project management- pulasthi kotalawala - is363 assignment

IS363-Project Management

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Student's signature: Pulasthi Madusanka Kotalawala Date: 28.11.2010

Total number of pages including this cover page. 29

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28.11.2010 Due Date 01.12.2010

Student's ID 100177100163 Class Code SOC: IS363

Student's Full Name

Pulasthi Madusanka Kotalawala

Lecturer's Name

Francis Ho

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PROJECT MANAGEMENT PLAN FOR

INTEROPERABILITY

AT

COLCHESTER INSTITUTE

01ST APRIL 2001

Table of Contents



Project Management Plan.....................................................................................................................3

Introduction...................................................................................................................................3

Abstract.........................................................................................................................................3

Project Approach...........................................................................................................................3

Scope of the project.......................................................................................................................4

Human Resource Management Plan.............................................................................................4

Cost Benefit Analysis..............................................................................................................................5

Cost Management Plan..................................................................................................................6

Project Mind Map..........................................................................................................................6

Work Breakdown Structure...................................................................................................................8

WBS Dictionary............................................................................................................................10

Gantt chart...........................................................................................................................................13

Risk Management................................................................................................................................15

Risk Management Plan................................................................................................................16

Quality Management...........................................................................................................................18

Quality Management Plan...........................................................................................................19

Communication Management.............................................................................................................20

Communication Management Plan.............................................................................................21

Conclusion...........................................................................................................................................22

References...........................................................................................................................................24

Appendix..............................................................................................................................................25

Appendix A...................................................................................................................................25

Appendix B...................................................................................................................................26

Section 01



Project Management Plan

IntroductionColchester institute offers further and higher education facilities for 10,000 full – time

and part – time students through standalone Virtual Learning Environment (VLE). Jayne Bacon, who is information and technology manager at Colchester Institute has appointed as a project manager of Joint Information System Committee (JISC) to implement interoperability in Colchester Institute’s learning systems. This report is about management approaches that Jayne Bacon follows during the project.

AbstractThis project is to investigate technical and other issues with the current VLE

“TekniCAL” and Fretwell Drowning’s EBS, which is the student record system component in a Managed Learning Environment (MLE). The project conduct interoperability plots to improve the interconnection between systems, while enhancing the operations in MLE.

Main objectives of the project as follows

Test interoperability between VLE and MLE. Data exchange between MLE to VLE. Easier the exchange of student course data. Tracking the student achievements within MLE.

Project Approach JISC set up Managed Learning Environment Steering Group (MLESG) to assist Further Education institutes to develop MLE’s. MLESG helped Colchester Institute to check feasibility of interconnection between systems. Project team consists of steering group, students group, and small team, who are working along with their current jobs in Colchester. Student group is to identify curriculum areas for the system.

Jayne used uncommon structured methodology, which have some similarities to PRINCE methodology to handle the project. According to the Jayne this structured approach having more control and focus to the project, while it able to identify clear objectives, challengers, inputs, and outputs to the system.

Project was managed with proactive communication strategies, which helped to eliminate confusions and encourage stakeholders to corporate with project. Jayne analyzed stakeholders with PEST and SWOT methods before she made alliance with them. Kick off meeting with project team and regular progress meetings with vendors helped her to have a consistent contact and exchange ideas with them.



Scope of the projectScope of the project is to achieve interoperability between systems and achieve

student course data exchange between MLE to VLE within nine months time. Intention of interoperability project is to establish the feasibility of interconnection between VLE and MLE systems within the constraints of Information Management Systems (IMS) and Further Education (FE) standards.

Scope management plan contains information relevant to the project approach. This scope management plan is known as a “Project Charter”. It contains information on roles and responsibilities of the project team and stakeholders. This shows the scope framework for the project.

(Refer appendix A for Project Charter)

Human Resource Management Plan

Human Resource Management Plan assists project manager to organize and manage the project team by assigning Roles and Responsibilities to them.

Human Resource Planning –Determine the project roles and responsibilities and document the roles and

responsibilities by assessing their skills.

Acquire Project Team –Jayne had obtained Academic Registry by employing Senior Management Team and

Head of IT services to accomplish transparency of the data. Moreover JISC put up MLSEG to conduct interoperability pilots.

Develop Project Team –Team building events organized to improve the performances of the team members

during the project.

Manage Project Team –Tracking of the team members performances by the minimum bureaucracy approach

helped to resolve issues and coordinate changers to the project performances.

Cost Benefit AnalysisCost benefit analysis must perform during the project Quality Management phase.

This analysis will give higher productivity to the project within less cost. This is increased stakeholder satisfaction, while encouraged them buy- in to the project. So the budget of the interoperability project as follows.



So the tangible cost of the project is $ 37800. Predicted first year tangible benefits of the system are $ 48000. So the Return on Investment (RIO) from the project is:

Return on Investment (ROI) = $48000 – $ 37800 *100 = 26.98%

$37800

Therefore the ROI ratio indicates that the project is profitable to the Colchester Institute.

Cost Management Plan

Purpose of the Cost Management is to complete project within approved budget. Three steps of achieve cost management plan as follows.

Cost Estimation –



Estimate cost of resources that will incur during the project development process. The project cost includes the cost for Hardware, Software, License, Infrastructure, Maintenance, Internal and External Manpower, Research on Interoperability, BCP cost etc.

Cost Budgeting –

Calculate the estimated costs of all the activities to prepare cost baseline. This cost baseline was published in the progress reports.

Cost Control –

Control the cost difference and do changers to the project budget according to the cots variation. According to the requested specification changers of the system by the Institute the cost baseline had also changed.

Project Mind Map



Work Breakdown Structure



WBS Dictionary

WBS code Activity Description1.0 Initiation1.1 Select project manager Select project manager of a Joint Information

System Committee (JISC). 1.2 Set up MLESG Managed Learning Environment Steering Group

(MLSG) to carry out interoperability pilots. 1.2.1 Conduct Interoperability

plotsImplement the interconnection between systems and Managed Learning Environments.

1.3 Report on current VLE and EBS systems

Prepare a report about institutes current systems by analyzing them.

1.4 Determine cultural issues Determine how the old system and the new system identify the cultural parameters such as gender.

1.5 Identify stakeholders Analyze stakeholders by using management tools such as PEST and SWOT.

1.6 Determine project objectives

Identify project goals and outcome.

1.6.1 Data exchange between components

Exchange data from MLE to VLE for provide study materials relevant students.

1.6.2 Test Interoperability Test interconnection between VLE and MLE1.7 Develop project scope

statement Create WBS and WBS dictionary

2.0 Planning2.1 Scope planning Define how the scope of the project arrived at2.2 Determine the project

teamDevelop project charter to identify the project team

2.3 Create activity schedule Allocate timeframe for relevant activity

2.4 Cost management plan Plan expenditure for the project

2.4.1 Cost management documentation

Prepare report on cost allocation for tasks

2.5 Determine quality standards

Employ methodological approach to ensure the quality of the final product.

2.6 Human resource planning Assign team members to their relevant positions

2.6.1 Human resource documentation

Create document for



2.7 Communication planning Determine methodologies to communicate the team members, vendors and stakeholders.

2.7.1 Communication plan documentation

Determine how and when the project progress meetings were handled.

2.8 Risk management planning

Mitigate risks that can occur during the project development.

2.8.1 Risk management documentation

Create list of risks that are analyze and identify during the Risk management planning

2.9 Test planning Form a plan to carry out hardware and software testing after the implementation.

2.10 Plan Purchase and Acquisition

Decide vendors to purchase hardware, software, and other materials.

3.0 Implementation and Testing

3.1 Execute project management plan

Gain approval to continue the project

3.2 Investigate and analyze current VLE

Examine “TekniCAL” current standalone Virtual Learning Environment (VLE) of the institute.

3.2.1 Integrate Current VLE Build interoperability with MLE.3.3 Investigate and analyze

current MLEExamine “Fretwell Drowning’s EBS” current Managed Learning Environment (MLE) of the institute.

3.3.1 Integrate current MLE Build interoperability with VLE.3.4 Implement test plan Divide testing into steps to easier the testing 3.4.1 Curriculum mapping with

VLECheck divisions of student information in the system.

3.4.2 Testing with virtual student data

Check interconnection with the MLE

3.4.3 Validate the system Validate the system to ensure quality standards.

3.5 Recommend changers & Corrective actions

Identify the changers needed and resolution for situation

3.6 Team building Give recognition, offer rewards, and motivate team members



4.0 Monitoring and Controlling

4.1 Manage project team Plan replacements for team member during their absences and holidays.

4.2 Risk review Risk review is to manage reserve by measuring risk, if there is a threat detected

4.3 Review the system Assess the functionality of the final system from the vendors end.

4.4 Approve changers Approve changers that determined during implementation stage.

4.5 Hold monthly meetings Schedule monthly meeting with vendors, stakeholders, and project team to ensure the project acquiring goals within the required time scale.

4.6 Monthly report on performances

To ensure the tasks are within the project plan and measure the progress against goals.

5.0 Closure5.1 User training Train staff by having staff development sessions

5.2 Evaluate the new system Meeting the students, who has use the new system

and discuss their experience about the new system5.3 Update the lesson learned

in knowledge baseLesson learned, methodology used during project store in the knowledge base to future references.



Gantt chart



Section 03

Risk Management

Uncertainty leads to a risk of the project. The main uncertain factor that has opportunity to arise during the project was interpretability failure. Except this main risk we have identified several risk issues that have an effect on a project.

Risk Effect MeasuresTime High • Inform deadlines and milestones week before to the project

team and stakeholders via telephone and e-mails.• Produce realistic time schedules.• Follow Business Continuity Plan (BCP) to overcome delays

due to absent of project member.• Amend the schedule according to earlier identified delays.

Communication Medium • Hold regular meetings and face to face meetings.• Implement communication plan.• Schedule monthly meetings with whole project team and

stakeholders.• Compile monthly progress report to review and monitor

the progress. • Getting clear clarification about the activities by team

members.

Quality Low • Implement test plan and adhere. • Follow structured methodological approaches to have better

control and focus on the project objectives and goals. • Place milestones for testing and implementations.• Manage the project within the time schedule.• Frequently review the project plans.

Loosing Stakeholders

High • Analyze and identify potential stakeholders.• Use proactive communication strategies to eliminate

confusion with stakeholder. • Prevent overselling the project from the beginning. • Encourage stakeholders to buy - in to the project.

Failure in Interoperability

High • Having daily backups of the work.• Share the risk with project team.



• Implement and adhere Business Continuity Plan (BCP).Human

ResourceLow • Employ experienced, knowledgeable, and skilled

individuals for the project. • Team building.• Knowledge transfer among team members to face the

situation, where the key project member leaves the group.• Train team members if necessary.

Budget Limitation

Medium • Perform cost benefit analysis prior to the implementation.• Cut down extra cost by omitting unnecessary features of

the system.• Project manager act as a Finance Manager to control all

the budgets related to the project.

Risk Management Plan

To mitigate these kinds of risk issues we have followed following risk mitigation process.



Define objectives – In this phase we are decide how to perform risk management plan, which will be using for manage risk activities of the project.

Risk Identification – Determine risks, which have impact on project. Failure the interoperability is major risk

that we are identified prior to the implementation. Other risk issue also identified during the project.

Quantify Risk –Evaluate risk by level of impact to the project and then prioritize the risk according to the

probability project objectives. So risks of the project have classified into three. (High, Medium, Low)

Risk Response –Develop options and alternative actions that can carry out to minimize the threats due to

project risks. Therefore we had shared the risks among the team members through the effective communication.

Risk Control –Implement and adhere the risk management plan for further enhancements of the

project.



Quality Management

Quality of the interoperability project was depended upon the requirements of Colchester Institute. Following are some quality aspects that have to consider throughout the project.

Quality Requirement MeasuresComplete the project on time • Divide work among small teams.

• Set up pilot groups consists of Students and Staff of the institute.

• Create work schedules.• Improve Business Continuity Plan to replace absent

project members. • Monitor activities during the project.

Effective Communication • Adhere to proactive communication strategies and plan.• Consistent contact with vendors by having regular

meetings.• Getting clear explanation about activities from project

team members. Functionality of the System • Adhering test plans end of the implementation.

• Trial testing of data exchange and interoperability took place at the end.

• Evaluate the system outcome with users.Potential Stakeholders • Identify potential stakeholders with use of PEST and

SWOT analysis tools.Reliability & usability of

system • User training and staff development sessions were took

place at the end.



Quality Management Plan

Quality of the product will determine the success of the project. So it is essential to plan to achieve better quality for the project. Project Quality Management process includes following steps.

Quality Planning –

This phase is to identify which quality standard that the project needs to comply with. We used structured methodology that has similarities to the PRINCE methodology. This quality plan is carry out during the project planning stage.

Quality Assurance –

Quality assurance determines project is conforming to rules and processors of the project. This was took place during the project execution. Quality assurance assist interoperability project to keep required conditions.

Quality Control -

In this phase has monitored whether it reached the expected quality standards and conditions. This was performed during the monitoring and controlling phase of the project development. During the trial and testing phases we are identified several quality improvements, that the system should consists of.

Moreover the above quality measures we are followed Just in Time (JIT) and Total Quality Management (TQM) techniques to improve the project quality.

(Refer Appendix B for JIT & TQM)



Section 04

Communication Management

Effective communication with project team and stakeholders ensure that the project complete on time within the budget. Following are some measures that we follow to achieve successful communication throughout the project.

• It is necessary to define roles and responsibilities for each stakeholder in the project.• Work flow of the project members had defined.• Kickoff meeting with project team took place in the morning.• Monthly meetings took place with all the stakeholders involved to project.• Deliver meeting request forms to the stakeholders to post meeting minutes. • Agenda, and meeting minutes were delivered prior to the meeting.• Only passed relevant information to the relevant stakeholders by using group e-mailing. • Store project data in a central place, where everyone can access the data. Then it is easy to recover

data after any disaster situations.• The data has protected with correct access controls with a relevant user authentication.• Meetings were arranged in a separate conference room.• Hold project status meetings with a client through regular conference calls.• Have separate conference codes to attend relevant conference calls. For example Account Status

calls consider only the growth of the project, while Delivery Review Calls just for discuss technical issues of the system.

• Store Lesson Learned, Best Practices, Issues and Risks of the project in the Knowledge Base for further references and pass the knowledge to other users.

• Held a knowledge talk to pass project knowledge among others. • Conduct Seminars and Workshops about the project knowledge to common sharing of the

knowledge.



Communication Management Plan

Communication management refers to stakeholders information and communication requirements. Communication plan consists of following aspects.

Communication Planning –Communication Planning is to identify the required information of the stakeholders. The

proactive communication strategies by the project manager Jayne encouraged stakeholders to buy-in to the project.

Information Distribution -Deliver the relevant information, which is needed by stakeholders in no time. This helped to

keep stakeholders to be on board with the project.

Performance Reporting -Report performance information of the project is to stakeholders. Reports like Status report,

Progress report, Forecasting report, and Variance report are delivered to the stakeholders. This would satisfy the stakeholders and encouraged them to buy-in for the project.

Manage Stakeholders -

Resolve the issues with stakeholders and satisfy their requirements by managing communication. So it avoids stakeholders to raise their expectations about the project outcomes too high.

Conclusion



Most of the projects are ends with many lesson learned, since it not a high technology or concept. It only gives planning for project manager to be productive during the project. So the project management planning is a not very hard methodology to follow. It is flexible planning methodology, which can use to manage small domestic project like moving house to huge professional project like test interoperability in Colchester institute.

So in the conclusion of this project management planning report I would like to summarize the research that I have done on the project with aid of simple domestic project of Going on Holiday.

The main objective of the plan is to spend holiday away from home. Similar to the Interoperability project planning the holiday out is also consists of same planning features. First and foremost I have to decide the place to travel. So I would like to select location by checking feasibility of the place to stay two days.

All the actions that I have to performed during the project are elaborate more in the Work Breakdown Structure

CostThen I think of cost of the Holiday out and check whether the cost is within my planned

budget. So I have to speak with hotel staff to know their cost for holiday out.



Risk

If the place is not vacant when I reach the place is a main risk. So I have to pay and reserve the place few days early.

Quality

I have to choose place with quality foods and accommodation to ensure the quality of the holiday out.

Communication

I have to execute better communication with hotel staff to ensure the quality of the Holiday out.

Conclusion

At the end of this little project I will pay the relevant amount to the hotel to and reserve the place.



References

Rory Burke, (2003) Project Management, Planning and Controlling Techniques, 4th edition,

Biddles Ltd, Guildford, Great Britain.

Guide to Project Management Body of Knowledge (PDF), (2010)

(http://www.unipi.gr/akad_tmhm/biom_dioik_tech/files/pmbok.pdf )Date accessed 18.11.2010

CVR/T Consulting, PMP Exam Prep,(PDF) (2010),

(http://www.cvr-it.com/Training/2035_PMP_ExamPrep.pdf ), Date accessed 20.11.2010

Roberta S. Russell and Bernard W. Taylor III., (2004)

Operations Management 3rd Edition, Prentice Hall India, New Delhi

Appendix


http://www.cvr-it.com/Training/2035_PMP_ExamPrep.pdf

http://www.unipi.gr/akad_tmhm/biom_dioik_tech/files/pmbok.pdf


Appendix AProject Charter

Project Title: Interoperability Project in Colchester Institute.

Project Start Date : 01.04.2001 Project End Date : 31.12.2010Project Manager : Jayne BaconProject Objectives : Improve Interoperability between Virtual Learning Environment (VLE) and Managed Learning Environment (MLE), while achieving student and course data exchange between systems easily.

Approach:• Set up a Managed Learning Environment Steering Group (MLESG) to conduct

interoperability pilots.• Review existing systems to indentify shortcomings.• Acquire support of small teams including students and staff of the institute.• Analyze and identify stakeholders.

Roles and ResponsibilitiesName Role Responsibilities Sign off

Jayne bacon Project Manager Planning, Controlling, Organizing, Managing Conflicts and Approving aspects of the Project

Jayne bacon

Myles Kennedy Team Lead - Human ResourceManager

Leading, motivating and guiding the team to achieve its goal and staffing the Project for Testing and Implementation

Myles Kennedy

Chris Cornell Team Member - IT Manager

Administrate interoperability pilots.

Chris Cornell

Brent Smith Team Member - QualityControl Manager

Ensure quality of the product. Brent Smith

Corry Taylor Team Member – Business Analysis

Analyze stakeholders. Corry Taylor

Gavin Rossdale Team Member Conduct interoperability pilots, Express concerns and suggestions

Gavin Rossdale

Jack Jonson Team Member Conduct interoperability pilots, Express concerns and suggestions

Jack Jonson

Joseph Duplantier Team Member Conduct interoperability pilots, Express concerns and suggestions

Joseph Duplantier

Adam Gontier Team Member Conduct interoperability pilots, Express concerns and suggestions

Adam Gontier



Comments :

Appendix B

Just In Time (JIT)

Many companies are finding that holding goods in inventory is too expensive and unnecessary. Instead, they have their suppliers deliver materials just when they are needed or just before they are needed, thus decreasing inventory to close to zero. A company using JIT must have high quality; otherwise they will not be enough suppliers or raw material to meet production requirements. A JIT system forces attention on quality.

Total Quality Management (TQM)

TQM is a philosophy that encourages companies and employees to focus on finding ways to continuously improve the quality of their business practices and products.


project management- pulasthi kotalawala - is363 assignment

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