Project Management Report: Wroxham Boat Builder ERP Installation

This project management report focuses on the ERP installation project for Wroxham Boat Builder. It begins with an overview of project management principles, including project characteristics, scope definition, and the importance of these elements for successful project execution. The report then details the project background, highlighting the need for an ERP system to address market competition and improve internal efficiencies. The project will follow the PMBoK methodology, covering all phases from initiation to closure. The report outlines the necessary skills of the project manager, emphasizing decision-making, leadership, communication, and negotiation. It provides a detailed project schedule, including task durations, dependencies, and milestones. A WBS is provided to manage the project activities and ensure adherence to the project schedule. Finally, the report addresses project budget considerations, communication strategies, and risk management approaches, ensuring a comprehensive plan for the successful implementation of the ERP system.

Project Management
9/7/2018

Project Management
Table of Contents
Task 1....................................................................................................................................................2
Answer 1...........................................................................................................................................2
Answer 2...........................................................................................................................................2
Answer 3...........................................................................................................................................2
Answer 4...........................................................................................................................................3
Answer 5...........................................................................................................................................3
Answer 6...........................................................................................................................................4
Task 2....................................................................................................................................................4
Project Background...........................................................................................................................4
Project Management Methodology....................................................................................................5
Skills of the Project Manager.............................................................................................................5
Project Tasks and Schedule...............................................................................................................6
Project Budget...................................................................................................................................9
Project Communications....................................................................................................................9
Project Risks....................................................................................................................................10
Management of Project Changes.....................................................................................................11
References...........................................................................................................................................13
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Project Management
Task 1
Answer 1
The core principles/characteristics of a project include a timeframe in which the project
requirements are to be fulfilled to achieve the aims and objectives defined for the project
within a defined budget. The resources and regulatory standards, ethical codes, and
professional codes also define a project. These characteristics and principles are important
because these enable the members assigned to the project to develop the flow of the activities
accordingly. The requirements are defined to determine the project scope and the budget,
schedule, effort, quality, and ethical principles are defined on the basis of the same. These
characteristics make sure that the members have the clarity to carry out the project tasks to
achieve the project objectives.
Answer 2
The resources that will perform the tasks during the timeline of the project will be defined in
the statement. The scope statement is defined on the basis of the project requirements and is
written keeping the several risks that may take place in association with the project in to
perspective. The scope statement of a project includes the sections as in-scope and out-of-
scope items1. The points included in-scope section are executed and covered by the project
team and the ones specified under out-of-scope are not covered during the project timeline.
Answer 3
Task
Name Duration Predecessors
Task 18 days
a 4 days
b 6 days
c 6 days 2
d 2 days 3
e 5 days 3
f 8 days 4
1 Mohammed K. Fageha and Ajibade A. Aibinu, 'Managing Project Scope Definition To Improve Stakeholders’
Participation And Enhance Project Outcome' (2013) 74 Procedia - Social and Behavioral Sciences.
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Project Management
It will take a total of 18 days to finish the project. The Gantt chart and the critical path have
been shown in the image below.
Answer 4
While developing a project budget, the budget estimation technique is determined as the first
step and it is decided on the basis of the project scenario and project requirements. The
various types of costs that may be included keeping the project risks under perspective are
required along with the details of the project schedule, list of project activities, work
breakdown structure, project resources, and information on the project stakeholders. The list
of tools/equipment necessary for the project will also be needed.
Answer 5
Risk strategy of the project is determined on the basis of the project management
methodology that is applied in the project. For example, risk management is one of the
knowledge areas under PMBoK approach. In this methodology, the risk strategy is defined by
providing a set of six steps for risk handling and management2. These include listing of the
risks by identifying them, analysis of the risks, prioritization and evaluation, treatment,
control, and closure. A risk register is prepared in the analysis stage which is updated until
the status of all the risks is marked as closed.
Answer 6
There will be quality methods that will be carried out to determine the successful completion
and closure of the project. The methods that will be introduced will include a combination of
quality control and quality assurance measures.
2 Roque Rabechini Junior and Marly Monteiro de Carvalho, 'Understanding The Impact Of Project Risk
Management On Project Performance: An Empirical Study' (2013) 8 Journal of technology management &
innovation.
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Project Management
Project evaluation will be done on the basis of the checklist. It will include the determination
of cost variance and schedule variance of the project using earned value analysis as the
method. The variance shall be negligible to mark the project as successful. The other points
that will be included in the checklist will be the defect rate, number of open defects, number
of open risks, and number of open project conflicts3.
There will also be monitoring and control activities that will be executed to determine the
project success. These will include the conduction of reviews, inspections, and audits by the
senior management and leadership. These processes will determine the gaps present in the
project and the areas that may be improved upon. The corrective measures will be
accordingly taken to fill the gaps identified. In this manner, the verification and validation of
all the project areas will be made and the project will be evaluated in terms of the quality
aspects.
Task 2
Project Background
Wroxham Boat Builder is an organization that designs and builds motor launches for the
leisure industry. The company had a good reputation and market share and could focus upon
the improvement of the internal efficiencies to allow the customers to enjoy good quality of
the products. With the removal of the trade barriers, globalization of the business, and
change in the government policies, there was a sudden competition in the market with the
entry of the new entities and development of the existing ones. In order to integrate the
activities at the back-end and carry out smooth functioning of the processes, it is essential for
the company to have Enterprise Resource Planning (ERP) systems installed. The budget of
£750,000 and duration of eight weeks is allotted to the project which cannot be altered. The
report has been written on the activities that shall be taken to manage the project schedule and
budget to achieve the project objectives.
Project Management Methodology
The first and the foremost task that will be required to manage the project schedule and
budget will be the determination of the methodology for the management of the project
activities. The methodology will be Project Management Body of Knowledge (PMBoK). It is
3 Ming-Chang Lee, 'Software Quality Factors And Software Quality Metrics To Enhance Software Quality
Assurance' (2014) 4 British Journal of Applied Science & Technology.
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Project Management
the methodology that acts as a guideline for the Project Manager and other resources by
covering ten knowledge areas for project management. The management activities are
defined in five process groups as initiation, planning, execution, control, and closure. The
feasibility of the installation of the ERP systems in the organization will be determined in the
initial phase of the project. The members of the project team will also be selected and the
chartering of the project will be done. The second phase will be the planning phase in which
the scope of the project will be defined and there will be plans made around the project
schedule, budget, risks, quality, communication, and changes. There will be several tools that
will be needed for the project and these will also be procured in this phase4. The installation
of the ERP system and the migration of the data sets and services will be done in the
execution phase. The fourth phase will include monitoring, quality management, change
management, and implementation processes followed by evaluation and closure activities in
the last phase.
Skills of the Project Manager
The management of the project schedule and budget will be primarily carried out by the
Project Manager. The resource will be responsible and accountable for the management of
the project activities.
The Project Manager will be required to have the following set of skills for managing the
project and its areas:
 Decision-making and problem solving skills will be required for the Project Manager
to resolve the project conflicts and issues and take decisions on the project elements.
These will make sure that the risks around the project schedule and budget, such as
budget overrun or schedule overrun are avoided.
 Leadership skills will be necessary to keep the members in the project team motivated
and to provide them with adequate guidance on the activities that they shall carry out
for maintaining the project schedule and budget.
 Communication skills will be necessary for the Project Manager so that the resources
and stakeholders are kept engaged and involved in the project at all times.
 Negotiation skills will be needed at the time of procurement and other project
activities so that the project budget is controlled. Also, the control and management of
4 Kenneth H. Rose and Greg Indelicato, 'Book Review: A Guide To The Project Management Body Of Knowledge
(PMBOK® Guide), Fourth Editiona Guide To The Project Management Body Of Knowledge (PMBOK® Guide),
Fourth Edition Project Management Institute' (2009) 40 Project Management Journal.
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Project Management
the changes in the project will be adequately done with the application and use of this
skill.
Project Tasks and Schedule
The schedule determined for the project is eight weeks and the project activities have been
scheduled in a total of five phases. These phases will be initiation, planning, execution,
control, and closure. The feasibility of the installation of the ERP systems in the organization
will be determined in the initial phase of the project. The members of the project team will
also be selected and the chartering of the project will be done. The second phase will be the
planning phase in which the scope of the project will be defined and there will be plans made
around the project schedule, budget, risks, quality, communication, and changes. There will
be tools that will be procured in this phase. The installation of the ERP system and the
migration of the data sets and services will be done in the execution phase. The fourth phase
will include monitoring, quality management, change management, and implementation
processes followed by evaluation and closure activities in the last phase.
The allocation and scheduling of the project activities will provide short-term goals for the
project which will make sure that the adherence to the schedule that is estimated is ensured.
There will be schedule variance calculated at regular phases to determine that the actual
schedule and estimated schedule do not vary. In case of any of the variance, the measures will
be taken to fill the gaps. The planned value and actual value will be used to determine the
variance.
WBS Task Name Duration Start Finish Predecessors
1 ERP Systems Installation 56 days Fri 07-09-
18
Fri 23-11-
18
1.1 Phase 1 8 days Fri 07-09-
18
Tue 18-09-
18
1.1.1 Feasibility Analysis 3 days Fri 07-09-
18
Tue 11-09-
18
1.1.2 Compilation of Feasibility
Analysis Results 2 days Tue 11-09-
18
Thu 13-09-
18 3
1.1.3 Team Selection 2 days Fri 14-09-
18
Mon 17-
09-18 4
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Project Management
1.1.4 Project Briefing & Chartering 2 days Fri 14-09-
18
Mon 17-
09-18 4
1.1.5 Submission of Charter 1 day Tue 18-09-
18
Tue 18-09-
18 6
1.1.6 Milestone 1: Project Brief and
Charter 0 days Tue 18-09-
18
Tue 18-09-
18 7
1.2 Phase 2 8 days Tue 18-09-
18
Fri 28-09-
18
1.2.1 Definition of Scope 2 days Thu 27-09-
18
Fri 28-09-
18 7
1.2.2 Budget and Schedule
Determination 5 days Wed 19-
09-18
Thu 27-09-
18 7
1.2.3 Resource and Risk Planning 2 days Tue 18-09-
18
Thu 27-09-
18 7
1.2.4 Communication Planning 3 days Tue 25-09-
18
Fri 28-09-
18 7
1.2.5 Quality & Change Planning 2 days Wed 19-
09-18
Tue 25-09-
18 7
1.2.6 Procurement of tools 4 days Wed 19-
09-18
Mon 24-
09-18 7
1.2.7 Milestone 2: Project Plan 0 days Mon 24-
09-18
Mon 24-
09-18 15
1.3 Phase 3 32 days Tue 25-09-
18
Wed 07-
11-18
1.3.1 Compatibility tests and checks 6 days Tue 25-09-
18
Tue 02-10-
18 15
1.3.2 Migration of services 8 days Wed 03-
10-18
Fri 12-10-
18 18
1.3.3 Migration of data sets 8 days Mon 15-
10-18
Wed 24-
10-18 19
1.3.4 Backup scheduling 4 days Thu 25-10-
18
Tue 30-10-
18 20
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1.3.5 Integration with other
components 4 days Wed 31-
10-18
Mon 05-
11-18 21
1.3.6 Unit testing 2 days Tue 06-11-
18
Wed 07-
11-18 22
1.3.7 Milestone 3: Migration of data
and services 0 days Wed 07-
11-18
Wed 07-
11-18 23
1.4 Phase 4 4 days Thu 08-11-
18
Tue 13-11-
18
1.4.1 Quality assurance and control 2 days Mon 12-
11-18
Tue 13-11-
18 23
1.4.2 Reviews, Inspections, Audits 2 days Thu 08-11-
18
Fri 09-11-
18 23
1.4.3 Change Management 2 days Mon 12-
11-18
Tue 13-11-
18 27
1.4.4 Implementation processes 2 days Mon 12-
11-18
Tue 13-11-
18 27
1.4.5 Milestone 4: Change Report 0 days Tue 13-11-
18
Tue 13-11-
18 29
1.5 Phase 5 8 days Wed 14-
11-18
Fri 23-11-
18
1.5.1 Project Evaluation 3 days Wed 14-
11-18
Fri 16-11-
18 30
1.5.2 Training Activities 6 days Wed 14-
11-18
Wed 21-
11-18 30
1.5.3 Sign-offs and Feedback 2 days Mon 19-
11-18
Tue 20-11-
18 32
1.5.4 Documentation of ERP
Systems 4 days Wed 14-
11-18
Mon 19-
11-18 30
1.5.5 Closure Report 3 days Wed 21-
11-18
Fri 23-11-
18 34
1.5.6 Milestone 5: Closure Report 0 days Fri 23-11-
18
Fri 23-11-
18 36
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Project Management
Project Budget
The budget that has been estimated for the project is £750,000. These will include the project
costs as cost of the tools and equipment, cost of resources, cost of migration of data sets and
services, training costs, implementation costs, and closure costs.
There will be a cost-benefit analysis that will be carried out to make sure that the budget of
the project is maintained. There will also be cost variance calculated at regular phases to
determine that the actual costs and estimated costs do not vary. In case of any of the variance,
the measures will be taken to fill the gaps. The planned value and actual value will be used to
determine the variance.
Project Communications
One of the necessary activities that will be necessary to be taken and maintained in the
project will be project communications. These communication activities will ensure that the
adherence to the project schedule and budget is maintained by handling the project conflicts,
risks, issues, and any other problem that may adversely impact the schedule or budget.
There shall be a daily team meeting organized by the Project Manager in which the internal
members of the project team shall be invited. The meeting must be carried out to discuss the
project progress and must plan out the activities for the day. This will result in the timely
discussion and resolution of the project issues and conflicts to make sure that these do not
impact the project progress5. The resource motivation will also be maintained as an outcome.
There shall be a weekly meeting carried out with all the project stakeholders external to the
project. The Project Manager must communicate the project status in this meeting and the
feedback from the stakeholders shall be collected. The discussion on the changes shall also be
done in this meeting. This will make sure that the stakeholder interest is always maintained in
the project.
There shall also be several reports that must be exchanged for effective project
communication. These shall include status report, risk report, change reports, closure report,
5 Paul Walley, 'Stakeholder Management: The Sociodynamic Approach' (2013) 6 International Journal of
Managing Projects in Business.
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Project Management
and conflicts report6. Effective project communication will maintain the required clarity and
transparency levels so that the project schedule and budget is maintained.
Project Risks
Risk strategy of the project is determined on the basis of the project management
methodology that is applied in the project. For example, risk management is one of the
knowledge areas under PMBoK approach. In this methodology, the risk strategy is defined by
providing a set of six steps for risk handling and management7. These include listing of the
risks by identifying them, analysis of the risks, prioritization and evaluation, treatment,
control, and closure. A risk register is prepared in the analysis stage which is updated until
the status of all the risks is marked as closed. The same methodology will be followed in this
project as well so that the project schedule and project budget along with all the other project
areas are managed adequately.
A risk register has been prepared which shall be updated unless the status of all the risks is
marketed as closed.
Risk name Probability Impact Score Status Strategy
Schedule
Overrun
2 5 10 Open The risk shall be treated with risk
avoidance plus risk mitigation as the
strategies to deal with the risk.
Budget
Overrun
2 5 10 Open The risk shall be treated with risk
avoidance plus risk mitigation as the
strategies to deal with the risk.
Security
Attacks
4 5 20 Open The risk shall be treated with risk
avoidance plus risk mitigation as the
strategies to deal with the risk.
Quality
Issues
2 5 10 Open The risk shall be treated with risk
avoidance plus risk mitigation as the
strategies to deal with the risk.
Operationa
l Errors
3 2 6 Open The risk shall be treated with risk
avoidance as the strategy to deal with
6 Rashmi Assudani and Timothy J. Kloppenborg, 'Managing Stakeholders For Project Management Success: An
Emergent Model Of Stakeholders' (2010) 35 Journal of General Management.
7 Roque Rabechini Junior and Marly Monteiro de Carvalho, 'Understanding The Impact Of Project Risk
Management On Project Performance: An Empirical Study' (2013) 8 Journal of technology management &
innovation.
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Project Management
the risk.
Legal
Risks
1 5 5 Open The risk shall be treated with risk
avoidance plus risk mitigation as the
strategies to deal with the risk.
Scope
Inflation
3 5 15 Open The risk shall be treated with risk
avoidance plus risk mitigation as the
strategies to deal with the risk.
Ethical
Risks
1 5 5 Open The risk shall be treated with risk
avoidance plus risk mitigation as the
strategies to deal with the risk.
Resource
Risks
2 4 8 Open The risk shall be treated with risk
avoidance as the strategy to deal with
the risk.
Technical
Failures
3 3 9 Open The risk shall be treated with risk
transfer as the strategy to deal with the
risk.
The risks that have been listed above are rated on a scale of 1 to 5 for probability and impact
with 1 being the lowest score and 5 being the highest score. The risk score id determined by
multiplying the values of impact and probability. These risks are required to be treated and
resolved as these may have a direct or indirect implication on the project schedule and
budget.
Management of Project Changes
There may be various changes that may come up in the projects and the occurrence of too
many changes may adversely impact the project schedule and budget. It may also bring up
the risk of scope inflation. It would be necessary to manage the project changes so that the
project objectives can be achieved within the schedule and budget.
The management of the changes shall be done using a phased approach. Change management
is one of the knowledge areas defined under PMBoK. There are guidelines provided for the
management of the changes that shall be followed so that the changes are handled and the
schedule and budget is not impacted. The first step shall be change planning in which a
change request shall be prepared for every change that is requested. The need for change and
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