Letterdearne Nursery and College ICT Project 2022

Running head: PM
Letterdearne Nursery and College ICT Project
Name of University
Author Note

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Table of Contents
1. Project Charter.................................................................................................................2
1.1. Deliverables..............................................................................................................2
1. 2. List of Task and Work Break Down Structure (WBS)............................................3
1.3. List of Resources......................................................................................................5
1.4. List of Possible Risks................................................................................................8
2. Gantt Chart.......................................................................................................................9
3. Risk Management..........................................................................................................10
3.1. Risk Analysis Process.............................................................................................10
3.2. Risk Log..................................................................................................................12
4. Project Progress Reporting Strategy..............................................................................15
5. Critical Review..............................................................................................................15
5.1. Importance of Gantt chart.......................................................................................15
5.2. Importance of Risk Management Plan...................................................................16
5.3. Importance of Project Progress Reporting Strategy...............................................16
References..........................................................................................................................18

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1. Project Charter
Project charter is a formal document that gives a brief outline and understanding of the
key project objectives, deliverables, milestone and resource requirements of an undertaken
project (Schwalbe 2015). In the following paragraphs, a project charter of the ICT project
undertaken by Letterdearne Nursery and College is documented.
1.1. Deliverables
Letterdearne Nursery and College lacks proper ICT strategy and lot of improvements are
needed to be brought about in the college to improve the present condition. The key deliverables
of the undertaken ICT project and its expected data of completion is indicated in the able below-
Deliverables Expected Date of Achievement
Preparation of Business Case Tue 09-06-20
Development of Project Plan Tue 01-09-20
Making Arrangement of New PCs Tue 27-10-20
Implementation of Data and Communication Network Tue 01-06-21
Setting up Business Support Application Tue 01-06-21
Design and Deliver of New Website Tue 24-08-21
ICT workstations in Library Tue 02-11-21
Staffs Training Tue 07-12-21
Designing ICT Strategy Tue 01-02-22
Table 1: The Deliverables of Letterdearne Nursery and College ICT Project

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The fulfillment of the deliverables mentioned in table 1 will indicate successful
completion of the project. The table gives an idea of the expected time of completion of each
deliverables of the project.
1. 2. List of Task and Work Break Down Structure (WBS)
The undertaken ICT project by Letterdearne Nursery and College will be implemented in
a sequential manner and the entire project is divided in certain phases. On basis of the works to
be accomplished in the project, a WBS is prepared. WBS in a project provides a deliverable-
oriented and the hierarchical breakdown of the tasks to be performed in a project to achieve the
main project objective and deliverables (Burghate 2018). The task list and the WBS of the ICT
project undertaken by Letterdearne Nursery and College are indicated as follows:-
WBS Task Name
0 Letterdearne Nursery and College ICT Project
1 Project Imitation
1.1 Meeting with Dr. Letterdearne
1.2 Detailed analysis of the changes needed
1.3 Documentation of the changes
1.4 Preparing the Business Case
1.5 Development of Project Charter
1.6 Milestone: Charter Approval
2 Planning
2.1 Estimate Work
2.2 Estimate Budget
2.3 Estimate Schedule
2.4 Develop Plan
2.5 Milestone2: Approval of Project Plan
3 Implementation
3.1 Preparation Phase
3.1.1 Buy New Computers
3.1.2 Arrange New broadband connection
3.1.3 Test internet Speed
3.1.4 Prepare draft IT Policy

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3.1.5 Milestone 3: Set up new PCs in the school
3.2 Implement Data Communication Network
3.2.1 Set Up the Hardware
3.2.2 Set up data communication Network
3.2.3 Test Network Platform
3.2.4 Implement Business Support Application
3.2.5 Milestone 4: Complete set up of Data Communication Network
3.3 Website Development
3.3.1 Design Framework
3.3.2 Design Interface
3.3.3 Complete Coding
3.3.4 Design Database
3.3.5 Link with Database
3.3.6 Milestone 5: Completion of Website Development
3.4 ICT Workstation Development
3.4.1 Set up new ICT Workstations in library
3.4.2 Test New Workstations
3.5 Training and Development
3.5.1 Develop Training Modules
3.5.2 Train Staff
3.5.3 Collect Feedback
3.5.4 Develop Final ICT strategy
3.5.5 Milestone 6: Completion of Development and Training
4 Project Closure
4.1 Evaluate Project
4.2 Complete Payment
4.3 Release Resources
4.4 Document Project
4.5 Milestone 7: End Project
Table 2: Representing the Task List and WBS
The hierarchical decomposition of all the tasks mentioned in table 2 is designated in the
figure below-

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Figure 1: Showing the WBS of the ICT project undertaken by Letterdearne Nursery and
College
The successful completion of the tasks indicated in the WBS will ensure successful
project accomplishment.
1.3. List of Resources
The efficacious achievement of the project involves the resources who will be managing
the execution of the project and the resources who will be supporting the execution of the
project. The latter group of resources are the staffs of the college whose support is needed to
complete the project in a timely fashion. The resources, their roles and the description of their
duties that they needed to carry out to successfully execute the tasks mentioned in table 2 are
indicated in the following table-
Resources Title of Brief Description of the Duties

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their Roles
Project Manager Manager The project manager has the responsibility of preparing the
business case and developing the project plan.
Resource
Manager
Manager The resource manager is accountable for management of the
allocation of project resources to ensure that no resource
conflict occur during project execution
Technical
Expert
Team
member
The technical expert will be responsible for handling the
technical works linked with the ICT project
Technical Staff Team
member
The technical staffs will be responsible for making
arrangement of the broadband and the internet connection
and also for implementing the business support application
system
Software
Engineer
Team
member
The software engineer will be responsible for providing the
necessary guidance to the team on implementation of
business support application and to test the network
Network
Engineer
Team
member
The network engineer will be responsible for testing the
network platform to be implemented in the school
System Analyst Team
member
The system analyst will look after all the testing process
related to the implementation of ICT network
Technical
Writer
Team
member
This resource is responsible for documenting the entire
project work
IT Staff Team
member
The IT staff will assist the other team members in successful
execution of all the technical works associated of the project

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Programmer Team
member
This resource will look after the development and launch of
the website
Database
Administrator
Team
member
This resource is responsible for database management
ICT Trainer Team
member
It is an important project resource who will be responsible
for training all the staffs of the organization
Librarian College
Staff
The Librarian will provide the detailed need of ICT
workstation implementation in the Library
Dr. Letterdearne Trustee The resource is responsible for providing the necessary
financial support and guidance to the project.
Head teacher College
Staff
This resource will provide necessary information to the team
Teachers College
Staff
This resource is responsible for highlighting the ICT needs in
management of the specific work processes
Students Student The students will be accountable for providing necessary
support to the execution of the project
Table 3: Representing the Resources and their Responsibilities
The table 3 represents the resources associated with the ICT project undertaken by
Letterdearne Nursery and College. The resources Librarian, Dr. Letterdearne, Head teacher,
Teachers and Students are not a part of the project team and are not responsible for directly
executing the project. However, they will provide the necessary support and guidance to ensure
successful project accomplishment. Without the help of these staffs, the detailed requirement
analysis of the project is not possible.

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1.4. List of Possible Risks
The ICT implementation project undertaken by Letterdearne Nursery and College possess
certain key risks that are required to be addressed and mitigated to ensure successful project
accomplishment. A risk register is prepared that documents the principle risks linked with the
project along with the probability of occurrence of the risk and its severity in the project
(Carvalho and Rabechini Junior 2015).
Risk Severity [measured in
a scale of 1-5]
Probability of Occurrence
[measured in a scale of 1-5]
Risk
Score
Resource Shortage 5 4 20
Resistance from the
staffs
5 2 10
Budget Issues 5 5 25
Lack of Technical
Knowledge
4 3 12
Technical issues 4 4 16
Performance Risk 5 2 10
Schedule Issues 3 2 6
Unsupportive
Students
4 1 4
Table 4: Representing the Project Risks
The table above represents the key risks linked with the undertaken ICT project. Effective
management of these risks is a necessity to ensure timely completion of the undertaken project.

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2. Gantt Chart
A project schedule has been prepared on basis of the WBS that has been prepared
(Andersen 2014.). The Gantt chart below represents the project schedule, the resources allocated
for each task and the time required for completion of each task.
Figure 2: Showing the Gantt chart of the undertaken ICT project

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The Gantt chart in the figure above represents the time needed for accomplishment of the
project. The picture above represents the resources required for completion of each of the tasks
associated with the project. The Gantt chart depicts the critical task of project execution. The
critical path of the project in the Gantt chart is marked in red.
3. Risk Management
Risk management is the process of effectively identifying, examining and responding to
the risks that are linked with the execution of a project. A risk in a project is a factor that can
potentially impact the timely completion of a project and therefore, appropriate risk management
in a project becomes a necessity (Kloppenborg, Tesch and Manolis 2014.). Risk management is
mostly used by the project managers to minimize the potential issues and the major problems
that has a negative impact on timely completion of a project. This unexpected event can
significantly affect people, processes, technology and the resources associated with the project
(Heagney 2016). The potential issues and the risks that can affect the normal execution of this
project is outlined in table 4. The effect of these risks are required to be minimized to ensure
successful project implementation. In the following sections, the risks analysis process is
discussed and a risk log is created that provides an idea of the risk mitigation approach to the
previously identified risks.
3.1. Risk Analysis Process
A structured risk analysis process is chosen for management of the key risks linked with
the ICT project undertaken by Letterdearne Nursery and College. The risk analysis process for
this project involves identification and quantification of the uncertainties present in the project
(Radujković and Sjekavica 2017). The risk analysis process to be followed estimates the impact

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of the outcome of the risks on the undertaken project and accordingly the risk mitigation
approaches are suggested. A qualitative risk analysis process is chosen in this case. A risk
register or risk log is used to identify and document the main risks linked with the project
(Desmond 2014). This process of risk analysis estimates the potential hazards in the project and
helps in finding an approach of eliminating those hazards from the project. Therefore, the risk
analysis process that is followed in this project are indicated as follows-
Step 1: Identification of the Risk
Step 2: Assessment of the impact of the risk
Step 3: Prioritizing the critical risk
Step 4: Finding a mitigation approach of the risk to reduce its severity
A qualitative risk analysis process has been undertaken and implemented in the project
and therefore, the risk log is used as an important risk management tool and is used for detailing
the severe risks lined with the project.

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3.2. Risk Log
The risk log documenting the risk severity and the mitigation approach of each risk are indicated as follows-
Risk Severity
[measured in a
scale of 1-5]
Probability of
Occurrence
[measured in a
scale of 1-5]
Risk
Score
Risk
Response
Mitigation Strategy
Resource
Shortage
5 4 20 Avoid Development of a resource management
strategy is recommended to ensure adequate
resource availability during project execution
Resistance from
the staffs
5 2 10 Mitigate The probability of this risk occurring is very
unlikely. However, to mitigate this risk, a
seminar can be arranged to inform the staffs
about the need of successful execution of this
project
Budget Issues 5 5 25 Avoid Detailed budget of the project is required to be
calculated it advance and appropriate time will

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be allocated to the trustees to arrange the budget
needed to execute the project as per plan.
Lack of
Technical
Knowledge
4 3 12 Mitigate To address this risk, a technical expert is hired
to supervise the entire execution process
Technical issues 4 4 16 Transfer The risk of technical issues can be transferred to
the technical expert hired for the project.
Performance
Risk
5 2 10 Mitigate The performance risk can be mitigated by
implementing the project as per plan
Schedule Issues 3 2 6 Accept The schedule issues can be addressed by
allocating maximum time for completion of
each task
Unsupportive
Students
4 1 4 Accept The likelihood of occurrence of this risk is
negligible. The mitigation approach of this risk
is to make the student understand the need of
executing and successful completion of the

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project.
Table 5: Representing the Risk Log
The risk log in the above table documents the key risk and the mitigation approach for each risk associated with the project.
The mitigation approach will help in successful execution of the project.

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4. Project Progress Reporting Strategy
Project status reporting is a necessary consideration of an proper management of a project
and communication strategy. Project status reporting helps in updating the project team, sponsors
and the stakeholders regarding the actual progress of the project (Kostalova, J., Tetrevova and
Svedik 2015).
The project progress will be reported following a formal process. The project report will
be prepared ion a regular basis by the project manager (Lock 2014). The project manager will
review the report and forward the report to all the stakeholders linked with the project. A formal
communication plan is developed to communicate the project progress to the stakeholders
(Kerzner 2017). A proper plan for communication is to be developed to regularly communicate
with the key stakeholders of the project.
The progress reporting is to be carried out regularly to keep a track of the projected plan
and the actual project progress. This step is necessary to ensure that the project is on track
(Andersen 2016). Progress reporting is important to ensure that all the stakeholders are informed
about the project progress
5. Critical Review
5.1. Importance of Gantt chart
Gantt chart is an important project management tool which is useful for planning and
scheduling the projects (Browning 2014). The Gantt chart provides an idea of the time required
by an undertaken project and the resources needed in the project to successfully accomplish a
project (Gantt and Adamiecki 2015). Gantt chart is used to schedule the project in almost all

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project lifecycle model. It is a critical scheduling tool which further helps in tracking the project
progress.
Gantt chart is mainly prepared at the planning phase of all the project life cycle model
(Meredith, Mantel Jr and Shafer 2017). The scheduling that is done using the Gantt chart tool, is
used by the manager to track the actual progress of the undertaken work(Portz 2014.). With the
help of the Gantt chart, the dependencies between each task of a project is managed. The
complexity of the tasks can be effectively managed with the use of Gantt chart.
5.2. Importance of Risk Management Plan
Risk management is a procedure that is implemented in the initiation phase of the project
life cycle for all the project life cycle model. Risk management plan enables the team to follow a
structured approach in management of the major issues in the project (Allen et al. 2014). The
different system development lifecycle models include waterfall model, agile, spiral model and
others (Heldman 2018). Risk management plan helps in removing the uncertainties in every life
cycle model and enables the manager to monitor the key risks linked with the project (Verzuh
2015). A risk management plan therefore enables the team to be aware of the potential risks in
the project and further helps the team to remove those risks (Rodrigues-da-Silva and Crispim
2014). Thus, a risk management plan holds a significant importance in execution of a project
(Carvalho and Rabechini Junior 2015). In agile model, risk management is carried out in every
phase while in waterfall model, risk management is mainly done at the beginning of the project.
5.3. Importance of Project Progress Reporting Strategy
In waterfall lifecycle model, project progress reporting may not be done regularly. While
in agile or spiral model, an increasing focus is put on project progress reporting (Rodney et al.

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2015). Project progress reporting is important as it provides a documented history of the step
wise progress of the project (Kerzner 2017). Development of an effective status report is
important for improving the communication among the stakeholders and is further important for
keeping a track of the project progress (Seymour and Hussein 2014). Project progress reporting
is important in all the project life cycle model as it is an important tool for managing and
tracking the project progress.
Development of project status reporting is necessary to generate regular status reports.
The status reports forms an important part of project documentation. In waterfall model,
documentation is carried out at the end of the work undertaken (Joslin and Müller 2015). Agile
model not does involve much documentation while PRINCE2 model is associated with heavy
project documentation.

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