Project Plan: SAP Business One for Australian Photography Business

This project plan, developed by a student, outlines the implementation of SAP Business One for an Australian photography business. It encompasses a detailed project scope, business case, and an agile methodology-based project schedule divided into phases like initialization, agreement procurement, server installation, data integration, testing, and training. The plan includes resource allocation through a RACI matrix and resource usage tables, a comprehensive budget based on standard rate estimations, and a risk register addressing potential issues such as cost overruns and system integration problems. Furthermore, a communication plan is established to ensure effective information sharing among team members. Appendices provide detailed schedules, RACI matrices, resource usage tables, project budgets, risk registers, and communication plans, offering a complete overview of the project's planning and execution. The project aims to improve business functionality through the implementation of SAP Business One, covering aspects from initial requirements to project sign-off.

VUIS CONSULTING PTY LTD.
PROJECT PLAN [1.0]
Implementation of SAP Business One for Australian Photography
business
[01/24/2018]
[Name of the student]
[INSERT AUTHOR JOB TITLE HERE]
[INSERT AUTHOR EMAIL HERE]
The following template is for educational purposes only.

CONTENTS
Introduction...........................................................................................................................3
Project scope........................................................................................................................3
Business case......................................................................................................................3
Project Schedule and Approach...........................................................................................3
Resources............................................................................................................................4
Budget..................................................................................................................................4
Risk.......................................................................................................................................4
Communication.....................................................................................................................4
Summary..............................................................................................................................5
Bibliography..........................................................................................................................6
Appendices...........................................................................................................................7
Appendix I: Project Schedule (High level summary task and milestones)........................7
Appendix II: RACI matrix for stakeholders........................................................................8
Appendix III: Resource Usage table.................................................................................9
Appendix IV: Project Budget...........................................................................................10
Appendix V: Risk Register..............................................................................................11
Appendix VI: Communication Plan.................................................................................12
Glossary
Term Definition
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Introduction
The following is a project plan document that has been made for the project of
Implementation of SAP Business One for Australian Photography business and it would help
in increasing the functionality of the operations for the organization. The project plan
documents would comprise of the development of the project schedule, resources and its
usage, project budgeting, risk management plan, and communication process. The project
plan would include the development of the stakeholder analysis process that would be
helpful for forming the appropriate solution for the organization.
Project scope
The project aims for using the concept of the project management for forming the
accurate development of the technology solution for Australian Photography Business.
The objectives of the project include,
 To form the improvement of business function development for Australian
Photography Business
 To implement the SAP business one system for Australian Photography Business
 To ensure that activities would be formed cohesively for the development
Deliverable Measurement Process
Feasible Project Plan NPV, Revenue, Cost benefit analysis
Acceptable Design Simulation of design
Accurate Implementation Plan System Function Testing
Appropriate Documentation Document Submission and Review
Expected System Test results Black box and White box testing methods
Business case
Australian Photography Business had been developing landscape and portrait
photography for their customers. They have developed eCommerce websites for increasing
their sales and customer reach. It had resulted in forming the need of an ERP system by the
help of the Victoria University Information Systems Consulting. The SAP business one would
be helpful for covering the processes and operations of the organization.
Project Schedule and Approach
The project of Implementation of SAP Business One for Australian Photography
business is developed using an effective agile methodology approach for developing the
project plan. The methodology is implied for ensuing that the project activities would be done
cohesively and the probability of occurrence of the issues for the project would be managed.
The project lifecycle is divided into Initialization, Agreement Procurement Documentation,
Server Installation and Testing, Testing Process, and Training and Documentation.
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The Initialization phase would run for 9 days from Mon 7/2/18 to Thu 7/12/18. The
Agreement Procurement Documentation phase would run for 3 days from Mon 7/16/18 to
Wed 7/18/18. The Server Installation and Testing phase would run for 45 days from Thu
7/19/18 to Wed 9/19/18. The Data Integration phase would run for 38 days from Mon
7/30/18 to Wed 9/19/18. The Testing Process phase would run for 11 days from Thu 9/20/18
to Thu 10/4/18. The Training and Documentation would run for 12 days from Fri 10/5/18to
Mon 10/22/18. The overall project duration is for 81 days starting from Monday 2nd July, 2018
to Monday 22nd October 2018. The project high level summary tasks and milestones have
been shown in Appendix I.
Resources
The role and responsibility matrix for the project of Implementation of SAP Business
One for Australian Photography business is helpful for showing the involvement level for the
project resources with the various activities of the project. R represents Responsibility, A
represents Acknowledgement, C represents Consultant, and I represents Informed. It is
shown in Appendix II.
The table showing the roles and responsibilities of the project of Implementation of
SAP Business One for Australian Photography business is developed for listing out the
resources of the project and the activities of the project they are responsible for in the
project. The table is shown in Appendix III.
Budget
The project budget is made by the help of standard rate estimation for the number of
resources required for the project of Implementation of SAP Business One for Australian
Photography business. The analysis would help in carving out the analysis of the improved
functional development. The cost estimation for individual activities would summed up for
forming the final project deliverable. The project budget has been based on the assumptions
for the standard rate of the project human resources and the overall project budget is shown
in Appendix IV.
Risk
Risk register is a formatted template that provides the documentation of the factors of
risk and their influence on the project operations. The risk register is made by considering
the probability of occurrence of the risk factors and the alignment of the specific and
improved functional operations. Risk Register is developed for ensuring that the improved
mitigation strategies would be implied for forming the improved functional analysis. The risk
analysis can be done considering the impact of these factors on the project operations. The
risk register for the project of Implementation of SAP Business One for Australian
Photography business is shown in Appendix V.
Communication
Communication matrix is employed for the development of the effective
communication methods that can be formed for ensuring that information transfer is eased.
The processing of the activities would allow the formation of the effective and profound
information sharing among the team members. The communication matrix for the project of
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Implementation of SAP Business One for Australian Photography business by Victoria
University Information Systems Consulting (VUISC) is given in Appendix VI.
Summary
The project of Implementation of SAP Business One for Australian Photography
business had been formed for successful implication of the software system for the
organization that would help in improving the functionality and operations of the organization.
The implication of the system integration would be helpful for forming the analysis of the
integration for the development. The management of the operations would be helpful for
carrying out the development of the improved functional analysis. The support of the
operations would be helpful for completing the support and development for the activities.
The project resources include client, contractor (Goran), Quick Cables, Frida Systems,
project manager, database programmer, data entry officer, system integrator (Shane),
Technical writer, trainer, business analyst, technical officer, and tester. The risk factors for
the project of Implementation of SAP Business One for Australian Photography business
were cost overrun, delay in completion, system integration issues, contractor disagreement,
and service delivery issues. The effective communication methods for the project were
verbal speech, report, resource allocation book, procurement document, system design
document, test reports, and progress reports.
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Bibliography
Burke, R. (2013). Project management: planning and control techniques. New Jersey, USA.
Cook, J. (2015). A six-stage business continuity and disaster recovery planning cycle. SAM
Advanced Management Journal, 80(3), 23
Heagney, J., (2012). Fundamentals of project management. AMACOM Div American Mgmt
Assn.
Hřebíček, J., Soukopová, J., Štencl, M., & Trenz, O. (2014). Corporate key performance
indicators for environmental management and reporting. Acta Universitatis
Agriculturae et Silviculturae Mendelianae Brunensis, 59(2), 99-108.
Kerzner, H.R., (2013). Project management: a systems approach to planning, scheduling,
and controlling. John Wiley & Sons.
Leach, L. P. (2014). Critical chain project management. Artech House.
Marchewka, J.T., (2014). Information technology project management. John Wiley & Sons.
Schwalbe, K., (2015). Information technology project management. Cengage Learning.
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Appendices
Appendix I: Project Schedule (High level summary task and milestones)
WBS Task Name Duration Start Finish
0 Implementation of SAP Business One for Australian
Photography business 81 days Mon 7/2/18 Mon
10/22/18
1 Initialization 9 days Mon 7/2/18 Thu
7/12/18
M1 Charter and Plan Approval 1 day Thu
7/12/18
Thu
7/12/18
2 Agreement Procurement Documentation 3 days Mon
7/16/18
Wed
7/18/18
M2 Placing Order at Frida Systems 1 day Wed
7/18/18
Wed
7/18/18
3 Server Installation and Testing 45 days Thu
7/19/18
Wed
9/19/18
M4 Installation of the Server 5 hrs Fri 7/27/18 Fri 7/27/18
M3 Delivering the Server 3 hrs Wed
7/25/18
Wed
7/25/18
3.7 Data Integration 38 days Mon
7/30/18
Wed
9/19/18
M5 Converting and Importing the data into SAP
Business One System 10 days Thu 9/6/18 Wed
9/19/18
M6 Integration of the system with POS and
eCommerce 10 days Thu
8/23/18 Wed 9/5/18
4 Testing Process 11 days Thu
9/20/18
Thu
10/4/18
M7 Beta Test of the complete system 3 days Fri 9/28/18 Tue
10/2/18
5 Training and Documentation 12 days Fri 10/5/18 Mon
10/22/18
M8 Training of the management, IT, sales and
marketing staff 2 days Fri
10/12/18
Mon
10/15/18
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M9 Project Sign off 1 day Fri
10/19/18
Fri
10/19/18
M10 Project is Closed 0 days Mon
10/22/18
Mon
10/22/18
Appendix II: RACI matrix for stakeholders
Activitie
s
Resourc
e Name
Initial
Requirem
ents
Document
ation
Agreeme
nts and
Procure
ments
Constru
ction
Activitie
s
Cables
Installa
tion
Server
Installa
tion
Ser
ver
testi
ng
Data
Integra
tion
System
Develop
ment
Testi
ng
Client C I I
Contract
or
(Goran)
C R C A
Quick
Cables
A R
Frida
Systems
I R
Project
Manage
r
A C R A I I I I
Databas
e
Program
mer
R A I
Data
Entry
Officer
C I
System
Integrat
or
(Shane)
A R C
Technic
al Writer
R
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Trainer
Busines
s
Analyst
R A C
Technic
al
Officer
A C C A C A
Tester I R R
Appendix III: Resource Usage table
Resource Name Roles and Responsibilities
Client Charter and Plan Approval
Project Sign off
Payment is made
Contractor (Goran) Contract Agreement with Goran
Refurnishing of the server room
Frida Systems Delivering the Server
Installation of the Server
Project Manager Contract Agreement with Goran
Contract Agreement with Quick Cables
Placing Order at Frida Systems
Refurnishing of the server room
Beta Test of the complete system
Project Sign off
Payment is made
Database Programmer Data Conversion
Extraction of data
Data cleansing
Data Entry Officer Converting and Importing the data into SAP Business One
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System
System Integrator
(Shane) Integration of the system with POS and eCommerce
Technical Writer Development of User Manuals
Final Documentation
Trainer Development of Training programs
Training of the management, IT, sales and marketing staff
Business Analyst Analysis of requirements
Technical Officer Testing of the Server
System is installed
Administrative Officer Charter Documentation
Plan Outline Development
Tester User Function Testing
Black Box Testing
White Box Testing
Beta Test of the complete system
Testing results are documented
Appendix IV: Project Budget
Resource Name Assumed
Work/Units Assumed Standard Rate Total Cost
Client 24 hrs $0.00/hr $0.00
Contractor (Goran) 40 hrs $165.00/hr $6,600.00
Quick Cables 42 hrs $55.00/hr $2,310.00
Frida Systems 8 hrs $180.00/hr $1,440.00
Project Manager 96 hrs $195.00/hr $18,720.00
Database Programmer 120 hrs $95.00/hr $11,400.00
Data Entry Officer 80 hrs $60.00/hr $4,800.00
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System Integrator (Shane) 80 hrs $105.00/hr $8,400.00
Technical Writer 48 hrs $95.00/hr $4,560.00
Trainer 32 hrs $115.00/hr $3,680.00
Business Analyst 16 hrs $130.00/hr $2,080.00
Technical Officer 40 hrs $85.00/hr $3,400.00
Administrative Officer 48 hrs $50.00/hr $2,400.00
Cables 1 $45.00 $45.00
Cables Installation 1 $6,145.00 $6,145.00
Hardware and Software 1 $15,000.00 $15,000.00
Platinum Server 1 $12,000.00 $12,000.00
Delivery of Server 1 $3,000.00 $3,000.00
Construction Material 1 $5,220.00 $5,220.00
Tester 88 hrs $100.00/hr $8,800.00
Appendix V: Risk Register
Risk name Risk Type Likelihood Severity Ranking Mitigation Strategies
Cost Overrun Financial Possible Moderate 4th Deploying provisional
budget for the project
Delay in
Completion
Management Almost
Certain
Minor 5th Contingency planning
should be implied
System
Integration
Issues
Technical Likely Critical 1st SDLC methodology for
system development
and integration
Contractor
disagreement
Procurement Unlikely Major 3rd Procurement
Management Activities
should be implied
Service Delivery
Issues
Operational Possible Major 2nd Service Delivery
should be externally
contracted
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Appendix VI: Communication Plan
No. Communication
Method
Target
Audience
Purpose Frequency Owner
1 Verbal Speech Project Manager Project Initial
Requirements
Once Client
2 Report Client Project Plan
Proposal
Twice Planner
3 Resource Allocation
Book
Project Team Work Division
among team
Once Budgeter
4 Procurement
Document
Contractor Contractor
Agreement
Once Project
Manager
5 System Design
Document
IT team System Design Designer
6 Reports Accounts
department
Estimation records Monthly Budgeter
7 Test Reports Developer
Team
Testing results Quarterly Tester
8 Progress Reports Client Project progress Weekly Project
Manager
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