Project Proposal for Business Intelligence Phase 1 at Southern State TAFE

This project proposal outlines the development of a data warehouse system for Business Intelligence Phase 1 at Southern State TAFE. The project involves the installation and implementation of required IT hardware and software for the proper management of the dashboard reports using data warehouse in the form of reports which can be printed from any place using internet services. The proposal includes a project charter, project management plan, quality management plan, human resource management plan, and communication plan.

Swinburne University of Technology
Faculty of Information and Communication Technologies
INF30019 Information Systems Project Management
Assignment 4 – Project Proposal [Project Charter] Development Stage 2
Due Date: 12/Feb/2018, Weightage: 25%
Southern State TAFE: Business Intelligence Phase 1
I hold a copy of this Assignment that can be produced if the original is lost/damaged. To the best
of my belief, no part of this Assignment has been copied from any other student’s work or from
any other source except where due acknowledgement is made in the text. No part has been
written for me/us by any other person, except where such collaboration has been authorized by
the lecturer concerned.
Full names and student ID’s
Signature and date

Project Proposal [Project Charter] 2
Table of Contents
1. Project Integration Management..................................................................................................3
1.1. Project Charter......................................................................................................................3
1.1.1. Project Description.........................................................................................................3
1.1.2. Project Justification........................................................................................................4
1.1.3. Project Constraints.........................................................................................................4
1.1.4. Project Acceptance Criteria............................................................................................4
1.1.5. Project Assumptions.......................................................................................................4
1.1.6. Milestone Schedule........................................................................................................5
1.1.7. Budget Summary............................................................................................................5
1.1.8. Project Authorization.....................................................................................................5
1.2. Project Management Plan.....................................................................................................5
1.2.1. Project Scope Management Plan....................................................................................5
1.2.2. Project Scope Statement.................................................................................................6
1.2.3. Project Time Schedule....................................................................................................6
1.2.4. Project Cost Plan............................................................................................................7
1.3. Execution, Monitor and Control Project Work.....................................................................8
1.4. Integrated Change Control Management..............................................................................8
1.4.1. Purpose of Change Management Plan............................................................................8
1.4.2. Process Flow of Change Request to Approval...............................................................8
1.4.3. Change Control Board....................................................................................................9
2. Project Quality Management.......................................................................................................9
2.1. Quality Management Plan.....................................................................................................9
2.1.1. Purpose...........................................................................................................................9
2.1.2. Responsibilities..............................................................................................................9
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Project Proposal [Project Charter] 3
2.1.3. Quality Tools................................................................................................................10
2.2. Quality Control and Assurance...........................................................................................10
2.2.1. Analyze Project Quality...............................................................................................10
2.2.2. Improve Project Quality...............................................................................................10
2.2.3. Quality Control Charts.................................................................................................10
3. Project Human Resource Management.....................................................................................11
3.1. HR Planning........................................................................................................................11
3.2. Organization Chart..............................................................................................................11
3.3. RACI Matrix.......................................................................................................................11
3.4. Roles and Responsibilities..................................................................................................12
3.5. Resource Management for using them efficiently..............................................................12
4. Project Communication Management.......................................................................................13
4.1. Communication Plan...........................................................................................................13
4.2. Communication Matrix.......................................................................................................13
5. Project Procurement Management.............................................................................................14
5.1. Plan Procurement................................................................................................................14
5.1.1. Make or Buy Decision..................................................................................................14
5.1.2. Source Selection Criteria..............................................................................................15
5.2. Conduct procurement..........................................................................................................15
5.3. Administer Procurement.....................................................................................................15
5.4. Close Procurement..............................................................................................................16
References......................................................................................................................................16
Client is REQUESTED to ADD other RELEVANT SECTIONS of ASSIGNMENT 3
(submitted earlier by client) & DELETE this Section before submission
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Project Proposal [Project Charter] 4
1. Project Integration Management
1.1. Project Charter
1.1.1. Project Description
The project is undertaken by the SST (Southern State TAFE) to manage the issues being faced
by the customers to read all the contents of the detailed information available in MS Excel and
MS Power Points through the use of Business Intelligence (BI) data warehouse system. The
project involves the development of the data warehouse of Stage 1 only. This Project will include
the installation and implementation of required IT hardware and software for the proper
management of the dashboard reports using data warehouse in the form of reports which can be
printed from any place using internet services.
1.1.2. Project Justification
The project will help in development of dashboard reports for the customers by integrating the IT
infrastructure of SST with the data warehouse to fulfill the customer’s various requirements
related to financial, salary related, student’s database related, Budget related and other relevant
requirements. The developed project shall also provide the error reports too.
1.1.3. Project Constraints
The deadline time frame of 31st December 2018 and managing the project within allocated
budget of $289,400 that too including all contingencies are the constraints of the project.
1.1.4. Project Acceptance Criteria
All the objectives of project are required to be fulfilled by implementing the BI technology to
interrelate the data warehouse of SST with the dashboard requirement files to generate accurate
data related to different requirements from student, financial institutions, wages related register,
budget files etc. The system developed need to also provide a very high level security for all the
customers’ data base system.
1.1.5. Project Assumptions
There are various assumptions made for developing the document and project plan are like the
hardware and software whatever shall be required for the project development will be supplied
by the SST team as per the requirement of the BPC’s specifications. It is also assumed that SST
has all the required statutory clearances and access to use the PerformancePoint Server using
Microsoft Office SharePoint Services and licensed Microsoft SQL Server. As per the
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Project Proposal [Project Charter] 5
requirement raised by the Project Manager, the SST staff should provide their expertise and
devote time to project.
1.1.6. Milestone Schedule
Figure: Milestone Schedule, Source: developed by Author
1.1.7. Budget Summary
Figure: Budget Summary, Source: developed by Author
1.1.8. Project Authorization
The sponsor of the project from SST is the only person who can authorize the project and the
change control system too.
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Project Proposal [Project Charter] 6
1.2. Project Management Plan
1.2.1. Project Scope Management Plan
The overall scope of the project shall be followed as the project boundaries and any of the
activities outside the boundaries shall be considered as the additional scope of work which is
required to be approved before executing (PreparePM, 2018).
1.2.2. Project Scope Statement
The project scope consists of following tasks like the selection of quantities of SST staffs are
should have been prepared via coaches, create information distribution center upon stage
Microsoft 2016 SQL server with all multi-dimensional database, convey the abnormal state
security to the shoppers, gather the information just from Student administration framework,
money related framework, Payroll framework and distinctive Excel exercise manuals, build up a
security model to influence the information to stockroom secured from the outer assaults and
commandeer, and audit the produced mistakes or the error reports for the betterment of the
system.
There are few tasks which are not in the scope of work such as development of Monthly money
related reports are to be reproduced, no additional extension to be viewed as separated from the
immediate connections of the frameworks, removed information from the framework ought to be
made as it were, monetary framework for developing the new timetable.
1.2.3. Project Time Schedule
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Project Proposal [Project Charter] 7
Figure: Gantt Chart of the Project, Source: developed by Author
1.2.4. Project Cost Plan
Figure: Cost Distribution Plan, Source: developed by Author
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Project Proposal [Project Charter] 8
1.3. Execution, Monitor and Control Project Work
All the execution of the project activities like developing surface relevant information, designing
data warehouse, designing the prototype, designing the BI technology, development of test
procedure, unit testing and integration testing of the system and implementation of the
application shall be done according to the project scope and time as per the project management
plan. Various tools like ‘Expert Judgment’, ‘Project Management Information System’ and
‘Meetings’ shall be used to execute the project properly (Project Management Institute, 2013).
The entire project management plan, the forecast techniques, work performance information
shall be analytically analyzed using the above discussed techniques to monitor the progress of
the work.
1.4. Integrated Change Control Management
1.4.1. Purpose of Change Management Plan
The change management plan is required in the project to manage all the project changes (as
discussed above regarding additional scope of work) required to be executed for the proper
completion of the scope of the project (i.e. the phase-1 requirements) and deliver the system for
interlinking of data warehouse of SST along with the BI technology.
1.4.2. Process Flow of Change Request to Approval
Figure: Flowchart of Change control system, Source: (Docs Oracle, 2018)
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Project Proposal [Project Charter] 9
The change request document shall be assessed by the Project Manager for its impacts on the
project boundaries and the quality of the deliverable before passing it to the Change Control
board.
1.4.3. Change Control Board
According to the above attached figure (flowchart of Change control system), the information or
the change request shall flow. The change control Board shall be only responsible body for
accepting or rejecting any changes in the project.
The Change Control Board shall consist of the Project Sponsor, Project Manager and Finance
Manager of the project (as explained in assignment 3).
2. Project Quality Management
2.1. Quality Management Plan
2.1.1. Purpose
The quality management plan shall be followed throughout the project life cycle for delivering
the deliverables of the project as per the desired terms so that the quality standards and its
metrics can be maintained properly. This document shall provide an overview of handling the
entire project and all the checklists which are required to be assured by inspection or auditing the
project deliverables and documents on regular basis.
2.1.2. Responsibilities
Below are the name and role of the project team members who shall be having responsibility for
maintaining the proper quality standards throughout the project lifecycle:
Name Role Quality Responsibility
Frank White Project Manager Overall responsible for maintaining the quality
standards through the project lifecycle
Steve Lee Finance Manager Responsible for maintaining all the financial
related quality metrics throughout the project
so that the project do not become over budget
at the end.
Thomas Muller System Tester Shall be responsible for conducting all the
quality audits and required inspections as per
schedule and emergency case
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Project Proposal [Project Charter] 10
2.1.3. Quality Tools
Below are the tools which are required to use throughout the project for proper assurance of the
project deliverables and being in the project limitations.
Tool Description
Quality Audits Proper quality audits by the quality team members shall be
done as per the schedule of audits for different sections of
the project
Inspection Inspection of project documents shall be done by using third
party experienced party for assurance of proper delivery of
project deliverables
7 basic quality tools All the seven basic tools like cause & effect diagram, trend
analysis, histograms shall be used to check the project
progress
2.2. Quality Control and Assurance
2.2.1. Analyze Project Quality
The entire project related data and information are required to be analyzed as per defined
responsibility for quality assurance and control throughout the project lifecycle. Even the project
quality documents shall also be analyzed by external expert.
2.2.2. Improve Project Quality
All the ways of delivering the project in shorter, quicker and faster should always be analyzed
properly and the risks are required to be monitored for the purpose on regular basis.
2.2.3. Quality Control Charts
All the below charts shall be used for monitoring the quality throughout the project lifecycle.
Cause & effect Diagram: The fishbone diagram shall be used to find the root cause of
the problems, if at it happens during the project lifecycle
Histogram: The tools is required to be followed for tracking the progress of the project
against the planned figures (schedule and cost both)
Trend Analysis or the Earned Value Details: For developing the future estimates and
check whether the figures are within the limitations, the EVM techniques shall be used at
regular interval till the completion
Implementation of PDCA Cycle: the continuous improvement plan shall be adopted in
the project lifecycle by using the Deming Cycle (PDCA).
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Project Proposal [Project Charter] 11
3. Project Human Resource Management
3.1. HR Planning
This human resource management plan is a vital tool which can be used by the Project Manager.
Project Manager can handle the resource requirement by mobilizing them at the right time of
requirement. PM can also manage their expectations to make them remain motivated throughout
the project lifecycle to gain more efficiency. Finally Project Manager can also use it to have a
plan for proper demobilization of the human resources after the completion after the completion
of their work.
3.2. Organization Chart
Figure: Organization Chart, Source: developed by Author
3.3. RACI Matrix
Activity
Description
Project
Sponsor
Project
Manager
Finance
Manager
System
Developer
System
Tester
Trainer Business
Analyst
Development of
Project Charter R A I
Approval of PC A I I
Development of
Project
management
docs
C A R R R I R
Design data
Warehouse I A I R R I I
Design I A I R R I I
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Project Proposal [Project Charter] 12
Prototype
Test the system I A I C R I I
Implement the
System C A C R R I R
Train the trainer C A I I I R I
Project Closeout R A C C C C C
R: Responsible, A: Accountable, C: Consulted, I: Informed (Piscopo, 2018)
3.4. Roles and Responsibilities
Name Role Responsibility
James Anderson Project Sponsor Overall responsible for arranging the project
finance requirement
Frank White Project Manager Overall responsible for the success of the
project
Steve Lee Finance Manager Overall responsible for managing the
finance requirement and the cost
expenditure of the project
William Watson System Developer Overall responsible for developing and
delivering the project as per technical
requirement
Thomas Muller System Tester Overall responsible for testing the system
properly
Smith Graham Trainer Overall responsible for providing trainings
to the trainers
Alan Donald Business Analyst Overall responsible for looking after the
business growth by archiving the target
performances in current project
3.5. Resource Management for using them efficiently
The resources shall be recruited, developed and managed as per the human resource plan
throughout the project as per following stages (Burma, 2014):
Acquire Team: for the project the required staffs from SST shall be acquired by the
Project Manager of BPC for handling the project properly. All the tools like negotiation
or using the virtual teams can be used for the project.
Develop Team: all the leadership skills like good communication, good interpersonal,
providing proper trainings, and adequate team-building techniques shall be used to
motivate the team throughout the project lifecycle.
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Project Proposal [Project Charter] 13
Manage Team: the project performances shall be observed at regular interval to assess
the human resource performances and accordingly the rewards shall be given to keep the
tem motivated for the project lifecycle
4. Project Communication Management
4.1. Communication Plan
The document and the process mentioned in the communication management plan shall be used
by the project team to communicate among each other to have effective coordination. The
stakeholder register shall be used to develop the communication plan as per the requirement
matrix and to manage their expectations properly throughout the project life cycle (Template,
2018). During the office hours all the team members shall meet with each other formally in the
meeting room and after the office, the informal ways of communication using social media shall
be done for developing strong team.
4.2. Communication Matrix
The following matrix shall be used for properly communicating among the team members or the
stakeholders identified in assignment # 3:
Role What to
communicate
Freque
ncy
Where Mediu
m
Why
Project
Sponsor
Project Analysis
report, Monthly
status report,
Change Order
Status report
Monthly Meeting room
at SST office
Presenta
tion,
Reports
Appraise the
current project
status to take
required steps for
arranging funds
Project
Manager
Weekly report
of progress and
concerns by
other team
members
Weekly
&
Monthly
Meeting room
at BPC office,
Vendor’s
shop of
hardware
E-mail,
Reports
To have
information about
the whole project
& project the
required
information to
Sponsor
Finance
Manager
Monthly
progress report
of financial
matters on
expenditures
and forecasts
Monthly Meeting room
at SST office
Presenta
tion,
Reports
To monitor the
expenditures and
take necessary
steps for fund
management
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Project Proposal [Project Charter] 14
System
Developer
Weekly report
of all hardware
and software
design and
implementation
related report
Weekly Meeting room
at BPC office
E-mail,
Reports
To appraise Project
Manager about the
project status and
concerns
System
Tester
Weekly report
of all hardware
and software
design and
testing related
report
Weekly Meeting room
at BPC office
E-mail,
Reports
To appraise Project
Manager about the
project status and
concerns
Trainer Daily report on
training and
development of
the trainers of
SST
Daily
from
start of
training
session
Training room
at SST office
E-mail,
Reports
To appraise Project
Manager about the
training status and
concerns
Business
Analyst
Monthly reports
on the project
statistics
Monthly Meeting room
at BPC office
E-mail,
Reports
Effective
communication
with external
stakeholders for
developing the
business
Hardware
&
Software
Vendor
Weekly report
of progress and
concerns by
Vendor to PM
Weekly Vendor’s
Shop,
Meeting room
at BPC office
Presenta
tion, E-
mail,
Reports,
Shop
Visit
Gather information
on the specific
part’s delivery and
the concerns
5. Project Procurement Management
5.1. Plan Procurement
This document will serve as a guideline for managing the contracts with the software providing
vendor and the hardware supplying vendors. All the hardware like the SQL Server, PPS,
Directory Server and Share Point, RAM, 500 GB Hard disk and 1 GB Network Interface are
required to be procured from one or many hardware suppliers according to the negotiation of
terms and finalization of contract. Suitable type of contract shall be used for the supply of
materials and software development. All the risks associated with the procurement are also
required to be identified before the finalization of the seller or supplier. Management plan of
multiple vendors shall also be followed according to the plan (European Investment Bank, 2015).
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Project Proposal [Project Charter] 15
5.1.1. Make or Buy Decision
Since all the software development expert is present in BPC staff and adequate software
knowledge is also available in SST Staff, so both the team shall work together for developing the
required software.
But the hardware like SQL Server, PPS, Directory Server and Share Point, RAM, 500 GB Hard
disk and 1 GB Network Interface are required to be bought from external party. The selection of
the parties shall adhere to the below mentioned criteria.
5.1.2. Source Selection Criteria
The selection process shall strictly adhere to the document as mentioned here. The selection of
parties or vendors shall be done using the minimum three vendor bidding system. This means
that against each floated tender, minimum three quotations shall be available to conduct the
evaluation stage; else refloating of tender by delaying the submission date shall be done. After
the receipt of offers, the commercial evaluation should be followed after the technical. Before
finalization of contract, negotiation shall take place for better understanding of the terms.
5.2. Conduct procurement
Above developed procurement management plan shall be followed by the Project Manager and
the Finance Manager to conduct the procurement action and keep control on the procurement
system. All the supply items shall be scheduled to reach SST office premises 3 weeks prior to the
start of installation to have time for absorbing any delays. The Procurement delivery plans are:
Schedule of Items Quantity Schedule Date of Delivery
SQL Server 01 Set August 30, 2018
PPS 01 Set August 30, 2018
Directory Server 01 Set August 30, 2018
Share Point 01 No. August 30, 2018
RAM 01 No. August 30, 2018
500 GB space 01 No. August 30, 2018
1 GB Network Interface 01 No. August 30, 2018
5.3. Administer Procurement
All the procurement vendor’s shop inspection and audits shall be conducted after 1 month of
placing the order till the delivery of their respective ordered items at SST office premises to keep
close track of the delivery dates.
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Project Proposal [Project Charter] 16
In case of any change in the scope or quality requirement of the product the request shall move
through the approved change management system only to avoid any conflict during closing of
procurement.
The entire suppliers are required to report the progress and issues as per purchase agreement with
them at regular interval.
The vendors shall be monitored on the basis of their performances as per below matrix:
Figure: Vendor Performance Matrix, Source: (Piscopo, 2018)
5.4. Close Procurement
After the supply items are delivered by the suppliers, the final close-out are required to be done
for proper closing of the procurement contract. Pre-conditions for the closing of contracts are the
final delivery of the ordered item with all quality standards, one month of trial run, final
documentations related to test procedure, implementation checks, safety procedures etc.
Once all the above requirements are fulfilled and Project Manager or the System Developer
certifies the final delivery of items and documents the procurement actions shall be closed by
documenting the performance matrix of each vendor along with the lessons learned with the
close-out documentations.
After delivering all the deliverables of the project and providing training to the SST trainers as
per terms, the project can be closed. The compiled lessons learned shall be submitted by the
Project Manager to the sponsor for finally closing the project along with all final documentation.
References
Burma, Z.A., 2014. Human Resource Management and Its Importance for Today’s
Organizations. International Journal of Education and Social Science, pp.85-94.
Docs Oracle, 2018. Understanding Change Control Management. [Online] Available at:
https://docs.oracle.com/cd/E51433_01/fscm92pbr2/eng/fscm/fpgm/concept_UnderstandingChan
geControlManagement-9f3878.html [Accessed 11 February 2018].
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Project Proposal [Project Charter] 17
European Investment Bank, 2015. Evaluation of tenders and preferred bidder selection. [Online]
European Investment Bank Available at:
http://www.eib.org/epec/g2g/iii-procurement/31/314/index.htm [Accessed 11 February 2018].
Piscopo, M., 2018. Human Resource Plan. [Online] Project Management Docs Available at:
http://www.projectmanagementdocs.com/project-planning-templates/human-resource-
plan.html#axzz56pPkf6Hd [Accessed 11 February 2018].
Piscopo, M., 2018. Procurement Management Plan. [Online] Available at:
http://www.projectmanagementdocs.com/project-planning-templates/procurement-management-
plan.html#axzz56pPkf6Hd [Accessed 11 February 2018].
PreparePM, 2018. Project Scope Management. [Online] Available at:
http://preparepm.com/notes/scope.html [Accessed 11 February 2018].
Project Management Institute, 2013. A guide to the project management body of knowledge
(PMBOK® guide). -- Fifth edition. Newtown Square, Pennsylvania: Project Management
Institute, Inc.
Template, 2018. 8+ Project Management Communication Plan Templates. [Online] Available
at: https://www.template.net/business/plan-templates/project-management-communication-plan-
template/ [Accessed 11 February 2018].
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