Aussie Vacancies: Project Report

Read the project report on Aussie Vacancies, a travel agency that provides self-catering accommodations in Australia. Learn about the phases of the project lifecycle, stakeholder register, and project charter.

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Aussie Vacancies
Project Report
3/29/2019

Aussie Vacancies
Table of Contents
Introduction...........................................................................................................................................2
Phases of Project Lifecycle....................................................................................................................2
Directing Phase..................................................................................................................................2
Start-up Phase....................................................................................................................................2
Initiation Phase..................................................................................................................................2
Managing Stage Boundaries..............................................................................................................3
Controlling & Execution....................................................................................................................3
Managing Product Delivery...............................................................................................................3
Closure Phase....................................................................................................................................3
Business Case........................................................................................................................................3
Problem Statement.............................................................................................................................3
Proposed System...............................................................................................................................4
Benefits.............................................................................................................................................4
SWOT Diagram.....................................................................................................................................4
Stakeholder Register..............................................................................................................................5
Project Charter.......................................................................................................................................6
Project Background...........................................................................................................................6
Project Goals & Objectives...............................................................................................................6
Project Scope.....................................................................................................................................7
Project Methodology.........................................................................................................................7
Project Resources..............................................................................................................................7
Project Stakeholders..........................................................................................................................8
High-Level Summary and Budget.....................................................................................................8
References.............................................................................................................................................9
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Aussie Vacancies
Introduction
Aussie Vacancies is a travel agency that was found in the year 2010 by two friends David
Martin and John West. The company is still owned by these two and provides high-quality
self-catering accommodations in summer and winter months of Australia. There are eight five
employees associated with the company that are deployed in the Sydney and Melbourne
offices of the company. The company currently earns a turnover of $6.75 Million per annum.
The company does not have a web presence which has become a primary concern for the
organization.
The report covers the phases of the project lifecycle along with the SWOT diagram,
stakeholder register, and project charter.
Phases of Project Lifecycle
The project will include the development of an Internet-based booking system for the
organization which will be interfaced with the existing booking system (Dalcher, 2015). The
project will be managed using Projects in Controlled Environment (PRINCE2) as the project
management methodology. The following phases will be involved in the project lifecycle.
Directing Phase
It will begin with the initiation of the project and it will continue till the project closure. The
directing phase will include the overall management of the project. The responsibility and
accountability of this phase will be on the Project Board. It will include David Martin (one of
the co-founders of Aussie Vacancies), Jack Hunt (Customer Service Manager), and Barbara
Currie (E-Con’s Account Manager). The project board will provide the team with the
guidelines on the project activities. The approvals on the changes and the sign-offs will also
be provided by the board (Pai, 2010).
Start-up Phase
It will be a brief phase in the project in which the business case for the project will be
designed and approved. The business case will provide the justification and reasoning for the
project selection and execution.
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Aussie Vacancies
Initiation Phase
The high-level estimations and details of the project will be identified in this case. The
Project Board will be encouraged to take the ownership and the feasibility study of the
internet-based booking system for Aussie Vacancies will be conducted in this phase. The
planning on the deliverables and estimations will be done. The baselines for the decision
making activities will also be determined in this phase followed by the initiation of the
practical execution of the project activities (Matos & Lopes, 2013).
Managing Stage Boundaries
The Project Board will ensure that the project is on-track and is being conducted as per the
defined estimates. The progress reports will be shared with the board to allow them to
determine the gaps, if any.
Controlling & Execution
The design, development, and testing activities for the internet-based booking system will be
executed and controlled in this phase. The Project Manager will carry out a cycle with the
phases as execute, review, report, and improve. The designing of the system will be done
using responsive web design methodology. The source code will be developed in the PHP
language.
Managing Product Delivery
Quality checks and validations will be carried out in this phase to make sure that the internet-
based system is free from any forms of defects or bugs. The tracking and management of the
deliverables will be done in this phase.
Closure Phase
It will be the final phase of the project in which the closure tasks and activities will be
performed. The project resources will provide the details of the lessons acquired by them
during the lifecycle of the project. The measurement of the project performance and the
reflection exercises will be carried out.
Business Case
Problem Statement
Aussie Vacancies has yearly revenue of $6.75 Million and has been successful in establishing
a huge customer base. However, The Company does not have a web-presence which may
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Aussie Vacancies
lead to inability to retain the customers. The competitors may also get an edge in the market
by introducing the automated and technically advanced platforms and portals for enhanced
customer experience.
Proposed System
The system proposed for Aussie Vacancies is an internet-based booking system that will be
interfaced with the existing system. The automation of the customer bookings will be
achieved and the customers will be able to get access to quick and accurate services
(Vanickova, 2017).
Benefits
There will be numerous benefits provided by the internet-based booking system as the
organization will be able to automate the booking operations. The management of the data
sets will also become automated which will allow the hassle-free handling for the employees.
The quality and speed of the operations will improve resulting in the enhancement of
customer experience levels.
SWOT Diagram
Strengths
 Good reputation in the market
 Enhanced brand recognition and
brand value
 Enhanced customer trust and
engagement levels
Weaknesses
 Absence of any internet-based system
installed in the organization
 No prior experience with the internet-
based platforms and frameworks
Opportunities
 Development of a technical advanced
internet-based booking system
 Automation of the services to retain
existing customers and attract new
customers (Gurel, 2017)
 Gain competitive edge by integrating
latest technologies and enhanced
functionalities
Threats
 Threat of competitors as one of the
Aussie services also has such an
internet-based facility installed
 Increased power of buyers
 Threat of new entrants in the market
 Power of suppliers by setting up their
own platforms and cutting down on
the brokers
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Aussie Vacancies
There are a number of strengths that Aussie Vacancies can make use of. The organization has
a great brand recognition and brand value in the market. It has also succeeded in developing
the customer engagement and trust. Thus, the marketing and advertising of the new internet-
based system will become easier. Also, the customers will get an assurance that the
organization is willing to improve its services and operations. There is no internet-based
system installed in the organization before this one. It may result in the occurrence of the
operational and technical issues. There are several opportunities that the organization may
work on. The development of an internet-based system shall be done to expand the market
shares and the use of latest technology shall be reflected by incorporating data analytics and
Internet of Things (IoT) as some of the technologies. There may also be certain threats that
may emerge as the threat of the new entrants due to low cost to enter the markets. The power
of buyers and suppliers will also be high along with the threat of the competitors. This is
because one of the competitors has already set up an internet-based facility.
Stakeholder Register
Stakeholder Role & responsibility Level of
Interest
Level of
Influence
Level of
Contribution
Project
Sponsors –
David Martin
& John West
The business case of the project
along with the background check
for the project will be done by the
stakeholders. The negotiations
with E-con, the firm carrying out
the development activities will be
done by the stakeholders along
with the funding of the project.
High High High
Project Board
– David
Martin, Jack
Hunt, and
Barbara Currie
The project board will provide the
team with the guidelines on the
project activities. The approvals on
the changes and the sign-offs will
also be provided by the board
(Bourne & Walker, 2010).
High High Medium
End-users
(customers)
The end-users will provide the
feedback on the working sets of
Medium High Medium
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Aussie Vacancies
the product and will also provide
information to develop the project
requirements
Project
Manager (E-
con) – Richard
Vaughan
The overall management of the
project and the two teams as MIS
team and the team handling the
internet software will be done by
the stakeholder
High High High
Leader, MIS
Team – Peter
Clay
The project scope and activities
under the MIS modules will be
handled and managed by the
stakeholder.
High High High
Leader,
Internet
Software –
Siobhan Reid
The project scope and activities
under the Internet software
modules will be handled and
managed by the stakeholder.
High High High
Project Team The team will carry out the
operational activities to conduct
the project.
Medium Low High
Supplier
Groups
The tools and equipment will be
provided by the stakeholder
Medium Low Medium
Project Charter
Project Background
Aussie Vacancies has yearly revenue of $6.75 Million and has been successful in establishing
a huge customer base. However, The Company does not have a web-presence which may
lead to inability to retain the customers. The competitors may also get an edge in the market
by introducing the automated and technically advanced platforms and portals for enhanced
customer experience. The system proposed for Aussie Vacancies is an internet-based booking
system that will be interfaced with the existing system. The automation of the customer
bookings will be achieved and the customers will be able to get access to quick and accurate
services.
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Aussie Vacancies
Project Goals & Objectives
 To develop an internet-based booking system for Aussie vacancies as per the
functional and non-functional specifications
 To secure business transactions worth $118,000 annually using the internet-based
bookings
 To adhere with the estimated schedule and budget
 To maintain compliance towards ethical, security, and legal standards
Project Scope
The scope of the project will include the planning, design, development, quality assurance,
and implementation, deployment, and closure activities for the internet-based booking system
for Aussie Vacancies (Xavier & Piurcosky, 2019).
Project Methodology
The project will be managed using Projects in Controlled Environment (PRINCE2) as the
project management methodology. There will be seven phases that will be involved in the
project. It will include the directing stage, start-up phase, initiation phase, managing stage
boundaries, controlling & execution, managing product delivery, and closure phase
(Lianying, Jing & Xinxing, 2012).
Project Resources
The design and development activities for the internet-based booking system and the
Management Information System (MIS) will be done by a third-party consultant called E-
con.
The resources that will be involved in the project will include the following:
 Project Board: It will include David Martin (one of the co-founders of Aussie
Vacancies), Jack Hunt (Customer Service Manager), and Barbara Currie (E-Con’s
Account Manager). The project board will provide the team with the guidelines on the
project activities. The approvals on the changes and the sign-offs will also be
provided by the board.
 Project Manager: Richard Vaughan from E-con will manage the project tasks and
activities and will handle the project teams as MIS team and Internet software team.
 Peter Clay (Aussie Vacancies): The resource will lead the MIS team for the project.
 Siobhan Reid (E-con): The resource will lead the team for Internet-software team.
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Aussie Vacancies
 Project Team: There will be four members in the project team. Helen Winter will be
the sales supervisor under Jack Hunt. Mark Southam will be a resort manager
associated with the project. Gail Hardie from Aussie Vacancies will manage the
accounts. The quality verification and validation will be done by E-Con’s Norman
Pierce.
Project Stakeholders
Stakeholder Role & responsibility
Project
Sponsors –
David Martin
& John West
The business case of the project along with the background check for the
project will be done by the stakeholders. The negotiations with E-con, the
firm carrying out the development activities will be done by the
stakeholders along with the funding of the project.
Project Board
– David
Martin, Jack
Hunt, and
Barbara Currie
The project board will provide the team with the guidelines on the project
activities. The approvals on the changes and the sign-offs will also be
provided by the board.
End-users
(customers)
The end-users will provide the feedback on the working sets of the product
and will also provide information to develop the project requirements
Project
Manager (E-
con) – Richard
Vaughan
The overall management of the project and the two teams as MIS team and
the team handling the internet software will be done by the stakeholder
Leader, MIS
Team – Peter
Clay
The project scope and activities under the MIS modules will be handled
and managed by the stakeholder.
Leader,
Internet
Software –
Siobhan Reid
The project scope and activities under the Internet software modules will be
handled and managed by the stakeholder.
Project Team The team will carry out the operational activities to conduct the project.
Supplier
Groups
The tools and equipment will be provided by the stakeholder
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Aussie Vacancies
High-Level Summary and Budget
It is estimated that the total cost of developing the system will be $350,000. The budget is
estimated by consulting the same with E-con. The total timeframe involved in the project
completion will be 6 months.
References
Bourne, L., & Walker, D. (2010). Project relationship management and the Stakeholder
Circle. International Journal Of Managing Projects In Business, 1(1), 125-130. doi:
10.1108/17538370810846450
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
Gurel, E. (2017). SWOT Analysis: A Theoretical Review. Journal Of International Social
Research, 10(51), 994-1006. doi: 10.17719/jisr.2017.1832
Lianying, Z., Jing, H., & Xinxing, Z. (2012). The Project Management Maturity Model and
Application Based on PRINCE2. Procedia Engineering, 29, 3691-3697. doi:
10.1016/j.proeng.2012.01.554
Matos, S., & Lopes, E. (2013). Prince2 or PMBOK – A Question of Choice. Procedia
Technology, 9, 787-794. doi: 10.1016/j.protcy.2013.12.087
Pai, S. (2010). Project management (PRINCE2) foundation qualification. BMJ, c2140. doi:
10.1136/bmj.c2140
Vanickova, R. (2017). Application of PRINCE2 Project Management Methodology. Studia
Commercialia Bratislavensia, 10(38), 227-238. doi: 10.1515/stcb-2017-0021
Xavier, B., & Piurcosky, F. (2019). PRINCE2. Interação - Revista De Ensino, Pesquisa E
Extensão, 19(1), 21-32. doi: 10.33836/interacao.v19i1.113
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