Undertake Project Work: Training Project Plan

This document provides a detailed project plan for a training project, including objectives, stakeholders, budget, resources, and implementation plan.

StStudent Name: Id
BSBPMG522
UNDERTAKE PROJECT WORK
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Table of Contents
1.0 Introduction...............................................................................................................................2
2.0 Initiation phase................................................................................................................................2
2.1 objectives and major deliverables...............................................................................................2
2.2 Stakeholders list..........................................................................................................................2
2.3 Proposed start date and proposed budget..................................................................................3
2.4 Resources needed.......................................................................................................................3
2.5 Team charter...............................................................................................................................3
2.6 Risk associated with the project..................................................................................................4
3.0 Planning the project........................................................................................................................5
3.1Detailed WBS................................................................................................................................5
3.2 Detail responsibility matrix..........................................................................................................6
3.3 time line/Gantt Chart...................................................................................................................7
3.4 Detailed budget...........................................................................................................................8
3.5 Action Plan...................................................................................................................................9
4.0 Implementation.............................................................................................................................10
4.1 Project Progress report..............................................................................................................10
5.0 Close out........................................................................................................................................10
6.0 Recommendation..........................................................................................................................10
7.0 Conclusion.....................................................................................................................................11
8.0 Bibliography...................................................................................................................................12
9.0 Appendix........................................................................................................................................13
Appendix 1 WBS..............................................................................................................................13
Appendix 2: MS Project File.............................................................................................................13
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1.0 Introduction
A project plan is used for documenting the key scope and the objective of the undertaken project. A
project plan is developed to effectively plan a project execution process and provide a step by step
guidance to the team to execute and finish a project in a successful way. The project plan documents
the initiation process of an undertaken project by identifying the objectives and the goals of the
undertaken project. The key stakeholders of the project are identified and documented in the plan.
A project plan documents the key resources needed in the project to ensure continuous resource
availability.
A project of training the staffs of ABC organization has been undertaken to ensure that all the staffs
get an idea of the secure usage of the information systems of the organization. Majority of work
processes of ABC organization is automated by the use of different information systems such as
customer relationship management system, decision support system and others. Therefore,
providing training to the staffs of the organization becomes a necessity. ABC organization has
undertaken a project work of imparting training to their staffs. The project plan documents the key
processes, tools and techniques that will be followed to make this project a success. The plan
documents a detailed WBS of the project, Gantt chart, action plan and the detailed implementation
approach for the project.
2.0 Initiation phase
The initiation or the first phase of any project is important for identification of the key requirements
and the purposes that are needed to be fulfilled. In the following section, the objectives and the
deliverables of the undertaken training project is specified in the following sections. Along with that
the details of the key stakeholders and the critical risk that can affect the project execution are
further documented in the following section.
2.1 objectives and major deliverables
The objective of the undertaken training project is to ensure that the staffs of the organization are
trained about the working principle of the major information systems (IS) that are in place within the
organization. The entire project is being planned to offer the staffs with the comprehensive
knowledge about the working procedure of the IS and its secure usage. The key deliverables and the
project and its tentative completion dates are elaborated in the table below-
Deliverables Date of Completion
Project Initiation and Development of Draft
Project Plan
Thu 16-01-20
Development of the Project Plan Wed 29-01-20
Delivery of the Training Wed 25-03-20
Project Evaluation and Closure Fri 24-04-20
Table 1: Showing the Key Project Deliverables
2.2 Stakeholders list
The stakeholders are those individuals of a project who have an interest in the outcome of the
undertaken project. Identification of the key stakeholders becomes a necessity to ascertain that the
expectations of the main stakeholders are fulfilled by implementing the project in an efficacious
manner. The main stakeholders of the training project undertaken by ABC organization are listed in
the table below-
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Stakeholders Power/Influence on the
Project
Interest in the Project
CEO High High
Sponsor High Medium
Project Manager Medium High
Business Analyst Medium Medium
Trainer Medium High
Employees Low Medium
Table 2: Showing the stakeholders and their Power/Interest in the Training project
2.3 Proposed start date and proposed budget
The project is expected to start on Mon 13-01-20. The proposed and the approved budget of the
project is $67,040. The proposed budget includes the cost of resources and the material cost as well.
The entire training project is needed to be executed within the proposed budget.
2.4 Resources needed
The execution of the training project in a fruitful way is subjected to continuous resource availability.
The key resources needed to confirm that the project is being accomplished positively, is depicted in
the figure below-
Figure 1: Demonstrating the Resources Considered for the Training Project
The above figure indicates the details of the human resources considered for the successful
accomplishment of the training project. The standard rate of payment of each of the resources are
further illustrated in the picture.
2.5 Team charter
The project team member that is formed for the training project has given a specific set of
responsibility to ensure that the entire project is executed as per plan. The team charter is illustrated
in the following table-
Team Member Responsibility
Project Manager Developing a project Plan and management of
the undertaken Project
Resource Manager Resource Allocation
Project Coordinator Project Coordination and Supervision
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Trainer Understanding the Training needs and Training
the Employees
Business Analyst Identifying the Business Needs and Setting up
the Project Budget
Table 3: Illustrating the Team Roles and Responsibilities
2.6 Risk associated with the project
It is crucial to identify the key project risk before the start of the project so that the mitigation
approach of the risk can be identified. The following table provides a description of the risk, its
impact on the undertaken training project and the risk response that is set to ascertain that the
project is executed without any issue-
Risk/Issues Description Probability
of
Occurrence
of the Risk
[scale 1-5]
Impact of
the Risk on
the Project
[scale 1-5]
Risk
Score
Risk Response/Mitigation
Strategy
Incorrect
Requirements
Identification
The training
requirements are
incorrectly
identified leading
to development of
a faulty plan
Low (2) High (4) 8 Avoid: Proper brainstorming
sessions will be arranged to clearly
identify the training needs
Schedule Issues due to
Unexpected Delay
The time allocated
for each task is
unrealistic
Medium (3) Medium
(3)
9 Avoid: The schedule plan will be
developed by allocating maximum
time needed for accomplishment
of each of the project task
Unavailability of the
needed resources
This risk can arise
due to the
problem of
resource over
allocation
Low (1) Medium
(3)
3 Transfer: The Resource Manager
will look after the continuous
resource Availability
Budget Issues Delays in the task
or resource
unavailability
might result in
budget issues
Medium (3) High (4) 12 Avoid: The Budget estimation
should consider all the possible
expenditure in the project apart
from resource cost
Technical Difficulties Technical
difficulties might
arise in setting up
the training venue
and in imparting
training to the
employees
Low (2) High (5) 10 Transfer: A technical Expert will be
hired to look after the entire
implementation process
Resistance/lack of
support from
Employees
Lack of support
from the existing
employees of ABC
Medium (3) High (5) 15 Avoid: The employees should be
made to understand the need of
training for increasing the
operational efficiency.
Table 4: Illustrating the Risks in the Training Project
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3.0 Planning the project
The success of execution of the undertaken training project majorly depends on the plan that is
developed for project execution. The plan for the training project include development of a detailed
WBS and assigning responsibility of each task to the present team members. The plan that is
prepared further includes the detailed Gantt chart and the budget of the project. The action plan for
effective accomplishment and implementation of the training project in ABC organization is
discussed in the following section.
3.1Detailed WBS
The WBS provides an idea of the task and the sequence of accomplishment of each task. The WBS of
the undertaken training project is specified as follows-
Figure 2: The WBS of the Training Project
The figure delivers an idea of the WBS to be trailed in execution of the training project. The details of
each of the task and its sequence are illustrated in the WBS. In appendix 1 the WBS of the training
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project is illustrated in diagrammatic form. The entire project is divided into four broad phases and
successful execution of each phase will ensure project success.
3.2 Detail responsibility matrix
The responsibility matrix (RACI) for successful execution of the project task is represented in the
table below-
Resources
Tasks
Project
Manager
Resourc
e
Manager
Business
Analyst
Project
Coordinator
Technical
Expert
Trainer Staffs
and
Workers
Gathering the
Training
Requirements
A R C I I I I
Brainstorming R R I C C C I
Development
of Draft Plan
R R A I R I I
Estimation of
the Training
Needs
R A A C R C I
Schedule
Estimation
R R C I R C I
Budget
Estimation
A R A C C I I
Resource
Estimation
R R C C A C I
Development
of Project Plan
R R C I C I I
Development
of Training
Modules
C C A I C R I
Making the
Employee List
R R C I I I I
Sending Invites
for Training
R I C I R I I
Venue
Preparation
I I A C R R R
Understanding
the focus area
of the training
R R C R C I I
Training the
Employees and
Staffs
C C A I A R R
Collection of
Feedback
I C A I R R R
Analysis of the
Feedback
collected
R R I R R R I
Development
of Project
closure
Reports
R R A R R I I
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Project
Evaluation
R R A C R C I
Payment
Completion
R R A R R C I
Resource
Release
R C A I C I A
Client Sign off
and Project
Closure
R R A I I I I
Table 5: Showing the RACI Matrix
R: Responsible, A: Accountable, C: Consulted, I: Informed
The above table indicates the resources responsible for performing each of the project tasks. The
resources are indicated as responsible, accountable, consulted or informed for each of the tasks
linked with the training project.
3.3 time line/Gantt Chart
The Gantt chart indicate the detailed timetable of the training project. The Gantt chart of the
training project is indicated as below-
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Figure 3: Depicting the Project Gantt chart
The Gantt chart in the above figure illustrates the critical path (activities mark in red), the milestone
and the resources needed for the project. The time needed for accomplishment of each task and
also for completion of the entire project is further indicated in the Gantt chart.
3.4 Detailed budget
The budget set for execution of the training project is indicated as follows-
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Figure 4: The Detailed Cost Break down of the Training Project
The above figure illustrates the cost of execution of each of the phases of the training project. The
total budget estimated for the training project is $67,040.
3.5 Action Plan
The action plan for the training project outlines the key steps that will be taken to ascertain the
project is being implemented in relation to the goals, mission and vision of the organization. The
action plan for training project in ABC organization is indicated as follows-
1. Development of a feasible plan associated with the organization’s mission and vision. For this the
key needs and the expectations of the stakeholders will be identified to develop a working project
plan.
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2. The Project will be executed as per the project plan and for that proper monitoring and control
measures will be appointed. The project coordinator will look after the project progress and will
report about any prominent quality issue.
3. The project progress will be regularly documented and the after each phase, the quality of the
project will be checked to validate the initial project requirements
4. Periodic Risk management process will be ensured to eliminate any major issue from the project.
5. Feedback from the employees will be collected after the completion of training project to evaluate
the degree to which the objectives of the training project is fulfilled.
4.0 Implementation
4.1 Project Progress report
The project is currently on the planning stage and is on track. The project team has been set up
considering the skills and competencies of the team members. The brainstorming session is
successfully completed to understand the key training requirements. The project is not delayed and
is being executed as per plan. In further stages, detailed documentation of the project progress will
be required to document the key processes and the techniques used in project execution
The responsibility of generation of regular progress report is given to the project manager. The
manager will be sharing the progress report to all the stakeholders and the team members over
email. Any objection or query regarding the project implementation will therefore be easily
communicated with the help of regular progress reporting.
5.0 Close out
The project closure is related to successful fulfilment of all the key objectives that are identified in
table 1. The successful fulfilment of the project deliverables will be judged after reviewing the
outcome and the processes of an undertaken project. The reviewing of project progress is a
necessary step towards successful project closeout. The reviewing step will help in confirming that
the expectations of the key stakeholders are met.
The Project close out is the accountability of the manager and it will be carried out in the last phase
of the training project. The close out will be successful only after complete documentation of the
project execution and archiving the regular progress reports and lesson learnt of the training project.
6.0 Recommendation
The recommendations for fruitful execution of the training project in ABC organization are indicated
as follows-
1. Staffs and employees’ cooperation should be obtained for gaining maximum benefit from the
project
2. Regular record keeping is recommended for effective tracking of the project
3. The roles and responsibilities of the members of the team should be delegated at the start of the
training project in the planning stage.
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7.0 Conclusion
The project plan for the training project of ABC organization is prepared that details the objectives of
the project and identifies the key project stakeholders. The main deliverables of the project is
identified along with the resources needed to fulfil the deliverables. The project plan is prepared in
accordance to the mission and vision of the organization to gain maximum benefit. A realistic
schedule and budget is prepared to implement the project in accordance to the developed plan. The
plan discuss the action plan for the project and the procedure of project closure. The training project
will be successful only if all the deliverables and the objectives of the project are met.
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8.0 Bibliography
Cagliano, A.C., Grimaldi, S. and Rafele, C., 2015. Choosing project risk management techniques. A
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Crawford, J.K., 2014. Project management maturity model. Auerbach Publications.
Crawford, J.K., 2014. Project management maturity model. Auerbach Publications.
Eskerod, P. and Jepsen, A.L., 2016. Project stakeholder management. Routledge.
Eskerod, P., Huemann, M. and Savage, G., 2015. Project stakeholder management—Past and
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Fleming, Q.W. and Koppelman, J.M., 2016, December. Earned value project management. Project
Management Institute.
Harrison, F. and Lock, D., 2017. Advanced project management: a structured approach. Routledge.
Heagney, J., 2016. Fundamentals of project management. Amacom.
Hopkinson, M., 2017. The project risk maturity model: Measuring and improving risk management
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Kerzner, H., 2017. Project management: a systems approach to planning, scheduling, and controlling.
John Wiley & Sons.
Kliem, R.L. and Ludin, I.S., 2019. Reducing project risk. Routledge.
Leach, L.P., 2014. Critical chain project management. Artech House.
Meredith, J.R., Mantel Jr, S.J. and Shafer, S.M., 2017. Project management: a managerial approach.
John Wiley & Sons.
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management performance and project success. International journal of project management, 32(2),
pp.202-217.
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Routledge.
Oakes, G., 2016. Project reviews, assurance and governance. Gower.
Schwalbe, K., 2015. Information technology project management. Cengage Learning.
Svejvig, P. and Andersen, P., 2015. Rethinking project management: A structured literature review
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Vanhoucke, M., 2014. Integrated Project Management and Control. Springer. doi, 10, pp.978-3.
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9.0 Appendix
Appendix 1 WBS
Appendix 2: MS Project File
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