Project Management

Upgrade your IT setup to increase the overall efficiency of the operations and provide the employees with updated workstations to work on. Get fully installed updated 500 workstations and Windows 2016 installed in each of them. The project will cost the company around $750,000.

Running Head: PROJECT MANAGEMENT
Project Management
Name of the Student
Name of the University

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Table of Contents
Overview..........................................................................................................................................2
Project Background and Description...............................................................................................2
Project Scope...................................................................................................................................3
High-Level Requirements................................................................................................................3
Deliverables and Milestones............................................................................................................4
Affected Parties...............................................................................................................................5
Risk Identification and Strategy......................................................................................................5
Specific Exclusions from Scope......................................................................................................6
Implementation Plan........................................................................................................................6
High Level Budget and Timeline (Schedule)..................................................................................7
Bibliography..................................................................................................................................15

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Overview
ABC Pvt. Ltd. is a private single operator business that is willing to upgrade the existing
IT setup to increase the overall efficiency of the operations and provide the employees with
updated workstations to work on. The company operates with a small management team and
around 50 employees who work on old and outdated desktop workstations. For some time, the
employees have been reporting various issues like system lag, sudden stop of the system, long
start up time, very slow calculations and others. Following these feedbacks, the company has
decided to update the workstations as well as increase the number of workstations to increase the
employee capacity of the company.
As a part of the estimated plan, a total 500 workstations will be purchased and installed
of which, 250 will be desktops and 250 will be laptops. In addition, while the existing systems
run on Windows XP, Windows 2016 will be installed in the new systems.
Project Background and Description
The company currently runs with old and outdated workstations with Windows XP
operating system and hence, the business processes are extremely slow. As a result, the
customers are often dissatisfied with the services and choose to conduct business with other
companies. Hence the company has decided to undertake a project in order to install new
workstations in place of the old ones and also update the operating system to the most current
version. Furthermore, the company is looking to expand and add more employees and hence, the
total number of workstations will also have to be increased to accommodate more employees.

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As per the initial estimation, a total of 500 new workstations required (including
replacement and new systems). The company has decided that of these 500 workstations, 250
desktops will be purchased and the rest of the workstations will be laptops. While the laptops are
much more expensive than desktops, they will save considerable amount of physical space.
Furthermore, each of the management team members will be provided with laptop workstations
only. Each new workstation will have fully updated and fully licensed Windows 2016 operating
system installed. As per the estimation, the project will cost the company around $750,000.
Project Scope
The scope of the project includes the following.
Selling the existing old workstations
Purchase of 250 desktop workstations with updated hardware configuration
Purchase of 250 laptop workstations with updated hardware configuration
Purchase of original licensed version of Windows 2016
Installation of all the workstations and respective software required in each of
them
The main objective behind developing all these scope items is to upgrade the existing
technical set up at the company as well as expand the business such that the company can recruit
more employees and increase the business productivity. In order to achieve this ultimate
objective of the project, it is required to deploy a technical team who will take care of installation
of hardware and software. Furthermore, it is also required to conduct a training session for the
employees who do not have sufficient technical expertise to work with the technically updated
computers.

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This particular project is specifically designed for supporting the expansion of the
company for more business productivity. With the support of 500 employees, the company will
have a huge opportunity to increase the overall business productivity as well as the annual
revenue. With the increased capacity, the company will be able to conduct more projects that
will enhance their services and allow them to enter new markets without any major constraints.
The project boundaries are defined using the following attributes.
Project Goals:
 To increase the employee capacity to near 500
 To upgrade existing technical set up
Project Assumptions:
It has been assumed that the expansion will be feasible with the opening of a new
office building
It has been assumed that the updated technical setup will allow the desired
functions of the company for the next five years
It has been assumed that the expansion will also help in increase in the business
productivity of the company
Project Constraints:
 The high budget is a major constraint of the project.
 Without a new office building, the expansion process will not be possible due to
lack of sufficient space.

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High-Level Requirements
The main requirements of the project are 500 computers and Windows 2016 operating
system. Each of the computers must have at least the following configurations.
CPU 1.9GHz Intel Core i5-4300U (dual-core, 3MB cache, up to 2.9GHz with Turbo Boost)
Graphics Intel HD Graphics 4400
RAM 4GB DDR3
Screen 14-inch, 2560 x 1440 IPS, IPS display with 10 point multi-touch control
Storage 180GB SSD
Ports 2 USB 3.0, mini DisplayPort, HDMI, Ethernet (via included dongle), headphone/mic
combo jack
Connectivity 802.11ac Wi-Fi, Bluetooth 4.0
Deliverables and Milestones
The main deliverables of the project are fully installed updated 500 workstations and
Windows 2016 installed in each of them. All the deliverables are listed as follows.
Deliverable Expected Delivery Date
(MM/DD/YY)
Acceptance Criteria
Project Proposal 12/12/18 All details of the proposed
system including the highlighted
issues of the existing system are
included in the proposal
Project Charter 12/25/18 All the details of the project
including budget, schedule,

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communication plan and others
are documented
List of Required Resources 12/25/18 All the required resources are
listed in the document
Updated Technical Setup 6/14/19 All requirements of the project
are met
Project Report Document 7/2/19 All details of the project
including progress log are listed
The milestones are listed as follows.
Milestone Target Date (MM/DD/YY)
Approval of the Proposal Mon 12/17/18
Approval to Proceed with Project Thu 1/3/19
Project Handover Fri 6/14/19
Approval of the Project Report Document Tue 7/2/19
Final Closing Tue 7/2/19
Affected Parties
# Stakeholder Group Primary
Contact
Description
1 ABC Pvt. Ltd.
Management Team
Mr. Aaron White,
CEO
The management team will have better control over
the operations with the upgraded IT setup. The
management team members will have updated systems

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to work on with various features that will benefit their
work.
2 ABC Pvt. Ltd. HRM
Team
Mr. David Black,
Chief HR
Executive
With the expanded capacity, the HRM team will be
able to recruit new employees for the company.
3 ABC Pvt. Ltd.
Marketing and
Operations Team
Mr. Sean Brown,
Operations
Manager
With the help of the upgraded IT system, the
operations will be much more efficient and faster. In
addition, there will be added functionalities like data
analytics, cloud computing and others that will
ultimately benefit the business related operations.
Risk Identification and Strategy
The risks in the project are identified as follows.
# Identified Risk P I Risk
Priority
Strategy
1 The project is too costly
and the company will not
be able to provide the
funds.
4 4 H Avoid: The company should ensure the funds
are available before start of project. If it
cannot invest the entire system, loan can be
taken from a sponsor.
2 The employees are not
accustomed with the
newly updated systems.
4 3 H Accept: Training sessions can be conducted in
which, the employees will be provided
training regarding the use of the new systems.
3 Some of the workstations
may not work properly or
3 5 H Transfer: The hardware company will be
asked to replace the faulty systems as a part

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the software may not be
licensed.
of the warranty scheme. In case of non-
licensed software, legal help can be taken to
take action against the software vendor.
Specific Exclusions from Scope
The following are the exclusions from scope.
 Recruitment of new employees as a part of the expansion plan of the company
 Allocation of workstations to the employees
 Training of the employees regarding use of the new systems
Implementation Plan
The project will be implemented in five main stages as per the standard project
management methodology. These five stages are:
Project Discussion Phase – In this phase, there will be the identification of the issues of
the current system and discussion between the board members regarding the issues. A proposal
will also be submitted regarding the implementation of a possible solution.
Project Planning Phase – In this phase, the basic plan of the project will be developed
including the project charter that includes project budget, schedule, risk matrix and others.
Project Initiation Phase – In this phase, the project will be initiated including
procurement of funds purchase of necessary material resources and others.

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Project Execution Phase – In this phase, the project will be executed and at the end of
this phase, the final outcome of the project has to be delivered.
Project Closing Phase – In this phase, the project will be reviewed, documented and
closed after all payments and residual works are completed.
High Level Budget and Timeline (Schedule)
In order to determine the budget of the project, the unit costs of the resources usages are
determined in the following table.
Resource Name Type Initials Max. Units Std. Rate
Project Manager Work P 100% $120.00/hr
Manager of IT Department Work M 100% $105.00/hr
Project Team Leader Work P 100% $102.00/hr
Technical Team Work T 100% $600.00/hr
Computer (1 Unit) Material C $250.00
Laptop (1 unit) Material L $300.00
Microsoft 2016 License Material M $6,000.00
Based on these costs and allocation of the costs to the project schedule, the total budget
can be developed as shown in the following table.
Task Name Duration Start Finish Resource Names Cost

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Information
Technology
Software
Upgrade Project
157 days
Mon
11/26/18
Tue 7/2/19 $722,644.00
Project
Discussion Phase
16 days
Mon
11/26/18
Mon
12/17/18
$15,960.00
Survey the
Requirements of
the Existing
System
5 days
Mon
11/26/18
Fri
11/30/18
Manager of IT
Department
$4,200.00
Call
Management Team
Meeting
1 day
Mon
12/3/18
Mon
12/3/18
Manager of IT
Department
$840.00
Undertake the
Meeting
2 days
Tue
12/4/18
Wed
12/5/18
$3,600.00
Discuss the
Current Issues
0.5 days
Tue
12/4/18
Tue
12/4/18
Manager of IT
Department, Project
Manager
$900.00
Discuss 0.5 days Tue Tue Manager of IT $900.00

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Possible Issues 12/4/18 12/4/18
Department, Project
Manager
Discuss
Possible New
Solutions
0.5 days
Wed
12/5/18
Wed
12/5/18
Manager of IT
Department, Project
Manager
$900.00
Agree Upon
Software Upgrade
Process
0.5 days
Wed
12/5/18
Wed
12/5/18
Manager of IT
Department, Project
Manager
$900.00
Submit Project
Proposal
5 days
Thu
12/6/18
Wed
12/12/18
Project Manager $4,800.00
Analysis of
Proposal
3 days
Thu
12/13/18
Mon
12/17/18
Manager of IT
Department
$2,520.00
Approval of
the Proposal
0 days
Mon
12/17/18
Mon
12/17/18
Manager of IT
Department
$0.00
Project
Planning Phase
13 days
Tue
12/18/18
Thu 1/3/19 $11,520.00
Assign Project
to Project Manager
2 days
Tue
12/18/18
Wed
12/19/18
Manager of IT
Department
$1,680.00

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Develop
Project Carter
4 days
Thu
12/20/18
Tue
12/25/18
$3,264.00
Determine
the Scope of the
Project
1 day
Thu
12/20/18
Thu
12/20/18
Project Team Leader $816.00
Determine
Appropriate
Project Schedule
0.5 days
Fri
12/21/18
Fri
12/21/18
Project Team Leader $408.00
Estimate
Accurate Budget
for Project
1.5 days
Fri
12/21/18
Mon
12/24/18
Project Team Leader $1,224.00
Prepare List
of Resources
1 day
Tue
12/25/18
Tue
12/25/18
Project Team Leader $816.00
Identify
Possible Risks of
the Project
3 days
Wed
12/26/18
Fri
12/28/18
Project Manager $2,880.00
Prepare
Management Plan
for the Risks
3 days
Mon
12/31/18
Wed
1/2/19
Project Manager $2,880.00
Submit the 1 day Thu 1/3/19 Thu 1/3/19 Project Team Leader $816.00

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Project Charter
Approval to
Proceed with
Project
0 days Thu 1/3/19 Thu 1/3/19 Project Manager $0.00
Project
Initiation Phase
24 days Fri 1/4/19
Wed
2/6/19
$242,764.00
Hire Technical
Team
4 days Fri 1/4/19
Wed
1/9/19
Project Team Leader $3,264.00
Purchase
Computers
15 days
Thu
1/10/19
Wed
1/30/19
Computer (1 Unit)
[250], Laptop (1 unit)
[250], Technical Team
$209,500.00
Purchase
Authentic Versions
of Windows 2016
5 days
Thu
1/31/19
Wed
2/6/19
Microsoft 2016
License[1], Technical
Team
$30,000.00
Project
Execution Phase
92 days Thu 2/7/19
Fri
6/14/19
$441,600.00
Install the
Computers in the
Office
60 days Thu 2/7/19
Wed
5/1/19
Technical Team $288,000.00
Install 10 days Thu 5/2/19 Wed Technical Team $48,000.00

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Windows 2016 in
Each System
5/15/19
Install Business
Software in Each
System
10 days
Thu
5/16/19
Wed
5/29/19
Technical Team $48,000.00
Connect
System to Central
Server
2 days
Thu
5/30/19
Fri 5/31/19 Technical Team $9,600.00
Test the
Systems
10 days
Mon
6/3/19
Fri 6/14/19 Technical Team $48,000.00
Project
Handover
0 days Fri 6/14/19 Fri 6/14/19 Technical Team $0.00
Project Closing
Phase
12 days
Mon
6/17/19
Tue 7/2/19 $10,800.00
Review the
Project
5 days
Mon
6/17/19
Fri 6/21/19 Project Manager $4,800.00
Finalize All
Remaining
Payments
2 days
Mon
6/24/19
Tue
6/25/19
Project Manager $1,920.00
Prepare Project 5 days Wed Tue 7/2/19 Project Team Leader $4,080.00

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Report Document 6/26/19
Approval of
the Document
0 days Tue 7/2/19 Tue 7/2/19
Manager of IT
Department
$0.00
Final Closing 0 days Tue 7/2/19 Tue 7/2/19
Manager of IT
Department
$0.00
Hence, the total approximate budget for the project is $750,000.
The timeline of the project is also shown in the form a Gantt chart as follows.

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Figure 1: Gantt Chart of the Project
(Source: Created by Author)

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