases out land to ATC on rent.
This divestment has created various issues such as disagreement among employees and a
need for automated integrated land management system. It manages the land allocation, crop
management and recording patterns to create forecast. Along with this, the proposed project
also integrates with R&D department to cater the adapting needs of crops and lands (Deep
rose, 2013).
Purpose of Communication Strategy
The aims of the communication strategy are to share project’s progress information during
the development of automatic integrated system. The strategy shall take care of external
stakeholders i.e. funding group and CEO Charlie. The project has various internal
stakeholders as mentioned below:
 Project manager
 Project team member
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Automatic integrated land management system
The status reports and progress reports shall also be shared with the mentioned internal
stakeholders.
Communications Strategy
Internal Information Management
1. Trello – All the documents pertaining to the project work shall be shared among the
team member through this channel.
2. Emails – Project updates are shared by the project manager using formal email
communication and external and internal stakeholders exchange statues with the team
members.
3. Meetings – Weekly meetings are arranged to discuss the updates and statues of the
project with the team members. Project manager also ensures that all disputes and
conflicts are resolved in the meetings (Arnold, 2018).
External Information Management
1. Meetings/Tele-Conferencing tools
Weekly meetings are arranged to discuss the updates and statues of the project with
the external stakeholders. In case of scope creep, the project manager ensures that all
conflicts with the requirements are cleared in meetings itself.
2. Emails
Project updates are shared by the project manager using formal email communication
and external and internal stakeholders exchange statues with the team members.
3. Trello – All the documents pertaining to the project work shall be shared with the
external stakeholders through this channel (PMI, 2019).
Internal Communication Plan
Internal Information Management Plan
Medium Activity Responsibility Frequency Comment
1. Trello Project
documents and
updates are
shared with the
team members
and external
Project
Manager
Internal reports
are share don
daily and weekly
basis.
Get feedback on the
shared artefacts and
discussions are
maintained in secure
manner.
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Automatic integrated land management system
stakeholders.
2. Team data
store
Data store
shall be storing
data of all
team members
including their
contact details
and email
addresses
Project
Manager
The information
shall be updated
once at the time
of profile
creation and
later only when
team members
update any of
their profile
details
It ensures that all
stakeholders have
access to the data
store depending on
their access
privilege.
3. Team
communicator
It will
distribute
necessary
messages
among the
team members.
Project team
lead
Weekly and
daily basis
All updates shall be
distributed with the
team members in
real-time.
Report on internal communication activities for Phase 1.
Trello is an effective tool and shall be used to collaborate internally within the organization.
Trello is a Kanban based tool for effective project collaboration and provides document
storage, task collaboration, real-time comments and activity tracking. On top of it, Trello can
be customized to one’s liking, is extremely simple Kanban based project management tool
and can be extended with deep integrations and addons. Trello also has two factor
authentication and is hosted on secure servers and therefore poses no security threats in usage
of Trello. Trello also has mobile and tablet-based apps, while at the same time they also have
web and desktop apps. Trello runs on nearly all platforms and therefore makes it highly
versatile for use within the organization. Another key point here is that Trello is a cloud-
based SaaS solution and therefore, it is extremely agile and can scale up and down as per the
needs of the organization. Given that it’s a cloud-based solution, it can also be run from
virtually anywhere. This is extremely important given the nature of the organization. Trello
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Automatic integrated land management system
can be used behind a VPN to further aid in security and privacy of the use and can also be
deployed as an internal communication and collaboration tool.
External Communications Plan
Medium Activity Responsibility Frequency Comment
Trello Project
documents and
updates are
shared with the
team members
and external
stakeholders.
Project
Manager
Reports are shared
as per the timeline
of the project
Get feedback on the
shared artefacts and
discussions are
maintained in secure
manner.
External data
store
Data store
shall be storing
data of all
team members
including their
contact details
and email
addresses to
track their
billing hours
and work
contribution.
Project
Manager
The information
shall be updated as
per the tracking
data of the team
members.
It ensures that all
stakeholders have
access to tracking
details of the team
members according to
their privilege.
Report on external communication activities for Phase 1.
Trello can also be used an effective external communication tool for the project
communication activities. Besides being used as an effective collaboration suite, Trello is
also suited to work as a document collaboration tool. It supports attaching of Microsoft
compatible documents which can also further be edited on Google Drive. At the same time,
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Automatic integrated land management system
the risks of cyber security and breaches is also minimized given that the tool can be used
behind a VPN connection. Besides, Trello already has encryption built in and can be used in
conjunction with a 2-factor authentication. The boards of Trello can also be made public or
private depending upon the needs of the business. A public board can be served to the
external team and audience and can be used to share important feedbacks, announcements
and project updates and activities. At the same time, Trello can be used in conjunction with
social media tools such as Instagram, Facebook, YouTube and LinkedIn to further connect
with the external stakeholders and community to share important feedback and exchange a
two-way dialogue with them. Trello therefore can be used for both internal and external
stakeholders to collaborate on reports and data as and when they need.
Recommendations
The proposed project is very crucial to improve the crop farming on the allocated land. As it
will allow management to study the patterns in farming and then come up with best possible
solutions for future cropping. The project shall be developed using PMBoK methodology
because it has least learning curve however it needs more budget as compare to other
methodologies. With the development of project, there may changes in scope and all the
requested changes shall go through the process of change request approval or rejection. Data
of team members are stored in data store hence it is recommended that proposed project
should ensure security and privacy aspects of the databases. Project documents are secured
because they are being shared using Trello which in itself provides the security and privacy to
the project data and feedbacks of the team members and external stakeholders. The project
should be monitored regularly using project management tools and techniques such as Gantt
chart along with the weekly or monthly audits. This will ensure that all deliverables are
delivered to the client on time as per the project schedule. Along with this, proper guidelines
and best practices of leadership styles are followed in the project to ensure efficient
communication among the team members.
References
Arnold, Z. (2018). Trello Essential Training. 2nd ed. US: lynda.com, pp.12-14.
Deeprose, D. (2013). Project management. 1st ed. Oxford, U.K.: Capstone Pub., pp.23-25.
Heerkens, G. (2015). Project management. 1st ed. USA: Mcgraw-Hill Education, pp.12-15.
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Automatic integrated land management system
Holmes, A. (2002). Risk management. 1st ed. Oxford, U.K.: Capstone Pub., pp.13-14.
PMI. (2019). Applying work breakdown structure to project lifecycle - PMI. [online]
Available at: https://www.pmi.org/learning/library/applying-work-breakdown-structure-
project-lifecycle-6979 [Accessed 30 May 2019].
Tinnirello, P. (2012). Project management. 2nd ed. Boca Raton: Auerbach, pp.23-25.
Weil, R. and Maher, M. (2005). Handbook of cost management. Hoboken, N.J.: Wiley.
Wrike. (2019). What is Work Breakdown Structure in Project Management?. [online]
Available at: https://www.wrike.com/project-management-guide/faq/what-is-work-
breakdown-structure-in-project-management/ [Accessed 30 May 2019].
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