Detailed Project Management Analysis: Capilano Honey ERP System

This project analyzes the implementation of an Enterprise Resource Planning (ERP) system for Capilano Honey Limited, an Australian food and beverage company. The project addresses the company's need for an integrated system to improve efficiency, information sharing, reporting, customer service, and data security. The project includes a business case, project charter, and detailed project plan. The plan outlines project deliverables, organizational structure, risk management, and technical approaches. The ERP system aims to streamline business processes, integrate information, improve reporting capabilities, enhance customer service, and secure data. The project employs a project-based organizational structure with defined roles and responsibilities for team members. The project also addresses risks related to technical personnel and software specifications. The project's goal is to provide better access to information, improve decision-making, and ensure the scalability of organizational activities.

Project Management
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ACKNOWLEDGEMENT
I am thankful to all those individuals who have provided guidance and assistance as well to
accomplish the dissertation. Firstly, I owe my thanks to mentor who gave me chance to undertake
this dissertation and motivate me to do it in ethical manner. Furthermore, I am thankful to my team
members, family and friends who helped me in all possible settlements. This leads successful
finishing point of dissertation and achievement of meaningful results.
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EXECUTIVE SUMMARY
The present research has related to project management and to carry out the study,
CAPILANO HONEY LIMITED has taken into the consideration. It has got 1714 rank out of the
2000 top companies of Australia. The offer products by the organization to its customers are
creamed and pot set honey, kids honey, pure manuka honey, premium selections honey, classic
honey. In the organization, a single and integrated system has absent at the workplace. Not
availability of complete information has affected the real time decision making processes. These all
issues have affected the overall performance of cited organization and to resolve them, it requires to
develop of a new project i.e. ERP system. The goals of the project have yo improve efficiency,
integrated information, proper reporting, customer service and security of information.
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TABLE OF CONTENTS
ACKNOWLEDGEMENT....................................................................................................................2
EXECUTIVE SUMMARY..................................................................................................................3
INTRODUCTION................................................................................................................................6
OVERVIEW OF ABUNDANT PRODUCE LIMITED.......................................................................6
PROBLEM STATEMENT...................................................................................................................6
BUSINESS CASE................................................................................................................................7
PROJECT CHARTER..........................................................................................................................7
PROJECT PLAN..................................................................................................................................8
Project name....................................................................................................................................8
Brief description of the project and the needs to be addressed........................................................8
Name of the project manager...........................................................................................................8
Project deliverables..........................................................................................................................8
Description of how the project is organised....................................................................................9
Management and technical approaches related information..........................................................10
CONCLUSION..................................................................................................................................17
REFERENCES...................................................................................................................................19
APPENDIX........................................................................................................................................21
BUSINESS CASE..............................................................................................................................21
Project plan....................................................................................................................................21
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LIST OF FIGURES
Figure 1 Organizational structure of ERP project................................................................................9
Figure 2 Technical processes of ERP system.....................................................................................13
Figure 3 Change control process........................................................................................................17
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INTRODUCTION
For an organization, project management is becoming an essential part of business to
manage various projects. It focuses over the optimum utilization of the existing resources and
delivers the expected outcomes (Kerzner, 2013). The present research is based on project
management and in order to determine its significance level, CAPILANO HONEY LIMITED is
taking into the consideration. This firm has listed in Australian Stock Exchange and has deal in
food, beverages and tobacco industry. It plans to develop ERP system (Enterprise Resource
Planning) to solve the workplace issues in more effective manner. Under this study, problem
statement and business case of CAPILANO HONEY LIMITED will explain. Along with this,
project charter will prepare that will include various aspects such as project deliverables,
organizational chart, risk management scope management etc.
OVERVIEW OF ABUNDANT PRODUCE LIMITED
Australia’s food and grocery sector turnover in 2014-2015 has $125.9 billion. It has
increased with 3.9% year by year. This sector has represented 33.3% of total Australian
manufacturing with the combination of $32.0 billion value in 2014-15 (Australian food and grocery
council, 2016). In this industry, CAPILANO HONEY LIMITED has a public limited organization
which has got 1714 rank out of the 2000 top companies of Australia. It has generated income from
coffee, tea and other food items. Till the 2016, the total revenue of cited firm has $133,617,000.
There have 177 employees employed in CAPILANO HONEY LIMITED. The offer products by the
organization to its customers are creamed and pot set honey, kids honey, pure manuka honey,
premium selections honey, classic honey (Capilano Honey Limited - Premium Company
Report Australia, 2016).
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PROBLEM STATEMENT
From the investigation, it has found that in CAPILANO HONEY LIMITED, a single and
integrated system has absent at the workplace. It has created difficulties for the organization to
integrate its all operational and functional activities in an effective manner. Due to this, it has made
the resource either in under utilization or overutilization. Along with this, not availability of
complete information has affected the real time decision making processes. Because of poor
visibility of data, it has difficult for CAPILANO HONEY LIMITED to manage and control over the
costs (Burke, 2013). This has affected the operational efficiency of the firm related to
manufacturing of wide range of honey products. These all issues have affected the overall
performance of cited organization and to resolve them, it requires to develop of a new project i.e.
ERP system.
BUSINESS CASE
As per the determine issues faced by CAPILANO HONEY LIMITED, it has planned to
develop an ERP system that can able to resolves the problems of the organization. The summarized
plan has developed (Attached in Appendix), time and budget constrains have set out. The overall
budget for this project has $44,100 and timeframe has 6 months.
PROJECT CHARTER
Project Charter
Project title Enterprise Resource
Planning
Date 28 January 2017
Project
manager
John Muffer Email Johnmuffer123@
cognutechnology.com
Executive
sponsor
Email
Problem
statement
From the investigation, it has found that in CAPILANO HONEY LIMITED, a
single and integrated system has absent at the workplace. It has created difficulties
for the organization to integrate its all operational and functional activities in an
effective manner. Due to this, it has made the resource either in under utilization or
overutilization. Along with this, not availability of complete information has
affected the real time decision making processes. Because of poor visibility of data,
it has difficult for CAPILANO HONEY LIMITED to manage and control over the
costs. This has affected the operational efficiency of the firm related to
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manufacturing of wide range of honey products
Project goals To improve efficiency, integrated information, proper reporting, customer service
and security of information
In scope Financial and accounting information, human resource information, supply chain
information, customer information, operation and logistic as well as sales and
marketing.
Out of scope Hands on exposure to ERP system, technical details of the modules, listing to
transaction codes and granular details of specific modules.
Timeline
Actions Target date
Initiation Mon 1/30/17 Mon 2/13/17
Planning Tue 2/14/17 Tue 3/28/17
Implementation Wed 3/29/17 Wed 7/26/17
Monitoring and review Thu 7/27/17 Fri 8/18/17
Project Closer Mon 8/21/17 Mon 9/4/17
PROJECT PLAN
Project name
The name of the project for CAPILANO HONEY LIMITED is Enterprise Resource
Planning. By analysing the issues and needs of the company, it has decided to develop the following
project within the organization to deal with the problems.
Brief description of the project and the needs to be addressed
ERP is an integrated system which includes various activities such as product planning;
purchase planning, manufacturing and service delivery, sales and marketing activities, management
of inventory, shipping and payment and finance. It gives an integrated and continuously updated
view of entire business procedures. This helps in tracking of business resources in an effective
manner such as raw materials, finance, production capacity, purchase orders preparation etc. Along
with this, it facilitates the departments of the organizations to share the data with each other and
manages the connections with the stakeholders (Meredith and Mantel Jr, 2011). ERP system run
over the real time situations and generates customized periodic reviews.
Name of the project manager
The name of the project manager of ERP project has John Muffer. He will look towards
various plan activities and will also responsible for many other works of the plan.
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Project deliverables
The major deliverables of ERP project will be as follows:
Efficiency: ERP system will overcome the frequency of repetitive process and reduce the need of
entry of information on manual basis. It will streamline business procedures and make
organizational activities more efficient.
Integrated information: It will facilitate CAPILANO HONEY LIMITED to save whole
information at a single location which will improve the distribution of information in all
departments. This will make the data keep consistent and up to date (TOP 5 BENEFITS OF
IMPLEMENTING ERP SOFTWARE, 2014).
Proper reporting: EPR system will help the cited organization to prepare the report on customized
needs and make the reporting process simpler. By this deliverables, company will able to response
towards the complex data and generates all kind of reports without relying only on a single
department (Schwalbe, 2015).
Customer services: With the help of ERP system, it will become easy for CAPILANO HONEY
LIMITED to provide high quality customer services to its consumers. Customer service and sales
people will easily interact with the end users in better way by establishing good relationship with
them.
Security: It will improve the security of the data by enhancing the accuracy and consistency. This
will increase the restrictions over the data protections (Wysocki, 2011).
Description of how the project is organised
Organizational structure of ERP project will be Project Based organizational arrangement.
The reason of selection of the following is project manager only responsible for the project where
the only works of team members are complete the assign activities. They have to report to project
manager by avoiding the different leadership style. Along with this, project manager able to manage
whole team and optimum utilization of resources.
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Figure 1 Organizational structure of ERP project
The responsibilities of project team members in ERP project is as follows:
Team members Number of staff Roles and responsibilities
Project manager 1 Good knowledge of project management standards, able to
plan and monitor the project, prepare and manage project
expectations, applying change control activities etc.
IT engineer 2 Design and program system-level software, understand
requirements of users, develop configuration of software,
make sure about system security etc (Walker, 2015).
Quality analyst 1 Improve the quality of project, set of quality standards,
minimize error in project, highlight areas of quality issues in
plan etc.
Project board 4 Review change request, selection of project manager,
arranging the resources etc.
Contract
specialist
2 Search suppliers’ to arrange the additional sources, ensure
terms and conditions of contracts and proper termination of
contracts after completion of contracts (De Bakker,
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Boonstra and Wortmann, 2010).
Testing engineer 2 Testing all aspects of the product, work with development
team to identify and capture test cases, designing test plans
etc.
Management and technical approaches related information
Management objectives:
 To provide better access to the decision-making authority to obtain necessary information
about various departmental functions such as HR, Finance, Purchase, sales & marketing
 To promote and improve decision-making process so as to make smarter and rational
decisions to achieve success (Jun, Qiuzhen and Qingguo, 2011)
 To develop highly effective and integrated decision-support system for the top authority
 To ensure proper scalability of the organizational activities and functions through
maintaining better record of the business information in a computerized database (Caniëls
and Bakens, 2012)
Risk management plan:
Every project has several risks associated which may bring hurdles to CAPILANO HONEY
LIMITED in the successful implementation of ERP system. In order to introduce ERP system,
following strategies will be adopted by the managers to reduce the risk and get set targets,
mentioned hereunder:
Technical personnel: CAPILANO HONEY LIMITED will recruit technical and highly
capable workforce who have domain and dynamic ERP-based knowledge. Moreover, appropriate
and suitable training & development initiative will be taken to develop required skills in existing IT
workforce for the effective implementation of ERP (Artto, Kulvik, Poskela and Turkulainen, 2011).
Software specification: In order to ensure design software system, company will follow
best industrial practices and adhere with the software specification policies.
Technology planning & integration: It is also necessary for the business to acquire
technical specialists and adequate & enough support from the suppliers to launch and upgrade the
plan appropriately.
Continuous supervision and monitoring: CAPILANO’s project manager also needs to
continuously monitor & supervise the progress of the proposed plan with the set targets in order to
make appropriate decisions right time and reach goals (Wu and Low, 2010).
Communication barrier: Strong communications is also a prior and vital need to complete
project successfully. Henceforth, effective communication policy & system through various modes
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like telephonic, intranet, E-mail may be introduced to bridge gaps and maintain an effective
reporting system (Bredillet, Yatim and Ruiz, 2010).
Objectives Probability/likelihood of occurrence
Impact
Very low Low Medium High Very high
Very high Misleding
user
interface
Lack of
sufficient
time
Complexitie
s in
integration
Misleding
budgeted
targets
High Lack of
advanced
technologie
s
Loss of a team
member
Improper
functioning
Lack of
technical
experts
Medium Inadequate
monitoring
and
supervision
Operationa
l
requiremen
t
Real-time
performance
shortfalls
Low Lack of
communicatio
n
Non-
compliance
with the
software
specificatio
n rules &
policies
Very Low Scope creep Performance
Project staffing and responsibilities assignment matrix
Staffing requirement Roles and responsibilities
Project manager  To make sure full adherence with the project scope
 To ensure on-time delivery
 To administrate project schedules
 To direct, supervise and boost motivation level of team
members
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