Project Management Plan for Information Systems

This report is a project management plan for developing an information system. It covers the project scope, project costs, project schedule, communication, and project stakeholders. The report also includes the project goals and objectives, project deliverables, technical requirements, project milestones, project limitations and constraints, project acceptance criteria, project methodology, project work breakdown structure, project scheduling and network, and risk management plan.

Project Management Plan
Information Systems

Project Management Plan
Table of Contents
Introduction...........................................................................................................................................2
Project Background...........................................................................................................................2
Purpose of the Report........................................................................................................................2
Scope Management Plan.......................................................................................................................2
Project Stakeholders..........................................................................................................................2
Problem Statement.............................................................................................................................2
Project Goals & Objectives...............................................................................................................3
Project Deliverables...........................................................................................................................3
Technical Requirements....................................................................................................................3
Project Milestones.............................................................................................................................4
Project Limitations & Constraints.....................................................................................................4
Project Acceptance Criteria...............................................................................................................4
Project Methodology – Agile Management...........................................................................................4
Project Work Breakdown Structure (WBS)...........................................................................................5
Project Scheduling & Network..............................................................................................................5
Gantt chart........................................................................................................................................8
Project Costing: Cost Management Plan...............................................................................................9
Project Resourcing...............................................................................................................................10
Communication Management Plan......................................................................................................12
Communication & Meeting Guidelines...........................................................................................12
Mediums..........................................................................................................................................13
Ethical & Professional Codes..........................................................................................................13
Stakeholder Management Plan............................................................................................................13
Stakeholder Analysis.......................................................................................................................13
Stakeholder Engagement.................................................................................................................14
Procurement Plan................................................................................................................................15
Procurement Requirements..............................................................................................................15
Solicitation Planning........................................................................................................................16
Risk Management Plan........................................................................................................................18
References...........................................................................................................................................20
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Project Management Plan
Introduction
Project Background
The project is an information system that needs to be designed, developed, and deployed
during the project timeframe. The information system can be developed in any of the
programming language and it will be required to procure a server and twenty five PCs to run
the information system. It is required to configure the PCs with Windows 10 Operating
System and to add them to the existing network. The software needs to be developed by the
sub-contractors and the server is required to be set up and tested.
Purpose of the Report
The primary purpose of creating the report is to develop a project management plan for the
information system. The report focuses upon the project scope, project costs, project
schedule, communication, and project stakeholders.
Scope Management Plan
Project Stakeholders
The key stakeholders of the project are:
 Project Sponsor: The organization for which the information system is being
developed will be the primary stakeholder of the project.
 Project Subcontractors: The stakeholder group will be the project team that will be
carrying out the task of design, development, and deployment of the system.
 Supplier Groups: Server, twenty five PCs, and other tools will be supplied by the
stakeholders (Atkinson, Crawford & Ward, 2006).
 End-User: The end system users will provide their feedback on the system.
 Project Steering Committee: The stakeholder will provide approvals and will act as
the mediator between the sponsor and subcontractors.
Problem Statement
The information system that is being developed will allow the organization to get rid of the
existing issues of data mismanagement, data duplication, slower processing speed, and
manual errors.
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Project Management Plan
Project Goals & Objectives
The goals and the objectives of the project are:
 To develop the information system in the programming language determined without
any defects in the final release.
 To adhere to the functional and non-functional requirements during the system design
and development phases.
 To maintain the project schedule as per the estimations without any schedule variance
at any stage.
 To maintain the project budget as per the estimations without any cost variance at any
stage (Wearne, 2014).
Project Deliverables
The main deliverables in the project will be:
 Project Brief: It will be a document covering a brief of the information system
requirements, project budget, resources, and schedule.
 Project Plan: A detailed description of the project scope, methodology, costs,
schedule, stakeholders, resources, communication, and procurement.
 System Design: The wireframes and UI aspects will be covered in the system design
document.
 Source Code: The source code will be developed in the programming language
determined by the senior management and technical experts.
 Defect Report: The defect report will include the details of the bugs identified in the
testing phase.
 Completion/Closure Report: It will be the final deliverable of the project.
Technical Requirements
 Server: The information system will be deployed on the server.
 PCs: There will be 25 PCs required to deploy the system.
 NoSQL Database: The NoSQL database that will be used and implemented in the
system will be MongoDB.
 Development Tools: Microsoft Visual Studio
 Testing Tools: Bugzilla, TestLink
 Design Tools: Microsoft Visio, Sketch
 Project Management Tools: Microsoft Project
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Project Management Plan
Project Milestones
Milestone Milestone Name Start Finish
1 Milestone 1: System Brief Tue 23-10-18 Tue 23-10-18
2 Milestone 2: Project Plan Fri 23-11-18 Fri 23-11-18
3 Milestone 3: Source Code Thu 11-04-19 Thu 11-04-19
4 Milestone 4: Change Report Wed 29-05-
19
Wed 29-05-
19
5 Milestone 5: Closure Report Wed 03-07-
19
Wed 03-07-
19
Project Limitations & Constraints
 Skills of the subcontractors provided with the task of carrying out the project
activities
 Project schedule and budget
 Project requirements
 Security protocols
Project Acceptance Criteria
 Cost Variance: The value should be zero or positive
 Schedule Variance: The value should be zero or positive
 Open Defects: The value shall be zero or the defects in the open state shall have low
severity levels.
 Acceptance of Deliverables: Sign off on all the deliverables from all the project
stakeholders (Dalcher, 2015).
Project Methodology – Agile Management
The methodology that has been selected for the project to be developed and deployed is the
agile methodology. The development and management of the information system will be
done in a series of sprints. The first sprint will involve Business Case Analysis, First Project
Meeting with the Sponsor, Analysis of Information System Feasibility, Briefing of the
System, and Submission of the brief to the Sponsor. The second sprint will include Data
Gathering & requirements elicitation, Definition and assessment of system scope, Project
Costing & Scheduling, Resourcing and Risk Assessment, Planning on quality and
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Project Management Plan
communications, and Procurement Planning. The third and fourth sprints will involve
Procurement of server and 25 PCs, System Design using Responsive Web Design and HCI,
NoSQL Database, Networking of front end and back end, Source code development, and Unit
testing. The fifth sprint will cover Information System Testing, Reporting of the defects using
defect logging tool, System Reviews, and Change Management & Implementation (Juricek,
2014). The last sprint will involve Beta Testing by System Users, Organization of training,
and Sign-offs on deliverables, System Documentation, and Closure report development.
Project Work Breakdown Structure (WBS)
Project Scheduling & Network
WBS Task Name Duration Start Finish Predecessors
1 Development of Information
System 198 days Mon 01-
10-18
Wed 03-
07-19
1.1 Sprint 1 17 days Mon 01-
10-18
Tue 23-10-
18
1.1.1 Information System - Business
Case Analysis 4 days Mon 01-
10-18
Thu 04-10-
18
1.1.2 First Project Meeting with the
Sponsor 1 day Fri 05-10-
18
Fri 05-10-
18 3
5
Development of
Information
System
Sprint 1
Information System
- Business Case
Analysis
First Project
Meeting with the
Sponsor
Analysis of
Information System
Feasibility
Briefing of the
System
Submission of the
brief to the
Sponsor
Milestone 1:
System Brief
Sprint 2
Data Gathering &
requirements
elicitation
Definition and
assessment of
system scope
Project Costing &
Scheduling
Resourcing and
Risk Assessment
Planning on quality
and
communciations
Procurement
Planning
Milestone 2:
Project Plan
Sprint 3, 4
Procurement of
server and 25 PCs
System Design -
Responsive Web
Design, HCI
NoSQL Database
Networking of
front end and back
end
Source code
development
Unit testing
Milestone 3:
Source Code
Sprint 5
Information System
Testing
Reporting of the
defects using
defect logging tool
System Reviews
Change
Management &
Implementation
Milestone 4:
Change Report
Sprint 6
Beta Testing by
System Users
Organization of
training
Sign-offs on
deliverables
System
Documentation
Closure report
development
Milestone 5:
Closure Report

Project Management Plan
1.1.3 Analysis of Information
System Feasibility 7 days Mon 08-
10-18
Tue 16-10-
18 4
1.1.4 Briefing of the System 4 days Wed 17-
10-18
Mon 22-
10-18 5
1.1.5 Submission of the brief to the
Sponsor 1 day Tue 23-10-
18
Tue 23-10-
18 6
1.1.6 Milestone 1: System Brief 0 days Tue 23-10-
18
Tue 23-10-
18 7
1.2 Sprint 2 39 days Tue 23-10-
18
Fri 14-12-
18
1.2.1 Data Gathering &
requirements elicitation 9 days Tue 23-10-
18
Fri 02-11-
18 6
1.2.2 Definition and assessment of
system scope 4 days Mon 05-
11-18
Thu 08-11-
18 10
1.2.3 Project Costing & Scheduling 4 days Thu 08-
11-18
Mon 19-
11-18 11
1.2.4 Resourcing and Risk
Assessment 4 days Tue 11-12-
18
Fri 14-12-
18 12
1.2.5 Planning on quality and
communications 4 days Fri 09-11-
18
Wed 14-
11-18 11
1.2.6 Procurement Planning 4 days Tue 20-11-
18
Fri 23-11-
18 12
1.2.7 Milestone 2: Project Plan 0 days Fri 23-11-
18
Fri 23-11-
18 15
1.3 Sprint 3, 4 110 days Fri 09-11-
18
Thu 11-04-
19
1.3.1 Procurement of server and 25
PCs 11 days Mon 26-
11-18
Mon 10-
12-18 16
1.3.2 System Design - Responsive
Web Design, HCI 14 days Fri 09-11-
18
Wed 28-
11-18 11
1.3.3 NoSQL Database 8 days Thu 29-
11-18
Mon 10-
12-18 19
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Project Management Plan
1.3.4 Networking of front end and
back end 8 days Mon 18-
02-19
Wed 27-
02-19 20
1.3.5 Source code development 26 days Thu 28-
02-19
Thu 04-04-
19 21
1.3.6 Unit testing 5 days Fri 05-04-
19
Thu 11-04-
19 22
1.3.7 Milestone 3: Source Code 0 days Thu 11-
04-19
Thu 11-04-
19 23
1.4 Sprint 5 34 days Fri 12-04-
19
Wed 29-
05-19
1.4.1 Information System Testing 9 days Fri 12-04-
19
Wed 24-
04-19 24
1.4.2 Reporting of the defects using
defect logging tool 6 days Thu 25-
04-19
Thu 02-05-
19 26
1.4.3 System Reviews 5 days Thu 16-
05-19
Wed 22-
05-19 27
1.4.4 Change Management &
Implementation 5 days Thu 23-
05-19
Wed 29-
05-19 28
1.4.5 Milestone 4: Change Report 0 days Wed 29-
05-19
Wed 29-
05-19 29
1.5 Sprint 6 25 days Thu 30-
05-19
Wed 03-
07-19
1.5.1 Beta Testing by System Users 6 days Thu 30-
05-19
Thu 06-06-
19 29
1.5.2 Organization of training 10 days Fri 07-06-
19
Thu 20-06-
19 32
1.5.3 Sign-offs on deliverables 5 days Fri 07-06-
19
Thu 13-06-
19 32
1.5.4 System Documentation 8 days Fri 14-06-
19
Tue 25-06-
19 34
1.5.5 Closure report development 6 days Wed 26-
06-19
Wed 03-
07-19 35
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Project Management Plan
1.5.6 Milestone 5: Closure Report 0 days Wed 03-
07-19
Wed 03-
07-19 36
Gantt chart
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Project Management Plan
Project Costing: Cost Management Plan
WBS Task Name Cost
1 Development of Information System $102,256.00
1.1 Sprint 1 $17,760.00
1.1.1 Information System - Business Case Analysis $2,240.00
1.1.2 First Project Meeting with the Sponsor $608.00
1.1.3 Analysis of Information System Feasibility $11,872.00
1.1.4 Briefing of the System $2,432.00
1.1.5 Submission of the brief to the Sponsor $608.00
1.1.6 Milestone 1: System Brief $0.00
1.2 Sprint 2 $16,880.00
1.2.1 Data Gathering & requirements elicitation $5,040.00
1.2.2 Definition and assessment of system scope $2,432.00
1.2.3 Project Costing & Scheduling $2,112.00
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Project Management Plan
1.2.4 Resourcing and Risk Assessment $2,432.00
1.2.5 Planning on quality and communications $2,432.00
1.2.6 Procurement Planning $2,432.00
1.2.7 Milestone 2: Project Plan $0.00
1.3 Sprint 3, 4 $39,600.00
1.3.1 Procurement of server and 25 PCs $12,496.00
1.3.2 System Design - Responsive Web Design, HCI $6,048.00
1.3.3 NoSQL Database $3,584.00
1.3.4 Networking of front end and back end $3,584.00
1.3.5 Source code development $11,648.00
1.3.6 Unit testing $2,240.00
1.3.7 Milestone 3: Source Code $0.00
1.4 Sprint 5 $11,280.00
1.4.1 Information System Testing $3,744.00
1.4.2 Reporting of the defects using defect logging tool $2,496.00
1.4.3 System Reviews $3,040.00
1.4.4 Change Management & Implementation $2,000.00
1.4.5 Milestone 4: Change Report $0.00
1.5 Sprint 6 $16,736.00
1.5.1 Beta Testing by System Users $2,496.00
1.5.2 Organization of training $5,600.00
1.5.3 Sign-offs on deliverables $3,040.00
1.5.4 System Documentation $3,200.00
1.5.5 Closure report development $2,400.00
1.5.6 Milestone 5: Closure Report $0.00
Project Resourcing
The resources involved with the project along with the usage of the resource in the project
have been depicted in the tables below.
Resource Name Std. Rate
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Project Management Plan
Project Manager $76.00/hr
Finance Expert $66.00/hr
Business Analyst $70.00/hr
Technical Writer $50.00/hr
System Developer $56.00/hr
System Tester $52.00/hr
System Designer $54.00/hr
Implementation Resource $50.00/hr
Trainer $70.00/hr
Resource Name Work
Project Manager 400 hrs
First Project Meeting with the Sponsor 8 hrs
Analysis of Information System Feasibility 56 hrs
Briefing of the System 32 hrs
Submission of the brief to the Sponsor 8 hrs
Definition and assessment of system scope 32 hrs
Project Costing & Scheduling 0 hrs
Resourcing and Risk Assessment 32 hrs
Planning on quality and communications 32 hrs
Procurement Planning 32 hrs
Procurement of server and 25 PCs 88 hrs
System Reviews 40 hrs
Sign-offs on deliverables 40 hrs
Finance Expert 176 hrs
Analysis of Information System Feasibility 56 hrs
Project Costing & Scheduling 32 hrs
Procurement of server and 25 PCs 88 hrs
Business Analyst 160 hrs
Information System - Business Case Analysis 32 hrs
Analysis of Information System Feasibility 56 hrs
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Project Management Plan
Data Gathering & requirements elicitation 72 hrs
Technical Writer 112 hrs
System Documentation 64 hrs
Closure report development 48 hrs
System Developer 376 hrs
NoSQL Database 64 hrs
Networking of front end and back end 64 hrs
Source code development 208 hrs
Unit testing 40 hrs
System Tester 168 hrs
Information System Testing 72 hrs
Reporting of the defects using defect logging tool 48 hrs
Beta Testing by System Users 48 hrs
System Designer 112 hrs
System Design - Responsive Web Design, HCI 112 hrs
Implementation Resource 40 hrs
Change Management & Implementation 40 hrs
Trainer 80 hrs
Organization of training 80 hrs
Communication Management Plan
Communication & Meeting Guidelines
 Facilitation by the Project Steering Committee
 Availability checks on the calendars in advance
 Acknowledge/rejection in response to every meeting invite along with a relevant
reason in the case of rejection
 Active participation by all the attendees
 Use of polite tone in all the professional communications
Mediums
 Emails: The internal and external members of the project will make use of emails to
share information and communicate with each other during the project timeline.
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Project Management Plan
 Instant Messages: The internal and external members of the project will make use of
instant messages over the private networks to share information and communicate
with each other during the project timeline.
 SharePoint location: The reports, documents, and files will be uploaded on the
SharePoint location of the project.
 Social Media: The end-users will be communicated using the social media channels as
well (Koskinen, 2004).
 Face to Face: The internal members will interact with each other during daily stand-
up and other meetings.
Ethical & Professional Codes
Ethical compliance will be required in the project and the ethical codes will be communicated
to all the members. These shall include honesty, professional development, competency,
professionalism, and primacy of public interest.
Stakeholder Management Plan
There will be several stakeholders associated with the project. Project Sponsor will be the
organization for which the information system is being developed and will be the primary
stakeholder of the project. Project Subcontractors will be the project team that will be
carrying out the task of design, development, and deployment of the system. Server, twenty
five PCs, and other tools will be supplied by the stakeholders as suppliers and third-party
vendors. The end system users will provide their feedback on the system (Missonier &
Loufrani-Fedida, 2014).
Stakeholder Analysis
Stakeholder
Name
Type Level of Interest Level of
Influence
Level of
Contribution
Project Sponsor Internal High High High
Project
Subcontractors
External Medium High High
Supplier Groups External Low Low Medium
End-Users External Medium High Low
Project Steering
Committee
Internal Medium High Medium
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Project Management Plan
Stakeholder Engagement
Stakeholder
Name
Role Contact
Details
Information to be
Shared
Medium
Project
Sponsor
 Project
Requirement
s
 Project
Funds
Contact
information
of the
stakeholder
 Project
Status
Reports
 Project
Deliverables
 Minutes of
Meetings
 Final
Release
SharePoint,
Emails
Project
Subcontractors
 Project
Activities –
Design,
Developmen
t, Testing,
Deployment
Contact
information
of the
stakeholder
 Project
Requiremen
ts
 Project
Funds
 Project
Feedback
SharePoint,
Emails
Supplier
Groups
 Supply of
server, PCs,
and tools
Contact
information
of the
stakeholder
 Funds for
tools
 List of
requirement
s
SharePoint,
Emails
End-Users  Beta testing
on the
system
 Feedback
and
comments
Contact
information
of the
stakeholder
 Working
products
 Final
Release
SharePoint,
Emails
Project
Steering
Committee
 Project
approvals
 Conflict
Resolution
Contact
information
of the
stakeholder
 Project
Status
Reports
 Project
SharePoint,
Emails
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Project Management Plan
Deliverables
 Minutes of
Meetings
 Final
Release
Procurement Plan
Procurement Requirements
Requirements Quantity Reason Requirement in
the project
Discharge from
the project
Server 1 The information
system will be
deployed on the
server
System
implementation
and deployment
processes
Not Applicable
PCs 25 The information
system will be
accessed on the
PCs.
System
implementation
and deployment
processes
Not Applicable
NoSQL
Database
1 The NoSQL
database that
will be used and
implemented in
the system will
be MongoDB.
Before the
source code
development
Not Applicable
Development
Tools: Microsoft
Visual Studio
1 Execution of the
development
activities
Execution phase
of the project
After the
deployment of
the information
system
Testing Tools:
Bugzilla,
TestLink
1 Execution of the
testing activities
Execution and
implementation
phase of the
project
After the
deployment of
the information
system
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Project Management Plan
Design Tools:
Microsoft Visio,
Sketch
1 Execution of the
design activities
Execution and
implementation
phase of the
project
After the
deployment of
the information
system
Project
Management
Tools: Microsoft
Project
1 Execution of the
project planning
and tracking
activities
Planning phase
of the project till
the closure
After the
deployment of
the information
system
Solicitation Planning
Requirements Quantity Potential
Vendor
Method of
Searching the
Vendors
Method of
Solicitation
Type of
Contractual
Agreement
Server 1 Local
hardware
supplier
Conduction of
market study
and analysis
Use of RFP
(Request for
Proposal) and
Request for
Quotation
Legal
Purchase
Order
signed by
both
parties
PCs 25 Local
computer
system
supplier
Conduction of
market study
and analysis
Use of RFP
(Request for
Proposal) and
Request for
Quotation
Legal
Purchase
Order
signed by
both
parties
NoSQL
Database
1 Online mode
of purchase
Conduction of
market study
and analysis
Use of RFP
(Request for
Proposal) and
Request for
Quotation
Legal
Purchase
Order
signed by
both
parties
Development
Tools:
1 Microsoft
store/dealer
Conduction of
market study
Use of RFP
(Request for
Legal
Purchase
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Project Management Plan
Microsoft
Visual Studio
and analysis Proposal) and
Request for
Quotation
Order
signed by
both
parties
Testing Tools:
Bugzilla,
TestLink
1 Local
software
supplier
Conduction of
market study
and analysis
Use of RFP
(Request for
Proposal) and
Request for
Quotation
Legal
Purchase
Order
signed by
both
parties
Design Tools:
Microsoft
Visio, Sketch
1 Microsoft
store/dealer
Conduction of
market study
and analysis
Use of RFP
(Request for
Proposal) and
Request for
Quotation
Legal
Purchase
Order
signed by
both
parties
Project
Management
Tools:
Microsoft
Project
1 Microsoft
store/dealer
Conduction of
market study
and analysis
Use of RFP
(Request for
Proposal) and
Request for
Quotation
Legal
Purchase
Order
signed by
both
parties
Risk Management Plan
There will be risks that the information system will be exposed to. The risks will be managed
through several phases as risk identification, risk assessment, risk treatment, risk monitoring,
and closure (Teller, 2013).
The risk register for the information system is included below. The scores for impact and
probability are assigned as per the scale of 1 to 5 in which 1 is the lowest and 5 is the highest
value.
I
D
Name Description Probabi
lity
Impa
ct
Score Treatment Strategy
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Project Management Plan
1 Technical
Faults
Server, development tools, design
tools, PCs, or other technical tools
may turn faulty
3 3 9 The risk to the information
system shall be transferred
to the third-party.
2 Security
Attacks
The data associated with the
information system may be attacked
by the malicious entities to disturb
the confidentiality and privacy of
data.
5 5 25 The risk to the information
system shall be avoided
and mitigated.
3 Communicatio
n Gaps
The stakeholders may not be
available for communication.
3 4 12 The risk to the information
system shall be avoided
and mitigated.
4 Schedule/
Budget
Overrun
There may be schedule variance and
cost variance that may come up.
2 5 10 The risk to the information
system shall be avoided.
5 Quality Risks The quality norms and principles
may not be adhered to.
2 5 10 The risk to the information
system shall be avoided.
6 Resource risks The resources may not show
expected level of productivity or
efficiency.
2 5 10 The risk to the information
system shall be avoided.
7 Operational
mistakes
The resource may make operational
errors during design, development,
testing, or deployment.
4 4 16 The risk to the information
system shall be avoided.
8 Legal risks The legal norms and principles may
not be adhered to.
2 5 10 The risk to the information
system shall be avoided.
9 Ethical risks The ethical norms and principles
may not be adhered to.
1 5 5 The risk to the information
system shall be avoided.
1
0
Requirements
Inflation
The requirements of the project may
frequently change.
2 5 10 The risk to the information
system shall be avoided
and mitigated.
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Project Management Plan
References
Atkinson, R., Crawford, L., & Ward, S. (2006). Fundamental uncertainties in projects and the
scope of project management. International Journal Of Project Management, 24(8),
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Dalcher, D. (2015). Going Beyond The Waterfall: Managing Scope Effectively Across the
Project Life Cycle. Project Management Journal, 46(1), e2-e2. doi:
10.1002/pmj.21475
Juricek, J. (2014). Agile Project Management Principles. Lecture Notes On Software
Engineering, 172-175. doi: 10.7763/lnse.2014.v2.117
Koskinen, K. (2004). Knowledge Management to Improve Project Communication and
Implementation. Project Management Journal, 35(2), 13-19. doi:
10.1177/875697280403500203
Missonier, S., & Loufrani-Fedida, S. (2014). Stakeholder analysis and engagement in
projects: From stakeholder relational perspective to stakeholder relational ontology.
International Journal Of Project Management, 32(7), 1108-1122. doi:
10.1016/j.ijproman.2014.02.010
Teller, J. (2013). Portfolio Risk Management and Its Contribution to Project Portfolio
Success: An Investigation of Organization, Process, and Culture. Project Management
Journal, 44(2), 36-51. doi: 10.1002/pmj.21327
Wearne, S. (2014). Evidence-Based Scope for Reducing “Fire-Fighting†in Project
Management. Project Management Journal, 45(1), 67-75. doi: 10.1002/pmj.21395
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