Project Management Report: XYZ plc's Cloud Information System Project

This report presents a project management plan for XYZ plc, focusing on the implementation of advanced IT services and a cloud-based information system. The project, assigned to ABC Limited with an estimated cost of £50,000 and a six-month deadline, encompasses detailed planning, including time management, cost-benefit analysis, and stakeholder analysis. The report outlines a cost sheet, estimating project costs at £49,985 and calculating a positive cost-benefit analysis of 1.30, indicating project viability. It also identifies key stakeholders, such as Stuart Broad, Chris Woke, and James Anderson, and assesses their impact. Furthermore, the report addresses potential risks through a risk register, including higher costs, delays, and operational issues, along with mitigation strategies. Finally, it discusses project execution challenges, such as lack of clear goals and communication issues, offering solutions to ensure project success. The report underscores the importance of effective project management for timely, cost-effective, and successful IT infrastructure upgrades.

PROJECT
MANAGEMENT

Contents
INTRODUCTION.....................................................................................................................................3
MAIN BODY.............................................................................................................................................3
CONCLUSION........................................................................................................................................15
REFERENCES........................................................................................................................................16

INTRODUCTION
In order to make a project successful, this is essential for manager of project to coordinate
and complete all activities in an effective manner. The term project management can be defined
as a process of managing overall tasks and activities so that project can be finished in less time
and cost (Lippi and Mattiuzzi, 2019). The report is based on an assumption based project of a
company that is XYZ plc. This company wants to update their business in IT infrastructure and
to build a new cloud based information system. For this objective a project handling company
has been assigned for project that is ABC limited. The report consists detailed information about
project management plan including time, cost, risk factors.
MAIN BODY
Overview of project- The project is related to launching advanced IT services and cloud based
information system in a business. In this project the client company is XYZ plc as they want to
update their business services and this company assigned the project to ABC limited. The
estimated cost for this project is around 50000 pounds. Along with client company gave a
deadline for this project to ABC limited that is of 6 months. Therefore, project needs to be
finished in such time period.
Project management plan: This can be defined as a form of document that contains all necessary
information for completing a project (Suopajärvi and Kantola, 2020). This plan is used by all
members of project because it is like a blue print of all activities of project. In the context of
above company’s project, a detailed plan is prepared below in such manner:
 Time: This one of the key element of a project management plan which states that
estimated time to complete a project. It becomes essential for a project manager to
complete the project in given time period (Fleming, 2019). Eventually, success of a
project depends on this component. Herein, it is important to know that this is not only
duty of project manager to complete the project in time but also each department
becomes liable to finish their own assigned activities in given time frame. In the context
of above XYZ plc’s project, estimated time is around 6 months. Therefore, it becomes

essential for project manager to complete this project in 6 months. Any delay in this, may
lead to serval obstacles for above company as well as for client too.
 Cost benefit analysis- Cost-benefit analysis is a method employed mainly by businesses
that measures the amount of the advantages of the activity, such as financial income, in
an operation against the disadvantages, or expenses. The method is often used when
attempting to determine a course of action, and often includes monetary values for
expected revenues as well as opportunity costs in its computations. In the context of
above project, a detailed analysis of estimated cost has been done in such manner:
Cost sheet for one unit:
Particulars
Unit/
hour
Cost per
unit/hou
r Total (£)
Project management
Project manager 400 15 6000
Team members 600 2.5 1500
Hardware
Printer 30 9.5 285
Desktop 50 24.5 1225
Storage 15 15 225
System
integration/Developme
nt
Designing 150 15 2250
Testing 200 20 4000
Programming 500 40 20000
Security 350 10 3500
Employee expenses
Salary 150 40 6000
Training 100 50 5000

Total cost 49985
The above mentioned table indicates that estimated cost for this project is around 49985
pounds. This figure is nearly to 50k pounds. In this aspect, it is important for project
manager to keep the cost of operations lower as much as possible.
 Estimated benefit: It is defined as a value that can be generated through a project in
upcoming time period (Alnaggar and Pitt, 2019). This depends on quality of project that
how well a project is completed. If a project is completed in an effective manner than
there becomes a strong possibility of higher return. In the context of above company’s
project, the estimated benefit is around 65000 pounds.
Cost benefit analysis: PV of estimated benefit / PV of estimated cost
In the context of above project, there are below mentioned data on the basis of that value
of cost benefit analysis is computed in such manner-
Estimated cost 49985 Pounds
Estimated benefit 65000 pounds
Cost of capital 10%
PV of estimated cost:
49985/ (1+10%)
= 45440.91 Pounds
PV of estimated benefit:
65000/ (1+10%)

= 59090.91 Pounds
Cost benefit analysis: 59090.91/45440.91
= 1.30
On the basis of above done cost-benefit analysis, this can be find out that project will be
viable for above company. It is so because value of cost benefit analysis is positive and
they may generate higher revenues in upcoming time period.
 Stakeholder analysis: The term stakeholder analysis can be defined as a systematic
process of identifying all interested parties of a project along with their need for project
(Pollard, 2019). In this type of analysis, impact of each stakeholder on success of project
is evaluated in detailed manner. Herein, below a stakeholder analysis plan is prepared in
such manner that is as follows:
Name Department Internal/external Role/Impact Impact level
(High, medium
and low)
Stuart Broad Owner Internal The role of this
stakeholder is
to grant
permission to
start the
project. This
permission can
be given by
signing on
project charter
or document.
Higher

James
Anderson
Supplier External This
stakeholder has
a significant
role. It is so
because any
fluctuation in
prices of
equipment may
lead to
increased cost
of various
kinds of
operation of
this project.
Medium
Chris Woke Project
manager
Internal This
stakeholder is
one of the key
stakeholder.
The role of this
stakeholder is
to manage
overall
activities and
operations so
that project can
be finished in
less time along
with in limited
cost of
operations.
Higher
Ben Stokes Finance Internal This Medium

manager stakeholder
can affect to
success of
project. It is so
because
finance
manager has an
important role
to use available
financial
resources in a
manner so that
project can be
completed in
given time
period (Andres
Imaz, 2020).
Mark Wood Operation
manager
Internal This
stakeholder has
the role of
completing all
the tasks and
activities in a
proper manner
so that quality
of project can
be managed.
Along with this
stakeholder is
responsible to
keep an extra
Medium

sight of eye
over project’s
progress and
task
compilation.
James Trade
well
Labor union External This
stakeholder
can also impact
to project. It is
so because if
labor union
increase their
prices then
company may
face issue of
higher cost of
labor. Along
with any strike
by labor union
can also affect
to project’s
success.
Medium
 Risk- In completing a project, there can be a range of risks which need to addressed
during or before completing the project. Any delay in this process may lead to huge
financial loss to company or project. Basically, the term risk can be defined as possibility
of any unfavorable event that can affect progress of a project. In order to overcome from
risk in a project, managers prepare risk register.

Risk register is a form of document that categorize different types of risk in a sequence in
accordance of their impact (Poston and Richardson, 2019). Along with in this register
detailed information about strategies is mentioned so that risk can be reduced. In the
context of above project, below a risk register is prepared that is as follows:
Risk Department Possibility Impact Cause Strategy to
overcome
Higher cost Finance 4 5 This type of
risk can
evolve in
above
project due
to many
reasons.
Such as
sudden rise
in price of
material by
supplier or
failure of
any activity.
In order to
overcome this
type of risk, it
is essential
for project
manager to
acquire
needed
material from
a supplier
who is
offering
goods at
lower cost as
compared to
others. This
can be done
by doing
proper
comparative
analysis of
prices of
different
suppliers.
Delay in Operation 4 5 The reason This type of

project
finishing
of this risk
can be
ineffective
management
by project
management
or unskilled
employees
who may
take longer
time to
complete a
simple
activity.
risk can be
reduced or
overcome by
effective
management
of all kinds of
activities and
operations by
project
manager. In
order to do
so, it is
essential for
project
manager to
hire more
skilled and
qualified
employees so
that they can
finish the
project in less
cost and time.
Improper
utilization
of
resources
Operation 5 4 This type of
risk can
occur in
above
project due
to lack of
monitoring
over
In order to
overcome this
risk, it is
essential for
project
manager to
assure that
there is

project’s
activity and
tasks by
operational
manager.
Due to
which,
employees
may reduce
their
efficiency to
finish the
project or
usage of
available
financial
and non-
financial
resources.
proper
monitoring
over different
task and
activities by
operational
managers.
Accident
on site
Human
resource
4 4 In the
context of
above
project, this
type of risk
can raise
because of
different
reasons such
as technical
fault of a
machinery
This form of
risk can be
reducing by
doing health
insurance of
employees as
well as
assigning
employees for
different tasks
as per their
skills and