Project Management Report: Online Sales Management System

This report provides a comprehensive overview of the project management practices essential for the design and implementation of an Online Sales Management System (OSMS). The report details the project's scope management plan, outlining measurable organizational values and specific development areas, including financial, operational, strategic, social, and client-focused considerations. It includes a thorough risk analysis and planning section, identifying potential risks such as budget overruns, resource allocation issues, and communication challenges, along with mitigation strategies. The quality management plan emphasizes continuous system improvement, adherence to project goals, and the incorporation of security measures. Furthermore, the report details the monitoring and controlling tools, such as Gantt charts, control charts, fishbone diagrams, and flowcharts, used to track project progress. The report concludes with a closure checklist and references, providing a complete guide to the project's lifecycle. This report is a valuable resource for students studying project management.

Running head: ONLINE SALES MANAGEMENT SYSTEM
Assessment 3- Project Management: Online Sales Management System
Name of the Student:
Name of the University:

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Introduction
This report depicts the role of project management practices essential to design and
implement a project on-time within expected deadline. The scope statement of the project along
with a detail risk management, quality management, control and monitoring management plan
are elaborated in this report.
Description of the project
Globex is marketing framing equipments through authorized dealers from 2013. Globex
has many warehouse departments as well as order taking departments located in regional New
South Wales (NSW) areas Albury, Orange, Griffith and Wagga Wagga. Initially the company
used to take order via both emails and phones. However, due to its quality services the numbers
of employees for Globex are increasing rapidly. The data management approach of the company
is becoming major challenge for Globex. In order to resolve these issues the company has
planned to convert the existing manual system to an automated one. The online sales
management system will help Globex to record all the orders on spreadsheet.
Part 1
Scope management plan
The scope of this project is to identify different important factors those are essential to
implement by the client company Globex for earning competitive advantages, commercial
revenue and business efficiency as well. Globex Company has established a contract to Virtucon
for managing the existing sales management system. The scope of the project is to complete
online sales management system development activity in the assigned time and budget assigned.

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Scope aligned to Measurable Organization values
In order to implement the online management system for Globex the measurable
organizational values and specific areas that are to be considered are elaborated below. Specific
development areas are needed to be operated differently and that are elaborated in the below
section:
Financial area: The scope of this project is to
earn commercial profit as well as market
competitiveness. In order to ensure that online
system is improving the business efficiency the
project must be completed in the budget
estimate at the early development stage
The financial area is required to be cheaper
Operation: The operation area of the project
ensure that the Online sales management
system is operating and managing all the
expected order taking operations
The operation area must be better than any
other operation
Strategy: In order to make sure that the system
is a successful one effective improvement
strategies are needed to be developed
strategies are needed to be better and cheaper
at the same time
Social: Important reasonable functional are
needed to be considered to socially meet the
project expectations
The social structure considered for the project
has to be better
Client: The system must be developed keeping
focus on the customers demand and their
The system must work faster to improve the

3ONLINE SALES MANAGEMENT SYSTEM
expectation for the online system current business efficiency
Part 3
Project risk analysis and planning
The risk log template identifies the triggers and risk mitigation strategies as well.
Risk
Id
Risk description Priority Trigger Owner Risk mitigation
strategy
R1 Overrunning
project budget
1 If accurate feasibility
report is not
developed then this
risk can occur
Finance
manager
Feasibility report
has to be presented
before initiating the
project
R2 Over allocation of
resources
4 Incorrect resource and
time allocation
Resource
manager
The Resource
manager needs to
allocate accurate
resources to each
activity
R3 Over running
project timeline
2 Inaccurate project
schedule
Project
manager
and
operation
manager
After detail analysis
of the project
activities time
required for each
stage needs to be

4ONLINE SALES MANAGEMENT SYSTEM
considered
R4 Insufficient
communication
and selection of
incorrect project
development tools
3 Cultural barriers Operation
manager
The project team
must implement
open
communication and
select the best
operational tool for
developing the
system
R5 Lack of skills and
technical
knowledge among
the project team
associates
5 Before assigning
resources to each
project development
activity their skills
has to be measured
through performance
measurement
matrices. If before
hiring their skills and
not measured then
this risk may occur.
Project
manager
and
operation
manager
The project
manager need to
arrange proper
training and
development
program for the
employees

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Part 4: Quality management plan
After analyzing the sales management system of Globex it is recognized that, the
objective of the project is to convert the manual system to an automated system within the
estimate budget and timeline It is duty of the project manager and other associates to make that
the system has improved the business efficiency of Globex by maintaining the detail sales
process of warehouse and region. The system needs to enlist the pending orders those are not yet
delivered, list of payments that are paid to the clients. The system needs to track the process
shipment based on orders placed by the clients. In order to improve the project quality the
different effective strategies that are essential to implement by the project manager and other
team associates include:
 Continuous system improvement plan
 Development of an accurate project scope statement considering vision, mission
and goals of Globex
 Globex needs to ensure that in order to keep the information secured from
outsiders the developers must incorporate encryption technology
 Procurement and effective business strategies are needed to be implemented
 For managing stakeholders proper stakeholder engagement strategies and
communication matrix has to be prepared by the project manager and other
associates

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Part 5: Monitoring and controlling tools
For any project the three main aspects or factors that play most essential roles include
time, budget and quality. With the help of monitoring and control tools the project progress can
be measured. In order to make sure that the online sales management system project is completed
on-time and budget estimated at the early project scope development stage, the control and
monitoring tools that can be applied by the project developers are as follows:
Gantt chart: Regardless of nature, size and type of projects these days mist of the
organizations use Gantt chart for monitoring and controlling the project progress and make sure
that it is completed considering all initiation specifications. Gantt chart can be defined as an
illustrated project schedule that shows the interdependency among the project development
activities. Gantt chart shows start time, finish time and total duration of a project. Apart from
that, it also reflects the progress percentage. After some time of progress if it is identified that the
project is running beyond time then Gantt chart has to be tracked and based on the changes the
project progress has to be controlled.
Control chart: These days control chart is defined as one of the most widely used project
progress control and monitoring tool. In order to improve the customer service for any
organization this application is used by the project developers and other associates. With
successful application of the control chart the manual billing errors can be completely avoided.
The operational errors that a project manager may face during the progress of the project can be
easily checked and controlled even with this application.
Fishbone diagram: Fishbone diagram is also known as cause effect diagram. The cause
effect diagram defines the reasons or triggers for which the risks are occurring and its

7ONLINE SALES MANAGEMENT SYSTEM
consequences as well. If during the progress period of any project the reasons and consequences
of any risk is identified then, controlling and monitoring that risk always become easy than any
other. The fishbone diagram is mainly used by manufacturing, service and market industry.
However for online system implementation project this fishbone diagram is not at all beneficial.
Flowcharts: Flowchart shows the process of any project along with the duration and
budget it will take to successfully complete each stage. If it is found that for any particular stage
the estimated cost and timeline is exceeded then that can be controlled with this flowchart
diagram. Fishbone diagram is a visual tool which is easy to understand and analyze as well. It
helps the project manager and team to identify its trigger and respective consequences as well. It
gives opportunity of in depth discussion of problems to take corrective actions. The project team
can also take corrective actions based on the causes.
Among the above mentioned different project control and monitoring tools the tool that is
applicable for the online sales management system implementation project is Gantt chart. The
Gantt chart gives visual representation of the entire project for which team feels motivated to
their responsibilities and creativity, time management plan, communication, flexibility and
manageability as well. Due to theses aspects for tracking the OSMS project progress Gantt chart
needs to be used.
List of activities to implement to determine project progress
 Prioritizing project development activities
 Setting measurable project targets
 Periodic reporting to the stakeholders
 Use of a dashboard

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Part 6: Closure checklist
Components Signature
Project initiation stage <Please fill>
project planning stage <Please fill>
Identification of important Non functional and
functional requirement
<Please fill>
Complete conversion of the manual system to
an automatic online sales management system
<Please fill>
Testing the online sales management system
before final execution
<Please fill>

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