JoytiVLC Pty Ltd: Project Planning for ERP System Integration

This report provides a comprehensive overview of project planning for the implementation of an ERP system at JoytiVLC Pty Ltd. It begins with an executive summary highlighting the importance of project planning and its impact on customer services. The report details the project planning procedure, including project scheduling using Gantt charts, project budgeting, and quality planning. It explores the roles of stakeholders, leading and managing project teams, and establishing effective communication strategies. Key elements include cost determination, schedule design, and the use of metrics for project evaluation. The report also outlines the resources required, such as time, money, and human resources, and discusses quality management procedures. The conclusion emphasizes the crucial role of project planning and effective communication for successful project completion, referencing relevant literature to support the findings.

Project Management

EXECUTIVE SUMMARY
Project planning is considered to be as important part of project management.
Implementation of the specific undertaking in successful manner is not at all possible without
proper planning. The present report is related to the problem faced by JoytiVLC Pty Ltd which
has negative effect on customers services. Considering the issue JoytiVLC Pty Ltd has planned
to implement ERP system. It has been found that the project planning provides managers an ease
in managing the undertaking as well as risk which might arise during the project. It is through
proper planing project can be completed in an effective as well as efficient manner.

TABLE OF CONTENTS
MAIN BODY ..................................................................................................................................4
Overview of project planning procedure ...................................................................................4
Project scheduling ......................................................................................................................5
Project budgeting .......................................................................................................................6
Quality planning .........................................................................................................................7
Leading and managing project team .........................................................................................7
Project communication ...............................................................................................................8
CONCLUSION................................................................................................................................9
REFERENCES..............................................................................................................................10

INTRODUCTION
Project planning can be referred to as output oriented procedure which mainly
emphasizes on specifying the activities which will be executed in order to achieve desired
objectives. A proper planning of Project is very much crucial in order to complete specific
undertaking in successful manner. The present report is based on the case scenario of JoytiVLC
Pty Ltd. It has been analysed from the case study that an organisation is facing number of issue
such as increase in cost because of lack of proper software. Company in order to deal with the
problems has decided to integrate ERP system with organisation, as it will help in enhancing
functioning.
The report will highlight the procedure of project planning. It will highlight the
methodology that will be utilised for managing the project related to integration of ERP system.
MAIN BODY
Overview of project planning procedure
Plan related to the implementation as well as integration of ERP system at workplace
will be implemented by project manager. It will be the duty as well as responsibility of project
manager to to review the plan and make the adjustments considering the situations. At the time
of project planning, the project manager will reconfirm the project schedule with other
stakeholders as well as steering committee [1]. Project accounts manager will be accountable for
informing stakeholders about changes in project plan. Meeting will be organise at regular
interval of time and follow up will be done by the project manager on routine basis. The
activities which will be performed while developing initial plan for implementation or
integration of the project includes:
 Determination of costs involved in execution of specific project as well as
preparation of budget. : In relation to the present project, the cost associated with
implementation of specific undertaking will be determine on the basis of expenses
incurred in executing project of similar nature.
1 M. Sumner, ERP Project Retrospectives—55 Enterprise Systems: Evaluating Project
Success, Lessons Learned, and Business Outcomes. Midwest Association for Information
Systems. 2018.

 Designing of schedule : Gantt chart will be used for scheduling of the activities. It will
consist of start and finish time of all activities to be performed during the project.
 Identification of metrics for project evaluation : Software metric will be used for
evaluating the success of the project.
 Development of communication strategy: Advance technology such mobile phones ,
E-mail will be used for haring of information during project.
 Migration of information to new system : New software will be sued for transfer of
data from one system to other.
 Training to employees related to use of ERP system : Presentation is the technique
which will be applied for making employees learn about the sue of ERP system
 Testing of ERP system
 Performing the speed as well as reliability checks.
 Evaluation of success of project.
◦ Prince 2 model will be sued for managing the project.
Project scheduling
Gantt chart has been sued for scheduling the different activities for the project. It consists
of start and finish time of each activity.
Task Mode Task Name Duration Start Finish
Auto Scheduled
Phase 1 kick of call ,
technical call, Complete
survey, remote cess and
approval for project plan.
45 days Fri 07-011-19 Thu 08-011-19
Auto Scheduled
Phase 2 Installation,
configuration and approval
for mag View
15 days Fri 09-11-19 Thu 29-11-19
Auto Scheduled Configuration interface 15 days Fri 09-11-19 Thu 29-11-19
Auto Scheduled Approval of configuration 14 days Fri 30-11-19 Wed 19-12-19
Auto Scheduled Configure interface 60 days Fri 30-12-19 Thu 10-01-19
Auto Scheduled Test and approval of
interface 30 days Thu 10-01-19 Wed 12-01-19
Auto Scheduled Conversion of information 28 days Fri 12-01-19 Tue 19-01-19

Auto Scheduled Review and Approve
conversion 10 days Fri 19-01-19 Thu 29-01-19
Onsite training to employees 2 days Wed 29-01-19 Thu 1-2-19
Auto Scheduled Closure of the project 17 days Fri 1-2-219 18-2-219
Project budgeting
In context of present project related to implementation of ERP system, the cost is
associated with providing training to employees, customisation , integration and testing of
software [2]. The fixed costs is also associated with continuous maintenance of ERP system.
Activities Costs
Project management and meeting £ 1000
Installation on server 1000£
2 C. Holsapple , M. Sena and W, “Wagner The perceived success of ERP systems for
decision support”. Information Technology and Management. 2019 Mar 1;20(1):1-7. C.
Holsapple , M. Sena and W, “Wagner The perceived success of ERP systems for decision
support”. Information Technology and Management. 2019 Mar 1;20(1):1-7.

Set up of application and training to employees 3320£
Integration of external system 1100£
Travelling 40£
Resources : The resources which will be required for planning as well a implementation
of the project include time , money, knowledge, technology, human and computer resources. In
addition to this, communication devices will also be required for sharing of information between
team members. The computer software which will be used for allocation and management of
resources is Onus.
Quality planning
The main purpose of quality planning is to generate good or desired outcomes. Other
purpose of quality planning is to complete project in an effective as well as efficient manner.
In relation to the present project related to implementation of the ERP system, The
quality management procedure communication is classified into three sections theses are :
quality assurance, quality planning and quality control (Sumner, 2018. ). In context of present
project, quality plan highlights the requirements for software and also specifies the assessment
criterion. Two business standards will be selected for development [3]. of procedure. The quality
plan provides the detail information about the attributes that a specific that is ERP software
must have which is determined during the planning phase. The quality attributes which is ERP
software must have include :
Safety Understand Portability
security Testability Sumner, M., 2018. Usability
Reliability Adaptability Re usability
3 ]M. Sumner,” ERP Project Retrospectives—55 Enterprise Systems: Evaluating Project
Success”, Lessons Learned, and Business Outcomes. Midwest Association for
Information Systems. 2018.

resilience Modularity Efficiency
Robustness Complexity learn ability
Maintainability
The Total quality management approach will be used for ensuring the quality of work
during project. In addition to this, the national as well as international standards will be applied
to the project Sumner, M., 2018. related to implementation of the ERP system.
Leading and managing project team
In context of present project on Integration or implementation of the ERP system in an
organisation the different stakeholders involved in the undertaking are :
Functions Functions
Project sponsors They are responsible for providing the
findings.
Senior manager Reporting and analytics
Application analyst communication in Accountable for migration as well as cleansing
of data.
Application developer They are basically in charge of system
customisation.
Quality analyst An individual role is to test the system.
Technical team They are responsible for resolving the technical
issues which might have adverse effect on the
project.
There will be a change in team members at6 the different phases of undertaking, But
there will be only one team members who will be accountable for making crucial decisions
related to the project. In addition to this, team leaders will also be accountable for providing

guidance and instruction to team members during the project [4] . It will be duty of team leader
to review as well as verify deliverables and facilitate coordination. Role of team leader is to
make sure that all resources required by team members are available so that the project do not
get effected.
Authoritative management style will be used by manager or leaders for managing the
people during the project. Project manager will have much focus on encouraging the strengths of
all the team members. Employees will be allotted work according to their skills and knowledge,
as this tactics will assist in ensuring completion of specific tasks in perfect way.
Project communication
An effective communication is considered to be as key for successful completion of the
project. Communication plan for present project :
Type of
communicatio
n
Purpose of
communicatio
n
RESPONSIBL
E PERSON
Information
shared with
METHOD OF
COMMUNIC
ATION
Time
Formal
communicatio
n
To take
permission for
implementatio
n of ERP
system from
top level
authority
Project
manager
Top level
management
E-mail and
personal
meeting
One day
Formal
communicatio
n
To provide
update status
related to the
project.
Project leader Project
manager
E-mail On weekly
basis
4 Jiang JJ, Klein G, Chang JY. Teamwork behaviors in implementing enterprise systems
with multiple projects: Results from Chinese firms. Journal of Systems and Software. 2019
Nov 1;157:110392.

To inform
about changes
in the project
Leader or
supervisor
Proje4ct
manager
Mobile phone
or meeting
Whenever
changes are
made in the
project.
CONCLUSION
It has been concluded from the report that project planning is very much crucial in
relation to accomplishment of desired objectives. The other fact which has been discovered is
that planning an effective communication strategy and smooth flow of information is very much
crucial for successful completion of project.

REFERENCES
Books and Journals:
[1.]M. Sumner, ERP Project Retrospectives—55 Enterprise Systems: Evaluating Project
Success, Lessons Learned, and Business Outcomes. Midwest Association for Information
Systems. 2018.
[2.] C. Holsapple , M. Sena and W, “Wagner The perceived success of ERP systems for decision
support”. Information Technology and Management. 2019 Mar 1;20(1):1-7.
[3.]M. Sumner,” ERP Project Retrospectives—55 Enterprise Systems: Evaluating Project
Success”, Lessons Learned, and Business Outcomes. Midwest Association for
Information Systems. 2018.
[4.] Jiang JJ, Klein G, Chang JY. Teamwork behaviors in implementing enterprise systems with
multiple projects: Results from Chinese firms. Journal of Systems and Software. 2019
Nov 1;157:110392.