Project Management Plan and Documentation

The assignment requires the development of a comprehensive project management plan. This includes defining project activities, creating a timeline, outlining system documentation needs, and reflecting on learned concepts throughout the project lifecycle. Specific deliverables include a user manual, assistance guide, FAQ list, and a detailed reflection on project experiences and learnings. References from relevant academic sources must be included to support the plan.

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Project Management
4/27/2018

Project Management
Table of Contents
Activity 1...............................................................................................................................................2
List of Projects...................................................................................................................................2
Project Sub-divisions & High-level Estimates...................................................................................2
Activity 2...............................................................................................................................................5
Project Methodology.........................................................................................................................5
Feasibility Study................................................................................................................................6
Technical Aspect...........................................................................................................................6
Operational Aspect........................................................................................................................6
Economic Feasibility.....................................................................................................................6
Structure for Management/Administration........................................................................................6
Roles & Responsibilities....................................................................................................................7
Job Description & Person Specification for Project Manager............................................................7
Activity 3...............................................................................................................................................8
Project Plan.......................................................................................................................................8
Project Approach...........................................................................................................................8
Project Resources..........................................................................................................................8
Project Scope.................................................................................................................................8
Project Schedule & Budget............................................................................................................9
Project Milestones & Deliverables................................................................................................9
Stakeholder Management & Communications...............................................................................9
Activity 4...............................................................................................................................................9
Alternate Project Team Structure.......................................................................................................9
Project Quality Management...........................................................................................................10
Quality Planning..........................................................................................................................10
Quality Assurance & Control.......................................................................................................10
Continuous Improvement............................................................................................................10
Management of Project Changes.....................................................................................................10
Activity 5.............................................................................................................................................11
Issues & Risks.................................................................................................................................11
Final Stage: Issues & Risks.............................................................................................................11
Activity 6.............................................................................................................................................12
Tasks to be completed in Final Stages.............................................................................................12
References...........................................................................................................................................13
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Project Management
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Project Management
Activity 1
List of Projects
The following projects shall be implemented for achieving the business objectives.
 Data Conversion & Migration Project
 Automated Support & Maintenance System
 Quality Management Project
 Automated Recruitment & Training System
 Automated Cost Management System
Project Sub-divisions & High-level Estimates
Automated recruitment and training system has been selected to develop the high level
estimates, sub-divisions, resources, time, and costs.
Task Name Duration Start Finish Predecessors Resource Names Cost
Automated Recruitment &
Training System 119 days Mon 30-
04-18
Thu 11-
10-18 $194, 920.00
System Initiation 28 days Mon 30-
04-18
Wed 06-
06-18 $14, 296.00
Analysis of Business Case 2 days Mon 30-
04-18
Tue 01-
05-18 Business Analyst $1, 280.00
Start-up Meeting 3 days Wed 02-
05-18
Wed 06-
06-18 3
Business Analyst,
Data Analyst ,
Database Engineer,
Project Manager,
System Designer ,
System Developer,
Technical Expert ,
Technical Writer ,
Testing Associate
$5, 416.00
Feasibility Study & Results
Analysis 2 days Wed 02-
05-18
Thu 03-
05-18 3
Business Analyst,
Project Manager,
Technical Expert
$4, 000.00
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Project Management
Project Briefing 3 days Fri 04-05-
18
Tue 08-
05-18 5 Project Manager $2, 160.00
Submission & Authority to
begin Project 2 days Wed 09-
05-18
Thu 10-
05-18 6 Project Manager $1, 440.00
Milestone 1: Project Brief 0 days Thu 10-
05-18
Thu 10-
05-18 7 $0.00
System Planning Phase 23 days Fri 11-05-
18
Tue 12-
06-18 $31, 320.00
Fact Finding Techniques 7 days Thu 17-
05-18
Fri 25-
05-18 7 Data Analyst $4, 200.00
Requirements Finalization &
Scope Statement 4 days Fri 11-05-
18
Wed 16-
05-18 7
Business Analyst,
Data Analyst ,
Project Manager,
Technical Expert
$10, 400.00
Estimation - Project Schedule
& Costs 8 days Tue 22-05-
18
Tue 12-
06-18 11 Project Manager,
Business Analyst $5, 440.00
Risk Management Plan 3 days Thu 17-
05-18
Mon 21-
05-18 11
Business Analyst,
Database Engineer,
Project Manager,
Technical Expert
$7, 680.00
Communication Management
Plan 3 days Tue 22-05-
18
Thu 24-
05-18 13 Project Manager $2, 160.00
Allocation of resources 2 days Fri 25-05-
18
Mon 28-
05-18 14 Project Manager $1, 440.00
Milestone 2: Project Plan 0 days Mon 28-
05-18
Mon 28-
05-18 15 $0.00
Project Execution 53 days Tue 29-05-
18
Thu 09-
08-18 $67, 968.00
Determination of training and
recruitments needs 6 days Tue 29-05-
18
Tue 05-
06-18 15 Project Manager $4, 320.00
Design and development of
the system 28 days Wed 06-
06-18
Fri 13-
07-18 18 System Designer ,
System Developer $31, 808.00
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Project Management
Connectivity with the database 6 days Mon 16-
07-18
Mon 23-
07-18 19 System Developer,
Database Engineer $6, 816.00
Network integration 10 days Tue 24-07-
18
Thu 09-
08-18 20 System Developer,
Technical Expert $6, 080.00
Data migration 8 days Tue 24-07-
18
Thu 02-
08-18 20
Data Analyst ,
Database Engineer,
Technical Expert
$14, 400.00
Unit testing 4 days Fri 03-08-
18
Wed 08-
08-18 22 System Developer,
Testing Associate $4, 544.00
Milestone 3: Application
Screens & Code 0 days Wed 08-
08-18
Wed 08-
08-18 23 $0.00
Implementation, Testing &
Control 28 days Thu 09-
08-18
Mon 17-
09-18 $40, 704.00
System, Performance, and
Security Testing 10 days Thu 09-
08-18
Wed 22-
08-18 23 Testing Associate $5, 600.00
Reporting of Bugs 4 days Thu 23-
08-18
Tue 28-
08-18 26 Testing Associate $2, 240.00
System reviews & inspections 5 days Tue 11-09-
18
Mon 17-
09-18 27 Project Manager,
Business Analyst $6, 800.00
Implementation and change
management 9 days Wed 29-
08-18
Mon 10-
09-18 27
Database Engineer,
System Designer ,
System Developer,
Technical Expert ,
Testing Associate
$26, 064.00
Milestone 4: Implementation
& Test Plan 0 days Mon 10-
09-18
Mon 10-
09-18 29 $0.00
Project Closure 23 days Tue 11-09-
18
Thu 11-
10-18 $40, 632.00
Integration with other
applications and systems 8 days Tue 11-09-
18
Thu 20-
09-18 30 System Developer,
Technical Expert $9, 728.00
User acceptance and feedback 5 days Fri 21-09-
18
Thu 27-
09-18 32 Data Analyst $3, 000.00
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Project Management
Approvals and Sign offs 4 days Mon 08-
10-18
Thu 11-
10-18 33 Project Manager $2, 880.00
System reflection 8 days Fri 28-09-
18
Thu 11-
10-18 33
Business Analyst,
Data Analyst ,
Database Engineer,
Project Manager,
System Designer ,
System Developer,
Technical Expert ,
Technical Writer ,
Testing Associate
$21, 664.00
System documentation 6 days Fri 28-09-
18
Fri 05-
10-18 33 Technical Writer $3, 360.00
Milestone 5: Closure Report 0 days Fri 05-10-
18
Fri 05-
10-18 36 $0.00
Activity 2
Project Methodology
The methodology that has been recommended for the project is Project Management Body of
Knowledge (PMBoK). This methodology has been recommended because a phased approach
will be necessary for the management and implementation of the project activities. The
management and conduction of the project will be carried out in a series of five phases. These
phases or process groups will provide the Project Manager with the set of guidelines for
efficient handling and management of all the tasks (Jamali and Oveisi, 2016).
The first task will be the initiation stage in which the business case will be analysed and the
feasibility study will be carried out. A start-up meeting will be conducted and the results of
the feasibility study will be analysed and chartering of the project will be done. The second
process group will be the planning stage. It will cover the fact finding and analysis of the
project requirements. There will be planning and estimations done in the areas of schedule,
cost, risks, communication, and resources. The third stage will be the project execution stage
in which the training needs and recruitment requirements will be estimated. The design and
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Project Management
development of the system will be done along with database connectivity and network
integration. Migration of the data sets and unit testing activities will also be carried out. The
fourth stage will include implementation, testing, and control tasks followed by the closure
activities in the final project phase (Rose, 2013).
Feasibility Study
Technical Aspect
The technical tools and equipment that will be used in the project will be compatible with the
rest of the tools that are being used in the project. The system designed will also be
compatible with the existing applications.
Operational Aspect
The resources that have been assigned with the project tasks and activities have been
allocated with the duties on the basis of their skill sets and abilities. The operational
excellence of the resources has been validated and the project is therefore feasible from the
operational aspect (Shen et al., 2010).
Economic Feasibility
The estimated cost for the project is $194,920. The organization will be able to bear the costs.
Also, the estimated cost includes the probability of risks, changes, and re-works (Dikareva
and Voytolovskiy, 2016).
Structure for Management/Administration
7
Automated
Recruitment &
Training System
System Initiation
Analysis of
Business Case
Start-up Meeting
Feasibility Study &
Results Analysis
Project Briefing
Submission &
Authority to begin
Project
Milestone 1:
Project Brief
System Planning
Phase
Fact Finding
Techniques
Requirements
Finalization &
Scope Statement
Estimation - Project
Schedule & Costs
Risk Management
Plan
Communication
Management Plan
Allocation of
resources
Milestone 2:
Project Plan
Project Execution
Determination of
training and
recruitments needs
Design and
development of
the system
Connectivity with
the database
Network
integration
Data migration
Unit testing
Milestone 3:
Application Screens
& Code
Implementation,
Testing & Control
System,
Perfromance, and
Security Testing
Reporting of Bugs
System reviews &
inspections
Implementation
and change
management
Milestone 4:
Implementation &
Test Plan
Project Closure
Integration with
other applications
and systems
User acceptance
and feedback
Approvals and Sign
offs
System reflection
System
documentation
Milestone 5:
Closure Report

Project Management
Roles & Responsibilities
Resource Name Role and Responsibilities
Project Manager
Feasibility analysis, project briefing, Requirements Finalization &
Scope Statement, Estimation - Project Schedule & Costs, Risk
Management Plan, Communication Management Plan, Allocation of
resources, Determination of training and recruitments needs, System
reviews and inspections, approvals and sign-offs, system reflection
Business Analyst
Analysis of Business Case, Feasibility Study & Results Analysis,
Requirements Finalization & Scope Statement, Risk Management Plan,
System reviews and inspections, approvals and sign-offs, system
reflection
Technical Expert
Feasibility analysis, Requirements Finalization & Scope Statement,
Network Integration, Data Migration, Implementation and change
management, Integration with other applications and systems
Database Engineer
Risk Management Plan, Connectivity with the database, data
migration, Implementation and change management, System
Reflection
Data Analyst
Fact Finding Techniques, Requirements Finalization & Scope
Statement, Data Migration, User acceptance and feedback, System
Reflection
Technical Writer System Documentation
System Developer
Design and development of the system, Connectivity with the database,
Network integration, Unit Testing, Implementation and change
management, Integration with other applications and systems
System Designer Design and development of the system, Implementation and change
management
Testing Associate Unit testing, System, Performance, and Security Testing
Reporting of Bugs
Job Description & Person Specification for Project Manager
The Project Manager will be required to carry out the activities as Feasibility analysis, project
briefing, Requirements Finalization & Scope Statement, Estimation - Project Schedule &
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Project Management
Costs, Risk Management Plan, Communication Management Plan, Allocation of resources,
Determination of training and recruitments needs, System reviews and inspections, approvals
and sign-offs, and system reflection.
The decision-making, problem-solving, and conflict resolution activities will also be carried
out by the Project Manager (El-Sabaa, 2001).
The inter-personal skills that will be necessary for the Project Manager have been listed
below.
 Communication & Negotiation Skills
 Decision-making & Problem-Solving Skills
 Conflicts & Dispute Resolution Skills
 Analytics Skills
 Creative Thinking Skills
 Critical Thinking Skills
Activity 3
Project Plan
Project Approach
The methodology that has been recommended for the project is Project Management Body of
Knowledge (PMBoK). This methodology has been recommended because a phased approach
will be necessary for the management and implementation of the project activities.
The project phases will include initiation, planning, execution, implementation & control, and
closure.
Project Resources
The project resources will include Project Manager, Business Analyst, Technical Expert,
Database Engineer, Data Analyst, Technical Writer, System Developer, System Designer,
and Testing Associate.
Project Scope
The project resources will carry out the activities as feasibility study, project planning and
estimation, design and development tasks, network integration, database connectivity, data
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Project Management
migration, unit testing, system testing, system implementation, and closure activities (Fageha
and Aibinu, 2013).
Project Schedule & Budget
The project will start on 30th April 2018 and will end on 11th October 2018 and will continue
for 119 days (Lombard, 2008).
The total costs of the project will be $194, 920 (Kujala, Brady and Putila, 2014).
Project Milestones & Deliverables
Milestone Name Start Finish
Milestone 1: Project Brief Thu 10-05-18 Thu 10-05-18
Milestone 2: Project Plan Mon 28-05-18 Mon 28-05-18
Milestone 3: Application Screens & Code Wed 08-08-18 Wed 08-08-18
Milestone 4: Implementation & Test Plan Mon 10-09-18 Mon 10-09-18
Milestone 5: Closure Report Fri 05-10-18 Fri 05-10-18
The list of the deliverables that will be provided by the project team members will be project
brief, project plan, application code and screens, implementation plan, test plan, and closure
report.
Stakeholder Management & Communications
The project will include external stakeholders as Project Sponsor, Supplier Groups, and End-
System Users. The internal stakeholders will include Project Manager and other resources in
the project team (Walley, 2013).
The external stakeholders will be provided with the project information on a weekly basis
through weekly status report. There will be an internal team meeting that will be conducted
among the internal resources on a daily basis.
Activity 4
Alternate Project Team Structure
The alternate project team structure may include the functional units with resources assigned
to each of these units.
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Project Management
The functional units will include management unit, design unit, analytics unit, development
unit, testing unit, and documentation unit. The resources will be assigned to each of these
units as per their skills and abilities (Ibrahim, Costello and Wilkinson, 2014).
Project Quality Management
The project quality management will be carried out in three phases.
Quality Planning
This is the phase in which the quality requirements will be assessed for the project and the
applicable best practices and standards will be listed.
A quality management plan will be prepared and the roles will defined for the management of
the project quality (Laszlo, 2009).
Quality Assurance & Control
The validation and verification processes will be carried out in this phase for the assurance
and control of the project activities.
These will include the conduction of testing activities, reporting of defects, along with the
reviews and inspections by the senior management and resources.
Continuous Improvement
Continuous improvement planning and implementation will be done so that the project
quality and performance is always improved as per the latest changes and updates.
Management of Project Changes
The project changes will be managed in set of three phases that have been listed below.
 Change Planning: A change management plan along with the template for change
requests will be prepared in this phase. The change requests that will be approved by
the project sponsor will be accepted and implemented by the resources of the project
team.
 Change Execution: The changes as mentioned in the approved change requirements
will be executed and a simultaneous testing and review activity will be carried out
(Padar, Pataki and Sebestyen, 2017).
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Project Management
 Change Reinforcement: The changes will be reinforced in this phase by the senior
management and administration.
Activity 5
Issues & Risks
Project Risk Description Probability
(Highest is 5
& lowest is
1)
Impact
(Highest is 5
& lowest is
1)
Treatment Strategy
Technical Risks There may be technical
failures or issues in the tools
and equipment used in the
project
3 3 Risk Transfer
Schedule/
Budget Overrun
The estimated schedule or
budget may not be followed
by the project team (Sanchez
et al., 2009)
2 5 Risk Avoidance
Security Issues There may be attacks on the
information and data security
associated with the system
4 4 Risk Avoidance &
Mitigation
Resource Risks The resources may show a
drop in their productivity and
efficiency levels
2 5 Risk Avoidance
Compatibility
Risks
The new system may not be
compatible with the existing
applications once they are
updated
2 4 Risk Avoidance
Requirements
Inflation
The frequent changes in the
project scope may lead to the
issue
3 4 Risk Avoidance
Final Stage: Issues & Risks
Project Risk Description Probability Impact Treatment Strategy
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Project Management
(Highest is 5
& lowest is
1)
(Highest is 5
& lowest is
1)
Quality Risks The project resources may
not adhere to the quality
standards and practices
1 5 Risk Avoidance
Ethical Issues The project resources may
not adhere to the ethical
standards and practices
2 5 Risk Avoidance
Legal Issues The project resources may
not adhere to the legal
standards and practices
1 5 Risk Avoidance
Activity 6
Tasks to be completed in Final Stages
There shall be five major tasks that shall be completed in the final stages of the project.
 Integration with other applications and systems: The system that is developed shall be
integrated with the existing systems tools being used in the organization.
 User acceptance and feedback: User acceptance testing and feedback processes shall
be carried out for identifying and implementing the areas of improvement.
 Approvals and Sign offs: Sign-offs shall be obtained on the project deliverables.
 System reflection: The resources shall reflect upon the project activities and learnings.
 System documentation: The system documentation as user manual, assistance guide
and a list of frequent asked questions shall be prepared.
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Project Management
References
Dikareva, V. and Voytolovskiy, N. (2016). The Efficiency and Financial Feasibility of the
Underground Infrastructure Construction Assessment Methods. Procedia Engineering, 165,
pp.1197-1202.
El-Sabaa, S. (2001). The skills and career path of an effective project manager. International
Journal of Project Management, 19(1), pp.1-7.
Fageha, M. and Aibinu, A. (2013). Managing Project Scope Definition to Improve
Stakeholders’ Participation and Enhance Project Outcome. Procedia - Social and
Behavioral Sciences, 74, pp.154-164.
Ibrahim, K., Costello, S. and Wilkinson, S. (2014). Establishment of Performance Scales for
Team Integration Assessment. Australasian Journal of Construction Economics and Building
- Conference Series, 2(2), p.36.
Jamali, G. and Oveisi, M. (2016). A Study on Project Management Based on PMBOK and
PRINCE2. [online] Available at: http://dx.doi.org/10.5539/mas.v10n6p142 [Accessed 27
Apr. 2018].
Kujala, J., Brady, T. and Putila, J. (2014). Challenges of Cost Management in Complex
Projects. [online] Available at:
http://www.ccsenet.org/journal/index.php/ijbm/article/viewFile/39454/22715 [Accessed 27
Apr. 2018].
Laszlo, G. (2009). Project management: a quality management approach. The TQM
Magazine, 11(3), pp.157-160.
Lombard, P. (2008). Project scheduling and cost control: Planning, monitoring and
controlling the baseline. Project Management Journal, 39(2), pp.115-115.
Padar, K., Pataki, B. and Sebestyen, Z. (2017). Bringing project and change management
roles into sync. Journal of Organizational Change Management, 30(5), pp.797-822.
Rose, K. (2013). A Guide to the Project Management Body of Knowledge (PMBOK®
Guide)-Fifth Edition. Project Management Journal, 44(3), pp.e1-e1.
Sanchez, H., Robert, B., Bourgault, M. and Pellerin, R. (2009). Risk management applied to
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projects, programs, and portfolios. International Journal of Managing Projects in Business,
2(1), pp.14-35.
Shen, L., Tam, V., Tam, L. and Ji, Y. (2010). Project feasibility study: the key to successful
implementation of sustainable and socially responsible construction management practice.
Journal of Cleaner Production, 18(3), pp.254-259.
Walley, P. (2013). Stakeholder management: the sociodynamic approach. International
Journal of Managing Projects in Business, 6(3), pp.485-504.
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