Integrated Management Information System (MIS) for XYZ Hotel

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Project Management
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Table of Contents
Project Initiation Document (PID)...................................................................................................3
Project information......................................................................................................................3
Main goal.....................................................................................................................................3
Objectives....................................................................................................................................3
Project scopes..............................................................................................................................3
Budgetary information.................................................................................................................3
Timescale.....................................................................................................................................4
Constraints...................................................................................................................................5
Assumptions................................................................................................................................5
Approach......................................................................................................................................5
Key staff.......................................................................................................................................5
Work Breakdown Structure (WBS).................................................................................................6
Risk register.....................................................................................................................................7
An explanation of the need for quality leadership on the project, and the role that a successful
project manager can play...............................................................................................................11
An analysis and critique of methodologies that might be used to run the case study project,
comparing Agile, Waterfall and PRINCE2 methodologies...........................................................13
Conclusion.....................................................................................................................................15
References......................................................................................................................................16
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Project Initiation Document (PID)
Project information
The project is about developing an integrated Management Information System (MIS) for a hotel
named XYZ, as it requires dealing with immense amount of data on a regular basis. Currently,
the hotel is unable of coping with overflowing data and information in their database. The
integrated system will make it possible for the hotel to manage the immense amount of
information in an effective manner.
Main goal
The main goal of the project is to develop an integrated MIS (Management Information System)
Objectives
 To develop the MIS, which will cater the hotel with precise and accurate information for
making well informed decisions.
 To develop a system that will cater the hotel with analytical as well as systematic
information required to the managers
 To ensure that the MIS will facilitate the process of decision-making through furnishing
the information in the given time frame
 To make sure that the MIS caters prerequisite data and information for facilitating the
processing of the various functions
Project scopes
The scope of the project is to establish an integrated MIS, which will make it viable for the XYZ
hotel in overcoming their current issue of managing loads of data and information. The project
scope entails appropriate determination as well as documentation of the specific goals, the tasks,
deadlines, and costs. The scope for this project is as follows.
Budgetary information
Software Costs
Cost
()
Application software user licenses 1000
Software modifications 250
Additional licenses 1000
Operating system 100
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Database system 5000
Additional security applications 1500
Sub Total 8850
Hardware Costs
Servers (dedicated or upgraded) 2000
PC's 1000
Extra storage 200
Extra CPU 150
Additional processing services 375
Scanners 500
Printers 1000
UPS 500
Disk storage 250
Back up devices 0
Sub Total 5975
Network Costs
Racks 250
Routers 300
Wireless LAN or WAN 2500
Switching devices 250
Sub Total 3300
Table 1: Budgetary Information
Source: (Created by the author)
Timescale
2 weeks 2 weeks 3 weeks 3 weeks 1 week
Project
Conception
and
Initiation
Project
Definition
and
Planning
Project
Execution or
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Launch
Project
Performance
and Control
Project
Closure
Table 2: Timeframe
Source: (Created by the author)
Constraints
 Comprehensibility of the information
 Credibility of the information
 Preciseness of the information
 Quantity, context, and content of the information necessary
Assumptions
 The system will be dealing with the management of information along with the
processing of the data as well.
 The system will be required catering assistance to the management for planning, making
decisions, and taking decisive actions (Larson and Gray, 2016)
 The MIS will also cater assistance to the altering requirements of the business
management
Approach
The approach for the establishment of the MIS for the hotel will entail aspects such as data
security, recovery and back-up plan. This will help in ensuring that the project is being carried in
a safe and secured manner.
Key staff
 Project Manager
 Project Coordinator
 Programmer
 Quality Assurer
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 Software Tester
Work Breakdown Structure (WBS)
List of tasks Initiating Date Interva
l Finishing Date
Initiation of the project 24-06-2019 2 26-06-2019
establishment of the business case 26-06-2019 6 02-07-2019
allocation of the project manager 02-07-2019 8 10-07-2019
establishing the project charter 10-07-2019 2 12-07-2019
planning of the project 12-07-2019 10 22-07-2019
carrying out the main planning 22-07-2019 12 03-08-2019
preparing the work breakdown structure 03-08-2019 5 08-08-2019
deciding the project scheduling 08-08-2019 6 14-08-2019
identification of the resources necessary for the project 14-08-2019 15 29-08-2019
estimation of the budget for the project 29-08-2019 20 18-09-2019
carrying out the supplementary project 18-09-2019 4 22-09-2019
devising the quality management plan 22-09-2019 3 25-09-2019
formulating the risk management plan 25-09-2019 11 06-10-2019
articulating the change management plan 06-10-2019 8 14-10-2019
establishing the communication management plan 14-10-2019 3 17-10-2019
implementing the project and monitoring it 17-10-2019 12 29-10-2019
devising the procurement management plan 29-10-2019 9 07-11-2019
carrying out the activities scheduled 07-11-2019 15 22-11-2019
accumulating the requirements of the project 22-11-2019 4 26-11-2019
analysing the project requirements 26-11-2019 8 04-12-2019
logical development of the project 04-12-2019 4 08-12-2019
designing of the GUI for the project 08-12-2019 4 12-12-2019
database designing for the project 12-12-2019 9 21-12-2019
physical development of the project 21-12-2019 3 24-12-2019
determining the security applications 24-12-2019 13 06-01-2020
programming 06-01-2020 4 10-01-2020
fixing up the bugs 10-01-2020 3 13-01-2020
software testing 13-01-2020 2 15-01-2020
enhancing the efficiency 15-01-2020 6 21-01-2020
testing the user acceptance criteria 21-01-2020 2 23-01-2020
project closure 23-01-2020 4 27-01-2020
transmitting the project 27-01-2020 1 28-01-2020
documenting the project 28-01-2020 4 01-02-2020
releasing the resources 01-02-2020 1 02-02-2020
Table 3: WBS
Source: (Created by the author)
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The following WBS portrays the activities that would be carried out all throughout this project in
order to complete. The table portrays the sequential breakdown of the activities along with the
time each of these activities would be taking before the project is completed successfully. Along
with this, the WBS will make it feasible for the project manager to make sure that the activities
are completed within the stipulated time provided in order to ensure timely delivery of the
project. Apart from this, it is of importance to form the WBS in order to track the completion of
the activities from time to time and make sure that the project is going in a proper way. It makes
it viable for the project manager to ensure the timely delivery of the project as well.
Risk register
Total
numbe
r of
risks
Ran
k
Risk Reasons Effect Likelihood Influence
Risk 1 One Increased
timeframe
Improper
scheduling and
imprecise data
or information
Excessive
consumption
of resources
might result
in increasing
the overall
budget of the
project or the
costs of
carrying out
the tasks
within the
project
(Heagney,
2016)
Extremely
High
High
Risk 2 Two Increased cost
and budget
Improper
management
This would
lead to
Moderate to
high
High
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of the
estimated
project budget
increase the
overall costs
for carrying
out the project
Risk 3 Thre
e
Sense of
distrust within
the developers
of the MIS
Assimilatio
n of
inaccurate
informatio
n and data
It might lead
to deduce the
returns to be
gained on the
investments
made, the
developers
might oppose
to the
execution of
the MIS and
could be
written off the
investments
made
Moderat
e
Low to
high
Risk 4 Four Deficit of
confidence
within the
client on the
development
of the MIS
Presence of
technological
faults of bugs
in the MIS
Increased
return on the
investments,
low revenue
production,
and increased
disturbance
Low Moderat
e to high
Risk 5 Five Excessive
resources
consumption
Improper
assignment of
the resources
for performing
the project
This might
lead to
increase the
operational
costs for
Low to
moderate
Moderat
e
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carrying out
the project
and outcome
in lower
revenue
generation
(Schwalbe,
2013). It also
makes it
extremely
difficult to
carry out the
list of
activities
scheduled that
to within the
given
deadline.
Risk 6 Six Technological
malfunctions
and
breakdowns
Utilisation of
obsolete or
outdated
technologies
This might
lead to
significant
damages such
as data loss
and could
result in
disrupting the
progress of
the project for
a very long
time or even
make the
Low Extremel
y high
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project
unsuccessful
Risk 7 Seve
n
Improper
communicatio
n
Lack of
teamwork and
absence of
positive
relationship
between the
project team
members
Improper
communicatio
n within the
project might
lead to
undesirable
outcomes and
delay the
timely
completion of
the project, as
it might create
obstacles
while carrying
out the project
activities.
Low Moderat
e to High
Risk 8 Eight Malware
attacks
Use of
unnecessary
links and weak
software
applications
and hardware
applications as
well
This might
tend to create
a highly
adverse
impact on the
project and
decline the
overall quality
and standard
of the project
deliverable.
Besides this,
it might also
Low Moderat
e to high
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damage the
overall
development
of the
integrated
MIS.
Table 4: Risk Register
Source: (Created by the author)
An explanation of the need for quality leadership on the project, and the role that a
successful project manager can play
Quality leadership is of utmost importance in project management. Leading a specific project to
the success requires effective leadership skills to get the work done through the team members
systematically and efficiently. Leadership is extremely important, as a project requires a clear
vision, clarification of the reason for carrying out the project. Along with this, leadership plays a
substantial role in increasing the flexibility, sharing of the knowledge, as well as boosting up
innovation to make the project successful (Meredith et al., 2017). Quality leadership in project
management lays emphasis on team development alongside motivation in order to ensure that the
diverse members entailed in the project work collaboratively with one another. Besides this,
project managers with effective leadership skills direct the stakeholders and team through a fine-
tuned study on the project in order to make them comprehend the requirements of the project.
Quality leadership is extremely essential, as it plays a crucial role in anticipating the changes and
in effectively addressing them as well. Most importantly, effective leadership is of significance
in order to nurture innovativeness, give credits, as well as assist the team members in delivering
a successful project.
Project manager is an individual who has the complete responsibilities right from the successful
initiation of the project through effective planning, appropriate designing, effective
implementation, time to time monitoring and controlling the project, as well as proper closure of
the project. The project manager has a combination is skills comprising of their ability of asking
penetrating questions, resolve the disputes, as well as detect the unstated assumptions. Besides
this, project manager is the one accountable for identifying the risks effective entailed in the
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project that might take place and its likelihood of occurrence along with the impact it might have
on the success of the project. Project manager plays an imperative role in measuring the risks
formally as well as informally all throughout the project lifecycle. Besides this, project manager
is an individual accountable for making well informed decisions. Along with this, project
manager is also required ensuring that he or she controls the risks alongside curtailing the
uncertainties involved as well (Kerzner, 2017). Each of the decisions taken by the project
manager adds up to the success of a project. Apart from this, project manager schedules the tasks
that are to be carried out for completing the project and allocate the tasks based on the expertise
and potential of the team members accordingly to ensure the effectiveness of the tasks in
contributing towards the successful completion of the project. Project manager requires utilising
PM software such as MS Project for organising the team members and tasks (Burke, 2013).
Project manager produces the charts and reports with the effective utilisation of the software.
The roles and responsibilities of a project manager in project management is as follows.
 Defining and planning the project scope
 Task planning and sequencing
 Establishing schedules
 Cost estimation
 Time estimation
 Formulation of a budget
 Documentation
 Creating reports and charts
 Risk analysis and management
 Monitoring as well as reporting of the progress
 Strategic influence
 Team leadership
 Controlling standard and quality
 Functioning with the vendors
 Scalability, portability, and interoperability analysis
 Realisation of benefits
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