ICT508 - Project Management Plan for EduStream Project, S1 2020

This project management plan focuses on the EduStream project for EdMedia International Pty Ltd, a small to medium enterprise aiming to implement a new streaming system. The project's main objective is to create a stable, user-friendly streaming solution for educational videos and games, leveraging Real-time Streaming Protocol (RTSP) similar to Netflix. The plan outlines project deliverables, including a flexible and reliable video streaming system, and details the scope, which involves preparing for project commencement, engaging contractors, finalizing the technical system, and commencing marketing activities. The project organization structure includes key stakeholders like the project sponsor, project manager, and various internal and external team members. The work breakdown structure (WBS) is structured into workstreams covering preparation, board submission, contractor engagement, system finalization, software development, marketing, and pilot node deployments. The project schedule, presented in a Gantt chart, highlights the various phases and potential issues, such as risks in planning, design, marketing strategies, and project closure. Bibliography included.

ICT508: Assignment 1 - PMP EduStream
HOW TO USE THIS TEMPLATE
An Introductory Point
This template is not designed to provide a full Project Management Plan (PMP). It only
includes sections that will be pertinent to Assignment 1. If you want to see what a full PMP
looks like, you can generally find free templates on the internet. Most major organisations
also have their own standards for these, so you would typically use theirs when you need to
develop one for your company.
Whichever template you use, the PMP development will typically start during the Initiation
phase and be completed during the Planning period for the project. The intended audience for
this document is normally the Project Sponsor and stakeholders whose support will be
required to complete the project tasks. Additionally, for some companies, the PMP will also
be provided to senior management (e.g. the Board (as applicable), Chief Executive Officer
(CEO), etc.).
The PMP must aim to provide a comprehensive framework, which explains the project and
delivers an overview of the approach that will be used to meet the objectives successfully.
Using this Template
Firstly, after downloading this template from the LMS, make a copy on your computer using
the naming convention discussed in the Assignment 1 Information Sheet instructions.
As discussed above, this template provides some of the standard types of information that
you can expect to find in a PMP. Text that is provided in black Times New Roman font, will
remain in your final version. You will need to add the information that is required for each
section of this PMP. These requirements are defined using blue font text shown in square
brackets (e.g. [these are the instructions for the information that you need to include]). Read
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ICT508: Assignment 1 - PMP EduStream
these instructions carefully, before you do your drafting, as they provide important hints and
guidelines.
While you work through the elements of this document, remember that although the PMP
covers some of the same concepts as the Project Charter, this document should provide more
detailed and richer descriptions of the project information. This more detailed content
reflects the fact that you will know more about the project by the time you are developing the
detailed PMP.
When drafting your responses for each section, the key is practical clarity. Therefore, think
clearly about the real-world issues when completing each element of this template.
Consequently, you do not need to provide long detailed prose. Clear, well-thought-out, easy-
to-read, sentences or dot-point sentences will be better in most situations.
Once you have drafted the required content, you should remove the [blue font instructions] so
your draft would then be ready to be forwarded to the Project Sponsor (as simulated by
uploading this into the LMS). Additionally, you should remove the information on this page,
so your response just starts with the material on the following page.
In practical terms, once you have completed the draft (by taking the preceding steps) and the
other required documents, these should be uploaded to the LMS in accordance with the
Assignment 1 Information Sheet instructions.
Apart from the changes discussed in the preceding paragraphs on this page, you must not change this template.
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ICT508: Assignment 1 - PMP EduStream
1 INTRODUCTION
The paper mainly reflects on the organization “EdMedia international Pty Ltd.” which
is a small to medium enterprise that helps in deploying both educational videos as well as
educational games on DVD/ Blue Ray. The organization generally decided to implement a
new deployment system that mainly uses similar architecture related to Netflix by leveraging
Real time streaming protocol. The main objectives of the project to properly create stable,
effective as well as user-friendly streaming solution that further allows the different
educational training videos as well as games over the internet.
2 PROJECT DELIVERABLES AND SCOPE
It is found that a flexible as well as reliable educational video streaming as well as
games system will be developed which will be helpful in meeting the requirements quite
effectively. It is found that the stable, effective as well as streamlining solution which will be
developed will be helpful in allowing educational training videos as well as games over the
internet. The Pilot project generally has decided to deploy the content delivery network nodes
within Perth, Sydney as well as Melbourne.
The various elements which are mainly included within the scope of the work are listed
below:
 Preparation for the commencement of the project after developing informal team
relationships
 Submission of document to the board for getting approval on the project
 Planning the formal project start date and proper allocation of funds within the project
 It is necessary to engaging within one or more technical contractors for conducting
the entire development work
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ICT508: Assignment 1 - PMP EduStream
 Finalizing the technical system as well as the entire architecture design of the system
 Kick off development of software as well as systems
 Commencing marketing related work for the project
 Beta goes live for the Pilot CDN node (Perth)
 Beta goes live for the Pilot CDN node (Sydney)
 Beta goes live for the Pilot CDN node (Melbourne)
 Full marketing opening
 Formal pilot project closure
3 PROJECT ORGANISATION
3.1 Project Stakeholders
Table 1 provides a synopsis of key stakeholders who will need to be engaged to successfully
deliver the EduStream project.
Table 1: EduStream Project Stakeholders
Project Sponsor Bill Bender
Project Manager <Please fill >
KEY PROJECT TEAM MEMBERS (INTERNAL STAKEHOLDERS)
Name Role Responsibilities
Bill Bender Project sponsor  They are mainly responsible for
providing information to the CEO about
the ICT that is utilized in the organization.
 Helps in proper coordination of project as
well as budget
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KEY PROJECT TEAM MEMBERS (INTERNAL STAKEHOLDERS)
Name Role Responsibilities
 Assits in managing the work of the
project
 Helps in enagining themselves within
direct operational management.
Eva Marie Educational
content expert
 To build different types of media
catalogue for deployment
 Main providers of educational videos as
well as games
 Helps in defining enagements
 Enachnce existing library of the materials
Mike Dale Security Expert  Helps in implementing solutions as per
the privacy act
 Provides support to the commencement of
the project
 Helps in managing security
 Assits in managing legal requirements
Joyce Ander CEO  Helps in operational management of the
organization
 Strategic outsight requirements oof the
project
 Providing reports with the help of
sponsors
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ICT508: Assignment 1 - PMP EduStream
KEY PROJECT TEAM MEMBERS (INTERNAL STAKEHOLDERS)
Name Role Responsibilities
 Helps in day to day management of
project
EXTERNAL PROJECT TEAM STAKEHOLDERS
Role Responsibilities
Suppliers  They find approprioate self desk
 They supply all the needed materials for the project
 Enagement of the suppliers
 Frequency asked question website will be given
Other staffs  They are responsible in crating proposals for the
sponsor
 They assits in supporting the project office
 They helps in supporting administration, payments
as well as quality assurance
 Development of key knowledge
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3.2 Organisational Structure
Figure 1 illustrates the organisational structure that is proposed for coordinating the
EduStream Project. This organisational structure is described below the diagram.
Figure 1: EduStream Organisational Structure
The organizational structure that is developed above is considered as one of the
system that helps in properly outlining certain activities which are generally directed for
achieving the goals of the organization. The above organizational structure also helps in
determining the information flows that happens within the different levels of the company
(Madi et al., 2018). The diagram above reflects that the CEO is the head of the organization
that have the highest authority. Then the project is divided into internal as well as extrernal
stakeholders where the internal stakeholders are again disintegrated within general roles and
contractor roles. The general roles mainly includes security, legal, financing as well as quality
assurance. Moreover, the external stakeholders includes the suppliers and other staffs who
mainly provide help in the project.
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4 WORK BREAKDOWN STRUCTURE OVERVIEW
Table 2 lists the key Workstreams that will be implemented to deliver the EduStream project.
Table 2: EduStream Workstream Table
Workstream number Workstream description
0 EduStream system
1 Preparation commence
1.1 Developing informal team relationship
1.2 Complete the development of materials needed by the board
2 Submission to the board
2.1 Inserting required project materials to the baord
2.2 Making decision whether to proceed or not
3 Planned formal project start date
3.1 Allocation of project funds
3.2 Getting approval from the boards
3.3 Enagemenr of contractors
3.4 Asking questions during workshop
4 Enaging contractors
4.1 RFT process
4.2
Enaging other contractors to provide data centre and service desk
facilities
5 Finalize the technical system
5.1 Enagement with contractors
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5.2 Completing the technical design
5.3 Development can be completed
5.4 Pilot 1 go live date
6 Kick off ddevelopment of software and systems
6.1 Required development wiill be implemented
6.2 Procurement for development
6.3 Procurement for test and operational environment
6.4 Preliminary work prior to this date
7 Commence marketing
7.1 Building client base
7.2 Beta/ acceptnace testing
7.3 Sending out sales personnel
7.4 Understnding EduStream system
7.5 Training for the sales team
8 Beta goes live for first pilot CDN node (Perth)
8.1 System is set to work
8.2 Detailed acceoptance testing
8.3 Go live date
8.4 Second pilot CDN node
9 Beta goes live on second pilot CDN node (Sydney)
9.1 Node is set to work
9.2 Multi- site Beta acceptance testing
9.3 Rectifications and updates for the builds
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ICT508: Assignment 1 - PMP EduStream
9.4 Melbourne go live dates
10 Beta goes live for the third Pilot CDN node (Melbourne)
10.1 Full multi node accptance testing
10.2 Testing must be rectified
10.3 Building three sites
10.4 Load tests
11 Market opening
11.1 EdMI’s anniversary
11.2 Full one month media blitz for gaining mass market buy-in
11.3 Starting operation of system
12 Formal pilot project closure
12.1 Closure of pilot project
12.2 Final report and deliverables are provided
12.3 Pilot project closure process
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ICT508: Assignment 1 - PMP EduStream
5 SCHEDULING
Figure 2: EduStream Delivery Schedule Overview
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ICT508: Assignment 1 - PMP EduStream
The Gantt chart that is provided above helps in reflecting visual view of the entire
schedule of the project. It is found that the EduStream system project will be performed in a
number of phases so that the entire project gets completed on time. It is found that initially
proper prepration of the commencement of project is done by making proper discussion about
the project (Meredith et al. 2016). In the next step, the document that is created with project
ideas is submiited for approval and if the higher authority authority provides approval then
the project work is strated. After the beining of the project, the contractors are enaged in the
project and then the entire technical system is finalized. After finalizing the design, kick off
development of the system is done which is preceded by commencing marketing work. In
addition to this, beta goes live for Pilot CDN node for different locations are conducted after
then formal closure of the project is performed (Kerzner, 2019).While undertaking the work
of the project, a number of issues have been identified in some of the project phases which
are listed in the below table:
Phases Issues
Planning of the project It is necessary to develop risk management
plan in the initial phase for avoiding issues
in the project otherwise the project
managers are unable to handle the conflicts
and risks that occur.
Architecture design If the design of the system is not tested then
operational issues can occur later therefore
it is necessary to cross check the design
ensuring that all the demands of the client
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will be met with the developed design of the
system.
Commencing marketing If the marketing managers are not
experienced then they are unable to
determine proper marketing strateghies so
gthat more people will get tto know about
the opportunities that is provided by thee
organization with the help of the new
system.
Formal pilot closure In the closure phase, it is necessary to
undertake post project review otherwise the
project may face a number of challenges if
any of the requirements of the client is not
satisfied. Post project review ensures that all
requirements are met.
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ICT508: Assignment 1 - PMP EduStream
6 Bibliography
Almasri, A., El Talla, S.A., Abu-Naser, S.S. & Al Shobaki, M.J., (2018). The Organizational
Structure and its Role in Applying the Information Technology Used In the Palestinian
Universities-Comparative Study between Al-Azhar and the Islamic Universities.
Badewi, A. (2016). The impact of project management (PM) and benefits management (BM)
practices on project success: Towards developing a project benefits governance
framework. International Journal of Project Management, 34(4), pp.761-778.
Demirkesen, S. & Ozorhon, B. (2017). Impact of integration management on construction
project management performance. International Journal of Project Management, 35(8),
pp.1639-1654.
Eva, N., Sendjaya, S., Prajogo, D., Cavanagh, A. and Robin, M. (2018). Creating strategic fit:
Aligning servant leadership with organizational structure and strategy. Personnel
Review, 47(1), pp.166-186.
Kerzner, H. (2019). Using the project management maturity model: strategic planning for
project management. John Wiley & Sons.
Madi, S.A., El Talla, S.A., Abu-Naser, S.S. &Al Shobaki, M.J. (2018). The Organizational
Structure and its Impact on the Pattern of Leadership in Palestinian Universities.
Martens, M.L. & Carvalho, M.M. (2017). Key factors of sustainability in project
management context: A survey exploring the project managers' perspective. International
Journal of Project Management, 35(6), pp.1084-1102.
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Meredith, J.R., Mantel Jr, S.J. & Shafer, S.M., (2017). Project management: a managerial
approach. John Wiley & Sons.
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