IT Project Management Techniques for Book House Ltd

This article discusses the IT project management techniques used by Book House Ltd to re-engineer their non-responsive website and improve customer experience. It covers their goals, objectives, work plan, budget, and evaluation plan. The project aims to develop a web-based and mobile e-commerce platform that will allow customers to access and buy/read books at any time and from any location. The budget for the project is $800,000, and it is expected to be completed within six months.

Running head: IT PROJECT MANAGEMENT TECHNIQUES 1
IT PROJECT MANAGEMENT TECHNIQUES
GROUP NAMES
DATE

IT PROJECT MANAGEMENT TECHNIQUES 2
Contents
Team Project Management Plan..................................................................................................................3
Introduction.............................................................................................................................................3
Organization............................................................................................................................................3
Management and Technical Approaches.................................................................................................5
Problem Statement...................................................................................................................................5
Project Description..................................................................................................................................5
Goals/ Objectives....................................................................................................................................6
Work to Perform and project activities....................................................................................................6
Evaluation Plan........................................................................................................................................8
Schedule..................................................................................................................................................9
Budget...................................................................................................................................................10
Appendices................................................................................................................................................12
Appendix I: Project Schedule................................................................................................................12
Team Project Update Descriptions Report.................................................................................................14
Time Point 1..........................................................................................................................................14
Time Point 2..........................................................................................................................................14
Time Point 3..........................................................................................................................................14
Time Point 4..........................................................................................................................................14
Individual Report.......................................................................................................................................15
References.................................................................................................................................................16

IT PROJECT MANAGEMENT TECHNIQUES 3
Team Project Management Plan
Introduction
Book House Ltd, an online books retailer headquartered in Sydney and which sells both
electronic and hard copies of books in Australian and New Zealand markets has plans to become
the leading bookseller in the region. The firm seeks to develop a web based and mobile e-
commerce platform where customers can access and buy/ read books at any time and from any
location and target a 5% growth in revenues and earnings in the next five years. However, their
current operational status as well as financial status shows they cannot achieve this, with poor
conversion rates that are already declining while existing customers are not making any repeat
purchases in the past year. The CTO has identified the problem to be a non-responsive website
and wants the whole system re-engineered to meet new customer needs, especially the
recommendation engine that should improve the customer experience. The recommended re-
engineering areas are the use of machine learning for improving recommendations based on
customer profiling. The user interfaces of existing systems need to be redesigned to be more
dynamic, interactive, and appealing with user preference profiling and will require migrating
existing data into the new system seamlessly. The budget for the project is $ 800000 with a
projected payback of two years. Only the applications systems are to be upgraded, with present
hardware seeming sufficient for the purposes of running the upgraded system, because such a
project attracts various risks, these have to be taken into consideration. The project should be
delivered within a six month period
Organization
The project will be organized based on the existing stakeholders and the development
team as follows;
Role
Executive Sponsors Mrs. Sally Fergusson, CEO and Mr. Ravi
Sharma, CFO
Business Sponsor Mr James White, CTO
Project Steering Committee The CEO, CFO, and CTO and Xie Wang
(Head of Sales and marketing), Project
manager
Project team

IT PROJECT MANAGEMENT TECHNIQUES 4
Project Manager
Project Accountant
Developers 4
Testers 2
Content consultant
Advertising consultant
Internal IT Liaison Henry Miller
Internal product Expert Henrik Ibsen
The organizational structure, based on the stakeholder list is shown below;

IT PROJECT MANAGEMENT TECHNIQUES 5
Management and Technical Approaches
The project will be undertaken based on the Incremental Phased Delivery Waterfall
model which will mirror the agile method of SCRUM where the solution is developed iteratively
with frequent testing, but following the SDLC waterfall model (Cohn, 2014). The requirements
are broken down into smaller multiple standalone modules to make up the SDLC and
development is done in steps, starting with the design analysis, implementation, verification and
testing, and maintenance (Kerzner, 2009)
Problem Statement
The Book House Ltd, an Australian based online book seller that sells books in both
digital and electronic format in the Australian and new Zealand markets seeks to grow and
improve its operational and business performance. This is because the company seeks to have a
5% growth in revenues and earnings in the next five years; however, their current web and
mobile based systems has problems characterized by declining repeat business by existing clients
and declining conversion rates for site visitors. The CTO has proposed that the entire system be
reengineered from scratch, and this will require developing a more agile, responsive, appealing,
easy to use, and highly interactive interface with a back-end machine learning algorithm to
improve user profiling and recommendations because this has been identified as one of the major
shortfalls of the existing system. The steering committee and executive sponsor are concerned
with the risks inherent in such a project, but satisfied that the proposed project approach will
ensure such risks are managed effectively. The envisaged reengineered system will lead to a
50% increase in visits to the sites and a 25% conversion rate, which is an integral part of the
success of the project.
Project Description
The project will entail evaluating the current system, with the help of consultants and
analysts and proposing developments to improve the system to solve the problems mentioned in
the previous section (problem statement) and meet the desired performance objectives. The
project will entail using effective project management approaches as described in the PMBOK
and using the Phased Delivery Waterfall model to design a new user interface, algorithm engine,
and database for the new solution for both web and mobile applications. The system should work
seamlessly in Windows and IOS environments for PCs as well as in IOS and Android mobile

IT PROJECT MANAGEMENT TECHNIQUES 6
environments, with future capabilities to work with Ubuntu. The system will be developed
iteratively and tested, for each phase of the project, working with stakeholders and managing the
development effectively so that the stated project objectives and deliverables are fully met
(Haughey, 2018; Wysocki, 2006).
Goals/ Objectives
1. To evaluate the existing system
2. To design and develop an improved web and mobile application system for Book House
Ltd
3. Purchase new hardware components
4. Test the system and correct any issues
5. Implement the system
6. Provide support and maintenance
7. Undertake this within the stipulated six month period and budget of $ 800000
Work to Perform and project activities
These are captured in the tasks and WBS detailed below
Initiation Planning and
organization
Execution Closing
Discuss with
executive sponsors the
requirements
User requirements
collection
Develop a new user
interface
Develop training and
user manuals/
documentation
Justification for
project
Verify user
requirements to
develop use
requirements
document
Develop database Handover of project
Stakeholder
identification and
analysis
Develop algorithm Project handover
signed off
Determine staff/ team
members
Develop new
operational system
(programming)
Undertake review of
project and lessons
learned (documented)
Develop tasks to be
undertaken and
project scope
definition
Test the developed
disparate units
Provide support and
maintenance to
system
Define deliverables Identify hiccups/

IT PROJECT MANAGEMENT TECHNIQUES 7
performance issues
and make changes
Develop work plan
and project
management plan
Undertake tests with
executive sponsors
present and give
progress reports
Develop risk, quality
control, and scope
plans
Develop the next
phases for various
components (user
interfaces, database,
application system)
Define hardware and
software requirements
Undertake tests
Develop and refine
budget
Identify problems and
test again with
sponsors present
Allocate roles and
duties
Develop progress
report
Finalize developments
Integrate and test all
components of the
new system under
different conditions
Identify performance
problems and correct
them
Undertake extensive
tests for integrated
system with sponsors
Identify issues and
correct and create first
version
Undertake real life
tests and identify
issues
Correct issues and test
again with version
two
Undertake extensive
tests and identify
issues
Develop and
implement version 3
of system

IT PROJECT MANAGEMENT TECHNIQUES 8
Migrate data to new
system
Deploy system in
limited basis
Train users and
identify any problems
Correct problems and
‘go live’ with final
system with sponsors
present
Evaluation Plan
This phase of the project entails the rigorous evaluation of completed goals, activities,
and objectives to establish whether the planned results and objectives have been achieved and the
desired change attained. The evaluation plan is to be undertaken in a series of steps that identify
and measure the impacts and outcomes of the project (Lock, 2007; Ruhe & Wohlin, 2016). The
evaluation will be undertaken as follows;
Functional and technical
assessment
Weight
New application has better
appearance, ease of use, and
performance
Users and testers, through a survey, report
on their perceptions and experiences in
using the system
30%
Technical alignment Application has seamless functionality in
Windows and IOS environments and
works well with Android and IOS mobile
devices seamlessly
Application works seamless with different
web browsers
Application system has a 96% and does
not suffer more than 5% degradation/
slowness in performance under maximum
use/ requests
Application tested for safety and security
from hacking
Outcomes 40%
Application meets
performance objectives
Application system has led to increased
site visits by 50% (or meeting at least 90%
of desired increased visits)30%
The machine learning algorithm is able to
match user profiles accurately and make

IT PROJECT MANAGEMENT TECHNIQUES 9
recommendations
Conversion rate increase of at least 25%
achieved
Increased sales, with projected minimum
increase of 5% per year
Scope Data successfully migrated and working
well in new system
30%
Project completed within time
Project completed within schedule
All objectives are met
TOTAL
Schedule
The schedule is based on the WBS and project tasks developed in the previous section as
shown in the Appendix I
Activity
Code
Task Duration in
days
1 Discuss with executive sponsors the requirements 2
2 Justification for project 2
3 User requirements collection
4 Verify user requirements to develop use requirements document
5 Stakeholder identification and analysis
6 Determine staff/ team members
7 Develop tasks to be undertaken and project scope definition
8 Define deliverables
9 Develop work plan and project management plan
10 Develop risk, quality control, and scope plans
11 Define hardware and software requirements
12 Develop and refine budget
13 Allocate roles and duties
14 User requirements collection
15 Verify user requirements to develop use requirements document
16 Stakeholder identification and analysis
17 Determine staff/ team members
18 Develop tasks to be undertaken and project scope definition
19 Define deliverables
Develop work plan and project management plan
Develop risk, quality control, and scope plans
Define hardware and software requirements
Develop and refine budget
Develop a new user interface

IT PROJECT MANAGEMENT TECHNIQUES 10
Develop database
Develop algorithm
Develop new operational system (programming)
Test the developed disparate units
Identify hiccups/ performance issues and make changes
Undertake tests with executive sponsors present and give progress
reports
Develop the next phases for various components (user interfaces,
database, application system)
Undertake tests
Identify problems and test again with sponsors present
Develop progress report
Finalize developments
Integrate and test all components of the new system under
different conditions
Identify performance problems and correct them
Undertake extensive tests for integrated system with sponsors
Identify issues and correct and create first version
Undertake real life tests and identify issues
Correct issues and test again with version two
Undertake extensive tests and identify issues
Develop and implement version 3 of system
Migrate data to new system
Deploy system in limited basis
Train users and identify any problems
Correct problems and ‘go live’ with final system with sponsors
present
Handover of project
Project handover signed off
Undertake review of project and lessons learned (documented)
Provide support and maintenance to system
Budget
The budget is based on descriptions and rates and is shown below;
Cod
e
Activity Rate Numbe
r
Total
1 hardware Equipment 2000 9 18000
2 IOS 500 9 4500
3 ISO licensing 200 9 1800
4 Software 300 9 2700
5 Marketing 20000 1 20000

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6 Labor 0
7 Project manager 200 384 76800
8 Liaison and internal
experts
90 0
9 Content consultant 150 112 16800
10 Advertising consultant 150 112 16800
11 Programmers 100 4176 41760
0
12 Insurance 5000 1 5000
13 Contingency 25000 1 25000
14 Analysts 100 140 14000
15 DBA 200 64 12800
16 Reimbursements 500 10 5000
17 In house resources 90 400 36000
18 Indirect cost charge 0.2 134560
67280
0
Actual Total 80736
0
Allocated 81000
0
Percent Surplus
(Shortfall)
0.33%

IT PROJECT MANAGEMENT TECHNIQUES 12
Appendices
Appendix I: Project Schedule
Activit
y Code
Task Duration in
days
1 Discuss with executive sponsors the requirements 2
2 Justification for project 2
3 User requirements collection 5
4 Verify user requirements to develop use requirements document 2
5 Stakeholder identification and analysis 1
6 Determine staff/ team members 2
7 Develop tasks to be undertaken and project scope definition 4
8 Define deliverables 1
9 Develop work plan and project management plan 2
10 Develop risk, quality control, and scope plans 5
11 Define hardware and software requirements 2
12 Develop and refine budget 5
13 Allocate roles and duties 3
15 Verify user requirements to develop use requirements document 2
24 Develop a new user interface 5
25 Develop database 5
26 Develop algorithm 5
27 Develop new operational system (programming) 5
28 Test the developed disparate units 4
29 Identify hiccups/ performance issues and make changes 2
30 Undertake tests with executive sponsors present and give progress
reports
1
31 Develop the next phases for various components (user interfaces,
database, application system)
5
32 Undertake tests 3
33 Identify problems and test again with sponsors present 1
34 Develop progress report 1
35 Finalize developments 5
36 Integrate and test all components of the new system under different
conditions
5
37 Identify performance problems and correct them 2
38 Undertake extensive tests for integrated system with sponsors 2
39 Identify issues and correct and create first version 5
40 Undertake real life tests and identify issues 3
41 Correct issues and test again with version two 5

IT PROJECT MANAGEMENT TECHNIQUES 13
42 Undertake extensive tests and identify issues 3
43 Develop and implement version 3 of system 5
44 Migrate data to new system 5
45 Deploy system in limited basis 3
46 Train users and identify any problems 5
47 Correct problems and ‘go live’ with final system with sponsors
present
5
48 Handover of project 1
49 Project handover signed off 1
50 Undertake review of project and lessons learned (documented) 2
51 Provide support and maintenance to system infinity

IT PROJECT MANAGEMENT TECHNIQUES 14
Team Project Update Descriptions Report
Time Point 1
The needs of the external stakeholders have been identified at a later date; however,
because the iterative development model of SDLC is used, their needs can be itemized and
incorporated into the product development as even the first version has not been created at this
point, according to O'Dea (2018); Harrin (2018)
Time Point 2
First, the developers and stakeholders must be made aware of a change control and
approval plan as this is a scope change; this will be done through a scope change plan that the
CEO and the steering committee must approve (Roseke, 2015; 'PMBOK', 2017). The changes
will then have to be implemented by crashing the development, where three programmers will be
used, or an emergency two external programmers hired to work on the changes so the entire
schedule is not changed; the cost to be covered by the contingency allowance
Time Point 3
At this point, the identified problems have to resolve and this will require crashing or
using over time where developers and programmers are paid for more hours, say ten hours in
order to resolve the issues and not affect the project schedule and delivery time, as advised by
Patil (2018); Villafiorita (216). The contingency allowance is used to pay off the extra costs;
which can also involve hiring the two extra developers/ consultants to correct these issues and
ensure the schedule is not adversely affected. Further, lag time can be calculated and used to
cover the changes without affecting the project schedule
Time Point 4
The entire project team to meet for two days, review progress and performance, and a
document prepare for the lessons learned, issues encountered; these are then to be managed as
per the document management plan for future reference. A report and training manuals and
materials are also given to the project owners; this is according to Aziz (2015) where steps for
project closing are provided

IT PROJECT MANAGEMENT TECHNIQUES 15
Individual Report
The project execution has been successful; however, the greatest lesson learned is that
risk management is among the most important aspects of the project, as is the project planning
and change management plans. All projects are subject to risks and an elaborate and continuous
risk management plan is necessary to constantly monitor and manage any risks. Further, no
matter how well a project schedule is planned, changes are inevitable as seen in the Time Pints,
and so an elaborate and strictly controlled scope and change management plan which is
documented is necessary. Stakeholder management and communication, including with team
members is essential in ensuring project success and continued support for the project.

IT PROJECT MANAGEMENT TECHNIQUES 16
References
Aziz, E. E. (2015, October 10). Project closing the small process group with big impact.
Retrieved October 2, 2018, from https://www.pmi.org/learning/library/importance-of-
closing-process-group-9949
Cohn, M. (2014). Agile Needs to Be Both Iterative and Incremental. Retrieved from
https://www.mountaingoatsoftware.com/blog/agile-needs-to-be-both-iterative-and-
incremental
Harrin, E. (2018, August 30). Managing Changes On Projects While Keeping It Moving
Forward. Retrieved October 2, 2018, from
https://www.thebalancecareers.com/managing-changes-on-projects-4041353
Haughey, D. (2018, September 15). Project Planning a Step by Step Guide. Retrieved October 2,
2018, from https://www.projectsmart.co.uk/project-planning-step-by-step.php
Kerzner, H. (2009). Project Management: A Systems Approach To Planning, Scheduling, And
Controlling 10E With Case Studies 3E Set (2nd ed.). Hoboken, NJ: John Wiley &
Sons.Lock, D. (2007). The essentials of project management. Aldershot, England: Gower.
O'Dea, T. (2018). Strategies for Managing Change: The Project Manager. Retrieved October 2,
2018, from https://www.projectsmart.co.uk/strategies-for-managing-change-the-project-
manager.php
Patil, Y. (2018, September 04). Project Crashing Using Critical Path Method. Retrieved October
2, 2018, from https://www.projectmanagement.com/articles/488449/Project-Crashing-
Using-Critical-Path-Method
'PMBOK'. (2017). A guide to the project management body of knowledge: (PMBOK® guide).
Newtown Square, PA, USA: Project Management Institute.
Roseke, B. (2015, May 13). Project Scope Management according to the PMBOK. Retrieved
from http://www.projectengineer.net/project-scope-management-according-to-the-
pmbok/
Ruhe, G., & Wohlin, C. (2016). Software Project Management in a Changing World. Berlin:

IT PROJECT MANAGEMENT TECHNIQUES 17
Springer Berlin.
Villafiorita, A. (2016). Introduction to Software Project Management. Auerbach Publications.
Wysocki, R. K. (2006). Effective software project management. Indianapolis: Wiley.