BCO6656 IT Project Management: VUIS Consulting Status Report Analysis

The report details the status of the VUIS Consulting project, focusing on the development and implementation of SAP S/4HANA for Yes Chemist Pty Ltd. It covers project objectives, which include improving operational efficiency and addressing declining sales. The report outlines completed tasks such as planning and requirement gathering, and identifies pending tasks like server installation, data conversion, and system integration. Key issues and risks are highlighted, including security concerns and project budget overruns, along with potential solutions. The project aims to replace existing systems with an integrated SAP S/4HANA, with an estimated cost of $150,000 and a focus on data conversion and system testing. The report also includes a detailed project timeline, resource allocation, and a risk assessment, providing a comprehensive overview of the project's progress and challenges.

VUIS CONSULTING PTY LTD
STATUS REPORT
PROJECT: Development and implementation of SAP S/4HANA Yes
Chemist Pty Ltd
Date: <601/06/2019>
Produced by: <Please fill>
Reporting period: <Please fill>
Project summary
Yes Chemist Pty Ltd is a group of independence organization that offers different types of
medical care and also beauty products and to the patients and needy consumers. Besides
affordable products and services the company also offers good consumer experiences. In
order to gain commercial benefits and competitive advantages the company has established
a contract to Victoria University Information System (VUIS) for improving the overall
operational and functional activity of the company. The company associates have identified
different operational weaknesses of the company that are required to be resolves and
minimized. Since few months the company was facing decreasing sales growth. Therefore
the company conducted an operational review. The operational review identified that the
company should replace their current HR, accounting, marketing and CRM system with an
integrated SAP S/4HANA. It will improve the exiting operational, functional and overall
business efficiency of the business organization. It has been identified that proper
operational excellence are adopted by the company then all sort of business risks can be
successfully resolved. In order to resolve the project delivery risk the company requires
implementing an Information System by replacing the existing one.
This project depicts the design and implementation of an Information System for the overall
business efficiency. As per the client request the company is implementing an Information
System in their pharmacy. The total expense for the SAP S/4HANA is estimated as
$150,000 and for successful implementation a detail software development life cycle has
been conducted by the project associates. The current server of the company is also
refurbished. Local contractor has been contracted to complete the modification work within
the fixed amount of $15,000. The labours will work from 8 AM to 5 PM for the successful
accomplishment of the project. Besides this the company has also conducted data
conversion because it is important to set an automated process in the business operations.
This is mainly a rollout strategy for the information System development project. The two
requirement phases that are accomplished by the allocated project lead are business “as is”
phase and “to be” phase. The “As Is” phase identifies the current status of the integrated
system used by the Yes Chemist and the “To be” business process identifies the possible
modifications those will be incorporated to improve the current system and applications. The
individual phases that are to be followed to accomplish the project are accurate conversion
The following template is for educational purposes only.

of data, component integration and their acceptance testing, final documentation and
professional training.
Completed tasks
The completed tasks of the project are as follows:
Task Name Duratio
n Start Finish Predecessors Resource Names %
Complete
Planning 10 days Mon
7/25/16
Mon
8/8/16 100%
Gather
requirements 2 wks Mon
7/25/16
Mon
8/8/16 Business analyst 100%
Develop
charter 5 hrs Mon
7/25/16
Mon
7/25/16 2SS Project manager 100%
Charter signed
off 0 days Mon
7/25/16
Mon
7/25/16 3 100%
Develop
project plan 1 wk Mon
7/25/16
Tue
8/2/16 4 Project
manager[50%] 100%
Plan signed off 0 days Tue
8/2/16
Tue
8/2/16 5 100%
Pending tasks
The pending tasks of the project are as follows:
Task Name Duration Start Finish Resource Names %
Complete
Installation 37.81 days Wed
7/27/16
Thu
9/22/16 11%
Server room
construction 4.25 days Wed
7/27/16 Tue 8/2/16
Jacob & sons,Server
room construction
cost[1],Project
manager[10%]
100%
Cable installation 10 hrs Tue 8/2/16 Wed 8/3/16 Peter
Cables,Cables[1] 5%
Platinum server
installation 5 hrs Wed 8/3/16 Wed 8/3/16
Server[1],Server
delivery and
install[1]
0%
Server testing 3 hrs Wed 8/3/16 Thu 8/4/16 Technical officer 0%
SAP all in one
installation 5 days Thu 8/4/16 Thu
8/11/16
SAP all in one
software
license[1],Technical
officer
0%
Data conversion 3 wks Thu
8/11/16 Fri 9/2/16
Data Entry
Officer[66%],Databa
se programmer
0%
Integrate with e-gate
and test 2 wks Fri 9/2/16 Mon
9/19/16 Systems integrator 0%
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System Test 2 days Mon
9/19/16
Wed
9/21/16 Technical officer 0%
User Acceptance
testing 1 day Wed
9/21/16
Thu
9/22/16
Business analyst,Yes
Chemist staff 0%
Installation complete 0 days Thu
9/22/16
Thu
9/22/16 0%
Training 10 days Thu
9/22/16
Thu
10/6/16 0%
Develop user guides 5 days Thu
9/22/16
Thu
9/29/16 Technical writer 0%
Develop training
program 2 days Thu
9/22/16
Mon
9/26/16 Trainer 0%
Test user guides 1 day Thu
9/29/16 Fri 9/30/16 Yes Chemist
staff,Technical writer 0%
Deliver training and
guides 4 days Fri 9/30/16 Thu
10/6/16 Trainer 0%
Training complete 0 days Thu
10/6/16
Thu
10/6/16 0%
Management 50.19 days Mon
7/25/16 Fri 10/7/16 56%
Prepare status report
1 1 hr Mon
7/25/16
Mon
7/25/16 Project manager 100%
Status meeting 1 2 hrs Mon
7/25/16
Thu
7/28/16
Russell Bray,Project
manager 100%
Prepare status report
2 1 hr Wed
7/27/16
Thu
7/28/16 Project manager 100%
Status meeting 2 1 hr Thu
7/28/16
Thu
7/28/16
Russell Bray, Project
manager 100%
Prepare status report
3 1 hr Thu
9/22/16
Thu
9/22/16 Project manager 0%
Status meeting 3 1 hr Thu
9/22/16
Thu
9/22/16
Russell Bray, Project
manager 0%
Prepare closure report 1 hr Thu
10/6/16 Fri 10/7/16 Project manager 0%
Closure meeting and
sign off 1 hr Fri 10/7/16 Fri 10/7/16 Russell Bray, Project
manager 0%
Project complete 0 days Fri 10/7/16 Fri 10/7/16 0%
Risk and Issues
After analysing the details analysis of the project it has been analysed that, there the
company may face certain risks and some issues at the same time those are required to be
resolved. The identified potential risks are as follows:
Lack of security: In order to improve the business efficiency ongoing functional and
operational activities of the company it is essential for Yes Chemist to implement proper
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security aspects. Due to poor security measures the confidential information stored in the
server of the company will be hacked easily by the external users without permission. At the
same time, lack of security will also allow the external users to access confidential
information. It is the roles of security consultant to implement the best suited security
mechanism in terms of encryption and application firewall.
Operational and strategic risk: In order to implement the SAP project as a successful one
the organizations should use proper business strategies and ideas as well. The operational
strategies and business strategies both are essential for business success. If any one of the
strategy is not appropriately implemented then the whole project will fail to meet the primary
project objectives. Therefore the project leader needs to implement the most suitable
implementation strategy for business success.
The different issues those have been identified are as follows:
Over running project budget: It is the role of the project leader to identify the project
budget at the initial phase along after conducting a feasibility study. If the feasibility study is
not done appropriately then the project leaders will fail to track the current status of the
project. Based on the project activities and complexity the budget needs to be assigned. If it
is not appropriately done then the entire project will fail to meet the primary objectives.
Over allocation of time: Considering the project details and other complexities associated
to the project, the time line needs to be selected and assigned by the project leaders. If this
is not done appropriately then the project may not fit to the primary objectives. If the project
organizer fails to identify appropriate timeline, then the project may not successfully
implemented within tile and budget. In order to avoid the delay in implementation proper
time timeline has to be set before initiating the project.
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