Virtucon IT Project: Development of Online Stud Farm Management System

This project report details the development of an online stud farm management system for Globex by Virtucon. The project addresses the inefficiencies of Globex's manual system, focusing on breeding, financial, and mobile features. The report covers the Measurable Organizational Value (MOV), project scope, objectives, requirements, deliverables, and acceptance criteria. It includes a detailed project schedule with milestones, human resource requirements, estimated costs, and a work breakdown structure. The project aims to improve accuracy, efficiency, and customer service, with a total estimated cost of $123,172.00 and a timeline of 178 days. The system includes features for horse breeding, financial management, and mobile access. It is designed to reduce data handling errors and enhance Globex's market position.

Virtucon
IT Project Management
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Table of Contents
Introduction...........................................................................................................................................1
Part One:...............................................................................................................................................1
Part Two:...............................................................................................................................................2
Part Three:...........................................................................................................................................12
Part Four..............................................................................................................................................14
Part Five:..............................................................................................................................................15
Part Six.................................................................................................................................................16
Conclusion...........................................................................................................................................16
References...........................................................................................................................................17
Appendix 1...........................................................................................................................................18

Introduction
This is a project which deals with development of an online stud farm management system.
Globex has been facing issues with their manual system which takes too much time and less efficient
for the organization. Virtucon has been dealing with the requirement of Globex for a long time and
in this study, Virtucon will develop a system for mitigating the client needs
Part One:
MOV - Measurable Organisational Value
Area Area of Impact Rank (1 to 5)
Operational  Develop a system
with no error and
increase the
efficiency in
operations
5
Financial  Cost reduction,
reduction in
processing time and
profit enhancement
4
Customer  Improving the quality
of services by adding
new features to the
service platter
1
Strategy  Ensuring long term
sustainability and
competitive
advantage
 Increasing the target
market with the
assistance of the new
system
2
Social  Develop the brand
image of the
organization
3

In the above table consumers have been given rank 1 which means that for the client consumer aspect holds
the top most priority. Therefore, in terms of value the organization will have to focus on developing a system
that will be cheaper, faster and better the manual system.
Therefore, in terms of metrics it can be said that the new system should be error free and should
contain all the necessary specifications mentioned by the client (Wang, 2018, January)). The time frame of the
project is 178 days and MOV can be achieved in that time.
Part Two:
Scope Management
Project Objectives
The objective of the project is development of an online stud farm management system based on the
consumer requirements.
Project Description and how it meets the business need?
The project will develop an online system that will mitigate the drawbacks of the manual system used in the
farm. The breeding features, financial features and mobile features have been specified. This will facilitate
in increasing the processing speed and improve the quality of service of Globex.
Project Benefits
1. This will improve the accuracy and efficiency of the existing manual system
2. This will provide better prospect for acquiring new clients in the market.
Project Requirements/ Functions (From Project Briefing)
1. Developing online management system
2. Include specified breeding features into the system
3. Include specified financial features into the system
4. Include specified mobile features into the system
5. Customer requirements to kept as the top most priority
6. To reduce the double handling of data and erroneous system

Project Deliverables
1. Development of an online stud farm management system
2. Incorporation of breeding, financial and mobile features into the system
Project Does Not Include
1. A help system for providing help to the users
2. The online management system will not contain the data of the breeders outside the given region
Acceptance Criteria
1. The system will be passed if passed by the project owner, sponsor and manager
2. The system will be accepted if it follows all the international standards of quality control
Source: (Fossum, Danielsen, Aarseth, & Johnsen, 2018)
Estimated Project Schedule
Milestones Estimated Date of
Completion
Task Name Duration Start
Online stud farm management system 178 days Tue 22-05-18
1.0 Project commencement 8 days Tue 22-05-18
1.1 Identify and note down the essential features of
the system 3 days Tue 22-05-18
1.2 Meeting with the stakeholders and
specifications discussion 1 day Thu 24-05-18
1.3 Amendments to the specifications based on the
stakeholder requirements 2 days Mon 28-05-18
1.4 Develop project commencement document 1 day Wed 30-05-18
1.5 Process the document for approval from the
stakeholders 1 day Thu 31-05-18

1.8 Milestone 1 completed 0 days Thu 31-05-18
2.0 Technical requirement 27 days Fri 01-06-18
2.1 Identify the software and hardware
requirements 20 days Fri 01-06-18
2.4 technical specification documentation 5 days Fri 29-06-18
2.5 Present document for stakeholders approval 2 days Fri 06-07-18
2.6 Milestone 2: Technical requirements developed 0 days Mon 09-07-18
3.0 system development phase 1 15 days Tue 10-07-18
3.1 entry of horse breeding procedures and vet
examination results 2 days Tue 10-07-18
3.2 Full stallion booking history 2 days Thu 12-07-18
3.3 Breeder personal information 5 days Thu 12-07-18
3.4 Inserting business type 4 days Thu 19-07-18
3.5 Booking for "Broodmare" and/or "Stallion" 8 days Thu 19-07-18
3.6 Booking DNA test for parentage 3 days Thu 12-07-18
3.7 Certification of paternity 6 days Thu 12-07-18
3.8 micro-chipping and identification processes 9 days Thu 12-07-18
3.9 foal identification card and colour description
features 6 days Thu 12-07-18
3.10 Insurance detail for public liability 8 days Thu 12-07-18
3.11 Breed registry 6 days Thu 12-07-18
3.3 Milestone 3: system development phase 1
completed 0 days Thu 19-07-18
4.0 system development phase 2 57 days Fri 20-07-18
4.1 Adding marketing and general ledger database 7 days Fri 20-07-18
4.2 Including features for stallion bookings contract
management 6 days Fri 20-07-18
4.3 Adding features for horses location status 9 days Fri 20-07-18
4.4 Adding Vet and Farrier charges 13 days Thu 02-08-18
4.5 Cost tracking features 15 days Tue 21-08-18
4.6 Adding discounted rates, external costs, GST
and ownership charges features 20 days Tue 11-09-18
4.7 Milestone 4: system development phase 2
completed 0 days Mon 08-10-18
5.0 system development phase 3 27 days Tue 09-10-18
5.1 user friendly horse move out recording features 5 days Tue 09-10-18
5.2 Breeding and vet history identification process 6 days Tue 16-10-18
5.3 Advice sending features for consumers 4 days Wed 24-10-18
5.4 Corporate branding 12 days Tue 30-10-18
5.5 Milestone 5: system development phase 3 0 days Wed 14-11-18
6.0 Maintenance phase 46 days Thu 15-11-18
6.1 Online stud farm management system
monitoring 21 days Thu 15-11-18
6.2 Drawbacks identification 10 days Fri 14-12-18
6.3 Make necessary amendments 15 days Fri 28-12-18
6.4 Milestone 6: Maintenance phase completed 0 days Thu 17-01-19

7.0 closure phase 5 days Fri 18-01-19
7.1 run the online stud farm management system 5 days Fri 18-01-19
7.2 Milestone 7: closure phase completed 0 days Thu 24-01-19
Human Resource Requirements
Personnel Type / Role Quantity Estimated Length of Time
Project Owner 100% 8 hrs
Project Sponsor 100% 8 hrs
Project Manager 100% 240 hrs
Team Manager 100% 288 hrs
technical helper 300% 612 hrs
Software Engineer 300% 1,208 hrs
Software Developer 400% 1,168 hrs
Testing Engineer 400% 248 hrs
UI Designer 100% 232 hrs
Estimated Cost of Project
Expense Type Description Estimated Cost
Project Owner $800.00
Project Sponsor $800.00
Project Manager $14,400.00
Team Manager $10,080.00
technical helper $5,508.00
Software Engineer $24,160.00
Software Developer $23,360.00
Testing Engineer $4,960.00
UI Designer $5,104.00
Web developer $6,000.00
Hardware $7,000.00
Software $3,500.00
Project Owner
Total Estimated Cost of Project $123,172.00
Source: (Ismail, et al., 2017, December)
Project Constraints
1. The timeline and budget of the project is limited
2. The changes to the project deliverables cannot be made after the third phase

Work Breakdown Structure:
Task Name Duration Start Finish Resource Names Cost
Online stud farm
management system 178 days
Tue
22-05-
18
Thu 24-
01-19 $123,172.00
1.0 Project
commencement 8 days
Tue
22-05-
18
Thu 31-
05-18 $5,480.00
1.1 Identify and
note down the essential
features of the system
3 days
Tue
22-05-
18
Thu 24-
05-18
Project Manager, Team
Manager $2,280.00
1.2 Meeting with
the stakeholders and
specifications
discussion
1 day
Thu
24-05-
18
Fri 25-
05-18
Project Manager, Project
Owner, Project Sponsor, Team
Manager
$1,880.00
1.3 Amendments to
the specfications based
on the stakeholder
requirements
2 days
Mon
28-05-
18
Tue 29-
05-18 Team Manager $560.00
1.4 Develop project
commencement
document
1 day
Wed
30-05-
18
Wed
30-05-
18
Team Manager $280.00
1.5 Process the
document for approval
from the stakeholders
1 day
Thu
31-05-
18
Thu 31-
05-18 Project Manager $480.00
1.8 Milestone 1
completed 0 days
Thu
31-05-
18
Thu 31-
05-18 $0.00
2.0 Technical
requirement 27 days Fri 01-
06-18
Mon
09-07-
18
$15,280.00
2.1 Identify the
software and hardware
requirements
20 days Fri 01-
06-18
Thu 28-
06-18
Software Developer, Software
Engineer, UI Designer, Web
developer
$13,920.00

2.4 technical
specification
documentation
5 days Fri 29-
06-18
Thu 05-
07-18 Software Engineer $800.00
2.5 Present
document for
stakeholders approval
2 days Fri 06-
07-18
Mon
09-07-
18
Team Manager $560.00
2.6 Milestone 2:
Technical requirements
developed
0 days
Mon
09-07-
18
Mon
09-07-
18
$0.00
3.0 system
development phase 1 15 days
Tue
10-07-
18
Mon
30-07-
18
Hardware [1] $17,984.00
3.1 entry of horse
breeding procedures
and vet examination
results
2 days
Tue
10-07-
18
Wed
11-07-
18
Software Developer, Software
Engineer, technical helper $784.00
3.2 Full stallion
booking history 2 days
Thu
12-07-
18
Fri 13-
07-18 Web developer $400.00
3.3 Breeder
personal information 5 days
Thu
12-07-
18
Wed
18-07-
18
Software Engineer $800.00
3.4 Inserting
business type 4 days
Thu
19-07-
18
Tue 24-
07-18 $0.00
3.5 Booking for
"Broodmare" and/or
"Stallion"
8 days
Thu
19-07-
18
Mon
30-07-
18
Web developer $1,600.00
3.6 Booking DNA
test for parentage 3 days
Thu
12-07-
18
Mon
16-07-
18
Software Engineer $480.00
3.7 Certification of
paternity 6 days
Thu
12-07-
18
Thu 19-
07-18 Software Developer $960.00
3.8 micro-chipping
and identification
9 days Thu
12-07-
Tue 24- UI Designer $1,584.00

processes 18 07-18
3.9 foal
identification card and
colour description
features
6 days
Thu
12-07-
18
Thu 19-
07-18 Software Engineer $960.00
3.10 Insureance
detail for public liability 8 days
Thu
12-07-
18
Mon
23-07-
18
Software Developer $1,280.00
3.11 Breed registry 6 days
Thu
12-07-
18
Thu 19-
07-18
Software Developer, Software
Engineer, technical helper[50%] $2,136.00
3.3 Milestone 3:
system development
phase 1 completed
0 days
Thu
19-07-
18
Thu 19-
07-18 $0.00
4.0 system
development phase 2 57 days Fri 20-
07-18
Mon
08-10-
18
Software
requirements[1],Hardware [1] $41,104.00
4.1 Adding
marketing and general
ledger database
7 days Fri 20-
07-18
Mon
30-07-
18
Software Developer ,Software
Engineer, Team Manager $4,200.00
4.2 Including
features for stallion
bookings contract
management
6 days Fri 20-
07-18
Fri 27-
07-18
Software Developer, Software
Engineer, Team Manager,
technical helper[50%]
$3,216.00
4.3 Adding features
for horses location
status
9 days Fri 20-
07-18
Wed
01-08-
18
Software Developer, Software
Engineer, Team Manager $5,400.00
4.4 Adding Vet and
Farrier charges 13 days
Thu
02-08-
18
Mon
20-08-
18
Software Developer, Software
Engineer, Team Manager,
technical helper[50%]
$4,068.00
4.5 Cost tracking
features 15 days
Tue
21-08-
18
Mon
10-09-
18
Software Developer, Software
Engineer, technical helper $5,880.00
4.6 Adding
discounted rates,
external costs, GST and
20 days Tue
11-09-
Mon
08-10-
Software Developer, Software
Engineer, technical helper
$7,840.00

ownership charges
features 18 18
4.7 Milestone 4:
system development
phase 2 completed
0 days
Mon
08-10-
18
Mon
08-10-
18
Software Developer, Software
Engineer, technical helper $0.00
5.0 system
development phase 3 27 days
Tue
09-10-
18
Wed
14-11-
18
Software
requirements[1],Hardware [1] $21,084.00
5.1 user friendly
horse move out
recording features
5 days
Tue
09-10-
18
Mon
15-10-
18
Software Developer, Software
Engineer, technical helper $1,960.00
5.2 Breeding and vet
history identification
process
6 days
Tue
16-10-
18
Tue 23-
10-18
Software Developer, Software
Engineer, technical helper $2,352.00
5.3 Advice sending
features for consumers 4 days
Wed
24-10-
18
Mon
29-10-
18
Software Developer, Software
Engineer, technical helper $1,568.00
5.4 Corporate
branding 12 days
Tue
30-10-
18
Wed
14-11-
18
Software Developer, Software
Engineer, technical helper $4,704.00
5.5 Milestone 5:
system development
phase 3
0 days
Wed
14-11-
18
Wed
14-11-
18
$0.00
6.0 Maintenance
phase 46 days
Thu
15-11-
18
Thu 17-
01-19 $19,840.00
6.1 Online stud farm
management system
monitoring
21 days
Thu
15-11-
18
Thu 13-
12-18
Project Manager, Testing
Engineer $13,440.00
6.2 Drawbacks
identification 10 days Fri 14-
12-18
Thu 27-
12-18 Testing Engineer $1,600.00
6.3 Make necessary
amendments 15 days Fri 28-
12-18
Thu 17-
01-19
Software Developer, Software
Engineer $4,800.00
6.4 Milestone 6:
Maintenance phase
0 days Thu
17-01-
Thu 17-
01-19
$0.00

completed 19
7.0 closure phase 5 days Fri 18-
01-19
Thu 24-
01-19 $2,400.00
7.1 run the online
stud farm management
system
5 days Fri 18-
01-19
Thu 24-
01-19 Project Manager $2,400.00
7.2 Milestone 7:
closure phase
completed
0 days
Thu
24-01-
19
Thu 24-
01-19 $0.00
Source: (Dutta & Bose, 2015)
Change Management:
Case of Change
Proposed Change The project has proposed a change to the manual
system of maintaining the database
Why Change? The manual system is slow and erroneous
Outcome The processing speed of the project will increase
significantly and there will be significant decrease in cost
Estimated Time Frame The overall estimated time period for the project is
178 days
Estimated Costs $123,172.00
Additional Estimated Savings
Description Projected
Estimated Date
Estimated Saving
( - )
Reduction in operation cost October,202
0 $50,000
Increase in business October,2020 $40,000
Total Saving $90,000
Source: (Mir & Pinnington, 2014)

Part Three:

Work Breakdown Structure
737257
1.0 Project
commmencement
1.1 Identify and note
down the essential
features of the system
1.2 Meeting with the
stakeholders and
specifications
discussion
1.3 Amendments to
the specfications
based on the
stakeholder
requirements
1.4 Develop project
commencement
document
1.5 Process the
document for
approval from the
stakeholders
1.8 Milestone 1
completed 2.0 Technical requirement
2.1 Identify the
softw are and
hardw are
requirements
2.4 technical
specification
documentation
2.5 Present
document for
stakeholders
approval
2.6 Milestone 2:
Technical
requirements
developed
3.0 system development
phase 1
3.1 entry of horse
breeding procedures
and vet examination
results
3.2 Full stallion
booking history
3.3 Breeder personal
information
3.4 Inserting
business type
3.5 Booking for
"Broodmare" and/or
"Stallion"
3.6 Booking DNA
test for parentage
3.7 Certification of
paternity
3.8 micro-chipping
and identification
processes
3.9 foal identification
card and colour
description features
3.10 Insureance
detail for public
liability
3.11 Breed registry
3.3 Milestone 3:
system development
phase 1 completed
4.0 system development
phase 2
4.1 Adding marketing
and general ledger
database
4.2 Including features
for stallion bookings
contract
management
4.3 Adding features
for horses location
status
4.4 Adding Vet and
Farrier charges
4.5 Cost tracking
features
4.6 Adding
discounted rates,
external costs, GST
and ownership
charges features
4.7 Milestone 4:
system development
phase 2 completed
5.0 system development
phase 3
5.1 user friendly
horse move out
recording features
5.2 Breeding and vet
history identification
process
5.3 Advice sending
features for
consumers
5.4 Corporate
branding
5.5 Milestone 5:
system development
phase 3
6.0 Maintenance phase
6.1 Online stud farm
management system
monitoring
6.2 Draw backs
identification
6.3 Make necessary
amendments
6.4 Milestone 6:
Maintenance phase
completed
7.0 closure phase
7.1 run the online
stud farm
management system
7.2 Milestone 7:
closure phase
completed

Part Four
Risk Management
S.No Assumption Date Transferred to Risk Management Plan
1. Scope creep
2. Budget issue
3. Timeline issue
4. Hardware issue
5. Networking issue
Risk Identification, Assessment and Management (from each phase)
S.No
Risks Description
Person charge
Probability
Impact
Priority
Preventive Actions Contingency Plans
1. Scope creep
Engineers
high high VH Regular monitoring
of the project status
Agile methodology
2. Budget issue Project
manager
medium medium M To reduce the over
allocation of
resources
Use the buffer budget
3. Timeline issue Project
manager
medium medium M To develop a
communication plan
so that delay can be
avoided
To use the buffer time for
each of the activity
4. Hardware issue Technical
team
low medium M Regular checking of
the hardware
equipment
Stock the essential hardware
so that it can be replaced
easily in times of need
5. Networking issue Website
developer
medium Low L To develop system
that can adapt to
user friendly
operating system
Develop the system in such a
way so that all operation
systems are compatible to
the study
Probabilty - VL, L,M, H, VH Impact- - VL, L,M, H, VH Priority- VL, L, M,H, VH
Source: (Conforto, Salum, Amaral, da Silva, & de Almeida, 2014)

Severity of risk / threat
Probability
Very High Scope creep
High
Medium
Budget,
timeline
Low Hardware
Very Low
Networkin
g
Impact Very Low Low Medium High Very High
Source: (Hornstein, 2015)
Part Five:
Quality Management
Quality Policy Statement:
The project team will work hard considering all the ethical standards and provide the cline with the
best quality product
Quality Assurance:
The project has developed quality metrics and cost benefit analysis has been done to
identify the feasibility of the study.
a. Analyse Project Quality
The project will be maintaining high quality as the project team has been able to develop a
well-defined scope along with effective project requirements. Therefore, it is expected to develop a
high quality product

Part Six
Project Evaluation Checklist:
Project Name: Potential Customer:
Prepared by: Date :
 Where is the project in terms of Schedule? Initial phase
 Where is the project in terms of cost? Initial phase
 Where is the project in terms of project specifications? Initial phase
 Where is the project in terms of project objectives and goals? Initial phase
 Where are the WBS elements with respect to cost? Initial phase
 Where are the WBS elements with respect to meeting technical requirements? Initial phase
 Is the project team satisfied with the progress? Yes
Conclusion
Thus, it can be concluded that effective deliverables, milestones and activities have been
developed. The activities have been allocated suitable resources and the project is expected to be a
success. However, there are certain risk factors which will have to be kept in mind while executing
the project.

References
Conforto, E., Salum, F., Amaral, D., da Silva, S., & de Almeida, L. (2014). Can agile project
management be adopted by industries other than software development?. Project
Management Journal, 45(3), 21-34.
Dutta , D., & Bose, I. (2015). Managing a big data project: the case of ramco cements limited.
International Journal of Production Economics, 165, 293-306.
Fossum, K., Danielsen, B., Aarseth, W., & Johnsen, S. (2018). A project management issue of new
technology developments: A case study on lack of human factors’ attention in human–robot
interaction. Proceedings of the Institution of Mechanical Eng. Part O: Journal of Risk and
Reliability, 232(2), 164-173.
Hornstein, H. (2015). The integration of project management and organizational change
management is now a necessity. ,. International Journal of Project Management, 33(2), 291-
298.
Ismail, S. I., Abdullah, R., Kar, S. A., Fadzal, N., Husni, H., & Omar, H. M. (2017, December). Online
Project Evaluation and Supervision System (oPENs) for final year project proposal
development process. . In Research and Development (SCOReD),2017 IEEE 15th Student
Conference on , pp. 210-214. IEEE.
Mir, F. A., & Pinnington, A. H. (2014). Exploring the value of project management: linking project
management performance and project success. . International journal of project
management,, 32(2), .202-217.
Wang, Y. .. (2018, January). Development and Implementation of Innovation and Entrepreneurship
Project Management System for College Students. . In Intelligent Transportation, Big Data &
Smart City (ICITBS), 2018 International Conference on. IEEE., pp. 504-507.

Appendix 1
Alzahrani, J. I., & Emsley, M. W. (2013). The impact of contractors’ attributes on construction project
success: A post construction evaluation. International Journal of Project Management, 31(2), 313-
322.
Tis study deals with the success of the construction projects along with the cost overruns in the
construction industry and the causes of times. The authors here have highlighted the roles of the
contractors in the success of a project. This paper has focused on the project evaluation method
used in the construction projects and has provided a framework for the same. It aims to analyse the
influence of the attributes of the contractors on the success of the project from the perspective of
construction evaluation in order to identify the critical success factors (CSF) which highly influence
the project success.
Mok, K. Y., Shen, G. Q., & Yang, J. (2015). Stakeholder management studies in mega construction
projects: A review and future directions. International Journal of Project Management, 33(2), 446-
457.
In this paper the authors have analysed latest research development on the domain of MCP (Mega
Construction Projects) though reviewing some chosen articles that are published from the year 1997
to 2014. There are also four primary research topics that are identified by these authors in this study
and they are of the management process of the stakeholder, engagement of stakeholder
engagement, interests and influences of stakeholder and the method of stakeholder analysis. It has
revealed that the SM approaches in the MCP are subject to the national context of the project and
this is indicating a requirement for identifying the influence of the national culture on the discipline.
Cagliano, A. C., Grimaldi, S., & Rafele, C. (2015). Choosing project risk management techniques. A
theoretical framework. Journal of Risk Research, 18(2), 232-248.
In this study several techniques and models have been discussed and developed in order to be
applied in practise. It would help the readers in integrating the process of knowledge management
and risk management. The authors here have included several models and framework with an aim of
providing suitable guidelines for the selection process of risk techniques for taking into
consideration. It has also provided the framework for classifying the risk techniques. The paper has
also applied taxonomy to a broad selection of risk techniques as according to the documented
applications.