Grand Wines Project Plan

Question: Discuss about the Grand Wines Project Plan. Answer: Introduction This report involves development of a project plan for Grand Wines Ltd. The project involves purchase of hand held devices for the sales team of the company, development of an information system and its integration with the hand-held devices. The report presents a scope management plan, WBS, and risk register. Scope Management Plan Grand Wines Ltd is a wine maker and seller organization from NSW and it has over 400 independent Liquor and wine stores across nation. The company is operated by a large workforce and 20 of them are into sales that help company expand its operations and make business in NSW. The current sales process of the organization involves manual order taking by these sales representatives from customers and then mailing or faxing of these orders to the sales department that is located in Sydney. A sales database is maintained at the department which is linked with the inventory system supporting shipment of the ordered goods. The sales people enter the orders in the sales database to start the process of order and delivery management. However, the organization is currently facing certain operational challenges such as delays in order entries, unavailability of stock information on time, and loss of orders due to human errors. Because of these problems, customers and sales staff are not satisfied. However, the competing organization in the space have improved systems of inventory and ordering and are able to make faster deliveries and maintain accuracy of orders to keep customers and employees satisfied(Bright Hub Media, 2015). Requirements Aim of this project is to develop an information system for inventory management, order processing, and sales management for which hand held devices would be provided to the sales team which would be linked with the information system of database, inventories and order management(Antn, 2003). Key requirements of this system include: Ability to connect to the front end systems including hand held devices that would be carried by sales representations so that they can enter the orders received in the system instantly. The information system would manage orders, inventories, and delivery management. The system should get updated automatically such that the inventory information can be received instantly by the sales people anytime. Upon confirmation from clients on orders, sales representatives should be able to enter the order information instantly and update the same in the systems(PDA, 2007). In scope items The items that are in scope of this project include: Acquisition of the hand held devices Installation of the order management module on handheld devices. Development and installation of inventory management and order management system Migration of the legacy data into the new database. Testing of new information system Out scope items Process of selecting suppliers for hand held devices. Acceptance Criteria The acceptance criteria of the Information system development project include: Validation of ordering, inventory management and deliver processes for embedding into new system The processes should not take more than few seconds to respond to the user queries The interface should be understood by all the potential users of the applications including sales people, warehouse and order processing departments The required system must be delivered within 6 months Project activities should not take more than AUD 60000.00 which is the total allotted budget All deliverables should be met, recorded and reported at the end of the project as per the project plan(BIS, 2010). Deliverables Key deliverables of the system development project include: Project plan for the development, testing and implementation of the system Work break down structure highlighting the planned activities of the project Assigning responsibilities to people involved in the project to complete the project activities. Progress monitoring and reporting of the project activities to ensure deliverables are met Development of inventory and order management software Procurement of hand held devices for sales people Development of software for handheld devices and integration of the same with other information systems(The State of Maryland , 2015). Constraints There are certain constraints of this project that include: The Budget There are only AUD 60000.00 allotted as budget and thus, any activity included in the project cannot exceed this budget. If there is any need for additional funds then the same have to be requested and approved by the sponsor. The Time - Project has to be completed within 6 months after the start and thus, the project manager must keep checking the progress and comparing the same with plan to ensure that it is completed within time. The Resource Constraints The organizations has limited resources that are planned at initial stages. There could not be any new resources hired at any stage of development unless a resource left or is required to be replaced(Caltrans, 2007). Project Assumptions There are some assumptions on this project such as: The allotted budge is sufficient for completing all the activities as required by the project With proper monitoring and control established, the project activities can be completed within the scheduled time(Project Management Institute , 2000). Change Request Form Not all changes required on the project require special approvals from project sponsors. Such changes may be managed by the project manager. These may include change requests related to budget enhancement, schedule extension or new equipment purchases(IFRC, 2011). Work Breakdown Structure WBS Task Name 1 Hand held devices and Grand Wines Information system development 1.1 Project initiation 1.1.1 User Requirements 1.1.1.1 Sales representatives 1.1.1.2 Administrative users 1.1.3 Requirement documentation 1.1.4 Sponsor sign-offs 1.2 Project planning 1.2.1 Scope management Plan 1.2.2 Resource Management Plan 1.2.3 Project plan approval 1.3 Project Execution 1.3.1 Procurement (Metafuse, Inc.;Core Performance Concepts, 2015) 1.3.1.1 Purchase Hand Held devices 1.3.1.2 Software licenses 1.3.1.3 Order Management 1.3.1.4 Sales Management 1.3.1.5 Inventory Management 1.3.2 Development 1.3.2.1 Customization of software 1.3.2.2 Integration with hand held devices 1.3.3 Testing 1.3.3.1 Functional testing 1.3.3.2 User Acceptance testing 1.3.4 Training 1.3.4.1 Sales representatives training 1.3.4.2 Administrator training 1.4 Project closure 1.4.1 Disperse or release human resources 1.4.2 Project closure documentation 1.4.3 Project Closure sign off(U.S. Department of the Interior , 2012) Gantt chart Budget Time-phased budget Task Jan-16 Feb-16 Mar-16 Apr-16 May-16 Project initiation User Requirements Sales representatives 1440 Administrative users 1680 Requirement documentation 1920 Sponsor sign-offs 1200 Project planning Scope management Plan 840 Resource Management Plan 840 Resource Management and Finalization 840 Risk Management - Assessment and Estimation 1920 Project Plan Creation 1920 Submission of project plan 1920 Approve project plan 640 Project Execution Procurement Purchase Hand Held devices 840 Software licenses 840 Order Management 920 1000 Sales Management 1920 Inventory Management 1920 Development Customization of software 5000 3000 Integration with hand held devices 4000 Testing Unit testing 1200 Functional testing 1200 User Acceptance testing 1600 Trace bugs 800 Prepare bug report 800 Send bug report to developer 1280 Resolve bugs 4000 Final testing 1920 Training Sales representatives training 40 800 Administrator training 40 800 Project closure Disperse or release human resources 1920 Project closure documentation 2760 Project Closure sign off 1920 Cost/month 17760 9840 11000 8880 8200 Cumulative cost 17760 27600 38600 47480 55680 Total project cost would be $60000 without any addition for contingency. However, 20% would be added to this for contingency. If for any reasons, project costs exceed the budget; this contingency fund would be utilized(Metafuse, Inc.;Core Performance Concepts, 2015). Each resource is required to give minimum 8hrs/day. However, in any case, a resource is not available then it has to be replaced some other resource. Secondly, if cost of software or hardware increase due to change in economic terms then additional amount needs to be satisfied by the available contingency. These issues require intervention from high management and opinions of industry experts. Risk register No. Rank Risk Category Description Root Causes Potential Responses Risk owner Probability Impact Status R01 1 Budget overshooting Costs risk Cost overrun If the prices of the hand held devices or licenses increase when the actual procurement is required from the plan, it would cause the price to rise. While working on the project, delays and scope changes may require additional funds to be allotted for human resource. Weekly reports: Contingency budget may be utilized for managing additional requirements. Project cost must be planned considering the future fluctuations that may occur Project Manager Low High Medium R02 2 Schedule overrun Time risk Delays in meeting milestone deadlines Time not utilized efficiently for completing the WBS activities Weekly reports: The project should be monitored and the progress must be measured against the project plan to identify any possibilities of deviations such that control measures can be taken to prevent the variations Project Manager High Medium Extreme R03 3 Deliverables do not meet user requirements Scope Risks Scope changes Inability to meet deadlines as per milestones -Meet all project stakeholders during requirement gathering and ensure that all their requirement are included in the project requirement document which must also be validated and approved by key stakeholders to ensure that no requirement is missed. Project Manager Low High Medium R04 4 Project completed before time Time risk Completion before Go-Live date Budget and resources are utilized more effectively than expected Release human resources Project Manager Low High Medium(Masons Thelen Reid LLP, 2006) Conclusions The project proposed involved development of an information system for Grand wines and purchase of hand held devices that were to be integrated with these information systems. The project plan was prepared using the principles of project management. The plan included project WBS, schedule, budget, and risk response plan. References Changefirst Limited, 2009. Change and project management , s.l.: ChangeFirst. PM College, 2009. Resource Management and the PMO, Philadelphia, Pa., USA: Project Management Solutions, Inc.. Antn, A. I., 2003. Successful Software Projects Need Requirements Planning, s.l.: North Carolina State University. BIS, 2010. How to organise, plan and control Projects, s.l.: BIS. Bright Hub Media, 2015. 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