project management

project management

Paper 2 / Final Report:

PROJECT MANAGEMENT PLAN

Congratulations! The project sponsor has approved your business case. You are to proceed to the next step: develop a project management plan.

The project management plan is a stand-alone document that the Project Sponsor will use to assist in obtaining Project Stakeholder sign-off. Amongst other things, it presents the concept, notes the project’s feasibility and sustainability, and indicates how risk and quality levels will be identified and addressed.

Because the advancement of your project could really depend on this plan, you’ll want to make sure that it is as succinct, accurate, informed, and of course, as professionally presented as possible.

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Submission Details

Word Count

Maximum 10,000 words – including tables and diagrams but excluding appendix

Due Date

Week 11 – Friday, 5:00 pm (CST)

Value

25% of final mark

Format and delivery

Your submission needs to be professional presented and reflect the following format:

· Single, MS Word document (Note: Any attachments will not be marked.)

· Only one submission per group. The APM in Week 11 is to submit.

· In the header/footer of each page, include the following: page number, group name, group members’ surnames & student numbers (e.g. Group X: Hetfield -123456, James – 654321, etc.)

· Line spacing at 1.5

· 2cm margins

· Font size 12 Arial

· Nominate who worked on each section of the report in each heading, (both in table of contents and in body of document.)

· Follow the assignment outline and number accordingly.

· When referring to a supplementary document (e.g., Gantt Chart), do not simply state “see appendix”; rather, provide a summary as relates to the section and put in appendix.

· When listing and describing specific points, minimise the use of narrative; rather, note them in a bullet-pointed format.

Group Work in an Academic Environment

As part of the unit’s Learning Objectives (4. Demonstrate an ability to function effectively in a multi-cultural, multi-disciplinary project group, as a team leader as well as a team member), you will be working as a group, which is specifically relevant to the subject since no project in “the real world” is done in isolation. Except for very small and minor projects, one individual does not have the time, but mainly, the expertise to manage all aspects of a project. As such, an important part of learning about project management is to learn how to work as part of a team.

A Student Group Contract is also required for this project. This Contract must be submitted in Week 5 by the group member who is the Acting Project Manager in that week. This Contract does not form part of the fictitious contract but ensures that your student group is formed, a topic is chosen, etc. Please see Student Group Contract pro-forma under “Assessments” on Learnline.

Your report will be assessed as a group, the marks from your Assignment 2 submission may be scaled depending on what each group member writes in their individual assessment of group work.

I strongly recommend using your group discussion board as the primary means of communication if you cannot meet in person.

Some tips for group work:

· Be open to compromise, each person’s opinion is as valid to them as yours is to you.

· Divide the tasks evenly amongst your group. Make use of individual group member’s skills.

· Keep minutes of all meetings and circulate after each meeting. That way, there can be no confusion as to who is to do what task.

· Choose a form of communication that suits all members, not just the majority. If in doubt, use the Group Discussion board as the default.

· It is important that each group member does his/her share of the work. Try to meet your requirements, but if possible, avoid doing work for other people. If one person is doing too little work and you are in danger of not being able to complete the set work, first try and rectify the problem in a group meeting. If unsuccessful, contact the lecturer.

In the first few weeks, the size and makeup of each group may change as late students enroll in the unit and others drop out. Any major disruption to groups will be taken into account when assessing the first submission.

As this is a group project, only one submission per group is required for the Progress Report. It is the responsibility of the group member who is Acting Project Manager on the due date to ensure the submission is made. The submission must be a Microsoft Word file. Submissions containing multiple files or files other than the specified file type will not be accepted. The only exception is that you can submit a Microsoft Project file containing your Gantt chart if you wish.

Use the following structure for your report with sub-headings as appropriate:

1. Assessment Cover Sheet

2. Title Page

a. Project title

b. Group details presented in a table with names, student numbers and APM period (with corresponding dates)

3. Table of Contents Page

· In addition to writing names against the headings in the body of the document, Next to each heading, note the name of each person that contributed to that section, e.g. 4. Executive Summary – John Doe, Jane Doe.

· Include listing for graphs, charts, pictures, etc.

4. Executive Summary, with:

a. Project Justification – why the project is necessary.

b. Project Aim – what the project sets out to achieve.

c. Project Scope – inclusions, exclusions, constraints, assumptions, and key deliverables of the project.

d. Purpose of the Project Management Plan – how this specific document relates to your project, and what it covers.

5. Background

a. Describe the issue or problem the project is set to address.

· Provide sufficient detail to prove that the project is not misguided, (i.e. recognise project’s constraints and context).

· Don’t just list the
details – explain to the reader how and why they are related to the project.

b. Describe how and why existing or similar approaches, products, technologies and/or projects might be applicable and/or relevant to your project.

· Use a table to indicate how these projects are similar.

6. Evaluation of Alternatives – (Note: Depending on what alternatives were considered, it may make more sense to include this section before, within, or after, the ‘Project Concept’ section. This is up to you.)

a. Briefly describe the alternative projects that were presented for evaluation (your group’s weighted scoring model that you complete to choose this project)

b. Briefly explain and justify the criteria, rankings, weightings, and rating schemes used in developing the Project Selection Matrix.

c. Present the final Project Selection Matrix developed for the evaluation.

d. Provide a summary and analysis of the outcome.

7. Project Concept

a. Describe the project. Include whatever pictures, sketches and/or drawings that you think best convey the project concept. Start with an overview and then discuss the various aspects and components in more detail. Mention the basic elements required to complete the project (e.g. for a construction project you’d provide a general list of materials, functionality, required equipment, etc.)

b. Project objectives

c. Project requirements and deliverables – both documentation and project.

d. Project Key Performance Indicators – (Identify at least 5 KPIs.)

8. Project Feasibility

a. Discuss the feasibility and sustainability of the project, and identity key areas of strength and weakness.

b. Approval requirements

c. Project assumptions – (Identify at least 5 assumptions.)

d. Known constraints – (Identify at least 5 constraints.)

e. Possible improvements – (Identify at least 5 improvements.)

9. Project Stakeholders Management:

a. Describe the specific target(s) / users of your project, including:

· Who would use it?

· What would they use it for?

· How would they use it?

· (This is where you establish the suitability & fit of your project.)

b. Project Stakeholder Map

c. Stakeholder analysis including risk analysis

d. Project organisational chart

e. Communication Matrix

f. Other information related to HR and Communications Management:

· Change control processes

· Enterprise Environmental factors

· Organisational process assets

· Stakeholder communication requirements

· Info to be communicated (format, content and level of detail)

· Person responsible for communicating info

· Methods of communication (e-mail, fax, etc.

· Frequency of communication (daily, weekly…)

· Escalation process (for issues that can not be dealt with at a lower level)

· Methods for updating and refining communication plan

10. Project Schedule Management:

a. Schedule milestones

b. Project WBS to 3 levels (with activity list, activity attributes)

· Activity lists

· Activity attributes

· Milestone lists

c. Project Gantt Chart
(MS Project 2010 or other PM software) –This can be attached in report form )

d. Describe how the schedule will be managed during the project

e. Other information related to time management:

· Project schedule network diagrams (which used if applicable)

· Resource breakdown structure

· Model data schedule

· Change Control documents (though these can come much later in the semester)

· Level of activity listed

· Activity resource requirements

· Enterprise environment factors

11. Project Cost Management:

a. First pass estimated costs of the ‘real-world’ construction in Australian dollars. Costs need only be approximate for large-scale projects.

b. Provide justification or basis for cost estimates. Where did your numbers come from?

c. Describe how the costs will be managed during the project.

d. Other information related to cost management:

· Change control processes

· Tools for estimating (Software, prior projects, estimating, Rawlinsons Handbook, etc.)

· Rough order of Magnitude (ROM) – what are the parameters?

· Tools and techniques used for estimating

· Cost baseline parameters

· Variable costs vs. fixed costs?

· Specific performance measures (EV, CPI, etc.) and their acceptable parameters

· Enterprise environmental factors

· Marketplace conditions

· Commercial databases

· Organisational process assets

· Cost estimating policies (does organisation have a policy on 
estimating?)

· Organisation’s cost estimating templates

· Historical info, prior files, existing knowledge, etc.

· Project scope statement

· Constraints that can limit cost estimating

· Delivery dates

· Skilled resources

12. Project Quality Management:

a. Briefly describe the quality items that will be measured during the planning, executing and monitor/control phases of the project. (Identify at least 7 quality items.)

b. Briefly explain and justify the measurable items and units of measure in a Quality Definition Table.

c. Present the final Quality Definition Table developed for quality management.

d. Provide a summary and analysis of the outcome.

e. Other information related to Quality Management:

· Change control processes

· ISO

· Total Quality Management

· Six Sigma

· Cost Benefit Analysis – cost-benefit tradeoffs

· Benchmarking – comparing actual with others

· Design of Experiments – statistical method for developing optimal conditions

· Cost of Quality (COQ) – cost incurrent for preventing non-conformance

· Additional quality planning tools – such as matrix diagrams, etc.

· Quality Management Plan – how it will be done and addresses

· Quality 
control and quality assurance (if relevant)

· Group Work Activities

· Brainstorming

· Benchmarking

· Charting processes

· Ranking

· Defining control

· Undertaking Benefit/Cost Analysis

· Processes that limit and/or indicate variation

· Control charts

· Flowcharts

· Histograms

· Pareto charts

· Scattergrams

· Run charts

· Others

· Validity of the methodology

· Change management approaches and strategies

· Adherence to review and acceptance procedures

· Resolution of emerging issues
o Monitoring of progress

· Engaging appropriate project personnel and skills

· Maintenance of documentation and records

· Outputs that meets agreed customer requirements

· Adherence to budget within time and cost

· Quality metrics – how it will be measured

· Process improvement plan

13. Project Risk Management:

a. Complete a risk register for the project including development issues and operational issues. (Identify at least 5 risks.)

b. Provide the risk matrix

c. Discuss the organisational risk attitude that has been applied in making the risk decisions.

d. Other information related to Risk Management:

· Risk management planning

· Risk identification

· Qualitative risk Analysis

· Quantitative risk analysis

· Risk response planning

· Risk monitoring and control

· Risk analysis techniques used

· Risk acceptance parameters/criteria

· Risk categories

· Change control processes

· Enterprise Environmental factors

· Risk tolerance, etc.

14. Project Procurement Management:

a. Briefly describe the various types of required contracts

b. Provide the make-or-buy analysis

c. Other information related to Procurement Management:

· Plan purchases and acquisition

· Plan contracting

· Request seller responses

· Select sellers

· Contract administration

· Contract closure

· Evaluation criteria

· Weighting system

· Screening system

· Seller rating systems

· Proposal evaluation techniques

· Risk acceptance parameters/criteria

15. Conclusion

16. References

Must be CDU Harvard method, with correct formatting refer to: http://www.cdu.edu.au/library/downloads/pdf/CDUHarvardReferencing.pdf

17. Attachments

a. Copy of Project Proposal

b. Copy of your Group Contract

PMO201 – Assignment 2 / Final Report: Project Management Plan 9