Designing and Implementation of a Project Management System Project

This project delves into the design and implementation of a project management system within an organizational context. It begins with a scope statement, emphasizing the importance of such systems for efficient project delivery. The project outlines various estimation approaches (analogous, parametric, and bottom-up) and develops a stakeholder management plan, identifying key stakeholders such as the Project Manager, Project Team members, Systems Analyst, and IT Department. A detailed work breakdown structure (WBS) is provided, along with a communication plan to ensure effective information flow. The project includes a risk analysis, identifying potential challenges and mitigation strategies. A procurement plan outlines the steps for acquiring necessary hardware and software, followed by a Gantt chart illustrating the project timeline, and critical path analysis to identify key tasks. The project also discusses the critical chain and presents a cost baseline. The project covers essential aspects of project management, from planning to execution, providing a comprehensive guide for implementing a project management system.

Running head: DESIGNING AND IMPLEMENTATION OF A PROJECT MANAGEMENT SYSTEM
Designing and Implementation of a Project Management System
Name of the Student
Name of the University
Author note

1DESIGNING AND IMPLEMENTATION OF A PROJECT MANAGEMENT SYSTEM
Table of Contents
1. Scope Statement...........................................................................................................................2
2. Estimates......................................................................................................................................3
2.1 Analogous Estimate...............................................................................................................4
2.2 Parametric Estimate...............................................................................................................4
2.3 Bottom-up Estimate...............................................................................................................5
3. Stakeholder Management Plan....................................................................................................6
4. Work Breakdown Structure.........................................................................................................7
5. Communication Plan...................................................................................................................9
6. Risk Analysis...............................................................................................................................9
7. Procurement Plan.......................................................................................................................11
8. Gantt chart.................................................................................................................................13
9. Critical Path...............................................................................................................................14
10. Critical Chain...........................................................................................................................15
11. Cost Baseline...........................................................................................................................17
References......................................................................................................................................18

2DESIGNING AND IMPLEMENTATION OF A PROJECT MANAGEMENT SYSTEM
1. Scope Statement
The process of implementing a project management system could be defined as a critical
process within an organisation. Although project management systems are generally not
considered as an important part of an organization but they tend to provide maximum kind of
benefits for the progress of the organisation (Conforto et al., 2014). There are efficient forms of
project management systems that are implemented within organizations and which help in
providing their best inputs for the better delivery of progress for the organizational work
processes. There are many projects being undertaken by organizations, which tend to be multi-
faceted and complex in nature (Niazi et al., 2016). These projects would thus need to be
organized, proper planned and implement a monitoring process. This project is based on the
discussion about the implementation process of a project management system, which would be
installed within an organizational context.
The new system of project management would serve the purpose for the management of
the type of projects being undertaken within their business plans. Projects are generally defined
as critical in terms of cost analysis for the resources, management of stakeholders within the
project, maintaining the communication within the stakeholders, managing procurement and
costing estimations. These systems would thus be included within the organisational context
based on improving the present situations of work (Too & Weaver, 2014). Based on focusing
over the present system, it would be installed within the organisation. This system would thus be
acquired from a third party service provider and be installed within each of the computers of the
organization.

3DESIGNING AND IMPLEMENTATION OF A PROJECT MANAGEMENT SYSTEM
The new system would thus comprise of various modules in relation to management of
projects, their costing aspects and approaches used for planning for future project stages. The
working functionality of the project management system would also be need to be explained to
each of the staff members so that they could use the system efficiently. The system would thus
extract data that would firstly be imported in an XML format. However, for implementation of
the project management system, there are certain other requirements, which needs to be fulfilled.
This includes the purchasing of server and PCs (Hornstein, 2015). Hence, the entire setup
process of computers and server would also be discussed as an important aspect within the
phases of planning and execution of the entire project.
The following discussion within this project would outline the estimation approaches
taken for the project, determine the plan for communication made between stakeholders involved
with the project, determining risks incurred during the project and prepare a procurement plan
for the entire phases of the project.
2. Estimates
The estimates of task completion for the project is based on the use of bottom-up
approach using the ROM model. The direct estimations for the costs have been planned based on
the type of systems being implemented and the costs incurred at each phase of the project.

4DESIGNING AND IMPLEMENTATION OF A PROJECT MANAGEMENT SYSTEM
2.1 Analogous Estimate
(Figure 1: The Analogous Estimate)
(Source: Created by author)
2.2 Parametric Estimate

5DESIGNING AND IMPLEMENTATION OF A PROJECT MANAGEMENT SYSTEM
(Figure 2: The Parametric Estimate)
(Source: Created by author)
2.3 Bottom-up Estimate
(Figure 3: The Bottom-up Estimate)
(Source: Created by author)

6DESIGNING AND IMPLEMENTATION OF A PROJECT MANAGEMENT SYSTEM
3. Stakeholder Management Plan
The stakeholders who would be identified during the design of the implementation
project based on the project management system are:
Stakeholders Task management approach
Project Manager They would perform the planning for the components that need to be
included within the project management system (Sánchez, 2015). They
would be highly responsible for understanding the various components
helpful for project planning.
Project Team
members
They would ensure that the installed project management system within
the PCs would be fully functional in nature. They would properly use the
system and design the project as per the requirements of the client.
Systems Analyst They would ensure that the end result of the desired project designed by
the project team members would be able to meet with the requirements.
They would also be present to provide live support to customers in case
of any queries raised by them.
IT Department The members within the IT department would be responsible for
installation of the servers and PCs. They would also ensure that the
project management system would need to be properly installed based on
the set configurations by the higher authorities (Sommer et al., 2015).
Any kind of disruption in computing activities would be managed by the
IT department team.

7DESIGNING AND IMPLEMENTATION OF A PROJECT MANAGEMENT SYSTEM
4. Work Breakdown Structure
Outline Number Task Name
0 Development of Project Management System
1 Start Project
2 Gathering of Requirements
2.1 Proposing of initial plan
2.2 Setting up of requirements
2.3 Consulting the vendors
2.4 Procurement of hardware and softwares required
3 Installation of server
3.1 Installation of hardware and software components
3.2 Testing of each component
4 Installation of server software
4.1 Setting up of computer system environment
4.2 Installation of the system
4.3 Testing up of the system
4.4 Approval for the software development
5 Client PC Setup with Windows 10
5.1 Installation of the softwares in the PCs
5.2 Testing of the software components
6 Installation of client project software on each PC
6.1 Preparing a technical plan to be implemented
6.2 Development of the system
6.3 Implementing needed functionalities
6.4 Developing the live support system
7 Testing of Each PC

8DESIGNING AND IMPLEMENTATION OF A PROJECT MANAGEMENT SYSTEM
7.1 Testing of the developed system
7.2 Providing approval for user acceptance testing
8 Parsing and Importing Data
8.1 Setting up of data requirements
8.2 Preparing a technical plan for data importing
8.3 Completion of imported data
9 User Acceptance Testing
9.1 Setting up of the project to be tested by users
9.2 Testing of the system components and functionalities by user
9.3 Documentation of the generated test results
10 Training
10.1 Recruiting of a technical team
10.2 Preparing of training manuals
10.3 Training providing sessions
11 Live Support Phase
11.1 Launching of the system to end users
11.2 Testing for the live support components
11.3 Presenting a demonstration of the live system
12 Performing Project Review
12.1 Documentation of the project
12.2 Preparing for a feedback session
12.3 Generating feedbacks
12.4 Making payment to stakeholders
13 End Project

9DESIGNING AND IMPLEMENTATION OF A PROJECT MANAGEMENT SYSTEM
5. Communication Plan
The communication plan that would need to be maintained during the time of project
management approach are:
Stakeholder Power/Interest Key Interest Communication Vehicles Frequency
Project
Manager
High Management of
project
implementation
aspects
Email and Face-to-face Daily
Project Team
members
Medium Ensure that the
project would be
designed by focusing
over different key
components as
required
Email, written reports Monthly
Systems
Analyst
Medium Ensure that the
completed project is
fully functional in
nature and would
serve the future
purposes
Written reports Weekly
IT
Department
High Ensure that the
procurement and
installation process
are being achieved
successfully.
Face-to-face Daily
6. Risk Analysis
The various risks that could be approached towards the project are discussed as follows:
Risks Description Likelihood Impact Mitigation Measure
Lack of
support from
the IT
department
The IT department might
get late in helping the
team in procurement of
PCs and setting up of
server. This would
Medium High The IT department
should properly
identify the hardware
and software
requirements. They

10DESIGNING AND IMPLEMENTATION OF A PROJECT MANAGEMENT SYSTEM
mostly delay the
implementation process
of project management
system
should proactively
procure each of the
items before the
initiation of the
project.
In-sufficient
training
approach
The training that needs to
be provided to the
employees might be
made appropriate. Hence,
they might not be capable
of working over the
project.
Low High There should be a
proper requirement of
selecting the proper
training service
providers.
Improper
integration
After the implementation
of the system within the
PCs, there might be some
kind of problems based
on management of
activities (Golini,
Kalchschmidt &
Landoni, 2015). The
system might lag in terms
of performance and thus
might not be able to
deliver the desired results
High High The system should be
properly checked by
the IT department
team. They should
ensure that the system
components have been
installed properly and
would be highly
functional in nature.
They should also
check whether each
modules are able to
serve their purposes as
mentioned in the
deliverables.
Problems with
providing live
support to
clients
There might be some
kind of problems based
on understanding the
requirements of the client
and providing them with
the appropriate levels of
support. The live support
providers working within
the
Medium High A proper customer
support team should
be present who would
be able to provide live
support to customers.

11DESIGNING AND IMPLEMENTATION OF A PROJECT MANAGEMENT SYSTEM
7. Procurement Plan
Based on maintaining the proper managing aspects of the project based on implementing
the project management system, a certain procurement plan should need to be developed. The
certain steps based on managing the procurement of computers, servers and other components
are described as follows:
a) Defining specifications – The purchasing department at the organisation would define
the specifications of software and hardware components (Bierwolf, Frijns & van Kemenade,
2017). These specifications needs to be approved by the management based on which the process
would initiate.
b) Selection – The procurement department would then locate the potential suppliers who
would be capable of providing the necessary components (Brones, de Carvalho & de Senzi
Zancul, 2014). This would be possible by setting up of vendor selection criteria that includes
service quality, part performance and timely delivery aspects.
c) Contracting – The procurement department would then need to communicate with
suppliers based on confirming the delivery dates and measuring the payment conditions. Hence,
the project budget would be set accordingly.
d) Controlling – This step involves the various processes based on progress tracking
details, performing regular meeting sessions with vendors and reviewing of specific orders
(Carrera, Iglesias & Garijo, 2014). The purchasing department would then make necessary
arrangements based on controlling the process of delivery and ensuring success in procuring of
items.