Project Management Plan and Activities

The assignment details the different stages involved in project management, including defining the project scope statement and executing various activities for installing an Enterprise Resource Planning (ERP) system within an organization. It also emphasizes the importance of considering factors such as stakeholder management, risk management, and quality assurance when making a project management plan.

MANAGING PROJECTS

TABLE OF CONTENTS
INTRODUCTION...........................................................................................................................1
TASK 1 ...........................................................................................................................................1
1. Core principles/ characteristics of project...............................................................................1
2. Scope statement for project.....................................................................................................1
3. Gantt chart and critical path....................................................................................................2
.....................................................................................................................................................3
4. Things need to be considered for developing project budget.................................................3
5. Development of risk strategy..................................................................................................4
6. Quality methods to ensure successful completion of project..................................................4
TASK 2 ...........................................................................................................................................4
Executive summary ....................................................................................................................4
Introduction ................................................................................................................................5
Work breakdown structure..........................................................................................................5
Gantt chart ..................................................................................................................................5
Skills and Competencies of project manager .............................................................................6
Project scope Statement..............................................................................................................7
Project life cycle stages ..............................................................................................................8
Phases of Project management ...................................................................................................8
CONCLUSION..............................................................................................................................10
REFERENCES..............................................................................................................................11

INTRODUCTION
Project management is set of activities or process of managing changes in organization.
Project manager makes effective plan and monitor entire procedure in order to meet with its
objectives. Present study is based on implementation of ERP system project in XYZ Ltd.
Recently Company is taking support of traditional accounting methods due to which accounting
errors are increasing rapidly in business unit. Entity is planning to implement new ERP software
so that it can manage record well and can minimize mistakes. Current assignment will discuss
core principles of project. Furthermore, it will describe things that need to be considered for
developing budget. It will develop risk strategy and will explain quality methods to ensure
successful completion of plan.
TASK 1
1. Core principles/ characteristics of project
Implementation of ERP system is beneficial for XYZ ltd because this will support in
managing records well and minimizing accounting errors. Characteristics/ principles of project
are described as below:
 The project is temporary in nature; it has specific starting time and finishing time as well.
This is important because by this way project manager will be able to sechedule activities
properly and will finish this project within specified period of time.
 It is unique in nature because by implementing ERP system in workplace XYZ Company
will be able to enhance its revenues and will be able to manage its transactions well.
 The ERP implementation project has clear vision and mission.
This project has characteristic of progressive elaboration. This can help XYZ entity in
identifying issues in business and finding appropriate solution for these problems.
2. Scope statement for project
ERP system implementation is considered as one of the effective project.XYZ Ltd is small
size firm which is performing its operations in London only. The main aim of the firm is to
enhance its profit and expand business to other locations as well. For that it is very important for
the entity that to have effective control over its transaction. This can be possible by managing it
well. ERP system allows the organization in recording all transactions electronically and
identifying errors. By this way it will be able to minimize issues such as recording mistakes,
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ineffective allocation of financial resources in effective manner. This new software will increase
profit of the firm and will help organization in expanding its business across the world.
3. Gantt chart and critical path
sk Mode Task Name Duration Start Finish Predecessors
Auto
Scheduled a 4 days Tue 7/3/18 Fri 7/6/18
Auto
Scheduled b 6 days Tue 7/3/18 Tue 7/10/18
Auto
Scheduled c 6 days Mon 7/9/18 Mon 7/16/18 1
Auto
Scheduled d 2 days Wed 7/11/18 Thu 7/12/18 2
Auto
Scheduled e 5 days Wed 7/11/18 Tue 7/17/18 2
Auto
Scheduled f 8 days Tue 7/17/18 Thu 7/26/18 3
Gantt chart
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Network diagram
Critical path: 1 + 3 + 6
Critical duration: 4 + 6 + 8 = 18 days
4. Things need to be considered for developing project budget
There are two main approaches: Top down and bottom up that help the project manager
in developing project budget. In the top down method manager has to involve all kinds of
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expenses such as direct and indirect both cost. This helps in identifying real cost and developing
budget accordingly. Bottom up approach is another method that needs to be considered by
manager when developing budget for the project. In this method individual has to look upon the
hourly rate, number of employees involved in budget etc. Both these tools will help in
developing appropriate budget for successful completion of implementation of ERP software
budget in XYZ Ltd.
5. Development of risk strategy
Risk management strategy in project provides coherent as well as structured approach
which assist manager or leader in addressing and managing risk. It is considered to be as a
procedure which regularly updating and reviewing the assessment based on new developments.
Formulation of strategy is completely based on the type as well as nature of risk which has high
probability of occurrence during the project. There are basically four types of strategies are
utilised for minimising the chances of risk which might arise from vulnerabilities. These
strategies are Avoidance, transference, mitigation and acceptance. Risk management plan is
considered to be as important tool or document which assist project manager in identifying the
type as well as possibility of risk (Hopkin, 2017). This special document consists of Risk
assessment matrix. Different phases involved in risk management procedure are identification ,
analysis, evaluation, treatment and monitoring.
6. Quality methods to ensure successful completion of project
There are several approaches which can be utilised by manager for maintaining the
quality of work. By utilising such concepts or frameworks all the processes and activities can be
determined which will help in the achievement of high-project quality (Petitta, Probst and
Barbaranelli, 2017). The two important quality management approaches are :
Prevention over inspection : It is considered to be as one of the fundamental quality
management approach. This quality management states that quality is planned, designed, and
created. The quality of work during the project can be controlled and maintained by proper as
well as timely inspections.
Customer satisfaction : This approach of quality management includes understanding,
evaluating, defining as well as managing the expectation of customers. It is required by project
manager to ensure that project produce the desired results.
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TASK 2
Executive summary
The aim of project executed by Wroxham is to successfully install Enterprise resource
planning system within an organisation. In the present scenario, Wroxham is planning to
implement ERP system to prevent the delay in customer services. Objective of employing the
enterprise resource planning system within a firm is to increase the working efficiency. Business
entity also intends to turn information system into a smooth running machine (Kerzner and
Kerzner, 2017). Project manager in an organisation has called meeting with board of directors to
have detail discussion on the various aspect of the procedure. Internal analysis will be executed
for identifying the need of implementing the ERP system as well as for determining the
resources available with firm. Discussion which project manager have with top level
management might include budget for the project, communication plan and different stage of
underlying project initiated.
Introduction
Project management is defined as the formal, approved document which is utilized by
manage during the time of project execution. The present report aims at identifying the various
activities which are required to be conducted in order to install ERP system successfully at
workplace (Bassi and et.al., 2017). Project includes different tools such as work breakdown
down structure as well as Gantt chart which consists of detail about the different procedure as
well as task which will be executed during the project.
Work breakdown structure
Work break down structure assists project manager in defining the roles as well as
responsibility of individual team member in project. It also supports manager in allocating time
within which specific task or process should be completed.
Deliverables Task Name Completion time
Deliverable 1 Pre- starting phase 15
Deliverable 2 Project feasible stage 13
Deliverable 3 project beginning period 4
Deliverable 4 Preparation stage 28
Deliverable 5 Performance 5
Deliverable 6 Observation and controlling stage 11
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Deliverable 7 Termination 2
Gantt chart
Task Name of activity Duration Start Finish Predecessors
1 Collection of
information 12 days
2 preparing design for
the project 10 days 1
3
Acquiring approval
from concerned
authorities
8 days 2
4
Communicating
changes to
stakeholders
5 days 4
5 Contacting to
suppliers 6 days 7
6
Preparation of
budget and allocation
of resources
6 days 3
7
Defining roles and
responsibilities of
team members
5 days 5
8
Organizing training
and development for
team members
10 days 6
9 Complete review of
the project 4 days 8
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Skills and Competencies of project manager
A successful project manager have combinations of skills and core competencies which
assist them in managing people as well as activities during the project. Effective communication
skills, leadership quality , knowledge about management supports project leader in successful
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completion of task (Libby, Buhl and Turner, 2017). It also assists project leader in
accomplishment of desired objectives. A competent project manager balances five important
resources or element in project these are security , prestige , money , time and knowledge.
Some skills as well as core competencies which are required to be posses by an individual in
order to mange project in systematic manner are :
Leadership qualities- This specific quality is very important to be developed by project
manager in order to lead or manage people as well as their activities during the project.
Leadership qualities are needed for providing the appropriate direction to workers.
Communication skills: These skills support project leader in defining the roles and
responsibility of workers during the project. Effective communication is also important to be
posses by project manager in order to inspire people to increase their participation and increase
working efficiency. Effective communication skills by project manager help them in ensuring the
successful completion of task. Communication skills will help project manager by providing
valuable feedbacks as well as suggestion to team members.
Analytical skills: These abilities assist project manager in identifying the new ways or
techniques for solving the complex or difficult problems during the project. In context of
Wroxham company to develop the analytical skills , as this ability will assist project manager in
analysing the appropriate solution to the problem which might occur in installing ERP system at
workplace.
Problem solving skills: This ability is very important to be developed by project
manager, in terms of elimination of various issues which might have negative impact on
completion of project.
Technical knowledge or abilities : these are very much important skills which are
required to be pisses by project manager in order to avoid technical issues during the project. In
context of given case scenario, it is necessary fort project manager in Wroxham company to
have technical knowledge as well as skills which will be required for installation of ERP system
within an enterprise.
In addition to above skills and core competencies a successful project manager have high
risk bearing capacity which makes them different from other team members. Project manager is
also required to have prior experience of managing project.
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Project scope Statement
This statement includes the detail about the targets which are required to be achieved by
project team at the time of completion of project. In other words it clearly defines the objectives
which are required to be accomplished within specific time span. Project scope statement is
considered to be as an important part of project management plan. It involves detail about all the
activities which are to be performed in order to achieve goals (Eskerod, Huemann and Savage ,
2015). Project scope statement supports in eliminating misunderstanding as well as doubts of
team member during the project. All the important task are to be included in the project scope
statement. Major or minor changes can be brought in scope statement of project during its
implementation as per the demand of situation.
Project life cycle stages
Project life cycle is defined as the framework which assist project manager in divide the
project into more manageable and easy phases. There are mainly four stages in Project life cycles
these are project development, termination , execution and conceptualisation. It is very much
important for project manager in Wroxham company to classify the activities related to the
project life cycle in order to install ERP system within an organisation.
Initiation phase : It is the fist stage in project life cycle. At this stage, objective of
project is determined. In context of given case scenario, requirement as well as importance of
installing the enterprise is realised by project manager as well as other staff in an organisation
(Harrison and Lock, 2017 ).Internal assessment as well as external survey has been executed for
gathering the relevant facts or information relevant to topic.
Planning Phase :In this stage,schedule of the project is prepared by project manager.
The purpose of preparing the schedule is to coordinate the different activities of the design,
procurement as well as construction .
Execution phase :This stage represents the work done to fulfil the requirements of the
scope of project. During the execution, the project team complete the work defined in the plan.
At this stage, the various changes are made by project manager by analysing the situation.
Closing phase : It involves turning over the newly constructed plant to the operations
team of the client. The present project will be closed after successful installation of Enterprise
resource planning system.
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Phases of Project management
Project initiation stage :
It is recognised as the primary where which includes establishment of aims nad
objectives. The aim of project of Wroxham company is to install ERP system within an
organisation in successful manner. On the basis of aims and objectives further activities which
will be executed during the project are determined.
Planning stage : this is considered to be as very essential stage in project management plan. In
this phase, manager determine the needs of various resources which will be needed for executing
different activities during the project. Project management plan assist in defining scope ,
schedule and cost which are associated with the project. It also consists of detail about the way
communication will be facilitated , during the procedure, quality , duration of each activity , risk
and resources. There are various factors which are required to be considered by manager
includes estimation of resource planning , budget , etc. In context of given case scenario of
Wroxham when installing the ERP system within an organisation is required to follow
systematic procedure which include :
Financial plan : Much of investment will be required for acquiring as well as installing the ERP
system. In addition to this before deciding to implement ERP system , it is required by project
manager to determine or evaluate the cost associated with ERP system such as up gradation,
installation as well as maintenance. Budget should be prepared considering all the above factors.
Resource plan : there are different types of resources such as human , capital , technology , ERP
system, soft wares and other equipment will be required for successful installation of Resource
planning system.
Plan or strategies for managing risk:It is required by project manager to develop appropriate
plan as well as suitable strategies for managing the risk. Development of risk management plan
will assist project manager in providing the suitable response to uncertain situation.
Employees recruitment Plan :It is very much important to recruit employees those who are
technically expert.As this will assist business entity in ensuring the successful installation of ERP
system.
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Communication plan :In present project Bottom up communication approach will be followed .
Communication devices such as mobile phones , video conferencing , e-mail will be used by
team members for interacting with each other.
Project implementation stage: At this phase of project, deliverables are implemented that has
already prepared in planning phase.
Monitoring and controlling stage : All these tasks which are carried out during the project are
monitored as well as controlled in order to generate desired outcome. Monitoring activity assist
in maintaining the quality standards. In this procedure, different techniques such as
benchmarking , personal observation are utilised by project manager for analysing as well as
measuring performance (Ika, 2015). Benchmarking techniques will be utilised in the present
project , as it will help project manager in comparing the results as well as performance and also
enables them to identify the gaps. There are various factors which are required to be considered
by project manager are scope , finance and risks.
Project closure :
At this phase procedure is brought to closure after completion of all the tasks or activities
It can only be closed when the outcomes are being accepted by the client, which is indicated as a
sign off. The following elements constitute by this stage includes final audit of the project and
closing contract (Calvo-Mora, Navarro-García and Periañez-Cristobal, 2015). After the
completion of this stage submission of report is done by project manager.
CONCLUSION
It has been concluded from the project that managing of various activities is very much
important in order to complete the project in successful manner. Study has demonstrated the
importance of project management plan. It has highlighted the different stages involved in
project management procedure. Project scope statement has been clearly defined. The report has
described the various activities which are required to be executed for installing the Enterprise
resource planning system within an organisation. Assignments has also provided detail
explanation about different factors which are required to be considered by manager when making
a project management plan.
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REFERENCES
Books and Journals
Eskerod, P., Huemann, M. and Savage, G., 2015. Project stakeholder management—past and
present. Project Management Journal. 46(6). pp.6-14.
Bassi, A. and et.al., 2017. Criteria and Factors in the Succes of Projects and their Management–
Survey by Swiss Companies. In Management Challenges in a Network Economy:
Proceedings of the MakeLearn and TIIM International Conference 2017 (pp. 119-134).
ToKnowPress.
Pollack, J. and Adler, D., 2015. Emergent trends and passing fads in project management
research: A scientometric analysis of changes in the field. International Journal of
Project Management. 33(1). pp.236-248.
Hopkin, P., 2017. Fundamentals of risk management: understanding, evaluating and
implementing effective risk management. Kogan Page Publishers.
Petitta, L., Probst, T.M. and Barbaranelli, C., 2017. Safety culture, moral disengagement, and
accident underreporting. Journal of Business Ethics. 141(3).pp.489-504.
Kerzner, H. and Kerzner, H.R., 2017. Project management: a systems approach to planning,
scheduling, and controlling. John Wiley & Sons.
Libby, P.S., Buhl, R.,and Turner, J.T., 2017. Quality Assurance Project Plan (QAPP) for
Water Column Monitoring 2017-2019: Tasks 4, 5, 6, 7, 10: MWRA Harbor and
Outfall Monitoring Project. Massachusetts Water Resources Authority, Environmental
Quality Department.
Harrison, F. and Lock, D., 2017. Advanced project management: a structured approach.
Routledge.
Ika, L.A., 2015. Opening the black box of project management: Does World Bank project
supervision influence project impact?. International Journal of Project Management.
33(5). pp.1111-1123.
Calvo-Mora, A., Navarro-García, A. and Periañez-Cristobal, R., 2015. Project to improve
knowledge management and key business results through the EFQM excellence model.
International Journal of Project Management. 33(8). pp.1638-1651.
Online
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Successful deployment of the first SAP ERP project in Myanmar, 2016. [Online] Available
through: <https://tech.fpt.com.vn/language/en/successful-deployment-of-the-first-sap-
erp-project-in-myanmar/>.
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