Project Management and IT Resource Planning

This assignment involves planning and allocating IT resources (laptops, software licenses, routers) for a new Birmingham Campus. The IT Technician must install laptops, update software resources, and set up new routers while considering budget constraints. The solution provided includes detailed calculations and assumptions for each resource allocation, following the format specified in the Appendices A-C.

Project Management
Name of Student
Name of University

Table of Contents
Project initiation document (PID)................................................................................................................................................................................4
Objectives.................................................................................................................................................................................................................5
Budgetary information..............................................................................................................................................................................................5
Timescales................................................................................................................................................................................................................8
Approach.................................................................................................................................................................................................................10
Project Staff, Stakeholder and Resources...............................................................................................................................................................10
Key staff and stakeholder analysis table.................................................................................................................................................................11
Risk register................................................................................................................................................................................................................16
Project Plan.................................................................................................................................................................................................................22
Project Milestones..................................................................................................................................................................................................25
Work Breakdown Structure....................................................................................................................................................................................26
Gantt chart showing critical path............................................................................................................................................................................27
Report to project sponsor...........................................................................................................................................................................................28
Risk management approach....................................................................................................................................................................................28
The effectiveness of the PRINCE2 methodology...................................................................................................................................................28
References..................................................................................................................................................................................................................30
Appendices.................................................................................................................................................................................................................32
Appendix A.............................................................................................................................................................................................................32

Appendix B.............................................................................................................................................................................................................32
Appendix C.............................................................................................................................................................................................................32

The Business School at Roehampton University is planning to refurbish the classrooms and the computer labs of the Queen’s Building at
Birmingham. The refurbishment will help the students and the teachers. They will all get a good learning environment. The classrooms will have
modern furniture, well-designed doors and windows. The classrooms will have the latest updated software and hardware resources and computer
systems. The latest network architecture will help the students and the teachers to get fast internet bandwidth and advanced security. Heads of IT
and Facilities have planned to improve the IT support desk. The IT support representative will handle the IT related queries. The teachers,
students and other staffs of the Business School of Roehampton can solve all the IT related queries with the IT support desk. IT support
representative will handle all the IT related queries. The teaching staffs and the students will get access to the latest technology. The teachers can
teach students with the help of a projector. The teachers can share training materials over the Internet, and the students can access those study
materials online anytime anywhere.
I have been appointed as the Project Manager for the project. It is the responsibility of the project manager to engage the stakeholders of the
given project so that the project can be completed successfully. The sponsor for the refurbishment project is the Director of the Business School.
He has full cooperation from the Heads of IT and facilities as well. The paper discusses the project plan and budgetary information which help
the stakeholders to know how the project can be completed successfully.
Project initiation document (PID)
Sponsor: Director of the Business School at Roehampton University
Project Name: Project Management for refurbishing classrooms and computer labs of Queen’s Building at Birmingham
Prepared By: Mr Richardson (Director of the Business School
of Roehampton)
Date
: 05/03/2018

Objectives
 To get maximum benefits from the IT framework. The IT framework facilitates the learning environment of the student. The teachers can
explain difficult and complicated concepts with the help of the projector.
 To establish relationships with the stakeholders of the project. The teachers, students and the other staffs of the Business School of
Roehampton can be able to connect with each other.
 To establish a classroom having all the smart and modern features like the projector, modern furniture and whiteboard.
 To develop an IT helpdesk. The IT support representative will solve all the IT related queries all the time.
 To connect students and teachers of the Business School of Roehampton so that they can stay connected all the time. The teachers can
share study materials online. Those online study materials can be helpful for students.
Budgetary information
Task Name Cost
Business School at Roehampton University Refurbishment £ 27,616.00
Business School at Roehampton University Renovation £ 27,616.00
Classroom and Computer Labs Infrastructure Review £ 7,112.00
Analysis £ 8,792.00
Implementation £ 8,712.00
New Hardware resource installation £ 1,440.001
New software resources installation £ 864.002
Setting up IT Support Desk £ 600.003
1 For details of budget calculation and assumptions see Appendix A
2 For details of budget calculation and assumptions see Appendix B
3 For details of budget calculation and assumptions see Appendix C

Project Closure £ 3,000.00

Timescales
Task Name Duration Start Finish
Business School at Roehampton University
Refurbishment 69 days Mon 05-03-18 Thu 07-06-18
Business School at Roehampton University
Renovation 69 days Mon 05-03-18 Thu 07-06-18
Classroom and Computer Labs Infrastructure
Review 15 days Mon 05-03-18 Fri 23-03-18
Analysis 15 days Mon 26-03-18 Fri 13-04-18
Implementation 33 days Tue 10-04-18 Thu 24-05-18
Project Closure 10 days Fri 25-05-18 Thu 07-06-18

Approach
The Business School of Roehampton decides to refurbish the classrooms and the computer labs for facilitating the students and the
teachers. The Head of IT and Facility decides to rejuvenate the existing classroom with modern furniture and modern IT equipment. The
classrooms will have designed doors and windows; the classrooms will have modern benches and shelves, will have a projector. The latest IT
infrastructure and modern classroom will give the Business School will give the competitive edge. The Director of the Business School is the
sponsor of this refurbishment project. The Project Manager is responsible for managing all the project activities. The Project Manager appoints a
network engineer, an IT technician and an IT Support Representative who will manage all the IT staffs. A construction team has been appointed
by the Project Manager who will take charge of refurbishing the classroom. The construction team includes the roofer, floorer, plasterer, wood
mechanics, and decorator. The Business School of Roehampton thus can get enhance the quality of education imparted.
Project Staff, Stakeholder and Resources
Resource Name
Director of Roehampton University
Construction Department
Project Manager
Network Engineer
Electrician
IT Technician
IT Support Representative
Key staff and stakeholder analysis table
Stakeholder
Name
Contact Person Impact Influenc
e
Category
of
stakehold
ers
What is
important to
the
stakeholder?
How could
the
stakeholder
contribute to
the project?
How could the
stakeholder
block the
project?
Strategy for
engaging the
stakeholder

Director Phone No.:
447429006370,
Blessington Road,
Blackheath, London
SE13 5EB
Very
High
Very
High
Advocates The Director
is the main
sponsor of
the project.
He is
responsible
for
developing a
platform
which
facilitates
both the
teachers and
the students
The Director
will have to
refurbish the
existing
classroom
and the
computer
labs. This
approach will
help to build
an excellent
learning
platform for
the
Birmingham
Campus
The Director can
reject the project
as a whole. He
can halt the
project
temporarily
Director is the
sponsor of the
project
Project
Manager
11/15 Park Road,
Surbiton KT5 8QA
High High Advocates Project
Manager is
responsible
for
developing a
project plan
for the
project
Project
Manager
prepares the
project plan,
the rest of the
stakeholders
can get a
glimpse of all
the activities
they need to
The project
manager can
halt the project.
He may change
any stakeholder
involved. This
approach can
adversely affect
the project
The project
manager is in
charge of
managing the
resources and
the stakeholders
required for the
project

carry out
Construction
Department
6-8 Queen Annes
Gardens, Bush Hill
Park, Enfield EN1
2JN
High Medium Follower The
construction
department is
responsible
for
rejuvenating
the
infrastructure
of the
classroom
and the
computer
labs
The
construction
department
includes the
roofer,
floorer, wood
machinist and
the decorator.
They will
rejuvenate
the classroom
and the
computer
labs
The construction
department may
work
inefficiently or
casually. The
project can fail
miserably as a
result of this
The construction
department has
been appointed
by the Project
manager to
refurbish the
classrooms and
the computer
labs. Roof
fitting, floor
tiling, painting
are the activities
that they need to
perform
IT Technician 265 Corbets Tey
Road, Upminster
RM14 2BN
High Very
High
Advocates IT
Technician is
responsible
for setting up
the projector
in every
classroom.
He is in
charge of
setting up the
hardware and
software
IT
Technician is
responsible
for updating
the latest
hardware and
software
resources to
implement a
new IT
infrastructure
He can fail to
implement the
hardware
resources. The
software
resources can
fail to comply
with the
hardware
resources. The
students and the
teaching staffs
The project
manager has
engaged IT
Technician to
set up hardware
and software
resources. The
teaching rooms
and the
computer labs
will have all the
latest resources

resources in
Business
School
can face
difficulties using
those software
resources
installed
IT Support
Representativ
e
44 20 7946 0366,
11/15 Park Road,
Surbiton KT5 8QA
High Very
High
Follower He is
responsible
for solving IT
related
issues. His
role is to
assist the
internal
staffs,
teachers and
the students
of the
He must
know the IT-
related staffs.
He must
provide
solutions for
the IT related
queries that
are raised by
the staffs and
the students
The project will
be of no use if
the IT support
representative
fails to solve IT
related queries
to the students
and the teachers
IT Support
Representative
has been
appointed to
analyse the
issues raised by
the teachers and
students and
provide
necessary
solutions
APPROVAL □ Yes │ □ No
______________________________ Date:____________
Sponsor

Risk register
Risk Name Document
Risks
Risk Owner Weightage Scores Risks Mitigation Contingency Plans
1. Social Networking Social
Networking
includes all
sorts of
cybercrime
(Pinto 2015).
The teachers
share course
materials with
the students,
and those
sensitive
materials can
get breached
University of
Roehampton
staffs, teaching
staffs and the
hackers
75% Very High Social
Networking
threats can only
be mitigated by
ethical usage
(Pinto 2015). The
teachers must use
certain policies
while sharing
course materials
over the internet
The University of
Roehampton must create
certain principles. The internal
staffs, the students as well as
the teachers must abide by all
the rules, and this approach
will help them on a long-term
basis
2. Mobile Devices The students
can lose
concentration
and can misuse
the mobile
University of
Roehampton
teachers and
students
45% Low Students must be
disciplined and
must act
responsibly. The
must use the
The management body of
University of Roehampton
must prepare policies for the
students so that they can use
the mobile phone with

phone
(Ramazani and
Jergeas 2015).
Also, the
hackers can
attack the
mobile phone
and steal the
personal
information
mobile phone
solely for the
education
purpose
efficiency
3. Malware The malware
attack can prove
to be deadly for
the Birmingham
Campus. The
hacker can
sabotage the
system; can
restrict the users
to use their
system. Again,
the confidential
data can get lost
due to the
malware attack.
Attackers 85% Very High The University of
Roehampton
must install an
antivirus
program; the
antivirus program
is helpful to
ensure safety and
security of the
Birmingham
Campus
(Schwalbe 2015)
The University of
Roehampton must implement
the antimalware program in
their system to get safe and
secured service
4. End-user computing The end-users
can prepare
Non- 25% Very Low The University of
Roehampton
The University of
Roehampton must develop

financial
statements
which have
numerous
frauds
(Hornstein
2015). They
lack the
forensic
capabilities.
The entire IT
operations of
Business
School at
Roehampton
University. The
entire business
operations can
get rattled.
programmers should keep an
eye on the
activities carried
out by the project
stakeholders
policies so that the end-users
can conduct daily activities
ethically
5. Corporate
Espionage
The teachers
can share the
copyright
materials
illicitly over the
Internet, and
this approach
can be a threat
to the Business
University of
Roehampton
teaching staff,
internal staff
60% High The University of
Roehampton at
the Birmingham
Campus must
keep track of the
IP address
(Calderon and
Ruiz 2015). The
University can
The University of
Roehampton must keep track
of all the activities of the
internal staffs. They must take
legal actions against those
staffs

School look at the issues
and can take
actions
accordingly
6. Project Backlog The project
stakeholders
associated with
the project can
fail (Ali 2015).
The computer
system of
Birmingham
Campus can get
rattled due to
mismanagement
of the project
and
inappropriate
project delivery
Stakeholders
of
Roehampton
65% Medium The management
team must assign
the best
employees for the
project. Then
they must be
trained well so
that they can
deliver quality
service
The University of
Roehampton must assign the
best person for the project.
The stakeholders must have
the skills and the expertise to
deliver quality service
7. IT Governance The project
manager can
fail to adhere to
the IT
Governance
policies. This
approach can
cost heavy
The technical
staff as well as
the
management
staff of the
Roehampton
90% Very High The University of
Roehampton
must follow the
IT Governance
rules. The IT
Governance rules
can help them to
conduct the
The University of
Roehampton must abide by all
the IT Governance policies.
The IT Governance policies
will safeguard the system
from the potential threats

(Badewi 2016).
The
Roehampton
University can
get attacked by
the hackers, and
their system can
be vulnerable to
use
business activities
with efficiency
(Ellis, Thorpe and
Wood 2015). The
IT Governance
policies can be
helpful to
conduct the
business safely
and securely
8. Electronic Records
Management
Birmingham
Campus of the
University of
Roehampton
can lose
confidential
data at the time
of conversion
procedures
(Shelley 2015).
ERM contains
several forensic
and storage
related
challenges
Roehampton
management
staff and the
technical staff
55% Medium The University of
Roehampton will
have to analyse
the ERM usage.
The Project
Manager will
have to evaluate
and process
storage controls
and monitoring
appropriately
ERP must be used ethically
otherwise it can be the fatal
University of Roehampton. It
is necessary to evaluate
necessary controls and
monitoring in an appropriate
manner
9. Data Management The IT
technician if
University of
Roehampton’s
85% Very High Database
developers of the
It is necessary to for the
Project Manager to assign the

fails to manage
the database
contents, then
the project
budget may rise
high. Also,
there is a risk
associated with
the project
(Pollack and
Adler 2015)
database
developer
University of
Roehampton
must handle the
database entries
with ease (Heizer
2016)
best database developers to
manage the database. Efficient
usage of the database can
provide long-term success of
the Business School
10. Cloud Computing Roehampton
University
Birmingham
Campus will
have to trust the
cloud vendor
(Heizer 2016).
They will have
to pay heavy
rent on a
monthly or
yearly basis
IT Technician
and project
manager of
Roehampton
University
40% Low The University of
Roehampton
must abide by the
rules set up by
the cloud vendor;
The cloud vendor
is responsible for
providing them
secured service
The University of
Roehampton must abide by all
the principles of the cloud
vendor. Though they have to
pay heavy money initially,
they can be assured the cloud
computing will provide them
huge benefits
Probability

Very High
High
Medium
Low
Very Low
Severity Very Low Low Medium High Very High
Project Plan
Project Milestones
Task Name Expected Start
Milestone 1: Completing the Classroom Infrastructure Review Fri 23-03-18
Milestone 2: Completing the Analysis part Fri 13-04-18
Milestone 3: Completing the Implementation Phase Thu 24-05-18
Milestone 4: Completing the Project Mon 04-06-18

Work Breakdown Structure

Gantt chart showing critical path

Report to project sponsor
Risk management approach
The risk management is essential for every organisation. The Business School at Roehampton University is no exception. The Business
School following certain project methodology can mitigate the risks associated with the project. There are several project methodologies by
which the refurbishment methodologies can be managed. The Business School must assess the risks involved with the refurbishment project.
There are several risks. The Director may ask to submit the project (Heizer 2016). If the project is delivered before the mentioned deadline, the
quality of the project may suffer. The project management will help to schedule a fixed deadline for the entire project. The Director, the project
manager and the stakeholders, can know the start date and the finish date of the project. There are risks related to the refurbishing activities. The
current classroom infrastructure must be reviewed. The hardware infrastructure must be reviewed well. The software resources must be
analysed well. In this way, the project manager, as well as the Director, can know the areas where improvement is required. The project
management helps them in conducting the feasibility study.
The Director can find out the loopholes that can prove to be a threat to the Business School (Ramazani and Jergeas 2015). Thus the
project management is helpful in analysing the loopholes in the project. Several aspects need to be considered for successful implementation of
the project. The roof fittings, the floor tiling, classroom wall plastering must be conducted sequentially one after another. The roof fitting will
require a subtle amount of time. The project plan will help to know the start time and finish time of the project activities in details. The plastering
can only be done after completion of roof fitting and floor tiling, and they should follow the sequential order. The Business School must follow
the project management while implementing the IT infrastructure in Birmingham Campus. There are several aspects of IT which the Business
School can achieve following the project methodology. The teachers can explain complicated concepts with the help of appropriate project
methodology (Pollack and Adler 2015). The teachers can conduct online training, and the students can learn subjects sitting at home. However,
there are several risks associated with the IT services. Both the teachers and the students must be used to the latest technology. The hackers
often attack the system and database to steal sensitive information from the database and system. They must share the online study materials
safely and securely and must notice that those data should not get breached. The project methodology can be helpful to know imply IT
Governance within the Business School Campus. The Business School following the project methodology appropriately can mitigate the risks
associated with the project.

The effectiveness of the PRINCE2 methodology
The PRINCE2 methodology is one of the project methodology adopting which they can attain maximum benefits. The PRINCE2 is
capable of analysing the risks early. The PRINCE2 methodology develops a Project Charter. The Director of the Business School can get a
glimpse of all the project activities. The project Charter also states that the stakeholders who are associated with the project activities. The
project manager and the stakeholders can be able to assess the risks associated with the project. The Project Charter helps to know the risks and
the threats associated with the project activities. There are several risks associated with the refurbishment project. The Director may ask to
submit the project as fast as possible. Since PRINCE2 prepares a Project Charter, the Project Charter will show the start date and finish date of
each project activities (Heizer 2016). Thus the Director can calculate the exact time to complete the entire project. The Project Charter also
prepares the budget. Thus the Director and the project manager will be able to acknowledge the minimal budget that is required to carry out the
project activities. Thus the Director and all the stakeholders associated with the project can know the minimal budget and the minimum time
required to perform the project beforehand. The Director being the sponsor of the project needs to approve the Project Charter and the project
plan. Thus the project manager and the stakeholders can avoid the risk regarding timeline and budget with the help of PRINCE2. During the
project execution, PRINCE2 plays an important role. During the project execution, the project activities like the roof fittings, the floor tiling
must be carried out efficiently. Good quality materials must be used during plastering. The electric wiring must be set up in within the Business
School campus. The project management team following the PRINCE2 methodology can carry out the refurbishment activities.
The PRINCE2 can play an important role in setting up the IT infrastructure within the campus (Shelley 2015). The PRINCE2 can be
helpful in applying the IT Governance policies within the campus. The IT Governance policies are capable of mitigating the project related risks.
The management team of the Business School can secure their system and database from cyber attacks applying the IT Governance policies
effectively. The University of Western Australia struggled throughout due to bad project management. The projects were badly scoped, there
was lack of direction. The managers did not have a clear idea about all the project activities, the deadline and the project budget. They followed
the PRINCE2 project methodology and eventually become successful. Newcastle-Under-Lyme College decides to work with the ILX Group
and want to extend the range of professional course they impart. The NULC collaborating with ILX find out a training solution by which they
can enhance their educational environment. The two case studies have been demonstrated in the paper (Calderon and Ruiz 2015). Both of them
illustrate how PRINCE2 is enhancing the educational environment of both the University. Similarly, PRINCE2 will change the Business School
at Roehampton University. The Birmingham Campus will be able to rejuvenate the classroom and the computer labs and will offer an excellent
learning environment to the teachers and the students.

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