3-1 Final Project Milestone One: Project Introduction, Overview, Tasks, and Resources
Jacob Wright
Southern New Hampshire University
QSO-355: Resource Estimate & Schedule
Professor Duchac
21 May 2023
Table of Contents
Introduction
I. Project Overview
A. Roles and Responsibilities
B. Scope and Schedule
II. Tasks
A. Description
B. Time
C. Dependencies
III. Resources
A. Alignment
B. Evaluation
IV. Risk
A. Sources
B. Strategies
V. Budget
VI. Schedule
Introduction
A&D High Tech is a technology business that offers services to clients and small business enterprises and sells computer hardware and accessories. Ted Walter established the business in Lincoln, Nebraska, in 1988. Mr. Walter insisted on providing customers with courteous service, and this principle was at the very heart of the Midwestern culture, where Walter spent his whole life. The corporation has experienced enormous growth in just ten years, bringing in roughly $400 million during the fiscal year 2000. Most of the firm's early clients were from states in the Midwest, making it primarily a regional player. However, the entrepreneur prepared to expand the business's reach by catering to the global market.
Purpose:
Background Information:
The company sold its products mostly in Midwest shopping malls and by phone. The Lincoln call center handled phone orders. Phone orders were written on paper and sent to order entry clerks, meaning that order processing took longer, delaying shipment and lowering accuracy. Due to stock constraints, salespersons had to communicate with clients to correct inaccurate information or provide other solutions. The company called back 30% of orders, whereas its primary competitor called back 5%.In 1999, the corporation reorganized. The J. D. Edwards ERP program was the first to be implemented. This software was selected because it could control the company's multiple production elements. An outstanding team of technologists and professionals planned and executed this programming, but they left almost as soon as the software was installed. This raised concerns about how the system would be maintained without trained employees. Despite this hurdle, the project was a commercial breakthrough that reduced customer callbacks to less than 1% of phone orders. After integrating the enterprise resource planning system in 2001, A&D invested in more technology to manage its operations. These gave the company lower production costs and more profits.
Purpose of Project Plan:
The purpose of this project plan is to guide the successful execution of A&D High Tech's online store project. It is a contract between the project manager, executive sponsor, project team, and stakeholders. The plan defines the project, its business goals, and its objectives. It aligns with the company's strategic initiatives to leverage technology, increase efficiency, and reduce costs. The CEO places Urgency on the project, aiming to regain competitive advantage through online sales. Despite time constraints and the absence of the current project manager, the plan will provide recommendations to expedite progress and ensure a timely launch.
Pro
Project Approach: Explain how the various behavioral and team management techniques, methodology, and task structure will be utilized most effectively to meet the requirements and objectives of the project.
Project Approach:
To effectively meet the requirements and objectives of the project, a combination of behavioral and team management techniques, methodology, and task structure will be utilized. The project will employ effective communication and collaboration strategies, promoting open dialogue and fostering a cohesive team environment. Agile project management methodology will be implemented to ensure flexibility, adaptability, and quick responses to changing requirements. Clear task structures and assignments will be established, allowing for efficient resource allocation and accountability. Regular progress tracking, milestone reviews, and performance feedback will be incorporated to monitor and manage project deliverables effectively. By leveraging these techniques, methodology, and task structure, the project team will work synergistically toward achieving project success.
Project Overview
Introduce the project overview section. Only a couple of sentences are needed. This section should also indicate the below upcoming subtopics.
Project Overview:
Despite the company's success in embracing technology, it has mostly ignored a pressing issue: the online market. A team headed by Johnson was formed in 2003 to find ways for the business to control the online market by creating an online store from which customers worldwide could make purchases. Clearly, if the corporation neglected the online market, it would lose its leading position in the current market.
A. Roles and Responsibilities
· CEO, Ted Walter: Provide overall vision and support for the online store project.
· CIO Matt Webb: Guide technology aspects and ensure alignment with IT strategy.
· VP of Sales, Jeff White: Provide input on sales and customer requirements.
· Current project manager, Eric Robertson: Assist with knowledge transfer and support during the transition.
Their duties included:
· Describing the business requirements
· Defining the process flows
· Making the architectural design of the project
· Making a simple model of the system
· Develop a structure for how the project's work will be broken down
· Estimating the resources needed for each task in the work breakdown structure (WBS)
· Describing the project's resources and assigning each task an amount.
Other functional employees include:
1. Chris Johnson (Project Manager)
2. Ryan Neff (Functional Lead),
3. Stacy Lyle (Functional Analyst)
4. Rick Burke (Infrastructure Lead)
5. Ryan Neff (Functional Lead),
6. Rick Burke (Infrastructure Lead)
B. Scope and Schedule
Scope: What is the project scope? Identify the key deliverables that are part of the project scope. Note that the scope statements should include what is in scope as well as specifically call out what other considerations are out of scope.
Schedule: When does the project need to be completed? Describe the timeline for the project. This section of the schedule should only identify a high-level timeline of the major deliverables. A full schedule will be requested later in the project plan.
Scope:
This project has a very broad scope. It includes everything from creating an online brand to offering a forum for clients to interact with the business and provide feedback on how well their products meet their demands. Both the number of customers and their satisfaction rise as a result.
Schedule:
This team has just over two months to develop the online market, so the project's timeframe is extremely constrained. The business's proprietors aim to attract students who will soon return home for the summer. To ensure the project is operational when the students return from their vacations, they should take full advantage of every available minute.
Tasks
Introduce the project tasks section. Only a couple of sentences are needed. This section should also indicate the below upcoming subtopics.
Tasks Overview:
A&D sells most products that govern the Windows 2000 operating system; most applications are specialized. The architecture of the online store was N-tiered to increase flexibility and allow for future enhancements. The first layer was the web server. Determining the business's requirements and defining the process flows are just a few of the activities involved.
A. Description
Describe the tasks and sub-tasks that will fulfill each of the project deliverables. What impact do the tasks and sub-tasks have on the project schedule? In industry practice it is common to use a work breakdown structure (WBS) Dictionary to capture this information. A sample document and template has been provided for this section entitled You are free to use other templates, tools, or formats to convey the requirements outlined within the Final Project Part I Document as long as you satisfy the rubric requirements.
B. Time
Impact of Time Estimates on Project Schedule:
Accurate time estimates play a critical role in determining the project schedule. They directly impact the project's timeline, resource allocation, and overall management. If time estimates are underestimated, it can lead to unrealistic deadlines, increased risk of delays, and potential quality issues due to rushed work. Conversely, overestimating time can result in inefficient resource utilization and unnecessary delays. Accurate time estimates enable effective project planning, sequencing of tasks, and identification of critical path activities. They allow for realistic project scheduling, helping to manage expectations, allocate resources appropriately, and ensure timely delivery of project milestones. Thus, the impact of accurate time estimates on the project schedule cannot be overstated in achieving project success.
During planning, task estimates were created for each task. Since the team that calculated the estimates was very knowledgeable in IT-related subjects, the estimates would provide a good representation of the actuals. The databases for the online market should be updated initially, but planning and work have started after the estimates have been produced while establishing the online market.
Analyze the time estimates for task completion. You can complete this section by adding another column to your Task Description—WBS Dictionary Excel spreadsheet. How do the task time estimates impact the project schedule?
C. Dependencies
Identify dependencies between tasks. In other words, which tasks must be finished before other tasks can be started? Note applicable order/dependencies by adding another column to your Task Description—WBS Dictionary Excel spreadsheet. The new information should be noted for all deliverables that have applicable schedule dependencies.
Resources
Please introduce the resources section. Only a couple of sentences are needed. This section should also indicate the below upcoming subtopics.
Resources Overview:
The key resources identified for the online store project include software developers, IT professionals, and external recruitment services. The corporation lacks internal developers and has engaged a company to fill these positions. IT professionals possess the necessary knowledge for software maintenance. This approach saves costs by recruiting individuals when their services are needed rather than maintaining them on staff continuously.
A. Alignment
Align resources to each of the sub-tasks you described. Justify your reasoning for your alignment decisions. In other words, why does the company need the resource types to complete the sub-tasks? In industry practice it is common to use a WBS Resource Alignment to capture this information. A has been developed to use for this section. You are free to use other templates, tools, or formats to convey the requirements outlined within the Final Project Part I Document as long as you satisfy the rubric requirements.
B. Evaluation
Evaluate the company’s resources. Does the company have the resources available to support the project? Are there any areas where the necessary resources may not be available to complete the sub-tasks?
Resource Evaluation:
Of all the resources needed for the project, only the software developers have not been identified. If the developers had been employed internally, $75 per hour would have been the rate utilized for estimation. However, in this instance, the corporation does not have any internal developers; as a result, a company has been engaged to fill these positions. In this situation, the corporation lacks the personnel to create its online store. However, recruiting these individuals is less expensive than keeping them on staff when their services are not frequently required. The IT professionals have the fundamental knowledge needed to maintain the software.
Note: For Milestone Two, complete the following sections of this form and the associated templates as instructed: IV. Risk and V. Budget
Risk
Introduce the risk section. Only a couple of sentences are needed. This section should also indicate the below upcoming subtopics.
Risk Overview:
The risk section of the project plan addresses potential sources of risk and strategies for risk mitigation. It includes subtopics on sources and strategies. Using the Risk Register Template, the sources identify likely risks based on project scope, budget, and time. Strategies are then determined to minimize the impact of identified risks, utilizing the Risk Register or other templates, tools, or formats to fulfill the requirements of the Final Project Document while meeting the rubric requirements.
A. Sources
Identify likely sources of risk for the project. Make sure to consider the project scope, budget, and time. In industry practice it is common to use a risk register to capture this information. A has been developed to use for this section. Note: You may not need all columns of the Risk Register to fulfill this element, but you should be aware of the industry standard for assessing risk, so those columns have been left in the register. Use whatever columns are useful to you in fulfilling the requirements of this critical element. You are free to use other templates, tools, or formats to convey the requirements outlined within the Final Project Document as long as you satisfy the rubric requirements.
In any project, inherent risks can potentially impact its success. Identifying and managing these risks is crucial to ensure project completion within the defined scope, budget, and time.
· Scope-related risks arise from uncertainties or changes in the project's scope. Scope creep, where the project requirements expand beyond the initial definition, can lead to increased costs, schedule delays, and resource over utilization. Poorly defined or ambiguous requirements may also result in rework or stakeholder dissatisfaction.
· Budget-related risks: Budget constraints can be a significant source of risk. Unexpected cost overruns may occur due to inaccurate cost estimates, unforeseen expenses, inflation, or market fluctuations (Krane et al., 2009). Inadequate financial planning or inadequate contingency reserves can severely impact project delivery, resource allocation, and stakeholder satisfaction.
· Time-related risks: Time-related risks stem from challenges in meeting project deadlines. Poor project scheduling, insufficient resource allocation, unrealistic timeframes, or external dependencies can lead to delays (Krane et al., 2009). Delays can further cascade into increased costs, stakeholder dissatisfaction, and potential opportunity losses.
· Resource-related risks: Inadequate resources or skill gaps among team members can threaten project success. Insufficient availability or allocation of skilled personnel, lack of access to necessary tools or technology, or competing organizational priorities can hamper project progress (Krane et al., 2009). It is important to carefully assess resource requirements and ensure appropriate resource allocation and management throughout the project lifecycle.
· Technical risks: Projects that involve complex or emerging technologies often face technical risks. These risks include compatibility issues, system failures, security vulnerabilities, or unexpected technical limitations. Insufficient testing, inadequate technical expertise, or reliance on unproven solutions can amplify these risks.
· Stakeholder-related risks: Stakeholders play a critical role in project success. Risks can arise from miscommunication, conflicting interests, or lack of stakeholder engagement. Changes in stakeholder priorities or introducing new stakeholders during the project can create challenges that impact project scope, schedule, or resource allocation (Krane et al., 2009).
· Environmental risks: Environmental factors such as natural disasters, political instability, or regulatory changes can significantly impact project execution. These risks can disrupt supply chains, affect resource availability, or introduce new compliance requirements that may necessitate adjustments to the project plan.
A comprehensive risk management plan should be established early in the project lifecycle to mitigate these risks effectively. This plan should include risk identification, assessment, prioritization, and appropriate mitigation strategies. Regular monitoring and reassessment of risks throughout the project and contingency planning can help address potential issues proactively. By recognizing and addressing these likely sources of risk, project stakeholders can enhance their ability to navigate challenges and improve the overall chances of project success. Effective risk management practices contribute to the project's stability, enable timely decision-making, and foster a proactive approach to risk mitigation.
B. Strategies
Determine risk mitigation strategies for the areas you identified. What strategies could you recommend to minimize the impact of the risks you identified? You can use your Risk Register, provided in the prior section, for this section also. You are free to use other templates, tools, or formats to convey the requirements outlined within the Final Project Part I Document as long as you satisfy the rubric requirements.
Several risk mitigation strategies can be implemented to minimize the impact of the identified risks in a project. These strategies aim to proactively address potential threats and ensure project success within the defined scope, budget, and time. Here are some recommended strategies for each of the identified areas of risk:
1. Scope-related risks:
a) Clearly Define Project Scope: Invest sufficient time and effort upfront to define and document the project scope in collaboration with stakeholders (Ahmed, 2017). Establish a robust change management process to control scope creep and ensure all changes are properly evaluated and approved.
b) Stakeholder Engagement and Communication: Regularly communicate with stakeholders to clarify requirements and expectations (Ahmed, 2017). Conduct frequent reviews and seek early feedback to identify any misunderstandings or gaps in understanding and address them promptly.
2. Budget-related risks:
a) Accurate Cost Estimation: Conduct thorough cost estimation exercises involving relevant experts and considering all project activities, resources, and potential risks. Include contingency reserves in the budget to account for unforeseen expenses or market fluctuations (Ahmed, 2017).
b) Regular Financial Monitoring: Implement robust financial monitoring and control mechanisms to track project expenditures and compare them against the budget. Promptly identify and address any deviations from the planned budget.
3. Time-related risks:
a) Comprehensive Project Scheduling: Develop a realistic project schedule by considering all necessary tasks, dependencies, and resource availability. Ensure the schedule accounts for potential delays and includes buffer time for unexpected events (Ahmed, 2017).
b) Effective Resource Management: Allocate resources appropriately based on their availability, skills, and workload (Krane et al., 2009). Regularly monitor resource utilization and make necessary adjustments to prevent overallocation or bottlenecks.
4. Resource-related risks:
a) Resource Planning and Acquisition: Conduct a thorough assessment of resource requirements early in the project and ensure adequate resources are allocated (Ahmed, 2017). Identify potential skill gaps and provide training or hire external expertise as needed.
b) Proactive Resource Management: Continuously monitor resource availability and workload. Anticipate resource constraints and conflicts and proactively address them, such as adjusting timelines, reallocating resources, or outsourcing certain tasks.
5. Technical risks:
a) Technical Expertise and Testing: Ensure the project team possesses the technical expertise to handle complex or emerging technologies (Ahmed, 2017). Conduct thorough testing and quality assurance processes to identify and address technical issues early on.
b) Risk Assessment and Mitigation Planning: Identify and assess potential technical risks specific to the project. Develop mitigation strategies that include contingency plans, alternative solutions, or additional testing to minimize the impact of technical failures or limitations.
6. Stakeholder-related risks:
a) Stakeholder Analysis and Engagement: Conduct a comprehensive stakeholder analysis to identify key stakeholders, their interests, and potential conflicts (Krane et al., 2009). Develop a stakeholder engagement plan to foster open communication, manage expectations, and proactively address conflicts or issues.
b) Change Management: Implement a robust change management process to handle changes in stakeholder priorities or the introduction of new stakeholders. Ensure changes are properly evaluated, communicated, and incorporated into the project plan (Krane et al., 2009).
7. Environmental risks:
a) Environmental Monitoring: Stay informed about external factors such as political, environmental, or regulatory changes that may impact the project. Regularly monitor relevant news sources and maintain communication channels with relevant authorities or experts.
b) Contingency Planning: Develop contingency plans that account for potential environmental risks. Identify alternative suppliers, establish backup systems, or incorporate flexibility into the project plan to adapt to changing circumstances.
It is important to note that risk management should be an ongoing and iterative process throughout the project. Regularly reassess risks, update mitigation strategies, and communicate any changes to the project team and stakeholders. By adopting a proactive and comprehensive approach to risk management, project stakeholders can increase their ability to navigate challenges effectively and improve the overall success rate of the project.
Budget
Develop an initial high-level budget based on the individual costs of the project deliverables. In other words, ensure the costs identified in your budget align with the deliverables. In industry practice it is common to use a cost estimating worksheet to capture this information. A has been developed to use for this section. You are free to use other templates, tools, or formats to convey the requirements outlined within the Final Project Part I Document as long as you satisfy the rubric requirements.
|
Deliverable |
Estimated Cost |
|
Website Development |
|
|
Front-end design and development |
$15,000 |
|
Back-end development |
$20,000 |
|
Content management system integration |
$5,000 |
|
Database setup and integration |
$8,000 |
|
User registration and login functionality |
$3,000 |
|
Product catalog setup |
$5,000 |
|
Shopping cart and checkout functionality |
$6,000 |
|
Payment gateway integration |
$4,000 |
|
Order management system integration |
$4,000 |
|
Shipping and logistics integration |
$3,000 |
|
User Experience and Design |
|
|
User interface (UI) design |
$10,000 |
|
Mobile responsiveness |
$4,000 |
|
Usability testing |
$3,000 |
|
Content and Data Management |
|
|
Product data entry and migration |
$5,000 |
|
Content creation and optimization |
$3,000 |
|
Search engine optimization (SEO) |
$5,000 |
|
Security and Performance |
|
|
SSL certificate and website security |
$2,000 |
|
Performance optimization |
$3,000 |
|
Integration and Third-Party Services |
|
|
Social media integration |
$2,000 |
|
CRM integration |
$5,000 |
|
Email marketing integration |
$3,000 |
|
Analytics and reporting tools integration |
$2,000 |
|
Testing and Quality Assurance |
|
|
Functional testing |
$3,000 |
|
Cross-browser and device compatibility testing |
$2,000 |
|
Performance testing |
$2,000 |
|
Bug fixing and quality assurance |
$4,000 |
|
Training and Documentation |
|
|
User training materials |
$2,000 |
|
Technical documentation |
$3,000 |
|
Contingency Reserve (10% of the total estimated cost) |
$11,200 |
|
Total Estimated Budget |
$153,200 |
Notes:
1. The estimated costs for each deliverable are based on research, cost estimates from vendors, and consultation with subject matter experts.
2. The contingency reserve addresses unexpected risks and uncertainties, calculated at 10% of the total estimated cost.
3. The total budget for the project is $153, 200 including all deliverables and contingency reserve.
In conclusion, by identifying potential sources of risk, implementing effective risk mitigation strategies, and developing an initial high-level budget, Chris Johnson can proactively address the critical elements of risk and budget management for the online store project at A&D High Tech. These actions will help minimize the impact of risks, ensure project success, and align the project's costs with the expected deliverables.
Note: You will complete section VI as part of your final submission of your Initial Schedule and Budget Report.
Schedule
Create a schedule for the project using your task time estimates and the dependencies you identified. In industry practice it is common to use a Gantt chart to capture this information. A sample document and template has been provided for this section entitled “Gantt Template.” You are free to use other templates, tools, or formats to convey the requirements outlined within the Final Project Part I Document as long as you satisfy the rubric requirements.
Note: For your final submission, you will submit a complete project management plan using this form. All feedback received on milestones should be evaluated and incorporated as necessary. Remove all guiding notes and submit a clean and professional plan as if you were submitting it to upper management.
