Project Management Plan: Implementation of HRIS in Lincraft Australia

This project management assignment details the implementation of a Human Resource Information System (HRIS) at Lincraft Australia Pty Ltd. The project encompasses defining the project scope, developing a comprehensive project plan, and administering and monitoring the project's progress. The project plan includes a work breakdown structure (WBS), critical path analysis, Gantt chart, key milestones, and a risk management plan. The assignment outlines the project stakeholders, their responsibilities, project objectives, deliverables, and acceptance criteria. It also addresses constraints, assumptions, authorities, reporting arrangements, and resource planning, including a resource matrix. The project's financial aspects, including budget allocation, and the methods for communication and record keeping are also described. The project's timeline and key milestones are presented using a Gantt chart, while potential risks and mitigation strategies are detailed in a risk management plan. The assignment provides a thorough overview of the HRIS implementation process, covering the project's initiation, analysis, development, execution, implementation, testing, and closure phases. The assignment also includes references to the sources used for research.

Running head: PROJECT MANAGEMENT
Implementation of Human Resource Information System (HRIS) in Lincraft Australia
Pty Ltd
Name of the Student:
Name of the University:

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Table of Contents
1. Define the project...................................................................................................2
2. Develop the project plan........................................................................................6
2.1 Work Breakdown Structure.............................................................................6
2.2 Critical path analysis.......................................................................................7
2.3 Gantt chart.......................................................................................................8
2.4 Key milestone and monitoring plans...............................................................8
2.5 Risk management plan....................................................................................8
3. Administer and monitor the project........................................................................9
3.1 List of record keeping procedures and documents.........................................9
3.2 Measurable performance standards...................................................................9
3.3 Communication progress....................................................................................9
3.4 Materials purchases..........................................................................................10
References.................................................................................................................11

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1. Define the project
Business details: Name of the business is Lincraft Australia Pty Ltd. and
address is 360 Bourke Street, Melbourne, VIC 3000. ABN no of Lincraft Australia is
94-401-362-364.
Project Stakeholders: HR manager, IT Manager, Accounting Manager,
Suppliers, Project Sponsor. The below table shows responsibilities of project
stakeholders
Role Description
HR Manager  Coordinate the administrative functions of the business
organization
 Hire new staffs
 Consult with the executives for strategic planning
IT manager  Leading technical and computer related project activities
 Determine IT requirements of the organization (Lu et al., 2018).
Accounting
Manager
 Managing regular processes of bookkeeping department
 Checking data to produce the monetary reports
HR Manager  Coordinate the administrative functions of the business
organization
 Hire new staffs and consult with the executives for strategic
planning (Sanghera, 2019).
Suppliers  Providing products and services to other entity
 Providing high quality of products at good price
Project
Sponsor
 Analyze the requirements of the business to implement the HRIS
solution
 Provide leadership on the business values
 Collect funds for the project
Project Scope statement:
Project Name: Implementation of Human Resource Information System
(HRIS) in Lincraft Australia Pty Ltd
Project Manager: Please enter your name
Project Sponsor: John Smith
Date of project
start:
04-03-2020
Scope Description The scope of this project is to implement HRIS solution
for the business to improve efficiency and information
collection process. The system can also track data and
help in payroll and accounting functions.
Project Objectives  To implement the HRIS system by providing
managerial as well as economic benefits
 To reduce headcount of the employees and

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achieve monetary savings process
 To provide up-to-date information available about
the project employees
 To reduce data entry errors and mistakes
allowed the employees to perform better business
work
 To reduce paperwork as well as allow an
employee goal settings
Deliverables  Project management plan
 Training documents
 Documented system need analysis
 HRIS technology analysis
 Configuration of the system
 Data migration completion
 Implementation review documents
Acceptance criteria  The project must take approval from the project
sponsor before project initiation.
 Staying in estimated budget
 Achieving of the project milestones on project
schedule
Constraints  Time constraints as the project will be finished on
time.
 Economical constraints due to sudden addition of
the project expenses to the project cost items.
 Scope constraints due to sudden change in the
requirements of project client.
Assumptions  It is assumed that the project will take a total
budget of $50,240.00 and three months of
timeframe.
 It is assumed that the project will require funding.
 The development team members should take
decisions regarding the project work.
Authorities and reporting arrangements:
WHS: It is the standard concerned on protecting health as well as safety of
the stakeholders those are involved in the project. This legislation law helps to safe
from hazards as well as risks in the work activities.
Hierarchy of control: The business is followed five hierarchy of control such as
elimination, personal protective equipment, substitution, administrative as well as
engineering controls (Sami Ur Rehman et al, 2020).
EEO: Each of the employees working in the project has same freedom from
discrimination based on color, religion, race, age and others. The organization

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implemented strict EEO policy for the employees under which the employers should
not distinguish in contradiction of the employees based on age, race, religion,
disability and others (Bi et al., 2017).
Documentation of resources and resource matrix:
The project resources involve in this project are: project manager, IT
manager, accounting manager, HR manager, business sponsor, business analyst,
project board, developer, team lead and tester. Based on identified resources, the
resource matrix is shown as:
Project
Manager
IT Manager
Accountin
g Manager
HR
Manager
Business
Sponsor
Business
Analyst
Project
Board
Developer
Team Lead
Tester
Resource
Planning
R I A C
Control over time R A C I
Monitor project
progress
R A C I
Leading technical
activities
R I I C A
Coordinating
administrative
functions
I R A C
Gather project
documents
R A C I
Hire new staffs I R C A
Consult with the
executives for
strategic planning
C R A A I
Design and test
software
programs
I A,C R
Develop project
timeline
R A A C I
Review software
requirements
C,I R A
Prepare test
scenarios
I C A R
Test and evaluate
new programs
C A R I
Analyze test
results
I C R A
R- Responsible, A- Accountable, C- Consulted and I- Informed

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Project risks:
Using SWOT analysis
Strength Weaknesses
 There is good
communication among
project team members
 Skilful project team
members
 Efficient organizational
structure
 Small project team
 Limited funds for the
project
 Unprofessional
volunteers
Opportunities Threats
 New IT infrastructure
 Engagement of the
community
 Financial profitability
 Competing team
members
 Project delays and cost
overruns
Budget estimation:
Name Total cost
Project Initiation $2,600.00
Analysis phase $2,840.00
Development phase $23,200.00
Execution phase $9,440.00
Implementation phase $7,600.00
Testing phase $5,400.00
Closure phase $8,880.00

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2. Develop the project plan
2.1 Work Breakdown Structure
Implementation of HRIS
Solution for Lincraft
Australia
Project Initiation
Project kick off
meeting
Presenting project
plan
M1: Initiation
completed
Analysis phase
Gathering user
requirements
HR processes
Reporting system
requirements
User requirements
documentation
M2: Analysis
completed
Development phase
Develop work plan
Develop staffing
plan
Develop project
scope
Develop control plan
Schedule plan
Financial plan
Risk management
Analyze project risk
Manage project risk
Issue management Quality plan
Develop quality
checklist
Change control
Resource plan
Communication plan
Stakeholder plan
Stakeholder register
and analysis
M3: Development
completed
Execution phase
Analyze existing
system
Obtain new system
Infrastructure
preparation
System migration
and configuration
M4: Execution
completed
Implementation phase
Identifying current
HRIS requirements
Interview the
vendor
Selecting HRIS
platform
Determine hardware
and software
requirements
Kick off the project
implementation
phase
Evaluate
implementation
success
M5: Implementation
completed
Testing phase
System testing
User testing
Acceptance testing
M6: Testing
completed
Closure phase
Training to staffs
Solicit user
feedback
Final sign off
Lessons learned
M7: Closure
completed
Figure 1: Work Breakdown Structure
(Source: Created by author)

A B
C D
E
F G H
I
J
K
L
M
N
O P Q
R S
T
U
W
YX
V
Z
A1
A2 A3
A4
A5
A6
A7A8
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2.2 Critical path analysis
Figure 2: Work dependencies diagram
(Source: Created by author)

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2.3 Gantt chart
Figure 3: Gantt chart
(Source: Created by author)
2.4 Key milestone and monitoring plans
Figure 4: Gantt chart showing milestones
(Source: Created by author)
2.5 Risk management plan
Risk
ID
Title Impact of
risk
Likelihood Conse
quence
Mitigation strategies
1 Cost overrun Impact on
time
Possible Major  Proper estimation of
project cost
 Review the project
budget
 Request for the
project funds
2 Lack of Impact on Unlikely Modera  Increasing marketing

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community
engagement
quality te activities
 Research
competence of the
marketing campaign
 Marketing
questioning
3 Outsourcing
problems
Impact on
cost, time
and quality
Unlikely Minor  Signing the contract
 Creating list of the
emergency contracts
4 Project delay Impact on
cost
Possible Modera
te  Proper project
planning
 Using project
management
software
 Daily tracking of
project status and
progress
3. Administer and monitor the project
3.1 List of record keeping procedures and documents
The record keeping procedures are feedback forms, copies of the handouts, self-
evaluation form, contact lists of the project stakeholders, copy of the presentation
and database system (Bourne & Weaver, 2018). The five types of documents for the
business are:
 Accounting records documents on the business transactions
 Legal documents (Heagney, 2016).
 Project progress documents (Lai & Yang, 2019).
 Executive and project variance report
3.2 Measurable performance standards
 Addressing the performance issues
 Daily records of the performance of the employees
 Documentation of improvement plan (de Andrade, Martens, & Vanhoucke,
2019).
 Review of project date and time required to complete entire project work
3.3 Communication progress
Target audience Goals Tools Timetable
Project
implementation
team
Inform about the real time
implementation work on the
project
Monthly
meetings in
addition
briefing
reports
Monthly
Program
stakeholders
Progress of the project
program on HRIS
Project review
report
At the project
milestones

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implementation
Funding decision
makers
Enhance the project funding Financial
report
Weekly
Project team Discussing on actions taken
to resolve project issues
Project
meetings
At end of
project
3.4 Materials purchases
 Using computer technology for materials requisition
 CPU, and computer storage
 Buying of new software

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References
Bi, H. L., Jia, X., Lu, F. Q., & Huang, M. (2017). Schedule risk management of it
outsourcing project using negotiation mechanism. In Proceedings of the 23rd
International Conference on Industrial Engineering and Engineering
Management 2016 (pp. 29-33). Atlantis Press, Paris.
Bourne, L. M., & Weaver, P. (2018). The origins of schedule management: the
concepts used in planning, allocating, visualizing and managing time in a
project. Frontiers of Engineering Management, 5(2), 150-166.
de Andrade, P. A., Martens, A., & Vanhoucke, M. (2019). Using real project schedule
data to compare earned schedule and earned duration management project
time forecasting capabilities. Automation in Construction, 99, 68-78.
Heagney, J. (2016). Fundamentals of project management. Amacom.
Lai, T. H., & Yang, J. B. (2019). Review of Available Schedule Management
Approaches. International Journal of Innovation, Management and
Technology, 10(1).
Lu, F., Hu, Y., Bi, H., Huang, M., & Zhao, M. (2018). An Auction Approach for Cost
and Schedule Management of IT Outsourcing Project. Asia-Pacific Journal of
Operational Research, 35(05), 1850034.
Sami Ur Rehman, M., Thaheem, M. J., Nasir, A. R., & Khan, K. I. A. (2020). Project
schedule risk management through building information
modelling. International Journal of Construction Management, 1-11.
Sanghera, P. (2019). Planning for Project Schedule Management. In PMP® in
Depth (pp. 155-197). Apress, Berkeley, CA.