Project Management: Individual Project Closure Report (ERP SIP)

This report details the closure of an ERP SIP (Enterprise Resource Planning Supply Chain Integration Platform) implementation project. It begins with an executive summary, highlighting the project's objectives of reducing manual work and improving efficiency, and the successful implementation within the estimated timeframe and budget. The report then provides a comprehensive performance analysis, comparing estimated and actual costs, time, and scope. It examines cost factors like software licensing, installation, and technician fees, while also comparing the estimated and actual time required for various activities, such as vendor selection and software testing. Furthermore, the scope analysis assesses the project's impact on manpower, employee efficiency, and data accuracy. The report also includes perspectives from the project sponsor and project manager, and concludes with lessons learned, offering valuable insights for future projects. The project manager successfully used methodologies like Prince2 and PMBOK for effective implementation.

Project Management (Individual Project
Closure)

Table of Contents
INTRODUCTION...........................................................................................................................3
TASK...............................................................................................................................................3
1. Executive summary and the performance of the project.........................................................3
2. Details of the performance of the project................................................................................4
3. Perspective of project sponsor and project manager...............................................................8
4. Lessons learned: ...................................................................................................................11
CONCLUSION..............................................................................................................................12
REFERENCES..............................................................................................................................14

INTRODUCTION
Project management means to complete a project which have a definite beginning and
definite ending. The project management use various tools to measure and track the project tasks.
The project management means managing the project in order to complete it successfully using
knowledge, tools and techniques and skills(Young, 2016). The report is about the
implementation of ERP SIP in an organisation. ERP means enterprise resource planning which is
used by the companies for the management of business functions. ERP SIP software helps in
keeping the record regarding supply of goods and services and keeping record of other business
functions(Kerzner, Kerzner, 2017). The report tells about what cost and time has been required
for the completion of project.
As the company has use ERP in place of operating data manually within the organisation
the report include various facts about the completion of the project such as perspective of
sponsor as well as project manager regarding the project. The report also include the reflective
writing by the project manager.
TASK
1. Executive summary and the performance of the project
Executive summary : The project closure report is the prepare after the successful
implementation of project. It id used by the senior manager to assess the result or success of the
project, identify the issues and resolve the all issues. ERP SIP is a software which was used for
smoothing the function of organisation by reducing the manual work. The aim of implementing
the ERP SIP software in the organisation to complete the work more accurately and effectively.
This project closure report is prepared to evaluate the effective implementation of the
software ERP SIP in the organisation. It gives the comparison of completed project against the
planned baseline. The ERP SIP software helps to reduce the cost in management of employees. It
improves the work efficiency and productivity of the organisation (Karaman, Kurt, 2015). It also
helps in accuracy of the data and protect the data from the loss and theft. The management team
and the implementation team helps to estimate the cost and improve their strategies to achieve
the objective within their cost.
1.1 Project overview
ERP SIP project is used to minimize the manual work in the organisation. The project
manager use the ERP SIP software in their organisation. The goal of the project manager is to

improve their work efficiency and accuracy through the software. The project manager use
various technology for effective implementation of project in the firm like Prince 2 and PMBOK
methodology (What is PMBOK in Project Management?, 2019). This methodology provides a
general guideline for the effective implementation of the software in the company. This
methodology describes that who is responsible and accountable for the project and define the
quality, risk and the size of the project. The project report intended to achieve the effectively
implementation of the software in the organisation through this methodology.
1.2 Project performance summary
It compares the estimate cost of the project to the actual cost and find the outcomes to
effectively completed the work in the estimated cost. It also compares the actual time to
complete the project with the estimated time. The project manager estimate 3 months to
effectively implement the ERP SIP software in the organisation and they implement the project
within the 3 months. The project management closure report also summarise the scope of the
project. The scope of the project is to reduce the manual work in the organisation and effective
use of the software for the operational work. They successfully achieve their objective by
implementing the project within the proper time and budget. To achieve the scope of the project
report project manager use various strategies like effective control and regulate the activities. It
helps them to accomplish the project.
2. Details of the performance of the project
The performance of the project describe that how well the objective of the project is
achieved. It includes the various factor to achieve the objective successfully. The included
factors are cost, time, scope and the variance of the project. The primary objective of the project
report is to evaluate the performance of the ERP SIP software in the organisation and measure
that how much the software is helpful in achieving the goal (Gilabert and et.al., 2018). They
evaluate the performance of the software by evaluating their actual cost with estimated cost,
actual time with estimated time, actual scope with estimated scope and the actual variance with
the estimated variance. The project manager also evaluate the outcomes of the software
implementation.
Cost : The cost of project for implementing the ERP SIP software in the organisation includes
the installation cost, technician cost, maintenance and repairs cost of the software. The cost of
implementing the software is depended upon the size, location and function of the organisation

and differ from organisation to organisation. The estimated cost of ERP SIP software is $50000
and the actual cost of the software is $55000. The project manager carry the margin of 10% for
completing the project within the cost. To manage the cost of the implementation of the software
in the organisation the manager used various strategies. The hire the local skilled technicians to
install the software in the computers. The project manager also made a contract with the
technicians to regularly check the performance of the software so they can reduce the
maintenance cost. They hire some qualified and skilled employees who have the knowledge
about the use of ERP SIP software which also help to manage the maintenance cost in the
organisation.
Budget for the Implementation of ERP SIP software
Basis Estimated cost Actual cost Description
Software licensing fee $5000 $5000 The project manager
estimate the total
budget for
implementing the ERP
SIP software in the
organisation is $50000
and carry the margin
of 10 %. The project
manager implement
the Software in
$55000. They try to
manage the cost with
their estimation and
they manage cost with
the margin.
Installation of the
software
$22000 $25000
Technician charges $3000 $3500
Maintenance and
repairs
$5000 $5000
ERP SIP people cost $15000 $16500
Total $50000 $55000
Time : Time help to measure the performance of the project. To measure the project duration the
project manager compare the estimated time with the actual time of completion of project.
Project manager include the various factor to estimate the time of the implementation of ERP

SIP software like installation time, testing of equipments, selection of vendor, prepare document
for acquiring license and purchase the ERP SIP software etc. The software requires the time to
test the software and install them in computers (Kerzner, H., 2018). The project manager
evaluate the various aspect for the successful implementation of the software so they can get the
proper advantage of reducing the manual work to ultimately reduce their cost and increase the
efficiency. The estimated time for the whole project was 90 days and the project manager
effectively achieve the task within 90 days. To manage the time project manager regularly
regulate the activities of the organisation which was included in the project implementation.
To achieve the objective of completing the task within the time limit the project manager
use the highly skilled people to install the software quickly. They also hire the skilled lawyer to
help them in preparation of documents and acquiring the licence for using the software. Project
management make a checklist with different activities to accomplish the implementation of ERP
SIP software on time and mark the activities on their completion to avoid the duplication and
distraction with the other activities. It also helps them to invest the proper time in estimation of
the cost. The estimation of the cost is the crucial aspect of the project implementation process
because it helps to estimate the total budget for the project. The wrong estimation increases the
variance in the project and unnecessary increase the cost and time.
Comparison of the actual time with estimated time for the implementation of ERP SIP
software project
Activities Expected duration Actual duration
Assessing business
requirements
15 days 15 days
Selection of vendor 10 days 12 days
Prepare documentation 15 days 13 days
Cost estimation 15 days 15 days
Resource allocation 10 days 11 days
Testing of equipment’s 5 days 5 days
Installation of new ERP SIP
software
14 days 13 days
User acceptance testing 6 days 6 days
Total 90 days 90 days
Scope of the project : The scope of implementing the ERP SIP software in the organisation to
reduce the manual work, increase efficiency of the employees, provide more accurate data and

increase adequacy in operational work (Kliem, Ludin, 2019). Project manager want to reduce the
manual work by using software so they can get the more reliable data to increase their
productivity and profitability. It also reduces their cost on managing employees by reducing the
no. of employees in manual work and reduces the time because ERP SIP software foster
complete the work.
Expected scope Actually done Description
Efficiently Reduce the
manpower
Less efficiently Reduces the
manpower
The project manager want to
increase the efficiency by
reducing the manpower but
they did not achieve the result
as they expected because they
have to hire some employees
for the use of ERP SIP
software.
Increase the efficiency of
employees
Employee efficiency increased Project manager successfully
achieved it.
Provide more accurate data Provided data are more
accurate in compare to the
manual work
Project manager successfully
achieved the accuracy of the
data
Increase adequacy in project Increase the adequacy in the
project but only to limited area
The implementation of ERP
SIP software increase the
efficiency of the organisation
but only to the limited
department. It increases the
efficiency of the operational
department only (Bucero,
Englund, 2015). Other
department like marketing, HR
and finance department still
has to depend upon the manual

work for achieving their target.
The scope of using the ERP SIP software in the organisation was overall achieved by the project
manager. They successfully achieved their scope of reducing the manual work so they can
manage the organisation more effectively and invest the valuable time in data accuracy and
adequacy.
3. Perspective of project sponsor and project manager
From the perspective of sponsor :
Project Name Section Description
Implementation of ERP SIP Quality Management The quality as expected and
required has been tested
successfully by the
implementation team. The
implementation team has
tested the ERP SIP by
conferences room pilot testing,
and user acceptance
test(Quality Assurance,
Quality Control and Testing —
the Basics of Software Quality
Management, 2019). By user
acceptance testing the team has
decided to implement the
system in the organisation.
Cost and Timeliness : The each task has been completed within the time limit. Thus, which
helps the project to complete within the expected time. But due to some technical issues, human
resource and problem in installation the budget has to be raised by $5,000 in order to complete
the project.

Resources needed for the completion of the project are:
Funding : On an average $50,000 is required for the implementation of ERP SIP in the
organisation. And the various activities were planned for the implementation of ERP in
organisation such as planning and execution, initiation phase etc., and the team is able to manage
the plan accordingly. The budget for the project has been regularly monitored but due to some
technical issues, people change and due to problem in installation of software in an organisation
the fund up to $5,000 has been raised for the completion of project. The final budget planned for
the project is $50,000 and the budget has been extended to $55,000 Hence completed the project
within the planned time but exceed the budget by 5,000.
Equipment : During the initial phase the company needed the consultant in order to train the
department of the company and their staff members to use ERP SIP.
Communication management
Project Name Section Description
Implementation of ERP SIP Communication management The team carrying the project
schedule the team meeting
every day. The information has
been exchanged within the
team members by emails and
text messages.
The project sponsor approved
the project of implementation
of ERP SIP in the
organisation.
Human resource management
Project Name Section Description
Implementation of ERP SIP Human resource A skilled employee is required
for the implementation of ERP

to an organisation as it requires
a huge investment. The team
carrying the project has done
the excellent work. The
members of the team is active
and supportive. All the
members know their
responsibilities which help in
the implementation of ERP on
time..
Time Management
Project Name Section Description
Implementation of ERP SIP Time Management In order to complete the
project on time a timely audit
was held, we have divided
project into various task and
each task is assigned with a
time limit. The team members
were advised to manage their
mail so that they do not skip
any important information
related to the task. The time
that has been decided by the
team for the implementation of
ERP SIP has been successfully
met.

Scope : The project has successfully meet its objective as it helps the company in successful
implementation of ERP SIP to an organisation.
The project has been successfully launched in the organisation and it helps the
organisation to reduce its manual work. The key stakeholders were quite happy with the way in
which we have completed the project and implemented ERP SIP successfully in the organisation.
Risk mitigate steps:
Risk of changing requirements: During the project requirements of the resources can
change in order to introduce ERP SIP in the organisation. In order to mitigate the risk it should
be ensured that enough time is spent on gathering of the requirements. Agile methodology can be
used in order to do so as it promotes continuous process of development and testing during the
whole time period of the software development(McNeil and et.al., 2015). It helps to provide a
clear vision before the project begin.
Risk of new business process : As with the changing environment the organisation also
has to make changes within the workplace in order to survive in the market but such type of
change in the business process can create risk to the organisation(Qazi and et.al., 2016). To avoid
the failure due to change in business process it is to be ensured that the changes are introduced to
the organisation properly and has been evaluated by stakeholders and customers.
Risk of inadequate testing of plan: Testing to the plan should be introduced as soon as possible to
ensure that the plan is appropriate to be continued. Therefore, test scripts can help to detect the
ERP SIP plan early.
4. Lessons learned:
As our company has to implement a ERP SIP in our organisation and the responsibility
for the successful completion of the project lies on my shoulder as I was the Project manager.
The various responsibility such as scheduling the task, managing the resources and ensuring that
if the project is moving in the right path or not. In the project we have used PRINCE
methodology which help me in enhancing my skill and knowledge toward how to manage the
project using the proper guidelines and complete it on time. As the project has been under my
supervision it gave me an idea of proper management, monitoring and controlling, and effective
coordination among the team. The team member are well coordinated and has assigned the roles

and responsibilities within the team based on their area of interest, skills and knowledge. The
members of the team are dedicated toward the work which help in the successful completion of
work within the expected time. During the project I participated in the planning phase which
helped me in enhancing my knowledge toward the necessary resources needed for the
completion of the project, what is the quality criteria for the software, what is the proper method
of communication etc. The various corrective actions were also taken by me at various stage for
example at the time we need to reschedule the steps for the completion of project, rescheduling
meetings with team members etc. I have faced various challenges during managing the project
such as assigning task to the team members on their capability, to notify at regular interval to
team members to improve their work and increase their efficiency, and resolving various issues
that has been arises during the process. I have met with peoples of different mind which was a
good experience. Which has brought down various new ideas which help us to complete the
project successfully. I have learned various new technological skills. The project help me in
gaining practical experience. The project has helped me in improving my multi tasking abilities.
The study has helped me with the time management skills. The whole project process helps me
in improving my communication skills.
Recommendation:
ERP SIP software is an asset for any organisation(Costa and et.al., 2016).
Implementation of ERP SIP to an organisation helps the business to protect its information. It
helps the business to improve efficiency of the business operations. It provides easy accessibility
to the important process of the business and make the data of the different department easily
accessible.
 The project has gained the approval from the project sponsor that the project is 2015
successful and has fulfilled all the requirements
 A proper training is required by the employees of the organisation in order to make
proper use of ERP
 The training of the employees and IT department is needed so the organisation should
hire an consultant to meet the requirement
 The organisation should ensure that the ERP SIP system is maintained properly

CONCLUSION
The report has helped in the proper understanding about the ERP SIP. And what
resources are required for the proper implementation of the software. The report gives the deep
understanding of the project management that how to estimate the cost and time. The project has
also used the user acceptance test to analyse the quality of the project. The report also gives the
understanding of the risk that the organisation face in the implementation of the software in the
organisation such as risk of changing requirement, risk of new business process etc. and the
suggestions to mitigate the risk.

REFERENCES
Books and Journals
Bucero, A. and Englund, R.L., 2015, October. Project sponsorship: Achieving management
commitment for project success. Project Management Institute.
Costa and et.al., 20Quality Assurance, Quality Control and Testing — the Basics of Software
Quality Management. 201916. Enterprise resource planning adoption and satisfaction
determinants. Computers in Human Behavior. 63. pp.659-671.
Gilabert and et.al., 2018. Plasmodium vivax-like genome sequencKerzner, H. and Kerzner, H.R.,
2017es shed new insights into Plasmodium vivax biology and evolution. PLoS
biology. 16(8). p.e2006035.
Karaman, E. and Kurt, M., 2015. Comparison of project management methodologies: prince 2
versus PMBOK for it projects. Int. JourTASK
Kerzner, H. and Kerzner, H.R., 2017. Project management: a systems approach to planning,
scheduling, and controlling. John Wiley & Sons.
Kerzner, H., 2018. Project management best practices: Achieving global excellence. John Wiley
& Sons.
Kliem, R.L. and LudQuality Assurance, Quality Control and Testing — the Basics of Software
Quality Management. 2019in, I.S., 2019. Reducing project risk. Routledge.
McNeil and et.al., 2015. Quantitative Risk Management: Concepts, Techniques and Tools-
revised edition. Princeton university press.
Qazi and et.al., 2016. Project Complexity and Risk Management (ProCRiM): Towards
modelling project complexity driven risk paths in construction projects. International
Journal of Project Management. 34(7). pp.1183-1198.
Young, T.L., 2016. Successful project management. Kogan Page Publishers.
Online