Implementing an ERP system at XYZ organization

Title: Implementing an ERP system at XYZ organization
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Table of Contents
1.0 Introduction................................................................................................................................3
1.1 Background............................................................................................................................3
2.0 Project Charter...........................................................................................................................3
2.1 Aim of the Project..................................................................................................................3
2.2 Scope of the Project...............................................................................................................4
2.3 Objective of the Project..........................................................................................................4
2.4 Acceptance criteria.................................................................................................................4
2.5 Assumptions and Constraints.................................................................................................5
2.6 Milestone List........................................................................................................................5
2.7 Time Frame............................................................................................................................6
3.0 Work Breakdown Structure.......................................................................................................6
4.0 Stakeholder Register..................................................................................................................7
4.1 Identifying the stakeholders and their responsibilities...........................................................7
5.0 Stakeholder Management Strategy............................................................................................8
5.1 Stakeholder Communication plan..........................................................................................9
6.0 Conclusion...............................................................................................................................10
References......................................................................................................................................11
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1.0 Introduction
Enterprise Resource Planning, mainly abbreviated as ERP, is a multi-application integrated
system that allows an organisation to keep a steady record of its resources. This report will
explicate the aim, project charter, goals and objectives of implementing the ERP system in the
universities. The report will also elucidate about the stakeholders, their responsibilities and
management strategies for stakeholder communication (Lech, 2016).
Along with it, the reports will present the acceptance criteria, assumptions and constraints about
the ERP system and will illustrate a draft of work breakdown structure to explain better the
planning process for implementing an ERP system in the XYZ organization looking after the
academic needs of the company.
1.1 Background
Universities, unlike schools, have a large number of students and maintaining their information,
both personal and academicals are not possible with manual paperwork. Managing this vital data
is essential for safeguarding student privacy. Using the manual methods, like filing and
documentation, to store information is a time-consuming activity and challenging to keep up
with. Students often face problems like misplaced documents and incorrect information that
cannot be resolved right away. Instead, the staff and students have to physically look for the
misplaced documents and rectify the incorrect information. (Taniguchi and Onosato, 2017)
Also, the constant flow of information related to new students, staff, the accounts department and
the administrative department has been on the rise. (Tian and Xu, 2015)
Therefore, an ERP system needs to be implemented in the XYZ organization that will allow both
students and staff to store only the factual information anytime.
2.0 Project Charter
A project charter is a detailed statement of the objective, aim and the participants of the project.
2.1 Aim of the Project
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The project aims to discuss strategies, methodologies and participants necessary for the
Implementation of ERP system in the XYZ organization for satisfying the academic needs of its
clients i.e. different universities. (Harwood, 2017)
2.2 Scope of the Project
In-scope
The project scope is to identify problems and drawbacks with the current system of the
universities and explain the importance of an ERP system for the organization. The scope also
includes creating a project plan, identifying the stakeholders and their roles in the project.
(Blount et al. 2016)
Out of Scope
This report does not discuss the quantitative and qualitative analysis, quality control, testing,
implementation and documentation stages of the ERP system development
2.3 Objective of the Project
 The objective of the project is:
 To identify the drawbacks of the current circumstance of the XYZ organization
 To explain the importance of implementation of ERP system in the XYZ organization
 To identify the stakeholders, their responsibilities and communication management
between the stakeholders
2.4 Acceptance criteria
Once the project is completed, the project manager will evaluate the deliverable and review the
assigned criteria for the project, approve the final deliverable or send it back to the team in case
the criteria is not met. The final deliverables that are approved by the project manager will then
be presented to the organization’s President, who will then review it according to the criteria set
by the XYZ organization and once approved will sign the acceptance letter as an indication to
project completion.
2.5 Assumptions and Constraints
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