Table of Contents INTRODUCTION...........................................................................................................................1 ASSESSMENT PART 001a...........................................................................................................1 Identify a specific project and develop a business case to support the identified project.........1 Different phases of a project life cycle their importance...........................................................2 PID of the identified project and its significance........................................................................3 Risk level varies within the project life cycle stage...................................................................3 ASSESSMENT PART 001b............................................................................................................4 Scope of the project and steps of scope statement process.........................................................4 Potential Stakeholder and their influence in the success of the project.....................................4 Potential risk associated with the project implementation and how they can be prevented.......5 Project plan for the report and a review of your plan................................................................6 Project closure report................................................................................................................10 By considering the current project on implementing ERP-SAP software, there are some suggestions that may help in performing well in future projects. Recommendations are described as below:...................................................................................................................11 CONCLUSION..............................................................................................................................11 REFERENCES..............................................................................................................................12
INTRODUCTION Project Management includes the idea for bringing something new and innovating. Managing the funds, the implementation and everything is included in this. In the report JKJ Ltd is replacing the manual method with ERP SAP Software. The report include the a business case then the different phase of project life cycle and their importance. PID and its importance. Then the risk involved with the project life cycle stage. Study include the description about the potential stakeholder and their influence on the success of the project. In last recommendations were given for future improvement in other projects(Binder, 2016). ASSESSMENT PART 001a Identify a specific project and develop a business case to support the identified project JKJ Limited was using traditional method of accounting I.e manually doing all the transactions. Now the company is planning to implement SAP ERP Software. As due to the old method of accounting organization faced several issues like the old method is time consuming putting manually all the transactions and it is difficult to locate the accounts and journals in a bundle to record entries. Analysing the accounts balances and getting information out of it is also very time consuming activity. And it becomes very hectic when the senior executives need any information and the accountants have to go through multiple documents. It can be a possibility that errors can occur as it is human who is doing all the transactions manually and thereis always a scope of error. Error likes incorrect accounts and figures, these faults can happen in modern accounting method but the rectification process is quite time consuming in traditional method. There is lack of security as employees don't need any access through security check, they can easily review the sensitive data in paper ledgers and journals. Manual data's can be lost as well: someone stole it, then the company has no record and no proof. For preventing the company from all these drawbacks of manual accounting JKJ Limited wants to implement the SAP ERP Software of accounting. As it provides automation, since all the transactions are handled by the computer software there are less chances of errors, duplication, it is less time-consuming process. More accuracy as the simple addition, subtractions are done by software automatically. Modern accounting technique has made data access easy and securely(Fewings and Henjewele, 2019) and outside the office. More reliability on the financial statements that are prepared with the help of computer software. The data of any particular can be accessed with just one click, without 1
wasting a day. More security of data and more transactions can be stored at once. This method is more cost effective for the companies as compared to previous one. So JKJ Ltd. Is designing to apply this software to reduce the burden of old method. Different phases of a project life cycle their importance INITIATION PHASE It is the primary stage of a project life cycle where the business need or problem is identified, and the financial benefit is calculated then the goal of the project, time it will take and cost incurred in it is evaluated. JKJ Ltd. Needs to implement ERP SAP software to overcome the issues faced by them when they are using the old technique of accounting it will benefit the organization by reducing their efforts, it is less time consuming(Fleming and Koppelman, 2016). PLANNING PHASE Once the project is approved, then the managers need to develop a solid plan to implement the project that means guide the team so that they work on time and in the given budget. A well developed plan gives a brief about the resources required and source of finance. The manager of JKJ Ltd. Needs to apply the plan(ERP SAP Software) by evaluating all the resources and funds required to implement this project in the company. IMPLEMENTATION PHASE Now this phase is the real implementation part of the project. Leaders make it happen by finding resources and motivating team members to be focused on the tasks assigned. It stage depends on the planning phase. The work and efforts put by the team members in this phase came from the project plan. The technical team knows what there responsibilities are, the finance team knows from they have to collect the funds. So all these should work in accordance to successfully implement the project. MONITORING & CONTROL After execution the project(ERP SAP Software) needs to be monitored time to time weather it is working in the same way as expected. This will help the company in knowing are they going on the right track. The managers need to apply that software an check if any error is their and then resolving it(Fuller and et.al, 2017). CLOSURE And finally the project is closed when it has delivered the final outcome required out of it. 2
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PID of the identified project and its significance Title of the ProjectImplementing ERP SAP Software Estimated Budget1000 Pound Start Date25thJuly 2019 Finish Date6thNovember 2019 Project SponsorMr. John Project ManagerMr. Harry ObjectivesTo reduce the errors, time saving, security, accuracy and reliability of data. Major RisksHuman resource, Technical risks The PID is important to capture and record data that is needed to guide and plan a project, thus managing and evaluating the success of the(Heagney, 2016)project. As in the initiation phase the company will know about all the pitfalls in the project that will effect the implementation of the plan in future. So it is important to know the time duration the project will need to accomplish, the budget it will require and from where it will be collected, and final the human resource of the organization re supporting or not. Risk level varies within the project life cycle stage Initiation Stage In the primary stage if the identified need is not what the company actually wants then it can be a major risk as the whole planning, efforts, budget, resources will be invested in the project and all that will be waste. Planning Stage In this phase it is possibility that the employees resist changes, company is short of budget so this all will affect the implementation of the project. Implementation Stage It can be possible that the employees lack training of the particular software(ERP SAP) so it will be impossible for them to work. There can be some other technological change that are not understood by the employees who have to actually work on them it will be a major risk. 3
Controlling The employees were lenient to ignore the errors of the(Kerzner, 2017)software implemented. It will effect the future outcomes. Closure It initiation and planning were wrong the final result will always be worst. ASSESSMENT PART 001b Scope of the project and steps of scope statement process The implementation of ERP SAP Software will benefit JKJ Ltd in saving the accountants time as the now the accounting in done by using computerized software. This will help them by saving their time in even feeding data's in the system. If they have to find any information related to previous accounts it is easy now to get the information. The data is more safe and secure now as everything is computerized which have security codesand not everyone have access to it. No loss of data is the most important feature of this software application as compared to the old method. Possibility of less error and there is scope of proof as the(Kerzner, 2018)data is feeded in computers. Scope Statement Process JUSTIFICATIONS: Implementation of ERP SAP Software by replacing the old method of accounting in JKJ Limited. OBJECTIVES: Reduce the errors and all the drawbacks of the old accounting system and save the time of employees. DELIVRABLES: Reduce the burden of the accountants and simplify their work. More security of data and more storage capacity. RISKS: Risk can be improper planning and resistance to change. BENEFITS: Will make the work easy and simple. The software will be easy to handle and manage. CONSTRAINTS: Possibility that employees don't have the expertise to work on that software, less budget to invest in the software. Potential Stakeholder and their influence in the success of the project Potential Stakeholders can be : Project Manager:Project Manager is the person(Meredith, Mantel Jr and Shafer, 2017)who has to look after to all the facts related to the project. From the initiation of the project, then to 4
plan about it, and execution of the project with it allocating resource, evaluating from where will the company raise the funds, training is needed by the employees if they lack those skills to use the software. They contribute in the success of the project as they are main basic of the project, as the success depends on their proper planning. Project Sponsor:Project Sponsor are the people who provide the funds for implementation of the project in the company. They are financiers of the project. They only invest in the project if they find any benefits in return of their money and when they analyse that the company need this technique to grow or they have strong desire to achieve its goals. They influence the success as they provide funds which is the most crucial thing for implementing a project. Technical Team:Technical team is the most important part of the project as they are the only person who should have the basic technical knowledge about the software and if not proper training should be given to them so that they can take(Schwalbe, 2015)on the work smoothly. They influence the success of projectas they can resist the changes or not have the skills to perform the task. Finance Manager:Finance Manager is the person who will see to the requirement of funds in all the areas. The person has to properly allocate the funds, analyse the needs of the project. Proper evaluation of the areas where fund is demanded and how much is the key role and responsibility of finance manager. They can influence the success if they did not properly analyse or allocate the funds. Potential risk associated with the project implementation and how they can be prevented Human Resource:There is a possibility that the employees resist change. They are comfortable with the old methods and doesn't want to make efforts to gain knowledge about something new. It is possible that they don't have the required skills and abilities to handle or manage the software that is implemented, so this will effect the project. This can be prevented by giving them proper training about the software and let them know that this will reduce their burden and make their task easy and simple to perform. Technical:It is possible that the software does not hold to the new software. The present system does not have the capacity to store the new software. Some errors pop up while storing the application. The technical team does not support the working of the project. This can be prevented by proper testing of every application. Having storage capacity that can install the required applications. 5
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Funding:Lack of funds will be biggest drawback for the project. It will be a risk as if the process doesn't go with the plan it will eventually affect the project result. The lack of funds will influence the working as what amount is being assigned to the particular task now will be insufficient. This can be prevented by proper analysing and evaluating the need for funds and then properly allocating them to their particular part. Scheduling:This means that the company is delayed in completing the project within the set time. It could be due to anything like no proper amenities for work, system does not work, light facilities. This can be prevented by proper monitoring and(Turner, 2016)control of everything so that it can reduce the after effects and can timely achieve the set standards. Project plan for the report and a review of your plan Activities used to successfully plan and manage this project 6
Task NameDurationStartFinishPredecessors Initiation24 daysThu 7/25/19Tue 8/27/19 Scope management3 daysThu 7/25/19Mon 7/29/19 Schedule management5 daysTue 7/30/19Mon 8/5/192 Budget setting6 daysTue 8/6/19Tue 8/13/192,3 Communicating information to all stakeholders10 daysWed 8/14/19Tue 8/27/194 Planning19 daysWed 8/28/19Mon 9/23/19 Allocating responsibility to all team members2 daysWed 8/28/19Thu 8/29/195 Infrastructure requirements8 daysFri 8/30/19Tue 9/10/197,4,2 Design planning2 daysWed 9/11/19Thu 9/12/198 Fund allocation planning2 daysFri 9/13/19Mon 9/16/194,9 Training planning for new ERP-SAP software5 daysTue 9/17/19Mon 9/23/1910 Implementing21 daysTue 9/24/19Tue 10/22/19 Developmentofsystem module10 daysTue 9/24/19Mon 10/7/1911 Technical changes in system5 daysTue 10/8/19Mon 10/14/1913 Integration of system6 daysTue 10/15/19Tue 10/22/1914,13 Monitoring and controlling8 daysWed 10/23/19Fri 11/1/19 Perform system testing6 daysWed 10/23/19Wed 10/30/1915 Correction in issue2 daysThu 10/31/19Fri 11/1/1917 Closure3 daysMon 11/4/19Wed 11/6/19 Completion of documentation2 daysMon 11/4/19Tue 11/5/1918,2 Closure of project1 dayWed 11/6/19Wed 11/6/1920 Work Breakdown Structure for the project Work break down structure is the systematic process of breaking task into sub activities. It divides works into controllable sections so that project can get completed on time and it can give desired results to sponsors and other stakeholders. The main purpose of using WBS is to organize the entire project in systematic manner. It is helpful in examining risk associated with particular project so that necessary action can be taken to minimize it. WBS ensures allocating responsibility to each person equally as per their(Verzuh, 2015)capabilities. It also highlights milestone in particular project and controlling points. As in the current project of implementing ERP-SAP software to minimize accounting errors project manager is using WBS. This will aid in minimizing wastage of resources and will help n estimating accurate cost that would require for the project. 7
Networking Diagram It is the graphical or visual representation of all activities which highlight the way of completion of particular project. By this way manager of this ERP-SAP project can become able to tract its progress easily. 8
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1+2+3+4+5+7+8+9+10+11+13+14+15+17+18+20+21 =178 days Gantt chart It is the chart that helps in illustrating the entire project schedule. It is beneficial tool, it supports in scheduling task properly and monitoring closure date of the proposal. This technique is helpful in managing time and meeting with scope. BY using this Gantt chart project manager can coordinate with rest team members and other stakeholders and can communicate them progress of task. Starting date of this project is 25 July 2019 and it will be finish on 6 November 2019. 9
Evaluate and if the project has been successful It is being evaluated and analysed that the project was successful for JKJ Limited as the project was completed within the estimated time that is from 25thJuly 2019 to 6thNovember 2019. The effective planning helped in timely completion of project that was an achievement. The project was accomplished within the given budget that was 1000 pounds without wasting any money. This is the most important thing as the task was completed in the given funds. The project meet the objectives that was set by the organization with(Walker, 2015)it like reduce the burden of accountants, saving time and money, more security of data and information. So all these factors say that the project was a success for JKJ Ltd. Document phase review of project planning Project management review form is most essential part of any project it highlights the result of entire project and show whether it has gain success or not. By reviewing this phase, it is analysed that allocation of budget was great and financial resources were sufficient to complete this task on time.All the potential risk wascontrolled and mitigate by implementing effective strategies. Project was on track and it has completed on time. Project closure report The project consists of WBS model, network diagram, Gantt Chart to support the final completion of project. The purpose of the project was to reduce the burden, save cost and time by replacing manual method of accounting by ERP SAP Software. The project was successful as the objectives of the project was accomplished. The project was completed within the given time and budget. 10
ByconsideringthecurrentprojectonimplementingERP-SAPsoftware,therearesome suggestions that may help in performing well in future projects. Recommendations are described as below: ·Project manager must involve all stakeholders while allocating budget in each activity. This will help in getting some unique ideas which may support in minimizing cost of entire project. Apart from this, manager of project has to give detail of each activity to all stakeholders, it will raise their confidence and they will show their involvement in task. This will help in minimizing risk and getting desired results. ·Project manager has to follow principlesofprince2 methodology and PMbOK carefully, it would help in conducting the entire project systematically according to industry standards. Furthermore, there should be continuous monitoring and testing of each phase. This will help in analysing issue timely and taking correct action to resolve such problems. This would be beneficial for the project in completing project within specified budget, time and with quality. CONCLUSION From the above study it can be concluded that if any organization wants to implement any project it has to properly plan and analyse the needs of the business. JKJ Ltd wants to replace their old method of manual accounting by ERP SAP Software to minimize the burden of accountants, save time and money, gives more security of data. So to implement the project first the project life cycle is discussed with its importance, then the risk related to every stage in the project life cycle is covered . Stakeholders and their influence on the project completion is done. ProjectplancoveringWBSModel,NetworkDiagramandGanttChartisincluded. Recommendations for future improvement in any project with suggestions are given. REFERENCES Books and Journals 11
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