Implementation of ERP System in XYZ Organization - ISY2004 Information System and Project Management

This report explains the implementation process of ERP system in XYZ organization through Gantt chart, network diagram, resource table, milestone table, and project budget. It also includes the project charter, scheduling/time management, human resource management, and cost/budget management.

Running head: INFORMATION SYSTEM AND PROJECT MANAGEMENT
ISY2004 Information System and Project Management
Name of Student-
Name of University-
Author’s Note-

1INFORMATION SYSTEM AND PROJECT MANAGEMENT
Introduction
1. Background and Rationale
The background of the case study explains implementation of ERP in the XYZ
organization. ERP is considered as an integrated system which allows an organization to keep
record of all its resources in its organization. The ERP in the organization is a software that helps
to customize as well as analyze all data and helps to handle the data and deploy the data as
needed. The ERP software is an application process which is a lightweight software and can
customize the business industry. The ERP system in the organization will help the replace the
legacy of software or the incorporate the application of ERP as because there is no system that
exists in the organization. The ERP module in an organization helps to focus on a particular
business process that includes the products of the organization, development as well as
marketing. The ERP modules in the XYZ organization includes product planning, finance
planning, material purchasing, distribution planning as well as inventory control in the
organization.
This report will details all the details of implementing the ERP system in XYZ
organization. This report explains the implementation process through Gantt chart. The critical
path of the Gantt chart is shown by a network diagram and all the milestones are explained
briefly in this report. There are resources included in the project implementation and all those
resources are explained in this report. This report states the total budget of carrying out this
project and a RACI table that shows the responsibility, accountability, consulted as well as
person who is to keep informed.

2INFORMATION SYSTEM AND PROJECT MANAGEMENT
2. Project Charter
Project Title: Implementation of ERP system in XYZ organization
Date of Authorization: [Please Fill]
Project Start Date: 25 – 05 - 2019
Project Finish Date: 10 – 09 - 2019
Key schedule milestones:
 The first milestone of completing the project feasibility test is completed within 4
– 06 – 2019.
 The milestone of testing checking is completed within 02 – 08 – 2019.
 The milestone of project sign off is completed within 10 – 09 – 2019.
 The milestone of system documentation is completed within 30 – 08 – 2019.
Budget Information: The total budget for completing the project is $131,320.00
Project Manager: [Please Fill]
Scheduling/Time Management
3. Gantt Chart
The figure 1 shows the details of the project implementation. The figure shows the phases
of implementing ERP in the organization and their related activities that are to be carried out in
implementing the project. The initialization phase is completed within 6 days, the analyzing
phase is completed within 10 days, the designing phase will be completed in 18 days, the coding
phase will be completed within 15 days, the testing phase will be completed within 12 days and
implementation phase will be completed within 12 days as well. There is a documentation phase

3INFORMATION SYSTEM AND PROJECT MANAGEMENT
shown in the chart below that shows the completion of phase in 14 days and the project closure is
completed within 1 day. The below table shows duration each phase for implementing ERP.
Task Name Duration Start Finish Predecessors Resource Names
Development of ERP
System 76 days Tue
28/05/19
Tue
10/09/19
Initialization Phase 6 days Tue
28/05/19 Tue 4/06/19
Making Project
Charter 2 days Tue
28/05/19
Wed
29/05/19
Financial manager,
Project Manager
Making project risk
plan 2 days Thu
30/05/19 Fri 31/05/19 2 Project Manager, Risk
assessment manager
Making feasibility
Test 2 days Mon 3/06/19 Tue 4/06/19 3 Project Manager,
Quality Manager
Analyzing Phase 10 days Wed
5/06/19 Tue 18/06/19
SWOT Analysis 3 days Wed 5/06/19 Fri 7/06/19 4 Financial manager,
Procurement manager
Determining Risks 2 days Mon
10/06/19 Tue 11/06/19 6 Financial manager,
Procurement manager
Business
Requirements 5 days Wed
12/06/19 Tue 18/06/19 7
Project Manager,
Quality Manager,
Software engineer
Designing Phase 18 days Wed
19/06/19 Fri 12/07/19
Creating User
Interface 8 days Wed
19/06/19 Fri 28/06/19 8
Software engineer,
Software
Requirements[1]
Creating Database
Design 10 days Mon 1/07/19 Fri 12/07/19 10
Software engineer, Risk
assessment manager,
Project Manager
Program Designing 10 days Mon 1/07/19 Fri 12/07/19 10
Hardware
requirements[1],Quality
Manager
Coding Phase 15 days Mon
15/07/19 Fri 2/08/19
Coding Programs 15 days Mon
15/07/19 Fri 2/08/19 12 Project Manager
Integrating the
programs 8 days Mon
15/07/19
Wed
24/07/19 12 Quality Manager, Risk
assessment manager
Testing Phase 12 days Thu
25/07/19 Fri 9/08/19
Implementing Black
Box testing 5 days Mon 5/08/19 Fri 9/08/19 15,14 Quality Manager
Implementing White 5 days Thu Wed 15 Financial manager,

4INFORMATION SYSTEM AND PROJECT MANAGEMENT
Box testing 25/07/19 31/07/19 Procurement manager
Carry out performance
testing 5 days Thu
25/07/19
Wed
31/07/19 15 Cloud vendor
Integrating testing 5 days Thu
25/07/19
Wed
31/07/19 15 Software engineer
Quality Testing 5 days Thu
25/07/19
Wed
31/07/19 15 Quality Manager
Testing Checklist 2 days Thu 1/08/19 Fri 2/08/19 21 Procurement manager,
Project Manager
Implementation Phase 12 days Mon
5/08/19 Tue 20/08/19
Deployment of Phase 5 days Mon 5/08/19 Fri 9/08/19 22,15,11 Cloud vendor, Financial
manager
Installation of Phase 5 days Mon
12/08/19 Fri 16/08/19 24,17 Cloud vendor, Project
Manager
Providing User
Training 2 days Mon
19/08/19 Tue 20/08/19 25,18 Cloud vendor
Providing Training
Materials 0 days Tue
20/08/19 Tue 20/08/19 26,19 Cloud vendor, Project
Manager
Documentation phase 14 days Wed
21/08/19 Mon 9/09/19
User Documentation 7 days Wed
21/08/19 Thu 29/08/19 27,20 Project Manager
System
Documentation 7 days Fri 30/08/19 Mon 9/09/19 29,21,22 Project Manager,
Quality Manager
Project Closure 1 day Mon
9/09/19 Tue 10/09/19
Checking checklist 0 days Mon 9/09/19 Mon 9/09/19 30 Financial manager,
Project Manager
Handing over the
project 1 day Tue
10/09/19 Tue 10/09/19 32 Project Manager
Project sign off 0 days Tue
10/09/19 Tue 10/09/19 33 Project Manager
Table 1: Gantt chart Table

5INFORMATION SYSTEM AND PROJECT MANAGEMENT
Figure 1: Screenshot of Gantt chart
(Source: Created by author using MS Project)
The above figure shows the Gantt chart that shows the tasks that are carried out for
implementing the ERP system in the organization.

6INFORMATION SYSTEM AND PROJECT MANAGEMENT
4. Network Diagram
The network diagram shown below shows the relationship between the activities included in ERP implementation. The tasks
that are in red shows the critical path of carrying out the activities. Project activities that are in red has to be completed in the given
time so that the project get completed in specified time.
Figure 2: Screenshot of Network Diagram
(Source: Created by Author)

7INFORMATION SYSTEM AND PROJECT MANAGEMENT
5. Milestones
Milestone shows the important event that are to be carried out in completing the project.
The milestones included in this implementation project are listed in the table below. The
milestones are selected as per the SMART criteria of completing the project. The milestone of
making feasibility test is specific as because the specific tasks are carried out in completing the
feasibility test. The business requirement task is measurable as because completing this
milestone helps to state the amount of work that is being completed.
Task Name Start Date Status Responsible
Stakeholder Comment
Making feasibility Test Mon 3/06/19 Completed Project Manager,
Quality Manager
All Task
Completed
Business Requirements Wed
12/06/19 Completed
Project Manager,
Quality Manager,
Software engineer
Adding
requirements
Testing Checklist Thu 1/08/19 Completed Procurement manager,
Project Manager
Adding extra
feature
Providing Training
Materials
Tue
20/08/19 Completed Cloud vendor, Project
Manager
All training
materials
provided
System Documentation Fri 30/08/19 Completed Project Manager,
Quality Manager
Updating the
stakeholders
table, RACI
table
Checking checklist Mon 9/09/19 Completed Financial manager,
Project Manager
All tasks
completed
Project Sign off Tue
10/09/19 Completed Project Manager
Table 2: Milestone Table
Human Resource Management
6. Resource Table
The resource table below shows the resources that are needed for carrying out this
project. There are human resource and materials resources that are needed to complete this

8INFORMATION SYSTEM AND PROJECT MANAGEMENT
project successfully. The resource sheet also show the standard rate of the human resources and
the onetime cost of the materials that are included in the project.
Resource Name Type Material Label Initials Group Max.
Units Std. Rate
Project Manager Work P 100% $100.00/hr
Procurement manager Work P 100% $90.00/hr
Financial manager Work F 100% $90.00/hr
Quality Manager Work Q 100% $90.00/hr
Risk assessment
manager Work R 100% $80.00/hr
Cloud vendor Work C 100% $50.00/hr
Software engineer Work S 100% $50.00/hr
Hardware requirements Material H $1,500.00
Software Requirements Material S $1,500.00
Table 3: Milestone Table
Cost/Budget Management
7. Project Budget
The project budget shows the total budget of the project that sis used for carrying out the
activities in implementing the ERP system. The total cost of the project is shown as $131,320
and each phases has different cost structure for completing the project.
WBS Task Name Resource Names Cost
0 Development of ERP
System $131,320.00
1 Initialization Phase $8,960.00
1.1 Making Project Charter Financial manager, Project Manager $3,040.00
1.2 Making project risk plan Project Manager, Risk assessment
manager $2,880.00
1.3 Making feasibility Test Project Manager, Quality Manager $3,040.00
2 Analyzing Phase $16,800.00
2.1 SWOT Analysis Financial manager, Procurement
manager $4,320.00
2.2 Determining Risks Financial manager, Procurement
manager $2,880.00
2.3 Business Requirements Project Manager, Quality Manager,
Software engineer $9,600.00
3 Designing Phase $31,800.00

9INFORMATION SYSTEM AND PROJECT MANAGEMENT
3.1 Creating User Interface Software engineer, Software
Requirements[1] $4,700.00
3.2 Creating Database
Design
Software engineer, Risk assessment
manager, Project Manager $18,400.00
3.3 Program Designing Hardware requirements[1],Quality
Manager $8,700.00
4 Coding Phase $22,880.00
4.1 Coding Programs Project Manager $12,000.00
4.2 Integrating the programs Quality Manager, Risk assessment
manager $10,880.00
5 Testing Phase $21,440.00
5.1 Implementing Black Box
testing Quality Manager $3,600.00
5.2 Implementing White Box
testing
Financial manager, Procurement
manager $7,200.00
5.3 Carry out performance
testing Cloud vendor $2,000.00
5.4 Integrating testing Software engineer $2,000.00
5.5 Quality Testing Quality Manager $3,600.00
5.6 Testing Checklist Procurement manager, Project Manager $3,040.00
6 Implementation Phase $12,400.00
6.1 Deployment of Phase Cloud vendor, Financial manager $5,600.00
6.2 Installation of Phase Cloud vendor, Project Manager $6,000.00
6.3 Providing User Training Cloud vendor $800.00
6.4 Providing Training
Materials Cloud vendor, Project Manager $0.00
7 Documentation phase $16,240.00
7.1 User Documentation Project Manager $5,600.00
7.2 System Documentation Project Manager, Quality Manager $10,640.00
8 Project Closure $800.00
8.1 Checking checklist Financial manager, Project Manager $0.00
8.2 Handing over the project Project Manager $800.00
8.3 Project sign off Project Manager $0.00
Table 4: Project Budget

10INFORMATION SYSTEM AND PROJECT MANAGEMENT
Communication Management
8. RACI Table
Task Name Project
Manager
Procurement
Manager
Financial
Manager
Quality
Manager
Risk
Assessment
Manager
Cloud
Vendor
Software
Engineer
Making
Project
Charter
R C A I A I I
Making
project risk
plan
R R R I I C A
Making
feasibility Test
A I A C I A R
SWOT
Analysis
R R A A C I C
Determining
Risks
A A R R C A I
Business
Requirements
I I R R C I A
Creating User
Interface
C C A R I A R
Creating
Database
Design
R R R I I C A
Program
Designing
R R R I I C A
Coding
Programs
R A C A I R R
Integrating the
programs
R R R I I C A
Implementing
Black Box
testing
A A I R R C I
Implementing
White Box
testing
A A I R R C I
Carry out
performance
testing
A C I R R C I
Integrating
testing
A A I R R C I
Quality
Testing
A I I R R C I
Testing
Checklist
R A I R R C I
Deployment of
Phase
A A I A R C C

11INFORMATION SYSTEM AND PROJECT MANAGEMENT
Installation of
Phase
R I C R A A C
Providing User
Training
A A I A R R I
Providing
Training
Materials
R I I R R R C
User
Documentation
A R I R A C I
System
Documentation
C I I A A C C
Checking
checklist
R R R C R C A
Handing over
the project
R R R R C A I
Project sign off R R R C R C A
Table 5: RACI Matrix

12INFORMATION SYSTEM AND PROJECT MANAGEMENT
Risk Management
9. Risk Register Table
No Rank Risk Description Category Root
Cause
Trigger Potential
Responses
Risk
Owner
Probability Impact Status
R1 3 Perfor
mance
Risk
The team
members
and the
project
member
might not
perform in
the project.
Performan
ce Risk
In efficient
Coding
The
integrat
ed
system
are not
being
tested
There is
need of re-
engineerin
g in the
project
that will
include
the user
requireme
nts in the
project.
Software
engineer
Medium High Meetin
g
should
be
done
with
the
softwa
re
engine
er to
mitigat
e this
issue.
R2 4 Failur
e of
syste
m
The
developed
system
crashed
during the
developmen
t and testing
process;
Technical The
hardware
requiremen
ts of the
system
was not
met;
The
feasibili
ty study
was not
properl
y
conduct
ed;
Th
e technical
requireme
nt of the
system is
provided;
Project
Manager
;
develope
r
Low High Condu
cting
meetin
g with
develo
per
team;
R3 1 Finan
cial
Issue
The total
financial
cost
required for
Budget Flaw in
budgeting;
The
budget
develop
ed was
The
accountant
and
project
Project
Manager
;
Financial
Medium High Meetin
g with
the
project

13INFORMATION SYSTEM AND PROJECT MANAGEMENT
the
developmen
t exceeded
the budget
allocated;
not
properl
y
maintai
ned;
manager
needs to
schedule
and plan
the
remaining
project
according
to the
budget;
manager manag
er and
financi
al
manag
er.
R4 2 Deadl
ine
Issue
The
implementa
tion of ERP
might not
be
implemente
d at the
specified
time.
Schedulin
g risk
Drawbacks
in
scheduling
the project;
The
schedul
ing was
not
properl
y
followe
d;
All the
activities
should be
maintaine
d and re-
scheduled
so that the
project get
completed
in time.
Project
Manager
;
Medium High The
schedu
ling
should
be re-
schedu
led
with
the
help of
project
manag
er.
R5 5 Qualit
y
Issue
The project
failed to
meet the
scope and
deliverable
mentioned
in the
charter;
Quality
Issue
The
project
charter
was not
followed;
The
WBS
was not
properl
y
develop
ed
All the
activities
in the
project are
included
in the
WBS.
Project
Manager
;
Low High Meetin
g with
the
Project
Manag
er
R6 6 Opera
tional
There might
be risk that
Managing
Issue
The human
resource
Re-
schedul
Proper
training
Project
Manager
High Low Meetin
g

14INFORMATION SYSTEM AND PROJECT MANAGEMENT
Risk the team
members
are not able
to
understand
the
requirement
of the
project.
allocation
should be
re-
scheduled.
ing of
human
resourc
es are
to be
done.
should be
given to
all the
team
members
so that
they are
capable of
doing the
work.
should
be
done
with
project
manag
er.
Table 6: Risk Table
10. Probability/Impact Matrix
P
R
O
B
A
B
I
L
Risk
Identification
D
(Certain)
C
(Likely)
B
(Moderate)
A
(Unlikely)
5 (High) R6
4 R1, R2
3
2 R3 R5

15INFORMATION SYSTEM AND PROJECT MANAGEMENT
I
T
Y
1 (Low) R4
I M P A C
T
Figure 3: Risk Matrix
Conclusion
The report above shows the important processes that are to be carried out for developing this ERP system in the organization.
This report states the Gantt chart with detailed tasks details that helps to complete the project successfully. The project includes the
RACI matric that explains the responsibility, accountability, and controllable as well as informed status of all the human resources
included in the project. Figure 1 shows the Gantt chart for the project to be carried out, figure 2 shows the network diagram of the
project and there are many tables that shows the different data related to implementation of project. Figure 3 shows the risk matrix
according to the risks that are identified in the project. The above report also shows the mitigation process of the risks identified for
the project.

16INFORMATION SYSTEM AND PROJECT MANAGEMENT
References
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Kerzner, H. and Kerzner, H.R., 2017. Project management: a systems approach to planning, scheduling, and controlling. John Wiley
& Sons.
Larson, E.W. and Gray, C.F., 2017. Project management: The managerial process. McGraw-Hill Education.
Schwalbe, K., 2015. Information technology project management. Cengage Learning.