Project Plan for Yes Chemist Pty Ltd

This document presents a comprehensive project plan for Yes Chemist Pty. Ltd., outlining the project's 180-day timeline, seven distinct phases (initiation to closure), and a nine-member project team. It identifies potential risks (security, technical, operational, schedule, budget, quality, legal, requirements) and emphasizes effective communication strategies using instant messaging, emails, meetings, and teleconferencing to ensure successful project completion.

VUIS CONSULTING PTY LTD.
PROJECT PLAN 1.0
Yes Chemist Pty. Ltd
23rd September 2017
[INSERT AUTHOR NAME HERE]
[INSERT AUTHOR JOB TITLE HERE]
[INSERT AUTHOR EMAIL HERE]
The following template is for educational purposes only.

Table of Contents
Glossary...................................................................................................................................................3
Introduction..............................................................................................................................................4
Project scope............................................................................................................................................4
Project Aims & Objectives..................................................................................................................4
Major Deliverables & Quality Standards.............................................................................................4
Project In-Scope & Out-of-Scope........................................................................................................5
Project Assumptions............................................................................................................................6
Business Case..........................................................................................................................................6
Business Needs....................................................................................................................................6
Project Benefits....................................................................................................................................6
Project Drawbacks...............................................................................................................................7
Project Schedule and Approach (Rollout strategy)..................................................................................7
Project Phases......................................................................................................................................7
Project Schedule..................................................................................................................................8
Gantt chart..........................................................................................................................................10
Project Resources...................................................................................................................................11
RACI Matrix......................................................................................................................................11
Resource Assignment........................................................................................................................12
Project Budget........................................................................................................................................15
Project Risks..........................................................................................................................................15
Risk Register......................................................................................................................................15
Communication Matrix..........................................................................................................................16
Summary................................................................................................................................................17
References..............................................................................................................................................18
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Glossary
Term Definition
PMBOK Project Management Body of Knowledge Methodology
CRM Customer Relationship Management
HR Human Resources
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Introduction
Victoria University Information Systems Consulting, VUISC Pty. Ltd is a consulting firm
that is based out of Melbourne and provides information systems consulting and project
management services to its clients. Yes Chemist Pty Ltd is a pharmaceutical company from
Melbourne, Victoria that was set up in late 1990s. The company fulfills the health and beauty
requirements of their customers in addition to the pharmaceutical operations.
There are several operational weaknesses that have been identified in the current system that
is followed in Yes Chemist Pty. Ltd. In order to overcome these weaknesses, the management
has proposed to replace the HR and inventory system will SAP Business All-in-one systems.
The system shall have finance, HR, procurement and analytics as the four modules in phase
one which shall be followed by the implementation of SAP Customer Relationship
Management (CRM) systems in the next phase. The company has provided the contract to
VUISC Pty. Ltd and the document is a project plan for the same covering the project
estimates, such as, scope, budget, schedule, risks along with business case and
communication.
Project scope
Project Aims & Objectives
The primary aim of the project is to implement SAP S/4HANA for SAP Business All-in-One
solution for Yes Chemist Pty. Ltd under the estimated budget, schedule and quality standards.
The following objectives will be fulfilled by the project:
 Replacement of legacy accounting, HR and inventory management systems with the
SAP S/4HANA for SAP Business All-in-One solution.
 Completion of development, design, testing and deployment activities under the defined
scheduled and budget (Shah, 2016).
 Meeting of the quality standards for all the deliverables.
Major Deliverables & Quality Standards
Project Deliverable Quality Standard Assessment Method
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Project Plan Document Project Guidelines under Project
Management Body of Knowledge
(PMBOK) methodology
Review and Approval by the
project sponsor
UI/UX Design of the System Adherence Responsive Web
Design Principles
Technical review and inspection of
the UI screens and wireframes by
Technical Officer and Project
Manager
End to end system and integration
testing
Total Quality Management (TQM)
and Six Sigma
Verification and validation
techniques along with the weekly
submission of defect reports
System Documentation Project Guidelines under Project
Management Body of Knowledge
(PMBOK) methodology
Review and Approval by the
project sponsor
Project Closure Report Project activities in compliance
with Australian code of Conduct
(ASC)
Review and Approval by the
project sponsor
Project In-Scope & Out-of-Scope
The project team members will carry out the project activities in a series of phases covering project
initiation and planning, requirements analysis, design & development, integration & networking,
testing and implementation and closure phases. The first phase of the project will cover the
replacement of the HR and inventory management systems at Yes Chemist Pty. Ltd with SAP
S/4HANA for SAP Business All-in-One solution having four modules as finance, HR,
procurement and analytics (Mirza, Pourzolfaghar and Shahnazari, 2013).
The operational staff members in the project team will not carry out nay negotiations with the
project client or will not participate in the procurement of the tools and equipment. The
marketing and advertising activities will also not be covered in the project life cycle.
Project Assumptions
 Project sponsor will provide all the funds that will be needed for the project.
 The environment that will be required for the execution and completion of the project
activities will be set up in advance for the project team members.
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 The project team will be provided with the necessary tools and equipment along with
some of the alternatives as well in case of technical failures.
 The changes will be made to the project only after the changes are approved by the
Project Client.
Business Case
Business Needs
There are currently many of the operational weaknesses that are encountered in the current system
that is followed at Yes Chemist Pty Ltd for HR and inventory management. This leads to the
decreased processing and productivity and deteriorated customer trust. The proposed system will
overcome these problems as the business operations will be quick, accurate and as per the customer
expectations.
Project Benefits
Current Problem and Status Corresponding Project Benefit Assessment Criteria and Method
Operation Inefficiencies Streamlining of business operations
with four modules and their
integration viz. finance, HR,
procurement and analytics
Sales reports and information
Decreased customer trust and
engagement
Enhanced customer satisfaction
and engagement levels due to
better and accurate business results
Customer feedback
Poor revenues Increased revenues and profits for
the company
Return on Investment (ROI) report
and statistics
Deteriorating market value Competitive edge and improved
market reputation
Market analysis and study
Dissatisfied Employees Better employee satisfaction as
most of the activities will be
automated and streamlined
Employee feedback
Information loss and
mismanagement
Automated information processing,
storage and management
System and data logs
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Project Drawbacks
 There will be many changes that will be introduced with the new system which may
lead to decreased level of productivity for the employees.
 A huge initial investment will be required to be made to gain benefits in the long run.
 There will be new forms of security risks and attacks introduced which will be
required to be controlled in a timely manner to avoid sever damage.
 The presence and involvement of an unskilled Project Manager may lead to the
project failure (Sunindijo, 2015).
Project Schedule and Approach (Rollout strategy)
Project Phases
The project will be completed in seven phases covering all the project activities to achieve the project
aims and objectives.
The first phase will be the initiation phase in which the feasibility study and chartering will be done.
The next phase will be the planning and requirement analysis phase in which project planning and
estimation, infrastructure and equipment and activities for data collection will be carried out (Al-
Khalidi, 2014). The third phase will include design, development and data conversion followed by
integration and testing in the fourth phase. The project implementation and the monitoring by the
project management will be done in the fifth phase.
The system documentation will be done in phase six along with user trainings followed by acceptance
and closure activities in the final phase (Sharma and Singh, 2015).
Project Schedule
Task Name Duration Start Finish
Yes Chemist Pty Ltd SAP System 180 days Tue 7/25/17 Mon 4/2/18
Project Initiation 11 days Tue 7/25/17 Tue 8/8/17
Technical feasibility study 3 days Tue 7/25/17 Thu 7/27/17
Operational and economic feasibility analysis 3 days Fri 7/28/17 Tue 8/1/17
Calculation and compilation of results 2 days Wed 8/2/17 Thu 8/3/17
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Charter document preparation 2 days Fri 8/4/17 Mon 8/7/17
Submission of the charter 1 day Tue 8/8/17 Tue 8/8/17
Milestone One: Project Charter 0 days Tue 8/8/17 Tue 8/8/17
Project Planning & Requirements Analysis 45 days Wed 8/9/17 Tue
10/10/17
Legacy Data Structures Analysis and script development
for automated data extractor 5 days Wed 8/9/17 Tue 8/15/17
Data validation, cleansing and script loading 5 days Wed 8/16/17 Tue 8/22/17
Estimation of project scope 6 days Wed 8/23/17 Wed 8/30/17
Estimation of budget and schedule 5 days Thu 8/31/17 Wed 9/6/17
Risk management and communication plan 5 days Thu 9/7/17 Wed 9/13/17
Infrastructure and Equipment 15 days Thu 9/14/17 Wed 10/4/17
Team selection and allocation of roles 4 days Thu 10/5/17 Tue
10/10/17
Milestone Two: Project Plan 0 days Tue
10/10/17
Tue
10/10/17
Design & Development 52 days Wed
10/11/17
Thu
12/21/17
Data migration and analysis 14 days Wed
10/11/17
Mon
10/30/17
System designing 6 days Tue
10/31/17 Tue 11/7/17
Source code creation 22 days Wed 11/8/17 Thu 12/7/17
Database set up 4 days Fri 12/8/17 Wed
12/13/17
Syncing of front end and back end 3 days Thu
12/14/17
Mon
12/18/17
Review of the code and release 3 days Tue
12/19/17
Thu
12/21/17
Milestone Three: Source Code 0 days Thu
12/21/17
Thu
12/21/17
Integration and Testing 23 days Fri 12/22/17 Tue 1/23/18
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System Integration with e-gate feature 6 days Fri 12/22/17 Fri 12/29/17
Networking & connections 4 days Mon 1/1/18 Thu 1/4/18
Test Planning and Creation 4 days Fri 1/5/18 Wed 1/10/18
System & Integration testing 5 days Thu 1/11/18 Wed 1/17/18
Regression and Security testing 3 days Thu 1/18/18 Mon 1/22/18
Defect Report Submission 1 day Tue 1/23/18 Tue 1/23/18
Milestone Four: Business Activity Statement Report 0 days Tue 1/23/18 Tue 1/23/18
Monitoring & Control 19 days Wed 1/24/18 Mon 2/19/18
Change requests and processing 2 days Wed 1/24/18 Thu 1/25/18
Preparation and management of changes 3 days Fri 1/26/18 Tue 1/30/18
SAP Implementation with changes specified 5 days Wed 1/31/18 Tue 2/6/18
Performance Measurement 2 days Wed 2/7/18 Thu 2/8/18
Review and Inspection 3 days Fri 2/9/18 Tue 2/13/18
Validation and Verification 2 days Wed 2/14/18 Thu 2/15/18
System audits 2 days Fri 2/16/18 Mon 2/19/18
Milestone Five: Implementation Plan 0 days Mon 2/19/18 Mon 2/19/18
Documentation and Training 16 days Tue 2/20/18 Tue 3/13/18
System Documentation 6 days Tue 2/20/18 Tue 2/27/18
Training plan and schedule 3 days Wed 2/28/18 Fri 3/2/18
User trainings 5 days Mon 3/5/18 Fri 3/9/18
Feedback collection 2 days Mon 3/12/18 Tue 3/13/18
Milestone Six: System Documents 0 days Tue 3/13/18 Tue 3/13/18
Acceptance, Sign Offs and Closure 14 days Wed 3/14/18 Mon 4/2/18
User Acceptance Testing 6 days Wed 3/14/18 Wed 3/21/18
Deliverables & Sign Offs 3 days Thu 3/22/18 Mon 3/26/18
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Lessons Learnt 2 days Tue 3/27/18 Wed 3/28/18
Closure report submission 3 days Thu 3/29/18 Mon 4/2/18
Milestone Seven: Closure Report 0 days Mon 4/2/18 Mon 4/2/18
Gantt chart
The project will start on 25th July 2017 and will take a total of 180 days to finish. The end date of the
project will be 2nd April 2018.
The Gantt chart for the project depicts the schedule timeline and the activities that are marked in red
make up for the critical path for the project.
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Project Resources
RACI Matrix
It is a matrix that showcases the responsibility of the resources and their involvement and contribution
in the project tasks and activities.
RACI matrix for the project is as shown below.
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Project Activity Project
Manager
Business
Analysis
Technical
Writer
Trainer Technical
Officer
System
Integrator
Application
Programmer
Data Entry
Officer
Administrative Officer
Technical
Feasibility
I I R/A C
Operational and
Economical
Feasibility
I C R/A
Chartering
tasks
C C I R/A
Project
planning and
estimation
R/A R I I C C C C R
Requirements
Analysis
R R I I I I I C R/A
Infrastructure
and Equipment
R I I
Data
Conversion
I I R R/A C
System
Designing
A I C R/A C I
Source code
creation
A I C C R/A C I
System
Integration
I I C R/A C C C
Testing
Activities
I I I I R/A C R/A I C
Implementation
and Change
Management
R/A C I I R/A C C I R/A
System
Documentation
A C R/A I C C C C C
User Trainings I I I R/A C C C C C
User
Acceptance
Testing
I R/A I I I I I I I
Sign Offs and R/A C R/A I C C C C C
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Closure
Resource Assignment
The following table has been extracted from MS project and it shows the resources that are assigned
to the project activities.
Task Name Resource responsible & Accountable
Yes Chemist Pty Ltd SAP System
Project Initiation
Technical feasibility study Technical Officer
Operational and economic feasibility
analysis Administrative Officer
Calculation and compilation of results Administrative Officer
Charter document preparation Project Manager
Submission of the charter Project Manager
Milestone One: Project Charter
Project Planning & Requirements Analysis
Legacy Data Structures Analysis and script
development for automated data extractor Data Entry Officer
Data validation, cleansing and script
loading
Data Entry Officer, Administrative
Officer
Estimation of project scope Business Analyst, Administrative
Officer, Project Manager
Estimation of budget and schedule Business Analyst, Project Manager
Risk management and communication plan Business Analyst, Administrative
Officer
Infrastructure and Equipment Project Manager
Team selection and allocation of roles Project Manager
Milestone Two: Project Plan
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Design & Development
Data migration and analysis Data Entry Officer, Technical Officer
System designing Application Programmer
Source code creation Application Programmer
Database set up Application Programmer, Technical
Officer
Syncing of front end and back end Application Programmer
Review of the code and release Technical Officer
Milestone Three: Source Code
Integration and Testing
System Integration with e-gate feature Systems Integrator
Networking & connections Technical Officer
Test Planning and Creation Technical Officer
System & Integration testing Systems Integrator
Regression and Security testing Technical Officer
Defect Report Submission Technical Officer
Milestone Four: Business Activity
Statement Report
Monitoring & Control
Change requests and processing Project Manager
Preparation and management of changes Administrative Officer
SAP Implementation with changes
specified
Technical Officer, Administrative
Officer
Performance Measurement Administrative Officer
Review and Inspection Administrative Officer, Project
Manager
Validation and Verification Project Manager
System audits Administrative Officer
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Milestone Five: Implementation Plan
Documentation and Training
System Documentation Technical Writer
Training plan and schedule Project Manager
User trainings Trainer
Feedback collection Trainer
Milestone Six: System Documents
Acceptance, Sign Offs and Closure
User Acceptance Testing Business Analyst
Deliverables & Sign Offs Project Manager
Lessons Learnt Technical Writer
Closure report submission Technical Writer
Milestone Seven: Closure Report
The RACI matrix has been considered and used for the assignment of the resources. There are a total
of 9 resources that are present in the project team and will be responsible for carrying out the project
activities in order to meet the project goals (Clark and Colling, 2005).
During the assignment of the project activities, their skills and knowledge has been kept as a prime
focus for allocation along with the effort that will be required for the completion of the project
activity. Each of these resources have a cost associated with them which will be required to be spent
on the project activity while its execution. These costs, RACI matrix, resource skills and knowledge
along with the effort required are the factors considered while assignment of the resources. Also, it
has been made sure that there is no over-lapping of the resources in the project (Lim, Wang and Lee,
2017).
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Project Budget
Project Risks
There will be many risks that will be many risks that will come up during the project life cycle and
these risks will be required to be assessed and managed correctly. There is a risk management and
assessment process that shall be applied to make sure that the impact and likelihood of the risks is
reduced (Rogachev, 2008).
In the process of risk management, there are many phases that are involved, such as, risk
identification, risk assessment and analysis, risk evaluation, risk treatment, risk monitoring and
closure. A risk register is prepared in the initial phases of identification and analysis of the risks that
bring out the types of risks involved, their impact, likelihood and ranking.
Risk Register
Risk Name Description Likelihood (Lowest
is 1 and Highest is
5)
Impact (Lowest is 1
and Highest is 5)
Risk Rank
(Likelihood *
Impact)
Technical Failure Failure of a
technical tool or
equipment
3 4 12
Operational Errors Operational mistake
executed by a
project team
member
4 2 8
Requirements
Inflation
Changes in the
project
requirements
causing scope
variations
2 5 10
Schedule Overrun Inability to meet the
project schedule
3 5 15
Budget Overrun Inability to meet the
estimated project
budget
3 5 15
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Quality Risks Non-compliance
and non-adherence
to the quality
standards
3 5 15
Legal Risks Violation of legal
and regulatory
policies in the
execution of project
activities
1 5 5
Security Risks Risks to the security
of the information,
networks and
systems (Herbane,
2004)
4 4 16
Communication Matrix
Communication is an essential component for every project and it must be ensured that an effective
communication is followed during the project life cycle so that there are no confusions and
ambiguities involved (Rabechini Junior and Monteiro de Carvalho, 2013).
Type of Communication Mode of Communication Purpose of
Communication
Resources Responsible
Daily Status Reports To be shared on
SharePoint
To inform the Project
Manager with the activity
done by every resource in
a day
Project Team Members
Weekly Status Reports To be shared on
SharePoint
To inform the Project
Client with the activities
done by the project team
in a week
Project Manager
Daily Team Meetings Meeting Rooms/Tele-
conferencing mediums
To discuss the project
progress, strategies,
conflicts and risks
Project Team Members
Weekly Team Meeting Tele-conferencing
mediums
To inform the project
client with the progress
Project Manager
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and strategies
Informal Discussions Instant Messenger/E-
mails
To assist the project team
in a specific project task
or activity
Project Team Members
Change Information Meeting Rooms/Tele-
conferencing mediums
and E-mails
To inform the team
members about the
change in any of the
project element or
component
Project Team Members
Summary
The project for Yes Chemist Pty. Ltd will be completed in a total of 180 days and will start on 25th
July 2017. The project will be carried out in seven phases as initiation, planning, design &
development, integration & testing, monitoring & control, documentation & training and acceptance
& closure phases. There will a project team of nine resources responsible for the accomplishment of
project tasks which will include Project Manager, Business Analysis, Administrative Officer,
Technical Officer, Technical Writer, Data Entry Officer, Trainer, Application Programmer and
Systems Integrator. The project may experience various risks in the form of security risks, technical
risks, operational risks, schedule and budget risks, quality risks, legal risks and requirements related
risks. These risks shall be handled adequately such that the project progress is not impacted. Also, the
communication medium used in the project shall be kept strong to achieve project goals and
objectives.
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References
Al-Khalidi, S. (2014). New Paradigm of Effective e-Learning through System Development
Life Cycle Structure. International Journal of Information and Education Technology, 4(2),
pp.185-188.
Clark, I. and Colling, T. (2005). The management of human resources in project
managementâ€led organizations. Personnel Review, 34(2), pp.178-191.
Herbane, B. (2004). Risk Management on the Internet. Risk Management, 6(1), pp.65-67.
Lim, S., Wang, T. and Lee, S. (2017). Shedding New Light on Strategic Human Resource
Management: The Impact of Human Resource Management Practices and Human Resources
on the Perception of Federal Agency Mission Accomplishment. Public Personnel
Management, 46(2), pp.91-117.
Mirza, M., Pourzolfaghar, Z. and Shahnazari, M. (2013). Significance of Scope in Project
Success. Procedia Technology, 9, pp.722-729.
Rabechini Junior, R. and Monteiro de Carvalho, M. (2013). Understanding the Impact of
Project Risk Management on Project Performance: An Empirical Study. Journal of
technology management & innovation, 8, pp.11-12.
Rogachev, A. (2008). Enterprise Risk Management In a Pharmaceutical Company. Risk
Management, 10(1), pp.76-84.
Shah, U. (2016). An Excursion to Software Development Life Cycle Models. ACM SIGSOFT
Software Engineering Notes, 41(1), pp.1-6.
Sharma, P. and Singh, D. (2015). Comparative Study of Various SDLC Models on Different
Parameters. International Journal of Engineering Research, 4(4), pp.188-191.
Sunindijo, R. (2015). Project manager skills for improving project performance. International
Journal of Business Performance Management, 16(1), p.67.
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