Project Plan for BI Data Warehouse at Southern State TAFE (INF30019)

This project plan outlines the development of a Business Intelligence (BI) data warehouse and portal for Southern State TAFE. The project aims to improve reporting capabilities by consolidating data from various sources, including student management, financial, and payroll systems. The plan includes project objectives, constraints, roles and responsibilities, a preliminary schedule and budget, and a detailed scope management plan. Key deliverables include a BI portal, a data warehouse built on Microsoft SQL Server, and enhanced security measures. The project follows a Work Breakdown Structure (WBS) to organize tasks and employs a scope change management process. The project is scheduled to begin on January 15, 2018, and conclude on December 31, 2018, with a budget of $289,400. The plan also addresses plan modification rules and stakeholder approvals, ensuring adherence to project goals and effective communication throughout the project lifecycle.

Running head: PROJECT MANAGEMENT
Project management: Southern State TAFE
Swinburne University of Technology
Faculty of Information and Communication Technologies
INF30019 Information Systems Project Management

1PROJECT MANAGEMENT
FINAL PROJECT PLAN
1 Introduction and Objectives of the Project Plan
1.1 Overview of the Organization
The aim of Southern State TAFE Business organization is to implement a
business intelligent data warehouse for enabling and enhancing the cross application
reporting ability and an associate Business Intelligent portal for storing the data of
their company. The infrastructure maintained by the company is SST IT based and
Southern State TAFE is focused to improve their future reporting activates that would
encompass the provision of data warehouse and the production of dashboard and the
reports as well those are deemed as the most paramount to implement. It has been
assumed that with the successful implementation of the system the company will be
able to provide a Business Intelligent portal having equivalent reporting ability. In
order to develop such BI system the project manager is needed to consider accurate
hardware, resources, processed data and software.
1.2 Current Situation and Problem/Opportunity Statement
After analyzing the current activities and application of the system it has been defined
that due to lack of operational and functional ability Southern State TAFE is facing certain
problems, those are strictly needed to be resolves to gain competitive advantages and measurable
success as well. The company has an existing data management system but due to lack of
technical excellence it does not have proper reporting abilities. In order to gain reporting
capability the company has installed Business Intelligent technology with their system.
At the initial state the requirements of the project were not clearly stated. The multi
dimensional database is beneficial from the both the business and consumer’s perspectives. Due
to high level security only the required data will be stored in the database and none of the
unwanted information would be stored in this data warehouse. In addition to this, the information
those are going to be loaded in the storage are accessible from student management system,
financial system, payroll system and different Excel workbooks.
2 Project Charter
2.1 Project Information
Project
Start Date:
Development of Business Intelligent based data
warehouse system with reporting capability.
The expected is expected to be started on 15/01/2018

2PROJECT MANAGEMENT
Project
End Date:
The project is expected to be finished in 31/12/2018
Project
Manager:
Frank White
Project
Sponsor:
James Anderson
2.2 Project objectives
The objectives of Southern State TAFE are as follows:
 To improve their existing data management system as a new data warehouse with the
help if Business Intelligent technology
 To develop the system in such a way so that it could provide reporting capability to the
consumers
 To provide high level security to the consumers
2.3 Project approach
In order to implement the system as per the requirement, it is necessary for the project
manager to consider accurate system requirements in terms of both software and hardware.
Before the development of such system for the organization, the current data and limitation for
reporting data are identified. Solis of information might take place because the data are hosted in
different systems. However, for this kind of systems, gathering and compiling data is very much
difficult and time consuming as well. Certain information are there those are collected from
excel and PPT thus, excessive rigorous and manual data processing is the only way to collect
data from resources which is not an easy way. In order to make the system effective for the
organization proper KPI, professional staffs and database platform and supportive platform is
needed to be considered by the project manager and other project executives.
2.4 Roles and Responsibilities
In order to accomplish the project “Implementation of BI portal with reporting
ability for Southern State TAFE, it is necessary to divide the job roles responsibility
according to the skills and knowledge of the resources. For this particular project the list of
resource and their roles and responsibilities are as follows:
Name Role Position Contact Information
James Anderson Project sponsor Project sponsor [e-mail]
Frank White Project Manager Project Manager [e-mail]
Steve Lee Finance manager Finance manager [e-mail]
William Watson System developer System developer [e-mail]
Thomas Muller System tester System tester [e-mail]

3PROJECT MANAGEMENT
Graham smith Operation manager Operation
manager
[e-mail]
David Jones Business analyst Business analyst [e-mail]
2.5 Project Constraints
In order to make a project successful it is necessary for the project executive to consider
project constraints in terms of scope, schedule, budget and quality. For this project the project
constraints those have been identified are as follows:
Scope: The scope of the project is to identify the necessary Knowledge performance
indicators, proper server platform, required multi dimensional database system and accurate
business intelligent tool those are helpful to implement the BI portal successful.
Schedule: In order to complete the project successfully considering all the requirements a
time phase should be considered. Within which phase the project must be completed. After
analyzing the details of this particular project, it has been found that, commence and completion
dates are respectively 15th Jan, 2018 and 31st Dec, 2018.
Budget: After analyzing the details of this project it has been found that for successful
completion of this project the budget estimated by the finance manager is $289,400 and there
will be no contingency.
Quality: Quality is referred to as one of the most important things that help the business
organization to gain effective revenue and measurable success in terms of competitive
advantages. For this particular project, the qualities those have been considered include security,
reporting ability, easy accessibility and affordability.
2.6 Assumptions
During the development of BI portal for Southern State TAFE, the project referred
project assumptions are as follows:
 The project must have endorsement and approval from the SST management team
 As determined by the project manager the SST staffs should serve accurate job
roles
 Components those will be added while developing this system are Microsoft SQL
server, Office SharePoint and Performance Point Server
 Improper information should be avoided while storing data
2.7 Preliminary Schedule and Budget Estimates
The project is expected to be started on 15th Jan 2018 and assumes to be finished within
31st Dec, 2018 and the total cost estimated for this project is f $289,400
2.8 Plan Modification Rules
The project managers are required to follow proper plan modification rules while
developing the project. Due to continuous changes in technology, there are certain necessary

4PROJECT MANAGEMENT
rules those must be followed. For this particular project the company is focused to change their
corporate culture and operational standards. In order to globalize the market competition, digital
information, communication and service based economy are required to be incorporated.
Individual behavior of the project team members are necessary to be considered provide greatest
payoff. In addition to this, the behavioral changes and positive reinforcement are the other rules
to be considered for making modification in the project plan define it as a successful one from
the business perspectives.
2.9 Approval Signatures
Project Manager: Being the project manager I have reviewed the information contained
in the project charter and agreed to the project content.
Name Position Signature Date
James Anderson Project sponsor Project sponsor 12/01/2018
Frank White Project Manager Project Manager 12/01/2018
Steve Lee Finance manager Finance manager 12/01/2018
William Watson System developer System developer 12/01/2018
Thomas Muller System tester System tester 12/01/2018
Graham smith Operation manager Operation manager 12/01/2018
David Jones Business analyst Business analyst 12/01/2018
3 Project Scope Management plan
3.1 Product description
After analyzing the details of the existing data management system used by
Southern State TAFE, it is determined that, many issues were associated to it those are
needed to be resolved accordingly so that the consumers could gain effective success and
revenue as well. The product to be delivered by Southern State TAFE is a BI portal rater
dashboard and the features encountered by the system are as follows:
 From the multitude of sources, identification and consolidation of related data like
KPI
 It can eliminate the issues of data accuracy and data redundancy
 The participation of the stakeholder are encouraged
 The decision making and policy implementation approaches are increased
 Across the channels the data are distributed
 Te rate of resource wastage IT redundancy also gets resolved apparently

5PROJECT MANAGEMENT
3.2 Project Deliverables
After identifying the existing issues of Southern State TAFE, it has been found that the
data management system followed by the company is not at all effective thus the management
authority of the company is willing to incorporate a BI based portal for the managing the
information. It is expected that with the help of BI features the high level deliverables that the
company would be able to serve include the following:
 It can reduce the IT data redundancy issues
 The rate of wastage of the IT resources also gets reduced
 It can enforce the singe data sourcing
 The data are available in multiple channels
 For decision making and policy implementation this system is helpful
 The self service ability also gets enhanced
3.3 Scope Statement
The lists of project in scope are as follows:
 Selected numbers of SST staffs are needed to be trained by trainers
 To develop data warehouse upon platform Microsoft 2016 SQL server with
all multi dimensional database
 To deliver high level security to the consumers
 To collect data only from Student management system, financial system,
 Payroll system and different Excel workbooks
 To develop a security model to make the data warehouse secured from the
external attacks and hijack
 To review the generated errors
The lists of project out scope are as follows:
 Monthly financial reports are to be recreated
 No extra scope should be considered apart from the direct links of the systems
 Information extracted from the system should be created only
 The financial system is to be created with the new calendar
 The replacement of the student management system for the implementation of
new year 2018 are out of the project scope
3.4 Work Breakdown Structure Development
In order to reduce the work load from the project team members based on the skills
and knowledge the work is needed to be divided among the members. With the help of the
Work Breakdown Structure the activities and sub activities of the project can be structured
accordingly. For this particular project the WBS is structured in a top down manner. For
each of the activities different resources are responsible.

6PROJECT MANAGEMENT
Figure 1: WBS for Southern State TAFE
(Source: created by author)
3.5 Scope Change Management Process
In order to accomplish the project the project manager and the other project team
members are required to play their job responsibilities properly. Project “BI portal with
development with reporting ability” requires certain changes to make the project
beneficial. The followings are the steps those should be used to address the scope of the
project are as follows:
 Identification of the area to be improved
 Presentation of business case to the stakeholders
 Plan for the desired changes
 Provide information resources and information for evaluation
 Implementation of effective communication
 Monitoring and resistance management
 Identification of budget risks

7PROJECT MANAGEMENT
The list of the stakeholders who will be approving or even rejecting the changes are
as follows:
Addressed changes Responsible Stakeholders Approve/reject
Communication Project manager Approved
Technical changes System developers Rejected
Financial changes Finance manager Rejected
Addition of IT resources Operation manager Approved
3.6 Plan Modification Rules
During development of a project if it is defined that any additional changes are
needed then those are needed to be addressed by the project executives however all the
members associated to the project are not allowed to make the necessary changes. For this
particular project only the project manager are responsible. While making the changes of
project scope the rules those are to be followed are as follows:
 Development of risk management plan
 Risks must be identified at the project initiation phase
 Communication to be done about the risks
 Both the threats and opportunities should be considered
 Ownership problems are required to be clarified
 Risks must be prioritized
 Initially project mission, vision and strategies are to be identified
4 Schedule management plan
4.1 Project Schedule
The roles and responsibilities of the project team members and the project managers are
structured in the project schedule with proper time. The details of the activities and allotted time
for each of the activities are mentioned in this schedule.
WBS Task Name Duration Start Finish Predecessor
s
Resource
Names Cost
0
Time schedule
development for
Southern State
TAFE
365 days Mon
1/15/18 Fri 6/7/19 $267,520.00
1 Project initiation 113 days Mon Wed $94,200.00

8PROJECT MANAGEMENT
phase 1/15/18 6/20/18
1.1
Project
requirements
gathering
30 days Mon
1/15/18 Fri 2/23/18
operation
manager,
Project
manager ,p
roject
sponsor
$42,000.00
1.2
Project
requirements
analysis
12 days Mon
2/26/18
Tue
3/13/18 2 operation
manager $4,800.00
1.3 Selection of BI
tools 20 days Wed
3/14/18
Tue
4/10/18 3 Project
manager $9,600.00
1.4 Developing
project budget 25 days Wed
4/11/18
Tue
5/15/18 4
system
developer,
system
tester
$17,000.00
1.5
Risk
management
planning
26 days Wed
5/16/18
Wed
6/20/18 5
business
analyst ,op
eration
manager
$20,800.00
2
Milestone 1:
Completion of
project initiation
phase
0 days Wed
6/20/18
Wed
6/20/18 6 Project
manager $0.00
3 Project planning
phase 97 days Thu
6/21/18
Fri
11/2/18 $57,240.00
3.1 System
authentication 16 days Thu
6/21/18
Thu
7/12/18 7
operation
manager,
system
developer
$12,160.00
3.2 Considering
workgroups 14 days Fri 7/13/18 Wed
8/1/18 9
project
sponsor,
system
developer,
system
tester
$16,800.00
3.3
Determining
need of the
stakeholders
19 days Thu 8/2/18 Tue
8/28/18 10 system
developer $6,840.00
3.4 Setting decision 20 days Wed Tue 4,11 operation $8,000.00

9PROJECT MANAGEMENT
gates 8/29/18 9/25/18 manager
3.5 Aggregation of
all information 28 days Wed
9/26/18 Fri 11/2/18 5,12 Project
manager $13,440.00
4
Milestone 2:
Completion of
project planning
phase
0 days Fri 11/2/18 Fri 11/2/18 13
business
analyst ,op
eration
manager
$0.00
5 Project
execution phase 142 days Mon
11/5/18
Tue
5/21/19 $106,960.00
5.1
Developing
surface relevant
information
26 days Mon
11/5/18
Mon
12/10/18 14
Project
manager ,s
ystem
developer
$21,840.00
5.2 Designing data
warehouse 25 days Tue
12/11/18
Mon
1/14/19 7,16
Project
manager ,s
ystem
developer
$21,000.00
5.3 Designing
prototype 26 days Tue
1/15/19
Tue
2/19/19 17 project
sponsor $13,520.00
5.4
Unit testing and
integration testing
of the system
30 days Wed
2/20/19 Tue 4/2/19 18
business
analyst ,op
eration
manager
$24,000.00
5.5 Field
application 35 days Wed
4/3/19
Tue
5/21/19 19
operation
manager,
system
developer
$26,600.00
6
Milestone 3:
Completion of
project execution
phase
0 days Tue
5/21/19
Tue
5/21/19 20
finance
manager,
operation
manager
$0.00
7 Project closure 13 days Wed
5/22/19 Fri 6/7/19 $9,120.00
7.1 Stakeholders
signoff 4 days Wed
5/22/19
Mon
5/27/19 21
finance
manager,
Project
manager
$3,520.00
7.2 Final project
documentation
4 days Tue
5/28/19
Fri 5/31/19 23 business
analyst ,fin
$3,200.00

10PROJECT MANAGEMENT
ance
manager
7.3 Post project
maintenance 5 days Mon
6/3/19 Fri 6/7/19 15,24 Project
manager $2,400.00
8
Milestone 4:
Completion of
project closure
phase
0 days Fri 6/7/19 Fri 6/7/19 25 $0.00
9
Milestone 1:
Completion of
project initiation
phase
0 days Wed
6/20/18
Wed
6/20/18 6 Project
manager $0.00
10
Milestone 2:
Completion of
project planning
phase
0 days Fri 11/2/18 Fri 11/2/18 13 Project
manager $0.00
11
Milestone 3:
Completion of
project execution
phase
0 days Tue
5/21/19
Tue
5/21/19 20 Project
manager $0.00
12
Milestone 4:
Completion of
project closure
phase
0 days Fri 6/7/19 Fri 6/7/19 25 Project
manager $0.00

11PROJECT MANAGEMENT
Figure 2: Gantt chart for Southern State TAFE
(Source: created by author)
Task Name Duration Start Finish Predecessor
s
Resource
Names
Milestone 4: Completion
of project closure phase 0 days Fri 6/7/19 Fri 6/7/19 25
Milestone 1: Completion 0 days Wed 6/20/18 Wed 6/20/18 6 Project