MGN434 Organising and Leading Projects: Project Scope Statement Report

This report presents a detailed project scope statement for the merger of Billblock Legal and Who Accounting, two companies aiming to strengthen their market position. The project involves relocating to a new office, upgrading to a new business system, and managing the merger process using project management principles, specifically PMBOK. The report outlines project goals, business objectives, in-scope and out-of-scope items, project deliverables (internal and external), constraints, and the project team's responsibilities. It includes milestones, a priority matrix, a Work Breakdown Structure (WBS), and a time-phased cost estimation. The project prioritizes time constraints, performance enhancements, and acceptable budget fluctuations. The WBS breaks down the project into manageable tasks, while the cost estimation provides a budget for each task over three months. The document also references relevant project management literature.

RE-location project
Report

Project scope statement
Table of Contents
Project title.................................................................................................................................2
Project leader..............................................................................................................................2
Project explanation.....................................................................................................................2
Project goals...............................................................................................................................2
Business objectives....................................................................................................................2
Scope..........................................................................................................................................3
In-Scope............................................................................................................................................3
Out-scope..........................................................................................................................................3
Project deliverables....................................................................................................................3
Internal deliverables..........................................................................................................................3
External deliverables.........................................................................................................................3
Constraints and exclusions.........................................................................................................3
Project team................................................................................................................................3
Milestones..................................................................................................................................3
Project Priorities.........................................................................................................................5
WBS...........................................................................................................................................5
Cost estimation...........................................................................................................................6
References..................................................................................................................................8
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Project scope statement
Project title
<Title>
Project leader
<Name>
Project explanation
Billblock Legal is a company who are into legal services-based business. The company has 4
partners and have been operating since over 12 years. Recently, they have planned to merge
with another company known as Who Accounting and they are into the business for
providing forensic accounting related services. Both companies have 20 and 17 staffs each.
The reason for merger is that they want to get a stronghold in the competitive accounting and
legal landscape. Owing to this merger, they have both decided to move to a new office
premises and also use this opportunity to upgrade to a new business system. This transition of
merger as well as moving to a new business location and getting a new business system is a
complicated process. Furthermore, given the nature of this process, it has been decided that
this project would be outsourced to another company who is responsible to manage this
change. As a result, the entire project shall be managed using project management principles.
For the same, PMBOK or Project Management Body of Knowledge shall be used. The
guidelines and techniques outlined in PMBoK is suitable for all kinds of projects and is
among the most popular project management framework in the world (Eldridge Fanning,
2014).
Project goals
Two companies being merged means that it will give rise to a third company which is meant
to restrict their shortcomings and enhance their strengths. As a result, the ultimate goal of the
merger is to get a stronghold in the market and advance further positively. The main goal
here is to help with the merger so that the transition is smooth and the resulting creation can
synergize their working together.
 Management of the re-location process in the given time.
 Coordination with different activities to be done in the given project.
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Project scope statement
 Collaborating with contractors to ensure timely completion of project as well as
quality work can be done.
 Identifying as well as mitigating risks that typically occur in the lifecycle of the
project (Jainendrakumar, 2016).
Business objectives
 Creation of a sustainable environment for employees in the new office
 Gain profit from sales and use the money for improving University facilities
 Improving ambience of the college making it more creative and motivational for work
 Establishing IT infrastructure to support growing needs of students
 Creating reasonable environment for operation which will also support requirements
in the future.
 Handling the requirements of the consumers in order to provide them with latest
technological advances.
 Monitoring trends in the market and keeping a check on the competition.
 Enhancing the overall communication among the merged entities.
 Enhancing the company’s brand image as well as the QoS (Kisongoch & Nsubug,
2013).
 Combining the different business units into one single entity.
 Creating a more efficient, quicker and an improvised version of their offerings to
influence customer base and increase market hold.
Benefits:
 Better quality of workplace as well as facilities.
 Maximization of profits and optimum utilization of resources.
 Increased productivity in terms of collaboration, workplace environment and a
positive change.
 Enhanced delivery of services.
 Enhanced reporting and collaboration owing to a new unified business system.
Scope
In-Scope
Following are key in-scope items of the proposed project:
 Site inspections
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Project scope statement
 Vendor selection
 Development of contracts for business system
 Designing office design
Out-scope
Following are key out-of-scope items of the proposed project:
 Marketing of the office
Project deliverables
Internal deliverables
 Selling of old premises
 Selling of old furniture, fixtures and hardware.
 Disposal of sensitive and other documents.
 Disposing of items that cannot be sold or used.
 Relocation of all assets into the new office.
 Setup of IT, Telecommunication and Security hardware at the new location.
 Shifting both of the Company’s staffs at new location.
 Establishment of a new company wide communication plan that unifies employees
and management from both the staffs (Clements & Gido, 2006).
External deliverables
 Design of the entire project.
 Requirements approval for the project.
 Framework approval for project.
 Information for Quality assurance.
Constraints and exclusions
 Relocation of offices should be done in stipulated time.
 There should not be any downtime with respect to supplier, contractor and consultant
that could’ve a negative influence on the project.
 Funding and budgeting.
 The real estate property should be immediately available for lease.
 The completion of project shall be done one day prior to the event so that shifting can
be done effectively and there is no extra delay.
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Project scope statement
 The requirements should be finished within the approved timeline.
 The project has to be completed within the resources and assets allocated. Additional
procurements of resources are not permitted.
Project team
Responsibility Assignment Matrix: Responsibilities would be assigned to different project
team members and external consultants
Deliverable
:
Project
Manager
Adminis
trative
Office
Contrac
tors
Employe
es
IT
Depart
ment
Finance
Depart
ment
Legal
Depart
ment
Building
Permits I R R R I I R
Project
Reporting R I I I I I I
Packing &
Shifting
R ACI R I I I I
Constructio
n
R ACI R
I I I I
Re-location
of Staff R ACI R
I I I I
Cleaning of
Facility
R ACI R
I I I I
IT
infrastructu
re
R
ACI
I R I I
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Project scope statement
Furnishing
& Fittings
R ACI R
I I R I
Milestones
Following are key milestones of the proposed project are as follows:
 Finalize legal and establish line of credit
 Finalize operations requirements
 Finalize new premises
 Business system contract
 Office design
 Relocation (FME, 2014).
Project Priorities
A priority matrix helps in understanding the areas which require the most attention and such
that it can be recognized. These are given below.
 Limitations – The project should be completed within the allocated budget, duration and
resources allocated.
 Improvements – Improvements needs to be made in several areas such as the prettiest
range, costs reduction, reduction of project schedule. With respect to the performance, it
implies increase in the overall value of the project.
 Accepted – This means that all of the requirements may not be met. This may result in
the increment of project cost. However, only 10% is acceptable (Beringer & Kock,
2013).
Once the priorities have been chosen, it would help the project team in ascertaining the most
pressing matters that require attention. These may include managing limitation, decision
optimizations, control integration, project negotiation and decision making (Berbec, 2014).
The priority Matrix for the relocation project is provided below –
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Project scope statement
Time Performance Cost
Constraints X
Enhance X
Accept X
This office relocation has three parameters for priority matrix
 Constraint – Time is the major Constraint here, since if the relocation is not done on
time, it may hamper with the post-merger business operations.
 Enhancement – Performance and scope could be enhanced resulting in enhanced
business facilities and amenities for the employees.
 Accept – Only10% budget fluctuation is acceptable for the relocation as well as
business system development. The increased cost is acceptable only if the business
system and relocation is guaranteed in the stipulated time.
WBS
WBS Task Name
1 Merger-Relocation Project
1.1 Project Management
1.1.1 Make a plan
1.1.2 Make a budget
1.1.3 Make a timeline
1.1.4 Procurement
1.1.5 Quality management
1.1.6 Finalize legal and establish line of credit
1.1.7 Finalise operations requirements
1.2 Requirement Definition
1.2.1 Finalize new premises
1.2.2 Identify constraints
1.2.3 Make a staffing plan
1.3 Site inspection
1.3.1 Business system contract
1.3.2 Notify relator
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Project scope statement
1.4 Office design
1.4.1 Office design and relocation plan
1.4.2 Office fit out and relocation contracts
1.5 Communication Requirements
1.5.1 Prepare network of computers
1.5.2 Prepare network for voices
1.6 Security System
1.6.1 Install swipe card
1.6.2 Create physical security plan
1.7 Network connectivity
1.7.1 Vendor selection
1.7.2 Establish internet
1.7.3 New equipment installation
1.8 Office fit out
1.8.1 Create Backup Data
1.8.2 Data installation
1.8.3 Notify client
1.9 Relocation
Cost estimation
In order to calculate budget of the proposed project, time-phase technique has been used.
WBS Task Name 1st Month 2nd Month 3rd Month
1 Merger-Relocation Project
1.1 Project Management
1.1.1 Make a plan 300
1.1.2 Make a budget 300
1.1.3 Make a timeline 400
1.1.4 Procurement 300
1.1.5 Quality management 250
1.1.6 Finalize legal and establish line of credit 700
1.1.7 Finalise operations requirements 400
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Project scope statement
1.2 Requirement Definition
1.2.1 Finalize new premises 1000
1.2.2 Identify constraints 700
1.2.3 Make a staffing plan 400
1.3 Site inspection
1.3.1 Business system contract 300
1.3.2 Notify relator 150
1.4 Office design
1.4.1 Office design and relocation plan 800
1.4.2 Office fit out and relocation contracts 900
1.5 Communication Requirements
1.5.1 Prepare network of computers 1000
1.5.2 Prepare network for voices 500
1.6 Security System
1.6.1 Install swipe card 1200
1.6.2 Create physical security plan 1300
1.7 Network connectivity
1.7.1 Vendor selection 500
1.7.2 Establish internet 800
1.7.3 New equipment installation 1200
1.8 Office fit out
1.8.1 Create Backup Data 500
1.8.2 Data installation 600
1.8.3 Notify client 150
1.9 Relocation
1.9.1 Enter office 100
Monthly cost 2650 4250 7850
Cumulative budget 2650 6900 14750
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Project scope statement
1 2 3
0
2000
4000
6000
8000
10000
12000
14000
16000
Time-phased budget
References
Berbec, I. S. (2014). Aligning Project Scope And Deliverables With Business Strategy. KTH
Royal Institute of Technology .
Beringer, C. J., & Kock, A. D. (2013). Behavior of internal stakeholders in project portfolio
management and its impact on success. International Journal of Project Management,
31(6), 840-846.
Clements, J. P., & Gido, J. .. (2006). Effective Project Management. Thompson.
Eldridge Fanning, F. (2014). Adapting PMBoK Guidance to Public Sector
Projects. Organization, Technology And Management In Construction: An International
Journal, 6(3). doi: 10.5592/otmcj.2014.3.3
FME. (2014). Project Scope Management: Project Skills. FME.
Jainendrakumar, T. D. (2016). Project Stakeholder Management. PM World Journal, 5(5), 1-
9.
Kisongoch, G., & Nsubug, A. (2013). IT Project Management Methodology : Project Scope
Management Support Guide. NITA.
Wu, J. (2009). Analysis of the Risk of Enterprise Merger as Viewed from Merger
Motivation. International Journal Of Business And Management, 3(4). doi:
10.5539/ijbm.v3n4p96
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Project scope statement
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