[Project Management and Communication]

This assignment provides a comprehensive overview of project management and communication. It includes a disaster recovery plan, identification of system components that can cause risks, and formulation of strategies to recover from losses. Additionally, it involves securing hardware in the computer room, connectivity to the internet, and software applications. The project sign-off sheet is also included, detailing project name, manager, start and completion dates, duration, sponsor, goal, deliverables, clients, and signatures.

Question 1: Project Charter
Project Name Software development for process integration
Date
Prepared by
Approved by
Business Case Problem Statement
The business of Sydney CAR RENTAL is currently
running manually and the company is looking for
developing a software that ca automate some of the
processes. With this, the company is expected to
improve its services as well as reduce the
operational costs due to elimination of some of the
administrative cost elements.
The organization needs to manage all its main
internal processes as well as its vehicles, employees,
and customers data. For this, the organization would
need a software that can integrate all the different
processes used in the company and also allow
management of all kinds of information coming
from different sources from a single location.
Defect Definition
Goal Statement Project Scope
 Develop a software the can manage the
information of customers, employees and
vehicles
 Software must be able to handle all key
business processes in the organization
 Running cost of the business must get
reduced after the implementation of the
solution
Process Start Point
Process end point
Expected Saving/Benefit In Scope:
The activities that are in the scope of this project
include:
 Understand the project requirements and
accordingly design a software system
 Develop a software with following features
o Car booking
o Rental information management
including car availability,
o Vehicle tracking
o Manage customer information
including rental history
o Manage employee information
 Test the developed software
 Deploy and configure the software in the
company systems
The benefit that the company is going to achieve
with development is reduction in the operational
costs.
Out of Scope:
The activities that are beyond the scope of this
project include:
 Training of employees on the software
usage
Taking user feedback on the developed system
Project Plan Team
Task Start End Date Actual End Name Role Commitment

Date
Gather
requirements
10th
March
2018
15th
March
2018
Allen
Williams
Project
Manager
Initiation,
planning,
execution,
monitoring,
control, and
closure
Create
project
charter
16th
March
2018
18th
March
2018
Peter Pease Developer Development
of software
modules for
employee,
customers,
and vehicles
management
Approve
charter
19th
March
2018
19th
March
2018
Angelina
Hart
IT Consultant Provide
appropriate
guidance on
available
solutions
Plan software
development
project
20th
March
2018
28th
March
2018
Rosana
Carter
IT manager Provide
software and
hardware
infrastructure
for needed
development
with
specified
configuration
Develop
schedule
28th
March
2018
31st
March
2018
Meera Nair Project
Sponsor
Provide funds
needed for
software
development
Develop
software
modules
1st April
2018
18th June
2018
Testing 20th June
2018
24th June
2018
Installation 18th July
2018
20th July
2018
Configuration 21st July
2018
24th July
2018
Acceptance
testing
25th July
2018
28th July
2018
Question 2: Information Development and Management
The information on the development needs would be obtained from the management, project stakeholders,
and potential users once the project is signed off using the following methods:
Interviews: Interviews would be conducted with the client representatives that include the staff of the rental
organization as well as some major stakeholders of the development project including developers, client staff,
car drivers, and rental car users. These interviews would help in identification of that functional and non-
functional requirements of the software.
Survey: Survey would be conducted on the potential software users to understand what features they need in
the software.

Researching similar websites: Competitor websites that have similar software and capabilities as the proposed
solution can be researched to identify the technical requirements of the software. These websites include
www.thrifty.com.au and www.budget.com.au.
The project has budget and time constraints. It has to be developed in 4 months and within the budget of
$100,000. Besides these, the project also has some resource constraints like limited staff.
Question 3: Project plan
WBS
1.0 Planning
1.1 Requirements
1.1.1 Requirement gathering
1.1.1.1 Functional Requirements
1.1.1.2 Non-Functional Requirements
1.1.2 Validation
1.1.2.1 Users
1.1.2.2 Stakeholders
1.1.2.3 Staff
1.2 Project plan
1.2.1 Project scope Management Plan
1.2.2 Project Schedule
1.2.3 Budgeting
1.2.4 Risk Management plan
1.2.5 Human resource management plan
2.0 Designing and development
2.1 Designing
2.1.1 Selection of Design
2.1.1.1 User Interface
2.1.1.2 Modules
2.1.1.2.1 Contact Management
2.1.1.2.2 Booking
2.1.1.2.3 Vehicle data tracking
2.1.1.2.4 Employee Management
2.1.1.2.5 Operations Management
2.1.2 Design documentation
2.2 Development of solution
2.2.1 Modules
2.2.1.2.1 Contact Management
2.2.1.2.2 Booking
2.2.1.2.3 Vehicle data tracking
2.2.1.2.4 Employee Management
2.2.1.2.5 Operations Management
2.2.2 Interface development
2.2.2.1 User Interface
2.2.2.2 Admin interface
3.0 Data Migration and integration
3.1 Data Migration
3.2 Data Conversion
3.3 System integration
3.3.1 Smart phone application
3.3.2 Web application
3.3.3 Legacy Applications applications
4.0 Testing & Backup
4.1 Test plan

4.2 Testing
4.2.1 Unit Testing
4.2.2 User acceptance testing
4.2.3 Integration testing
4.3 Data Backup
5.0 Implementation
5.1 Software Implementation plan
5.2 Software implementation
5.2.1 Application installation
5.2.2 Specific module installation
6.0 Project closure
6.1 Deliveries submission
6.2 Client acceptance
6.3 Project Closure documentation
6.4 Final sign off
(Alcabes, 2000)
Budget of the project is $110,000 which includes the development cost and an additional fund amount of
$10,000 to handle contingencies and emergencies.
Question 4:
Table below identifies the roles and responsibilities of people who would working on the project where R
refers to responsibility, C for consulting, A for accountability, and I for only information update.
Project
Tasks
Project
Sponsor
Project
Manager
Software
Developer
Client
Organizatio
n
Developers Staff
Project Plan A RA I RC I C
Schedule A RA C RC C C
Budget A RA C C C I
Initiation A R I RI I I
Software
development
I C R I CI I
Installation I CA C I RC I
Testing I CA C RACI I RC
Finance RA RAC I I I I
Training I R CI AI I R
HR
Management
A RA C I I I
Project
Closure
A RAC I I I I
Question 5:
The project would also face certain risks that have to be managed as identified in the table below:
Risk Impact Probability Ranking Response
Budget is
exceeded
Medium High 6 Apply cost control measures throughout the project
to ensure that it does not exceed the budget and in
case of cost variations in any project stage,

corrective measures can be taken
Delays in
delivery of
modules
High
Medium
6
Monitor project progress and deliverables to ensure
that they are completed on time as per the project
schedule
Variation in the
Quality of
deliverables
High Medium
6 Use industry quality benchmarks as a base for
developing quality parameters for the project
Scope changes
High Low Review scope change requirements and approve
only those bringing a significant benefit to the
organization
Communication
issues
(Liu, 2013)
Medium Medium 4 Use team building strategies to ensure that team
members coordinate and cooperate with each other
to eliminate conflicts and in case, they still appear,
resolution must be immediately followed
Software bugs
found
Medium
Low
2 Use thorough testing method to ensure that all
software inefficiencies are eliminated
Features unable
to meet
stakeholder
expectations
High Medium 6 Involve stakeholders in the requirement gathering
stage to ensure that their expectations are
understood and sufficiently documented so that
they can be fulfilled without fail (Bishop, 1999)
Question 6:
Three testing procedures would be used including system testing, unit testing, integration testing and user
acceptance testing.
Communication with the project stakeholders would be managed by the project manager in the following
ways:
Role Description Communication Needs
Communication Methods
Project
Sponsor
Provide
funds for the
project
execution
and direction
to the project
manager
Get review and approval for project
charter and budget
Get approval for release of funds and
resolution of financial issues
Major achievements on project
progress
Face to face Meetings
Emails
Presentations
Developer
Organizatio
n
Convert the
project
requirements
into software
Provide functional and non-functional
software requirements
Update project scope changes
Emails
Presentations
Team Meetings

requirements
End users Provide
details of
requirements
and
participate in
software
testing
Gather requirements and understand
user expectations
Get the software features tested
Emails
Face to Face interactions
Testing procedures
Software
consultant
Provide
guidance to
client on
development
of modules
and features
for software
Update functional requirements
Inform about stakeholder needs
Emails
Face to face meetings
Staff Manage
project
activities
Get functional requirements
Get human resource support for
managing project activities
Emails
Group Meetings (Project
Management Institute , 2000)
Question 7:
A disaster recovery plan involves identification of various system components that can cause risks as well as
anticipation of resulting losses and formulation of strategies to recover from the losses. Some of the
components that would face disaster include:
 Securing of hardware in the computer room using climate control, backup power, and backup server
to resume work in the case of a hardware failure
 Connectivity to the internet and other technology services is achieved through cables, fibres and
wireless systems.
 Software applications can get corrupted or lost in which case, provisions have to be made for fast
recovery from the damage such that work is not affected. This can be made possible by using
alternate solutions in case of application failure.
In the case of a major disaster, some recovery strategies can be used such as:
 An alternate facility can be deployed with installation of similar hardware and configuration of similar
software such that in the case of a disaster striking main facility, this alternate facility can immediately
take over the work
 Disaster recovery sites can be purchased from the third part vendor who would also be responsible
for managing DR such that whenever the disaster strikes, recovery can be made through the hot site
 Creation of data back up in a system other that the key location of the company can help retrieve the
lost data in case of such a disaster (Martin, 2017).
Question 8: Project Sign-off Sheet
Project Name: Software Development Project Manager: Allen Williams
Start Date: 18th March 2018 Completion Date: 28th July 2018
Project Duration: 4 months Sponsor: Meera Nair
Project Goal:
 Develop a software the can manage the information of customers, employees and vehicles
 Software must be able to handle all key business processes in the organization
Running cost of the business must get reduced after the implementation of the solution

Project Deliverables:
 Software with following features
o Car booking
o Rental information management including car availability,
o Vehicle tracking
o Manage customer information including rental history
o Manage employee information
Clients:
Car Rental Organization
By signing this, I acknowledge that all deliveries
stated are made
By signing this, I acknowledge the receipt of all
deliverables
Project Manager Name and Signature: Sponsor Name and Signature:
Date: Date:
References
Alcabes, J. (2000). Fast-track scheduling. Project Management Quarterly.
Bishop, S. K. (1999). Cross-functional project teams in functionally aligned organizations.
Project Management Journal, 30(3), 6-12.
DPTI. (2015). heavy vehicle driver’s handbook . Department of Planning, Transport and
Infrastructure.
Liu, F. (2013). Rutherford Library Renovation Project Plan. University of Alberta Library.
Martin, J. A. (2017). 7 things your IT disaster recovery plan should cover. CSO.
Oracle. (2009). Managing Risk with Project Portfolio Management in the Oil and Gas
Industry During an Economic Downturn . Oracle.
Project Management Institute . (2000). A guide to the Project Management Book of
Knowledge . Project Management Institute .