SBM 4305 Assessment 3: Project Management Report on IT Infrastructure

This report provides a comprehensive analysis of project management concepts, focusing on a case study involving Sunshine Homes' IT infrastructure upgrade and the creation of a new cloud-based information system. The report begins with an introduction to project management and its importance. The main body details the phases of the project life cycle, including initiation, planning, implementation, and closure. It then proceeds to create a stakeholder register, communication management plan, project charter, and a project network diagram. The stakeholder register identifies internal and external stakeholders, their roles, and impact levels. The communication management plan outlines communication formats, frequencies, and audiences. The project charter includes the project's reason, objectives, stakeholders, identified risks, a risk management plan, and anticipated benefits. Finally, a project network diagram is created to visually represent project tasks and dependencies. The report concludes by summarizing the key findings and referencing relevant sources.

SBM 4305 Assessment 3

Contents
INTRODUCTION.......................................................................................................................................3
MAIN BODY..............................................................................................................................................3
1. Explain phases of the Project Life Cycle (PLC)..................................................................................3
2. Create a Stakeholder Register (SR) and Communication Management Plan (CMP)...........................4
3. Create a Project Charter.......................................................................................................................8
4. Create a Project Network Diagram................................................................................................12
CONCLUSION.........................................................................................................................................13
REFERENCES..........................................................................................................................................14

INTRODUCTION
The term project management is one of the essential aspects for success of a project. This
is defined as a systematic method of completing all tasks and activities of project in a limited
time and cost (Kerzner, 2019). The main objective of this project report is to understand key
concept and phases of project. The report is based on a company that is Sunshine Homes which
is planning to upgrade their business in IT infrastructure and to create a new cloud based
information system. The report consists detailed information about different phases for this
project along with analysis of cost and stakeholder analysis.
MAIN BODY
1. Explain phases of the Project Life Cycle (PLC).
Project life cycle- The life cycle of a project is the series of stages that a project is passing across
from its creation to its completion (Rowe, 2020). The quantity and length of the process are
decided by the managers and numerous other considerations, such as the needs of the
organization participating in the project, the complexity of the project and its duration. Phases
have a defined start, stop, and control stage, so time is constrained. The life cycle of the project
may be specified and adjusted in conjunction with the needs and facets of the company. In
regards to above project, this is mentioned in such manner:
 Initial stage- This is the first stage of project life cycle in which essential aspects of a
project are decided. In the first of these stages, the implementation process, the goal or
necessity of the project is identified; this could be a business concern or opportunity
(Müller, Drouin and Sankaran, 2019). Correct approach to the need is outlined in a
business scenario with proposed solutions. Such as to above company’s project their
objective is to an effective IT structure along with cloud based management. As well as
all essential documents need to be signed by owner of above company so that project can

be started. Such as agreement between above company and PB web design will be
covered in this stage.
 Planning stage- The next phase, the preparation process, is where the project strategy is
more formulated in as much depth as practicable and where the required measures are
taken to fulfill the goals of the project. In this stage, the team must define all the work
that needs to be completed. The activities and resource needs of the project are defined,
along with the plan for achieving them. It is often referred to as "scope management." In
the context of Sunshine Homes’ project, under this stage detailed strategies need to be
prepared to complete goal of project. The planning can be related to cost, estimated time
or any other aspect. The project manager has to determine roles and responsibility of each
team member in this stage.
 Implementation phase- Throughout the execution of the project, individuals carry out
activities and progress information is recorded by daily team sessions. The project
manager uses this knowledge to retain influence over the course of the project by
reviewing progress results with the project schedule in order to assess the success of the
project activities and to take corrective steps when appropriate. In relation to above
project, under this stage all activities will be executed in a planned manner. This can be
done by proper monitoring of all activities like efficiency of software installed,
management of data etc.
 Closure- During the final completion or finishing process, the priority is on the delivery
of final deliverables to the client, the transition of project documentation to the
organization, the termination of contractual agreements are considered (Lock, 2020). In
relation to above company’s project, this stage will be applied only if goal of project has
been achieved that is related to development of an effective IT infrastructure. As well as
resources that are not used in project are returned to suppliers so that overall cost analysis
can be done. The manager of above project needs to assess overall cost and time in this
stage so that efficiency can be evaluated.

2. Create a Stakeholder Register (SR) and Communication Management Plan (CMP).
Stakeholder Register- the Stakeholder database is a plan that explains who is impacted by the
project and their influence and impact on project success (Delisle, 2019). Optimally, the
stakeholder register is compiled early on in the project to maintain adequate stakeholder
engagement. In relation to above company’s project stakeholder register is prepared below in
such manner:
Name Department Internal/external Role Impact
level
(High,
medium
and low)
John
Martin
Management Internal This
stakeholder has
role to prepare
effective
policies and
strategies for
rentals and
maintenance of
operations.
High
Ben West Finance Internal Role of making
plans to keep
cost of project
lower.
High
Silvia
Archer
Operations Internal Role of
monitoring all
operations and
activities of
project.
Medium
Dave Hunt Service Internal This
stakeholder has
Medium

role to help
customers and
provide
assistance as
per their needs.
Richard
Woods
Finance Internal This
stakeholder
role to manage
overall funds
of project in an
optimum
manner.
Medium
Mary
Appleby
Management Internal This
stakeholder has
role to manage
all activities
and operations.
High
Kate Rose IT Internal This
stakeholder has
role to keep
proper
communication
between own
company’s
manager and
PB web design
directors.
High
Jack fry IT Internal Role of
monitoring
other IT
member’s
Low

activities.
Phil
Brown
IT External Role of
developing
cloud based
management
system
Medium
Steven
Smith
Supplier External This
stakeholder has
role to provide
all needed
hardware to
above
company at an
effective price.
High
George
Bailey
Labor union External This
stakeholder has
role to provide
effective and
talented IT
staff in order to
manage all
activities.
Medium
Communication Management Plan- The communication plan for project management specifies
how relevant knowledge should be conveyed to partners in the project (Pollard, 2019). It also
decides who should obtain the communication, whether certain individuals should obtain it,
when they will obtain it, and how much they will hope to receive the information. In relation to
above company’s project a communication plan is prepared below in such manner:
Communication Format Frequency Audience (Who
will receive the
Owner (Who will
share the

information) information)
About software
development
Face to face
presentation and
Email
Once in every
two days
IT teams leader,
directors and
other staff.
IT manager
About usage of
funds
Presentation Once in a week Director of
finance, owners
and other staff of
finance team.
Finance manager
About progress
of activities of
project
Email and
presentation.
Once in
Fortnight
Director and
manager of
project.
Operation
manager
About customer
feedback or
response
Presentation Once in a month Director and
manager of
project.
Customer service
manager
3. Create a Project Charter.
Project Charter- For project management, a project charter/ project concept or project declaration
is a statement of the purpose, goals and members of the project (de Oliveira and Rabechini Jr,
2019). This lays out the tentative concept of duties and obligations, describes the main objectives
of the project, recognizes major people and determines the purpose of the project. In the context
of above Sunshine Homes, a project charter is prepared below in such manner:
 Reason for the project- Each project is started for a particular reason. Like in the aspect
of above Sunshine homes, they started a project whose reason is to develop an effective
IT structure inside their operation so that they can serve in an effective manner. Another
key reason to start this project is to enable a cloud based information system so that all
data related to customers can be stored in systematic way.
 Objective of project- This is an essential aspect for a project that goals and objectives
need to be clear and concise so that project member can aware about project (Kim, Chang
and Castro-Lacouture, 2020). In the aspect of above company’s project their objective is
to including new IT software which can contribute to better service and record of all

customers. Herein, below key objectives of this project are mentioned in such manner
that is as follows:
1. Installing effective software and hardware for better service.
2. Installing a web based information system.
3. Keeping record of all customers and activities.
 Main stakeholders- The stakeholders are known as those external and internal parties who
show their interest in company’s activities and operations with aim of own individual
goals. Each company has both types of stakeholders including internal and external.
Between these two stakeholders, internal stakeholders are too crucial because by help of
them different kinds of activities of project are completed in an effective manner. In
regards to above company, a list of key stakeholders is mentioned in such manner that is
as follows:
Name Department Internal/external
John
Martin
Management Internal
Ben West Finance Internal
Silvia
Archer
Operations Internal
Dave Hunt Service Internal
Richard
Woods
Finance Internal
Mary
Appleby
Management Internal
Kate Rose IT Internal
Jack fry IT Internal
Phil
Brown
IT External
Steven
Smith
Supplier External

George
Bailey
Labor union External
This table shows that in above company’s project there are both kinds of stakeholders
including internal and external. Each of them has own duties and roles that need to be
carried out by them.
 Risk identified- Risk is any unforeseen occurrence that could have an effect on the
project — better or worse. Risks will influence anything: individuals, systems,
technologies and capital (Hasan, Rameezdeen and Baroudi, 2019). There are different
kinds of categories of risks which have a significant impact on goal of project. In other
words, risk is an unpredictable occurrence or situation that, whether it happens, has a
favorable or negative effect on the goals of the project. In order to overcome from these
risks, risk management plan is a key aspect which is explained below:
Risk management plan- The risk management strategy is a guide designed by the project
planner to forecast risks, quantify impacts and identify risk responses. This also provides
a risk management chart. It provides an overview of the possible risks for both high and
low effects, as well as prevention measures to help the project avoid fatal accident should
specific issues occur. Risk management plans should be checked regularly by the project
manager to prevent stalling the process and not representing current future project risks.
In relation to above company’s project risk management plan is prepared below in such
manner:
Risk Category Impact (1
to 5)
Possibility
(1 to 5)
Cause Strategy
Increase cost
of labor
Finance 4 3 This can
occur if
Trade Union
of labor
raises their
prices.
This can be
overcome by
hiring
employees on
a contract
base.
Improper Operations 4 4 It can occur It can be

utilization of
resources
due to
absence of
monitoring
of all
activities
and
operations
of project.
reduced by
keeping an
extra sight of
eyes on all
activities of a
project.
Higher
employee
turnover
Human
resource
4 5 This can rise
due to poor
working
conditions.
This can be
controlled by
enhancing
current
working
environment.
Improper
communication
Technical 4 5 The reason
of this risk
can be low
skilled
employees
or diversity
of culture.
It can be
controlled by
hiring
employees
who are as
per the need
of project.
Problems in
automation
Technical 4 4 This can be
raised by
hiring and
retaining
less
qualified
employees.
This can be
managed by
recruiting
staff
members in
compliance
with the
relevant of
the project.

 Benefits of project- This is one of the key element of a project charter that states about
key benefit of project. Like in the aspect of above company’s project, their main aim is
to enhance their services by adding new IT infrastructures and cloud based system. As
well as another objective of this project is to better management of data and their services
so that their customers can get satisfied.
 Timeline- Almost every project has a deadline to be achieved and it is necessary for the
project leader to perform all tasks within the recommended timeframe. If a project is not
completed within a particular timeline, it may result in a variety of obstacles. It is not
only duty of manager but also all team members are also responsible to complete the
project in given time period. Like in the aspect of above company’s project, this can be
stated that overall time duration for this project is about 33 days. Therefore, managers
need to complete this project under this time period.
 Cost- This is also considered as one of the key aspect of project charter that gives an
overview about completing a project. It becomes responsibility of each team member to
complete the project in estimated cost so that project can become successful. Such as in
the aspect of above project the projected cost is around $500000.
4. Create a Project Network Diagram.
Project network diagram- A network diagram depicts all the roles, tasks and activities
in a project graphically (Poston and Richardson, 2019). Usually a diagram of a set of
boxes and arrows appears like a network chart. The system and work sequence for the
project are plotted and its progression is monitored at each level. In the context of
above Sunshine Homes, different kinds of activities and duration for each activity is
mentioned below in such manner:
Activity Name of activity Starting time Ending time Total
time
A Purchasing of hardware
and software
equipments
01/04/2020 05/04/2020 4 days
B Installing of software 06/04/2020 09/04/2020 3 days
C Testing of software 10/04/2020 13/04/2020 3 days

D Hiring of employees 14/04/2020 19/04/2020 5 days
E Training of employees 20/04/2020 30/04/2020 10 days
F Getting licensing of
software
01/05/2020 6/05/2020 5 days
G Maintenance 07/05/2020 10/05/2020 3 days
Total time duration 33 days
On the basis of above table, this can be found out that estimated time period for
completing this project is around 33 days. In accordance of above table, herein below
a network diagram is presented below in such manner that is as follows:
Network diagram:
CONCLUSION
On the basis of above project report this can be stated that project management is one of
the key aspects for success of project. This report concludes about each stage of project life cycle
related to above company’s project that states that each part of this cycle contributes in an
effective manner. The further part of report articulates that each project need to be continue in
accordance of project charter that consists information about cost, time, risk analysis and many
more. In addition to this, a network diagram is prepared that concludes that there will be 33 days
to complete the project and cost will be around $500000. Thus, this is the responsibility of
manager to finish the project in accordance of set constraints.
A B C D E F
G
4 7 10 15 25 30
33 days

REFERENCES
Books and journal:
Kerzner, H., 2019. Using the project management maturity model: strategic planning for project
management. John Wiley & Sons.
Rowe, S.F., 2020. Project management for small projects. Berrett-Koehler Publishers.
Müller, R., Drouin, N. and Sankaran, S., 2019. Modeling organizational project
management. Project Management Journal, 50(4), pp.499-513.
Lock, D., 2020. Project management. Routledge.
Delisle, J., 2019. Uncovering temporal underpinnings of project management
standards. International Journal of Project Management, 37(8), pp.968-978.
Pollard, C.E., 2019. Lessons learned from client projects in an undergraduate project
management course. Journal of Information Systems Education, 23(3), p.3.
de Oliveira, G.F. and Rabechini Jr, R., 2019. Stakeholder management influence on trust in a
project: A quantitative study. International Journal of Project Management, 37(1), pp.131-144.
Hasan, A., Ahn, S., Rameezdeen, R. and Baroudi, B., 2019. Empirical study on implications of
mobile ICT use for construction project management. Journal of Management in
Engineering, 35(6), p.04019029.
Poston, R.S. and Richardson, S.M., 2019. Designing an academic project management program:
A collaboration between a university and a PMI chapter. Journal of Information Systems
Education, 22(1), p.6.
Kim, S., Chang, S. and Castro-Lacouture, D., 2020. Dynamic modeling for analyzing impacts of
skilled labor shortage on construction project management. Journal of Management in
Engineering, 36(1), p.04019035.