Project Management Plan for Learning Management System - Desklib

This Project Management Plan is for the development of a Learning Management System (LMS) for Trinity Institute. The plan includes stakeholder management, information requirements, project summary and scope, resources allocated, work breakdown structure, and more. The LMS will help streamline academic processes, reduce operational costs, and save time. The project has a budget of $100,000 and a time limit of 100 working days.

Project Management Plan
Learning Management System
Name:
Date:

Project Management Plan
LMS PROJECT MANAGEMENT PLAN
Table of Contents
A. REFERENCES AND DEFINITIONS...................................................................................................................2
B. STAKEHOLDER MANAGEMENT....................................................................................................................3
C. STAKEHOLDER INFORMATION REQUIREMENTS..........................................................................................4
Information Description, Collection and Reporting....................................................................................6
D. PROJECT PLAN SUMMARY & SCOPE............................................................................................................7
Project Summary.........................................................................................................................................7
Business Problem........................................................................................................................................7
Project Scope...............................................................................................................................................8
Out of Scope Considerations.......................................................................................................................9
Project Assumptions....................................................................................................................................9
Project Constraints....................................................................................................................................10
E. RESOURCES ALLOCATED.............................................................................................................................10
Resources to be used................................................................................................................................10
Project Budget Breakdown........................................................................................................................12
F. WORK BREAKDOWN STRUCTURE...............................................................................................................13
G. PROJECT MILESTONES & RISK OVERVIEW.................................................................................................15
Project Milestones.....................................................................................................................................15
Risk Analysis..............................................................................................................................................16
Risk Mitigation and Action........................................................................................................................17
Risk Evaluation Table for Reference..........................................................................................................18
H. CONFIGURATION AND CHANGE MANAGEMENT......................................................................................19
Internal Process Change Control Processes..............................................................................................19
Scope Change Control Process..................................................................................................................20
Document Version Control........................................................................................................................21
I. QUALITY MANAGEMENT.............................................................................................................................21
Product Testing Overview, Test tolerances & General Test Team Responsibilities.................................21
Product Testing Schedule..........................................................................................................................22
Testing Task Details...................................................................................................................................22
Specific Testing Resource Requirements..................................................................................................23
Independent Verification and Validation Overview..................................................................................23
Detailing and Recording of Quality Issues.................................................................................................24
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Please refer to internal Project Management documentation
A. References and Definitions
Enter references to any external documentation here as well as any specific definitions used throughout
this project.
ISO 9001:2008 Quality Management Systems Standards
IT Training and Assistance Consultancy HR Documents
IT Infrastructure Security Guidelines
Project Management Guidelines
User Acceptance Testing Guidelines
Trinity Institute IT Use Guidelines
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B. Stakeholder Management
List out all the stakeholders/persons/organizations who have an interest or involvement in your project.
Stakeholder Name Position/Title Influence
Level
(High, Medium
or Low)
Support Level Key Interest or issues with project
PLEASE FILL Vice Chancellor High High The impact of the project on the academic setup and
institutional development
PLEASE FILL Project Manager High High Execution of the project according to the plan
PLEASE FILL Procurement Medium Medium Procure resources required for the project
PLEASE FILL Finance High High Manage project budget and budget allocation
PLEASE FILL Training Low Medium Training of the staffs regarding the utilization and
management of the LMS
PLEASE FILL IT Supervisor Medium High Supervision and reporting of the implementation of LMS
in the institute
PLEASE FILL Technical Expert Low Low Implement the LMS in the Institution Server
PLEASE FILL Tester Low Low Testing of the LMS before launch
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C. Stakeholder Information Requirements
List each stakeholder and their project information needs. Identify the specific Time Frame that the stakeholder needs to view this information (e.g., from the
beginning of the project thru testing or after implementation).
Stakeholder
Name
Stakeholder Position What information do they need? When Required
PLEASE FILL Vice Chancellor Project progress update and other relevant details Monthly
PLEASE FILL Project Manager Project progress, change requirements, any issues faced and
other relevant details
Daily Communication + Weekly Reporting
PLEASE FILL Procurement Resources required for the project Before procurement order is dispatched
PLEASE FILL Finance Daily expenses in the project, budget allocation requirement Whenever required
PLEASE FILL Training Training requirements after the project is complete Before staff training program starts
PLEASE FILL IT Supervisor All IT related requirements and specifications Daily Reporting
PLEASE FILL Technical Expert Implementation requirements Before the project is started
PLEASE FILL Tester LMS specifications Before the testing phase
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Information Description, Collection and Reporting
Report Name Description of Information contained in
Report
Source of Information When is Information
Collected
Daily progress report Progress in the project on each day Project team members At the end of each day
Weekly report Progress in the project at the end of each week Daily progress reports At the end of each week
Monthly project review Milestones achieved in the project till now Project manager, IT Supervisor and
Project Team Members
At the end of every month
Email Bulletins Milestone reaching update Project Team Members At each milestone reached
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D. Project Plan Summary & Scope
Project Summary
This project is about the development of Learning Management System (LMS) for Trinity
Institute. LMS is a type of web based application that the institution can use for student
management, examination evaluations, staff communications, informative contents and
educational resources all in one place. This project will involve the implementation of
the LMS into the institute server such that all the staffs and the students will be able to
create their own portals and operate through them including publishing exam papers,
submission of the assignments, check for upcoming modules and others.
Business Problem
Describe what business problem you will resolve with the successful implementation of this project.
Cost savings etc.
Every year, the institution encounters huge amounts of costs for various operational
activities like printing of paper documents like exam papers, module listing, examination
results and many others. Furthermore, there are also costs for various operations and
extra man power is also lost during the entire academic module. The implementation of
the LMS will solve most of these problems as all the operations will be done through the
common LMS portal and costs like paper, printing, operational expenses and others.
Furthermore, the operational time will be reduced and the man power requirements
will also be curtailed significantly.
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Project Scope
Provide the Project Scope including what is to be delivered, amount of funding, time and quality
requirements.
The main scope of the project includes the selection and development of an appropriate
Learning Management System (LMS) through which all the academic processes of the institute
can be streamlined.
The scope also involves completion of the project within a budget limit of $100,000 and a time
limit of 100 working days.
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Out of Scope Considerations
Some of the out of scope considerations are listed as follows.
 Design of the learning module is out of scope of this project
 Admission of students in the institute is out of scope of this project
 Training of the students to effectively use the LMS is out of scope of this project
Project Assumptions
Assumptions are statements taken for granted or accepted as true without proof. Assumptions are made
in the absence of fact. List and describe the assumptions made in the decision to charter this project.
Some assumptions made in this project are as follows.
 The proposed budget is sufficient for the project
 The LMS will effectively solve the problems highlighted by the institution
 The LMS will help to develop an effective and efficient process for streamlining of the
learning courses
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Project Constraints
Identify known project constraints, such as products to be reused, components to be acquired, interfaces
to other projects or products, or technologies to be employed. Describe the priorities among the project’s
features, quality objectives, schedule, staff, and budget. The following list identifies the parameters
around the project’s key drivers (top priority objectives), constraints to work within, and dimensions that
can be balanced against each other to achieve the drivers within the known constraints.
The main project constraints identified are as follows.
 Lack of technical expertise of the existing staffs regarding the effective use of the LMS
 Lack of LMS knowledge among the students of the institution, especially those who
have less technical and international background
 The schedule of the project is a constraint as it is to be run side by side with the
ongoing learning module
E. Resources Allocated
Insert the information on the resources, including funding (daily rates) and fixed costs allocated to the
project taking into account the amount of budget you have to start with (as per your project scope).
Resources to be used
Resource Name Type Max. Units Std. Rate
Project Manager Work 100% $160.00/hr
Procurement Work 100% $85.00/hr
Finance Work 100% $135.00/hr
Training Work 100% $65.00/hr
IT Supervisor Work 100% $125.00/hr
Technical Expert Work 100% $75.00/hr
Tester Work 100% $70.00/hr
Hardware and Software
Requirements Material $15,000.00
Other Costs Material $2,500.00
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Project Budget Breakdown
Summarize the budget for the project, how and when the money is expected to be drawn down
throughout the project the resources described previously.
WBS Task Name Cost
0 Implementation of LMS for Trinity Institute $91,380.00
1 Phase 1: Project Discussion and Planning $11,840.00
1.1 Discuss the Current Issues $2,280.00
1.2 Discuss the Requirement for LMS $4,560.00
1.3 Develop Project Proposal $4,000.00
1.4 Submit the Proposal $1,000.00
1.5 Receive Approval to Go Ahead $0.00
2 Phase 2: Project Initiation $14,880.00
2.1 Develop Project Team $1,280.00
2.2 Hire Technical Expert and Tester $4,560.00
2.3 Discuss Project Requirements with the Team $4,560.00
2.4 List Down the Features Needed $1,600.00
2.5 Prepare List of Resources Needed $1,600.00
2.6 Send Request for Funding $1,280.00
2.7 Receive Approval and Funding from VC $0.00
3 Phase 3: System Design and Development $36,860.00
3.1 Procure Resources for Project $18,860.00
3.2 Design System Architecture $3,000.00
3.3 Develop System Prototype $3,000.00
3.4 Integrate LMS with the System Prototype $3,000.00
3.5 Develop the Final Version of the System $9,000.00
3.6 Completion of Development $0.00
4 Phase 4: Testing $14,000.00
4.1 User Acceptance Testing $2,800.00
4.2 Performance Testing $2,800.00
4.3 Black Box Testing $2,800.00
4.4 White Box Testing $2,800.00
4.5 System Performance Testing $2,800.00
4.6 Go Live $0.00
5 Phase 5: Sign Off $13,800.00
5.1 Design Training Program for Staffs $1,040.00
5.2 Staff Training $5,200.00
5.3 Submit Project Report $3,000.00
5.4 Project Review and Appraisal $4,560.00
5.5 Sign Off and Closing $0.00
Total Budget = $100,000 ($91,380 + rest as buffer budget)
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F. Work Breakdown Structure
Project Title:
Implementation of LMS for Trinity
Project Working Title:
PLEASE FILL
Project Manager:
PLEASE FILL
Project Agency:
PLEASE FILL
Prepared by:
PLEASE FILL
Date / Control Number:
PLEASE FILL PLEASE FILL
WBS Task Name Duration Start Finish Predecessors Resource Names
0 Implementation of LMS for Trinity Institute 92 days Mon 1/28/19 Tue 6/4/19
1 Phase 1: Project Discussion and Planning 8 days Mon 1/28/19 Wed 2/6/19
1.1 Discuss the Current Issues 1 day Mon 1/28/19 Mon 1/28/19 IT Supervisor, Project Manager
1.2 Discuss the Requirement for LMS 2 days Tue 1/29/19 Wed 1/30/19 2 IT Supervisor, Project Manager
1.3 Develop Project Proposal 4 days Thu 1/31/19 Tue 2/5/19 3 IT Supervisor
1.4 Submit the Proposal 1 day Wed 2/6/19 Wed 2/6/19 4 IT Supervisor
1.5 Receive Approval to Go Ahead 0 days Wed 2/6/19 Wed 2/6/19 5
2 Phase 2: Project Initiation 8 days Thu 2/7/19 Mon 2/18/19
2.1 Develop Project Team 1 day Thu 2/7/19 Thu 2/7/19 6 Project Manager
2.2 Hire Technical Expert and Tester 2 days Fri 2/8/19 Mon 2/11/19 8 IT Supervisor, Project Manager
2.3 Discuss Project Requirements with the
Team 2 days Tue 2/12/19 Wed 2/13/19 9 IT Supervisor, Project Manager
2.4 List Down the Features Needed 1 day Thu 2/14/19 Thu 2/14/19 10 IT Supervisor, Technical Expert
2.5 Prepare List of Resources Needed 1 day Fri 2/15/19 Fri 2/15/19 11 IT Supervisor, Technical Expert
2.6 Send Request for Funding 1 day Mon 2/18/19 Mon 2/18/19 12 Project Manager
2.7 Receive Approval and Funding from VC 0 days Mon 2/18/19 Mon 2/18/19 13
3 Phase 3: System Design and Development 32 days Tue 2/19/19 Wed 4/3/19
3.1 Procure Resources for Project 2 days Tue 2/19/19 Wed 2/20/19 14
Hardware and Software
Requirements[1], Other Costs[1],
Procurement
3.2 Design System Architecture 5 days Thu 2/21/19 Wed 2/27/19 16 Technical Expert
3.3 Develop System Prototype 5 days Thu 2/28/19 Wed 3/6/19 17 Technical Expert
3.4 Integrate LMS with the System Prototype 5 days Thu 3/7/19 Wed 3/13/19 18 Technical Expert
3.5 Develop the Final Version of the System 15 days Thu 3/14/19 Wed 4/3/19 19 Technical Expert
3.6 Completion of Development 0 days Wed 4/3/19 Wed 4/3/19 20
4 Phase 4: Testing 25 days Thu 4/4/19 Wed 5/8/19
4.1 User Acceptance Testing 5 days Thu 4/4/19 Wed 4/10/19 21 Tester
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4.2 Performance Testing 5 days Thu 4/11/19 Wed 4/17/19 23 Tester
4.3 Black Box Testing 5 days Thu 4/18/19 Wed 4/24/19 24 Tester
4.4 White Box Testing 5 days Thu 4/25/19 Wed 5/1/19 25 Tester
4.5 System Performance Testing 5 days Thu 5/2/19 Wed 5/8/19 26 Tester
4.6 Go Live 0 days Wed 5/8/19 Wed 5/8/19 27
5 Phase 5: Sign Off 19 days Thu 5/9/19 Tue 6/4/19
5.1 Design Training Program for Staffs 2 days Thu 5/9/19 Fri 5/10/19 28 Training
5.2 Staff Training 10 days Mon 5/13/19 Fri 5/24/19 30 Training
5.3 Submit Project Report 5 days Mon 5/27/19 Fri 5/31/19 31 Technical Expert
5.4 Project Review and Appraisal 2 days Mon 6/3/19 Tue 6/4/19 32 IT Supervisor, Project Manager
5.5 Sign Off and Closing 0 days Tue 6/4/19 Tue 6/4/19 33
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G. Project Milestones & Risk overview
Project Milestones
Summarize the Project Schedule by listing the Milestones or Events on the critical path of the Project Schedule. The
critical path is: a series of activities, which determine the earliest completion time of the project. For each event,
provide the Projected Date of completion and a brief description of the Significance of the Milestone or Event listed.
WBS Task Name Significance
1.5 Receive Approval to Go Ahead Initial approval to proceed into the
project preparation
2.7 Receive Approval and Funding from VC Receive funds necessary for the project
3.6 Completion of Development Development of the LMS is complete
4.6 Go Live System is launched
5.5 Sign Off and Closing Project is closed after successful
completion
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Risk Analysis
Using the Risk Matrix Table provided later in this section, list each risk identified, the probability of occurrence, the expected impact level, a
description of the impact, and when the risk event is likely to occur.
Risk ID D. Risk Name
Probability of
Occurrence
(Note 1)
Impact Level
(Note 2)
Risk Rating
(Note 3) E. Impact Description
Time Frame
(Note 4)
1 Online attacks 4 5 20 Any unauthorized external attackers can enter
into the institution server and steal course related
as well as internal information and personal
details of the staffs and students for unethical use
During Going Live
with the LMS
2 Budget overrun 2 4 8 Uncontrolled project expenditure may result in
huge amount of losses for the institute and the
project may be stopped at some point.
Total Project
3 Scope Creep 3 2 6 The project will move out of scope and will have
to be terminated to avoid unnecessary work and
cost
During
Development
Phase
4 Poor Content and Presentation 2 5 10 Due to lack of quality content and necessary
features, the institute will not be able to use the
LMS as required
During Project
Review Phase
Note: 1. Probability of Occurrence is a score of one to five. One is the least probable and five the most likely.
2. Impact Level is a score of one to five. One is the least impact and five is the highest impact.
3. Multiply Probability by Impact to get Risk Level. (1 would be extremely low while 25 extremely high)
4. Provide a time frame when this risk is present, task ID or during ‘Total Project’.
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Risk Mitigation and Action
Rank Risk Rating highest to lowest
Risk
Rating Risk Name Responsible Person Mitigation Action(s)to reduce risk
20 Online attacks Technical Expert Deploy firewalls and anti-virus software to prevent entry of malicious files and
external unethical attackers
10 Poor Content and
Presentation
Technical Expert Ensure each and every requirement of the project
is clear and the feasibility of the project is analyzed
before proceeding with the project
8 Budget overrun Finance Manager Verify daily expenses and ensure no unnecessary expenses are made during the
course of the project
6 Scope Creep Project Manager Implement changes in the project to ensure the project is not affected by scope
creep
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Risk Evaluation Table for Reference
(amend for your project if necessary)
Consequence
People Injuries or ailments not
requiring medical
treatment.
Minor injury or First Aid
Treatment Case.
Serious injury causing
hospitalisation or multiple
medical treatment cases.
Life threatening injury or
multiple serious injuries
causing hospitalisation.
Death or multiple life
threatening injuries.
Reputation Internal Review
Scrutiny required by
project team or internal
audit to prevent
escalation.
Scrutiny required by Senior
Management or Board, etc.
Intense public, political
and media scrutiny. Eg:
front page headlines, TV,
etc.
External Authority inquiry
or adverse national
media.
Business Process
& Systems
Minor errors in systems or
processes requiring
corrective action, or minor
delay without impact on
overall schedule.
Policy procedural rule
occasionally not met or
services do not fully meet
needs.
One or more key
accountability
requirements not met.
Inconvenient but not client
welfare threatening.
Strategies not consistent
with Organisations
agenda. Trends show
service is degraded.
Critical system failure,
bad policy advice or
ongoing non-compliance.
Business severely
affected.
Financial 1% of Budget
or <$5K
2.5% of Budget
or <$50K
> 5% of Budget
or <$500K
> 10% of Budget
or <$5M
>25% of Budget
or >$5M
Insignificant Minor Moderate Major Catastrophic
Probability: Historical: 1 2 3 4 5
Likelihood
>1 in 10
Is expected to occur
in most
circumstances 5 Almost Certain M H H E E
1 in 10 - 100
Will probably occur
4 Likely M M H H E
1 in 100 – 1,000
Might occur at some
time in the future 3 Possible L M M H E
1 in 1,000 – 10,000
Could occur but
doubtful 2 Unlikely L M M H H
1 in 10,000 – 100,000
May occur but only in
exceptional
circumstances 1 Rare L L M M H
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E – Extreme risk – detailed action plan
required
H - High risk – needs senior management
attention
M – Medium risk – specify management
responsibility
L – Low risk – manage by routine
procedures
High or Extreme risks must be reported to
Project Manager and require detailed treatment
plans to
reduce the risk to Low or Medium.

Project Management Plan
H. Configuration and Change Management
Internal Process Change Control Processes
Summarize the process you use within your project to manage your internal change control processes such as
updates to templates or internal processes and procedures. You may use a diagram to show the process flow.
The internal process change control process is explained with the help of a diagram developed
below.
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START
Request Process
Change
Review Request
Investigatio
n Needed
PM investigates
the process
PM
recommends
change
Accepted
Implement
Process Change
Announcement
of Change
Review Change
END

Project Management Plan
Scope Change Control Process
Summarize the process you use within your project to implement Scope Change Requests. Use a diagram to show
the process flow if you want to. Remember to detail what happens not only if a Scope Change request is approved
but also what happens if it is not approved.
The scope change process is required if it is found that the determined scope is not realistically
achievable and also it will not provide the actual outputs that are expected. In this case, the
scope is to be changed or adjusted to suit the requirements of the project. The scope change
process is initiated by creating a request ticket that is submitted to the project manager along
with an analysis document from which, the project manager can determine the need for scope
change in the project. If he finds that the analysis results are correct and scope change is
necessary, he will forward the concern to the higher management. Once approval is received
from the higher management, the scope change for the project will be initiated by the project
manager.
Document Version Control
Explain in detail the general methodology you use for document version control and explain why this is important. A
simple example is given to get you started.
The document will be managed by the content writer of the project team and each version of the document will
be processed and approved by the project manager.
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I. Quality Management
Describe the Product Testing activities for the project including Testing Overview, Testing Schedule, Team
Responsibilities, and Resource Requirements.
Product Testing Overview, Test tolerances & General Test Team Responsibilities
Provide a general description of the plans for testing the product(s) developed by the project.
Also describe if specific checks have tolerance levels, for example if a test fails more than once
are there specific consequences
The testing process will commence once the LMS implementation is complete. The testing
procedure is necessary to ensure the system is running without any issues or errors. Some of
the major testing types include black box testing, white box testing, user acceptance testing,
interface testing and others.
The general team responsibilities include compliance with the WHS and IT related standards
and guidelines and ensure the institute has suitable license to implement and use the LMS.
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Product Testing Schedule
Define the specific schedule for testing activities and identify the person responsible (accountable) for the activity.
Integrate the Product Test Schedule against your Project Quality Flowchart and Gantt chart.
WBS Task Name Resource Names
4 Phase 4: Testing
4.1 User Acceptance Testing Tester
4.2 Performance Testing Tester
4.3 Black Box Testing Tester
4.4 White Box Testing Tester
4.5 System Performance Testing Tester
Testing Task Details
Scheduled Task ID Specific Testing Details
4.1 Testing to determine whether the system is acceptable to the users
4.2 Testing the performance of the LMS compared to the benchmark
4.3 Black box testing
4.4 White box testing
4.5 Testing of the entire system performance including the LMS
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Specific Testing Resource Requirements
Describe any specific resources required for testing such as equipment, specialist personnel, software, room hire
etc
Scheduled Task ID Resources Required
4.1 Software Testing Tool, Expertise in Testing
4.2 Software Testing Tool, Expertise in Testing
4.3 Software Testing Tool, Expertise in Testing
4.4 Software Testing Tool, Expertise in Testing
4.5 Software Testing Tool, Expertise in Testing
Independent Verification and Validation Overview
Describe the Independent Verification and Validation activities for the project including
Independent Verification and Validation Overview, Schedule, Team Responsibilities and
Resource Requirements.
Trinity Institute Authority headed by the VC will review the entire LMS once the development
and testing phases are complete.
The review phase will be done with the assist of the technical expert and IT Supervisor who
will guide the authority to realize the working and benefits of the system.
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Detailing and Recording of Quality Issues
Describe the process of detailing and recording quality issues found within the Project.
During the execution of the project and after completion, quality issues might be faced due to lack of sufficient
testing and error detection. As a result, the expected performance and outcomes cannot be gained from the
project.
In case the quality issues are experienced after the project is completed, the issues will have to be recorded in the
form of screenshots and written explanation of the issues encountered. These documents will have to be
forwarded to the IT Supervisor who will take suitable actions accordingly.
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