Project Management Plan for Library Management System

The report provides the full project management plan for the library management system for the organization. The quality management plan, the communication plan, the human resource plan and the risk management plan for the system is provided below.

Running head: PROJECT MANAGEMENT
Project Management
Name of the Student:
Name of the University:
Author note

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PROJECT MANAGEMENT
Table of Contents
Introduction................................................................................................................................3
Quality Management Plan..........................................................................................................3
Organization, Responsibilities and Interfaces........................................................................3
Tools, Environment and Interfaces........................................................................................3
Project quality management...................................................................................................4
Quality Planning.................................................................................................................4
Define Project Quality........................................................................................................4
Measure Project Quality.....................................................................................................4
Quality Assurance..............................................................................................................4
Analyse Project Quality.....................................................................................................4
Improve Project Quality.....................................................................................................4
Quality Control...................................................................................................................5
Human Resources Management Plan.........................................................................................5
Roles and Responsibilities.....................................................................................................5
Project Organizational Charts................................................................................................5
Staffing Management.............................................................................................................6
Sponsor Acceptance...............................................................................................................8
Communications Management Plan..........................................................................................8
Purpose of Communication Plan............................................................................................8
Stakeholders Identification and Analysis...............................................................................8
Communication Matrix..........................................................................................................9
Project Meetings...................................................................................................................10
Communication Plan Approval............................................................................................11
Risk Management Plan............................................................................................................11
Risk Management Process...................................................................................................11
Risk Identification................................................................................................................11
Risk Analysis.......................................................................................................................12
Risk Response Planning.......................................................................................................12
Risk Controlling, Monitoring and Reporting.......................................................................13
Risk Management Plan Approval........................................................................................13
Conclusion................................................................................................................................13
Bibliography.............................................................................................................................14
Appendix..................................................................................................................................15
Work Breakdown Structure..............................................................................................15
Resource Allocation.........................................................................................................15

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Tracking Gantt Chart........................................................................................................16
Earned Value Management Report......................................................................................16

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Introduction
The report is used for the description of a project that is associated with a
development of a Library management system for the New York Central Library . The
Library is situated at the central area of the states and also the current procedures in the
library is done manually and there rises a need for the development of an information system
that would help the management of the books and the readers that are associated with the
system. The organization is a small one consisting of around 25 staffs within the library who
shares the workload with themselves and also do the paper works within themselves.
The report provides the full project management plan for the library management
system for the organization. The quality management plan, the communication plan, the
human resource plan and the risk management plan for the system is provided below.
Quality Management Plan
All the necessary information which are required for the management of the quality of
the Library Management system which is to be implemented for the New York Central
Library has been documented in this part of the report. The Quality management plan
development is done in the Planning Phase of the project. The audience for whom the report
is intended are mainly the project manager, project team, project team and the project
sponsors who would be able to carry out the project.
Organization, Responsibilities and Interfaces
Name Role Quality Responsibility
[Please Fill] Project Manager Monitoring and maintaining
project quality
[Please Fill] Front end developer Maintaining the quality of the user
interface
[Please Fill] Back end developer Maintaining the quality of the
source code
[Please Fill] Project Team Member Developing the data for the audits
[Please Fill] Team Lead Quality Audits
Tools, Environment and Interfaces
Tool Description
[Benchmarking
]
[Industry recognized benchmarks]
Visual Studio The tool is used for the development of the front end of the system.

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Microsoft SQL
Server
The Microsoft SQL Server is used for the development of the database
of the library
C# Language is selected for the integration of the front end and the back
end.
Project quality management
Quality Planning
For the maintenance of the quality of the project quality planning is to be done and
some milestones for the quality check of the project is set at the start of the project for the
development of the project intended by the organization. It is important the delivered system
to the organization should be able to provide an efficient user interface and provide the
required functionalities to the users.
The project team should be able to develop the documentation for the project and all
the methods and the processes that were applied for the project has to be well documented. In
addition to this the acceptance criteria set by the librarians and the other users.
Define Project Quality
Some milestones are to be developed for the deployment of the project that would be
used for the measurement of the project quality and some acceptance criteria are to be
developed for the project.
Measure Project Quality
After the milestones for the Library management system has been set up, the
measurement of the progress of the project is done on the basis of the milestones set for the
project.
Quality Assurance
The quality Assurance process uses some metrics that are established and the progress
of the project is checked against this metrics to make sure that the quality of the project is met
and the required checklist of the project is achieved.
Analyse Project Quality
The quality of the project is analysed and tested so that they can take information of
the milestones in the project that have been met already.
Improve Project Quality
After the analysis of the project is performed the drawbacks of the system are
identified and the project quality is determined. The areas where the drawbacks are occurring

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in the project are to be improved so that the implemented functionalities are implemented
effecently.
Quality Control
For the quality control process of the project the quality checklist id to be maintained
which would be helpful for the project team for the maintenance of the prime quality for the
project.
Human Resources Management Plan
Roles and Responsibilities
The roles and responsibilities for the people involved in the project are provided
below:
Role Responsibility
Project Manager The project manager is mainly responsible
for the success of the project of Library
management system. They also approve the
major steps which are to be taken in the
project. Posting the status of the project in
front of all the other team members is also a
very important part of responsibility for the
project manager.
Front End Designer The front end designer would be gathering
all the designs of the project and creating
the designs for the system.
The implementing engineer The engineer who would be implementing
the system would be distributing the jobs
among the project team and also would be
upgrading, coding and testing the system.
They would also provide some assistance to
the designer as to what are the designs in
which they would like to implement their
system.
Functional Manager The functional Manager would be providing
the resources for the project staff planning
and determining the set of skill sets that
would be required for the development of
the project.
Project Organizational Charts
The organizational chart for the project has been described below:

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Staffing Management
The staffs’ management process involves a number of procedures:
Staffs Acquisition: The project of the development of the Library management system would
be done with the resources that are available within the organization. The in-house staffs
would be able to develop the system. The main librarian would act as the project manager
and the other staffs in the library would be involved in the other roles, such as the interface
designer, the backend developer and the other aspects of system development.
Resource Calendars: The resource calendars would be lasting for around 5 weeks and the
resources which are required for the dev elopement of the system. The resources would be in-
house and hence there won’t be additional requirement for formation of a team and neither
would there be any requirement of signing off the team. Hence, they would be performing
their task within this 5-week time as there would not be any additional time required for the
initiation phase of the project. The project schedule is a part of the Resource calendar as
described below:
Task Name Duration Start Finish
Library management project 47 days Mon 19-11-18 Tue 22-01-19
Project Design Phase 11 days Mon 19-11-18 Mon 03-12-18
Project Initiation Phase 7 days Mon 19-11-18 Tue 27-11-18
Meeting among the in-house 4 days Mon 19-11-18 Thu 22-11-18

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staffs
Identification of system
requirements 3 days Fri 23-11-18 Tue 27-11-18
Identification of the Hardware
and Software Requirements 2 days Fri 23-11-18 Mon 26-11-18
Human Resource Management
Phase 5 days Tue 27-11-18 Mon 03-12-18
Identification of the required
personnel 4 days Tue 27-11-18 Fri 30-11-18
Assembling the project team 5 days Tue 27-11-18 Mon 03-12-18
Project implementation phase 17 days Tue 04-12-18 Wed 26-12-18
Interface Designing Phase 5 days Tue 04-12-18 Mon 10-12-18
Database Designing phase 6 days Tue 11-12-18 Tue 18-12-18
Data Collection 6 days Tue 11-12-18 Tue 18-12-18
DDL Designing 5 days Tue 11-12-18 Mon 17-12-18
Backend Process Integration 6 days Wed 19-12-18 Wed 26-12-18
Project Maintenance Phase 12 days Thu 27-12-18 Fri 11-01-19
Risk Management 7 days Thu 27-12-18 Fri 04-01-19
Risk Identification and
analysis 7 days Thu 27-12-18 Fri 04-01-19
Risk Mitigation 6 days Thu 27-12-18 Thu 03-01-19
Implementing Maintenance 6 days Fri 04-01-19 Fri 11-01-19
Design Maintenance 6 days Fri 04-01-19 Fri 11-01-19
Allocate Personnel 4 days Fri 04-01-19 Wed 09-01-19
Project Delivery Phase 9 days Thu 10-01-19 Tue 22-01-19
Uploading Project 4 days Thu 10-01-19 Tue 15-01-19
Project Documentation 5 days Thu 10-01-19 Wed 16-01-19
Project Sign-off 5 days Wed 16-01-19 Tue 22-01-19
Performance Review: The performance of each of the project team member would be
reviewed by the project manager and the activities of each of the project team member would
have to be evaluated by the project manager and the evaluation would result in the project
manager taking possible actions for the remedy for the underperforming team members. In
addition to this, the functional manager would also be able to perform a performance review
formal in nature for each of the team member of the project team.

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Sponsor Acceptance
Approved by the Project Sponsor:
___________________________________________ Date:____________________
<Project Sponsor>
<Project Sponsor Title>
Communications Management Plan
Purpose of Communication Plan
The main purpose for the development of an efficient communication plan is to
develop a method by which they would be able to communicate and the exchange their views
efficiently within the organization. The development of an efficient communication plan is
very necessary for any type of project. The main motive for the development of the
communication plan is to provide the communication plan to the project managers, project
sponsors and the seniors.
Stakeholders Identification and Analysis
The main stakeholders identified for the Library management system are listed below:

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Name Title Contact Communication Vehicle Comments
[Please
Fill]
Project
Manager
12544686 Reports and
Monitoring
Face to
Face
Meeting
The project
manager is
the most
important
personnel of
the project
[Please
Fill]
Functional
Manager
46655222 Reports and
Analysis
Emails
and
Phone
The
functional is
an important
part of the
project
[Please
Fill]
Front end
developer
13215892 Presentations Speech The front
end
developer is
responsible
for
delivering
the required
interface for
the project
[Please
Fill]
Librarian 15568952 Monitoring and
Feedback
Face to
Face
Meeting
The librarian
would be
providing
the feedback
for the
project and
would
provide prior
instruction
wherever
helpful.
[Please
Fill]
Database
Administrator
13225123 Presentation Face to
Face
Meeting
The database
administrator
would be
collecting
the data for
the project
and also
creating the
database.
[Please
Fill]
Back end
Developer
17555215 Presentations Face to
Face
Meeting
The back
end
developer of
the project
would be
integrating
the project
together.

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Communication Matrix
The project communication matrix is used for the development of the communication
plan that would be helpful for directing the project:
Vehicle Target Descriptio
n
Purpose
Frequenc
y
Owne
r
Distributio
n
Vehicle
Interna
l/
Extern
al
Comment
s
Status
Report
All the
stakeholde
rs of the
project
The
project
status
would be
helpful for
the other
stakeholde
rs of the
project
Weekly [Pleas
e Fill]
Email Interna
l
The
status
update is
very
important
part for
any type
of
project.
Project
sign up
The owner
of the
project
Signing up
of the
project
would
involve the
owners
handing
over the
rights to
complete
the project
to the
project
manager
At the
start of
the
project
[Pleas
e Fill]
Face to
face
interaction
Interna
l
The
project
manager
would
take up
the
instructio
n of
conductin
g the
project
from the
librarian.
Project
Sign
Off
All the
stakeholde
rs of the
project
The
project
sign off
plan would
consist of
the project
team
delivering
the project
to the
owners
At the
end of
the
project
[Pleas
e Fill]
Face to
face
interaction
Interna
l
The
project
manager
would be
delivering
the
project to
the New
York
Central
Library.
Progres
s
Report
The owner
of the
project
The
project
manager
would
inform the
project
owner
about the
progress of
the project
Weekly [Pleas
e Fill]
Email Interna
l
The
library
owner
would be
delivered
with the
progress
report for
the
project.

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Project Meetings
The meetings which would be taking place for the project are described in the table
provided below:
Communication Plan Approval
Signature: Date:
Print Name:
Title:
Role:
Risk Management Plan
The Risk Management Plan is used for the identification of the risks which arises
from the development of the project after assessing the project and also identification of the
risk that can arise from the project during the implementation of the project. The outline for
the project would be analysed reviewed and the risk management plan would be
implemented.
Meeting Description
Purpose
Frequency Owner Internal/
External
Participants
Status
Meeting
The status
meeting would
send the status of
the project to all
the others
involved in the
project.
Weekly [Please
Fill]
Internal All the
stakeholders
Project
Initiation
The initial
meeting would
take place in
between the
project manager
and the Librarian
Once [Please
Fill]
Internal Project
Manager,
owners,
Librarians
Project
Delivery
The project is to
be delivered to
the library
owners
Once [Please
Fill]
Internal Project
Manager,
Owners

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Risk Management Process
The project manager would be working along with his team to ensure that all the risks
in the project are identified, analysed and some mitigation process are developed within the
organization that would be minimizing the impact of the risk on the project.
Risk Identification
The identification of the risks for the library management would include all owners,
all the stakeholders associated with the project and the project team would be analysing the
project in the design and implementation phase. A large number of factors are to be kept in
mind during the development of the risk mitigation plan. Considering all the risks in the
project a risk management log is to be created. The major risks identified in the project are:
 Inexperienced Staff
 Unsecured Data Transfer
 Staff Authentication
 Invalid Content
Risk Analysis
The analysis of the risks for the library management system would be identified in
two sectors, the qualitative analysis and the quantitative analysis.
Qualitative analysis: The qualitative analysis of the risks which are involved in the project
generally involves the process of defining the probability of the risk and the impact of the
risk:
Probability
 High – Greater than <70%> probability of occurrence
 Medium – Between <30%> and <70%> probability of occurrence
 Low – Below <30%> probability of occurrence
Impact
 High – The risks which would be directly impacting the project cost and schedule.
 Medium – The risks that would have a minor effect on the cost and schedule of the
project.
 Low – The risks that would have no effect on the cost and schedule of the project.
Risk Matrix
Library Management System
3 – High
Unsecured Data
Transfer
Staff Authen
tication
2 – Medium
Inexperienced
Staffs
1 – Low Invalid Content
Probability
Impact
1 2 3
Low Medium High

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Quantitative analysis: The quantitative analysis involves the analysis of the risks that are
prioritized during the qualitative risk analysis process. The response for the risks would be
applied based on the analysis performed on the risks.
Risk Response Planning
The major risks for the project that are highly probable would be assigned to the
project team and the team would be planning the mitigation process of the risks. Each of the
major risks which has been identified in the project would mitigated by adopting the
following approaches.
 Avoiding the risk- This involves the mitigation of the risk by avoid the cause of it.
 Mitigation of the risk- This involves identification of the risk to reduce the probability
of the risk.
Risk Controlling, Monitoring and Reporting
The project team for the Library Management system would be listing the top 10 risks
of the identified risks and the status of risk would be reported and sent for mitigation. In
addition to this, all the changes that are to be done in the project should not be done with
prior approval from the higher authorities who are involved in the project.
Risk Management Plan Approval
Signature: Date:
Print Name:
Title:
Role:
Conclusion
For conclusion it can be said that the Library Management System that is to be
implemented for the New York Central Library which would help them in making the
procedures of the organization automated. The report has been used for the description of the
project for the development of the Library Management system. The full project management
plan for the library management system for the organization has been described in the report.
The quality management plan, the communication plan, the human resource plan and the risk
management plan for the system is provided has been provided in the report. The Library
Management System would be very important development for the organization and hence
the report would act as an efficient document for the project that is to be developed.

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Bibliography
Kerzner, H. and Kerzner, H.R., 2017. Project management: a systems approach to planning,
scheduling, and controlling. John Wiley & Sons.
Marchewka, J.T., 2014. Information technology project management. John Wiley & Sons.
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Heagney, J., 2016. Fundamentals of project management. Amacom.
Verzuh, E., 2015. The fast forward MBA in project management. John Wiley & Sons.
Mir, F.A. and Pinnington, A.H., 2014. Exploring the value of project management: linking
project management performance and project success. International journal of project
management, 32(2), pp.202-217.
Binder, J., 2016. Global project management: communication, collaboration and management
across borders. Routledge.
Lock, D., 2017. The essentials of project management. Routledge.
Leach, L.P., 2014. Critical chain project management. Artech House.
Schwalbe, K., 2015. Information technology project management. Cengage Learning.
Fleming, Q.W. and Koppelman, J.M., 2016, December. Earned value project management.
Project Management Institute.

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Appendix
Work Breakdown Structure
Resource Allocation
Task Name Resource Names
Library management project
Project Design Phase
Project Initiation Phase
Meeting among the in-house staffs Project Manager
Identification of system requirements Project Manager
Identification of the Hardware and Software
Requirements Project Manager
Human Resource Management Phase
Identification of the required personnel Project Manager
Assembling the project team Project Manager
Project implementation phase
Interface Designing Phase Front End Developer, Software
Database Designing phase
Data Collection Database Administrator, Software
DDL Designing Database Administrator, Software
Backend Process Integration Back end Developer, Software
Project Maintenance Phase
Risk Management
Risk Identification and analysis Project Manager
Risk Mitigation Project Manager, Functional Manager

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Implementing Maintenance
Design Maintenance Project Manager
Allocate Personnel Project Manager
Project Delivery Phase
Uploading Project Project Manager
Project Documentation Project Manager
Project Sign-off Project Manager
Tracking Gantt Chart
Earned Value Management Report