Detailed Project Schedule Report: Albright College Management System

This report details a project schedule for implementing a new college management system at Albright College. It begins with an introduction to project scheduling and its importance, followed by a work breakdown structure (WBS) that divides the project into manageable tasks, including initiation, planning, execution, control, and closure. The report then covers resource allocation, highlighting the need for financial and human resources across different departments. A project schedule is developed, outlining timelines for various stages. Furthermore, the report emphasizes the significance of stakeholder analysis and effective communication. The report also includes a project progress report, detailing budget status, milestones, and deliverables, providing an overview of the project's performance and identifying potential issues. Finally, the report reflects on the project's challenges and successes.

Determine Project
Schedule
1

Table of Contents
INTRODUCTION...........................................................................................................................3
TASK 2............................................................................................................................................3
2.1 Work breakdown structure....................................................................................................3
2.2 Resource allocation................................................................................................................6
2.3 Develop schedule for project.................................................................................................7
2.4 Role play to contribute to achieve agreed to schedule baseline project schedule to
stakeholders.................................................................................................................................8
TASK 3............................................................................................................................................9
3.1 Project progress report...........................................................................................................9
3.2 Review project schedule......................................................................................................13
3.3 Reflection report..................................................................................................................13
CONCLUSION..............................................................................................................................13
REFERENCES..............................................................................................................................16
2

INTRODUCTION
Project schedule refers all requirements which need to be done, resources which project
manager requires using in making project successful (Hu and et.al., 2016). It is necessary to
include several elements of PM into it so that project is successfully completed. Also it gives
insight of start and end of project, resource, etc.
This present study is going to show importance and reasons of making use of work
breakdown structure as it allows project manager in dividing main task into smaller parts and
allocating resources to staff members in making their work easier. Work breakdown allows all
members to reduce errors and improve efficiency. Further, it will show importance of
stakeholder analysis and making use of effective mode of communication for introducing main
aim and all information of project with stakeholders.
TASK 2
2.1 Work breakdown structure
The project schedule management plan plays an important role as it consists of all
information of an organization as how it will make use of its policies, processes and other
information as well as documentation for all function. Main functions of project schedule
management plan include planning, development, management, execution and controlling or
monitoring. This happy institute who wants to implement a new college management system and
it is also found that this school is famous for its diploma for short courses, marketing and
businesses courses (Sutrisna, Ramanayaka and Goulding, 2018). It has around 350 students from
different countries which include: China, Japan, Korea, India, France and Turkey.
It has all important departments like marketing, IT, administration and account. For
making this project schedule management plan successful it is important to break all major or
important tasks into smaller parts for making them easier and also making all staff members able
to complete their functions in an effective manner. It is stated that by working out around total
40-60 hours, it can be completed. Each day there will be requirement of working at least 4-6
hours so that it will complete in 10-15 days. Some important task as per the work breakdown,
needs to be performed include: Initiation, planning, execution, control and closure.
3

Figure 1: Work breakdown structure
1. Initiation
Project charter development: In this stage, project manager requires developing a
document that formally authorizes existence of the project. It consists of scope, stakeholders,
objectives and other information of the project.
Project team establishment: In this planning and initiation phase it is important to develop and
establish an effective team and deciding that which member will perform tasks. Allocating tasks
as per their skills and abilities like marketing, administration and others. This is one of the
important task in which all members help institute in accomplishing their goals of implementing
a new college management system (Burghate, 2018).
2. Planning
Scope of project: Deciding and measuring the scope of the project is also important. This
measurement of scope as whether it is beneficial for students, employees at academic level
and other levels. By measuring and defining scope, organization can determine its
effectiveness and its profit.
4

Budget development: Estimating budget is also important task and in planning of project
schedule, financial manager estimate a cost which will be required in completion of the
project.
Business requirements: It is one of the important tasks as the main success depend upon
identification of business requirement. So, for this task all academic, marketing and
administrative manager will cooperate with each other’s and decide about all important
requirements. In this requirement they can identify requirement of human resource,
technical resources, financial resources and other software and hardware. As this project
will require around 25-50 HR, around $200 USD and other tools.
3. Execution
Design system: It is the process of defining interface and modules required in project
development. It can be use in a better way by application of system theory in project
development.
IT requirements and their implementation: IT plays an important role because this
project of new college management system is all depend on technology as project manager
will require to make use of software and technologies. By implementing and making use of
technologies like AI, IOT and others, they can develop and implement new college
management system which develop personality of students.
Training: All members have some areas which they need to improve. For making project
successful, it is important for HR an project manager to provide training to all members in order
to increase their ability and making them able to make use easier and effective ways of
performing functions. The main aim of providing training is to reduce errors and improving
performance (Elsye, Latief and Sagita, 2018).
4. Controlling
Project management: Managing project after performing all functions is important. By
making use of management and controlling tools, project manager can see whether project
and all workers are on the right track or not. Accordingly, it can make changes in it.
Risk management; Managing and developing a new project and implementing a new
college management system are not an easy task. Some factors like climate changes,
economical, political, lack of finance, and lack of HR can create some problems. In this
project, lack of time and lack of finance was the main issue.
5

5. Closure
Update files and records: After completing all functions, project manager and all
manager of their department requires keeping records of their information like cost and
investment amount in each task, total working hours and others.
2.2 Resource allocation
It is necessary to allocate resources to project activities in effective way. This is because it
enables in performing of activity in effective way. Also, if resources are insufficient than it
impacts on project completion. So, in current project as well there is requirement of various
resources. Financial resources will be allocated to each department according to their function
and this allocation plays an important role. Without finance and budget it is not possible for
marketing, administrator and other department to perform their function (Schimpf and et.al.,
2018). It is one of the important processes of planning, managing as well as allocating resource
to staff members as per their task and requirement in order to make them able to perform
function without errors and in a timely manner. For developing and implementing new college
management system it is important to make use of some tools and technologies by which
students can get information on their students portal and it will require automation upload of
information. User module, data entry operator, faculty and admin are some resources which need
to be used in this project development and success. Attendance sheet, notes and reviewing all
materials there will be requirement of student portal and IT department. It is defined as
WBS Task Resource
1 Project initiation
1.1 Project charter PM
1.2 Project team PM
1.3 PMP PM, PA
2 Project planning
2.1 WBS PM
2.2 Budget developing PM
2.3 Business requirement Marketing manager
3 Base software
3.1 RFT Legal officer
6

3.2 Evaluation PM
3.3 Negotiation PM
3.4 Vendor assessment IT specialist
3.5 Finalization PM
4 Software development
4.1 Software configuration IT lead
4.2 Customer design IT lead
4.3 Building of software IT lead, software developer
4.4 Data migration IT lead
4.5 Testing Testing specialist
4.6 User acceptance Testing specialist
4.7 System correction IT lead
5 Software implementation
5.1 Training manual CMS trainer
5.2 Training CMS trainer
5.3 Go live IT lead
6 Project closure
6.1 Technical support IT lead
6.2 Post review IT lead, PM
6.3 Final activity PM, PA
2.3 Develop schedule for project
It is necessary for manager to develop a schedule so that project is started on time. also, it
will be done using project management software. However, along with WBS it will be easy to
break down activity into parts and then prepare schedule. Thus, the schedule of Albright college
management system project is as follows :
Project stage Start Finish Duration
7

Implementation January March 60 days
Planning April June 90 days
Execution July October 120 days
Closure November December 35 days
Timeline
Task Name Duration Start Finish
project initiation 60 days Thu 1/2/20 Wed 3/25/20
project planning 21 days Thu 3/26/20 Thu 4/23/20
base software procurement 44 days Fri 4/24/20 Wed 6/24/20
software development 55 days Thu 6/25/20 Wed 9/9/20
software implementation 32 days Thu 9/10/20 Fri 10/23/20
project closure 43 days Mon 10/26/20 Wed 12/23/20
8

2.4 Role play to contribute to achieve agreed to schedule baseline project schedule to
stakeholders
It is important to analyse stakeholder and identify interest of all stakeholders in this project.
By analysing stakeholders, project manager can see interest level and participation level of
stakeholders. According to their needs and interest, project manager give attention to them. Some
stakeholders include; Marketing manager, students, parents, financial, administration manager.,
trainer and assessor. After analysing stakeholders and their interest it is also important to gather
and invite all members for group meeting and discuss with them about improvements and
suggestions for better improvement (Nancy, Currie and Whitley, 2016).
For this, project manager makes an effective use of e-mail and face to face interaction as a
communication mode to introduce all information with stakeholders and engaging them.
TASK 3
3.1 Project progress report
Project Information
Project Name Albright college management system project
Date 1/1/2021
Project Manager Jack smith
Project Sponsor William
Prepared by jones
Distribution list
(Include all members of the project team this
report should be sent to)
List the names and titles of the people this report is to be distributed
to
Current Project Performance
9

(Refer to Overview - Colour Status Criteria - Project Status Report and Project Registry at end
of report)
Date Timeline Budget Communication Scope Resources Risks Overall
Project
1 Apr
20xx       
Executive summary
Performance Areas Current Status including possible concerns
Timeline Day after tomorrow will be start of new stage of project as we are behind of about 5 days of project
completion. So, there will be more staff which will be working in this stage of project. So, it is
expected that completion of next stage is finished on deadline.
Budget it has been stated that project is still within budget as $5000 out of total is used in it. the amount is
spent on activity of internal analysis. Thus, there will be not increase in budget as all things are
going well. the resources are also utilized in efficient way.
Communication The overall project report is being prepared and submitted to project manager. But there are some
needs which is unidentified of stakeholder. Thus, they are being communicated about project to
find out needs.
Scope The scope of project is within control and applied. It is found that there are certain changes which
is done in evaluation
Resources As project is being initiated thus there is no requirement of staff in it. however, resources are
allocated as per needs.
Overall Project Here, planning stage of project is done and there is no change in it.
10

Budget Status as of [Date]
Example only. Present costs relevant to the Case Study
Expense Original
Budget
Current
Budget
Spend to
date
Est. to
complete Variance
Internal analysis $10000 $10000 $5000 $8500 10.3%
System configuration $12000 $12000 $0 $2390 19.8%
Development $25000 $25000 $0 $3000 14.7%
Testing $7000 $7000 $0 $0
Training $12500 $12500 $0 $0
Live activity $1000 $1000 $0 $0
RTO manager $50000 $50000 $0 $0
License $7000 $7000 $0 $0
Configuration $5000 $5000 $0 $0
Total
Scheduled Milestones / Deliverables
Status to be used in the following table:
Complete
Underway
Not Started
Late
On track
11

Milestone Approved
Schedule
Current
Forecast Actual Status
Start Project 01/07/19 01/07/19 Complete
Activity 1/9/19 8/9/19 Complete
Vendor selected 7/10/19 5/10/19 Complete
Vendor contract awarded 9/11/19 7/11/19 In process
Resources identified In process
Steering Committee identified Not started
Planning kick-off Not started
Activity Not started
Activity Not started
Activity Not started
Project complete Not started
Accomplishments & Plans
Accomplishments during this Reporting Period:
There are several deliverables of project which are
Project scope
WBS
Project schedule
Plans for the next Reporting Period:
It is expected that in next period there will be other things completed as well. so,
they are defined as
RFD
Software evaluation of vendors
In addition to that, some activity will be shortened as there is delay of project. no
leaves will be granted for staff for 10 days.
12