Comprehensive Project Management Plan for Costing System Project

This project management plan outlines the development of a bespoke costing system designed to facilitate cost baselines, cash flow forecasts, earned value management calculations, and percentage complete proposals. The plan encompasses project initiation, requirements analysis, system design, development, testing, and deployment. Key components include a detailed scope statement, stakeholder management plan, work breakdown structure, cost estimates, risk assessment, procurement plan, and time management plan. The system will accept keyboard inputs and data imports from XML and CSV files. Deliverables include a server, client PCs, and the developed costing system. The plan details project assumptions, limitations, acceptance criteria, and communication strategies, ensuring a structured approach to project execution and stakeholder engagement. The project involves procuring a server, client PCs, and software development services through a contractor, with a fixed-price contract approach.

Project Management Plan
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Introduction
This project plan outlines the various plans that will be required to successfully complete a
software project. The project aims at developing a costing system. This will be a bespoke system
written in Enterprise Java programming language. The envisioned system will facilitate the
creation of cost baselines, cash flow forecast, earned value management calculations and
percentage complete proposal. With regards to data entry, the proposed system will accept
keyboard user inputs, data imports in form of XML and CSV files.
Other project activities will include;
 Purchase of a server to run the application
 Setup and Testing of the server
 Identification and contracting of subcontractors who will develop the system
 Purchase of 30 client PCs
 Configuration of client PCs with Windows 10
 Deployment of client PCs to the existing corporate network
Scope Statement
Project Name
Costing System Development Project
Project Stakeholders
 Project Sponsor
 Project Customer
 Project Manager
 Software Engineer
 Hardware Engineer
 Business Analyst
 A Contractor
 Test Engineer
 End users

The problem statement
It’s required that a costing system be developed. This will be a bespoke system written in C#.
The envisioned system will facilitate the creation of cost baselines, cash flow forecast, earned
value management calculations and percentage complete proposal. With regards to data entry,
the proposed system will accept keyboard user inputs, data imports in form of XML and CSV
files.
The project goals and objectives
The goal is to develop a costing software system that will facilitate the creation of cost baselines,
cash flow forecast, earned value management calculations and percentage complete proposal.
The system will accept keyboard user inputs, data imports in form of XML and comma delimited
files.
The project requirements
 1 Server
 30 Personal Computers
 Windows 10
 Software development Platform (Microsoft Visual Studio)
The project deliverables
 A costing system
 30 Client PCs configured with Windows 10
 A server to run the system
Milestones
Key milestones of the project include;
 Project plan is completed
 System requirement gathering is completed
 Technical specifications are generated
 A contractor is identified
 PCs are purchased and configured with windows 10
 A server is set up to host the system

 The complete system is delivered by the contractor
 Complete unit tests are performed
 User acceptance testing completed
 Deployment of the system complete
 The system has successfully gone live
Cost Estimates
This section presents a rough order estimate of costs required for this project, presented in form
of a Rough Order of Magnitude (ROM). The estimation is based on the project’s scope, risk, and
schedule and approximated effort required. To facilitate estimation of cost, time requirements for
each activity have to be approximated.
Description Amount
Project Initiation and Planning 5000 Three Quarter Rule
Requirement Analysis 5000
Server & PC 20,000 Exponent 0.75
Application Design 5000
Development 55,000
Testing 5000
Launch 3,000
Closure 0
98,000.00
Total Cost Estimate
242,984.53
Bottom up Budget

Particular Human Resource Material Total
Project initiation and planning $9,440 0 $9,440
Requirement analysis $5,120 0 $5,120
Server and PCs $9,200 $10,000 $19,200
Application Design $20,000 0 $20,000
Development $55,000 0 $55,000
Testing $5,000 0 $5,000
Launch $3,000 0 $3,000
Closure 0 0 0
$106,760 $10000 $116,760
Project assumptions and risks
 It is assumed that sufficient resources will be availed to the project, on time.
 It is assumed that all stakeholders will cooperate to ensure the success of the project
 The main risk in the project is quality issues, since the software will be developed by an
external entity
Project Limitations
 Like any other project cost and time will be major limitations for the project
Project acceptance criteria
 The project will be accepted by the client if all the deliverables and functions of the
system are tested, and found to be fully functional according to the customer’s
requirements
Stakeholder Management Plan
Introduction
This project Stakeholder Management Plan presents a list of the project’s stakeholders and
approaches to manage the stakeholders.
For the Costing System Development project, the main stakeholders will be:
 Project Sponsor
 Project Customer
 Project Manager
 Software Engineer
 Hardware Engineer
 Business Analyst
 A Contractor
 Test Engineer

Stakeholder Registry
Name Position Role Contact Influence Impact
Assessment
Expectations/Strategy
Project
Sponsor
Project Sponsor -Funding,
Budget
Email
High interest,
high power
Key player
High
Project
Customer
Customer -
Requirements
, Funding
Email High interest,
High power
Key player High
Project
Manager
Project Manager -Project
Control
-Schedule and
budget
control
Email High interest,
high power
Key player High
Project Team Project Team -Deliverables Email Low interest,
high power
Key player Moderate

Name Role/
Responsibility
Contact
Information
Information
Requirements
Medium Time
Project
Sponsor
 Will be involved in Stakeholder identification
 Budget approvals
 Advice the project manager in preparing
strategies
 acts as the ultimate decision maker
 Oversee the project
 Provides guidance and authority
Checks the project to maintain project priorities
Email -- Status of the project,
arising problems,
emerging risks,
requirements
changes
Budget and
schedule, risk
management
Meeting
Status report
through Email
Once per week
Project
Manager
 Performs day-to-day management of the project
 Lead the project
 Define project plans, project controls
Manage project schedule, activities and resources
Email -- Problem arising
from tasks
Status from project
team
Face to face
meeting and
emails
Daily
Project
Team
 Will be involved in performing the actual tasks of
the project e… e.g. setting up the server
infrastructure
 Responsible for delivering the project
deliverables
Email Changes to the
project or
requirements from
the project manager
Face to face
or through
email
As need arises
Customer  Receives the final deliverables of the project
 Provide requirements of the project
Control and organize project funding
Email Project Status,
budget, progress
and risks
Emails or
through
meetings
Weekly and as
need arises

Contractor  Will carry out the software development aspect of
the project
 Testing the application
Deploying and configuring the system
Requirements, any
changes, feedback
Email or
through
meetings
Weekly and as
need arises
Work breakdown structure
Task Description Predecesso
rs Duration
Costing System Project 141 days
1. Project Initiation and Planning 20 days
2. Project kickoff meeting 3 days
3. Stakeholder Identification 1 day
4. Risk Identification 4 2 days
5. Development of a project plan 5 3 days
6. Initiation Gate: Project Charter Approved 5 0 days
7. Requirement Analysis 30 days
8. Focus Group – Ideation 7 3 days
9. Options Analysis 9 11 days
10. Business Requirements 7 20 days
11. Functional Requirements 10,11 10 days
12. Functional requirements approved 12 0 days
13. Server & PC 4 days
14. Purchase 13 1 day
15. Install 15 3 days
16. Application Design 25 days
17. Application Basic Design 16 10 days
18. Technical Feasibility Assessment 18 5 days

19. Architectural Reference Group Presentation 18,19 5 days
20. Application Detailed Design 19 10 days
21. Design Gate - Detailed Design Approval 21 0 days
22. Development 36 days
23. Module 1 22 10 days
24. Unit Testing Module 1 24 2 days
25. Module 2 24 10 days
26. Unit Testing Module 2 26 2 days
27. Module 3 26 10 days
28. Unit Testing Module 3 28 2 days
29. Development Complete 29 0 days
30. Testing 26 days
31. Integration testing 30 5 days
32. Complete system testing 32 5 days
33. User Acceptance Testing 32 10 days
34. System & User Interface Bug Fix 33,34 6 days
35. Training 35 2 days
36. Golive Gate - Golive approved by Project Board 36 0 days
37. Launch 11 days
38. Marketing and Awareness Campaign Stage 3 37 10 days
39. Deployment and GoLive 39 1 day
40. Closure 8 days
41. Document Lessons Learnt 40 1 day
42. Release Project Team 42 1 day
43. Finalise and Archive Project Documentation 42 5 days
44. Close Project 44 1 day
45. Completion Gate - Project final report approved by Project Board 44 0 days

Communications Plan
Knowledge dissemination in a project is critical, in ensuring the success of the project. Good communication within a project ensures
all stakeholders and project participants participate or feel as part of the project. Information about the status of the project and how
they are affected makes the participants want to participate more in the project.
Communication
Type
Tool Frequency Information to be shared Participants / Responsible
Internal Communication:
Project Meetings Meeting Once per
week
Status of the project, arising problems, emerging
risks, requirements changes
The Project Manager and
Project Team
Project Status Email; PDF Monthly A status report highlighting the completion
status of activities within the project
Project Manager
Steering Committee
Project Status
Meeting
Teleconference Monthly Project status Project Manager
Steering Committee
Project Team
Status Meeting
One on one
Meeting
Bi-weekly Project status, emerging issues, activities
progress
Project Manager
Project Team
External Communication and Reporting:
Project Report Email; PDF Monthly Project status
- progress
- forecast
- risks
Project Manager
Sponsor
Client

Source Probabili
ty
Impa
ct
Priority Strategy Responsibilit
y
Review
Failure of
subcontractor to
deliver quality
software as
required
H H 1 Transfer the risk to the
subcontractor by imposing fines
for any quality issue identified.
Select a highly qualified
subcontractor
Project
Manager
Risk to be reviews
bi-weekly in project
meetings with the
subcontractor and
testing teams
Scope Creep L H 1 Weekly review of project progress
against scope
Project
manager
Review the scope
statement and
deliverables in
weekly progress
meetings
Unable to meet
Schedule
L H 1 Weekly progress meetings to
review the progress against
schedule. Deploy additional
resources when required to meet the
schedule
Project
Manager
Review schedule
and progress to
Inadequate Funding,
which may result
from schedule or
scope creep
L H 0 Review project progress to avoid
scope creep. Cost estimation to be
done with a margin of error and
against best practices
Project
Manager
Review scope and
schedule to avoid
weekly

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