BUSM4611 Project Management Report: Desktop Procurement at RMIT

This project management report details a project undertaken by RMITProcure to procure and deliver 100 high-end desktops and essential software to the RMIT University's College of Business. The report encompasses a comprehensive project plan, including project overview, scope definition (in-scope and out-scope), project priority matrix (time, cost, performance), deliverables description (hardware and software specifications), work breakdown structure (WBS) with a WBS dictionary, project schedule (network diagram and Gantt chart with discussion and assumptions), staffing and resource allocation (assigned resources, workload, RACI matrix, and budget), stakeholder identification and management plan, and risk evaluation. The project aims to complete the procurement and delivery by July 1, 2020, within a budget of $250,896, addressing the client's needs for a new analytics lab.

Running head: PROJECT MANAGEMENT
Procuring and delivering high end desktop and other software
Name of the Student
Name of the University
Author’s Note

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PROJECT MANAGEMENT
Table of Contents
1. Project overview.........................................................................................................................2
2. Project scope................................................................................................................................2
2.1 In-scope..................................................................................................................................2
2.2 Out scope...............................................................................................................................3
3. Project priority.............................................................................................................................3
4. Project products or deliverables description................................................................................7
5. Work breakdown structure..........................................................................................................8
6. WBS dictionary.........................................................................................................................10
7. Schedule.....................................................................................................................................12
7.1 Network diagram.................................................................................................................12
7.2 Gantt chart...........................................................................................................................13
7.3 Discussion on schedule........................................................................................................14
7.4 Assumptions........................................................................................................................14
8. Staffing and resource allocation and project budget..................................................................15
8.1 Assigned project resources..................................................................................................15
8.2 Workload of each project resource......................................................................................16
8.3 RACI matrix........................................................................................................................16
8.4 Resources and their hourly salary........................................................................................21
8.5 Project budget......................................................................................................................22
8.6 Cash Flow............................................................................................................................26
9. Stakeholder identification and management plan......................................................................26
9.1 Identification of stakeholders and development of stakeholder management plan.............26
10. Risk evaluation........................................................................................................................28
Bibliography..................................................................................................................................36

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PROJECT MANAGEMENT
1. Project overview
The RMIT university opened one project procurement based division that is named as
RMITProcure in order to provide procurement related activities within the RMIT university. It is
found that recently RMITProcure generally got an order from one of the business college in
order to successfully procure as well as deliver 100 high end desktops as well as some essential
software. The RMITProcure is generally going to procure a number of desktops for new
analytics lab for one of the business college before the starting of the semester on 2nd July, 2020.
In addition to this, the contractor generally needs to perform a number of tasks including
understanding the needs of the client, selecting potential suppliers, evaluating and selecting
suppliers, contract purchase administration as well as performing the work that is associated with
contract closure effectively. Moreover, the entire procurement as well as delivery must be
completed by 1st July 2020 by utilizing budget of around $250,896.
2. Project scope
The scope of the project is a part of project planning which generally involves
determination and documentation of project goals, deliverables, functions and different types of
features. The project scope is mainly divided into in-scope as well as out-scope.
2.1 In-scope
The project scope for the procurement and delivery of desktop and other essential software
within one of the business school is listed below:
 Procurement and delivery of 100 high end desktop as well as important software by 1st
July 2020.

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 Determining the place and time for delivery and selecting proper suppliers for the
software and hardware.
 Purchasing software and engaging within contract purchase administration
 Receiving as well as delivering supplies and proper demonstration of the client site
 Ensuring proper quality of the goods and proper supply of the items by RMITProcure.
2.2 Out scope
 Changes within the project that are not mentioned in the initial stages of the project will
not be undertaken within this project.
 The details of the suppliers as well as the procurement team is not shared within this
particular project.
3. Project priority
The project priority matrix is defined as one of the structured approaches for working on
what matters the most for the stakeholders of the project. A prioritization matrix is one of the
tool that is very much helpful in giving a proper way in order to sort a number of diverse set of
items into proper order of significance. It further helps in determining relative significance by
properly giving appropriate means in order to successfully ranking the projects depending on the
criteria which are identified to be significant (Almeida, Correia and Saldanha-da-Gama 2016).
The entire success of procuring and delivering 100 desktops as well as other essential software is
generally determined by properly meeting the expectations of the customers as well as upper
management in context to cost, time as well as performance of the project. One proper technique
that is helpful in managing the different expectations as well as trade off is the project priority
matrix for three different project aspects including cost, time as well as project scope.

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Time Cost Performance Description
Constrain RMITProcure
is mainly
committed to
procure as well
as deliver 100
desktops as
well as other
essential
software to the
business
college before
the
commencement
of semester on
2nd July 2020
and therefore
time is
considered as
constraint.
Enhance It is found that
the costs of the

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PROJECT MANAGEMENT
desktops as
well as the
software that
are needed in
the business
college can
vary and
therefore the
total cost of the
project
generally gets
exceeded. As
the delivery as
well as
procurement of
the software are
needed on time
and therefore
the increase in
the project cost
will generally
be accepted by
the project

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PROJECT MANAGEMENT
managers.
Accept As
RMITProcure
has proper
reputation in
successfully
procuring as
well as
delivering
products,
therefore it is
quite necessary
to keep its
leasing market
related position
for providing
proper quality-
based products.
As the Business
college has
high
expectation
from

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PROJECT MANAGEMENT
RMITProcure
therefore the
performance of
the project
generally needs
to be enhanced
effectively.
4. Project products or deliverables description
It is found that proper outline as well as description of the hardware and software which
are needed to be procured and delivered by RMITProcure are generally illustrated below:
Hardware (Desktop) Processor: Intel Core i7 8700
Speed of the processor:3.2 GHz
RAM: 16GB
Storage capacity:256 GB
Graphics card: Nvidia GeForce GTX 1050
Operating system: Windows 10 pro
Software (MS office)  Scalable vector graphics for word, excel
as well as power point
 Microsoft translator within Word, excel as
well as power point
 New navigation feature which is known as
Zoom within the PowerPoint
 Exciting new type of functions within

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PROJECT MANAGEMENT
excel
 More powerful as well as important
inking functionality within the office 2019
5. Work breakdown structure
The WBS that is provided below helps in indicating the deliverables, work packages,
activities, WBS code as well as the individuals who are responsible.
WBS Task Name Resource Names
0
Procuring and delivering high end desktop and
essential software
1 Initiation phase
1.1 Development of business case Project manager
1.2 Undertaking feasibility study Financial manager
1.3 Establishing project charter
Project manager, Project
planner
1.4 Appointing team members HR manager
1.5 Milestone 1: Completion of initiation phase
2 Planning phase
2.1 Identifying the requirements of the client Project planner
2.2 Determining the place and time for delivery Supervisor, Contractor
2.3
Selecting the suppliers for the hardware and
software
Contractor
2.4 Evaluating and selecting suppliers Supervisor

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PROJECT MANAGEMENT
2.5 Hiring team members HR manager
2.6 Milestone 2: Completion of planning phase
3 Execution phase
3.1 Purchasing of the hardware and software Contractor, IT manager
3.2 Contract purchase administration Contractor
3.3 Receiving and delivering supplies Delivery team
3.4 Installation of the software IT manager
3.5 Training and explaining the ITS department Trainer
3.6 Demonstration at client site IT manager
3.7 Ensuring quality of the goods Quality manager
3.8 Items supplies by RMIT Procure Delivery team
3.9 Approvals needed from the client Contractor, IT manager
3.10 Milestone 3: Completion of execution phase
4 Closure phase
4.1 Post project review Project planner
4.2 Stakeholder sign off
Project manager, Project
planner
4.3 Documentation
Project manager, Project
planner
4.4 Milestone 4: Completion of closure phase

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6. WBS dictionary
The below table helps in showcasing each of the activity as well as work package that are
present within the WBS dictionary and provides proper description.
WBS Task Name Description
0
Procuring and delivering high end desktop and
essential software
In the project initiation phase,
the manager of the project
generally creates proper
business case for properly
reflecting the reason behind
the project. It is found that the
feasibility study which is
mainly undertaken for
analyzing the feasibility of the
project reflects that the
undertaken project is quite
feasible. In addition to this,
the project team members are
generally hired for
undertaking the entire project
successfully. Moreover,
charter for the project is also
developed by the project
1 Initiation phase
1.1 Development of business case
1.2 Undertaking feasibility study
1.3 Establishing project charter
1.4 Appointing team members
1.5 Milestone 1: Completion of initiation phase

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team.
2 Planning phase Various requirements as well
as demands of the clients are
determined by successfully
identifying the place as well
as time of delivery. Moreover,
the suppliers are evaluated as
well as selected. Furthermore,
the team members will remain
involved with this project are
also hired in this particular
phase.
2.1 Identifying the requirements of the client
2.2 Determining the place and time for delivery
2.3
Selecting the suppliers for the hardware and
software
2.4 Evaluating and selecting suppliers
2.5 Hiring team members
2.6 Milestone 2: Completion of planning phase
3 Execution phase In this phase, both the
hardware as well as software
for the business college is
purchased as per the contract
purchase administration. In
addition to this, the software
are installed successfully and
proper training is provided
within the ITS department of
the college. Moreover, proper
demonstration at the client site
3.1 Purchasing of the hardware and software
3.2 Contract purchase administration
3.3 Receiving and delivering supplies
3.4 Installation of the software
3.5 Training and explaining the ITS department
3.6 Demonstration at client site
3.7 Ensuring quality of the goods
3.8 Items supplies by RMIT Procure
3.9 Approvals needed from the client
3.10 Milestone 3: Completion of execution phase