Automated Communication Management System

This document provides information about the project scope, objectives, deliverables, benefits, impacts, and project schedule for the automated communication management system at Max Lionel Realty (MLR). It also includes details about project management, time management, cost management, human resource management, communication management, and risk management.

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Max Lionel Realty (MLR)
Automated communication management system
2/13/19
[Type the author name]

Max Lionel Realty
Document Management
Distribution List
Name Position Signature Date
PM Project Manager Signature 13th February 2019
BA Business Analyst Signature 13th February 2019
DA Data Analyst Signature 13th February 2019
WHS WHS Regulatory Officer Signature 13th February 2019
LA Legal Advisor Signature 13th February 2019
CE Communication &
External Affairs Expert
Signature 13th February 2019
HR HR Analyst Signature 13th February 2019
AC Accountant Signature 13th February 2019
PR Programmer Signature 13th February 2019
TW Technical Writer Signature 13th February 2019
Version Control
Revision No Change Description Approval Date Updated By
1 Draft Date PM
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Max Lionel Realty
Table of Contents
Document Management...........................................................................................................................................1
Distribution List..................................................................................................................................................1
Version Control...................................................................................................................................................1
Project Registration & Information..........................................................................................................................3
Project Name.......................................................................................................................................................3
Project Scope.......................................................................................................................................................3
Benefits................................................................................................................................................................3
Impacts................................................................................................................................................................3
Creation Date.......................................................................................................................................................3
Sponsor/Client.....................................................................................................................................................4
Project Manager..................................................................................................................................................4
Project Information..................................................................................................................................................4
Scope Management.............................................................................................................................................4
Deliverables....................................................................................................................................................4
Handover........................................................................................................................................................4
Time Management...............................................................................................................................................5
Schedule..........................................................................................................................................................5
Milestones.......................................................................................................................................................7
Gantt chart......................................................................................................................................................8
Cost Management................................................................................................................................................9
Budget.............................................................................................................................................................9
Estimation Methodology..............................................................................................................................10
Contingency..................................................................................................................................................10
Source of Funds............................................................................................................................................10
Human Resource Management.........................................................................................................................11
Stakeholders..................................................................................................................................................11
Resource Capability......................................................................................................................................12
Communication Management...........................................................................................................................16
Organisational Structure...............................................................................................................................16
Escalation......................................................................................................................................................17
Risk Management..............................................................................................................................................17
Constraints....................................................................................................................................................17
Risks & Contingency Plan............................................................................................................................17
Authorisation..........................................................................................................................................................20
Recommendation...............................................................................................................................................20
Approval............................................................................................................................................................20
Sign Off.............................................................................................................................................................20
References..............................................................................................................................................................21
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Project Registration & Information
Project Name
Max Lionel Realty (MLR)
Project Scope
The scope of the project will include the initiation, planning, and analysis activities for the
automated communication management system to inform ethical codes, legal policies, and
regulations to the employees, clients, tenants, and stakeholders of the organization. The scope
will also include development and implementation of the system to promote high standards in
professional conduct. The control and monitoring activities along with the closure processes
will come under the scope (Bingham & Gibson, 2017).
The following objectives will be achieved by the project:
 To inform the clients, tenants, employees, and stakeholders about the ethical, legal,
regulatory, professional, and social standards.
 To promote high standards in professional conduct
 To achieve and enhance the employee & client buy-in
The project deliverables will include the project charter, project plan, communication
management system, defect report, feedback, risk report, change report, and closure report.
Benefits
The benefits that will be achieved with the project will be employee & client buy-in, higher
ethical compliance rate, higher legal compliance rate, and high standards in professional
conduct.
It will automatically lead to enhanced client and tenant experience resulting in higher
revenues and profits for the organization with higher internal rate of return.
Impacts
The project will positively impact the business activity, organizational capability, and
processes as the stakeholders and all the entities associated with the organization will be
aware of the codes and standards that they need to abide by.
There will be lesser loopholes and gaps in terms of the compliance level and the brand image
will also improve with higher ethical and legal compliance.
Creation Date
The project was proposed on 13th February 2019.
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Sponsor/Client
Max Lionel Realty is the sponsor for the project.
Project Manager
Project Manager Name & Contact Details
Project Information
Scope Management
Deliverables
The project deliverables will include the following.
 Project Charter: The deliverable will include the start-up details and information
about the project along with the project highlights.
 Project Plan: The deliverable will cover a detailed plan for the execution and
implementation of the project in order to achieve the project objectives
(Srivannaboon, 2009).
 Communication management system: In order to make sure that the information about
the various standards and regulations are communicated to all the stakeholders and
employees, it will be required to implement communication management system.
 Defect report: There may be several defects and bugs that may appear during the
project and a summary of all such issues will be included in the report.
 Feedback Report: The deliverable will include the feedback on the system and the
project from all the stakeholders.
 Risk report: The details of the risks and challenges that may have occurred during the
project will be included in the project.
 Change report: The details of the changes and alterations will be included in the
report.
 Closure report: This will be the final deliverable in the project that will include the
details of the tasks carried out.
Handover
The activity will be carried out in the project closure phase to ensure that the acceptance on
all the deliverables is provided by the client.
Time Management
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Schedule
WBS Task Name Duration Start Finish Predecessors
1 Communication Management
System 232 days Wed 13-
02-19
Thu 02-01-
20
1.1 Project Initiation 17 days Wed 13-
02-19
Thu 07-03-
19
1.1.1 Start-up Meeting for the Project 1 day Wed 13-
02-19
Wed 13-02-
19
1.1.2
Review and analysis of the
legal, ethical, and professional
codes
6 days Thu 14-02-
19
Thu 21-02-
19 3
1.1.3 Analysis of the tenant details
and information 5 days Fri 22-02-
19
Thu 28-02-
19 4,3
1.1.4 Review of the business case 3 days Fri 01-03-
19
Tue 05-03-
19 5
1.1.5 Chartering processes 2 days Wed 06-
03-19
Thu 07-03-
19 6
1.1.6 Milestone 1: Project Charter 0 days Thu 07-03-
19
Thu 07-03-
19 7
1.2 Project Planning & Analysis 49 days Fri 08-03-
19
Wed 15-05-
19
1.2.1 Study of the current tenant list 7 days Fri 08-03-
19
Mon 18-03-
19 8
1.2.2 Analysis of the compliance
rates and buy-in history 10 days Tue 19-03-
19
Mon 01-04-
19 10
1.2.3 Development of the project
scope and scope management plan 7 days Tue 02-04-
19
Wed 10-04-
19 10,11
1.2.4 Estimates - Budget & Schedule 7 days Thu 11-04-
19
Tue 30-04-
19 12
1.2.5
Effort estimation, risk
assessment, and quality
management
6 days Wed 01-
05-19
Wed 08-05-
19 13
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1.2.6 Documentation of the project
plan 5 days Thu 09-05-
19
Wed 15-05-
19 14,12,13
1.2.7 Milestone 2: Project Plan 0 days Wed 15-
05-19
Wed 15-05-
19 15
1.3 Project Execution 96 days Thu 16-05-
19
Thu 26-09-
19
1.3.1
Design & Development of
communication management
system
21 days Thu 16-05-
19
Thu 13-06-
19 16
1.3.2
Release of the codes,
regulations, and standards to
tenants & clients
18 days Fri 14-06-
19
Tue 09-07-
19 18
1.3.3
Release of the codes,
regulations, and standards to
stakeholders and employees
18 days Wed 10-
07-19
Fri 02-08-
19 19
1.3.4 Integration and follow-up
processes 15 days Mon 05-
08-19
Fri 23-08-
19 20
1.3.5 Analysis of the compliance
rates and improvements 14 days Mon 26-
08-19
Thu 12-09-
19 21
1.3.6 Awareness sessions and
campaigns 10 days Fri 13-09-
19
Thu 26-09-
19 22
1.3.7 Milestone 3: Communication
Management System 0 days Thu 26-09-
19
Thu 26-09-
19 23
1.4 Project Control 38 days Fri 27-09-
19
Tue 19-11-
19
1.4.1 Determination of the gaps and
loopholes 8 days Fri 27-09-
19
Tue 08-10-
19 24
1.4.2 Execution of the changes in the
improvement areas 11 days Wed 09-
10-19
Wed 23-10-
19 26
1.4.3 Collection and study of the
feedback 11 days Thu 24-10-
19
Thu 07-11-
19 27,26
1.4.4 Compliance checks 8 days Fri 08-11- Tue 19-11- 28
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19 19
1.4.5 Milestone 4: Defect Report 0 days Tue 19-11-
19
Tue 19-11-
19 29
1.5 Project Closure 32 days Wed 20-
11-19
Thu 02-01-
20
1.5.1 Acceptance of deliverables and
performance evaluation 7 days Wed 20-
11-19
Thu 28-11-
19 30
1.5.2 Reflection and lessons acquired 8 days Fri 29-11-
19
Tue 10-12-
19 32
1.5.3 Documentation processes 10 days Wed 11-
12-19
Tue 24-12-
19 32,33
1.5.4 Submission of the final report 7 days Wed 25-
12-19
Thu 02-01-
20 34
1.5.5 Milestone 5: Closure Report 0 days Thu 02-01-
20
Thu 02-01-
20 35
Milestones
WBS Task Name Start Finish Predecessors
1 Communication Management
System
Wed 13-02-
19
Thu 02-01-
20
1.1.6 Milestone 1: Project Charter Thu 07-03-
19
Thu 07-03-
19 7
1.2.7 Milestone 2: Project Plan Wed 15-05-
19
Wed 15-
05-19 15
1.3.7 Milestone 3: Communication
Management System
Thu 26-09-
19
Thu 26-09-
19 23
1.4.5 Milestone 4: Defect Report Tue 19-11-
19
Tue 19-11-
19 29
1.5.5 Milestone 5: Closure Report Thu 02-01-
20
Thu 02-01-
20 35
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Gantt chart
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Cost Management
Budget
WBS Task Name Cost
1 Communication Management System $574,080.00
1.1 Project Initiation $34,080.00
1.1.1 Start-up Meeting for the Project $8,280.00
1.1.2 Review and analysis of the legal, ethical, and professional
codes $15,600.00
1.1.3 Analysis of the tenant details and information $4,200.00
1.1.4 Review of the business case $2,640.00
1.1.5 Chartering processes $3,360.00
1.1.6 Milestone 1: Project Charter $0.00
1.2 Project Planning & Analysis $95,440.00
1.2.1 Study of the current tenant list $5,880.00
1.2.2 Analysis of the compliance rates and buy-in history $51,600.00
1.2.3 Development of the project scope and scope management
plan $6,720.00
1.2.4 Estimates - Budget & Schedule $12,040.00
1.2.5 Effort estimation, risk assessment, and quality
management $15,600.00
1.2.6 Documentation of the project plan $3,600.00
1.2.7 Milestone 2: Project Plan $0.00
1.3 Project Execution $240,000.00
1.3.1 Design & Development of communication management
system $15,960.00
1.3.2 Release of the codes, regulations, and standards to tenants
& clients $30,960.00
1.3.3 Release of the codes, regulations, and standards to
stakeholders and employees $30,960.00
1.3.4 Integration and follow-up processes $63,000.00
1.3.5 Analysis of the compliance rates and improvements $57,120.00
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1.3.6 Awareness sessions and campaigns $42,000.00
1.3.7 Milestone 3: Communication Management System $0.00
1.4 Project Control $111,520.00
1.4.1 Determination of the gaps and loopholes $12,800.00
1.4.2 Execution of the changes in the improvement areas $55,880.00
1.4.3 Collection and study of the feedback $9,240.00
1.4.4 Compliance checks $33,600.00
1.4.5 Milestone 4: Defect Report $0.00
1.5 Project Closure $93,040.00
1.5.1 Acceptance of deliverables and performance evaluation $12,880.00
1.5.2 Reflection and lessons acquired $66,240.00
1.5.3 Documentation processes $7,200.00
1.5.4 Submission of the final report $6,720.00
1.5.5 Milestone 5: Closure Report $0.00
Estimation Methodology
The estimation methodology for the budget is bottom-up estimation technique. The project
activities in this technique were put up in a hierarchical structure and the activities at the
bottom of the hierarchy were picked up first. The cost estimation of those activities was done
in the first step followed by the estimation of the rest of the activities. The overall project
budget was then devised by following this process.
Contingency
There will be no contingency funds needed for the project.
Source of Funds
The project client, i.e. Max Lionel Realty will be the primary source of the funds and will
arrange the funds from its business partners and funding agencies.
There may also be Government and public sector firms that may be approached for the funds.
The approvals will be given by the senior management and administration. The
documentation required will be budget summary & report, funds report, and project plan
(Baker, 2007).
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Human Resource Management
Stakeholders
Stakeholder
Name
Roles &
Responsibilities
Information
Needs
Mode of
Communication
Contribution &
Influence Level
Max Lionel
Realty
Submission of
the business
case,
arrangement for
the funds,
approval on the
deliverables
Project plan,
project progress
details, risks &
issues
information,
project
estimates, and
deliverables
Weekly
meetings on the
tele-conference
bridge,
document &
files upload on
the SharePoint
location
Moderate, High
Business
Partners
Guidance and
support to the
project team,
project funds
Project plan,
project progress
details, risks &
issues
information,
project
estimates, and
deliverables
Weekly
meetings on the
tele-conference
bridge,
document &
files upload on
the SharePoint
location
Moderate, High
Tenants &
Clients
Feedback,
information &
details
Project benefits,
communication
on the codes and
regulations
Weekly
meetings on the
tele-conference
bridge,
document &
files upload on
the SharePoint
location
Low, High
Project Team Project
planning,
analysis,
execution,
control, and
Project
requirements,
funds, and
changes
Daily meetings
document &
files upload on
the SharePoint
location
High, Moderate
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closure
Senior
Management
Project control
and approvals
Project plan,
project progress
details, risks &
issues
information,
project
estimates, and
deliverables
Weekly
meetings on the
tele-conference
bridge,
document &
files upload on
the SharePoint
location
Moderate, High
Vendors Tools &
equipment for
the project
List of tools and
equipment
Weekly
meetings on the
tele-conference
bridge
High, Low
Resource Capability
There will be a number of resources that will be allotted to the project. The details of the
resources along with their standard rate are included in the table below. The next table shows
the resource distribution in the project and the activities that will be carried out by the
resources along with the specific duration and hours is included in the second table (Thacker,
2012).
Resource Name Type Initials Max.
Units Std. Rate
Project Manager Work PM 100% $120.00/hr
Business Analyst Work BA 100% $110.00/hr
Data Analyst Work DA 100% $105.00/hr
WHS Regulatory Officer Work WHS 100% $110.00/hr
Legal Advisor Work LA 100% $110.00/hr
Communication & External
Affairs Expert Work CE 100% $105.00/hr
HR Analyst Work HR 100% $95.00/hr
Accountant Work AC 100% $95.00/hr
Programmer Work PR 100% $95.00/hr
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Technical Writer Work TW 100% $90.00/hr
Resource Name Work
Project Manager 488 hrs
Start-up Meeting for the Project 8 hrs
Review and analysis of the legal, ethical, and
professional codes 48 hrs
Chartering processes 16 hrs
Analysis of the compliance rates and buy-in history 80 hrs
Development of the project scope and scope
management plan 56 hrs
Estimates - Budget & Schedule 56 hrs
Effort estimation, risk assessment, and quality
management 48 hrs
Acceptance of deliverables and performance
evaluation 56 hrs
Reflection and lessons acquired 64 hrs
Submission of the final report 56 hrs
Business Analyst 368 hrs
Start-up Meeting for the Project 8 hrs
Review of the business case 24 hrs
Analysis of the compliance rates and buy-in history 80 hrs
Effort estimation, risk assessment, and quality
management 48 hrs
Execution of the changes in the improvement areas 88 hrs
Acceptance of deliverables and performance
evaluation 56 hrs
Reflection and lessons acquired 64 hrs
Data Analyst 848 hrs
Start-up Meeting for the Project 8 hrs
Analysis of the tenant details and information 40 hrs
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Study of the current tenant list 56 hrs
Analysis of the compliance rates and buy-in history 80 hrs
Integration and follow-up processes 120 hrs
Analysis of the compliance rates and improvements 96 hrs
Awareness sessions and campaigns 80 hrs
Determination of the gaps and loopholes 64 hrs
Execution of the changes in the improvement areas 88 hrs
Collection and study of the feedback 88 hrs
Compliance checks 64 hrs
Reflection and lessons acquired 64 hrs
WHS Regulatory Officer 680 hrs
Start-up Meeting for the Project 8 hrs
Release of the codes, regulations, and standards to
stakeholders and employees 144 hrs
Integration and follow-up processes 120 hrs
Analysis of the compliance rates and improvements 112 hrs
Awareness sessions and campaigns 80 hrs
Execution of the changes in the improvement areas 88 hrs
Compliance checks 64 hrs
Reflection and lessons acquired 64 hrs
Legal Advisor 808 hrs
Start-up Meeting for the Project 8 hrs
Review and analysis of the legal, ethical, and
professional codes 48 hrs
Analysis of the compliance rates and buy-in history 80 hrs
Release of the codes, regulations, and standards to
tenants & clients 144 hrs
Integration and follow-up processes 120 hrs
Analysis of the compliance rates and improvements 112 hrs
Awareness sessions and campaigns 80 hrs
Execution of the changes in the improvement areas 88 hrs
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Compliance checks 64 hrs
Reflection and lessons acquired 64 hrs
Communication & External Affairs Expert 904 hrs
Start-up Meeting for the Project 8 hrs
Analysis of the compliance rates and buy-in history 80 hrs
Release of the codes, regulations, and standards to
tenants & clients 144 hrs
Release of the codes, regulations, and standards to
stakeholders and employees 144 hrs
Integration and follow-up processes 120 hrs
Analysis of the compliance rates and improvements 112 hrs
Awareness sessions and campaigns 80 hrs
Execution of the changes in the improvement areas 88 hrs
Compliance checks 64 hrs
Reflection and lessons acquired 64 hrs
HR Analyst 664 hrs
Start-up Meeting for the Project 8 hrs
Review and analysis of the legal, ethical, and
professional codes 48 hrs
Analysis of the compliance rates and buy-in history 80 hrs
Integration and follow-up processes 120 hrs
Analysis of the compliance rates and improvements 112 hrs
Awareness sessions and campaigns 80 hrs
Execution of the changes in the improvement areas 88 hrs
Compliance checks 64 hrs
Reflection and lessons acquired 64 hrs
Accountant 176 hrs
Start-up Meeting for the Project 8 hrs
Estimates - Budget & Schedule 56 hrs
Effort estimation, risk assessment, and quality
management 48 hrs
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Reflection and lessons acquired 64 hrs
Programmer 304 hrs
Start-up Meeting for the Project 8 hrs
Design & Development of communication
management system 168 hrs
Determination of the gaps and loopholes 64 hrs
Reflection and lessons acquired 64 hrs
Technical Writer 208 hrs
Start-up Meeting for the Project 8 hrs
Chartering processes 16 hrs
Documentation of the project plan 40 hrs
Reflection and lessons acquired 64 hrs
Documentation processes 80 hrs
Communication Management
Organisational Structure
Escalation
Conflict and dispute resolution will be done using collaboration technique. The internal
conflicts will be discussed during the daily team meetings and the Project Manager will make
decisions that will be accepted by all the members. The viewpoints and perspectives of the
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parties involved in the conflict will be put forward and analysed by the Project Manager
before making the decision (Bingham, 2004).
The external conflicts and issues will be resolved by the intervention of the senior
management during the weekly meetings.
Project Budget Template
Project Name :
Income / In-coming funding :
Project Sponsor $6,00,000
Total income / in-coming funding
Expense :
Labour $574080
Hardware $4000
Software $2000
Total expenses $580080
Contingency (10%) $60,000
Total
Project Sponsor: Date :
Project Client: Date :
Project Manager: Date :
File Name:
Risk Management
Constraints
The stakeholder cooperation and availability may be one of the primary constraints that may
have an impact on the project performance.
The organizational and external policies may also come up as a constraint during the project
and may impact the deliveries (Dey & Kinch, 2008).
Risks & Contingency Plan
Risk Probability Impact Level of Risks Risk Management Contingency
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(H/M/L) (H/M/L) Strategies Plan
Communication
Issues
M H High Risk Avoidance:
Development of a
communication plan
and detailed
strategies in advance
Identification
and
implementatio
n of the
automated
tools and
equipment that
may strengthen
the
communicatio
n process
Operational Errors H M Moderate Risk Avoidance:
Resource trainings
and development
sessions
Invitation to
the experts to
share their
skills and
experience
with the
resources in
the team
Legal Obligations L H High Risk Avoidance:
Legal compliance
checks, analysis of
the codes and
regulations to be
followed
Analysis of the
external
policies,
domain
analysis, and
observations
Technical Faults M M Moderate Risk Transfer:
Transferring of the
risk to the vendor
Technical
reviews and
audits on a
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regular basis,
installation of
the updates on
the computing
resources and
equipment
Resource Issues –
Motivation,
Productivity, or
Absenteeism
M H High Risk Avoidance:
Resource
discussions, conflict
& dispute resolution
Training to the
alternate
resources for
every position
to fill-in in the
case of any of
such
requirement
Ethical Gaps L H High Risk Avoidance:
Ethical compliance
checks, analysis of
the codes and
regulations to be
followed
Analysis of the
external
policies,
domain
analysis, and
observations
Information
Security Attacks
H H High Risk Mitigation &
Avoidance:
Information security
controls – technical,
logical, physical, and
administrative
Development
and
implementatio
n of an
information
security plan to
enhance the
overall security
of the data and
information
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sets
Schedule/Budget
Overrun
L H High Risk avoidance:
Earned value
analysis to determine
cost & schedule
variance, project
reviews & audits
Enhancement
of the
frequency of
project reviews
and audits
Authorisation
Recommendation
Approval
Approved Postponed Cancelled Review
Sign Off
Name:
Signature:
Details:
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References
Baker, S. (2007). Funding and project officer How it works. Practical Funding For Schools,
2007(77), 14-15. doi: 10.12968/pffs.2007.1.77.39693
Bingham, E., & Gibson, G. (2017). Infrastructure Project Scope Definition Using Project
Definition Rating Index. Journal Of Management In Engineering, 33(2), 04016037.
doi: 10.1061/(asce)me.1943-5479.0000483
Bingham, L. (2004). Employment dispute resolution: The case for mediation. Conflict
Resolution Quarterly, 22(1-2), 145-174. doi: 10.1002/crq.96
Dey, P., & Kinch, J. (2008). Risk management in information technology projects.
International Journal Of Risk Assessment And Management, 9(3), 311. doi:
10.1504/ijram.2008.019747
Srivannaboon, S. (2009). Achieving Competitive Advantage through the use of Project
Management under the Plan-do-Check-act Concept. Journal Of General
Management, 34(3), 1-20. doi: 10.1177/030630700903400301
Thacker, R. (2012). Introduction to special issue on Human Resource Management
certification. Human Resource Management Review, 22(4), 245. doi:
10.1016/j.hrmr.2012.07.001
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