Project Management Program for Business Process Automation

This project focuses on the development and implementation of a comprehensive project management system designed to support business processes in an automated manner. The project encompasses various stages, including defining the system, identifying reporting requirements, specifying operational and technical standards, determining equipment needs, and building the system through design, development, and software setup. The system aims to provide functionalities for project financial management, structured reporting across the project lifecycle, project flow charts, templates, and standardized procedures. Key components include project tracking, adherence to project standards, and the management of project documentation. The project's scope involves full project management, system design, implementation, training, and ongoing support, ensuring alignment with business objectives and the delivery of a fully functional, customized project management program with associated documentation and staff training.

Project costing system

1. PROJECT TITLE
Project Management Program
2. BACKGROUND
The purpose of the particular project management system is in order to guarantee that
management associated with multi functional projects is usually performed in a logical
movement of activities to guarantee great achieve overall project goals, results and eliminate
shortcuts. Unless projects are usually scoped, planned in a similar way their own quality is
compromised resulting in lack of focus plus inability to attain company goals.
The research report continued to make some recommendations which usually briefly indicate
that:
o A Project Management System become developed and implemented and really should
detail project management strategies and processes that are totally applied.
o All documentation platforms, level and layouts associated with detail required need to be
standard and must involve most key stakeholders.
o The system should ensure that projects are usually managed within the three support
beams of right project administration: Quality, Budgets and schedule.
o The standard ought to be more or less the same for all tasks. All should include but not
necessarily limited to the purpose, level of fine detail, for whom they are anticipated and
written outcomes
o Equally important is that projects carried out should be defined in terms of their own
characteristics and type. All of projects initiated should concentrate on how the particular
project will certainly contribute towards the attainment of most DoL targets for the firm.
o There should be proper proof and filling
3. OVERALL PROJECT OBJECTIVE
The overall goal of the project is to create and implement the particular Task Management
System to support the business enterprise processes in an automated method.
4. SCOPE OF THE PROJECT
4.1 Project Management: Provide full project management for this project
The supplier will have to provide the following:
o project management
o engage in a scoping and planning exercise
o define the business objectives from the project
o Develop a strategy to get meeting them.

The programs should include developing systems plus business strategy, specify the particular
change imperative, building a company case, evaluate the modify readiness, figure out system
plus processes risk assessment, create project team technical atmosphere, and determine overall
teaching strategy.
4. 2 designing the system
4.2.1 Defining the system
This can require the provider in order to formulate a clear declaration which usually reflects a
precise knowledge of the variety and character of the particular problem. Building an explanation
serves 2 purposes: this will make the business to building an appropriate information system that
will serve the needs of the business and the particular stakeholders, plus serves as a benchmark
towards which the system can be assessed once it is operational. Determining a program requires
the particular input and agreement with the Wholesale and Retail SETA line functionaries.
4.2.2. Identifying reporting requirements
The provider should determine reporting requirements as the following procedure in building a
good information system. Unless it really is done, it is impossible to learn what data will
ultimately have to be collected. Particular interest must first be compensated to recognizing all
consumer groups.
4.2.3 Specifying operational requirements
The provider shall need to interview the end-users to notice the functional requirements, plus
before determining software plus hardware specs definitely, and naturally just before the system
building method begins. The best source of functional requirements details is the Tasks
Workplace and the line performs managers who will use the program.
The functional system should meet the following operational needs;
o Form part of the W&RSETA procedures and procedures,
o Be personalized to SETAs type of tasks
o Be user-friendly
o Be open to everyone dealing with projects
o Even though each project range will differ, the planning, execution, reporting and
monitoring ought to be the same both at records and detail level.
o It must lend itself in order to development as line features and stakeholders identify brand
new details needs.
o It ought to ensure greater inter-operability plus use of different applications
o Facilitate continuous improvement in the technologies

4.2.4 Technical standards
The provider is going to be expected to define the under-mentioned technical standards that
would start the process of rationalizing technology plus explain how they will work to allow the
Project Management Program to share information and inter-operate with a few other systems.
o Networking protocols
o Operating systems
o Data-bases and data-warehouse
o Middle-ware
o Transaction processing
o Desktop environment
o Multi-media standards
4.2.5 Identifying data elements
It really is required that the provider alter the reporting requirements straight into data elements
or specs. This means deciding which items of raw info must be gathered and processed in order
to create the reports requested simply by information users. The company must identify info
components meticulously. Attention moreover has to be given to how the details are to become
joined. As this procedure will get under way, related info elements should be grouped with each
other in order to create data files.
4.2.6 Determining the equipment requirements
The provider will need to indicate the tools, supplies, tools or materials which will be needed to
functionality the system. Equipment can mean certain software application software running
under specific personal computer operating system atmosphere. It is nevertheless essential to
keep in mind that not almost all techniques require essentially the most advanced technology to
operate effectively.
4.2.7 Building the system
The procedure to be applied consists of three sub-procedures:
Program design: the provider ought to lay a real type of the system. It is needed the
relationships and dependencies are established between the mixed groups of data components, or
even data files, in order to determine how information interact with each other. The result of this
particular sub-procedure should be a schematic plan which will be used to guide the particular
plan builder.
System advancement: The builder should utilize the design document to start the developing
what the data entrance forms will look like, what information will be entered onto which usually
paper forms; how the info will be entered; how result, in the form of reports shall be produced.

Software set up: Install plus configure the system to provide the necessary support to line
features. The provider will set up and pre-test the system to verify that it supports the target
eyesight, and define the required customized development work. Activities consist of designing
the To-Be procedures and systems requirements, setting up the processes in the software
program, making the training curriculum, plus developing technical specifications to get forms,
reports and conversion.
System testing: The particular builder should ensure that the device functions correctly. If
mistakes are found the builder from the system must locate the original source of the issue, repair
it, plus test it again. The contractor should from time to time consult with Tasks Office and line
performs managers to find out about the user’s impressions of the look and feel from the system.
Writing system proof: the provider should record the procedure which has recently been
adopted as the plan development profits.
Technical documents: The specialized documents should describe in more detail every aspect of
the development process, from the point associated with defining the program by way of a
detailed description of exactly what went into the building of the program. No elements should
be overlooked -a detailed record from the work which has been done up to now must be put
down in writing. This can enable the particular new program builder to build on what the
particular previous one has done.
Consumer documents: A consumer record or manual is crucial. A lot of users may be in a
complete loss when using the particular newly built system unless of course they can refer to a
well-written user manual.
Implementation plus Training: The project group should confirm and put into action the
incorporation of the brand new business processes, the software, creation technology, processes
and techniques security and controls, plus organizational workforce and facilities changes.
Activities should consist of performing integration and end-user technology cutover activities
for, training and performing process “go live’.
Project Evaluation: The provider should format a project review process
On-going Support and Maintenance: The particular provider should outline just how ongoing
support and upkeep will be offered.
5. DESIGN AND IMPLEMENTATION PHILOSOPHY
Requirements Assessment
The provider ought to outline how he/she will certainly conduct a joint requirements evaluation
of specific specifications with the Projects relevant series functionaries. The core system to be
tailor made to suit the requirements of the Wholesale and Store SETA business process.

Focus on core specs
Based on the comes from the needs assessment, the supplier should sequence the requirements
plus concentrate on core requirements
Effective implementation is critical
The Low cost and Retail SETA respect effective implementation of a functioning business
system rather than the set up of a software as essential. Hence, it is important to the Low cost and
Retail SETA that the clear plan of action to deal with upon site support, employees coaching is
provided.
6. EXPECTED OUTCOME AND DELIVERABLE
o A fully functional Project Management Program
o Customized Monetary Management Program
o A trained Projects Workplace staff
o A trained W&RSETA management and staff
o A customized projects office (front and back) in digital format (CD)
o Technical paperwork
o User documents
7. COMPETENCY AND EXPERTISE REQUIREMENTS
The particular provider should:
o Be authorized as a good accredited education provider
o Have track record
o Have the capacity to develop and apply the system
o Be able to style training manuals
o Have the required capacity to facilitate coaching
8. SERVICES DESCRIPTION
o Project Management
o Software set up
o Customization and Installation
o Implementation plus Training
o Project Review
o On-going Support and Repairing

9. APPLICATIONS / FUNCTIONALITIES
9.1. Projects Financial Management System
The program will be able to perform the following:
Project Gained Value Graph
o Measure task performance
o Planned Value, Real Value, Actual Costs
o Monetary value to time plus cost
o Forecast estimate to accomplish the project based on present performance
Monetary Reports
o Project Budgets
o Work performed compared to work scheduled
o Budget price versus actual cost
o Quality of the project
o Project expense and balance
o Project investing standing on quarterly plus annual basis
9.2 Project Reports
The system ought to produce structured reports for those four phases of a task life cycle
specifically. Reviews should be based on the following:
o Planning
o Implementation
o Monitoring
o Evaluation
9.3 Project Flow Charts
The systems should create flow charts
o Project Feasibility Report process
o Project Rental approval process
o Project Acceptance process
o Budget approval procedure
o Change Request process
o Procurement / Consultant process and so forth

9.4 Projects Templates
The system should be able to produce the next templates:
o Project Information Catalog
o Action Log
o Communication monitoring Log
o Correspondence Log
o Project Contact Details
o Quality Evaluation Checklist
o Organization Chart
o Resource Specification Form
o Budget Acceptance Form
o Risk Management Type
o Risk Management Log
o Risk Assessment
o Risk Action Record
o Resource Task Matrix
o Task List
o Milestone Table
o Minutes and Actions from conferences
o Change Request Form
o Change Request Log
o Fault Administration Form
o Issue Management Type
o Issue administration Log
o Log of Plans and Deliverables
o Documentation distribution
o Work break down structure
o Project status reviews
o Monthly reports
9.5 Project Management Procedures
The machine should produce procedures to become followed with respect to:
o Project description
o Risk Management
o Exception Administration
o Quality management
o Human Reference management
o Cost management

o Communication
o Change management
o Procurement administration etc.
9.6 Project tracking
The system should be able to track project features regarding project milestones, budgets,
timeframes etc, deliverables and targets.
9.7 Project Standards
The system need to produce standards that belongs to the applicable objectives, deliverables
concerned with and processes:
o Project Initiation
o Scope planning and description
o Work-breakdown structure
o Organization
o Estimating
o Project Plans
o Exception Administration
o Risk Management
o Procurement Administration
o Quality Management
o Communications Administration
o Change Management
o Project Strategy Execution
o Cost control
o Schedule control
o Reporting
o Close-out
9.8 Project Documentation and Filling
The program must be able to manage, file, store plus retrieve all project associated
documentation in a standardized file format which includes and not limited to the next:
o Project register
o Document monitoring file
o Project Charter
o Project Plan
o Project Budget
o Status Reports
o Payments
o Receipts

o Change Request
o Contracts with specialists
o Status reports from experts
o Minutes of conventions
o Strategy information
o Technical manuals
o Statutory documents
10. REPORTING REQUIREMENTS
The particular service provider will:
o Report straight to the Project Manager
o Submit monthly progress reports
o Submit a good evaluation report in late the project
o Make delivering presentations on request to W&R SETA Projects Board
11. TIMEFRAME
This project is perfect for the duration of 3 months
12. EVALUATION CRITERIA
o CV of providers
o Costing
o Methodology and Approach
o Historically Disadvantaged Individual
o Proven Background