INF30029 IT Project Management: Project Proposal, Swinburne SP4 2017

This document is a project proposal, specifically a project charter, developed for the INF30029 Information Technology Project Management course at Swinburne University of Technology. It focuses on the Business Intelligence Phase 1 project at Southern State TAFE (SST). The proposal covers key areas of project management according to the Project Management Body of Knowledge (PMBoK), including project integration management (project charter, scope statement, scope management, change management), project quality management (quality management plan, quality control and assurance), project human resource management (HR planning, organization chart, RACI matrix, roles and responsibilities), project communication management (communication plan, communication matrix), and project procurement management (plan procurement, conduct procurement, administer procurement, close procurement). The proposal provides details on project description, justification, constraints, acceptance criteria, assumptions, milestone schedule, budget summary, and authorization. It also includes a project management plan with sections on scope, time, and cost, as well as integrated change control management, quality management, HR management, communication management, and procurement management.

Swinburne University of Technology
Faculty of Information and Communication Technologies
INF30019 Information Systems Project Management
Assignment 4 – Project Proposal [Project Charter] Development Stage 2
Due Date: 12/Feb/2018, Weightage: 25%
Southern State TAFE: Business Intelligence Phase 1
I hold a copy of this Assignment that can be produced if the original is lost/damaged. To the best
of my belief, no part of this Assignment has been copied from any other student’s work or from
any other source except where due acknowledgement is made in the text. No part has been
written for me/us by any other person, except where such collaboration has been authorized by
the lecturer concerned.
Full names and student ID’s
Signature and date

Project Proposal [Project Charter] 2
Table of Contents
1. Project Integration Management..................................................................................................3
1.1. Project Charter......................................................................................................................3
1.1.1. Project Description.........................................................................................................3
1.1.2. Project Justification........................................................................................................4
1.1.3. Project Constraints.........................................................................................................4
1.1.4. Project Acceptance Criteria............................................................................................4
1.1.5. Project Assumptions.......................................................................................................4
1.1.6. Milestone Schedule........................................................................................................5
1.1.7. Budget Summary............................................................................................................5
1.1.8. Project Authorization.....................................................................................................5
1.2. Project Management Plan.....................................................................................................5
1.2.1. Project Scope Management Plan....................................................................................5
1.2.2. Project Scope Statement.................................................................................................6
1.2.3. Project Time Schedule....................................................................................................6
1.2.4. Project Cost Plan............................................................................................................7
1.3. Execution, Monitor and Control Project Work.....................................................................8
1.4. Integrated Change Control Management..............................................................................8
1.4.1. Purpose of Change Management Plan............................................................................8
1.4.2. Process Flow of Change Request to Approval...............................................................8
1.4.3. Change Control Board....................................................................................................9
2. Project Quality Management.......................................................................................................9
2.1. Quality Management Plan.....................................................................................................9
2.1.1. Purpose...........................................................................................................................9
2.1.2. Responsibilities..............................................................................................................9
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Project Proposal [Project Charter] 3
2.1.3. Quality Tools................................................................................................................10
2.2. Quality Control and Assurance...........................................................................................10
2.2.1. Analyze Project Quality...............................................................................................10
2.2.2. Improve Project Quality...............................................................................................10
2.2.3. Quality Control Charts.................................................................................................10
3. Project Human Resource Management.....................................................................................11
3.1. HR Planning........................................................................................................................11
3.2. Organization Chart..............................................................................................................11
3.3. RACI Matrix.......................................................................................................................11
3.4. Roles and Responsibilities..................................................................................................12
3.5. Resource Management for using them efficiently..............................................................12
4. Project Communication Management.......................................................................................13
4.1. Communication Plan...........................................................................................................13
4.2. Communication Matrix.......................................................................................................13
5. Project Procurement Management.............................................................................................14
5.1. Plan Procurement................................................................................................................14
5.1.1. Make or Buy Decision..................................................................................................14
5.1.2. Source Selection Criteria..............................................................................................15
5.2. Conduct procurement..........................................................................................................15
5.3. Administer Procurement.....................................................................................................15
5.4. Close Procurement..............................................................................................................16
References......................................................................................................................................16
Client is REQUESTED to ADD other RELEVANT SECTIONS of ASSIGNMENT 3
(submitted earlier by client) & DELETE this Section before submission
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Project Proposal [Project Charter] 4
1. Project Integration Management
1.1. Project Charter
1.1.1. Project Description
The project is undertaken by the SST (Southern State TAFE) to manage the issues being faced
by the customers to read all the contents of the detailed information available in MS Excel and
MS Power Points through the use of Business Intelligence (BI) data warehouse system. The
project involves the development of the data warehouse of Stage 1 only. This Project will include
the installation and implementation of required IT hardware and software for the proper
management of the dashboard reports using data warehouse in the form of reports which can be
printed from any place using internet services.
1.1.2. Project Justification
The project will help in development of dashboard reports for the customers by integrating the IT
infrastructure of SST with the data warehouse to fulfill the customer’s various requirements
related to financial, salary related, student’s database related, Budget related and other relevant
requirements. The developed project shall also provide the error reports too.
1.1.3. Project Constraints
The deadline time frame of 31st December 2018 and managing the project within allocated
budget of $289,400 that too including all contingencies are the constraints of the project.
1.1.4. Project Acceptance Criteria
All the objectives of project are required to be fulfilled by implementing the BI technology to
interrelate the data warehouse of SST with the dashboard requirement files to generate accurate
data related to different requirements from student, financial institutions, wages related register,
budget files etc. The system developed need to also provide a very high level security for all the
customers’ data base system.
1.1.5. Project Assumptions
There are various assumptions made for developing the document and project plan are like the
hardware and software whatever shall be required for the project development will be supplied
by the SST team as per the requirement of the BPC’s specifications. It is also assumed that SST
has all the required statutory clearances and access to use the PerformancePoint Server using
Microsoft Office SharePoint Services and licensed Microsoft SQL Server. As per the
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Project Proposal [Project Charter] 5
requirement raised by the Project Manager, the SST staff should provide their expertise and
devote time to project.
1.1.6. Milestone Schedule
Figure: Milestone Schedule, Source: developed by Author
1.1.7. Budget Summary
Figure: Budget Summary, Source: developed by Author
1.1.8. Project Authorization
The sponsor of the project from SST is the only person who can authorize the project and the
change control system too.
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Project Proposal [Project Charter] 6
1.2. Project Management Plan
1.2.1. Project Scope Management Plan
The overall scope of the project shall be followed as the project boundaries and any of the
activities outside the boundaries shall be considered as the additional scope of work which is
required to be approved before executing (PreparePM, 2018).
1.2.2. Project Scope Statement
The project scope consists of following tasks like the selection of quantities of SST staffs are
should have been prepared via coaches, create information distribution center upon stage
Microsoft 2016 SQL server with all multi-dimensional database, convey the abnormal state
security to the shoppers, gather the information just from Student administration framework,
money related framework, Payroll framework and distinctive Excel exercise manuals, build up a
security model to influence the information to stockroom secured from the outer assaults and
commandeer, and audit the produced mistakes or the error reports for the betterment of the
system.
There are few tasks which are not in the scope of work such as development of Monthly money
related reports are to be reproduced, no additional extension to be viewed as separated from the
immediate connections of the frameworks, removed information from the framework ought to be
made as it were, monetary framework for developing the new timetable.
1.2.3. Project Time Schedule
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Project Proposal [Project Charter] 7
Figure: Gantt Chart of the Project, Source: developed by Author
1.2.4. Project Cost Plan
Figure: Cost Distribution Plan, Source: developed by Author
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Project Proposal [Project Charter] 8
1.3. Execution, Monitor and Control Project Work
All the execution of the project activities like developing surface relevant information, designing
data warehouse, designing the prototype, designing the BI technology, development of test
procedure, unit testing and integration testing of the system and implementation of the
application shall be done according to the project scope and time as per the project management
plan. Various tools like ‘Expert Judgment’, ‘Project Management Information System’ and
‘Meetings’ shall be used to execute the project properly (Project Management Institute, 2013).
The entire project management plan, the forecast techniques, work performance information
shall be analytically analyzed using the above discussed techniques to monitor the progress of
the work.
1.4. Integrated Change Control Management
1.4.1. Purpose of Change Management Plan
The change management plan is required in the project to manage all the project changes (as
discussed above regarding additional scope of work) required to be executed for the proper
completion of the scope of the project (i.e. the phase-1 requirements) and deliver the system for
interlinking of data warehouse of SST along with the BI technology.
1.4.2. Process Flow of Change Request to Approval
Figure: Flowchart of Change control system, Source: (Docs Oracle, 2018)
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Project Proposal [Project Charter] 9
The change request document shall be assessed by the Project Manager for its impacts on the
project boundaries and the quality of the deliverable before passing it to the Change Control
board.
1.4.3. Change Control Board
According to the above attached figure (flowchart of Change control system), the information or
the change request shall flow. The change control Board shall be only responsible body for
accepting or rejecting any changes in the project.
The Change Control Board shall consist of the Project Sponsor, Project Manager and Finance
Manager of the project (as explained in assignment 3).
2. Project Quality Management
2.1. Quality Management Plan
2.1.1. Purpose
The quality management plan shall be followed throughout the project life cycle for delivering
the deliverables of the project as per the desired terms so that the quality standards and its
metrics can be maintained properly. This document shall provide an overview of handling the
entire project and all the checklists which are required to be assured by inspection or auditing the
project deliverables and documents on regular basis.
2.1.2. Responsibilities
Below are the name and role of the project team members who shall be having responsibility for
maintaining the proper quality standards throughout the project lifecycle:
Name Role Quality Responsibility
Frank White Project Manager Overall responsible for maintaining the quality
standards through the project lifecycle
Steve Lee Finance Manager Responsible for maintaining all the financial
related quality metrics throughout the project
so that the project do not become over budget
at the end.
Thomas Muller System Tester Shall be responsible for conducting all the
quality audits and required inspections as per
schedule and emergency case
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Project Proposal [Project Charter] 10
2.1.3. Quality Tools
Below are the tools which are required to use throughout the project for proper assurance of the
project deliverables and being in the project limitations.
Tool Description
Quality Audits Proper quality audits by the quality team members shall be
done as per the schedule of audits for different sections of
the project
Inspection Inspection of project documents shall be done by using third
party experienced party for assurance of proper delivery of
project deliverables
7 basic quality tools All the seven basic tools like cause & effect diagram, trend
analysis, histograms shall be used to check the project
progress
2.2. Quality Control and Assurance
2.2.1. Analyze Project Quality
The entire project related data and information are required to be analyzed as per defined
responsibility for quality assurance and control throughout the project lifecycle. Even the project
quality documents shall also be analyzed by external expert.
2.2.2. Improve Project Quality
All the ways of delivering the project in shorter, quicker and faster should always be analyzed
properly and the risks are required to be monitored for the purpose on regular basis.
2.2.3. Quality Control Charts
All the below charts shall be used for monitoring the quality throughout the project lifecycle.
Cause & effect Diagram: The fishbone diagram shall be used to find the root cause of
the problems, if at it happens during the project lifecycle
Histogram: The tools is required to be followed for tracking the progress of the project
against the planned figures (schedule and cost both)
Trend Analysis or the Earned Value Details: For developing the future estimates and
check whether the figures are within the limitations, the EVM techniques shall be used at
regular interval till the completion
Implementation of PDCA Cycle: the continuous improvement plan shall be adopted in
the project lifecycle by using the Deming Cycle (PDCA).
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Project Proposal [Project Charter] 11
3. Project Human Resource Management
3.1. HR Planning
This human resource management plan is a vital tool which can be used by the Project Manager.
Project Manager can handle the resource requirement by mobilizing them at the right time of
requirement. PM can also manage their expectations to make them remain motivated throughout
the project lifecycle to gain more efficiency. Finally Project Manager can also use it to have a
plan for proper demobilization of the human resources after the completion after the completion
of their work.
3.2. Organization Chart
Figure: Organization Chart, Source: developed by Author
3.3. RACI Matrix
Activity
Description
Project
Sponsor
Project
Manager
Finance
Manager
System
Developer
System
Tester
Trainer Business
Analyst
Development of
Project Charter R A I
Approval of PC A I I
Development of
Project
management
docs
C A R R R I R
Design data
Warehouse I A I R R I I
Design I A I R R I I
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Project Proposal [Project Charter] 12
Prototype
Test the system I A I C R I I
Implement the
System C A C R R I R
Train the trainer C A I I I R I
Project Closeout R A C C C C C
R: Responsible, A: Accountable, C: Consulted, I: Informed (Piscopo, 2018)
3.4. Roles and Responsibilities
Name Role Responsibility
James Anderson Project Sponsor Overall responsible for arranging the project
finance requirement
Frank White Project Manager Overall responsible for the success of the
project
Steve Lee Finance Manager Overall responsible for managing the
finance requirement and the cost
expenditure of the project
William Watson System Developer Overall responsible for developing and
delivering the project as per technical
requirement
Thomas Muller System Tester Overall responsible for testing the system
properly
Smith Graham Trainer Overall responsible for providing trainings
to the trainers
Alan Donald Business Analyst Overall responsible for looking after the
business growth by archiving the target
performances in current project
3.5. Resource Management for using them efficiently
The resources shall be recruited, developed and managed as per the human resource plan
throughout the project as per following stages (Burma, 2014):
Acquire Team: for the project the required staffs from SST shall be acquired by the
Project Manager of BPC for handling the project properly. All the tools like negotiation
or using the virtual teams can be used for the project.
Develop Team: all the leadership skills like good communication, good interpersonal,
providing proper trainings, and adequate team-building techniques shall be used to
motivate the team throughout the project lifecycle.
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