ICT Project Planning - Desklib

This project plan outlines the complete upgradation of IT for Hosted Desktop Solutions along with the development of new organizational structure. The scope of the project includes analysis of the current organizational framework, restructuring the organizational framework, analysis of the current IT setup, upgradation of IT system of the company, reforming the CRM system of the company and more. The project will follow Agile methodology and a particular product development approach. The project component breakdown, project effort and duration, project schedule and allocation of work packages are also discussed.

Running Head: ICT PROJECT PLANNING
ICT Project Planning
Name of the Student
Name of the University

1ICT PROJECT PLANNING
Table of Contents
1.1 Project Management Plan..........................................................................................................2
1.1.1 Introduction and Overview.................................................................................................2
1.1.2 Project Scope......................................................................................................................2
1.2 Management Sub-Plans.............................................................................................................3
2.1 Models of Project Management.................................................................................................4
2.2 Product Development / Procurement Approach........................................................................4
2.3 Project Management and Systems Development Methodology................................................5
2.4 Proposed Tailored Methodology...............................................................................................5
3.1 Project Component Breakdown.................................................................................................5
3.2 Project Effort and Duration.......................................................................................................6
3.3 Project Schedule........................................................................................................................7
3.4 Allocation of Work Packages..................................................................................................10
3.5 Schedule Controls....................................................................................................................12
4.1 Areas of Anticipated Project Spend.........................................................................................13
4.2 Dollar Amounts and Timings of Cash Flow............................................................................14
4.3 Project Budget.........................................................................................................................15
4.4 Budget Controls.......................................................................................................................15
Bibliography..................................................................................................................................16

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1.1 Project Management Plan
1.1.1 Introduction and Overview
The project will be based on the complete upgradation of IT for Hosted Desktop
Solutions along with the development of new organizational structure in order to meet the needs
and demands of the current market and the customer requirements. It has been found that the
company runs on a very old IT setup without any sufficient maintenance and with obsolete
policies and organizational framework. Hence, there is an entire overall needed to replace the
current organizational framework as well as the IT setup. The organizational framework changes
require appointment of new specialized and skilled personnel, formation of new management
departments and others. On the other hand, the IT requirements include the upgradation of the
existing website, hardware, software, internet server, communication system (telephones) and
others.
1.1.2 Project Scope
The scope of the project includes the following.
 Analysis of the current organizational framework is within the scope of the
project.
 Restructuring the organizational framework is within the scope of the project.
 Analysis of the current IT setup is within the scope of the project.
 Analysis of the existing company website is within the scope of the project.
 Upgradation of IT system of the company is within the scope of the project.
 Reforming the CRM system of the company is within the scope of the project.

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1.2 Management Sub-Plans
For the management sub-plans, a number of project work packages have been developed
that are described as follows.
Time Management – From an initial analysis, it has been found that the entire project
will cost the company with a significant amount of funds. Hence, in order to save the company
from additional expenses and gain high cost benefit, time management is necessary. For this
purpose, a project schedule has been developed that should be followed in order to complete the
project within suitable time.
Scope Management – Scope management is necessary in order to ensure there is no
scope creep during the course of the project. Due to poor clarification or definition of project
scope and objectives, scope creep occurs that causes a loss of huge amount of funds. Hence,
determination of project scope is necessary and additionally, the project manager has to monitor
the project for scope management.
Resource Management – Another important sub-plan needed to ensure project success is
resource management. Proper estimation and usage of resources saves the organization from a lot
of additional cost and time. Before the initiation of the project, an estimated list of resources
should be made and verified with the project management team before budget is allocated for the
procurement of the resources.
Risk Management – Finally, risk management is also an integral part of a project
management sub-plan. Any project, regardless of its scale, has certain risks that may occur
unless sufficient preventive measures are taken. Hence, it is important to identify the project
risks early so that they can be avoided without encountering losses.

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2.1 Models of Project Management
There are several models of project management that demand different types of
methodologies depending on the type of the project. Some of the common project management
models are as follows.
Agile – Agile model is used when the different parts of the project do not depend on each
other i.e. each phase of the project can be executed independently regardless of the progress of
other phases.
Waterfall – In this model, each phase of the project depends on the results of the previous
phase. In other words, the phases of the projects must be completed in a certain order in order to
complete the entire project successfully.
Adaptive – Adaptive project management model is used when there are variable scopes in
the project. For instance, for some business organizations, the scope of the project may change
due to certain changes in the market and hence, the methodology must be able to adapt with the
changed scope.
2.2 Product Development / Procurement Approach
This project will follow a particular product development approach instead of
procurement approach. This is mainly because instead of mass procurement of resources, it is
required to overhaul the entire system of the company and hence, development approach will suit
the project most. For the IT overhaul of the company, sufficient technical resources should be
procured and the development will start accordingly. The development will include the design of

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a new website with up to date features so that the company can finally compete with the rivals
who have developed well-defined IT systems.
2.3 Project Management and Systems Development Methodology
The most suitable project management and systems development methodology for this
project will be Agile Methodology. This is because; there will be several different phases in the
project that can be executed independently and at the same time. This will not only save a lot of
time but will also spare the company of additional costs. However, at the end of the project, it
should be ensured that all the different outcomes of the phases are aligned with each other.
2.4 Proposed Tailored Methodology
In order to suit the requirement of the project, suitable tailoring of the methodology will
be necessary. Since the chosen methodology is agile, it should be tailored accordingly. The
project will consist of a number of distinct phases that will be executed independently. The two
main phases of the project will include the IT development and upgrade and the organizational
framework overhaul.
3.1 Project Component Breakdown
The project component breakdown is shown in the following work breakdown structure.

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Figure 1: Project Component Breakdown
(Source: Created by Author)
3.2 Project Effort and Duration
The project effort for the human resources and the resource usage is shown in the
following table.

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Resource
Name
Type
Max.
Units
Std. Rate Ovt. Rate Cost/Use Accrue At
Base
Calendar
Program
Sponsor
Work 100% $0.00/hr $10.00/hr $0.00 Prorated Standard
Senior
Executive
Work 100% $200.00/hr $12.00/hr $0.00 Prorated Standard
Project
Manager
Work 100% $175.00/hr $10.00/hr $0.00 Prorated Standard
Consultant Work 100% $125.00/hr $7.00/hr $0.00 Prorated Standard
Project Team
1
Work 100% $150.00/hr $0.00/hr $0.00 Prorated Standard
Project Team
2
Work 100% $150.00/hr $6.00/hr $0.00 Prorated Standard
HR Manager Work 100% $8.00/hr $10.00/hr $0.00 Prorated Standard
The project is expected to start on 5th March 2018 and will end in 31st July 2018 if the
exact estimated duration is maintained and followed.
3.3 Project Schedule
The project schedule is shown in the following table.
Task Name Duration Start Finish

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Project for Hosted Desktop Solutions 107 days Mon 05-03-18 Tue 31-07-18
Project Planning and Initiation 26 days Mon 05-03-18 Mon 09-04-18
Analysis of Current Organization Framework 10 days Mon 05-03-18 Fri 16-03-18
Analysis of Current IT System 10 days Mon 19-03-18 Fri 30-03-18
Analysis of Client and Market Demands 10 days Mon 19-03-18 Fri 30-03-18
Development of Project Charter 5 days Mon 02-04-18 Fri 06-04-18
Meeting with Company Board 2 days Mon 02-04-18 Tue 03-04-18
Appointing Stakeholders for Project 4 days Wed 04-04-18 Mon 09-04-18
Completion of Planning and Initiation 0 days Mon 09-04-18 Mon 09-04-18
Detailed Planning of Project 21 days Tue 10-04-18 Tue 08-05-18
Development of Plan for Changing
Organizational Framework
10 days Tue 10-04-18 Mon 23-04-18
Proposal of New Organizational Structure 4 days Tue 24-04-18 Fri 27-04-18
Analysis of the Effect of New Structure 2 days Mon 30-04-18 Tue 01-05-18
Development of Plan for IT Upgrade 3 days Mon 30-04-18 Wed 02-05-18
Proposal of New IT Setup 3 days Tue 24-04-18 Thu 26-04-18

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Feasibility Testing 5 days Tue 24-04-18 Mon 30-04-18
Consulting with Developer 3 days Tue 01-05-18 Thu 03-05-18
Development of Final Project Plan 5 days Wed 02-05-18 Tue 08-05-18
Completion of Detailed Planning 0 days Tue 08-05-18 Tue 08-05-18
Project Execution 55 days Wed 02-05-18 Tue 17-07-18
Formation of New Recruitment Team 5 days Wed 09-05-18 Tue 15-05-18
Formation of New Teams 2 days Wed 02-05-18 Thu 03-05-18
Recruitment of Employees for New Teams 10 days Fri 04-05-18 Thu 17-05-18
Training of the New Teams 10 days Fri 18-05-18 Thu 31-05-18
Procurement of Hardware and Software 5 days Wed 09-05-18 Tue 15-05-18
Hardware Upgradation 15 days Wed 16-05-18 Tue 05-06-18
Website Development and Testing 30 days Wed 06-06-18 Tue 17-07-18
Completion of Project Execution 0 days Tue 17-07-18 Tue 17-07-18
Project Closure 10 days Wed 18-07-18 Tue 31-07-18
Project Documentation 4 days Wed 18-07-18 Mon 23-07-18

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Post Project Appraisal and Review 5 days Tue 24-07-18 Mon 30-07-18
Stakeholder Sign Off 1 day Tue 31-07-18 Tue 31-07-18
Completion of Project Closure 0 days Tue 31-07-18 Tue 31-07-18
3.4 Allocation of Work Packages
The allocation of work packages to respective stakeholders is shown in the following
table.
Task Name Resource Names
Project for Hosted Desktop Solutions
Project Planning and Initiation
Analysis of Current Organization Framework Project Team 1
Analysis of Current IT System Project Manager, Project Team 2
Analysis of Client and Market Demands Project Manager
Development of Project Charter Project Team 2
Meeting with Company Board HR Manager, Senior Executive
Appointing Stakeholders for Project HR Manager

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Completion of Planning and Initiation
Detailed Planning of Project
Development of Plan for Changing Organizational
Framework
Project Manager, Senior Executive
Proposal of New Organizational Structure Project Manager, Project Team 1
Analysis of the Effect of New Structure Consultant
Development of Plan for IT Upgrade Consultant, Project Manager
Proposal of New IT Setup Consultant, Project Team 2
Feasibility Testing Project Manager, Senior Executive
Consulting with Developer Project Manager, Project Team 2
Development of Final Project Plan
Consultant, Program Sponsor, Senior
Executive
Completion of Detailed Planning
Project Execution
Formation of New Recruitment Team HR Manager, Project Team 1
Formation of New Teams Consultant
Recruitment of Employees for New Teams HR Manager, Project Team 1

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Training of the New Teams Project Team 1
Procurement of Hardware and Software Project Team 2
Hardware Upgradation Project Team 2
Website Development and Testing Project Team 2
Completion of Project Execution Project Team 2
Project Closure
Project Documentation Project Team 2
Post Project Appraisal and Review
Consultant, HR Manager, Project
Manager, Senior Executive
Stakeholder Sign Off
Consultant, HR Manager, Program
Sponsor, Project Manager, Project
Team 1, Project Team 2, Senior
Executive
Completion of Project Closure
3.5 Schedule Controls
The schedule controls for the project are established as follows.

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INPUTS
1. Project Charter
2. Project Scope
3. Project Budget
4. Project Schedule
TOOLS AND TECHNIQUES
1. Project Plan Document
2. Data Analysis
3. MS Excel
4. MS Project
OUTPUTS
1. Final Project Plan
2. Well Defined Project Goals
3. Total Budget
4. Timeframe
Figure 2: Project Schedule Controls
(Source: Created by Author)
4.1 Areas of Anticipated Project Spend
The areas of anticipated project spend involves both human and material resources. The
human resource will utilize certain amount of budget that has been specified in the project effort
part. From the analysis of the involvement of human resources in the project, the total spend is
found out to be $278,128. The anticipated spend for material resources is shown in the following
table.
Resource Anticipated Spend

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Hardware Costs $75,000
Software Costs $75,000
Peripherals $15,000
Refurbishment Costs $5,000
ICT Upgrade Costs $15,000
Website Development and Testing $25,000
New Team Budget $250,000
Recruitment and Training $50,000
Others $100,000
TOTAL $610,000
However, the sponsor for the project is willing to pay $500,000 for the project. Hence,
the anticipated spend for the project is $388,128.
4.2 Dollar Amounts and Timings of Cash Flow
The dollar amounts and timings of cash flow are shown in the following table.
CASH
FLOW July Augu
st
Septem
ber
Octobe
r
Novem
ber
Decem
ber
Januar
y
Februa
ry March April May June
OPENI
NG
BALA
NCE
$327,
500
$710,00
0
$1,153,
000
$1,662,
550
$2,245,
305
$2,908,
586
$3,660,
444
$4,509,
738
$5,466,
212
$6,540,
584
$7,744,
642
Cash
incomin
g
Sales $500,
000
$550,
000
$605,00
0
$665,5
00
$732,0
50
$805,2
55
$885,7
81
$974,3
59
$1,071,
794
$1,178,
974
$1,296,
871
$1,426,
558
Asset
sales $0 $0
Debtor
receipts $0 $0
Other
income
$50,0
00
$55,0
00 $60,500 $66,55
0
$73,20
5
$80,52
6
$88,57
8
$97,43
6
$107,1
79
$117,8
97
$129,6
87
$142,6
56
Total
incomin
g
$550,
000
$605,
000
$665,50
0
$732,0
50
$805,2
55
$885,7
81
$974,3
59
$1,071,
794
$1,178,
974
$1,296,
871
$1,426,
558
$1,569,
214

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4.3 Project Budget
The project budget will consist of all the spends that will be involved in the project and
some additional fund for emergencies. The total project budget is shown as follows.
Requirement Budget
Human Resource $278,128
Material Resource $610,000
Emergency Budget $100,000
TOTAL (Approx) $1,000,000
4.4 Budget Controls
The budget control process is to be done in order to avoid extra expenses in unnecessary
areas. In order to control the budget, it is recommended that the entire budget should not be
rolled out for the project. Instead, it should be allocated to the teams in different phases. As
shown in the cash flow, the investment in the project should be made in 4 different phases so that
there is continuity in the overall expenses in the project.

16ICT PROJECT PLANNING
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