Bendigo Tours & Travel: Software Project Management Plan

This project management plan outlines the development of new software for Bendigo Tours & Travel, a leading Australian travel agency. The plan details the project scope, which includes replacing existing systems with a user-friendly software platform for reservations, management, and social media integration. It identifies stakeholders, including the Project Control Board, government entities, vendors, and social media managers, and describes their roles and influence. The communication plan ensures effective information flow among stakeholders. Financial analysis, including cost data and discounted benefits, is provided. The Work Breakdown Structure and Gantt chart outline project tasks and timelines. The SDLC waterfall model is implemented, and potential risks are identified in the risk register. The document also includes a weekly status report template and relevant references. The project aims to streamline operations, enhance customer experience, and support future growth.

PROJECT MANAGEMENT PLAN

1
Table of Contents
Introduction.......................................................................................................................2
Project scope statement......................................................................................................2
Stakeholder register...........................................................................................................2
Stakeholder strategic management.....................................................................................5
Communication plan..........................................................................................................5
Team contract....................................................................................................................6
Project financial analysis...................................................................................................7
Work Breakdown Structure................................................................................................9
Gantt chart.......................................................................................................................11
Float and critical path......................................................................................................12
SDLC waterfall model......................................................................................................12
Potential risk in the project...............................................................................................13
Risk register................................................................................................................................13
Weekly status report.........................................................................................................15
References........................................................................................................................15

2
Introduction
Tammy Nielson is the CEO of Australia's leading Tours & Travel Agency "Bendigo Tours &
Travel". Bendigo Tours &Travel was established in the year 2009 with proficient personals
of more than 20 years of experience in the tourism industry. It is one of the leading Australian
Travel Agency and has been nominated for the World Travel Awards consecutively for four
years since 2015. Bendigo Tours & Travel is the only company chosen for this prestigious
award in Australia.
Ms Nielson wants to develop software that will bring all administrative, management, social
media, public services, other departments all under in one single software platform for more
natural control and various future benefits of the company and user-friendly for the general
public. Ms Nielson, which she presumes sponsor the entire project will be completed in a
tenure of 7 months though she also realizes the system will come with its potential issues.
Project scope statement
The scope of this project is to provide an information software system that will replace a mix
of manual paperwork and fragmented system work into one single software system which is
designed with the user-friendly model(Mok et al. 2015). This software will be beneficial in
Computerized Reservation for the public to book their hotels, reserve their tables in a
restaurant, to also book through social media like FACEBOOK and the agents will find it
easier to track and also feed entries, Order Entries, Decision Support System for
administration team and more.
This project aims to develop an information system that will support the company's
operations and future growth. Bendigo Tours and Travel have specific objectives that it wants
to achieve by developing a new information system. It wants the new system to replace a mix
of paper-based and fragmented computer systems. They want the software to support the
airline reservations, hotel reservation, accounting and payroll. They also want the system to
support the worldwide car rental, computerized reservation order entry and a decision support
system. Project duration is assumed to be approximately seven months and it will start from
June 2019 and will be completed up to Dec 2019. The project is expected to have a useful life
of at least five years after the deployment. There can be some constraints in the project that
will be related to security, process reservations, payments etc. it will have a high scope as it
will allow the guest to create the secure online booking and also with the help of social
media.
Stakeholder register
Both the internal and external stakeholders play a pivotal role in the project plan and its
development.
Stakeholder
Name
Roles &
Responsibilities
Level Of
Influenc
e (Little,
Level Of
Contributio
n (Low,
Level
Of
Interest
Type Of
Stakeholder
(Internal/External

3
Average,
Elevated
)
Medium,
High)
(Low,
Medium
, High)
)
The Project
Control Board
They will be
responsible for
the entire
project planning
and its complete
execution.
Elevated Elevated Elevated Internal
GOVERNMEN
T
The project will
need the
necessary
approval from
the Government
authorities of
Tourism
ministry for any
changes or any
new
implementation
of software in
the
organization.
Elevated Average Elevated External
VENDORS To provide with
the requirement
and insert the
elements for the
specific project.
The relationship
with particular
vendors will be
longstanding;
hence, the
purpose for
them is explicit.
Average Average Average External
SPONSORSHIP
VENDORS-
They are the
small-time
investors for
this project and
any changes or
any
implementation
Little Elevated Average External

4
s their
approvals will
be involved,
and their
suggestions will
be welcomed
Technical/Legal
Expert/Advisor
Any technical
modulations,
challenges,
competitive
software codes,
required insight
on various legal
issues if any
about the
project.
Elevated Average Average External
SOCIAL
MEDIA
MANAGERS-
Their primary
role is to
provide us with
the necessary
space and
traffic for the
customers to
view our brand
on the front
page where
other
competitors are
forecasted and
to increase our
demand.
Elevated Elevated Elevated External
PROJECT
MANAGER
The Project
Manager is the
critical person
indebted
towards the
successful
implementation
of the entire
project ahead.
Elevated Elevated Elevated Internal
Team Of The
Project
The entire team
of stakeholder’s
Average Elevated Average Internal

5
work towards
one goal, and
that would be
for the
successful
presentation
and
implementation
of the whole
project. They
will report to
the Project
Manager
directly for any
reason.
Stakeholder strategic management
The Stakeholders are the base structure strength of any project. They play a significant role in
the complete planning and implementation of a project. If the stakeholder's decision is at
stake and so will be the project, for example- there can be a delay in some of the software
details, political interference as this will involve competitors, resource management, Social
Media PDA and more. Identifying the right resource for the right task at the right time is a
fundamental ground rule for any project and mapping the appropriate group of stakeholders
according to their propensity will provide valuable insight for each particular level in the
success of the plan (Sunder, 2016).
Communication plan
What
informatio
n
Target
audience
When Method of
communica
tion
Informatio
n to be
communica
ted
Resourc
es to be
used
Provider
Tour and
travels
agency
planning
chart
PROJECT
MANAGER
Start of
project/ong
oing
Meeting/
extranet
Both team
and client
meetings
recommend
ed including
Project
schedule/
key project
deliverables
/ meeting
minutes/
Compute
rs/
newslett
ers
Project
managem
ent board

6
change
request log/
issues log
Division of
work
PROJECT
TEAM
Daily Status
meetings /
status
reports/
email
Presentation
and
implementa
tion
requirement
of the
project
Compute
r
Project
manager
Approval
for changes
or new
implementa
tion
GOVERNM
ENT
Only at the
time of
implementat
ion
Newsletter Approval
from the
government
authorities
of the
Tourism
ministry
Compute
r /
newslett
ers
Project
managem
ent board
Requiremen
ts
VENDORS Whenever
required
Email/
newsletter
Features of
the project
and
requirement
s
Newslett
er/
compute
r
Project
manager
Needs of
the project
SOCIAL
MEDIA
MANAGER
S
Weekly Email Necessary
space and
traffic for
the
customers
Compute
rs
Project
manager
Cost and
budget of
the project
SPONSORS
HIP
VENDORS
Before
every
decision
Status
meeting
Allocated
budget
Newslett
ers
Project
managem
ent board
Technical
changes that
have to be
made
TECHNICA
L
VENDORS
During any
technical
changes
requirement
Email Technical
modulations
and
software
codes
Compute
rs
Project
manager
Team contract
For a good project, it's always advisable to build a team contract which acts as an agreement
between the team members of the particular project and the management. This will be clear
on various aspects of the project which the team will be involved. The team contract will
have the name of each team member with a signature in the end for authenticity and clarity in
the entire tenure of the project(Jones et al. 2017).

7
Project financial analysis
As per the plan, the estimated cost is $6, 80,000, and the discounted rate as per the company
is 6.5% for the financial analysis. Initial capital cost to be invested in software and other
purchases are estimated to $45,000. The Annual Maintenance cost is $55,000. Including all
the above prices after three years with regular maintenance, the company will get a 50%
discount on its maintenance cost for the future. Hence the estimated cost benefit of the entire
project comes to $3, 20,000 per year(Eskerod and Huemann, 2016).
COST DATA
Discount Rate 6.50%
One Time Cost (includes the cost of purchase of software, others and annual
maintenance for the first year) $680,000.00
Yearly Maintenance $55,000.00
AM Reduction after three years $27,500.00
Period of Completion (months) 7.00
Annual Benefits $320,000.00
Counter 0 1 2 3 4 5
Timeline -
Years Year 0 Year 1 Year 2 Year 3 Year 4 Year 5
Months of
Operations 5.00 12 12 12 12 12
Expenditur
e
One Time
Cost
$680,000.0
0 $0.00 $0.00 $0.00 $0.00 $0.00
Recurring
Costs
(includes the
purchase of
software,
others and
annual
maintenance
)
$0.00 $55,000.00 $55,000.00 $55,000.00 $27,500.00 $27,500.00
Total Cost
$680,000.0
0 $55,000.00 $55,000.00 $55,000.00 $27,500.00 $27,500.00
Discount
Factor $1.0000 $0.9390 $0.8817 $0.8278 $0.7773 $0.7299
Discounted
Costs
$680,000.0
0 $51,643.19 $48,491.26 $45,531.70 $21,376.38 $20,071.72

8
Revenue
Benefits
$133,333.3
3
$320,000.0
0
$320,000.0
0
$320,000.0
0
$320,000.0
0
$320,000.0
0
Discount
Factor $1.0000 $0.9390 $0.8817 $0.8278 $0.7773 $0.7299
Discounted
Benefits
$133,333.3
3
$300,469.4
8
$282,130.9
7
$264,911.7
1
$248,743.3
9
$233,561.8
7
Discounted
(Benefits -
Costs)
-
$546,666.6
7
$248,826.2
9
$233,639.7
1
$219,380.0
1
$227,367.0
0
$213,490.1
4
NPV -
Cumulative
Discounted
(Benefits -
Costs)
$596,036.4
9
ROI -
Cumulative
Discounted
(Benefits /
Costs)
68.74%
Benefits -
Costs
-
$546,666.6
7
$265,000.0
0
$265,000.0
0
$265,000.0
0
$292,500.0
0
$292,500.0
0
NPV 596,036.49
Check Ok

9
Work Breakdown Structure

10

11
Gantt chart