Costing System Project Plan

This assignment details a comprehensive plan for the Costing System Project. It covers aspects like software development services, procurement processes for servers and PCs, supplier and contractor management, time management strategies using Gantt charts, critical path analysis, and cost control measures through indices and variance tracking.

Project Management Plan
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Introduction
This project plan outlines the various plans that will be required to successfully complete a
software project. The project aims at developing a costing system. This will be a bespoke system
written in Enterprise Java programming language. The envisioned system will facilitate the
creation of cost baselines, cash flow forecast, earned value management calculations and
percentage complete proposal. With regards to data entry, the proposed system will accept
keyboard user inputs, data imports in form of XML and CSV files.
Other project activities will include;
 Purchase of a server to run the application
 Setup and Testing of the server
 Identification and contracting of subcontractors who will develop the system
 Purchase of 30 client PCs
 Configuration of client PCs with Windows 10
 Deployment of client PCs to the existing corporate network
Scope Statement
Project Name
Costing System Development Project
Project Stakeholders
 Project Sponsor
 Project Customer
 Project Manager
 Software Engineer
 Hardware Engineer
 Business Analyst
 A Contractor
 Test Engineer
 End users

The problem statement
It’s required that a costing system be developed. This will be a bespoke system written in C#.
The envisioned system will facilitate the creation of cost baselines, cash flow forecast, earned
value management calculations and percentage complete proposal. With regards to data entry,
the proposed system will accept keyboard user inputs, data imports in form of XML and CSV
files.
The project goals and objectives
The goal is to develop a costing software system that will facilitate the creation of cost baselines,
cash flow forecast, earned value management calculations and percentage complete proposal.
The system will accept keyboard user inputs, data imports in form of XML and comma delimited
files.
The project requirements
 1 Server
 30 Personal Computers
 Windows 10
 Software development Platform (Microsoft Visual Studio)
The project deliverables
 A costing system
 30 Client PCs configured with Windows 10
 A server to run the system
Milestones
Key milestones of the project include;
 Project plan is completed
 System requirement gathering is completed
 Technical specifications are generated
 A contractor is identified
 PCs are purchased and configured with windows 10
 A server is set up to host the system

 The complete system is delivered by the contractor
 Complete unit tests are performed
 User acceptance testing completed
 Deployment of the system complete
 The system has successfully gone live
Cost Estimates
This section presents a rough order estimate of costs required for this project, presented in form
of a Rough Order of Magnitude (ROM). The estimation is based on the project’s scope, risk, and
schedule and approximated effort required. To facilitate estimation of cost, time requirements for
each activity have to be approximated.
Description Amount
Project Initiation and Planning 5000 Three Quarter Rule
Requirement Analysis 5000
Server & PC 20,000 Exponent 0.75
Application Design 5000
Development 55,000
Testing 5000
Launch 3,000
Closure 0
98,000.00
Total Cost Estimate
242,984.53
Bottom up Budget

Particular Human Resource Material Total
Project initiation and planning $9,440 0 $9,440
Requirement analysis $5,120 0 $5,120
Server and PCs $9,200 $10,000 $19,200
Application Design $20,000 0 $20,000
Development $55,000 0 $55,000
Testing $5,000 0 $5,000
Launch $3,000 0 $3,000
Closure 0 0 0
$106,760 $10000 $116,760
Project assumptions and risks
 It is assumed that sufficient resources will be availed to the project, on time.
 It is assumed that all stakeholders will cooperate to ensure the success of the project
 The main risk in the project is quality issues, since the software will be developed by an
external entity
Project Limitations
 Like any other project cost and time will be major limitations for the project
Project acceptance criteria
 The project will be accepted by the client if all the deliverables and functions of the
system are tested, and found to be fully functional according to the customer’s
requirements
Stakeholder Management Plan
Introduction
This project Stakeholder Management Plan presents a list of the project’s stakeholders and
approaches to manage the stakeholders.
For the Costing System Development project, the main stakeholders will be:
 Project Sponsor
 Project Customer
 Project Manager
 Software Engineer
 Hardware Engineer
 Business Analyst
 A Contractor
 Test Engineer

Stakeholder Registry
Name Position Role Contact Influence Impact
Assessment
Expectations/Strategy
Project
Sponsor
Project Sponsor -Funding,
Budget
Email
High interest,
high power
Key player
High
Project
Customer
Customer -
Requirements
, Funding
Email High interest,
High power
Key player High
Project
Manager
Project Manager -Project
Control
-Schedule and
budget
control
Email High interest,
high power
Key player High
Project Team Project Team -Deliverables Email Low interest,
high power
Key player Moderate

Name Role/
Responsibility
Contact
Information
Information
Requirements
Medium Time
Project
Sponsor
 Will be involved in Stakeholder identification
 Budget approvals
 Advice the project manager in preparing
strategies
 acts as the ultimate decision maker
 Oversee the project
 Provides guidance and authority
Checks the project to maintain project priorities
Email -- Status of the project,
arising problems,
emerging risks,
requirements
changes
Budget and
schedule, risk
management
Meeting
Status report
through Email
Once per week
Project
Manager
 Performs day-to-day management of the project
 Lead the project
 Define project plans, project controls
Manage project schedule, activities and resources
Email -- Problem arising
from tasks
Status from project
team
Face to face
meeting and
emails
Daily
Project
Team
 Will be involved in performing the actual tasks of
the project e… e.g. setting up the server
infrastructure
 Responsible for delivering the project
deliverables
Email Changes to the
project or
requirements from
the project manager
Face to face
or through
email
As need arises
Customer  Receives the final deliverables of the project
 Provide requirements of the project
Control and organize project funding
Email Project Status,
budget, progress
and risks
Emails or
through
meetings
Weekly and as
need arises

Contractor  Will carry out the software development aspect of
the project
 Testing the application
Deploying and configuring the system
Requirements, any
changes, feedback
Email or
through
meetings
Weekly and as
need arises
Work breakdown structure
Task Description Predecesso
rs Duration
Costing System Project 141 days
1. Project Initiation and Planning 20 days
2. Project kickoff meeting 3 days
3. Stakeholder Identification 1 day
4. Risk Identification 4 2 days
5. Development of a project plan 5 3 days
6. Initiation Gate: Project Charter Approved 5 0 days
7. Requirement Analysis 30 days
8. Focus Group – Ideation 7 3 days
9. Options Analysis 9 11 days
10. Business Requirements 7 20 days
11. Functional Requirements 10,11 10 days
12. Functional requirements approved 12 0 days
13. Server & PC 4 days
14. Purchase 13 1 day
15. Install 15 3 days
16. Application Design 25 days
17. Application Basic Design 16 10 days
18. Technical Feasibility Assessment 18 5 days

19. Architectural Reference Group Presentation 18,19 5 days
20. Application Detailed Design 19 10 days
21. Design Gate - Detailed Design Approval 21 0 days
22. Development 36 days
23. Module 1 22 10 days
24. Unit Testing Module 1 24 2 days
25. Module 2 24 10 days
26. Unit Testing Module 2 26 2 days
27. Module 3 26 10 days
28. Unit Testing Module 3 28 2 days
29. Development Complete 29 0 days
30. Testing 26 days
31. Integration testing 30 5 days
32. Complete system testing 32 5 days
33. User Acceptance Testing 32 10 days
34. System & User Interface Bug Fix 33,34 6 days
35. Training 35 2 days
36. Golive Gate - Golive approved by Project Board 36 0 days
37. Launch 11 days
38. Marketing and Awareness Campaign Stage 3 37 10 days
39. Deployment and GoLive 39 1 day
40. Closure 8 days
41. Document Lessons Learnt 40 1 day
42. Release Project Team 42 1 day
43. Finalise and Archive Project Documentation 42 5 days
44. Close Project 44 1 day
45. Completion Gate - Project final report approved by Project Board 44 0 days

Communications Plan
Knowledge dissemination in a project is critical, in ensuring the success of the project. Good communication within a project ensures
all stakeholders and project participants participate or feel as part of the project. Information about the status of the project and how
they are affected makes the participants want to participate more in the project.
Communication
Type
Tool Frequency Information to be shared Participants / Responsible
Internal Communication:
Project Meetings Meeting Once per
week
Status of the project, arising problems, emerging
risks, requirements changes
The Project Manager and
Project Team
Project Status Email; PDF Monthly A status report highlighting the completion
status of activities within the project
Project Manager
Steering Committee
Project Status
Meeting
Teleconference Monthly Project status Project Manager
Steering Committee
Project Team
Status Meeting
One on one
Meeting
Bi-weekly Project status, emerging issues, activities
progress
Project Manager
Project Team
External Communication and Reporting:
Project Report Email; PDF Monthly Project status
- progress
- forecast
- risks
Project Manager
Sponsor
Client

Source Probabili
ty
Impa
ct
Priority Strategy Responsibilit
y
Review
Failure of
subcontractor to
deliver quality
software as
required
H H 1 Transfer the risk to the
subcontractor by imposing fines
for any quality issue identified.
Select a highly qualified
subcontractor
Project
Manager
Risk to be reviews
bi-weekly in project
meetings with the
subcontractor and
testing teams
Scope Creep L H 1 Weekly review of project progress
against scope
Project
manager
Review the scope
statement and
deliverables in
weekly progress
meetings
Unable to meet
Schedule
L H 1 Weekly progress meetings to
review the progress against
schedule. Deploy additional
resources when required to meet the
schedule
Project
Manager
Review schedule
and progress to
Inadequate Funding,
which may result
from schedule or
scope creep
L H 0 Review project progress to avoid
scope creep. Cost estimation to be
done with a margin of error and
against best practices
Project
Manager
Review scope and
schedule to avoid
weekly

RISK REGISTER

PROCUREMENT PLAN
INTRODUCTION
This Procurement Management Plan outlines the framework to be used in procuring services and
equipments to be using in this project. The management of this project will use this as a guide in
managing procurements throughout the project’s life cycle, and may be updated as need arises.
The plan outlines the approach to be used in any procurement activity. For this project a number
of items have to be procured, including Client PCs, a Server and software development services
– which will require hiring a contractor to provide the services.
PROCUREMENT MANAGEMENT APPROACH
The project manager will lead and provide oversight in coordination with the procurement staff.
The PM will coordinate activities of identifying items to be procured. The list of items will then
be presented to the Steering Committee for review and approval.
PROCUREMENT DEFINITION
The following products and services require to be procured for a successful completion of this
project;
Equipment/Service Justification Category
1 Server The server will be used to host the
developed application
Hardware
30 Client PCs The PCs will be required for use by
staff to access services provided by the
system to be developed
Software
Windows 10 OS The client PCs will be configured with
Windows 10,as such it is necessary to
procure.
Software

Software
Development
Services
A contractor will be hired to develop
the proposed application.
Services
CONTRACT TYPE
Equipment and services to be procured for the Costing System Project will be purchased under
fixed priced contract. The project team will closely work with the procurement staff in defining
the technical requirements of the server and client PCs. The project manager shall then invite
bids from trusted vendors.
PROCUREMENT APPROVAL PROCESS
Evaluation of the bids will be coordinated by the Project manager, working closely with the
procurement staff.
DECISION CRITERIA
Selection criteria will be based on;
 Technical qualification and past performance
 Vendor’s ability to deliver the requested items.
 Experience and general qualification( especially for the staff to be deployed in
developing the application)
 Quality and
 Cost
In general, the lowest quality bidder will be awarded the contract to supply the items. For a
software development contractor, the selection process will coordinate with quality control
department to ensure that the contractor has a track record of quality delivery based on
previous projects.
SUPPLIERS AND CONTRACTOR MANAGEMENT
The project manager will be responsible for the management of suppliers and contractors.
Weekly meetings between the contractor or representatives and the project manager will be
scheduled to review the progress of software development, with the aim of ensuring quality and
timely delivery of the software.

Time Management Plan
To effectively manage time in this project, a project schedule has been developed, represented
below in form of a Gantt Chart, Critical path and critical network.
Gantt chart

Critical Path
Critical Chain

Cost Management Plan
The purpose of the Cost Management Plan is to outline methods to be used to manage and
control costs throughout the project’s lifecycle. The aim is to facilitate the completion of the
project without experiencing cost overruns. The plan therefore outlines how the costs associated
with this project will be measured, controlled and reported.
The projects costs will be managed by the project manager, and the steering committee, which will
analyze costs and schedule in the weekly project meetings. The measures to be used to establish the
project progress in relation to costs will include;
 Cost Performance Index
 Schedule Performance Index
 Cost Variance
 Schedule Variance
Project Cost Estimates