Project Background and Schedule for Tier One Suppliers Insurance Group

This document outlines the project background, schedule, risk management and resource management for Tier One Suppliers Insurance Group. It includes milestones, project requirements, limits and exclusions, time and cost management, and risk management.

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Tier One Suppliers Insurance Group
Table of Contents
1. Project Background..........................................................................................................2
1.1. Project goal...............................................................................................................2
1.2. Project objective.......................................................................................................2
1.3. Project Deliverable...................................................................................................2
1.4. Strategic alignment of project.................................................................................2
2. Project schedule................................................................................................................3
2.1. Milestones......................................................................................................................3
2.2. Project requirements.....................................................................................................3
2.3. Limits and exclusions...................................................................................................3
2.4. Work/ process breakdown schedule.............................................................................3
3. Time and cost management..............................................................................................5
3.1. Time management.........................................................................................................5
3.2. Cost management..........................................................................................................5
Cost and Billing Comparison for Cloud Vendors....................................................................5
4. Resource management......................................................................................................6
5. Risk management..............................................................................................................8
6. Communication management plan..................................................................................9
7. References.......................................................................................................................10

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1. Project Background
1.1. Project goal
Following are key goals of the proposed project:
 Minimize data spent in data entering data by agent.
 Minimize errors in entering data by the agent.
 Attract new customers by focusing more on the high-risk clients rather low
risk clients.
 Save time in entering data by allowing agents to enter data from the field.
 Save timing by responding low risk clients without physically visiting them.
 Close physical offices of the company to save costs.
1.2. Project objective
The key objective of project is to prepare a new information system to handle the
increasing customer’s needs and allow agents to attract new clients who have high
risk. The objectives are as follows:
 To select CRM vendor for the new proposed system.
 To select cloud technology for the new proposed system.
 To integrate CRM system with the cloud solution.
 To allow agents to run proposed system on any device.
 To train agents on the new information system.
1.3. Project Deliverable
Following are key deliverables of the proposed information system:
 Migrated data from current systems of all agents on to the new integrated
CRM-Cloud solution.
 Facility to track status of visit of agents to all their respective clients.
 Facility to track client conversion by respective agents.
 Improved processing in new clients and maintaining existing ones.
 Reduction in time spent over transferring content from agents to the system.
 Centralize controlling of agents and customers.
1.4. Strategic alignment of project
 The goals of the proposed project is in line with the goals of the company.

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 The development and design of the project will be done to achieve organizational
goal.
2. Project schedule
2.1. Milestones
Following are key milestones of the project:
Task Name Start Finish
Milestone 1 - Sign off project plan Fri 06/07/18 Fri 06/07/18
Milestone 2 - CRM vendor selection Tue 24/07/18 Tue 24/07/18
Milestone 3 - Cloud vendor selection Tue 24/07/18 Tue 24/07/18
Milestone 4 - Finalize design document Mon 20/08/18 Mon 20/08/18
Milestone 7 - Developed code Wed 10/10/18 Wed 10/10/18
Milestone 8 - Tested system Tue 30/10/18 Tue 30/10/18
2.2. Project requirements
Following are key project or technical requirements of the project:
 The data backup should be done before or along with planning phase of the
solution.
 The backup restoration should not take more than 2 hours in case the project
results in failure.
 All agents to be entered in the system should have valid license for operating.
 All current clients should not be affected with the on-going data migration and
new software development. Separate resources should be allotted to handle
queries of current clients.

2.3. Limits and exclusions
Following are key limits and exclusion of the project (Yang & Tamir, 2015):
 There will be no upgrades in the software after User Accepting testing at the
company’s end.
 The project shall not cover any bugs after the closure of project.
 The project will only deal with storage aspect of cloud and payroll aspect of
Customer Relationship Management.
 The project will not cover the marketing aspect of the products of the
company.

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 Project work is limited to Monday to Friday from 9:00 AM to 6:00 PM with
30 minutes lunch break.
2.4. Work/ process breakdown schedule
WBS Task Name
1 Automated System - TOSIG
1.1 Project planning
1.1.1 Define scope
1.1.2 Define limits
1.1.3 Define human resources
1.1.4 Prepare project plan
1.1.5 Milestone 1 - Sign off project plan
1.2 Vendor selection
1.2.1 CRM vendor selection
1.2.1.1 Conduct market research
1.2.1.2 Shortlist 3 vendors
1.2.1.3 Select vendor
1.2.1.4 Milestone 2 - CRM vendor selection
1.2.2 Cloud solution vendor
1.2.2.1 Conduct market research
1.2.2.2 Shortlist 3 vendors
1.2.2.3 Select vendor
1.2.2.4 Milestone 3 - Cloud vendor selection
1.3 Project development
1.3.1 Design Document
1.3.1.1 Wireframe Sketches
1.3.1.2 Competitive Analysis
1.3.1.3 Content Requirements
1.3.1.4 Finalize Information Architecture
1.3.1.5 Finalize Navigation Scheme
1.3.1.6 Finalize Content Design
1.3.1.7 Finalize Visual Design
1.3.1.8 Milestone 4 - Finalize design document
1.3.2 Prepare database
1.3.2.1 Define creation query
1.3.2.2 Execute database creation query
1.3.3 Code Generation
1.3.3.1 Develop business logic content
1.3.3.2 Integrate CRM
1.3.3.3 Integrate Cloud solution
1.3.3.4 Milestone 7 - Developed code
1.3.4 Testing
1.3.4.1 Application testing
1.3.4.2 System testing
1.3.4.3 UAT
1.3.4.4 Prepare testing bugs summary

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1.3.4.5 Milestone 8 - Tested system
1.4 Go - Live
3. Time and cost management
3.1. Time management
The project starts on 2nd July 2018 and ends on 1st November 2018 with total duration
of 89 days. It consists of following sub-phases:
WBS Task Name Duration Start Finish
1 Automated System - TOSIG 89 days Mon 02/07/18 Thu 01/11/18
1.1 Project planning 5 days Mon 02/07/18 Fri 06/07/18
1.2 Vendor selection 12 days Mon 09/07/18 Tue 24/07/18
1.2.1 CRM vendor selection 12 days Mon 09/07/18 Tue 24/07/18
1.2.2 Cloud solution vendor 12 days Mon 09/07/18 Tue 24/07/18
1.3 Project development 70 days Wed 25/07/18 Tue 30/10/18
1.3.1 Design Document 19 days Wed 25/07/18 Mon 20/08/18
1.3.2 Prepare database 7 days Tue 21/08/18 Wed 29/08/18
1.3.3 Code Generation 30 days Thu 30/08/18 Wed 10/10/18
1.3.4 Testing 14 days Thu 11/10/18 Tue 30/10/18
1.4 Go - Live 2 days Wed 31/10/18 Thu 01/11/18
3.2. Cost management
Cost and Billing Comparison for Cloud Vendors
Cloud Vendors for Data File Exchange (AdvisoryHQ, 2015)
Labour cost = $52,000
CRM license cost = $2000
Cloud cost = $200

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4. Resource management
The management of resources can be depicted from RACI matrix (Mohapatra & Patnaik,
2011) as shown below :
Task Name PM GUI PG1 PG2 DBA TR AO BA
Define scope RACI I I I I I I I
Define limits RACI I I I I I I I
Define human resources RACI I I I I I I I
Prepare project plan RACI I I I I I I I
Conduct market research ACI I I I I I I R
Shortlist 3 vendors ACI I I I I I I R
Conduct market research ACI I I I I I I R
Shortlist 3 vendors ACI I I I I I I R
Select vendor ACI I I I I I I R
Wireframe Sketches ACI R I I I I I I
Competitive Analysis ACI R I I I I I I

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Content Requirements ACI R I I I I R I
Finalize Information
Architecture
ACI R I I I I I I
Finalize Navigation Scheme ACI R I I I I I I
Finalize Content Design ACI R I I I I I I
Finalize Visual Design RACI I I I I I I I
Define creation query ACI I I I R I I I
Execute database creation
query
ACI I I I R I I I
Develop business logic
content
ACI I R I I I I I
Integrate CRM ACI I I R I I I I
Integrate Cloud solution ACI I I R I I I I
Application testing ACI I I I I R I I
System testing ACI I I I I R I I
UAT ACI I I I I R I I
Prepare testing bugs
summary
ACI I I I I R I I
Go - Live RACI I I I I I I I
Resource allocation to each task activity is shown below:
Task Name Resource Names
Define scope Project manager
Define limits Project manager
Define human resources Project manager
Prepare project plan Project manager
Conduct market research Business analyst
Shortlist 3 vendors Business analyst
Conduct market research Business analyst
Shortlist 3 vendors Business analyst
Select vendor Business analyst
Wireframe Sketches Graphical user interface developer
Competitive Analysis Graphical user interface developer
Content Requirements Graphical user interface developer, Administration officer
Finalize Information Architecture Graphical user interface developer
Finalize Navigation Scheme Graphical user interface developer
Finalize Content Design Graphical user interface developer
Finalize Visual Design Project manager
Define creation query Database developer
Execute database creation query Database developer
Develop business logic content Programmer 1
Integrate CRM Programmer 2
Integrate Cloud solution Programmer 2
Application testing Tester
System testing Tester

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UAT Tester
Prepare testing bugs summary Tester
Go - Live Project manager
(Mallery, 2011)
5. Risk management
Following are risks associated with the project
Risk Probability Impact Contingency plan
Increase in the
budget High Medium
In case the project budget goes beyond the
estimated budget then high management
approval is required for additional budget.
Deliverables
deadlines are
missed.
Medium
High
Continuous monitoring of project is
performed by the project manager using
tools like Gantt chart, Minutes of
Meetings, etc. This will help in delivering
milestones / deliverables on time.
Unexpected quality
of deliverables Low
High
Project manager should ensure that testing
is conducted as soon as code is developed
to resolve all the likely and unlikely bugs
before UAT.
Variation in scope
Medium
High
Company may change the scope after
completion of project as per the changing
needs. In this scenario, only those tasks
should be accepted for which the
agreement was made and rest of them
should be rejected.
Disputes among
stakeholders
Medium Medium Regular meetings with the stakeholders to
resolve any conflicts and clarify their
respective expectations so that confusion
does not occur.
Issues in the
developed
application
Medium Medium Testing should be done at all levels to
resolve the bugs and keep testing again to
find any bug.

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Requirements are
not
Low High Involve clients throughout the project
development and get the requirements
verified from stakeholders.
Risks related to
scheduling
Low Medium In order to resolve risks related to project
scheduling, monitoring tools are used to
keep the tasks on track which will made it
easier for maintaining project resources.
Technical Risks Low High When bugs occur in the application, it can
cause issues in the working of the
developed system, hence it is important to
ensure compatible between the necessary
hardware and software before CRM-
cloud based system is launched.
Non-availability of
necessary human
resources
Medium High Availability of resources should be ensure
before starting the project. The industry
experts should be consulted for resource
hiring (Henderson, 2004).
6. Communication management plan
The communication plan aims at making a plan to fulfil the requirement of communication
among the team members, project owner and stakeholders. The plan consist of details of
mode of communication and frequency of communication.
Stakehold
er
Data Frequency of
communicati
on
Location of
communicati
on
Aim of
communicati
on
Communicati
on
mechanism
Project
Sponsor
Project
report
Weekly SharePoint Status Email
Project
manager
Project
report
Weekly SharePoint Status Email, face-
to-face
Project Request for At kickstart SharePoint Status SharePoint,

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Manager funds,
Project
change
request,
Project
requiremen
ts, updates
on team
members
of project,
daily and at
the end of
each project.
email and
face-to-face
Project
Team
members
Project
requiremen
ts, updates
on team
members
At kickstart
of project,
daily and at
the end of
each project.
SharePoint Status SharePoint,
email and
face-to-face
Current
clients
Before
starting the
project
Daily Email Status Emails
Clients Final
product
Go-live SharePoint End-product Website and
email (Marle,
2014)
7. References
AdvisoryHQ,. (2015). 5 Best Small Business Accounting Software in Australia. AdvisoryHQ.
Retrieved 11 September 2016, from http://www.advisoryhq.com/articles/5-best-small-
business-accounting-software-in-australia/
Henderson, L. (2004). Encoding and decoding communication competencies in project
management ? an exploratory study. International Journal Of Project Management,
22(6), 469-476. http://dx.doi.org/10.1016/s0263-7863(04)00014-6
Mallery, M. (2011). Project Management Portal (PMP) from the University of Washington
Information Technology Wiki -
https://wiki.cac.washington.edu/display/pmportal/Project+Management+Portal.
Technical Services Quarterly, 28(3), 365-367.
http://dx.doi.org/10.1080/07317131.2011.574546

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Marle, F. (2014). Assisting project risk management method selection. International Journal
Of Project Organisation And Management, 6(3), 254.
http://dx.doi.org/10.1504/ijpom.2014.065255
Mohapatra, S., & Patnaik, A. (2011). Sustainability in HRIS implementation through
effective project management. International Journal Of Project Organisation And
Management, 3(1), 78. http://dx.doi.org/10.1504/ijpom.2011.038865
Yang, Y., & Tamir, G. (2015). Offshore software project management: mapping project
success factors. International Journal Of Project Organisation And Management, 7(2),
111. http://dx.doi.org/10.1504/ijpom.2015.069613