Project Management System Implementation Plan

This document provides a detailed implementation plan for a project management system including scope, feasibility, stakeholder management, communication, procurement, and costing modules. It includes a case study, scope statement, estimation, stakeholder management plan, work breakdown structure, communication management plan, risk analysis, procurement plan, Gantt chart, critical path, critical chain, cost baseline, and references.

Running head: PROJECT MANAGEMENT
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Table of Contents
1. Case Study...................................................................................................................................3
2. Scope statement...........................................................................................................................4
2.1 Project owner, sponsors and stakeholders.............................................................................4
2.2 The problem statement..........................................................................................................4
2.3 Project goals and objectives...................................................................................................5
2.4 Project requirements..............................................................................................................5
2.5 Project deliverables................................................................................................................6
2.6 Milestones..............................................................................................................................6
2.7 Project assumptions and risks................................................................................................6
2.8 Project limitations..................................................................................................................7
2.9 Project acceptance criteria.....................................................................................................7
3. Estimation....................................................................................................................................8
3.1 Analogous estimate................................................................................................................8
3.2 Parametric estimate................................................................................................................8
3.3 Bottom up estimate..............................................................................................................10
4. Stakeholder management plan...................................................................................................11
5. Work breakdown structure........................................................................................................14
6. Communication management plan............................................................................................14
7. Risk analysis..............................................................................................................................16

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8. Procurement plan.......................................................................................................................17
9. Gantt chart.................................................................................................................................18
10. Critical path.............................................................................................................................19
11. Critical chain............................................................................................................................20
12. Cost baseline............................................................................................................................21
References......................................................................................................................................22

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1. Case Study
The project is reflected on implementation of project management system included scope
and feasibility module, stakeholder management module, communication module, procurement
module as well as costing modules. The proposed management system is included data imported
via comma delimited files or XML. It is required to buy server for running system and require 20
client PCs. The project plan is required with higher level work related project activities such as: Gathering of project requirements Installation of the server Installation of the server software Setting up of client PC with the windows 10 Installation of client project software on PC Testing of each PC Parse as well as import of data Performing user acceptance testing of the application Performing training of the employees Go live support Review entire project work

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2. Scope statement
2.1 Project owner, sponsors and stakeholders
The project is involved with implementation of project management system with proper
planning as well as carrying out of this development plan. The key personnel’s those are
involved in the project plan are:
Project Sponsor- Johnny Jim
Project Manager- (Please enter your name)
Project stakeholders:
Team Leader- Sim Smith
Procurement Manager- Kimmy Son
Developer- William Liam
Finance Manager- James Lucas
2.2 The problem statement
The organization faces problem in its existing system as there is lot of data losses,
inefficient costing, lack of stakeholder and procurement planning. There is no server and client
PC of its current system (Kerzner 2017). Therefore, the organization decided to develop new
information system having feasibility module, stakeholder management module, communication
module, procurement module as well as costing modules to make faster business operations.

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2.3 Project goals and objectives
The following goals of this proposed information system are to be achieved to get project
success such as: Client server model to share data Estimation of project budget Creating a project cost baseline Setting up of client PC with the windows 10 Installation of client project software on PC
Following are objectives of this project plan such as: Preparing a cost management plan system for the business organization Information system having stakeholder and procurement modules Import of the data without enter in the information system
2.4 Project requirements
The project management system is used for storage as well as distribution of project
information. The components of the project information system are:
 Scheduling and estimating communicated to stakeholders and baseline for project control
 Collaborative work management
 Project documentation as well as data
 Allocation of resources
 Arranging to store approved project plan
 Evolving of communication plan to organizational employees

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2.5 Project deliverables
The lists of project deliverables are:
i. Work statement
ii. Project scope statement
iii. System and interface design
iv. System testing documents
v. Project training manuals
vi. Deployment of system in production
vii. Closeout of implementation plan
2.6 Milestones
The project milestones are:
Key project milestone activities Estimate time
Gathering of project requirements September 2019
Deployment phase October 2019
Client PC set up phase October 2019
Testing phase October 2019
Data import phase October 2019
Training phase November 2019
2.7 Project assumptions and risks
The project assumptions statements are that the project should complete in scheduled
timeframe as well as estimated project budget. The stakeholders are providing greater impact on

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project management system development as well as implementation. It is assumed that each
modules featured in the information system should work for the client server environment (Mejía
et al. 2016). The proposed project information system should be cost effective.
The assumptions those are not coming true becomes risks for the business organization.
The project risks associated to the system are required to manage in project development phase.
There is an increase in project schedule for 7 days causes lack of project assumptions. It can
cause increase in project risks. There is also scope change causes scope creep.
2.8 Project limitations
The lists of project limitations are as follows:
Timeframe limitation: The project is required to complete as soon as possible. With
timeframe limitation, the project audience should demand for the final project result before
scheduled time.
Resource limitation: There is availability of enough project resources involved in the
project while some resources are not having proper skills and knowledge to handle the
information system.
2.9 Project acceptance criteria
i. The project plan is estimated with project cost by means of analogous estimate,
parametric estimate and bottom up estimate.
ii. The project sponsor should review project progress followed by the key
milestones set by the project manager.
iii. The project manager along with project sponsor should sign up the development
documents before the development should start.

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3. Estimation
3.1 Analogous estimate
Expenses Details Total cost estimate
Capital Purchasing of 20 clients PCs $75,600.00
Capital Windows 10 for PCs $4,000.00
Capital
Hiring of the project
personnel $64,000.00
Capital Purchasing of accessories $300,789.00
Capital Hardware equipments $152,390.00
Capital Software equipments $4,689.00
Total $601,468.00
3.2 Parametric estimate
Description of work QTY RATE AMOUNT
Dependent variables
Scope and feasibility module 1 $500.00 $500.00
Stakeholder management
module 1 $790.00 $790.00
Communication module 1 $560.00 $560.00

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Estimation of cost baseline 1 $400.00 $400.00
Procurement module 1 $690.00 $690.00
Costing modules 1 $500.00 $500.00
Hardware requirements
Cloud server 1 $6,790.00 $6,790.00
20 client PC 20 $3,780.00 $75,600.00
Hardware equipments 1250 $56.00 $70,000.00
Software requirements
Windows 10 for PCs 20 $200.00 $4,000.00
User applications 1 $30.00 $30.00
Client project software on PC 1 $209.00 $209.00
Server software 1 $450.00 $450.00
Independent variables
Team leader 3 $2,000.00 $6,000.00
System analyst 2 $1,690.00 $3,380.00
Developer 2 $1,290.00 $2,580.00
Tester 2 $1,490.00 $2,980.00
Wiring of the computer
server 10 $109.00 $1,090.00
Hiring contract 1 $60.00 $60.00
Project length Average $300,789.00
Purchasing of accessories Average $300,789.00
Total $778,187.00

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3.3 Bottom up estimate
WBS Task Name Cost
1 Requirements Gathering
1.1 Collecting the system needs $10,080.00
1.2 Regular meetings with the stakeholders $8,800.00
1.3 Identification of risk factors $4,320.00
2 Development of the system
2.1 Installation of the server $4,800.00
2.2 Installation of server software $8,640.00
2.3 Setting of client PC with windows 10 $15,120.00
2.4 Installation of client project software on PC $23,520.00
3 Testing of the system
3.1 Testing of each client PC $14,160.00
3.2 Import of data $9,120.00
3.3 User acceptance testing $3,240.00
4 Training phase
4.1 $9,600.00
5 Go live support $1,840.00
6 Review of entire project work $5,520.00
7 Completion of project plan $480.00
Total $119,240.00

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4. Stakeholder management plan
Name Position in
the project
Role Contact Stakeholder
requirements
Stakeholder
expectations
Influence
Johnny
Jim
Project
Sponsor
Leading jim@gmai
l.com
Sign off the
project
requirements
documents
Weekly basis
report on the
budget plan
High
power,
high
interest
Please
enter
your
name
Project
Manager
Leading manager
@gmail.c
om
Sign off the
project
requirements
documents
Project progress
and tracking
High
power,
high
interest
Sim
Smith
Team
Leader
Leading sim@gma
il.om
Updating
schedule of
project plan
Meetings with the
project key
milestones
High
power,
high
interest
Kimmy
Son
Procuremen
t Manager
Supportiv
e
son@gmai
l.com
Procure the
materials
Weekly meetings High
power,
low
interest
William
Liam
Developer Supportiv
e
William@
gmail.com
Develop the
current system
with client server
Meetings and
update of system
Low
power,
low

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environment interest
James
Lucas
Finance
Manager
Supportiv
e
james@g
mail.com
Project budget
plan
Report on the cost
baseline
High
power,
low
interest
Richard
Steppen
IT Manager Supportiv
e
Richard@
gmail.com
Installation of
client project
software on PC
IT services High
interest,
low power
Smith
Jack
System
Analyst
Supportiv
e
smith@g
mail.com
Analyze existing
and new system
Analyse the
current system
and develop new
system
High
power,
low
interest
Lidiyan
o
Watlar
Tester Supportiv
e
lidiyan@g
mail..com
Performing user
acceptance
testing of the
application
Testing of each 20
PC
Low
interest,
low power
John
Smith
Designer Supportiv
e
john@gm
ail.com
Design division
procedures
Design an
information
system
Low
interest,
low power
Stephen
Lee
Operation
Manager
Supportiv
e
Stephen@
gmail.com
Development of
the system
Development
operations
High
interest,

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operations low power
Keep satisfied
Procurement Manager
Finance Manager
System Analyst
Manage closely
Project Sponsor
Project Manager
Team Leader
Monitor
Developer
Designer
Tester
Keep informed
IT Manager
Operational Manager
Figure 1: Power and interest matrix
Interest
Power

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Project Management
System
Requirements Gathering
Collecting the
system needs
Regular meetings
with the
stakeholders
Identification of risk
factors
Development of the
system
Installation of the
server
Installation of server
software
Setting of client PC
with windows 10
Installation of client
project software on
PC
Testing of the system
Testing of each
client PC
Import of data
User acceptance
testing
Training phase
Training of the
employees
Go live support
Review of entire
project work
Completion of
project plan
5. Work breakdown structure
Figure 2: Work Breakdown structure
(Source: Created by author)
6. Communication management plan
The communication plan is approaches provide to the plan stakeholders with project
related information. The communication plan is clear who is offered with particular project
linked information, when the information is to be delivering, as well as communication channels
necessary to carry development information (Harrison 2017). The responsible person involved
with the communication purpose is also provided in the below communication management plan.

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Stakeholder Communication
purpose
Communication
method
Frequency Responsibility
Project team
leader
Project schedule plan E-mail Once in a
week
Project Manager
Project sponsor Project cost baseline
and project budget
plan
Face-to-face
meetings,
presentation and
email
Weekly Project team
leader
All the project
team members
Project progress
reports and project
plan
Conference calls
and e-mail
Daily Project team
leader
Developer Update the project
report
Face-to-face
meetings,
presentation and
email
Monthly IT Manager
Tester Update the testing
plan
Conference calls
and e-mail
At the final
phase
IT Manager
System Analyst Documents Conference calls
and e-mail
Monthly IT Manager
Procurement
Manager
Equipments and
materials
procurement plan
Presentation and
email
Weekly Operation
Manager
IT Manager Update the IT reports Presentation and
email
Weekly Project Manager
Operational
Manager
Project documents Face-to-face
meetings,
presentation and
email
Monthly Project Manager

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7. Risk analysis
Risk
ID
Risk type Probability Impact Risk
level
Mitigation strategy Risk owner Cost Time
schedule
R1 Delay in the project plan Moderate Extreme High
risk
Proper planning of the project based on its system
requirements
Project Manager $100 Weekly
R2 Overrun of the project
budget cost
Moderate Major Medium
risk
Cost estimation included all required project
expenses
Project Sponsor $90 Weekly
R3 Lack of availability of
project resources
Likely Major High
risk
Hiring of the project resources Project team
leader
$160 Monthly
R4 Sudden change in the
project scope
Moderate Moderate Medium
risk
Scope management plan Project Manager $180 Weekly
R5 Lack of project materials
required to develop the
system
Unlikely Major Medium
risk
Purchase of the hardware and software required
to install the information system
Procurement
manager
$1000 Monthly
R6 Low quality of the
procured materials
Unlikely Minor Low risk Checking and validating the quality of required
materials
Operation
manager
$1400 Weekly
R7 Losses of data Unlikely Trivial Low risk Implementation of security procedures of system Project Manager $2890 Monthly

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Probability
Impact
Trivial Minor Moderate Major Extreme
Rare
Unlikely R7 R6 R5
Moderate R4 R2 R1
Likely R3
Very likely
Figure 3: Risk matrix
8. Procurement plan
The procurement plan is the yearly document defines products as well as services
received from the suppliers. The plan helps the procurement manager to classify development
requirements as well as choose when plus where to procure equipments and materials required to
install the client and server environment. It is responsibility of Kimmy Son, the procurement
manager to procure 20 client PCs configured with windows 10 as well as added existing
network. The resources are to be procured for developments of information system are:
20 client PCs * $3780 = $75,600
Hiring of the project personnel = $64,000
The works contracts are to be procured throughout the organization to supply IT services
to the business. The approval of project manager and project sponsor is required on the procured

18PROJECT MANAGEMENT
resources. The resources are to be hired at specified rates. The suppliers are rated based on their
delivery time, quality of materials and its prices.
9. Gantt chart
Figure 4: Gantt chart
(Source: Created by author)

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10. Critical path
Figure 5: Chart showing critical path
(Source: Created by author)

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11. Critical chain
The critical chain is a method which can modify the schedule of the project plan to
account for the limited project resources by addition of project duration. It is used to maintain
focused on planned project duration (Meredith, Mantel Jr and Shafer 2017).

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Figure 6: Critical chain
(Source: Created by author)
12. Cost baseline
The cost baseline is amount of money that the project plan is to be projected to costing
and total value spent in the project. It is accepted project budget with respect to the time division
(Lock 2017). It helps to run entire development cost of the proposed project management system.
The total cost is planned value (PV).

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References
Cooper, R., 2017. Target costing and value engineering. Routledge.
Görög, M., 2016. A broader approach to organisational project management maturity
assessment. International Journal of Project Management, 34(8), pp.1658-1669.
Harrison, F. and Lock, D., 2017. Advanced project management: a structured approach.
Routledge.
Heagney, J., 2016. Fundamentals of project management. Amacom.
Kerzner, H., 2017. Project management: a systems approach to planning, scheduling, and
controlling. John Wiley & Sons.
Kim, Y.W., Han, S.H., Yi, J.S. and Chang, S., 2016. Supply chain cost model for prefabricated
building material based on time-driven activity-based costing. Canadian Journal of Civil
Engineering, 43(4), pp.287-293.
Lock, D., 2017. The essentials of project management. Routledge.
Mejía, G., Niño, K., Montoya, C., Sánchez, M.A., Palacios, J. and Amodeo, L., 2016. A Petri
Net-based framework for realistic project management and scheduling: An application in
animation and videogames. Computers & Operations Research, 66, pp.190-198.
Meredith, J.R., Mantel Jr, S.J. and Shafer, S.M., 2017. Project management: a managerial
approach. John Wiley & Sons.

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Zareei, S., 2018. Project scheduling for constructing biogas plant using critical path
method. Renewable and Sustainable Energy Reviews, 81, pp.756-759.