Project Management for UNICEF Child Care: Development of a New System

This project aims to develop a new system for UNICEF child care to manage their donations and inventory. The project charter has been developed and an effective plan has been made for the development of the new system. The project objectives, requirements, constraints, assumptions, and risk factors have been identified. The project deliverables, milestones, and summary schedule have also been outlined.

Running head: PROJECT MANAGEMENT
Project Management
Name of the student
Name of the university
Author note

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Executive Summary
The purpose of the project was development of a new system in UNICEF child care. The child
care facility had been facing issues in managing their donations and maintaining stock of their
products. UNICEF child care took care of children ageing between 6 weeks up to 13years of age
and had grown popular due to their contribution to the society. The project charter had developed
a plan for development of a new system for mitigating the problems faced by the organization. It
had been concluded from the project charter that an effective plan has been developed for
developing a new system for the UNICEF child care service.

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Table of Contents
Project purpose................................................................................................................................3
Project description...........................................................................................................................3
Scope statement...............................................................................................................................3
Project objectives.............................................................................................................................4
Requirements...................................................................................................................................4
Constraints.......................................................................................................................................5
Assumptions....................................................................................................................................5
Risk Factors.....................................................................................................................................6
Project deliverables..........................................................................................................................9
Project Milestone...........................................................................................................................10
Summary schedule.........................................................................................................................11
Summary budget............................................................................................................................16
Resource Allocation.......................................................................................................................22
Conclusion.....................................................................................................................................22
References......................................................................................................................................23

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Project purpose
The purpose of the project is development of a new system in UNICEF child care. The
child care facility has been facing issues in managing their donations and maintaining stock of
their products. UNICEF child care takes care of children ageing between 6 weeks up to 13years
of age and has grown popular due to their contribution to the society. The new system will help
them manage their organizations in a better way.
Project description
The UNICEF child care takes care of children by providing them with babysitters, food,
nannies and teachers. The organization has flourished over the time and they serve more than
2500 people on a daily basis. However, the payment and ordering processes are still manual
which is problematic for the parents to pay and for the centre head to order required inventory.
The parents have to go to the firm’s website to get the bank details and make a transfer of funds
to the respective account. This process is time consuming and cumbersome for the parents.
Moreover, the organization does not have automated system for ordering and inventory
management which causes wastage of resources.
Scope statement
As opined by ul Hassan, Ahmad and Zuhaira, (2018), project statement is developed to
outline the project deliverables, requirements, constraints and assumptions. The key success
factors are also defined within the project so that it can be followed to attain the desired result.
The current project will consist of developing a new information system which will facilitate in

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online transaction of funds and management of inventory in a better way so that resource
wastage can be reduced.
Project objectives
As stated by Alias et al., (2014), project objectives are the direct and intended outcomes
which are derived based on the scope statement. This will be developed according to the
requirements of the stakeholders. In this current project, the objectives are as follows:
 To investigate the current issues and identify the requirements of the new system
 To communicate and discuss with the team members about the project objectives to
distinguish between their job roles
 To spot the hardware and software required for the new system
 To develop the new system for facilitate the online transaction and inventory
management
 To incorporate the system within the organization model
 Testing of the new developed system for required modifications
 Reshaping and launching of the new system
Requirements
Project requirements are tasks or conditions that will have to be fulfilled in order to
complete the project. The requirements in a project will provide a clear picture of the things that
will have to be done (Haron et al., 2017). These will be used to align the resources along with the
objectives of the project. There are major benefits in effectively defining the requirements of the
project are cost reduction, effective change management, increase in success rate of the project

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and improvement in communication among the stakeholders. The requirements of the current
project are as follows:
 To identify the requirements for the change management initiative
 Developing a system that can auto generate response when payment has been made
 To develop systems that keep records of all the clients
 To develop inventory management system to avoid wastage of resources
Constraints
The restrictions put on the action of the project team are known as project context. There
are mainly six project constraints that they will have to deal with and they are quality, time,
resources, risk, cost and scope (Shiohama et al., 2016). The constraint triangle shows that scope,
time and cost are the three primary factors affecting the quality of the project. The project
constraints are interrelated and impact of one factor will have a significant influence on the other
factors in the project. The constraints in the project are time, resource and budget. The time span
is fixed and cannot be changed so the project will have to manage risk factors and uncertainties
in a better way. The resources are limited due to the budget constraints so over allocation of
resources will have to be avoided. The project team will have to develop an effective
communication plan so that role of every member is well defined. Therefore, the project manager
will have to monitor and control each process on a regular process which will be essential for
maintaining the integrity of the project.

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Assumptions
In every project there are certain predefined assumptions which have to be taken into
consideration before executing the project (Kerzner, 2017). The assumptions of the project are as
follows:
 The internal stakeholders, departments and sponsors of the project have fully supported
the project that has been undertaken
 The headquarters will fulfil the additional requirements for the successful execution of
the project.
 The project purpose and objective have been communicated to all the departments
Risk Factors
As stated by Muriana and Vizzini (2017), risk management plays a vital role in success of
the project and it consists of identification of risk factors, evaluation of the risk factors and
mitigation of the risk factors based on their priority. The risk factors can be categorized into
three categories such as external risk, internal risk and technical risk. The risk factors are
mitigated according to level of damage they can have on the project. The probability of
occurrence of each of the risk factors is the measure of risk priority.
External risk
Risk Description Delay in delivery of the
hardware components
External issues that it
unexpected
Priority Low Medium
Summary New hardware components In a project scenario there are

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are required to effective
develop the new automated
system. The delay in delivery
of the components is totally
dependent on the vendor.
This will have an impact on
the overall project.
large numbers of
uncertainties which may
occur due to irregularities.
Affected Area It will affect the
implementation phase of the
project. This will increase the
time frame for this phase.
As the risk is unexpected it
may affect all the phases or
any particular phase.
Mitigation Plan This can be mitigated by
developing components
internally or by order the
supply with a considerable
buffer period.
Therefore, development of
risk register effectively can
be used to identify the
unexpected risk factors.
Internal risk
Risk Delay in approval of
the design for the
new system
Customization
failure in the
implementation
phase
Sudden requirement
changes

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Priority Medium High High
Summary Approval of the new
design system is
crucial as it covers
the first phase of the
project so without the
approval the project
cannot proceed
further.
The new
development system
will have to suit the
needs of the
organization and if it
is unable to do so
then the overall
project is a failure.
Therefore, effective
customization is
essential for
organizational
success.
Scope creep is a
common
phenomenon in the
project. However,
changes in
requirement after a
certain phase will
increase the cost and
time span of the
project.
Affected Area The time span of the
project is affected.
This will affect the
implementation and
closure phase and
increase the time
span in the later part
of the project.
The scope creep
affects the overall
projects as it leads to
the change in the
project deliverables.
Mitigation Plan Effective
development of a
The initiation phase
will have to be
It has to be clearly
defined that all the

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communication plan
will be able to
mitigate this risk
factor
executed effectively
to identify the
customization
requirements.
changes within the
project will be
accepted within the
first two phases
otherwise the project
cost and timeframe
will be heavily
affected.
Project deliverables
Chow, Woodford and Lambe, (2014), states the input processes within the project
required for achieving the desired goals of the stakeholders. The inputs in a project will depend
on the project processes and they can be like documents, equipment, information, software, plan
and money. However, the outputs in the projects are mainly recognized as deliverables in the
project. This will consist of components like software, hardware, contracts, applications and
assessment results. In this present project, the deliverables of the projects are as follows:
Task Name Duration Start Finish
Online ordering and deposit
system
173 days Fri 4/6/18 Tue 12/4/18
1.0 Initiation phase 40 days Fri 4/6/18 Thu 5/31/18

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2.0 Planning phase 25 days Fri 6/1/18 Thu 7/5/18
3.0 Execution phase 105 days Fri 7/6/18 Thu 11/29/18
4.0 Closure phase 3 days Fri 11/30/18 Tue 12/4/18
Project Milestone
As put forward by Montoya and Persson, (2017), the achievements in different phases of
the task are known as the project milestone. These are tasks within the project schedule having
duration of zero days and they do not have any influence on the overall timeframe of the project.
However, these are important tasks as it signifies completion of important phases within a
project. However, this will change depending upon the project approach taken by the
organizations.
Task Name Duration Start Finish
Online ordering and deposit
system
173 days Fri 4/6/18 Tue 12/4/18
Milestone 1: Project charter
developed
0 days Thu 5/31/18 Thu 5/31/18
Milestone 2: System and
network requirements
developed
0 days Thu 7/5/18 Thu 7/5/18
Milestone 3: New system 0 days Thu 11/29/18 Thu 11/29/18

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launched
Milestone 4: Project completed 0 days Tue 12/4/18 Tue 12/4/18

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Summary schedule
The summary schedule shows that different phases and tasks that have to be performed in
each of the phases (Kerzner & Kerzner, 2017). The project schedule shows that the overall
estimated time for project is 173 days and the project will commence from 6th April, 2018 and
the finish date of the project is 4th December, 2018. However, there may be changes in the
schedule depending upon the risk factors and changes in the deliverables of the project. Even
though the buffer time has been allocated to each of the tasks there are certain uncertainties
which can affect the project time span. The schedule shows the allotted time for each of the tasks
and the schedule for the current project are as follows:
Task Name Duration Start Finish
Online ordering and deposit
system
173 days Fri 4/6/18 Tue 12/4/18
1.0 Initiation phase 40 days Fri 4/6/18 Thu 5/31/18
1.1 New system requirement
identification
10 days Fri 4/6/18 Thu 4/19/18
1.2 functional requirement
mapping
15 days Fri 4/20/18 Thu 5/10/18
1.3 user requirement mapping 8 days Fri 4/20/18 Tue 5/1/18

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1.4 Develop initial project
charter draft
7 days Fri 5/11/18 Mon 5/21/18
1.5 Conduct meetings with
authorities and team members
3 days Tue 5/22/18 Thu 5/24/18
1.6 Final project charter
development
4 days Fri 5/25/18 Wed 5/30/18
1.7 Deploy project charter 1 day Thu 5/31/18 Thu 5/31/18
Milestone 1: Project charter
developed
0 days Thu 5/31/18 Thu 5/31/18
2.0 Planning phase 25 days Fri 6/1/18 Thu 7/5/18
2.1 Identification of the
hardware requirements
10 days Fri 6/1/18 Thu 6/14/18
2.2 Identification of the
software requirements
6 days Fri 6/1/18 Fri 6/8/18
2.3 Identification of the
network development
requirements
10 days Fri 6/1/18 Thu 6/14/18
2.4 Regulate the Database
management requirements
15 days Fri 6/15/18 Thu 7/5/18

14PROJECT MANAGEMENT
Milestone 2: System and
network requirements
developed
0 days Thu 7/5/18 Thu 7/5/18
3.0 Execution phase 105 days Fri 7/6/18 Thu 11/29/18
3.1 Existing hardware and
software Upgradation
35 days Fri 7/6/18 Thu 8/23/18
3.2 Appropriate Database
developed
25 days Fri 7/6/18 Thu 8/9/18
3.3 New system incorporation 20 days Fri 8/24/18 Thu 9/20/18
3.4 Testing the new system 30 days Fri 9/21/18 Thu 11/1/18
3.5 Identification of the
required modification
5 days Fri 11/2/18 Thu 11/8/18
3.6 Incorporating the changes 10 days Fri 11/9/18 Thu 11/22/18
3.7 New system launch 5 days Fri 11/23/18 Thu 11/29/18
Milestone 3: New system
launched
0 days Thu 11/29/18 Thu 11/29/18
4.0 Closure phase 3 days Fri 11/30/18 Tue 12/4/18

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4.1 Reviewing the overall
project and processes
1 day Fri 11/30/18 Fri 11/30/18
4.2 Project Document 2 days Mon 12/3/18 Tue 12/4/18
4.3 Signing off of the project
members
1 day Mon 12/3/18 Mon 12/3/18
Milestone 4: Project completed 0 days Tue 12/4/18 Tue 12/4/18

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Gantt chart

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Summary budget
The summary budget shows the estimated budget of the overall project along with the
budget for each of the tasks (Abran, 2015). However, the budget will change if there is change in
resource allocation and deliverables. Moreover, the risk factors may affect the time span of the
project which in turn will have an impact on the budget. The budget of the current project has
been described in detail in the table below:
Task Name Resource Names Cost
Online ordering and
deposit system
$42,784.00
1.0 Initiation phase $12,488.00
1.1 New system
requirement
identification
Project Manager, Public officer, Software Developer,
System Engineer
$4,080.00
1.2 functional
requirement mapping
Software Developer, System Engineer $2,280.00
1.3 user requirement
mapping
Project Manager $1,280.00
1.4 Develop initial
project charter draft
Project Manager $1,120.00

18PROJECT MANAGEMENT
1.5 Conduct meetings
with authorities and
team members
Chairman, Project Manager, Public officer, Software
Developer, System Engineer, Treasurer, Vice Chairman
$2,928.00
1.6 Final project
charter development
Project Manager $640.00
1.7 Deploy project
charter
Project Manager $160.00
Milestone 1: Project
charter developed
$0.00
2.0 Planning phase $5,032.00
2.1 Identification of
the hardware
requirements
System Engineer $800.00
2.2 Identification of
the software
requirements
Software Developer $432.00
2.3 Identification of
the network
development
Software Developer, System Engineer $1,520.00

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requirements
2.4 Regulate the
Database
management
requirements
Software Developer, System Engineer $2,280.00
Milestone 2: System
and network
requirements
developed
$0.00
3.0 Execution phase $21,360.00
3.1 Existing
hardware and
software Upgradation
Software Developer, System Engineer $5,320.00
3.2 Appropriate
Database developed
Software Developer, System Engineer $3,800.00
3.3 New system
incorporation
Software Developer, System Engineer $3,040.00
3.4 Testing the new
system
Software Developer, System Engineer $4,560.00
3.5 Identification of Project Manager, Software Developer, System Engineer $1,560.00

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the required
modification
3.6 Incorporating the
changes
Software Developer, System Engineer $1,520.00
3.7 New system
launch
Project Manager, Software Developer, System Engineer $1,560.00
Milestone 3: New
system launched
$0.00
4.0 Closure phase $3,904.00
4.1 Reviewing the
overall project and
processes
Chairman, Project Manager, Public officer, Software
Developer, System Engineer, Treasurer, Vice Chairman
$976.00
4.2 Project Document
Project Manager, Public officer, Software Developer,
System Engineer, Chairman, Treasurer, Vice Chairman
$1,952.00
4.3 Signing off of the
project members
Chairman, Project Manager, Public officer, Software
Developer, System Engineer, Treasurer, Vice Chairman
$976.00
Milestone 4: Project
completed
$0.00

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1.0 Initiation phase
Milestone 1: Project charter developed
2.0 Planning phase
Milestone 2: System and network requirements developed
3.0 Execution phase
Milestone 3: New system launched
4.0 Closure phase
Milestone 4: Project completed
$0.00
$5,000.00
$10,000.00
$15,000.00
$20,000.00
$25,000.00
Remaining Cost Actual Cost Baseline Cost
Graph 1: Budget

PROJECT MANAGEMENT 22
Online ordering and
deposit system
1.0 Initiation phase
1.1 New system
requirement
identification
1.2 functional
requirement
mapping
1.3 user
requirement
mapping
1.4 Develop initial
project charter draft
1.5 Conduct meetings
with authorities and
team members
1.6 Final project
charter
development
1.7 Deploy project
charter
Milestone 1: Project
charter developed 2.0 Planning phase
2.1 Identfication of
the hardware
requirements
2.2 Identification of
the software
requirements
2.3 Identification of
the network
development
requirements
2.4 Regulate the
Database
management
requirements
Milestone 2: System
and network
requirements
developed
3.0 Execution phase
3.1 Existing
hardware and
software
Upgradation
3.2 Appropriate
Database developed
3.3 New system
incorporation
3.4 Testing the new
system
3.5 Identification of
the required
modification
3.6 Incorporating the
changes
3.7 New system
launch
Milestone 3: New
system launched 4.0 Closure phase
4.1 Reviewing the
overall project and
processes
4.2 Project
Document
4.3 Signing off of the
project members
Milestone 4: Project
completed
Work breakdown Structure

PROJECT MANAGEMENT 23
Resource Allocation
Name Start Finish Remaining Work Cost
Project Manager Fri 4/6/18 Tue 12/4/18 376 hrs $7,520.00
System Engineer Fri 4/6/18 Tue 12/4/18 1,576 hrs $15,760.00
Software Developer Fri 4/6/18 Tue 12/4/18 1,544 hrs $13,896.00
Public officer Fri 4/6/18 Tue 12/4/18 136 hrs $1,632.00
Chairman Tue 5/22/18 Tue 12/4/18 56 hrs $1,680.00
Vice Chairman Tue 5/22/18 Tue 12/4/18 56 hrs $1,400.00
Treasurer Tue 5/22/18 Tue 12/4/18 56 hrs $896.00
Conclusion
Thus, it can be concluded from the project charter that an effective plan has been
developed for developing a new system for the UNICEF child care service. However, the
implementation and the success of the project will depend on the mitigation of the risk factor,
development of an effective communication plan and identifying the project requirements in a
correct way.

PROJECT MANAGEMENT 24
References
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factors of project management practice: A conceptual framework. Procedia-Social and
Behavioral Sciences, 153, 61-69.
Chow, A. F., Woodford, K. C., & Lambe, N. (2014). Using project deliverables and project
management for timely completion of student projects. Journal of Emerging Trends in
Economics and Management Sciences, 5(3), 323.
Haron, A., Sahibuddin, S., Yusoff, H., & Osman, M. H. (2017, May). Systematic Approach
Based on Best Practices to Develop Requirements Engineering (RE) Guideline in an
Organization. In Information and Communication Technology (PICICT), 2017
Palestinian International Conference on (pp. 126-131). IEEE.
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and monitoring project performance. John Wiley & Sons.
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Montoya, J. H., & Persson, K. A. (2017, April). The Materials Project: Milestones, Challenges,
and Opportunities in High-Throughput Computational Materials Science. In Meeting
Abstracts (No. 35, pp. 1666-1666). The Electrochemical Society.

PROJECT MANAGEMENT 25
Muriana, C., & Vizzini, G. (2017). Project risk management: A deterministic quantitative
technique for assessment and mitigation. International Journal of Project
Management, 35(3), 320-340.
Shiohama, R., Washizaki, H., Kuboaki, S., Sakamoto, K., & Fukazawa, Y. (2016). Investigating
the relationship between project constraints and appropriate iteration length in agile
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