Detailed Project Management Report: URMED Implementation at Toyota

This report analyzes a PMP project proposal titled "URMED" (Use of Retina Detector in Managing Employees Details) for implementation at Toyota's Burnaston plant. The project aims to replace existing card scanners with retina detectors for improved employee attendance tracking. The report includes sections on project introduction, organization, management approach, work to perform, schedule, and budget. It details deliverables, references, and definitions. The management objectives, project controls, and risk management strategies are outlined, along with project staffing and technical processes. The report also discusses major work packages, key deliverables, and the project schedule, although the schedule's summary is lacking. The project team comprises a project manager, senior team leader, works head, IT head, and technical head. The report references project management methodologies and tools. The project's success hinges on effective implementation and management of the retina detector system.

PMP critique
Table of Contents

PMP INTRODUCTION SECTION................................................................................................1
Name............................................................................................................................................1
Description...................................................................................................................................1
Sponsor details.............................................................................................................................1
Project manager and team details................................................................................................1
Deliverables.................................................................................................................................3
Reference Details.........................................................................................................................3
Definitions...................................................................................................................................3
ORGANISATION SECTION.........................................................................................................3
Organisation chart........................................................................................................................3
Project responsibilities.................................................................................................................4
MANAGEMENT AND TECHNICAL APPROACH SECTION...................................................4
Management objectives...............................................................................................................4
Project controls............................................................................................................................4
Risk management.........................................................................................................................4
Project staffing.............................................................................................................................5
Technical processes.....................................................................................................................5
WORK TO PERFORM SECTION.................................................................................................5
Major work packages...................................................................................................................5
Key deliverable............................................................................................................................6
Others...........................................................................................................................................6
SCHDULE.......................................................................................................................................6
Summary......................................................................................................................................6
Detailed........................................................................................................................................6
Other............................................................................................................................................7
BUDGET.........................................................................................................................................7
Summary......................................................................................................................................7
Detailed........................................................................................................................................7
Others...........................................................................................................................................7
REFERENCES................................................................................................................................8

PMP INTRODUCTION SECTION
Use of information technology enhance the productivity and reduce time consumption I
n each and every section of an organisation. Toyota is the leading company in car selling and it
has a large number of employees so management has to track all records of their employees
regarding to their working days in a month and presence. Retina detectors is latest technology in
tracking records of employees and it will be implement in Toyota plant in Burnaston in
Derbyshire. Currently Identity Card reader are implemented there so it will be replaced by retina
detectors. This project will aim to implement a retina detector system in the whole entry and exit
points of the manufacturing plant in Toyota Burnaston plant, it is prototype project to identify the
its impact in managing details of employees and track a better error less record.
Name
The project name of this project is URMED which is the short form of Use of Retina
Detector in Managing Employees Details. This name will be used in documents and it is easy to
pronounce.
Description
As currently Toyota is using card scanner which creates some errors in detecting cards
and sometimes employees forge to take their identity card which creates a problem in making
their attendance. So this retina detector will help to them to kept their record for that particular
day as their working day. The goal of Toyota to keep proper record of absent and present in the
work place and this retina detector project will help them in this.
Sponsor details
Toyota is able to sponsor these type of changes in the plant and Toyota is working on
KAIZEN policy so higher management and managing director Mr. Shigeru Teramoto wants to
implement this in management also. So they want to implement this hi-tech technique, Mr.
Shigeru Teramoto (managing director, official contact number 01332282121) has permitted for
this project.
Project manager and team details
Name Designation Roles Responsibilities
Tony Walker Project Manager They are having a role They are having a
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to controller on all
activities which has to
be done.
responsibility to
undertake the all
process as per the
project management
plan and a successful
implementation of
retina detectors.
John Watson Senior Team leader He is having role of
coordinator and he has
to coordinate all team
members to
accomplish this
project.
It is prior to resolve
conflicts and provide a
guidance about work
to team members. As
well as he having a
duty to analyse points
where these system
has to be implement.
Brad Clark Works head Analyser He is having a duty to
analyse requirements
of material like; fibre
cable, computer
system etc.
Smith Johnson IT head Implementer By identifying the
methods, system and
software, he will
install the retina
detectors in listed
entry and exit points.
Gerry Chapel Technical head Monitor Quality control is
essential which has to
be done the Gerry in
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his monitoring.
Deliverables
Retina Detectors and appropriate record of employees are deliverable of this project so it
is essential for the team members and project managers to work accordingly which can help to
them to deliver all these things in appropriate time and cost.
Reference Details
Snyder, C. S. (2014). A Guide to the Project Management Body of Knowledge: PMBOK (®)
Guide. Project Management Institute.
Schwalbe, K. (2015). Information technology project management. Cengage Learning.
Turner, R., 2016. Gower handbook of project management. Routledge.
Too, E.G. and Weaver, P., 2014. The management of project management: A conceptual
framework for project governance. International Journal of Project Management. 32(8).
pp.1382-1394.
Definitions
URMED project is planned to enhance the HR productivity and reduce its time
consumption. Toyota is working in auto mobile industry and they are using IT and digital
technology as well in their vehicles so they have planned to implement in their plants also.
ORGANISATION SECTION
Organisation chart
In Toyota, mainly information technology department are responsible for implementing
use of retina detectors in company. For this, supervisors have to adopt new technologies in which
it clearly states the roles and responsibilities of employees. In this, project should be divided into
each team where employees can carry out this task in easy manner. Apart from this, it is also
responsibility of human resource manager where they have to make the list of employees
according to detector of retina. Cross functional team, IT team, Project department are having
more responsibilities and they should concentrate on activities which has to be perform by them.
All departments should make coordination with each because all are having their own
responsibility which will help them to implement UMERD project.
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Project responsibilities
Project involves a large number of people from different departments, divisions and
functions. In mentioned company, project manager is accountable for implementing project.
Responsibility assignment matrix is used which clearly defines the roles and responsibility of IT
department. They are responsible for to protect all information of their employees regarding their
regular attendance. Along with this, they have to provide various use of supports to employees so
that use IT resources in effective manner. Moreover, IT team have to develop and operate a
network which support in making effective communication and collaboration in organisation. IT
department have to also analyse that how much cost are required while implementing this project
and how much time it will take to complete this.
MANAGEMENT AND TECHNICAL APPROACH SECTION
Management objectives
Some management goals are set by TOYOTA on which both employees and employers are
mutually agreed. These objectives are look realistic which can be accomplished in an effective
and efficient manner. By setting these, overall understanding among the project team can be
enhanced which will help them in implementing project appropriately. The priorities of all goals
are presented so the team perform their actions in order to attain prioritised list. Overall tasks and
their assumptions can be maintained in the report format and its document can be prepared.
Project controls
The project manager has to use some monitoring and change control strategies so that
overall evaluation of tasks can be performed effectively. By using these, they will be able to
reviewed their process on monthly as well as quarterly basis. When this evaluation has been
performed then some loopholes are also identified which can be removed after developing some
effective strategies.
Risk management
The project team of Toyota can use some risk management techniques in order to remove
overall risks which are associated with the current project. For this, they have to perform some
steps like first they have to identify those risks which affect their process. After this, those should
be managed and controlled in an effective way. Some controlled approaches are like risk register
and probability matrix. In first technique, overall identified risks are maintained in a register and
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in another method, risks should be placed in a matrix with their level that to what extent this can
influence their performance. So, by using these project can be implemented in successful
manner.
Project staffing
The staffing plan should be made by the team leader so that overall identified roles and
responsibilities can be performed effectively. But here, the duties of every individual is not
assigned so this can hamper their work in negative way. For this, the leader can make a table in
which information of every member should be included with their task which they have to
performed in order to accomplish the objectives. Along with this, they can also use a resource
histogram in which a visual presentation is given to the people with the time that should be given
to each and every activity. Through this, the overall understanding of the group members can be
enhanced.
Technical processes
The current process is documented in an appropriate manner which explain some different
approaches that will be helpful in achieving their goals. Some software which are required for
the current process are like biometric service platforms, power point, some applications and so
on. All these specified tools are used by project team but the justification of using these is not
specified and along with this, they didn’t use different stages of product life cycle at the time of
developing retina detectors.
WORK TO PERFORM SECTION
Major work packages
While implementing new project in Toyota company, then it is important for company to
have major work packages on work breakdown structure. In this project manager and IT
department can easily bifurcate their work into small parts, so that it will become easy for them
to manage their task. At each level of work breakdown structure clearly defines the roles and
responsibilities of employees which they have to execute. Further, scope of project provides
clear objectives which has to be achieve by organisation. It also measures the success criteria of
implementing new project in organisation. With the help of this structure completion of project
will be minimise and help to firm in completing their task in time period.
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Key deliverable
In this, key products are including in retina detector are that; system design product, test
manual, project design structure, data management structure, management plan, agreement,
retina scanner structure document. With the help of these system, it provides help of project as
well as IT department to implement this plan in appropriate manner. Along with this, these
products are also delivering a good message to employees so that they can utilised resources in
possible manner.
Others
There are many tools and techniques which can be used by project manager. Some other
tools which are used by project manager for URMED; biometric service platform, biometric
workstation applications, communicator and power point. While working upon on these projects
it seems easy to implement plan. But for this, it should also include exact amount which is
needed by Toyota and how much time will be taken by IT department.
SCHDULE
Summary
The overall schedule is not presented by the team leader of respective project team. Along
with this, they didn’t specify the closing date for current project so they don’t have any deadline.
For these, they can use Gantt chart and milestone report. Gantt chart is used to plan some
different activities in sequential manner which needs to be completes in order to develop retina
detector at Toyota. On the other hand, through milestone report the team leader will be able to
evaluate their progress and make a document which shows that how many activities are get
completed. This will also represent some millstones like project review, its acceptance by higher
authorities, analysis and so on.
Detailed
The detailed information is provided of the current project and their schedule through
which it gets completed. But their justification is not given in an appropriate manner. The project
activities and network diagram are interconnected with each other. Like, through network
diagram it can be evaluated in an effective manner that how these different stages are linked to
each other. For this, budget is also play an important role as through this overall expenses can be
reduced.
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Other
Some assumptions are made by the team leader in which they have to specify that
documentation is important for the current project plan. Through this, analysis can be performed
for future use and they also used a waterfall method. Through this, a software can be designed in
an effective manner by following certain designing process.
BUDGET
Summary
This section provides clear budget which is set by other departments. Total cost of
deliverables, using of hardware and software tools. Along with this, it is also telling about how
much wages are required to give and in how many hours’ work is going to completed. Further,
whatever resources will be used by organisation should give detail information about their
quality and implement them accordingly.
Detailed
In this, project of URMED how much cost will be there to implement this plan.
Although, setting out budget it does not clearly specify that how much total cost are required for
this project. So for this, cost management plan is included which help to project manager of
Toyota to set out budget in appropriate manner. Along with budget plan should also revise on
regular basis to see whether total cost is meeting with actual standards or not.
Others
As there is also responsibility of finance department of Toyota company, because without
their help it does not clearly state how much fund will be expend on this project. For example,
how much wages are required which is to be paid to employees, for using different hardware and
software. For this actual information cannot be provided on budget plan and there are lots of
things which are missing while implementing UMRED project in company. So, it is
responsibility of firm to think upon that and how much will require on this project
documentation.
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REFERENCES
Rummler, G. A. and Brache, A. P., 2012. Improving performance: How to manage the white
space on the organization chart. John Wiley & Sons.
Holmes, S., 2015. Epidemiologists: Medical Detectives. Cuban Blindness: Diary of a Mysterious
Epidemic Neuropathy. p.71.
Hoffman, D. D., 2013. Genericity in spatial vision. Geometric Representations of Perceptual
Phenomena: Papers in Honor of Tarow indow on His 70th Birthday. p.95.
LIU, L. and et. al., 2015. Wave-front detective error produced by laser speckle and error
elimination. Journal of Shenyang Normal University (Natural Science Edition). 1.
p.016.
Kumar, N., Khan, R.A. and Pandey, D., 2012. Cellular Phone: A Contemporary Tool for
Biometric Implications. International Journal of Information and Education
Technology. 2(5). p.445.
GOULET, A., Retinal Fictions: Villiers, Leroux, and Optics at the.
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