Individual Project Initiation Documentation (PID) for MPMS Project

This report is a Project Initiation Document (PID) for the Mineral Property Management System (MPMS) project, designed for the Guyana Geology and Mines Commission (GGMC). It outlines the project's purpose, objectives, scope, constraints, and desired outcomes, aiming to implement a computerized management system to improve the efficiency of GGMC's application process. The PID details the project approach, plan, business case, team structure, and communication strategy. It addresses organizational challenges, such as transitioning from a paper-based system and ensuring reliable internet service. The project aims to increase employee productivity, customer satisfaction, and revenue, while mitigating risks associated with technology and budget fluctuations. The project follows a linear approach with a detailed timeline, and the report includes a comprehensive business case highlighting the reasons, expected benefits, and potential risks associated with the MPMS implementation. The stakeholders are identified, and a communication management strategy is provided to ensure the project's success.

Awarding Body: Arden University
Programme Name: MSc Project Management
Module Name: Management of Traditional Projects.
Assignment Task 2: Individual Project Initiation Documentation
(PID)
Assessment Title: PRM7006
Student Number: STU115881
Tutor Name:
Word Count: 3000
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2021

Contents
1. Purpose.....................................................................................................3
2. Project Definition.......................................................................................4
2.1 Background - Guyana Geology and Mines Commission (GGMC)..........4
2.2 Project Objectives................................................................................5
2.3 Project Scope.......................................................................................5
2.4 Constraints and assumptions...............................................................6
2.4.1 Assumptions...................................................................................6
2.4.2 Constraints.....................................................................................6
2.5 Project Tolerances................................................................................6
2.6 Desired Outcomes................................................................................7
2.7 Stakeholders........................................................................................7
2.8 Organizational challenges....................................................................7
3. Project Approach.....................................................................................10
4. Project Plan................................................................................................0
4.1 Project Product Description..................................................................0
4.2 Project Timeline...................................................................................1
5. Business Case............................................................................................0
5.1 Reasons................................................................................................0
5.2 Expected Benefits................................................................................0
5.3 Risks.....................................................................................................1
5.4 Costs....................................................................................................1
5.5 Project Options.....................................................................................1
6. MPMS Team Structure...............................................................................3
6.1 Role Descriptions.................................................................................5
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6.2 RACI Matrix...........................................................................................7
7. Communication Management Strategy.....................................................9
7.1 Interested Parties.................................................................................9
7.2 Communication Plan..........................................................................11
8. Project Controls.......................................................................................11
Conclusion.....................................................................................................12
References.....................................................................................................13
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1. Purpose
Project Management (PM) has been a part of every functional organization
and is the most widely used model in the management of an organization
(Huemann, et al, 2017). As Project Management developed into a more
functional approach, the usage of a systematic approach in undertaking a
project was adapted.
The purpose of this Project Initiation Documentation (PID) is to define the
project, Mineral Property Management System (MPMS) implementation,
within the Guyana Geology and Mines Commission (GGMC). The project’s
management and overall success will be assessed using the PID through a
thorough analysis of the requirements by the project. The PID will further
provide a directional approach taking into consideration the scope of the
project.
As outlined in the assignment requirement, the three primary purposes of
the PID are
1) To ensure there is a firm basis for the project before requesting project
board approval for project delivery
2) To provide a baseline against which the ongoing project viability can
be assessed
3) To provide a single source of reference for how the project will be
managed and controlled
Overall, the PID for the MPMS is regarded as sentient document that will give
direction by highlighting the project’s current status, controls and plans.
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2. Project Definition
This project will seek to provide a user-friendly, technological approach
through implementing a Mineral Property Management System for the Land
Management Administration Division of GGMC. This will be done through a
computerized system and in keeping with the vision of GGMC to increase
electronic access.
2.1 Background - Guyana Geology and Mines Commission
(GGMC)
As a result of the highly competitive nature of mining within Guyana, the
Guyana Geology and Mines Commission (GMMC) was birthed to be the
regulatory force for Guyana’s mining. The organization is governed by the
Mining Act of 1989 and provides a guiding force in ensuring that mining is
done in keeping with the Act. Of course, the permission for mining is sought
from the organization by customers to being exploration and is done through
its five (5) technical division that is equipped with trained and qualified
personnel within the areas of Mines, Environment, Petroleum and Geological
Services (Ministry of Natural Resources, 2021).
As mining grew within Guyana, the need to upgrade the operations was
realized, and along came an increase in staff count to match the demand.
Moving away from paper-based operations to utilizing technology to conduct
daily activities as a result of the increase in demand was realized. As such,
the organization continues to assess its areas of improvement within its
Divisions to better serve its internal and external stakeholders.
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GGMC Vision
‘As the recognized repository of all information on Guyana’s mineral
resources with increased electronic access to all information… while giving
high regard to employees welfare and development’ (GGMC, 2021).
2.2 Project Objectives
Project objectives ensure that there is an aim to achieve after the project.
The MPMS project objective is to successful implement a computerize
management system that will improve the overall efficiency of GGMC
application process.
In ensuring that the objectives are achieved, the PRINCE2 methodology will
be used. According to Malsam (2021), PRINCE2 provides 6 useful elements
for project objective achievement:
- Scope
- Costs
- Timescales
- Risk
- Quality
- Benefits
With that said, the primary objective for the project is to enable GGMC
workers within the Land Management Department to increase their
productivity by 30% by the end of 2023 through the successful
implementation of an application software system for processing land
applications to achieve the company’s vision of increasing electronic access.
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2.3 Project Scope
The scope of MPMS is as follows
a) Software to be evaluated by the relevant subject matter expertise for
suitability for its intended functions
b) Proposal created and submitted for Management review and approval
c) Execution of MPMS within the internal operations of GGMC
2.4 Constraints and assumptions
2.4.1 Assumptions
a) The Project will receive project board approval
b) The project will achieve desired outcomes
c) The MPMS will provide a useful means in ensuring that GGMC
employees work is made easier
d) Overall efficiency and effectiveness of GGMC Land Management
Administration will be achieved
2.4.2 Constraints
a) Given the fluctuating prices for products, it is uncertain whether the
Project Budget will be complied with
b) A phased approach to the project implemented is required as opposed
to a full implementation
c) Project Board can delay the project start date given their authority over
the project.
2.5 Project Tolerances
1) Time – 12 months for project completion
2) Cost - $2,600,000 for successful execution +- 20%
3) Quality – Quality checks to ensure that the System is fit for use
4) Functionality – Assessment of System functionality to ensure that it is
user-friendly for all.
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2.6 Desired Outcomes
The ultimate desired outcome for the MPMS is for it be functioning effectively
and efficiently. Also, the ability to increase job performance, customer
satisfaction, and employee satisfaction is expected.
2.7 Stakeholders
According to PMBOK (2017), Project Stakeholders can be defined as
‘individuals and organizations that are actively involved in the project, or
whose interests may be positively or negatively affected as a result of
project execution or completion; they may also exert influence over the
project and its results. Therefore, the Stakeholders of MPMS are as follows
a) GGMC Board of Directors/Project Board
b) GGMC Land Management Administration Employees
c) GGMC Internal & External Customers
It is a given that stakeholders relationship management is critical to the
success of this project; as such stakeholders' interests are kept at the helm
when undertaking any project (Takagi et al., 2019) given their level of
importance.
2.8 Organizational challenges
At present, the challenge lies in the on-time completion of customers'
applications and as such, they need to adopt an electronic processing
system. However, this in itself, possesses challenges relating to software
expertise that does not exist within GGMC and as such will have to be sought
from an external service provider.
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Also, the reliability of the internet service is not feasible given the fluctuation
in bandwidth speed and as such will need to be stabilized. Another challenge
lies with the transition of staff from the paper-based system to an electronic
system given the unfamiliarity of staff with the newfound electronic system.
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3. Project Approach
This internal project of the MPMS within GGMC will ensure that it follows
the necessary bureaucratic process that is required according to the
Company’s operating procedures. As such, the linear or waterfall
approach is capitalized on so that project control is possible and ensures
that each phase is completed before moving onto the next phase.
According to the APM Body of Knoweldge (2019), this sequential approach
is suitable for programmes where ‘each step provide only partial
capability until the final desired state is reached’ as is most useful for
MPMS project which is be within a ‘stable and low risk environment’ (APM
Book, 2019).
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MPMS PROJECT – LINEAR APPROACH
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Concept
GGMC Employee/ customer consultation
GGMC Stakeholder analysis
Identification of MPMS benefits
Definition
Design of MPMS
Breakdowm of MPMS Project cost and timescales
Layout of MPMS functions & features
MPMS Project Team Formation
Deployment
MPMS Plan execution
Monitoring of MPMS Project
Reporting to GGMC Project Board
Transition
Adoption
Benefit
realization
Testing of MPMS Software
Training of staff
Extended project life cycle
OutputSource: created for this assignment