Project Management: Intra-Communication Software Project Plan

This report provides a comprehensive overview of a project management plan for developing intra-communication software within an organization. It begins by defining the project management life cycle, including initiation, planning, execution, monitoring and controlling, and closure phases. The report details the selection of the project, emphasizing its role in improving internal communication efficiency within a production-oriented business. A work breakdown structure is presented, outlining the tasks required for software development. The report also addresses risk assessment, identifying potential financial and software-related risks and suggesting mitigation strategies. Furthermore, it includes a project plan with tasks, timelines, and cost estimations, alongside a discussion of resource allocation and budgeting, contrasting top-down and bottom-up approaches. The report concludes by highlighting the importance of monitoring and controlling project progress to ensure successful completion.

Project Management

Contents
INTRODUCTION...........................................................................................................................3
MAIN BODY..................................................................................................................................3
Understand project life cycle.......................................................................................................3
Create project plan and understand its management...................................................................6
Compute the project duration and start and finishing dates of the activities...............................7
List the resources that are required in the project by explaining the top –down and bottom – up
project budgets.............................................................................................................................8
Understand how to monitor and control project..........................................................................9
CONCLUSION..............................................................................................................................10
REFERENCES..............................................................................................................................11

INTRODUCTION
The demonstration of planning and putting together an organization's assets to execute a
specific undertaking, occasion, or obligation is known as venture management. Work force,
money, innovation, and licensed innovation are only a couple of the assets made due, and it very
well may be a one-time project or a ceaseless undertaking (Hair, and Sarstedt, 2021). Project
management is often connected with fields like designing and development, as well as, more as
of late, medical services and data innovation (IT), all of which require the consummation and get
together of an intricate arrangement of parts in a particular request to deliver a functioning
outcome. The following report highlights selection of a project and planning a detailed procedure
on how to take up the project. The project chosen is related to intra communication software
within an organisation. The project life cycle is discussed in the following report. Detailed
project plan is created and how it will be managed. The controlling of the project is also
discussed in the report therein.
MAIN BODY
Understand project life cycle
Projects are an inseparable component of our work lives. Project management is sought after in
the present climate of always changing innovation and business patterns. A task, as indicated by
PMI, is characterized as a transient undertaking having a set beginning and end date. Moreover,
the undertaking is unmistakable in that it needs ordinary exercises and is intended to accomplish
a solitary point through an exact assortment of techniques. Project management, as indicated by
PMI, is the utilization of information, abilities, devices, and techniques to extend exercises to
accomplish project prerequisites. Whether or not the venture is programming improvement,
another item send off, or even a film, it will carry on with five life cycle stages.
Project Management Life Cycle Phases:
The five phases of project management's life cycle are as follows:
1. Initiation Phase: Getting their team and client on board with a project and earning their
commitment to get it started is the first step of the project management life cycle, initiating.
Business gathers all available information in a systematic manner to determine the project's
scope, cost, and resources. The goal of the start phase is to develop a project's loose brief in
terms of what it has to do and achieve in order to succeed (Wu, and et.al., 2021). This usually

requires identifying project stakeholders and ensuring that everyone understands the project and
agrees on the business case - the problem the project is aiming to solve. Business can likewise
decide if conveying the business case is reasonable at the undertaking beginning stage. As a
venture administrator, Business will have to embrace exhaustive exploration to find the task's
goals and afterward foster a technique to meet those targets. Business'll happen to the subsequent
stage of the venture after it's been acknowledged.
2. Planning Phase: Business can start project arranging subsequent to getting position to go
on from inception. This is logical the most significant of the task management stages (Pan, and
Zhang, 2021). Assuming Business do it inaccurately, Business will undermine Their possibilities
of finishing the undertaking on time and under financial plan. Arranging is the most common
way of characterizing all of the work that should be done and making an arrangement for the
remainder of the venture to get Business there. During the arranging stage, Business pick how
Business will do the venture and answer the accompanying inquiries: how unequivocally will we
respond, how might we make it happen, when will we do it, and how might we realize when
we're done?
3. Execution Phase: This is the stage of the project management life cycle during which a
company's outstanding project plan is finally put into action—where it's planning becomes
reality. Business members are welcomed aboard, informed, ground rules are established, and
they are introduced to one another. Following that, everyone digs straight in to finish the tasks
stated in the plan. It's as easy as that. As the project manager, Business transitions from
discussing a project and creating paperwork to receiving approval to begin work on it—to
leading and steering the team toward completion. Business will spend their time in briefings,
meetings, and reviews to manage the team and keep the project on track as it progresses through
the project development lifecycle.
4. Monitoring and Controlling Phase: This is among the most challenging components of
project management. In contrast to executing the project, Business reports on performance,
monitors, and governs it like a project manager. This entails monitoring the project's
development to ensure it was on track, and if it's not, managing it by designing strategies to get it
back on track. A project manager monitors and oversees the operation in some way at all stages
of the project cycle (Kerzner, 2022).

5. Closure Phase: At this stage in the project management life cycle, their project is mostly
completed, and their function as project manager comes to an end. However, the project isn't
over yet; see our article on how to manage a project after it's finished for more information.
Before everyone forgets, have a post-project review or post-mortem meeting to assess the
project's and team's strengths and shortcomings, as well as what went wrong and what didn't, and
how to improve in the future.
Costs
Marginal costing will be applied in the project management as it provides better and more
accurate assessment of the costs that have been dealt in the project (Copola Azenha, and et.al.,
2021). Marginal cost refers to the additional costs incurred while producing additional units of an
item or service. To arrive at this value, the overall change in the cost of manufacturing new
goods is divided by the change in the amount of things produced.
Marginal Cost = (Change in Costs) / (Change in Quantity)
Selection of Project
The project selected for this report is a software development project for a business for their
internal communication within the business. the software will help the business to remove the
unnecessary delays in the communication and basically fill the communication gaps that are
happening in the business to make the operations of business more efficient. The business is
related to production and hence it is vital for the business to have fast and efficient
communication between the different departments. The costs related to the project are discussed
further and the costs are divided according to the activities that are going to be taken into
consideration for development of the software.
Work break down
The Work Breakdown Structure (WBS) is a diagram that shows how a project's scope is broken
down. It's a hierarchical listing of the tasks needed to complete a project's deliverables. The WBS
is organised into tiers, with each level providing a more detailed explanation of project
deliverables (Obradovi, Todorovi, and Bushuyev, 2018). Work Breakdown Structure is created
by breaking down large project tasks or sub-activities into smaller, more manageable tasks until
the activities are sufficiently detailed to support project management and development. Work
products are the items that make up a branch's lowest level.
Risk Assessment

Project stakeholders (contractors, subcontractors, and asset owners) can analyse the risks
involved with managing and delivering a project using a risk assessment for project
management. Companies participate in a variety of risk assessments, but the core purpose of
brainstorming, understanding, and limiting possible hazards is the same for all of them. Unlike a
risk assessment for working at heights, confined space, or lone work, which focuses on the risks
associated with a specific task, risk assessments in project management focus on more macro-
level issues such as commercial and financial considerations, as well as broadly applicable
environmental, safety, and quality issues (Kim, Chang, and Castro-Lacouture, 2020). When
dealing with projects worth millions or billions of dollars, doing a risk assessment for each
project and at several stages or phases is a must. Their risk assessments provide Business the
chance to think about potential hazards and establish controls that Business may use throughout
the project. Their risk assessment also provides Business with the chance to improve over time.
Taking a few minutes to analyse risks and reflect on how those risks manifested on previous
projects provides Business a wonderful chance to enhance Their risk management and, as a
result, produce better projects over time. In regards to the project in report, the major risk is
related to the financial funds and the failure of software to meet the requirements of the business.
the business is required to take necessary steps and raise enough funds to meet the fund
requirements. To manage the second risk, the business should take active feedbacks from the
developers and the employees related to the software.

Create project plan and understand its management
Activities Preceding Activity Time (in weeks) Cost
Internet - 1 2500
Assign Software
Developer
Internet 1 10000
Website Design Assign Software Developer 6 1500
Website Development Assign Software Developer 4 35000
Check System working Website Development 2 20000
Launch the system Website Development 3 50000
Training Launch the system 1 10000
Feedback Training 1 5000
Follow - up Website Design, Feedback 2 15000
Internet Assign Software
developer
Website design
Website
Development
Check system
working
Launch the
system Training Feedback Follow -up

Compute the project duration and start and finishing dates of the activities.

List the resources that are required in the project by explaining the top –down and bottom – up
project budgets.
The resources which are required for the completion of the project comprises of the
following resources:
1. Human Resources: These are utilised for defined the team activities so that the project
plan could be made successful by properly allocating the activities to the appropriate
person (Mavi, and Standing, 2018)
2. Material Resources: the tools and equipment’s that will be used for the completion of the
project is defined here.
3. Financial Resources: In this the cost allocation is doe and the budget is prepared
accordingly so that the project could be finished.
4. Time resources: It is the most crucial part of any project plan because from this only the
plan is scheduled and the time of the activities which is to be invested is determined.
Budget: The budget is the estimated cost that would incur for the project. It helps the project
manager to know the expected or estimated expanded cost limit that will be used in the
determining the percentage amount of funds needed for the completion of project (Bredillet,
Tywoniak, and Tootoonchy, 2018).
. The role of budget here in the project is that it helps in determining the operations also
makes the decision making better by improving the performance evaluation (Hargaden, and
et.al., 2019). It also helps in motivating and guiding the implementation and controls the
operating activities as well. The two types of budget used here is:
1. Top – down Budget: It is made by the senior management of the corporation for
developing a high – level budget for the entity. In this the number which are created are
allocated to the individual department and a details budget is submitted to the respective
teams and the department with their allocated budget costs. Basically here the budget is
crease and is pushed down to the departmental manager for implementing it.
2. Bottom – up budget: It is the opposite of the top – down budget. In this the budget is
created by the individual department and then forwarded it to the top management. It is a
better process because it will help in knowing the estimated cost of every department and
the department can estimate the cost as per their understanding.

Understand how to monitor and control project
The planning which has been done for the competition of the project is of 21 weeks. But
the work has only been completed of 8 weeks till the development of website design. It has been
done before time as it took 10 weeks to cover all the three activities. Which says that it took 2
weeks more for completing the activities. So, for this the several ways should be determined for
the recovering the lost time of the project.
Ways to recover the lost time in the project
Time is a very crucial factor for completing the project. Many materials, cost and any other
elements are involved in it (Koke, and Moehler, 2019). For this the ways that could help in
recovering the time delayed is:
1. Holding of the team meeting and identifying the reason of delay.
2. Prioritising the tasks.
3. Setting of new deadlines for the activities.
4. Make the communication better and speed up the decision-making process.
Explain the use and the types of project management software and its usage in this project.
The project management system must be supported with software because it is one of the key
functions of a corporate organisation. Prior to the invention of software, project management was
entirely done on paper. This resulted in a large number of paper records and an unpleasant
process digging through them for information.
1. Desktop: Project managers can choose between two types of software. Desktop
applications is the first type of such software (Goel, Ganesh, and Kaur, 2020). This
sort of programme is exemplified by Microsoft Project. Users can manage the overall
effort with MS Project, but when cooperation is required, you'll need to share
electronic documents with others. All revisions should be made to almost the same
document on a regular basis by all relevant parties. As a result, when such desktop
project management software is updated and managed by more than a person, it has
limits.
2. Web based: The web-based computerized system was proposed as a solution to the
aforementioned problem. Users have accessed the web application and view, write,
or alter project activities with this type. This was a brilliant alternative for projects
that were spread across departments and locations (Tonchia, Tonchia and

Mahagaonkar, 2018). This ensures that all project stakeholders have accessibility to
project information at all times. This technique is particularly well suited to virtual
teams who work via the Internet.
CONCLUSION
From the above-mentioned report, it can be concluded that managing a project gets necessary for
a business and the project of software development will help the business in question in their
internal communication. There are different phases of project management which helps in
determining the efficiency of a project. The different activities which are required to be taken up
for developing a software are mentioned and it can be said the there is a 2 weeks gap that the
business is currently facing which might hinder its efficiency for the software development.

REFERENCES
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