website design, development and implement academic project
TRANSCRIPT
SUMMER JOB WEBSITE FOR CAPE COD CHAMBER
PJM6910 – Capstone Reekita Shah Alias Gala
Summer Job Website for Cape Cod Chamber of Commerce
Northeastern University
SUMMER JOB WEBSITE 1
VERSION CONTROL
Date Version # Section(s) Updated Sponsor
Signature
Project Manager
Signature
February 7,
2016
Version
1.0
1. Executive Summary
2. Scope Management 3. Schedule & Time Management 5. Cost & Budget Plan
Xyza Xybz
February 21,
2016
Version
1.1
2.3. Stakeholder Register
2.4. Scope Baseline Statement 3.1. Milestone List
3.2. Summary of Schedule 3.3. Schedule Baseline Statement 4. Communication Plan
4.1. Communication Responsibilities 4.2. Contact Information
4.3. Communication Matrix 5.1.3. Project Budget 5.2. Cost Baseline Statement
12. Ethics Statement
Xyza Xybz
March 6, 2016 Version 1.2
5.1.3. Project Budget 5.2. Cost Baseline Statement
5.3. Contingency Funding & Plan 6. Risk Management Plan 7. Quality Management Plan
11. Integrated Change Control
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March 20, 2016
Version 1.3
2.1. Scope Statement 2.2. WBS
2.4. Scope Baseline Statement 3.1. Milestone List 3.2. Summary of Schedule
3.3. Schedule Baseline Statement 5.1. Project Cost Statement
5.1.3. Project Budget 5.2. Cost Baseline Statement 5.3. Contingency Funding & Plan
8. Performance Evaluation Plan 9. Procurement Management Plan
10. HR Management Plan 14. Appendices
Xyza Xybz
April 2, 2016 Version
1.4
12. Closing Activities Plan
Xyza Xybz
SUMMER JOB WEBSITE 2
Table of Contents
1. EXECUTIVE S UMMARY ..................................................................................................................................................... 4
2. SCOPE MANAGEMENT ....................................................................................................................................................... 5
2.1. Scope Statement .................................................................................................................................................................. 5
2.2. W BS....................................................................................................................................................................................... 6
2.3. Stakeholder Reg ister ........................................................................................................................................................... 7
2.4. Scope Baseline Statement ................................................................................................................................................ 11
3. SCHEDULE & TIME MANAGEMENT .........................................................................................................................12
3.1 Milestone List...................................................................................................................................................................... 12
3.2. Summary of Schedule ....................................................................................................................................................... 12
3.3. Schedule Baseline Statement........................................................................................................................................... 12
4. COMMUNICATION PLAN ................................................................................................................................................13
4.1. Communication Responsibilit ies .................................................................................................................................... 13
4.2. Contact Informat ion .......................................................................................................................................................... 13
4.3. Communication Matrix .................................................................................................................................................... 14
5. COS T & BUDGET PLAN ....................................................................................................................................................16
5.1. Pro ject Cost Statement ..................................................................................................................................................... 16
5.1.1. Cost Estimat ion Approach .................................................................................................................................. 17
5.1.2. Assumptions .......................................................................................................................................................... 17
5.1.3. Pro ject Budget....................................................................................................................................................... 17
5.2. Cost Baseline Statement ................................................................................................................................................... 18
5.3. Contingency Funding & Plan .......................................................................................................................................... 18
6. RIS K MANAGEMENT PLAN ...........................................................................................................................................19
6.1. Pro ject Summary and Object ives.................................................................................................................................... 19
6.2. Risk Planning ..................................................................................................................................................................... 19
6.2.1. Roles and Responsibilit ies .................................................................................................................................. 19
6.2.2. Risk Identificat ion Process ................................................................................................................................. 19
6.2.3. Risk Analysis and Priorit izat ion ........................................................................................................................ 19
6.2.4. Risk Response Process ........................................................................................................................................ 20
6.3. Risk Identificat ion ............................................................................................................................................................. 20
6.3.1. Risk Categories ..................................................................................................................................................... 20
6.3.2. Risk Register ......................................................................................................................................................... 20
6.4. Risk Analysis ..................................................................................................................................................................... 23
6.4.1. Qualitative Analysis ............................................................................................................................................. 23
6.4.1.1. Risk Calculation Score ..................................................................................................................................... 23
6.4.1.2. Probability and Impact Matrix........................................................................................................................ 23
6.4.2. Quantitative Analysis........................................................................................................................................... 24
6.4.2.1. EMV Analysis ................................................................................................................................................... 24
6.4.2.1. PERT Analysis .................................................................................................................................................. 24
6.5. Risk Response .................................................................................................................................................................... 25
6.5.1. Risk Response Matrix.......................................................................................................................................... 26
6.6. Risk Monitoring and Control .......................................................................................................................................... 28
6.6.1. Tools and Techniques .......................................................................................................................................... 28
6.6.1.1. Status Reports.................................................................................................................................................... 28
6.6.1.2. Contingency Reserves...................................................................................................................................... 28
6.7. Lessons Learned ................................................................................................................................................................ 28
7. QUALITY MANAGEMENT PLAN..................................................................................................................................28
7.1. Introduction ........................................................................................................................................................................ 28
7.1.1. Purpose of Project Quality Management Plan................................................................................................. 28
7.1.2. Pro ject Quality Management Plan Objectives ................................................................................................. 28
7.1.3. Quality Management Approach ......................................................................................................................... 29
7.2 Organization and Management ........................................................................................................................................ 29
7.2.1. Sponsor Quality Standards (Chamber) ............................................................................................................. 29
7.2.2. Responsibilities and Tools .................................................................................................................................. 29
7.3. Quality Assurance ............................................................................................................................................................. 30
7.3.1. Quality Assurance Responsibilit ies ................................................................................................................... 30
SUMMER JOB WEBSITE 3
7.3.2. Quality Review and Audit Procedure ............................................................................................................... 30
7.3.3 Quality Assurance Table...................................................................................................................................... 31
7.4. Quality Control .................................................................................................................................................................. 32
7.4.1. Quality Control Responsibilities ........................................................................................................................ 32
7.4.2. Quality Control Table .......................................................................................................................................... 33
7.5. Quality Metrics .................................................................................................................................................................. 35
8. PERFORMANCE EVALUATION PLAN.......................................................................................................................36
9. PROCUREMENT MANAGEMENT PLAN ...................................................................................................................37
10. HR MANAGEMENT PLAN .............................................................................................................................................40
10.1. RAM .................................................................................................................................................................................. 40
11. INTEGRATED CHANGE CONTROL ..........................................................................................................................44
11.1. Purpose of the Change Management Plan .................................................................................................................. 44
11.2. General Policy ................................................................................................................................................................. 44
11.3. Change Management Process ....................................................................................................................................... 45
11.4. Change Control Procedures ........................................................................................................................................... 45
11.5. Detailed Actions and Responsibilities for Change Requests................................................................................... 45
11.6. Validate and Analyze Impact of Change Requests ................................................................................................... 46
11.7. Change Control Board .................................................................................................................................................... 47
11.8. Change Control System.................................................................................................................................................. 48
11.8.1. Change Request Form Template ..................................................................................................................... 48
11.8.2. Change Management Log ................................................................................................................................. 49
12. CLOS ING ACTIVITIES PLAN .......................................................................................................................................49
12.1. Closing Processes............................................................................................................................................................ 49
12.2. Closing Procurements..................................................................................................................................................... 49
12.3. Final Project Report Template ...................................................................................................................................... 50
12.4. Lessons Learned .............................................................................................................................................................. 53
12.4.1. Project Lessons Learned Template ................................................................................................................. 53
12.4.2. Project Team Lessons Learned Template ...................................................................................................... 54
12.5. Team Performance Evaluation Template .................................................................................................................... 56
13. ETHICS STATEMENT ......................................................................................................................................................56
14. APPENDICES ........................................................................................................................................................................58
14.1. Cost Variances ................................................................................................................................................................. 58
14.2. Schedule Variances......................................................................................................................................................... 59
SUMMER JOB WEBSITE 4
1. EXECUTIVE SUMMARY
CAPE COD-Chamber of
Commerce
http://www.capecodchamber.org/
Cape Cod Chamber of Commerce is
a convention and visitors bureau.
Contact us by mail:
Cape Cod Chamber of Commerce
5 xyz Page Way
Centerville, MA 02632
Contact us by phone:
508-362-3228 or 1-788-33 CAPECOD
Contact us by email:
Financial Information
Finalized budget of $75,000 further
information will be discussed in cost
statement.
Sponsor Name:
Connie Emerson
Founder Team:
The Chamber is a private, not for profit
entity governed by a board of directors
elected by our 1,300+ member
organizations.
Summary
The Cape Cod Chamber of Commerce is dedicated to helping Cape Cod visitors make the
most of their vacation experience. The professional staff members are happy to suggest
suitable accommodations, restaurants, transportation services, visitor attractions and more.
Purpose
The Cape Cod Chamber of commerce is concerned with ensuring that small business
employers catering to the tourist industry (i.e. restaurants, kayak and bicycle rental, beach
concessions, boutiques, variety stores, etc.) are able to find qualified seasonal employees for
the summer tourist season, typically high school and college students as it would affect the
tourist visiting Cape Cod for their vacation. These businesses are not able to use search
engines like Monster, Indeed, JustHired – in fact, many of the business owners are limited in
their knowledge of computer applications.
Solution
Define, plan, design and implement a web application for small business employees to
advertise jobs and recruit high school and college students for the summer tourist season.
This application will facilitate communication between employers and employees. It will
also be linked to the existing chamber website.
Mission Statement
To create a website that would help small businesses catering to the tourist industry find
employees for the summer season, in order to achieve 99% visitors’ satisfaction.
Vision Statement
This web application will help all small business owners find employees for the summer
tourist season thereby increasing visitor satisfaction This will be accomplished by
demonstrating successful campaign awareness with the help of marketing strategies and
implementing best business development practices .
Target Market
100% High school and College students .
Competitors
Four main competitors: Monster, Indeed, Just-Hired and Craig List.
Marketing Strategy
We will market on social media, mass media, distribute Pamphlets, email schools and
colleges, high school and college campuses as well as at the Chamber of Commerce building
and website.
Revenue Model
Funded, in part, by the Massachusetts Office of Travel & Tourism. As a not-for-profit
organization, the role of the Cape Cod Chamber of Commerce is to support and promote the
business community of Cape Cod. This project is not expected to generate any revenue.
Funding
Initial cost of $75,000 from Cape Cod Chamber of Commerce.
SUMMER JOB WEBSITE 5
2. SCOPE MANAGEMENT
2.1. Scope Statement
1.0 Project Scope
Project Scope Includes:
The purpose of this project is to define, plan, design, build and implement a website for small
business employees to advertise jobs and recruit high school and college students for the
summer tourist season. Project planning will begin on January 10, 2016 to be completed by
April 2, 2016. Project execution will begin on April 4, 2016 to be completed prior to October 10,
2016. The project budget is $72,808.
The project deliverables include:
1. Project Management
2. Requirements Documentation
3. Kickoff Meeting
4. Website Design
5. Test Plan
6. Website Development
7. Training Development
8. Job Aids
9. Campaign Awareness
2.0 Project milestones
Planning Complete - Mon 2/15/16
Kickoff Meeting Complete - Tue 2/23/16
Requirements Approved - Fri 4/5/16
Design Approved - Mon 4/18/16
QA Signoff Obtained - Fri 6/10/16
UAT Signoff Obtained - Tue 6/28/16
Website Complete - Mon 7/11/16
Training Session Complete - Mon 10/10/16
Campaign Completed - Tue 9/6/16
Project Signoff Completed - Wed 10/12/16
Website Project Completed - Fri 10/14/16
3.0 User acceptance criteria
● Website can be launched from the Chamber of Commerce website.
● Job seekers can upload resumes to the site.
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● Job seekers can search for and apply for jobs.
● Business owners can download and save resumes.
● Business owners can post jobs.
● Job seekers and business owners can communicate back and forth.
● Job aids distributed to employers and chamber staff.
● Website training will be provided to chamber staff and small business employers.
4.0 Project boundaries or exclusions
● Ongoing training will not be provided beyond Chamber Annual Meeting.
● Ongoing website maintenance is not included.
● Hardware updates are not included.
● Employers will be responsible for entering job information.
5.0 Project constraints
● Project must be completed within the approved budget of $72,808.
● Project must begin on 4/4/2016.
● Website must be completed by Chamber Annual Meeting date (10/10/2016).
● Website quality must meet project quality plan.
2.2. WBS
Presented below are the high and low level project deliverables.
1 Project Management
1.1 Project Planning
1.2 Project Budget
1.3 Project Schedule
1.4 Project Procurement
1.5 Kickoff Meeting
2 Project Requirements
2.1 Business Requirements
2.2 Non-Functional Requirements
2.3 Technical Requirements
3 Website Design
3.1 Website Layout
3.2 Website Content
3.2.1 Content Design
4 Website Development
5 User Accounts
6 Website Procurement
SUMMER JOB WEBSITE 7
7 Quality Assurance Deployment
7.1 Website Test Plan
7.1.1 QA Testing
7.1.2 UAT Testing
8 Production Deployment
8.1 Website Launch
8.2 Final Testing
9 Training Development
9.1 Training Materials
9.2 Job Aids
10 Annual Meeting
10.1 Venue Selection
10.2 Caterer Selection
10.3 Meeting Day
10.4 Meeting Day Activities
10.5 Training Sessions
11 Campaign Planning
11.4 Campaign Implementation
12 Project Monitoring and Controlling
12.1 Verify Project Scope
12.2 Review Project Costs
12.3 Review Project Schedule
12.4 Create Monthly Report
13 Project Closure
13.1 Project Signoff
13.2 Lessons Learned
2.3. Stakeholder Register Based on our stakeholder analysis, we were able to identify and categorize a number of project
stakeholders as shown on the following pages.
Stakeholder
Position/Role
Type of
Stakeholder
Stakeholder
Expectation(s)
Stakeholder
Interest(s)
Influence on
Project Result
Stakeholder Management
Strategies
Connie Emerson -
Sponsor (Provides
resources and sets
project schedule
Internal
The project is executed
within the scope,
schedule and budget.
Periodic updates on
project status
High Supporter
Provide status updates and solicit
feedback to ensure that their
requirements are being met and
that any changes in requirements
are captured and actioned.
Method/Frequency:
Face to face meeting/Weekly
Email/Bi-weekly
SUMMER JOB WEBSITE 8
Cape Cod Chamber
of Commerce
Leadership Group
Internal
Expect a fully functional
website with availability
to Chamber employees
High Supporter
Provide a project plan and
strategies for hiring employees.
Communicate project status
updates.
Method/Frequency
Email/Bi-weekly
Meeting/Weekly
Small Business
Employers (Users of
the website)
Internal
Access to a website
where they can post jobs,
accept resumes and
communicate with
applicants. Periodic
status updates
High Supporter
Include users in requirements and
UAT to ensure that the final
product is acceptable to them.
Provide project status updates and
solicit feedback.
Method/Frequency: Email/Every 2
weeks or As Needed
Job Seekers/Students
(Users of the website) External
Access to a website
where they can search
for jobs, apply for jobs
and communicate with
employers
High Supporter
Include users in requirements and
UAT to ensure that the final
product is acceptable to them.
Provide project status updates and
solicit feedback. The chamber will
coordinate with a number of
colleges and high schools to get a
sample set of students to represent
this stakeholder group. All
communications involving them
will be passed back and forth
through the schools.
Method/Frequency:
Email/As Needed
Business Analyst
(Collecting business
requirements from
stakeholders)
External
Be informed on all
relevant project
stakeholders for which
requirements need to be
solicited
High Supporter
Send project status, stakeholder
updates, scope changes,
requirement changes
Method/Frequency:
Email/Weekly or As Needed
Project Manager
(Manages objectives
of the project, and
stakeholders
External
Resources will be
provided for the project.
Project team will update
on any obstacles or
progress impediments.
Requirements changes
will be immediately
communicated.
High Supporter
Remove any obstacles for the
success of the project by
conducting daily team meetings.
Method/Frequency:
Meetings/Daily
Emails/Weekly
Project Team
Members External
Keep informed of all
project activities; Expect
support from the project
manager on any
obstacles or progress
High Supporter
Stay in close communication;
Keep informed of all project
activities. Ensure participation in
weekly project meetings and copy
on all status reports.
Method/Frequency
Meetings/Weekly
Emails/Bi-Weekly
SUMMER JOB WEBSITE 9
Site Developers
(Responsible for
building out the
website)
Internal
Access to systems and
tools necessary for
building out the site.
Knowledge of all
requirements including
new and changing.
High Supporter
Schedule status meetings to
communicate any requirements
changes and check development
progress. Method/Frequency:
Face to face & conference call /
Twice a week
Technical
Writer(develops
training material with
training department
and job aids)
External
Would expect to be
informed of key
deadlines of when their
work needs to be
completed. Be informed
on relevant stakeholder
requirements
High Supporter
Facilitate close communication
between technical writer and
training department as these
stakeholders will work closely
together to meet deadlines. Copy
on milestone dates reports and
request that training department
include on training specific
reporting. Method/Frequency
Emails / Weekly or Monthly
IT (provides IT
technical support) Internal
Would expect to be
informed of key
deadlines of when their
work needs to be
completed. Be informed
on relevant stakeholder
requirements
High Supporter
Send project status update and
information on technical
developments and support.
Method/ Frequency:
Email/Monthly or As Needed
Marketing
Team(Creates and
Implements
Awareness campaign
Internal
Be informed of key
completion deadlines
and relevant stakeholder
requirements.
High Supporter
Keep involved during the entire
process as the marketing data for
the campaign will be gathered at
various points in the project and
copied on status reports
Method/Frequency
Email/Weekly or As Needed
Training (Develops
training plan and
materials for website
with the assistance of
the Technical Writer.)
Internal
Heavily involved
throughout the project
especially during the
website testing phase
High Supporter
Facilitate close communication
between technical writer and
training department as these
stakeholders will work closely
together to meet deadlines. Copy
on all training related
correspondence
Method/Frequency
Email/As needed
Testing Team
(conduct QA testing
and User Acceptance
Testing)
Internal
Expects least amount of
errors encountered.
Access to website to test
the functionality
High Supporter
Include users in requirements and
UAT to ensure that the final
product is acceptable to them.
Provide project status updates,
consult with BA and solicit
feedback. Method/ Frequency:
Email/Weekly or As Needed
Compliance
Governance Team
(verifies content and
website/application
process and training
standards)
Internal
Access to review
website/application
process and training
standards
High Supporter
Keep compliance governance team
informed with project status
updates, and testing schedules.
Method : Email Frequency : Every
2 weeks
SUMMER JOB WEBSITE 10
Database Manager
(maintains website
database)
Internal
Available storage for
database and updated
software requirements.
Access to IT status
reports
High Supporter
Provide updates on project status.
Facilitate close communication
with IT, Technical writer and site
developer. Method: Emails and
Meetings Frequency: Weekly or
As Needed
Domain providers
(provide domain that
will be used for the
new site)
External
To be notified of the
domain requirements
such as name and the go
live date
High Supporter
Send project status updates with
go live timeline. Method: Email
Frequency: As Needed
Webhosting service
provider (responsible
for hosting the new
site)
External
To be kept updated on
the hosting server size
requirements and go live
date
High Supporter
Send project status updates
including server size requirements
as they change with go live date.
Method/Frequency:
As Needed
Other job search
engines (Monster
Indeed, Glassdoor
etc.)
External
As competitors they
would rather be in
business with small
business owners
High Opposed No direct communication required
Chamber website
support staff (adding
new website link to
the current chamber
site)
Internal
Notification on when
new site should be added
to the chamber site
Medium Neutral
Send project status update.
Method: Email Frequency: Once a
month
School &Colleges
(notifying students of
job listings)
External
Students will get placed
for summer employment.
They will receive
notification of site
availability date and
access to the site. Future
job notifications
High Supporter
Facilitate close communication
with the High schools and colleges
about site availability and
requirements. Manage
communication with career
centers and develop working
relationship between Chamber
and career offices. Method:
Meetings Frequency; Once a
month and 2 in person meetings.
Chamber of
commerce HR
Department
(Providing HR
Services)
Internal
Review of compliance
documents for
consistency with
employment, HR and
labor laws. Provides job
descriptions
High Supporter
Conduct meetings and provide
project updates as it relates to
website content and job
descriptions to ensure HR
compliance. Method: Meetings
Frequency: Weekly
Legal (reviews all
legal documents and
requirements)
External
Access to project
requirements and
compliance documents
High Supporter
Provide project requirements and
updates related to changes in
requirements as well as
compliance documents. Method:
Email & Meetings Frequency:
Weekly or as necessary
Tourists(Area
Visitors) External
To have access to
entertainment, dinning
and use of facilities
Low Neutral No direct communication required
SUMMER JOB WEBSITE 11
2.4. Scope Baseline Statement
The scope baseline is used as a reference point for measuring, monitoring and controlling the overall project scope. The baseline for this project which is reflective of the project scope was set on March 3, 2016.
Changes to the scope baseline can happen as a result of the following:
Additional tasks or work packages.
Scope change requests or additions from the project sponsor.
Technological changes.
Changes to regulatory laws.
Any changes to the project scope will be made only after approvals have been sought using the
established change control process. Once the changes have been approved and relevant stakeholders have been notified, then the scope baseline will be reset to reflect the new changes.
Venue (Host of the
event) External
Informed of location
needs requirement for
the Business meeting and
training. Notifications of
date and time
Medium Supporter
Develop contract for venue/site.
Conduct a walkthrough meeting
and provide regular
communication with event status
updates. Method: Email &
meeting Frequency: 2 meetings
and emails as necessary.
Caterer (provides
food for Chamber
2016 Annual
Meeting)
External
Informed of date of
meeting, menu and
number of people in
attendance
Medium Neutral
Keep informed on details around
the Chamber 2016 Annual
Meeting Logistics. Copy on all
correspondence regarding the
annual meeting. Method: Email
Frequency: as-needed basis
City of Cape Cod
(Residents) External
Expectation that local
taxes will be affected for
funding or maintenance
of new site.
Low Supporter/Oppo
sed
Keep local residents informed with
project highlights and benefits.
Method: Town hall meeting
Frequency: 2 meetings/As Needed
Project Coordinator
(Coordinates project
activities in tandem
with Project
Manager)
External
Expects to be notified of
any updates to the
project plan.
High Supporter
Keep informed on all project
updates. Method(s) Email,
Frequency: When Needed
Meetings Frequency: Weekly
Procurement
Manager
(Responsible for
sourcing external
vendors)
External
Expects to be notified on
any changes in vendor
requirements.
High Supporter
Keep informed on all vendor
requirement updates. Method(s)
Email, Meetings
Frequency: Weekly, When Needed
Campaign Assistant
(Works alongside
Marketing Team to
implement awareness
campaign)
External
Be informed of key
completion deadlines
and relevant stakeholder
requirements.
High Supporter
Keep involved during the entire
process as the marketing data for
the campaign will be gathered at
various points in the project and
copied on status reports Method:
Email Frequency : Weekly
Intern (Work as
needed) External
Expects to be notified of
all action items
delegated to him/her.
Medium Supporter
Keep informed on all task
requirements and deadlines
Method: Email Frequency: Weekly
SUMMER JOB WEBSITE 12
3. SCHEDULE & TIME MANAGEMENT
3.1 Milestone List
Planning Complete - Mon 2/15/16
Kickoff Meeting Complete - Tue 2/23/16
Requirements Approved - Fri 4/5/16
Design Approved - Mon 4/18/16
QA Signoff Obtained - Fri 6/10/16
UAT Signoff Obtained - Tue 6/28/16
Website Complete - Mon 7/11/16
Training Session Complete - Mon 10/10/16
Campaign Completed - Tue 9/6/16
Project Signoff Completed - Wed 10/12/16
Website Project Completed - Fri 10/14/16
3.2. Summary of Schedule The project schedule as summarized by deliverable start and finish dates is shown below.
Deliverable Start Date Finish Date
Project Management Mon 1/11/16 Tue 2/23/16
Project Requirements Wed 2/24/16 Fri 4/5/16
Website Design Mon 4/4/16 Mon 4/18/16
Website Development Tue 4/19/16 Tue 5/10/16
User Accounts Wed 5/11/16 Fri 5/13/16
Website Procurement Wed 5/11/16 Wed 5/18/16
Quality Assurance Deployment Thu 5/19/16 Tue 7/5/16
Production Deployment Tue 6/28/16 Tue 7/12/16
Training Development Thu 5/19/16 Fri 8/5/16
Annual Meeting Fri 1/29/16 Mon 10/10/16
Campaign Planning Mon 8/8/16 Tue 9/6/16
Project Monitoring and Controlling Mon 5/2/16 Mon 5/2/16
Project Closure Tue 10/11/16 Fri 10/14/16
3.3. Schedule Baseline Statement The baseline for the project schedule was set on March 3, 2016 and reflects a current project start
date of 1/11/16 and a project end date of 10/14/16. Changes to the project schedule can impact the project baseline.
Adjustments to the baseline schedule could be as a result of the following:
Over or under estimating task and resource durations.
Tasks on the critical path that take longer than expected will affect the schedule and the project baseline.
Variances on the critical path have the potential to negatively impact the project completion date.
Resource unavailability.
Changes in scope (additional requirements).
SUMMER JOB WEBSITE 13
Unknown risks.
Any changes to the project schedule will be made only after approvals have been sought using the established change control process. Once the changes have been approved and relevant
stakeholders have been notified, then the schedule baseline will be reset to reflect the new changes.
4. COMMUNICATION PLAN
This Communication Management Plan provides the framework for managing and coordinating
the wide range of communications that take place throughout the project. This plan covers (i) the person responsible for sending out communications (Whom), (ii) the person(s) the
communication is directed to (Who), (iii) the message to be communicated (What), (iv) the communication frequency (When), (v) the communication method (How), and (vi) the purpose of the communication (Why). The Communication Plan also includes contact information for all
stakeholders directly involved in this project. The purpose of this plan is to ensure effective communications between all team members and
stakeholders. This plan will assist us in providing accurate, relevant and consistent information to the entire team and other stakeholders.
4.1. Communication Responsibilities The Project Manager is responsible for ensuring project communications are coordinated,
approved, and sent, in a timely manner for the duration of the project. She/he reserves the right to delegate communication duties to other team members as necessary. Any changes to the Communication Management Plan require the approval of the Project Manager. She/he will be
responsible for ensuring all stakeholders are aware of the updates.
4.2. Contact Information The following table includes the contact information of all team members. It should be used only when necessary during project emergencies. Day to day project communications should follow
the established Communication Matrix.
Role Name Email Phone Number
Sponsor Xyza [email protected] +1 8881234***
Project Manager Xyzv [email protected] +1 8881234***
Procurement Manager Hffs [email protected] +1 9832345***
Site Developer Xyzk [email protected] +1 8881234***
Campaign Manager Xyzl [email protected] +1 8881234***
IT Xyzj [email protected] +1 8881264***
Project Coordinator Xyzja [email protected] +1 8881434***
Business Analyst Xyzjs [email protected] +1 8881734***
QA Manager Xyzjw [email protected] +1 8881334***
Training Team Xyzjf [email protected] +1 8881234***
Database Manager Xyzjq [email protected] +1 8881234***
Campaign Assistant Xyzjs [email protected] +1 8881234***
Intern Xyzjq [email protected] +1 8881234***
SUMMER JOB WEBSITE 14
4.3. Communication Matrix The following table outlines the project stakeholders, the message to be communicated, the
frequency, the delivery method, the message purpose and the communicator.
Stakeholder/
(Who)
Message /
(What)
Frequency /
(When)
Delivery Method/
(How)
Purpose /
(Why)
Communicator/
(Whom)
Project Team
Members
Project Plans
Weekly
Meetings
To inform on the project deliverables
and delegate tasks
Project Manager
Project Status
Reports
Bi-weekly Meeting / Email To solicit updates on overall project
status
Project Manager/
Intern
Connie Emerson –
Sponsor
Project Status
Report
Bi-weekly
Meetings/ Email To update on overall project progress
in relation to scope, schedule, and cost
reports
Project Manager/
Intern
Project Plans Weekly Face to Face
Meeting
To update on plans, issues and
changes related to the project
management
Project Manager
Cape Cod
Chamber of
Commerce
Leadership Group
Project Status
Report
Bi-weekly Meeting / Email To update on overall project progress
in relation to scope, schedule and cost
report
Project Manager/
Intern
Project Plans Weekly Meeting To update on plans, issues and
changes related to project plans
Project Manager
Chamber Staff Project Status
Update
Monthly Email/Weekly
Meetings
To update on staffing needs Project
Manager/Intern
Small Business
Employers
Business
Requirements
Meeting
Every 2 Weeks Email To confirm the requirements are
accurately collected
Project
Coordinator
Training When Needed Email To check training availability Team Member
Testing Sched
ule
When Needed Email To check testing availability Team Member
Job
Seekers/Students
Website
Notification
When Needed Email/ Campaign To inform the website is live and
available for use
Campaign
Assistant
Business Analyst Requirements
Documents
Weekly
Email To inform about changes related to
scope and project requirements
Project
Coordinator
Project Plan When Needed Email To inform about changes related to
project plans
Project Manager
Stakeholder
Register
When Needed Email To inform on new stakeholders, issues
related to stakeholders, and
communications with stakeholders.
Project
Coordinator
Project Manager Project
Progress
Reports
Daily and
Weekly
Meetings/ Email To inform about project updates,
issues and any other project changes
Project Team
Members/ Intern
Site Developers Website
Technical
Requirements
Twice a week Face to Face or
Conference Call
To inform and update on any changes
to technical requirements
Project
Coordinator
Development
Report
Twice a week Face to Face or
Conference Call/
To solicit updates regarding
development progress.
Project Manager/
Intern
Technical Writer Content
Requirements
When Needed
To instruct about content requirements
related to training materials.
Business Analyst
SUMMER JOB WEBSITE 15
Progress Report Weekly Email To receive updates on the training
material content
Project
Manager/Intern
IT Project Status
Report
Monthly Email To inform about overall project status Project Manager/
Intern
Technical
Development
Report
(Website and
Content)
When Needed
To inform about technical
developments on the project
Project Manager/
Intern
Technical
Support (SME)
When Needed Email To discuss and check their availability
for technical support
Project Manager
Technical
Progress Report
When Needed Email To solicit the progress on
development
Project Manager
Marketing Team Marketing
Campaign
Requirements
When needed
To check their availability for
gathering marketing requirements
Business Analyst
Campaign
Awareness
Report
Weekly Email
To receive updates related to the ads
created and when implemented
Project Manager/
Intern
Training Team Training
Requirements
When Needed Email To notify about training requirements Business Analyst
Training Plan When Needed Email
To inform the team on how training
will be conducted
Project Manager
Training
Materials
When Needed
To inform on when training materials
will be available
Project
Coordinator
Training
Progress Report
Weekly
To receive updates on work completed
regarding training
Project Manager/
Intern
Testing Team Project Status
Report
Every 2 Weeks
To update them on the status of the
project so that they can start testing
Project Manager/
Intern
Testing Plan When Needed Email To inform them on how testing will be
conducted
Project Manager
QA Testing
Requirements
When Needed Email To provide users' requirements for QA
testing
QA Manager
UA Testing
Requirements
When Needed Email To provide users' requirements for UA
testing
QA Manager
Testing
Progress Report
Every 2 Weeks Email To solicit updates on the progress for
testing
Project Manager/
Intern
Testing Result When Needed Email To ensure product meets all the users'
requirements
Project Manager
Compliance
Governance Team
Project Status
Report
Every 2 Weeks Email To update them on overall project
status and testing schedules
Project Manager/
Intern
Database
Manager
Website
Database
Requirements
When Needed
Meetings and
To inform them on technical
requirements for database
maintenance
Business Analyst
Project Status
Report
Weekly Meetings and
To update them on the status of the
project so that they can start their
work
Project Manager/
Intern
Database
Progress Report
Weekly Meetings and
To receive updates on the progress of
database work
Project Manager
School &
Colleges
Job
Descriptions
Monthly Meetings To inform them about site availability
and job requirements
Campaign
Coordinator/
Team Member
SUMMER JOB WEBSITE 16
5. COST & BUDGET PLAN
5.1. Project Cost Statement Summer Job Website-Cape Cod Chamber of Commerce
Initial Cost Statement
Introduction
The purpose of this project is to define, plan, design, build and implement a website for small business employees to advertise jobs and recruit high school and college students for the summer
tourist season. Project planning will begin on January 10, 2016 to be completed by April 2, 2016.
Student Users Job
Descriptions
Once Email To inform them about site availability
and job requirements
Campaign
Coordinator/
Team Member
Legal department Subject Matter
Expertise
Weekly or
When Needed
Meetings and
To verify any issues regarding the
project and to get assistance for
finalizing the plan
Project Manager
and Procurement
Manager
Agreements When needed Meetings and
To verify any agreements related to
the project
Procurement
Manager and
Project Manager
Venue Event
Requirements
When needed
Email / Face to
Face
To finalize the event date and
requirements
Team Member/
BA
Contract When needed Email/ Face to
Face
To sign contract Project Manager
Caterer Annual
Meeting
When Needed Email Inform on annual meeting date Team Member/
Intern
Menu Selection When Needed Email To finalize the menu for the meeting
day
Project Manager
Residents Issues When Needed Meeting To resolve any issue if it occurs Project Manager
Project
Coordinator
Project
Progress Report
Weekly
Meetings
To update on overall project progress
in relation to scope, schedule, and cost
reports
Project Manager/
Intern
Project Plans When Needed Meetings/
To update on plans, issues and
changes related to the project
management
Project Manager
Procurement
Manager
Vendor
Requirements
Report
Weekly
To update on any changes with
regards to vendor requirements
Business Analyst
Subject Matter
Expertise
When Needed Meeting To request assistance in reviewing and
signing contracts
Project Manager
Domain Name
Requirements
When Needed Email To buy domain name Project
Coordinator
Web Hosting
Requirements
When Needed Email To inform when website needs to be
live and notify on server size
requirements
Business Analyst
Campaign
Assistant
Campaign
Awareness
Weekly Email To inform about awareness strategies
and how to implement the plan
Campaign
Manager
Project Status
Report
Weekly Email Update on project progress to
implement work
Project Manager/
Intern
Intern Project Plan Daily Email To inform on and delegate project
activity
Project Manager
Project Status
Report
Weekly Email
To inform on update to project
documents and project reports.
Project Manager
Training Report Weekly Email To solicit lessons learnt on internship Project Manager
SUMMER JOB WEBSITE 17
Project execution will begin on April 4, 2016 to be completed prior to October 10, 2016. The project budget is $72,808. This project’s primary deliverables are listed below and thus has eight
major price points:
● Project Management ● Website Design
● Website Development ● Website Test Plan ● Website Deployment
● Website Campaign ● Training Development
● Annual Meeting
The project budget for the summer job website is $72,808 and upon cost estimation we believe that the budget provided is sufficient to complete the project. The Project Manager (PM) will be
responsible for managing and reporting on the project’s cost performance. Reporting on project cost performance will be done via conference call once a month. The Project Manager (PM) is responsible for monitoring cost deviations, informing the Project Sponsor and providing them
with options for getting the project back within budget.
5.1.1. Cost Estimation Approach
The methodologies chosen to estimate costs on this project are Expert Judgment and Bottom-Up estimation. These two methods were chosen due to industry experience, the use of subject matter
experts (SME’s) and also based on information from and implementations of prior comparable projects. Cost estimation for the annual meeting and training is based on the assumption that
there will be 200 people in attendance. Expert judgment estimation will be an iterative process that will progress along the project lifecycle and work in conjunction with bottom-up estimation. As the project work packages become more defined the use of bottom-up estimation will be
implemented. This methodology was selected to optimize accuracy of the project scope, schedule and costs. The size of the project allows for bottom-up estimation to be implemented without
too much complexity and conforms to the project sponsors reporting requirements. Estimates will be aggregated at the work level packages through a summary roll up to the project deliverables.
5.1.2. Assumptions
1. There will be no more than 200 participants at the annual meeting. 2. All project activities will be completed without overtime. 3. All defects will be resolved within the testing window.
4. Venue and caterers will be available on the requested date. 5. All project team members will be available for the entire project lifecycle.
5.1.3. Project Budget
Deliverable Estimated Budget
Project Management $16, 504
Website Design $1,715
SUMMER JOB WEBSITE 18
Website Development $2,137
Website Test Plan $11,727
Website Deployment $2,908
Website Campaign $5,601
Training Development $4,778
Annual Meeting $11,955
Total Project Cost $57,325
Management Reserve 10%
Contingency Amount $9,750
5.2. Cost Baseline Statement
The cost baseline is used as a reference point for measuring, monitoring and controlling the overall project cost performance. The baseline for the project cost was set on March 3, 2016 and
reflects a current baseline cost of $55,287.
The baseline could be adjusted for:
Estimation in planning vs True cost of tasks- resulting variance from original estimates.
Increase to labor market costs.
A rise or decline in venue cost such as catering if more or less people have rsvp’d to the
annual meeting.
Adding additional resources.
Material cost increases.
Changes in scope (additional requirements).
Unknown risks.
Changes to the project schedule.
Any changes to the project cost will be made only after approvals have been sought using the
established change control process. Once the changes have been approved and relevant stakeholders have been notified, then the cost baseline will be reset to reflect the new changes.
5.3. Contingency Funding & Plan
Quantitative Analysis was performed on the top 8 risks in order to determine the dollar amounts
and time (expressed in days) required to manage each risk. The summation of all the individual amounts for each risk is the contingency amount to be added to the project budget to determine the final project budget.
Based on the analysis, a contingency reserve in the amount of $9750.00 is needed to manage the
project risks. Refer to the Risk Register for justification. Final Project Budget = Project Cost + Contingency Amount + Management Reserves (10%)
= $57,325+$9,750+$5,733 = $72,808
Contingency funds will only be used to activate the response to a risk trigger. Funds will be requested through formal writing delivered by the Project Manager to the Project Sponsor. Authorization of the use of contingency funds will be given by the Project Sponsor in
SUMMER JOB WEBSITE 19
collaboration with the Cape Cod Chamber of Commerce Leadership Group. Unused funds will be released back to the sponsor upon project completion.
6. RISK MANAGEMENT PLAN
6.1. Project Summary and Objectives
The purpose of this project is to define, plan, design, build and implement a website for small business employees to advertise jobs and recruit high school and college students for the summer
tourist season.
Risk management planning is performed during the planning phase to document how the project manager and team will approach the risk management activities. The project team will refer to this section throughout the project as risk events occur or additional risks are identified. Any
subsequent update regarding risk shall be recorded in this section of the integrated project plan.
6.2. Risk Planning
The risk planning process is important to the project as it will guide the project team members on how to appropriately handle risks based on the assigned risk score and the risk tolerance
determined for this particular organization.
The Project Manager, project team, and other stakeholders will meet to decide on and plan all the risk management activities for the Chamber of Commerce Summer Job Website project. The primary objectives are to identify possible risks, determine the level of impact, the likelihood of
occurrence and through the creation of risk responses, plan how to prevent these events from negatively affecting the project outcome.
6.2.1. Roles and Responsibilities The below roles are responsible for the risk management process.
Project Manager
The project manager is responsible for managing the entire risk management process to include the management of contingency funds
Project Sponsor
The project sponsor is responsible for approving the use of contingency funds
Project Team Members
The project team is responsible for participating in the risk identification, risk prioritization, risk response and risk monitoring and controlling processes
Risk Owners
The risk owners are responsible for monitoring and controlling their assigned risk as well as providing status updates
6.2.2. Risk Identification Process The project manager and project team will identify possible risks through brainstorming sessions
held during team meetings, consulting subject matter experts, reviewing project documentation, and performing a gap analysis on the Work Breakdown Structure.
6.2.3. Risk Analysis and Prioritization The project team will review each risk and assign a risk score which is the product of the
assigned probability and impact value. Quantitative analysis is performed on the top 8 risks to determine the priority order.
SUMMER JOB WEBSITE 20
Probability Description Impact Description
1 Probability of occurrence is highly unlikely 1 Impact will be minimum to none
3 Probability of occurrence is low 3 Impact will be low
5 Probability of occurrence is medium 5 Impact will be medium
7 Probability of occurrence is somewhat high 7 Impact will be somewhat high
9 Probability of occurrence is high 9 Impact will be high
6.2.4. Risk Response Process The project manager and team will use subject matter experts and lessons learned to document responses for all high and medium priority risks identified during the risk analysis process. Each
risk will have an owner who will be responsible for monitoring for triggers and providing status reporting during the project life cycle.
6.3. Risk Identification
A risk is an event that will affect the project outcome during the project life cycle in a negative
or positive way. If a risk is triggered, it will change the way that the project team will work on a project. Risks are initially identified during the planning process however they can also be
identified anytime during the project life cycle. 6.3.1. Risk Categories The risks for this project have been placed in the following categories: Project Management, Project Staffing, Annual Meeting, Chamber of Commerce Support,
Website Design and Development, and Testing. 6.3.2. Risk Register The risk register serves as a summary of all risks identified for this project. Risks can be added to this register anytime during the project
Risk
ID
Date
Added
Risk Statement Risk
Owner
Category Trigger Response
Strategy
P I Risk
Score
Contingency
16 3/15/2016 If the critical
activities are not
completed on time then there is a risk
that the website
completion is
delayed.
Project
Manager
Project
Management
Milestone is
missed.
MITIGATE- Fast-
tracking or
Schedule crashing needs to be done
7 9 63 A contingency
reserve of $6,750 is
needed for additional charges incurred
because of schedule
delays or additional
resource costs
3 3/9/2016 If the stakeholders
ask for additional
features after
requirements gathering has
ended, then there is
a risk of scope
creep resulting in
additional project costs
Business
Analyst
Project
Management
Stakeholders
request
additional
features for website after
design has
started.
MITIGATE: Meet
with key
stakeholders face
to face several times during the
requirement
gathering process
to ensure all
requests have been documented
7 7 49 $938.00 will be
allocated to the
contingency reserve
to manage issues resulting from scope
creep and extended
schedule due to late
requirement changes
11 3/14/2016 If there is a delay in
the QA/UAT testing then there is
Project
Coordinator
Testing QA/UAT
testing misses critical dates
MITIGATE - Hire
a second technical writer
5 9 45 $300.00 will be
needed to employ a second technical
SUMMER JOB WEBSITE 21
a risk that the technical writer
will not be fully
available to
complete the
training materials which would affect
the training
schedule
writer in case there are delays with
training material
12 3/14/2016 If there are several large tourist events
in the month of
October there is a
risk that a venue
will be unavailable for the annual
meeting and the
training and demo
will not take place
Project Manager
Annual Meeting
Venue representative
indicates that
there is no
availability
for 10/10
MITIGATE- Secure a
temporary
contract with a
venue early after
requirements identification
5 7 35
7 3/12/2016 If job requirements
for high school
students are not in
accordance with the rules set by the
department of
labor, then there is
a risk that the small
businesses would be penalized
resulting in costs to
them
Compliance
Governance
Staff
Labor Small
business
owners raise
issue of labor laws for high
school
students
AVOID - Review
labor law policies
and ensure that the
jobs are compliant
3 7 21 A contingency cost
of $216.00 will be
required to address
labor related law violations due to
placement of
incorrect job
requirements
17 3/15/2016 If there is a risk to
the project with
respect to
communication
then there could be delays in the
project execution.
Project
Manager
Project
Management
Critical
activities are
missed
MITIGATE- The
project manager
should ensure
adherence to the
communication plan
3 5 15 $448 will be
allocated to the
contingency reserve
to address delays due
to communication problems
1 3/9/2016 If the project team loses a member to
another project,
then there is the
risk that schedule
will need to be extended resulting
in additional costs
for the project
Project Manager
Project Staffing
Project team member
notifies
Project
Manager that
they will be leaving the
project
MITIGATE: Hire an intern
3 5 15 Contingency reserve of $540.00 to hire an
intern
2 3/9/2016 If some of the local business owners are
not able to attend
the annual meeting,
then there is a risk
that they will not receive the training
resulting in them
not knowing how to
use the new website
Chamber of Commerce
Leadership
Annual Meeting
RSVPs have a significant
number of
'No's from
the invited
local business owners
TRANSFER - Training beyond
the annual
meeting is out of
scope for this
project and will be addressed by the
Chamber of
Commerce
Leadership
5 3 15
14 3/15/2016 If the audio visual
for the annual
meeting venue is
not set up properly then there is a risk
Project
Coordinator
Annual
Meeting
Contract is
signed with
venue
AVOID - include
IT in setup and
testing of
audio/visual system one day
3 5 15 $270 will be needed
for mitigation if the
AV system is not set
up properly
SUMMER JOB WEBSITE 22
that the website demo and training
will not be able to
take place resulting
in a delay of the
website launch
before the annual meeting
5 3/10/2016 If the project loses
sponsor buy-in,
then there is a risk
that the project will no longer have
adequate funding
resulting in a failed
project
Project
Manager
Chamber of
Commerce
Support
Notification
from Project
Sponsor
MITIGATE -
Meet with sponsor
to demonstrate
project value
1 9 9
6 3/12/2016 If the traffic to the
website is more
than anticipated,
then there is a risk that the website
server will
experience service
degradation
resulting in a crashed website
IT Staff Website
Design &
Development
Website
crashes
during testing
when large amounts of
simulated
data is
pushed out
AVOID - Enable
secondary website
server for
redundancy
1 7 7
15 3/15/2016 If the venue
location is a vested stakeholder in the
website project
then there is a risk
that the venue
could be provided without cost to the
project providing a
large cost savings
to the project
budget
Project
Manager
Annual
Meeting
Vested
stakeholder
ACCEPT- Utilize
the venue at no cost
1 5 5 $288.00 will be
allocated to the contingency reserve
to secure a venue for
the annual meeting
13 3/15/2016 If food costs
increase because of
supplier issues, then the caterer will
have to charge
more resulting in
additional costs.
Project
Coordinator
Annual
Meeting
Caterer
notifies
project manager that
food costs
have
increased
TRANSFER:
After the contract
is signed, there can be no cost
increases so the
caterer should
account for this
during the bidding process.
5 1 5
9 3/12/2016 If a standard web
development
template is used, then there is a risk
that it will take less
time to build the
website resulting in
development cost and schedule
savings
Site
Development
Staff
Website
Design &
Development
Web
developer
suggests using a
template
ENHANCE - Use
web development
template
3 1 3
10 3/14/2016 If automated testing tools are used, then
there is a risk that
QA testing will be
completed quicker
resulting in project cost and schedule
QA Manager Testing QA manager suggests tools
that can be
used to speed
up the testing
phase
ENHANCE - Use automated QA
testing tools
3 1 3
SUMMER JOB WEBSITE 23
savings
8 3/12/2016 If the actual
website database
storage
requirements exceed the
budgeted database
storage
requirements, then
there is a risk that additional space
will need to be
purchased resulting
in an increase in
project cost
Database
Manager
Website
Design &
Development
Web
development
indicates that
there is not enough space
for storage
ACCEPT -
Additional space
will be purchased
if this materializes
1 1 1
4 3/10/2016 If the web
developer is very
proficient then there is a risk to
launch the website
ahead of schedule
resulting in extra
time before the annual meeting
Project
Manager
Website
Design &
Development
Web
development
is tracking ahead of
schedule
ACCEPT - Project
team members can
use the additional time to work on
other projects until
the annual
meeting
1 1 1
6.4. Risk Analysis
In order to analyze the project risks, both qualitative and quantitative analysis was performed as shown in the upcoming sections.
6.4.1. Qualitative Analysis
6.4.1.1. Risk Calculation Score
Risk impact assessment investigates the potential effect on a project. It is assessed with the help of team members who are familiar with the risk categories and in accordance with the risk attitude and tolerance of the organization. 6.4.1.2. Probability and Impact Matrix
IMPACT
THREATS OPPORTUNITIES
9 5
11 16
7 6 7 12 3
5
1,14,17
15
3
2
9,10
1 8
13
4
1 3 5 7 9 9 7 5 3 1
PROBABILITY
LOW - A risk score of 1, 3, 5, 9 (Probability and Impact are both 3)
MEDIUM - A risk score of 7, 9 (Probability is 9, Impact is 1), 15, 21, 25, 27, 35
HIGH - A risk score of 45 and above
SUMMER JOB WEBSITE 24
6.4.2. Quantitative Analysis
Both EMV and PERT analysis were performed on the top 8 risks to determine cost and schedule
impact as well as the prioritization. Data for the analysis was collected through interviews with project team members and other SMEs.
In order to mitigate the effects of bias in the quality of the data collected, all project team members as well as a large number of SMEs were interviewed so as to get a good variety in the
data. We also collected data by reviewing relevant project documents.
6.4.2.1. EMV Analysis EMV Analysis was performed to determine EMV values for both the costs and durations associated with each risk. Data for the analysis was collected through interviews with project
team members and other SMEs. In order to mitigate the effects of bias in the quality of the data collected, all project team
members as well as a large number of SMEs were interviewed so as to get a good variety in the data. We also collected data by reviewing relevant project documents.
Risk ID
Number
Probability Est. Duration Duration Impact
(Probability * Est.
Duration)
Cost EMV
(Probability * Cost)
1 30% 4 Days 1 Day $1,500.00 $450.00
3 25% 5 Days 1 Day $2,500.00 $625.00
7 20% 4 Days 1 Day $1,800.00 $360.00
11 30% 5 Days 2 Days $2,000.00 $600.00
12 20% 4 Days 1 Day $1,800.00 $360.00
14 15% 8 Days 1 Day $2,000.00 $300.00
16 50% 6 Days 3 Days $9,000.00 $4,500.00
17 35% 8 Days 3 Days $1,600.00 $560.00
Total 13 Days Total $7,755
6.4.2.1. PERT Analysis
The EMV estimate came to 13 days schedule impact and with a cost estimate of $7,755.00. In order to further fine-tune our estimation, a PERT analysis was also performed on the top 8 risks.
The results came to an additional .80 day schedule impact and an additional $1,995.00 in costs. As a result, we will update our schedule impact to 14 days and our total costs to $9,750.00. This
is the amount that will be requested for the contingency funds. Risks have been placed in order of priority using the data from the PERT analysis.
Priority
Order
Heat
Map Risk # Risk Probability
Est.
Duration
Duration
Impact
(Probability *
Est Duration)
Cost
New Cost
Estimate
(Probability
*Cost)
1 16
If the critical activities are not
completed on time then there is a
risk that the website completion is
delayed.
50% 7 3.5 $13,500.00 $6,750.00
SUMMER JOB WEBSITE 25
2 3
If the stakeholders ask for
additional features after
requirements gathering has ended,
then there is a risk of scope creep
resulting in additional project
costs.
25% 10 2.5 $3,750.00 $937.50
3 11
If there is a delay in the QA/UAT
testing then there is a risk that the
technical writer will not be fully
available to complete the training
materials which would affect the
training schedule.
30% 5 1.5 $1,000.00 $300.00
4 17
If there is a risk to the project with
respect to communication then
there could be delays in the
project execution.
35% 8 2.8 $1,280.00 $448.00
5 1
If the project team loses a member
to another project, then there is
the risk that schedule will need to
be extended resulting in additional
project costs
30% 4 1.2 $1,800.00 $540.00
6 7
If job requirements for high
school students are not in
accordance with the rules set by
the department of labor, then there
is a risk that the small business
employees would be penalized
resulting in additional costs to
them.
20% 3 0.6 $1,080.00 $216.00
7 12
If there are several large tourist
events in the month of October
there is a risk that a venue will be
unavailable for the annual meeting
and the training and demo will not
take place.
20% 4 0.8 $1,440.00 $288.00
8 14
If the audio visual for the annual
meeting venue is not set up
properly then there is a risk that
the website demo and training will
not be able to take place.
15% 6 0.9 $1,800.00 $270.00
13.8 $25,650.00 $9,749.50
Schedule
Difference 0.80
Cost
Difference $1,995.00
6.5. Risk Response
This section is to document the response strategies and risk owners for all high and medium priority risks. Low priority risks will be tracked from the risk register. This matrix was
developed by the project manager, project team, and other key stakeholders through brainstorming sessions at team meetings and interviewing subject matter experts.
SUMMER JOB WEBSITE 26
6.5.1. Risk Response Matrix Risk
ID
Risk
Heat
Map
Risk Statement Category Trigger Response
Strategy 1
Response
Strategy 2
Response
Strategy 3
Risk
Owner
3
If the stakeholders ask for additional features after
requirements gathering
has ended, then there is a
risk of scope creep
resulting in additional project costs
Project Management
Stakeholders request
additional
features for
website after
design has started.
MITIGATE: Meet with key
stakeholders face to
face several times
during the
requirement gathering process to
ensure all requests
have been
documented
TRANSFER: Chamber of
Commerce
leadership will
handle
additional requirements
through
another
project after
the annual meeting
ACCEPT: Re-scope the
project at the
time of
additional
requirements being identified
Business Analyst
Chamber of
Commerce
Leadership
Project
Manager
11
If there is a delay in the
QA/UAT testing then there is a risk that the
technical writer will not be
fully available to complete
the training materials
which would affect the training schedule
Testing QA/UAT
testing misses critical dates
MITIGATE - Hire
a second technical writer
MITIGATE -
Request funding for the
technical
writer to work
overtime as
needed
MITIGATE -
Extend training timeline so that
Trainer can
pick up some of
the technical
writing duties
Project
Coordinator
16
If the critical activities are
not completed on time
then there is a risk that the website completion is
delayed.
Project
Management
Milestone is
missed.
MITIGATE- Fast-
tracking or
Schedule crashing needs to be done
MITIGATE -
Utilize EVA
to closely track the
project
schedule and
cost so that
issues can be identified
before they get
out of control
ACCEPT -
There is a two
month buffer between when
the website is
scheduled to be
completed and
the annual meeting which
can be
leveraged in
case critical activities are
missed.
Project
Manager
Project
Coordinator
Project
Manager
17
If there is a risk to the
project with respect to communication then there
could be delays in the
project execution.
Project
Management
Critical
activities are missed
MITIGATE- The
project manager should ensure
adherence to the
communication
plan
MITIGATE -
The project manager
should hold
regular formal
and informal
meetings with key
stakeholders
to keep them
abreast of
project activities
MITIGATE -
Ask IT to set up a collaboration
site where
stakeholders
can view the
latest status updates for the
project
Project
Manager
Project
Manager
IT Staff
1
If the project team loses a
member to another project, then there is the
risk that schedule will
need to be extended
resulting in additional
costs for the project
Project
Staffing
Project team
member notifies Project
Manager that
they will be
leaving the
project
MITIGATE: Hire
an intern
MITIGATE:
Hire a replacement
team member
MITIGATE:
Extend the schedule to
compensate for
having less
project
management hours available
Project
Manager
HR
SUMMER JOB WEBSITE 27
2
If some of the local business owners are not
able to attend the annual
meeting, then there is a
risk that they will not
receive the training resulting in them not
knowing how to use the
new website
Annual Meeting
RSVPs have a significant
number of
'No's from the
invited local
business owners
TRANSFER - Training beyond the
annual meeting is
out of scope for this
project and will be
addressed by the Chamber of
Commerce
Leadership
ACCEPT – Prior to the
annual
meeting
distribute
manuals to those who
cannot attend
the annual
meeting
MITIGATE – Emphasize the
importance of
attendance
through the
campaign awareness
Chamber of Commerce
Leadership
Training
Department
Campaign Team
5
If the project loses sponsor
buy-in, then there is a risk
that the project will no
longer have adequate
funding resulting in a failed project
Chamber of
Commerce
Support
Notification
from Project
Sponsor
MITIGATE - Meet
with sponsor to
demonstrate project
value
ACCEPT -
Release
resources and
show project
as cancelled.
TRANSFER -
Pass
responsibility to
the local
business owners to make
a case on how
this project will
enhance the
local economy
Project
Manager
Project Manager
Project
Coordinator
6
If the traffic to the website
is more than anticipated,
then there is a risk that the website server will
experience service
degradation resulting in a
crashed website
Website
Design &
Development
Website
crashes during
testing when large amounts
of simulated
data is pushed
out
AVOID - Enable
secondary website
server for redundancy
MITIGATE:
Enable
measures on website to
limit the
number of
concurrent
users
TRANSFER:
Chamber of
Commerce leadership will
handle needed
upgrades
outside of this
project
IT Staff
IT Staff
IT Staff
7
If job requirements for
high school students are not in accordance with the
rules set by the department
of labor, then there is a
risk that the small
businesses would be penalized resulting in
costs to them
Labor Small business
owners raise issue of labor
laws for high
school students
AVOID - Review
labor law policies and ensure that the
jobs are compliant
TRANSFER -
As employers it would be up
to the local
business
owners to
ensure they abide by all
labor laws
MITIGATE -
Include a job aid on labor
laws as it
pertains to high
school students
Compliance
Governance Staff
HR
Training
Department
12
If there are several large
tourist events in the month of October there is a risk
that a venue will be
unavailable for the annual
meeting and the training
and demo will not take place
Annual
Meeting
Venue
representative indicates that
there is no
availability for
10/10
MITIGATE-
Secure a temporary contract with a
venue early after
requirements
identification
MITIGATE -
Search for non-traditional
setting for the
training course
(i.e. movie
theatre, local playhouse)
ACCEPT -
Approach Project Sponsor
for approval to
move the
annual meeting
to an available date
Project
Manager
14
If the audio visual for the
annual meeting venue is not set up properly then
there is a risk that the
website demo and training
will not be able to take
place resulting in a delay of the website launch
Annual
Meeting
Contract is
signed with venue
AVOID - include
IT in setup and testing of
audio/visual system
one day before the
annual meeting
MITIGATE -
Have back up AV system on
standby
TRANSFER -
Hold venue responsible for
providing
working
audio/visual
system per contract terms
Project
Coordinator
Project Coordinator
Team
Member 1
SUMMER JOB WEBSITE 28
6.6. Risk Monitoring and Control
6.6.1. Tools and Techniques
The tools and techniques used on this project are:
6.6.1.1. Status Reports
All project stakeholders responsible for monitoring risks will provide a weekly status report during project status meetings.
6.6.1.2. Contingency Reserves
Contingency funds are set aside based on the schedule and cost impact determined during the risk analysis process. The project manager will monitor throughout the project to determine if the amount allocated is sufficient enough to support the risks identified. If additional risks are
identified during the project cycle, the project manager will request additional funds from the project sponsor based on qualitative and quantitative analysis. The established change control
process will be used to approve any risk related changes. It has been determined through the risk analysis process that $9,750.00 in contingency funds are
needed for risk management activities. This section will also outline any additional reserves requested after the initial risk analysis along
with a copy of the change control form. 6.7. Lessons Learned
Lessons learned during the risk management process will be documented in this section.
7. QUALITY MANAGEMENT PLAN
7.1. Introduction
7.1.1. Purpose of Project Quality Management Plan
The Project Quality Management Plan (pQMP) is based on the concept that control of quality is
a project team’s obligation and recognizes that we must build quality into and define acceptable levels of quality in every aspect of the project lifecycle. Our team will deliver a quality product
that will meet or exceed the Cape Cod Chamber of Commerce’s requirements. The Quality Management Plan document will describe how quality will be managed and will contain the process and procedures to ensure that quality planning, quality assurance and quality control
activities are conducted properly for the project’s deliverables. Quality Management Plan (QMP) components include the following:
● Quality Standards ● Quality Management
● Quality Roles & Responsibilities ● Quality Tools
● Quality Planning ● Quality Assurance ● Quality Control
7.1.2. Project Quality Management Plan Objectives
Using an integrated quality approach of defining quality standards, measuring quality and continuous quality improvement, the QMP’s objective is to ensure quality is planned for both
product and process in every aspect of the project's deliverables through the completion and
SUMMER JOB WEBSITE 29
closeout phase of the project. This document will be used to communicate to all stakeholders how quality will be planned, managed and achieved.
7.1.3. Quality Management Approach
Quality will be planned for both product and process and quality standards will be assessed through the Total Quality Management standards using PDCA. The level(s) of quality will be determined by the Cape Cod Chamber of Commerce (Sponsor).
7.2 Organization and Management 7.2.1. Sponsor Quality Standards (Chamber)
The process and product quality standards for this project will be determined based on organizational process assets, stakeholder requirements, Department of labor, FCC requirements,
industry standards and other requirements determined by project team. These requirements will primarily be based on the requirements for website development, user and website hosting
quality standards as well as with compliance and security specification standards. Process Quality: The process quality standards will be based on existing organizational standards
for the Cape Cod Chamber of Commerce, however it is anticipated that there will be additional and unique features in this project related to the summer job website build out that will be added
and planned for in process quality. Product Quality: The product quality standards will be based on existing organizational product
standards. This will primarily be based on the sponsor’s current quality standards for the existing website requirements. It is anticipated that there will be unique features related to the new
website and will require additional product quality requirements. 7.2.2. Responsibilities and Tools
The quality responsibilities and tools can be seen in the following tables.
7.2.2.1. Quality Responsibilities Table
Name Role Responsibility
Project Manager Documenting customer expectations and consensus quality management objectives at a project-level that supports the implementation of the PMP
Project Coordinator Document quality activities through the use of quality tools to ensure that all quality objectives have been met and nothing has been missed
Business Analyst Document all business requirements from the customer and any additional requirements above & beyond which delivers an exceptional product and service.
Quality Assurance Manager
Plans and performs all activities related to quality assurance throughout the project life cycle.
Quality Control Manager
Plans and performs all activities related to quality control throughout the project life cycle.
Human Resources Performs quality review and checks of project team members and SME’s required competencies
Web Developer Involved with the quality assurance and quality control activities of website design and development
IT Involved and responsible for overseeing quality activities for user accounts Procurement Manager Responsible for the quality activities related to project procurement
SUMMER JOB WEBSITE 30
Campaign Manager Responsible for the quality activities for the campaign planning
7.2.2.2. Quality Tools Table Quality Assurance Tools Description Quality Audits/Review Compliance with policies standards and processes
Checklists Quick reference to ensure all quality activities have been completed and met. Flow Charts Mapping of processes
Benchmarking Utilize industry recognized benchmarks Process Analysis Planned continuous improvement of processes
Quality Control Tools Description Cost-Benefit Analysis Compares the cost of quality process to the expected benefit Cost of Quality Cost of conformance and cost of non-conformance
Control Charts Used to determine if a process is stable or predictable within limits.
Quality Inspections Used to inspect product quality
7.3. Quality Assurance
Quality assurance ensures that project processes are used effectively to produce quality project deliverables. It involves following and meeting standards, continuously improving project work,
and correcting project defects. 7.3.1. Quality Assurance Responsibilities
The QA manager will be responsible for the high level oversight of quality assurance management for the project deliverables and will report directly to the project manager. The
parties responsible for conducting the quality assurance activity will monitor process performance metrics, and assure all processes comply with project and organizational standards. If discrepancies are found, the QA manager will meet with the Project Manager and review the
identified discrepancies. The Project Manager will conduct regular project quality assessments, and document reviews which will include a review of processes, any discrepancies and audit
findings from the QA manager and discuss recommendations for process improvements. 7.3.2. Quality Review and Audit Procedure
The QA manager will oversee the day to day quality assurance activities and conduct process audits, monitor process performance metrics, ensure process compliance and submit any
discrepancies to the Project Manager for further process analysis. The customer will be notified of any discrepancies or deviation upon analysis by the Project Manager to join in discussion and provide recommendations for process improvements to meet quality standards and/or re-evaluate
quality standards for the project.
The following table identifies: 1. The project processes subject to quality assurance. 2. The quality standards and stakeholder expectations for that process.
3. The quality assurance activities that will be executed to ensure that project processes are properly followed.
4. How often or when the quality assurance activity will be performed. 5. The person responsible for carrying out and reporting on the quality assurance activity.
(Virginia Tech)
SUMMER JOB WEBSITE 31
7.3.3 Quality Assurance Table Requirement
ID#
Deliverable/WBS
ID
Quality Standard Quality Assurance Occurrence Responsibility
1 Project
Management/ 1
Resources are fully
utilized
A checklist will be used
to ensure that resource
utilization is being
maximized
At the beginning of
the project Project Manager
2 Project
Management/ 1
Project Manager must be
PMP certified and have
work experience in
website development
projects
A checklist will be used
to ensure requirements
will be met
Once before hiring HR
3 Project
Requirements 2
The requirements
documentation will
follow User story writing
format
Quality Audit will be
used to ensure use of user
story format
Before the
documentation has
started
Project Manager and
Business Analyst
4 Project
Requirements 2
Project risks will be
documented using the risk
documentation format:
Cause - Condition -
Conclusion
Quality Audit will be
used to ensure use of risk
format
Before the
documentation has
started
Project Team and
Project Manager and
Stakeholders
5 Website Design/3
Website design must meet
US Web Design
Standards
Benchmarking will be
used to ensure that design
is incompliance with
standards
At the beginning of
website design Web Developer
6 Website Design/3 Website must be
responsive
Quality Audit used to
ensure site will meet all
responsiveness
requirements
At the beginning of
website design Web Developer
7 Website
Development / 4
Job website must be
integrated with chamber
website
Flow chart to ensure jobs
website is integrated into
chamber website
At the beginning of
website
development
Web Developer
8 Website
Development / 4
Website must comply
with WSA Usability
Standards
Benchmarking used to
ensure usability standards
At the beginning of
website
development
Web Developer
9 Website
Development/4
Website must comply
with SANS security
standards
A checklist will be used
to confirm requirements
will be met
At the beginning of
website
development
Web Developer
10 User Accounts /5
Each business will have
limited user account
access
Quality Audit - used to
ensure that user account
limitation is enabled
Once prior to
creation of user
accounts
IT
11 Website
Procurement / 6
The Procurement
Manager must have
experience in website
procurement
A checklist will be used
to ensure requirements
will be met
Once before hiring HR
12 Website
Procurement / 6
Website procurement
services are within project
budget limits
Quality Audit used to
review procurement
contracts for compliance
Once before
procurement
purchases
Procurement
Manager
13 Quality Assurance
Deployment / 7
The QA Manager must
have experience and
expertise in Strategic
planning, analysis and
process improvement.
Experience in either Agile
or Six Sigma is preferred.
A checklist will be used
to ensure requirements are
met
Once before hiring HR
SUMMER JOB WEBSITE 32
14 Quality Assurance
Deployment / 7
Website must meet ADA
Standards
HHS accessibility
checklist to ensure that all
the standards are being
accounted for
Once at the start of
development QA/QC Manager
15 Production
Deployment / 8
Website must be fully
developed and tested in
QA environment
Flow chart is used to
ensure that the website
development and testing
is isolated to QA
environment
Once at the start of
development Web Developer
16 Production
Deployment / 8
Maintain industry
standard uptime N/A QA/QC Manager
17 Training
Development / 9
Training documentation
shall follow
documentation control
procedures established by
the IT department of the
Chamber of Commerce
Quality Audit
to ensure that technical
writer instructions will
follow the documentation
control procedure
Once at the
beginning of
training
development
IT Department
18 Training
Development / 9
Technical writer shall
have experience with
creating and editing
training documentation
A Checklist will be used
to ensure trainer has
required experience
Once prior to hiring HR Manager
(Chamber)
19 Select Meeting
Caterer / 10
Caterer shall possess a
valid permit to operate as
a caterer as required by
the state of Massachusetts
Department of Public
Health
Quality Audit used to
review catering license
for compliance
Once prior to hiring
caterer Project Manager
20 Select Venue / 10
Venue shall have enough
audio visual equipment to
support training
requirements
Quality Audit used to
ensure equipment needs
will be met
Once prior to
signing venue
contract
Project Member 1
21 Campaign
Planning /11
Graphic designer must
fulfill basic requirements
of Digital Arts education
and similar work
experience
Checklist used to review
candidate's resume
Once prior
interviewing
HR
manager(Chamber)
22 Campaign
Planning /11
Campaign Ads must be
created and published in
accordance with MASB
standards
Audit of Ad creation and
publishing process
Once at the
beginning of Ad
creation and
publishing
Campaign Manager
23 Project Closure/ 12
Customer acceptance and
satisfaction standards
have been met
Quality Review - ensure
customer surveys captures
customer satisfaction
Once after project
completion Project Manager
7.4. Quality Control
Quality control monitors and analyzes the project work packages and deliverables to verify that
the project deliverables meet or exceed the quality standards/requirements and that customer acceptance is plausible.
7.4.1. Quality Control Responsibilities
The overall quality control responsibilities will be that of the QC Manager along with members of the project management team. The QC manager will report to the Project Manager on a
SUMMER JOB WEBSITE 33
weekly basis on the status of quality control activities, identified discrepancies and recommendations for quality control improvement.
The following table identifies:
1. The major deliverables of the project that will be tested for acceptable quality level. 2. The quality standards and customer satisfaction criteria established for the project
deliverable. Included are any organizational standards that need to be followed.
3. The quality control activities that will be executed to monitor the quality of the deliverables. 4. How often or when the quality control activity will be performed.
(Virginia Tech)
7.4.2. Quality Control Table Requirement
ID #
Deliverable/WBS
ID#
Quality Standard Metrics Quality Control Frequency
1
Project
Management/ 1 Resources are fully utilized
Resources are
working 2.5 hrs. per
day on Project
Management
deliverables
Control charts will
be used to confirm
that resources are
working 2.5hrs a day
Throughout the
Project Management
deliverable
2 Project
Management/ 1
Project Manager must be
PMP certified and have
work experience in website
development projects
3 years PMP
certification and 4
years’ website project
experience
n/a n/a
3 Project
Requirements 2
The requirements
documentation will follow
User story writing format
100% compliant with
User Story
requirement format.
Quality Inspection
will be used to
confirm that
requirements
documents follow
correct format
Weekly: During the
requirement gathering
process
4 Project
Requirements 2
Project risks will be
documented using the risk
documentation format:
Cause - Condition -
Conclusion
100% compliant with
risk documentation
format
Quality Inspection
will be used to
confirm that
documentation
format meets 100%
compliance
Once during risk
planning and as
needed when risks are
identified
5 Website Design/3 Website design must meet
US Web Design Standards
100% compliance
with design standards
Quality Inspection
will be used to
confirm that website
design meets
standards
Weekly, throughout
design phase of the
project
6 Website Design/3 Website must be responsive
Website must
maintain a minimum
of 95% device
detection and
response rate
Quality Inspection
will be used to
confirm site
responsiveness
Weekly, throughout
web design phase of
the project
7 Website
Development / 4
Job website must be
integrated with chamber
website
Clicks to the jobs
website from the
chamber website
must resolve within 5
seconds
Control charts to
confirm that the
integration process
is stable
During and after
website development
8 Website
Development / 4
Website must comply with
WSA Usability Standards
Website must
maintain a minimum
95% efficiency rate
Quality Inspection
will be used to
confirm standards
are met
Weekly, throughout
website development
SUMMER JOB WEBSITE 34
9
Website
Development / 4
Website must meet SANS
security standards
98% minimum
compliance with
SANS security
standards
Quality Inspection
will be used to
confirm that
standards are met
Weekly, throughout
website development
10 User Accounts /5 Each business will have
limited user account access
5 user accounts per
company
Quality Inspections
to confirm that
businesses can only
set up 5 user
accounts
at the end of user
account creation
11 Website
Procurement / 6
The Procurement Manager
must have experience in
website procurement
Procurement Manager
has a minimum of 5
years’ experience
n/a n/a
12 Website
Procurement / 6
Website procurement
services are within project
budget limits
Procurement
contracts do not
exceed 10% over
budgeted amount
Cost-Benefit
Analysis to confirm
that contracts meet
requirements
During and after
procurement
13 Quality Assurance
Deployment / 7
The QA Manager must have
experience and expertise in
Strategic planning, analysis
and process improvement.
Experience in either Agile
or Six Sigma is preferred.
QA Manager must
have 5 years’
experience in website
testing
n/a n/a
14 Quality Assurance
Deployment / 7
Website must meet ADA
Standards
100% compliant with
ADA Standards
Automated Quality
Inspections - using
web based checking
tools to confirm
ADA compliance
During and after
development
15 Production
Deployment / 8
Website must be fully
developed and tested in QA
environment
100% compliance
with QA build and
testing requirement
Quality inspection to
confirm website is
fully developed in
QA environment
During and after
development
16 Production
Deployment / 8
Maintain industry standard
uptime
Website is available
at least 99.9% per day
Automated Quality
Inspections - using
web based checking
tools to confirm
website uptime is as
expected
During and after
development
17 Training
Development / 9
Training documentation
shall follow documentation
control procedures
established by the IT
department of the Chamber
of Commerce
Document is 100%
compliant with the
Chamber of
Commerce
documentation
control procedure
Quality inspection
on document to
confirm compliance
Twice a week during
training development
18 Training
Development / 9
Technical writer shall have
experience with creating
and editing training
documentation
Technical writer must
have a minimum of 5
years’ experience
n/a n/a
19 Select Meeting
Caterer / 10
Caterer shall possess a valid
permit to operate as a
caterer as required by the
state of Massachusetts
Department of Public
Health
Caterer is 100%
compliant with permit
requirements
n/a n/a
SUMMER JOB WEBSITE 35
20 Select Venue / 10
Venue shall have enough
audio visual equipment to
support training
requirements
Audio visual
equipment can
support 200 people
Quality Inspection to
confirm equipment
availability
One inspection 2
weeks prior to meeting
and another inspection
2 days prior to
meeting
21 Campaign Planning
/11
Graphic designer must
fulfill basic requirements of
Digital Arts education and
similar work experience
Graphic designer has
at least 4-5 years of
graphic design work
experience
n/a n/a
22 Campaign Planning
/11
Campaign Ads must be
created and published in
accordance with MASB
standards
100% compliance to
MASB standards
Quality inspection
on created and
published ads to
confirm compliance
Once a week while the
ads are being created
& After the first set of
ads have been
published
23 Project Closure / 12
Customer acceptance and
satisfaction standards have
been met
Receive minimum
customer satisfaction
rating of 98%
Quality Inspections
using customer
satisfaction surveys
to confirm
satisfaction standard
is met
Prior to project closure
7.5. Quality Metrics
Quality Metrics are an important and necessary strategy for managing quality in projects as they
provide measurements of the overall quality of deliverables as well as evidence that quality
products are being delivered to the customer. Quality metrics for the Chamber of Commerce
Summer Job Website project have been identified and defined for both process and product.
Specific metrics for the high level project deliverables can be found here in the Quality Control
Table.
SUMMER JOB WEBSITE 36
8. PERFORMANCE EVALUATION PLAN
Contact Information CAPE COD-Chamber of
Commerce http://www.capecodchamber.org/
Cape Cod Chamber of Commerce is a convention and visitors bureau. Contact us by mail:
Cape Cod Chamber of Commerce
5 xyz Page Way
Centerville, MA 02632
Contact us by phone:
508-362-3228 or 1-788-33
CAPECOD
Contact us by email:
Industry Catering to Tourist
Project Status Over Budget and Behind
Schedule Initial Funding: $75,000
Baseline Cost: $55,287.69
Cost Variance (CV):
($901.60)
Cost Performance Index
(CPI): 0.94
Schedule Variance (SV):
($1,692.00)
Schedule Performance Index (SPI): 0.88
Estimate At Completion
(EACf): $59,127.95
Estimate To Completion
(ETC): $45,244.95
Report / Executive Summary As of April 1st, 2016, the project is behind schedule and over budget. This is due to task delays, additional resource costs and the addition of new tasks. The recommendations to get this project back on track include; fast tracking and/or crashing it. Changes should not be made to the project scope. Given the current status, it is estimated that the final cost of this project upon completion will be $59,127.95. The project will require $45,244.95 in order to reach completion.
Current Status of Project Project status based on the Earned Value Management (EVM) cost & schedule indicators is shown below.
Cost Performance CV = ($901.60) - This indicates that the project is over budget. CPI = 0.94 - This indicates that expense efficiency is unfavorable because the project is getting only $0.94 value for every dollar spent. The project is over budget because additional costs were incurred as a result of (a) adding Project Procurement to the project, and (b) task 2.4 (Review Requirements Documents) is taking longer than estimated. Please see Appendix 14.1 for details on the cost performance.
Schedule Performance SV = ($1,692.00) - This indicates that the project is behind schedule. SPI = 0.88 - This indicates that for every estimated hour of work, the project team is completing only 0.88hrs of work. This work output is unfavorable. The project is running behind schedule because there are a number of tasks which should have been completed by now but have either not started or are still in progress. Please see Appendix 14.2 for details on the schedule performance.
Future Performance Forecast EACf = $59,127.95 - This value represents the expected total cost of the project upon completion. It indicates $3,840.26 cost increase over the baseline cost of $55,287.69.
ETC = $45,244.95 - This value represents the anticipated cost to complete the remaining part of the project.
Recommendations Based on the EVM analysis, both schedule and cost are a concern on this project. Possible solutions to resolve these concerns include:
Fast tracking the project by overlapping unrelated tasks. This will help shorten the project schedule thereby decreasing cost.
Where fast tracking is not available, crash the project schedule by assigning all available resources to the critical tasks.
The project scope should not be changed as any changes would negatively affect the quality of the project deliverables.
SUMMER JOB WEBSITE 37
9. PROCUREMENT MANAGEMENT PLAN
The procurement management plan is necessitated by the fact that certain project tasks,
particularly domain name registration and hosting service provider, technical writing, and campaign management cannot be handled by any of the current project team members. This calls
for outsourcing of such services and associated products.
REQUES T FOR QUOTES:
WEBSITE GRAPHICS DOMAIN NAME AND HOSTING SERVICES
SERVICE SCOPE & INSTRUCTIONS FOR BIDDING
RFQ 2016-01
Issued By: Cape Cod Chamber of Commerce
5 xyz Page Way
Centerville, MA 02632
Tel: 508-362-3228 or 1-788-33
INTRODUCTION
This project seeks to define, plan, design, build and implement a website for small business employees to advertise jobs and recruit high school and
college students for the summer tourist season. Project execution will begin on April 4, 2016 to be completed prior to Octobe r 10, 2016.
SCOPE OF WORK
The design agency that will be selected will be required to provide domain name registra tion services and website hosting services. The hosting
services should be premium-level, allowing for scaling up of the website, adding blogs, and database management services. Email services should
be included in the package. Cape Cod Chamber of Commerce will use these services on carefully chosen projects. The agency will offer quotes for
these two projects when required.
QUALIFICATIONS AND EXPERIENCE
Potential agencies need proven ability to deliver the services delineated above. This segment of the p roposal must comprise the company’s overall
experience and comparable projects.
COST AND FEES
Describe and give details about commission proportion charged on media items and guarantee. List charges for the following if applicable:
$ Domain name search
$ Domain name registration
$ Web Hosting services
BIDDING INSTRUCTIONS
All bids should be addressed to:
Director of Procurement
Cape Cod Chamber of Commerce
5 xyz Page Way
Centerville, MA 02632
CONTRACT ASSURANCE
The contractor shall not victimize or favor based on race, skin color, nationality, or gender in the enactment of this contract.
PROMPT PAYMENT
Contractors are required to apply pro rata shares of the payment for all work completed by its subcontractors and materials furnished within 30
days or receiving progress payment.
CONFIDENTIALITY OF PROPOSALS
Bidders are encouraged to identify any confidential information that should not be disclosed and also guarantee not to disclo se confidential
information of the business if their bids are awarded.
SUMMER JOB WEBSITE 38
REQUES T FOR QUOTES:
TECHNICAL WRITER
SERVICE SCOPE & INSTRUCTIONS FOR BIDDING
RFQ 2016-02
Issued By: Cape Cod Chamber of Commerce
5 xyz Page Way
Centerville, MA 02632
Tel: 508-362-3228 or 1-788-33
INTRODUCTION
This project seeks to define, plan, design, build and implement a website for small business employees to advertise jobs and recruit high school and
college students for the summer tourist season. Project execution will begin on April 4, 2016 to be completed prior to October 10, 2016.
SCOPE OF WORK
The writing agency selected will be required to provide technical writing services on an as -needed basis for the Summer Job Website project. This
will involve creating website user manuals, system manuals and guides, program or website documentation, test plans, and contract writing among
others. Cape Cod Chamber of Commerce will use these services on carefully chosen projects. The agency will offer quotes for e very project as
entreated and be supplied with a work order as required.
QUALIFICATIONS AND EXPERIENCE
Potential agencies need proven ability to deliver the technical writing services delineated above. This segment of the propos al must comprise the
company’s overall experience and a listing of similar projects done in the past.
COST AND FEES
Describe and give details about commission proportion charged on writing technical content and guarantees. List charges for the fo llowing if
applicable:
$ Website documentation
$ Any other related services
BIDDING INSTRUCTIONS
All bids shall enclose a signed payment letter by a company officer authorized to manage contracts should they be awarded the bid. Bids should be
addressed to:
Director of Procurement
Cape Cod Chamber of Commerce
5 xyz Page Way
Centerville, MA 02632
CONTRACT ASSURANCE
The contractor shall not victimize or favor based on race, skin color, nationality, or gender.
PROMPT PAYMENT
Contractors are required to apply pro rata shares of the payment for all work completed by its subcontractors and materials furnished within 30
days or receiving progress payment.
CONFIDENTIALITY OF PROPOSALS
Bidders are encouraged to identify any confidential information that should not be disclosed and also guarantee not to disclo se confidential
information of the business if their bids are awarded.
SUMMER JOB WEBSITE 39
REQUES T FOR QUOTES:
CAMPAIGN MANAGER
SERVICE SCOPE & INSTRUCTIONS FOR BIDDING
RFQ 2016-03
Issued By: Cape Cod Chamber of Commerce
5 xyz Page Way
Centerville, MA 02632
Tel: 508-362-3228 or 1-788-33
INTRODUCTION
This project seeks to define, plan, design, build and implement a website for small business employees to advertise jobs and recruit high school and
college students for the summer tourist season. Project execution will begin on April 4, 2016 to be completed prior to October 10, 2016.
SCOPE OF WORK
The campaign management agency that will be selected will be required to provide website campaign products and services on an as-needed basis.
Projects may include managing digital, print, and social media website campaigns for the Summer Job Website. Cape Cod Chamber of Commerce
will use these services on chosen projects. The agency will offer quotes for projects as entreated and be supplied with a work order as required.
QUALIFICATIONS AND EXPERIENCE
Potential agencies need proven ability to deliver website campaigns on print, electronic, and social media platforms. This segment of the proposa l
must comprise the company’s overall experience and a listing of similar projects done in the past.
COST AND FEES
Describe and give details about commission proportion charged on website campaign management and guarantees. List charges for the following if
applicable:
$ Print media campaigns
$ Digital media campaigns
$ Social media campaigns
BIDDING INSTRUCTIONS
All bids shall enclose a signed payment letter by a company officer authorized to manage contracts should they be awarded the bid. Bids shou ld be
addressed to:
Director of Procurement
Cape Cod Chamber of Commerce
5 xyz Page Way
Centerville, MA 02632
CONTRACT ASSURANCE
The contractor shall not victimize or favor based on race, skin color, nationality, or gender.
PROMPT PAYMENT
Contractors are required to apply pro rata shares of the payment for all work completed by its subcontractors and materials furnished within 30
days or receiving progress payment.
CONFIDENTIALITY OF PROPOSALS
Bidders are encouraged to identify any confidential information that should not be disclosed and also guarantee not to disclo se confidential
information of the business if their bids are awarded.
SUMMER JOB WEBSITE 40
Supplier Selection Matrix
The following supplier selection/evaluation matrix will be used. The process of procuring
products or services required in this project will be handled largely by the Procurement
Department with requests coming from the Project Team through the Project Manager. The
supplier who gets the highest score wins the bid.
10. HR MANAGEMENT PLAN
10.1. RAM
RES PO NSIBLE AC CO UNTABLE CO NSULTED INFO RMED
Project
Management
Project Planning Project Mgmt
Team
Project Manager Project Sponsor,
Chamber of
Commerce
Leadership
Project Sponsor,
Chamber of Commerce
Leadership, Intern
Project Budget Project Mgmt
Team
Project Manager Project Sponsor Project Sponsor,
Chamber of Commerce
Leadership, Intern
Project Schedule Project Manager,
Project
Coordinator, Team
Member 3
Project Manager Project Sponsor,
Chamber of
Commerce
Leadership,
Business Analyst,
Database Manager,
IT, Team Members
1, 2, 4, Training
Team,
Chamber of Commerce
Employees, Project
Mgmt Team
Procurement
Plan
Procurement
Manager
Procurement
Manager
HR Manager,
Project Manager,
Training Team,
Testing Team
Project Mgmt Team, HR
Manager
SUMMER JOB WEBSITE 41
Kickoff Meeting Project
Coordinator,
Project Manager
Project Manager Project Sponsor Chamber of Commerce
Employees, Project
Mgmt Team
Project
Requirements
Business
Requirements
Business Analyst,
Team Member 1 -
4
Business Analyst Chamber of
Commerce
Employees, Project
Mgmt Team, Local
Employers
Chamber of Commerce
Employees, Project
Mgmt Team, Local
Business Owners
Non-Functional
Requirements
Business Analyst,
Team Member 1
Business Analyst Project Mgmt
Team, Project
Sponsor
Project Mgmt Team,
Project Sponsor
Technical
Requirements
Business Analyst,
Team Member 2
Business Analyst Web Developer,
Database Manager,
IT
Project Mgmt Team,
Project Sponsor
Website Design Website Layout Web Developer Web Developer Business Analyst Project Mgmt Team,
Project Sponsor
Website Content Web Developer Web Developer Business Analyst Project Mgmt Team,
Project Sponsor
Website
Development
Select Domain
Name
Project Mgmt
Team
Project Mgmt
Team
Chamber of
Commerce
Leadership, Project
Sponsor
Chamber of Commerce
Leadership, Project
Sponsor
Design
Navigation Page
Web Developer Web Developer Business Analyst Project Mgmt Team,
Project Sponsor
Design Content
Database
Database Manager Database
Manager
Business Analyst,
Web Developer
Project Mgmt Team,
Web Developer
Develop Website
Interface
Web Developer Web Developer Business Analyst Project Mgmt Team
User Accounts Create Test
Logins
IT IT Business Analyst,
Project Mgmt
Team, Testing
Team
Business Analyst, Project
Mgmt Team, Testing
Team
Create Admin
Logins
IT IT Business Analyst,
Project Mgmt
Team
Business Analyst, Project
Mgmt Team
Create Member
Logins
IT IT Business Analyst,
Project Mgmt
Team
Business Analyst, Project
Mgmt Team, Local
Business Owners
Website
Procurement
Purchase Web
Domain
Procurement
Manager
Procurement
Manager
Project Mgmt
Team
Project Mgmt Team,
Project Sponsor
Purchase Web
Hosting Service
Procurement
Manager
Procurement
Manager
Project Mgmt
Team
Project Mgmt Team,
Project Sponsor
Quality Assurance
Deployment
Website Test
Plan
Testing Team,
Web Developer
Testing Team Project Mgmt
Team, Web
Developer
Project Mgmt Team,
Web Developer, Project
Sponsor
QA Testing QA Testing Team QA Manager Project Mgmt
Team, Web
Developer
Project Mgmt Team,
Project Sponsor,
Chamber of Commerce
Leadership, Web
Developer
UAT Testing UAT Testing
Team, Web
Developer
UAT Manager Project Mgmt
Team, Web
Developer
Project Mgmt Team,
Project Sponsor,
Chamber of Commerce
Leadership, Web
Developer
SUMMER JOB WEBSITE 42
Production
Deployment
Website Launch IT, Web Developer IT Web Developer,
Project Mgmt
Team
Web Developer, Project
Mgmt Team, Project
Sponsor, Local Business
Owners, Chamber of
Commerce Employees,
Testing Teams
Final Testing IT, Web Developer IT Web Developer,
Project Mgmt
Team
Web Developer, Project
Mgmt Team, Project
Sponsor
Training
Development
Training
Materials
Training Team Training Team Project Mgmt
Team, Web
Developer
Project Mgmt Team,
Web Developer, Project
Sponsor
Job Aids Training Team Training Team Project Mgmt
Team, Web
Developer
Project Mgmt Team,
Web Developer, Project
Sponsor
Annual Meeting Venue Selection Team Member 1,
Procurement
Manager
Project Manager Chamber of
Commerce
Leadership, Project
Sponsor
Chamber of Commerce
Leadership, Project
Sponsor
Caterer Selection Team Member 2,
4, Project Manager,
Procurement
Manager
Project Manager Chamber of
Commerce
Leadership, Project
Sponsor
Chamber of Commerce
Leadership, Project
Sponsor
Meeting Day Project Mgmt
Team
Project Manager Chamber of
Commerce
Leadership, Project
Sponsor
Chamber of Commerce
Leadership, Project
Sponsor, Local Business
Owners
Meeting Day
Activities
Project Mgmt
Team, Project
Sponsor, Caterer,
Web Developer
Project Manager Chamber of
Commerce
Leadership, Project
Sponsor
Chamber of Commerce
Leadership, Project
Sponsor, Local Business
Owners
Training
Sessions
Trainer Trainer Project Mgmt
Team, Web
Developer
Chamber of Commerce
Employees, Project
Mgmt Team, Local
Business Owners,
Campaign Planning Hire Campaign
Manager
HR Manager HR Manager Procurement
Manager, Project
Mgmt Team,
Project Sponsor
Procurement Manager,
Project Mgmt Team,
Project Sponsor
Create Campaign
Plan
Campaign
Manager
Campaign
Manager
Project Sponsor,
Chamber of
Commerce
Leadership, Project
Mgmt Team,
Project Sponsor,
Chamber of Commerce
Leadership, Project
Mgmt Team,
Campaign
Implementation
Campaign Team Campaign
Manager
Project Sponsor,
Chamber of
Commerce
Leadership, Project
Mgmt Team,
Project Sponsor,
Chamber of Commerce
Leadership, Project
Mgmt Team,
Project Monitoring
and Controlling
Verify Project
Scope
Intern, Team
Member 1
Project Manager Business Analyst,
Database Manager,
IT, Training Team,
Testing Team
Project Sponsor,
Chamber of Commerce
Leadership
Review Project
Costs
Intern, Team
Member 2
Project Manager Procurement
Manager
Project Sponsor,
Chamber of Commerce
SUMMER JOB WEBSITE 43
Leadership
Review Project
Schedule
Intern, Team
Member 3
Project Manager Business Analyst,
Database Manager,
IT, Training Team,
Testing Team
Project Sponsor,
Chamber of Commerce
Leadership
Create Monthly
Report
Intern, Project
Manager
Project Manager Project Sponsor,
Chamber of
Commerce
Leadership, Project
Management Team
Business Analyst,
Database Manager,
IT, Training Team,
Testing Team,
Project Sponsor,
Chamber of Commerce
Leadership, Intern,
Business Analyst,
Database Manager, IT,
Training Team, Testing
Team,
Project Closure Project Signoff Project Manager,
Project
Coordinator,
Procurement
Manager
Project Manager Project Sponsor Project Sponsor,
Chamber of Commerce
Leadership, Project
Mgmt Team
Lessons Learned Project Mgmt
Team
Project Manager Project Sponsor,
Chamber of
Commerce
Leadership, Project
Mgmt Team,
Business Analyst,
Database Manager,
IT, Training Team,
Testing Team,
Campaign Team,
Contractors
Project Mgmt Team
Responsible: The person or persons that perform the actual work
Accountable: The person that is held accountable for the execution of the task
Consulted: The person or persons who provide subject matter expertise
Informed: The person or persons that need to be updated with progress (Edwards, 2015)
Description of Authorities Role Name Contact
Cost overruns
Scope Changes
Change Control Requests
Management Fund
Contingency Reserves
Project Sponsor Xyza Email:
Phone: +1
8881234***
Advisory on Change Control
Requests
Chamber of
Commerce
Leadership
Xyzv Email:
Phone: +1
8882234***
SUMMER JOB WEBSITE 44
Review and authorize scope changes
to be brought before the Project
Sponsor
Review and authorize change control
requests to be brought before the
change control board
All costs generated by the contractors
and intern hired for this project that
fall within the allocated budget
Shifting resources
Fast tracking and schedule crashing
activities
Project Manager Xyzv Email:
Phone: +1
8882234***
Approve costs that fall within the
allocated budget for their respective
assigned task
Project Team
Members
N/A Email:
Phone: +1
8881234***
Final approval of all budget
expenditure items that fall within the
allocated budget
Contract changes may be approved
unless the change falls outside of the
allocated budget
Procurement
Manager
Xyzv Email:
Phone: +1
8882234***
Full authority to hire contractors
within the allocated budget
HR Manager Xyzv Email:
Phone: +1
8882234***
11. INTEGRATED CHANGE CONTROL
Change Control Policy and Form
11.1. Purpose of the Change Management Plan
The Purpose of the change management plan is to identify, manage and control any changes to
the website project. This plan contains all the necessary information to manage and control change requests from inception to delivery of the project. This plan will be a part of the formal project management plan.
11.2. General Policy
The formal change management plan will be executed when a change is identified, requested, reviewed, approved or when updated change requests have an impact on other project deliverables during any stage of the project management.
All change requests will be tracked by making use of the defined procedure in the process flow and documented by using the change management log.
The parties responsible for assessing, reviewing, authorizing, implementing and updating the change requests are noted in the table below:
Description Role Name Contact
Authority for approving change requests Sponsor Xyza Email: [email protected]
Phone: +1 8881234***
Responsibility for reviewing change requests Project Manager, Sponsor and
CCB (when needed)
Xyzv Email: [email protected]
Phone: +1 8882234***
Responsibility for assessing, implementing and updating the
change requests to the project plan and relevant stakeholders
Project Manager Xyzv Email: [email protected]
Phone: +1 8882234***
SUMMER JOB WEBSITE 45
11.3. Change Management Process
The Change Management process establishes an effective and orderly procedure for tracking and
managing the changes submitted. This process involves identifying, validating, analyzing, controlling, approving, implementing and updating the change request. Notifications to
stakeholders regarding completed changes and the impact to the project plan and baselines should be communicated as per the procedure described below.
11.4. Change Control Procedures
All submitted change requests will make use of the following change control procedure
CR - Integrated Change Control- Implement Change
(University of California)
11.5. Detailed Actions and Responsibilities for Change Requests Activity Responsibility 1. Identify the issue for change requests and record in the change management log Project Manager and assigned
team members
Validate Change Request
Activity Responsibility 2. Project Manager will identify a team member as the issue owner 3. Validate change requests with appropriate team members 4. Assess and evaluate change requests 5. Update target date for completion of change requests
Project Manager and assigned team members
Analyze Impact
Activity Responsibility 6. Consult the Project Sponsor about the change requests 7. Consult procurement manager to understand contracts terms and conditions as they
Project Manager and assigned team members
Close (Verify that the processes are complete and close change requests)
Implement (Implement the decision, including updates to relevant stakeholders, submitter and the project plans if necessary)
Control (Decide to approve or disapprove the change requests)
Analyze (Analyze the impact of change on project baselines and document in analysis and impact log)
Validate (Validate changes by verifying and consulting management)
Identify (Identify and document the change requests in change management log)
SUMMER JOB WEBSITE 46
relate to the change requests 8. Appoint appropriate team members to review and assess change requests 9. Review and assess the impact of change requests on the project baselines 10. Update the assessment and impact log for change requests in relation to the scope, cost
and duration 11. Update the target decision date for the change requests
Control Change Request
Activity Responsibility 12. Consult procurement manager to understand contracts terms and conditions as they
relate to the change requests 13. To approve the change requests assign appropriate priority mentioned in the plan 14. Based on the assessment and impact results determine if there is a need to involve the
change control board 15. If change control board involvement is required, schedule meeting and send agenda to
members 16. If the change requests have no impact on the baselines make decision on whether to
proceed with the change or not
Project Manager and Procurement Manager
17. Discuss results of change request assessment to be brought up to the Project Sponsor 18. Provide suggestions, recommendations or any relevant information that aid the project
sponsor’s decision making
Change Control Board
19. Decide whether to approve or disapprove the requested changes 20. Discuss the decision with the project manager and CCB
Project Sponsor
21. Review and discuss decisions regarding the change requests 22. Schedule meeting with relevant subject matter experts as needed
Project Sponsor, Subject Matter Expertise, Project manager
23. Review and discuss final change request decision 24. Give final advice related to the decision taken by project sponsor
Change Control Board
25. Update each change request form for sponsor approval signature 26. Update change control board on sponsor change requests decision
Project Manager and assigned team member
Implement Change Request
Activity Responsibility 27. Verify contract terms and conditions before implementing changes 28. Negotiate issues related to the contracts due to implementing changes 29. Changes will be executed according to the contracts
Project Manager, Project Sponsor, Procurement Manager
30. Incorporate change requests into project management plans 31. Update project baselines 32. Update the submitter and all relevant stakeholders
Project Manager and assigned team members
Close Change Request
Activity Responsibility 32. Close change requests 33. Monitor all implemented changes and create weekly project reports 34. Confirm all updates have been filed and recorded
Project Manager
(Change Control Process)
11.6. Validate and Analyze Impact of Change Requests Changes to the project management plan will be validated and analyzed based on their priority as
defined below
SUMMER JOB WEBSITE 47
Priority Description High Change requests that are critical, need to be implemented immediately, or have an impact on
other deliverables will be categorized as HIGH PRIORITY
Medium Change requests that are important but do not require immediate implementation will be categorized as MEDIUM PRIORITY
Low Change requests that do not have an impact on other deliverables or do not require immediate attention will be categorized as LOW PRIORITY
(Centers for Medicare & Medicaid Services, Change Management Plan)
Assessment results for the impact of CR should be noted in the table below
Type of CR Change Request Priority Impact Details of Impact related to scope, cost
and duration
Scope Time Cost Resources E.g. Need extra designer for editing
website design as current designer is unavailable
High Website design deliverable, time and cost
This change will cost $500, Duration: +5 days Scope: If deliverable will not be ready then project will fail.
Evaluated change requests are assigned a status as shown below Status Description
Open Entered/Open but not yet approved or assigned
Work in Progress CR approved, assigned, and work is in progress
In Review CR work is completed and in final review prior to testing
Testing CR work has been reviewed and is being tested
Closed CR work is complete, has passed all tests, and updates have been released.
(Centers for Medicare & Medicaid Services, Change Management Plan)
11.7. Change Control Board
High Priority changes to scope, schedule or cost will be addressed by the change control board.
All members will be responsible for providing suggestions, feedback and advice regarding the change requests. Subject matter experts will attend the meeting if the change is related to their field of expertise. The Sponsor is responsible for making final decisions about the change
requests based on the advice of board members. Project Manager will be responsible for implementing approved changes within the work plan and keeping the submitter and relevant
stakeholders updated on the status of change requests. Members of the change control board are noted in the table below:
Role Responsibility Name Email Phone Number
Sponsor Authorize CR Xyza [email protected] +1 8881234***
Cape Cod Chamber of Commerce Leadership Group Members
Involve in CR process and advise for decision making
Abcd [email protected] +1 8881204***
Project Manager Review, Implement and Update Xyzv [email protected] +1 8882234***
Procurement Manager Subject Matter Expertise Hffs [email protected] +1 9832345***
Site Developer Subject Matter Expertise Xyzk [email protected] +1 8881234***
SUMMER JOB WEBSITE 48
Campaign Manager Subject Matter Expertise Xyzl [email protected] +1 8881234***
IT member Subject Matter Expertise Xyzj [email protected] +1 8881264***
Business Analyst Subject Matter Expertise Xyzjs [email protected] +1 8881734***
QA Manager Subject Matter Expertise Xyzjw [email protected] +1 8881334***
Training Member Subject Matter Expertise Xyzjf [email protected] +1 8881234***
Database Manager Subject Matter Expertise Xyzjq [email protected] +1 8881234***
11.8. Change Control System 11.8.1. Change Request Form Template
Element Description
Date The date the CR was created
CR number Unique ID # assigned by the Project Manager
Title A brief description of the change request
Description/Detail(s) of
Request:
Description of the desired change, the impact on other deliverables, impact related to scope, schedule and cost, or benefits of a change should be described in this section
Submitter Name of the person completing the CR form and who can answer questions regarding the suggested change
Phone Phone number of the submitter of change request
E-Mail Email of the submitter
WBS ID# The WBS ID# that the suggested change is for
Version Latest version of the file submitted for change request
Priority A code that provides a recommended categorization of the urgency of the requested change (High, Medium, Low)
URL: If it is a specific page designed and requires change then cut and paste the URL
Purpose of the
request
Reason for the request
Supporting
documents
Attach updated text, pictures, printed research or any form of information to support the purpose and reflect the consequences if change is not implemented in timely manner
Change type Define the change type related to project management plan e.g. scope, schedule, resources, etc.
Status Define the CR status type e.g. approved, open and so on
Internal use documentation: Date Received: Date Approved:
Reviewed by: Date:
Approved by: Approved: Yes/ No (If no, state Reason) Does this change affect other deliverables? Yes or No If yes, please
describe the deliverable or WBS ID# affected by the changed
Time allotted: (Centers for Medicare & Medicaid Services, Change Management Plan)
SUMMER JOB WEBSITE 49
11.8.2. Change Management Log Change Log Date Approved
Name of the Project: Submitter: Date Received
Change
Version
No.
Change
Type
Reason
for
Change
Impact
of
change
Priority Associated WBS
ID#
Status Action
Steps
Additional
Comments
(Change Log)
12. CLOSING ACTIVITIES PLAN
12.1. Closing Processes
The initial step towards closing this project would be for the Cape Cod Chamber of Commerce to
accept the Summer Job Website following successful development, User Acceptance Testing,
and deployment of the website. In a meeting involving the Project Sponsor, Project Manager,
Project Coordinator, Project Management Team, Procurement Manager, and Chamber of
Commerce Leadership, this project will be signed off as successful between 11-October-2016
and 14-October-2016. Other groups and individuals critical in the project closure process include
Business Analyst, Training Team, Contractors, Information Technology, Database Manager,
Campaign Team, and Testing Team.
This will be preceded by the Cape Cod Chamber of Commerce accepting to close the project
upon satisfaction with the expected standards and requirements set at the beginning of the
project. The Project Team will have its Quality Review members capture customer satisfaction
through a survey. Before announcing formally that the project has been successfully closed, the
following will need to be addressed:
1. Close out of all completed procurement items.
2. A final project report produced and given to the project sponsor.
3. The teams will conduct lessons learned activities for both the project team and the overall
project. A team performance evaluation will also be conducted.
4. All related project documents and organizational process assets will be updated and archived
accordingly.
5. Team members will be reassigned to other projects as necessary.
12.2. Closing Procurements
Services like domain name registration, technical writing services, website hosting services, and
campaign management services were outsourced on this project. Contracts were awarded to
those whose bids were accepted to the positions of graphics designer, domain name registrar and
web hosting service provider, and campaign manager. To close out these procurement contracts,
SUMMER JOB WEBSITE 50
the Cape Cod Chamber of Commerce together with the Customer and Project Team will meet to
agree on the fulfilment of the contracts as written. Following this agreement, the procurement
items will be paid out and closed as indicated below:
1. Graphics Design: This contract will have to be closed before the whole project is closed. This
is because by the time of going live with the website, all required graphics will have been
produced and used or stored to be used. Hence, at this stage, the graphics designer will receive
clearance in terms of receiving any pending payments and will provide Cape Cod Chamber of
Commerce all files produced for the project.
2. Campaign Management: A campaign manager was hired to handle all website promotions
and/or campaign related services and products. Given that the project will close about two weeks
after going live, this will have given the campaign manager enough time to ensure that all related
services and products are concluded by then. Materials relating to the campaigns will be handed
over to Cape Cod Chamber of Commerce, which will in return close all pending payments due to
the campaign manager before the project is officially declared as closed.
3. Domain name and web hosting services: It is important to note that the contract awarded to the
company for these services will not be fully closed for the reason that the website requires both
services to remain functional. As such, both services will be retained and rolled into the annual
fees for the website maintenance.
In closing the above procurement contracts, the signatories present when the same contracts were
being signed will be required to be present when such contracts are declared as closed. However,
a key factor is that all parties play their role. Cape Cod Chamber of Commerce will clear all
outstanding payments due to the contractors. On the other hand, the contractors will have to clear
all outstanding project-related tasks, services, or products due to the customer. Once this is done,
the signatories can then hold a meeting to formally close the contracts or procurement issues.
After this, the project may proceed to closure.
12.3. Final Project Report Template This document will serve as a template for the final project report to be completed by the project manager and distributed to all internal stakeholders. Final report will reside within the IPP and
be archived accordingly. Please note: All comments in italics will be removed when final report is generated.
Executive Summary Summary
The Cape Cod Chamber of Commerce is dedicated to helping Cape Cod visitors make the most of their vacation experience. The professional staff members are happy to suggest suitable
accommodations, restaurants, transportation services, visitor attractions and more.
SUMMER JOB WEBSITE 51
Purpose The Cape Cod Chamber of commerce is concerned with ensuring that small business employers
catering to the tourist industry (i.e. restaurants, kayak and bicycle rental, beach concessions, boutiques, variety stores, etc.) are able to find qualified seasonal employees for the summer
tourist season, typically high school and college students as it would affect the tourists visiting Cape Cod for their vacation. These businesses are not able to use search engines like Monster, Indeed, JustHired – in fact, many of the business owners are limited in their knowledge of
computer applications.
Solution Define, plan, design and implement a web application for small business employees to advertise jobs and recruit high school and college students for the summer tourist season. This application
will facilitate communication between employers and employees. It will also be linked to the existing chamber website.
Stakeholder List Connie Emerson - Sponsor
Cape Cod Chamber of Commerce Leadership Group
Small Business Employers
Job Seekers/Students
Business Analyst
Project Manager
Project Team Members
Web Developer
Technical Writer
IT
Campaign Manager
Training
Testing Team
Web Hosting service provider
School & Colleges
Chamber of Commerce HR Department
Tourists
Venue
Caterer
City of Cape Cod Residents
Project Coordinator
Procurement Manager
Campaign Assistant
Intern
Project Scope:
The purpose of this project is to define, plan, design, build and implement a website for small business employees to advertise jobs and recruit high school and college students for the summer tourist season. Project planning will begin on January 10, 2016 to be completed by April 2, 2016.
Project execution will begin on April 4, 2016 to be completed prior to October 10, 2016. The project budget is $72,808.
SUMMER JOB WEBSITE 52
User Acceptance User Acceptance Criteria Accepted (Y/N)
Website can be launched from the Chamber of Commerce website
Job seekers can upload resumes to the site
Job seekers can search for and apply for jobs
Business owners can download and save resumes
Business owners can post jobs
Job seekers and business owners can communicate back and forth
Job aids distributed to employers and chamber staff
Website training will be provided to chamber staff and small business employers
Key Deliverables Review
This section provides an at-a-glance overview of the key deliverables along with schedule and cost performance.
Deliverable Scheduled
Start Date
Actual Start
Date
Scheduled
Completion
Date
Actual
Completion
Date
Initial
Duration
Actual
Duration
Budgeted
Cost
Actual
Cost
Project Management
Project Requirements
Website Design
Website Development
User Accounts
Website Procurement
Quality Assurance
Deployment
Production Deployment
Training Development
Annual Meeting
Campaign Planning
Project Monitoring and
Controlling
Project Closure
FINAL
Final Cost Overview
Procurement manager will provide brief statement regarding procurement close-out, management fund and contingency fund.
Detailed procurement closeout plan is located here.
Final Schedule Overview Project Manager will insert brief overview of the schedule along with any challenges or successes
Final Change Control Overview
Project Team will provide brief overview of all submitted change control requests Change
Request
Number
Brief Request
Overview
Date
Submitted
Approved (Y/N) Scope Impact Additional
Duration
Additional
Cost
SUMMER JOB WEBSITE 53
Final Risk Overview Project team will provide an overview of all risks that were triggered during this project
Final Quality Overview
Project Team will provide an overview of quality control challenges and successes along with a final inspection report.
Project Documents Archival Information All project documents including this report will be archived at the following site:
Final Project Closeout Approval
Project Manager _______________________________________________
Project Sponsor ________________________________________________ 12.4. Lessons Learned Before the actual reassignment of project team members, it would be prudent to carry out an official Lessons Learned Meeting. Lessons learned would be twofold: one for the overall project
and one for the project team. This process involves the distribution of Lessons Learnt Surveys and questionnaires to all stakeholders on this project. The survey and questionnaire should seek to petition for objective and uniform responses from the participants in relation to several
categories associated with this project.
12.4.1. Project Lessons Learned Template
Project Title:
Complied By:
Contributors:
Project Description and Key Lessons-Learned
Brief description of deliverable
context
Please give a brief description of the deliverable context.
What were the main challenges being faced at the start of the project?
Brief description of project A short description of the project should be provided here.
What were the issues the project tried to address?
What solutions the project tried to offer? What were its major outputs?
Key project successes Please describe what has worked well.
What have been the key successes of this project?
What factors supported this success?
What was the impact?
SUMMER JOB WEBSITE 54
Project shortcomings and solutions Please describe what have been the main challenges of this project?
What have been the main challenges/ shortcomings/ unforeseen circumstances of
this project?
What was the impact?
How were they overcome (if they were).
Were the project results attained? If not, what changes need to be made to achieve
these results in the future?
Lessons learned Please think about and describe the key lessons learned from this project.
What could have been done differently/ better?
What would you recommend to improve future programming or for other similar
projects elsewhere
What mistakes should be avoided if the initiative were to be replicated?
How easy would it be to replicate the successes in a different context/ country?
Provide any other relevant information
Follow-up Actions Based on the Final Project Review, include a brief record of decisions and conclusions
related to follow-up actions
Project Information
Focal Points: Include the name(s) and email address(es) of the focal point(s) for this project
Sponsor: Include the name of sponsor involved in this project
Project resources: Please feel free to provide web links to other project resources and information
Date: Date of preparation of the report
12.4.2. Project Team Lessons Learned Template
Project Name:
Survey Guidelines:
The purpose of this document is to help the project team share knowledge gained from experience so the entire organization may benefit. Recording Lessons Learned throughout the project is the best way to ensure they are accurately
recorded. Topics to consider as you respond to the survey questions include all of the following (feel free to add to the list):
Project
Management
Technical
Management
Human Factors Overall
Project Planning Requirements Communication Customer
Satisfaction
SUMMER JOB WEBSITE 55
Resource
Management
Specification Team Experience Technical Success
Risk Management Test Plan Interaction with Project
Sponsor
Quality product
Change Control Construction Interaction with
Customer
Product Accepted
Procurement Testing Interaction with
Management
On Time
Budget
Management
Rollout Management support Within Budget
Quality Control Training Quality of meetings Met Project
Objectives
Status Reports Documentation Vendor interaction Met Business
Objectives
Vendor Selection Vendor Management Stakeholder involvement
Please keep the following in mind as you complete this survey:
Be constructive.
Do not place blame!
Focus on successes as well as failures.
Indicate which strategies contributed to success/failures on the project.
Indicate which improvement strategies would have the greatest impact on this and future
projects.
Team Successes:
Please list project team successes below and describe the factors that you believe led to each success listed.
<Enter response here.>
Team Challenges:
Please describe aspects of this project team that may have presented obstacles to the project team’s success. Please describe any
efforts that were made to overcome these challenges and the effectiveness of those efforts.
<Enter response here.>
Recommendations:
Please describe any recommendations for future projects. What can we do better next time, and what specific actions can we t ake to
improve?
<Enter response here.>
Other Comments:
<Enter response here.>
(Commonwealth of Pennsylvania, Department of Human Services)
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12.5. Team Performance Evaluation Template
13. ETHICS STATEMENT
A project manager who fails to uphold the standards of the profession can have negative impacts to an organization, project as well as the project management profession as a whole.
It is very essential to behave ethically by treating all individuals with respect, fairness and integrity while working on a project. Hence, we will refrain from engaging in any form of
violence towards one another be it physical and/or verbal. All team members will respect the privacy and rights of one another. We will make sure that we respect each other's differences in
Each member of the project team will be
evaluated on a scale from 1-5 in two
categories, Project Performance and Team
Member Behavior. An average of their score
will be used to determine their overall team
performance evaluation score. Scale of 1-5 :
(1) Poor (2) Fair (3) Good (4) Very Good and
(5) Excellent Pro
ject
Man
ag
er
Pro
ject
Co
ord
inato
r
Team
Mem
ber
1
Team
Mem
ber
2
Team
Mem
ber
3
Team
Mem
ber
4
Bu
sin
ess A
naly
st
HR
Man
ag
er
Pro
cu
rem
en
t M
an
ag
er
Data
Base M
an
ag
er
Gra
ph
ic D
esig
ner
Tech
nic
al
Wri
ter
Tra
iner
QA
Man
ag
er
QA
Teste
r1
QA
Teste
r 2
QA
Teste
r 3
UA
T M
an
ag
er
UA
T T
este
r 1
UA
T T
este
r 2
UA
T T
este
r 3
Web
Dev
elo
per
IT Cam
paig
n M
an
ag
er
Cam
paig
n A
ssis
tan
t
Inte
rn
Cate
rer
Performance
Project Timeline/Schedule Adherence
Analysis/Requirements/Stakeholder Management
Budget Management
Transparency/Communication/Reporting
Change Control/Product/Performance improvements
Quality Assurance & Quality Control Activities
Documentation/Process Adherance
Organization and Execution
Overall Effectiveness
Behavior
Personal and Work attitude
Supportive/Team Spirit/Group Work
Leadership
Collaborative
Proactive/Provided Contributions
Problem Solving Skills
Ability to lead and/or work with/in teams
Additional Comments
Overall Performance Evaluation
Team Member Performance Evaluation - Cape Cod Chamber of Commerce Jobs Website
SUMMER JOB WEBSITE 57
opinion and/or ideas. Team members will not spread any rumors about one another in the workplace as this behavior would be unethical and lead to conflicts among team members.
In order to handle any conflicts that occur during a project we will make use of conflict
resolution strategies and behave ethically by maintaining open and effective communication with our team members. We will be honest, transparent and compromise by showing tolerance for differing viewpoints. To manage all resources we will treat all parties fairly and with dignity
regardless of position or title and with professional courtesy. We will treat our contractors with the same level of professionalism and mutual respect that we give our team members. We will
respect all cultural differences of every individual. We will not make use of our power or position to influence others for our benefit. We will conduct all financial transactions with transparency and diligently seek out opportunities to maximize cost savings.
We will maintain a professional work environment by both engaging and encouraging others to
behave ethically according to the ethical standards and policies created for project managers. We will take responsibility for all our actions and not engage in any non-tolerating practice that harms the society in any manner. We will not discriminate against anyone while working within
an organization. We will be committed to preventing the wasteful use of natural resources and minimizing any hazardous impact of the development, production, use and disposal of any of its
products and services on the ecological environment. We will participate in the continuing education and development of professional skills and knowledge.
SUMMER JOB WEBSITE 58
14. APPENDICES
14.1. Cost Variances
Project Management incurred an additional $424.00 for Project
Procurement at 88% completion.
Project Requirements incurred an additional $1,085.60 for 4 additional days
of work at 90% completion.
$0.00
$200.00
$400.00
$600.00
$800.00
$1,000.00
$1,200.00
Cost Variance
Cost variances in Project Management and Project Requirements. Variances
are due to the addition of Project Procurement and task 2.4 (Review
Requirements Documents) taking 4 days longer than originally estimated.
$0.00$50.00
$100.00$150.00$200.00$250.00$300.00$350.00$400.00$450.00$500.00
Pro
ject
Man
age
r
Tea
m M
emb
er
2
Bu
sin
ess
An
aly
st
Da
tab
ase
Man
age
r
Gra
ph
ic D
esi
gn
er
QA
Man
age
r
QA
Te
ster
3
UA
T T
est
er 2 IT
Inte
rn
Foo
d
Soci
al M
edia
Ad
s
Flye
rs
Cost Variance
5 resources incurred costs greater than originally estimated.
Project Procurement - $424.00 allocated to Procurement Manager Project Requirements - $220.00 allocated to Project Manager
- $209.00 allocated to Team Member 1
- $220.00 allocated to Team Member 2
- $436.60 allocated to Business Analyst
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14.2. Schedule Variances
These 9 tasks should be fully completed by now but are running late. 1 task is 50% complete
while the other 8 have not started.