Project Management Report: Scott Co Ltd. Software Project

This project management report details the implementation of new accounting software, Fresh Books, at Scott Co Ltd., a distributor of consumer goods. The report outlines project management principles, including the aims, objectives, and background of the project. It covers project planning, including scope definition, success and failure criteria, product and work breakdown structures, and investment appraisal using NPV analysis. The report includes a Gantt chart for project scheduling and discusses project cost control techniques. Furthermore, it explores project human resources, including roles and responsibilities, and leadership requirements. The report concludes with a project evaluation section. The goal is to improve billing efficiency, reduce employee workload, and offer online payment solutions, with a budget of 10000 MUR and a timeline of 123 days.

Project Management

TABLE OF CONTENTS
INTRODUCTION...........................................................................................................................1
SECTION-1 Project management principles...................................................................................1
Project management...............................................................................................................1
Project management system...................................................................................................2
SECTION 2- PROJECT PLANNING.............................................................................................3
Project scope...........................................................................................................................3
Success and failure criteria for the project.............................................................................3
Preparing project plan.............................................................................................................6
Gantt Chart.............................................................................................................................7
Applying projects conducting and project cost control..........................................................9
The methods used to measure the performance...................................................................10
The project change control procedures.................................................................................10
The key elements involved in project termination...............................................................11
SECTION-3 Project human resource.............................................................................................12
The roles and responsibilities of participants in this project................................................12
Control and coordinate the project.......................................................................................13
Leadership requirements under the project..........................................................................13
Section-4 Project evaluation..........................................................................................................14
Evaluation of project............................................................................................................14
CONCLUSION..............................................................................................................................14
REFERENCES..............................................................................................................................15

INTRODUCTION
Project management is the term that has been used in order to commence, plan, execute,
control and close the work (Nicholas and Steyn, 2017). This work is being done by a group of
people to achieve the particular goals of the company at a particular time period. The criteria of
success are also met at a specific time. To produce a product that is unique, different a project is
temporary endeavour. Within the given constraint, the primary challenge of project management
is to achieve all the goals of project. The scope, time, quantity and budget are the primary
constraints. The optimisation and allocation of input and applying them is the secondary
challenge that is being faced in order to achieve pre-defined objectives.
Scott Co Ltd. is one of the leading importers and distributors of fast moving consumer
goods, health care products and pharmaceutical products in Mauritius (Scott Co. Ltd, 2017). By
providing high-quality goods and services, this company focuses on improving the lives of
people. This report will represent the new computer software that will be implemented by this
company in assumed budgets and time period. All the details about managing this new software
will be given in this report. Furthermore, the roles of each department in the implementation of
the new computer software will also be discussed.
SECTION-1 Project management principles
Project management
Background – Since the early civilization, project management is being practiced. In this project,
basically a new computer software that is accounting software for the company Scott Co Ltd.
will be implemented (Rakos and et.al., 2015). The name of that accounting software will be fresh
books. In the organization in the billing department this software will be implemented through
this the billing system in this company will be made easier and efficient. A lot of time of the
company will be saved if this accounting software will be implemented in the company. The
tasks such as organizing expenses, tracking time and following up the clients etc. will be
automated and a much of the workload of the employees of staff will be reduced with use of this
fresh books accounting software. The client or customers will also be offered online payment
solutions.
Aims – To implement a new accounting software that is fresh tools in Scott Co LTD.
Objective
 To introduce a new computer software that is accounting software fresh books
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 To give the customers or clients with better payment options
 To generate more satisfaction among customers
 To reduce the burden of employees regarding billing system
 To implement this project within a time period of 123 days
 To keep the budget for the fresh book software to be around 10000 MUR
The major objective of this project is to develop a successful project. In order to make a
project successful, the project manager plays an indispensable role in it. To guide and monitor
the overall project is the responsibility and accountability of project managers. All the aspects of
the project that is planning, controlling as well as monitoring has been seen by them. There are
some of the principles of project management (Riol and Thuillier, 2015). They are as follows-:
The cultural environment – A helpful cultural environment need to be given by an informed
management that will help the project team to produce its best work. The project management
process is being understood by an informed management. A project is clearly backed by
management in a supportive environment and the best work is being produced by team members
without an uncertain hindrance.
The process principles- For the conduct of the project commitment effective and efficient
policies and procedures must be in place. At a minimum, clear roles and responsibilities such
policies and procedures must occur (Walker, 2015.).
The different phases are being there in the project as per the time that is been set for the
project. Support for this project that is introduction of new computer software the time estimated
is 123 days so during this period the planning, organizing, controlling, executing, monitoring,
closing etc. all these phases will take place.
Project management system
Both the humans and materials resources are need to be integrated to make a project
successful one. In order to execute the project successfully a project management information
system is the coherent organization of the information that is needed for an organization. With
this the methods or software application are being provided in order to gather and use
information of project (Mir and Pinnington, 2014). The project management goals are being
plan, execute and closed through these electronic systems. In order to do this project both human
and resources will be needed.
SECTION 2- PROJECT PLANNING
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Project scope
By introducing a new computer software in this company that is Scott Co LTD. The
customers will be given more satisfaction in the billing system and it will not be take much time
and also the online facility will be given to them through this. The workload of employee or staff
will also be reduced as much of the work will be handled by this accounting software. And fro
the company it is also affordable and not so costly also. In a secure and easy manner, the
company will able to deal with their finances (Lientz, 2012). A wide range of features will be
given by this from cloud-based invoicing to an online payment gateway. This project will make
user that communication is effective in the team members so that this project will be completed
as per the given time period and budget. The high-quality is needed during the implementation of
their project and the team should work in a group to achieve the desired results. The scope of the
project is wide enough because it involves a wide range of factors that will probably help in
increasing the success rate of the whole project. So, the scope of Scott Co Ltd. Is that the
involvement of an efficient software so that the overall workload can get reduced, thus helping
the company in achieving a better rate of productivity.
Success and failure criteria for the project
In order to further the aims of a business or organization a project is invariably
undertaken. With a range of stakeholder, the team need to be interact at various task who have
their concerns and agendas. The unrealistic expectations, requirements that are not defined
clearly and accurately, lack of leadership, poor communication, not proper managements of
resources are the some of the factors that contributes towards project failures.
A well - defined and well understood set of requirements, proper time scheduling,
effective channels of communication and accurate reporting procedures are some characteristics
of a successful project. The success and failure rate of the project depends on a variety of factors.
Some well-known examples of these factors include the level of cooperation from the employees
after involving the software, financial status etc. So, on the basis of these factors, the overall
success and failure rate may depend upon.
As per this project, it will be successful if it has been completed in the time period of 123
days and in the estimated budget that is 10000 MUR but if it is not being done in this time-
period, then it will not be successful one (Kubba, 2010).
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Product breakdown structure – It is a tool that is being used in order to evaluate documents and
communicate the requirements of a project and forms of the product planning technique. The
physical components of a particular product or system is being detailed by a product breakdown
structure. With the final product it begins with and is followed by the sub- categorizes elements
of the products.
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Illustration 1: Work force structure
(Source: Work force Structure, 2017)

Work breakdown stricture – In order to produce the product or deliverable the work breakdown
structure defines the work. Into the work areas it represents a hierarchical subdivision of a
project. For all project work that is planning, Estimation of cost and efforts etc. the WBS
provided the foundation of projects. In order to implement this project WBS will represent the
response that is allocated for this project that is humans, teams, software and the cost and time.
The role of project team – On one or more than one phases of the project, the project team will
be working. This may include the external consultants or in-house staff. In this project, team will
be contributing towards the entire project effectively. Keeping in mind the time and the cost,
they will be working in this project. The team members will be assigned the duties by the project
leader and based on that, they have to do their work (Ilozor and Kelly, 2012).
Investment appraisal – By using the concept of discount cash flow in this project the current of
time value of money can be valued for this project using the cost of capital in order to provide
their profit values all future cash flows are estimated. Also, by making use of Net profit value in
this project how much value does an investment or project adds to an organization will be
indicated. So, in this case the profit that is being earned by the company Scott Co Ltd can be
found by using NPV. Suppose, NPV>0, in this case, the project need to be accepted as the
investment would be adding value for the firm. And if NPV<0, the project need not be accepted
as from the firm, the investment would subtract value. And in case if NPV=0, then in this the
decision should be made based on criteria such as strategic positioning as the investment would
be neither gain nor loss for the company.
Figure 1: NPV of Scott Co Ltd.
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It is on interpreting the above assessed data where the NPV has shown positive results and
hence, Scott Ltd should opt for this project. It is based on an initial investment of 10000 MUR
that is apparent to give positive returns within a period of 5 years with a calculated NPV of 4770.
Preparing project plan
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Gantt Chart
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Applying projects conducting and project cost control
In order to meet out the desires required, almost all the projects need to be guided to get
an expected result at the end of the project. For the project, it is the team that is responsible and
the effective controlling of the cost need to be carried out by the project managers. For this
purpose, the several techniques can be sued by them. The project manager also has to oversee the
project goals and for any project the control of various costs is also very essential. In this respect,
if the project managers will fail then the project management will not be effective. This will
define whether the organization will gain profit or loss from the new computer system that is
being planned.
There are various cost control techniques that can be sued by project manager in this project
planning. They are as follows-:
Planning the project budget – At the starting of the planning session, the budget need to be made
with respect to the project at hand. For all the payments that need to be and estimated budget will
be helping in the project. During the project life cycle the cost that will incur it will be doe
through planning the project budget. A lot of research and critical thinking is being done by the
company Scott Co. Ltd in order to make this budget. Through the period of the project the costs
many not remain the same so for some adjustments there will be some space that will be made.
Keeping a track of costs – As any other technique keeping the track of all actual cost is also
equally essential. In this for this project a time-based budget will be made. In each of its phases it
will the company to keep the track of the budget. Against the periodic targets that are been set in
the budget the actual costs will be tracked. If the project is found on for a long period of time,
then these targets will be made on a monthly or weekly basis. Suppose if the fresh books
software will need to be taken 1-year period then the target will be made for a week, month etc.
Rather than having one complete budget for the overall period of project this is much simpler to
work. The estimations need to be made in any new work is been carried out and make sure that
in the final budget it can be accommodate.
Effective time management – With respect to the project control cost, this technique is very
essential. If the deadlines of the project will be not met, then the price of the project will be keep
on increasing. Suppose, the project is being stretched for longer time then the budget that is made
for the project will also increase. The important deadlines of the project need to be reminded by
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