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Table of Contents
Summary of projects .................................................................................................................................... 2 Summary of projects Memo ........................................................................................................................ 3 Weighted Decision Model ............................................................................................................................ 4 Weighted Decision Matrix for Manage Your Health, Inc. ........................................................................... 5 Business Case for Recreation and Wellness Intranet Project ..................................................................... 6 Project Charter ............................................................................................................................................. 9 Roles and Responsibilities.......................................................................................................................... 10 Change Request Form ................................................................................................................................ 11 Change Category: Scope Schedule Cost Technology Other ...................................................... 11 Approach for Collecting Requirements for Recreation and Wellness Intranet Project ........................... 12 Requirements Matrix for Recreation and Wellness Intranet Project....................................................... 13 Scope Statement (Version I) ...................................................................................................................... 14 Work Breakdown Structure for Recreation and Wellness Intranet ......................................................... 16 Gantt Chart draft ........................................................................................................................................ 17 Scope verification and change control ...................................................................................................... 18 Scope verification.................................................................................................................................... 18 Change control ........................................................................................................................................ 18 Activities that can be added ...................................................................................................................... 19 Milestones .................................................................................................................................................. 20 WBS Final .................................................................................................................................................. 201 Gantt Chart Final ....................................................................................................................................... 202 Network Diagram ...................................................................................................................................... 203 Resource Assignments ............................................................................................................................... 24
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Summary of projects
Supports business strategies Reducing internal costs and improve employee health Reducing internal costs. Potential financial benefits Lower health insurance premiums. lower premiums with insurance companies Increase profits Save company about $2 million each year Initial assessment value
Project name
Other benefits Improve employee health within one year. Healthier employees = better productivity History of employee health care expenses and company health care costs Increase sales Better communication and employees, customers and suppliers work together
Project 3 Cross-Selling
System Project 4 Web-Enhanced Communications System
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$2 million each year and improve communication between employees, customers and suppliers to better work together. This also improve sales that will improve profits. When people work together their work productivity improves as well. Initial assessment value 3 out of 4.
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5.0 Analysis of Option and Recommendation There are three options for addressing this opportunity: 1) Do nothing. The company is doing well, and we can continue without to start this project. 2) Purchase an already existing application that support this project capabilities. 3) Design and implement the application using mostly existing hardware and software. Based on discussions with management, we believe that option 3 is the best option. 6.0 Preliminary Project Requirements This application would include the following capabilities: Allow employees to register for company-sponsored recreational programs, such as soccer, softball, bowling, jogging, walking, and other sports. Allow employees to register for company-sponsored classes and programs to help them manage their weight, reduce stress, stop smoking, and manage other health-related issues. Track data on employee involvement in these recreational and healthmanagement programs. Offer incentives for people to join the programs and do well in them (e.g., incentives for achieving weight goals, winning sports team competitions, etc.) 7.0 Budget Estimate and Financial Analysis A preliminary estimate of costs for the entire project is $200,000. This estimate is based on the project manager working about 30 hours per week for six months and other internal staff working a total of about 60 hours per week for Six months. A staff project manager would earn $75 per hour. The hourly rate for the project team members would be $85 per hour. The initial cost estimate also includes $16,250 for purchasing software and services from suppliers. After the project is completed, maintenance costs of $50,000 are include for each year and costs for classes, incentives, activities, etc. of $100,000 are included for each year. Projected benefits are based on lower health insurance premiums, providing net savings of at least $30/employee/year for full-time employees over the next four years. That is a saving of $600,000 per year. Exhibit A summarizes lite projected costs and benefits and shows the estimated net present value (NPV), return on investment (ROI), and year in which payback occurs. It also list assumptions made in performing this preliminary financial analysis. All of the financial estimates are very encouraging. The estimated payback is within one year, as requested. The (NPV) is $ 1,195,000 and the discounted ROI based on next four years are excellent at 180 percent. 8.0 Schedule Estimate The company would like to see the project completed within six months, but there is some flexibility in the schedule. We also assume that the project will be implemented permanently.
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9.0 Potential Risks There are several risks involved with this project. The foremost risk is a lack of interest in the new application by the employees. Employee health is crucial for the project to able to negotiate lower health insurance premiums and realizing the potential benefits from participating. The main business risk is investing the time and money into this project and not realizing the project benefits. 10.0
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Project Charter
Project Title: Recreation and Wellness Intranet Project Projected Finish Date: 15/01/2014
Budget Information: The Company has allocated $200,000 the project. The majority of cost for this project will be internal labor. Project Manager: Tony Prince, 0715985221, tonyprinc3@gmail.com Project Objectives: This is a crucial project for the company. This is the first charter for the project, and the objective is to complete the application in six months and start the implementation of the project in the beginning of next year. This application must allow employees to register for company-sponsored recreational programs and for company-sponsored classes and programs. It will track data on employee involvement in these recreational and health-management programs and offer incentives for people to join the programs and do well in them. Main Project Success Criteria: The software must meet all written specifications, be thoroughly tested, and be completed on time. The CEO will formally approve, the project with advice from other key stake holders.
Approach: Use internal staff as much as possible for planning, analysis and installation Develop a survey to see what activities employees wish to participate in. Develop a test application in three months and then the final in 3 months with testing every week Hold weekly progress review meetings with the project team and the sponsor Test the software Implement the application on the intranet
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Manager
Tony Prince
Project Manager
tonyprinc3@gmail.com
Manager
Team Member
Yusaff Yang
Cassandra Koste
HR Manager
Finance
yusaffy@gmail.com
kotsecassan@gmail.com
Team Member
Programmer
bonniejvr@gmail.com
Team Member
Lucas Olivier
Programmer
lucaso@gmail.com
Team Member
Patrick Kent
Network specialist
patrickk@gmail.com
Team Member
Nancy Drau
Business analyst
nancyd@gmail.com
Sign-off: (Signatures of all above stakeholders. Can sign by their names in table above.)
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Impact of the proposed change on: Scope: This will have no impact on the scope Schedule: This will have no impact on the schedule Cost: Lower health insurance premiums will reduce internal costs. Staffing: Improve employee health Risk: This will have no impact on the risk Other: This will have no impact on the other areas Suggested implementation if the change request is approved: Implementation as soon as possible and encourage employees to join and start improving their health for the benefits. Required approvals: Name/Title Mr. Roger Mat-abele Mr. Tony Prince Mr. Yusaff Yang Miss. Cassandra Koste
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Approach for Collecting Requirements for Recreation and Wellness Intranet Project
We will start by having a simple brainstorming with the whole project team and some health experts to get ideas what the project may require. After all the ideas are generated, the team will prioritize the ones they think are the best for this solution. The resulting consensus of best ideas will be used for the initial requirements. After brainstorming we will hand out questionnaires to employees to get their opinion on what they would like and want. After getting the questionnaires back, we will extract the data and analyze it so we can prioritize the initial requirements. We will then use group interviews with employees, project team and health experts to get a better perspective on the requirements for the project. We can uncover a richer set of requirements in a shorter period of time if we can keep the group focused. Health experts can help with selecting classes, programs and activities, where employees can help selecting what would mostly interest them in participating. The project team should review the project charter since it includes high-level requirements for the project and may refer to other documents that include requirements. They should also review the stakeholder register to ensure that all key stakeholders have a say in determining requirements. Since time is of the most importance we will keep it small and do it as fast as possible, we ca nt loss too much time on this.
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Category
Source
Status
Health
Project charter
R02
Health
Project charter
R03
Software
Project charter
R04
Incentives
Other
Project charter
R05
Financials
Project charter
Still in budget
R06
Schedule
Project charter
Still on Schedule
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Summary of Project Deliverables Project management-related deliverables: business case, charter, team contract, scope statement, WBS, schedule, cost baseline, status reports, final project presentation, final project report, lessons-learned report, and any other documents required to manage the project. Product-related deliverables: research reports, design documents, software code, hardware, etc. 1. Questionnaires/Survey: Survey current employees to help determine desired recreational programs, classes and programs.
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participate in.
3. Classes and programs: Organizing classes and programs that can help employees manage their weight, reduce stress, stop smoking, and manage other health-related issues 4. Incentives: Determine incentives that will motivate employees to join and complete programs. 5. Database: In order to track employee data on involvement for analysis. 6. Analyse data: To negotiate lower health insurance premiums. 7. Testing: Test the application and make sure it is user friendly. 8. Training: After project completion employees should be trained to use the application. Scheduling workshops should help employees. 9. Promotion: To motivate employees and to announce the benefits for the employees. 10. Project benefits measurement plan: A project benefit plan will measure the financial value of the project.
Project Success Criteria: The application must meet all written specifications, be thoroughly tested, and be completed on time. The CEO will formally approve, the project with advice from other key stake holders. The goal is to complete the project within six months for no more than $200,000. The project must pay for itself within one year. To meet this financial goal, employees must participate in this program to fully gain the benefits of this project.
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Change control
If a change to the project scope is needed the process for recommending changes to the scope of the project must be carried out. Any project team member or sponsor can request changes to the project scope. All change requests must be submitted to the Project Manager in the form of a project change request document. The Project Manager will then review the suggested change to the scope of the project. The Project Manager will then either deny the change request if it does not apply to the project or hold a change control meeting between the project team and Sponsor to review the change request further and perform an impact assessment of the change. If the change request receives initial approval by the Project Manager and Sponsor, the Project Manager will then formally submit the change request to the Change Control Board. If the Change Control Board approves the scope change the Project Sponsor will then formally accept the change by signing the project change control document. Upon acceptance of the scope change by the Change Control Board and Project Sponsor the Project Manager will update all project documents and communicate the scope change to all project team members. This is just to ensure that not just any changes can be made to the project and to ensure that everyone stays within the scope of the project.
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In the Collect requirements task the activity collect questioners can change to collect and extract data from questioners. This mean that not only should we collect the questioners, but after we collected them we should extract and analyze the data recovered from them. With this data we can more accurately prioritize the requirements needed. This activity can take up to five days because it is a large amount of data to process. After holding group interviews with employees and team member we can then review all the requirements we have gathered to determine the requirements that the project needs. This will be done in the activity determine requirements. This can take up to two days. Now that we have all the requirement we can then review the scope and WBS to finalize the documents with this new requirements that we found were important and should be added to the project. In the Company-sponsored Activities task were we determine where, what and how we are going to present classes to the employees, we will meet with health experts. We will get a good idea of what activities will be required to help the employees the best.
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Milestones
Project kick-off Milestone: This is the first millstone, it symbolizes the beginning of the project and the success that the project has been accepted. This milestone will be met when the project start after the kick off meeting. Finish Planning Milestone: This is the second milestone for the project. This milestone will be successfully met when the planning of the project is successfully completed in the time it was given. This milestone also symbolizes the beginning of the next task. Finish Requirements Milestone: The third milestone will be successful when we successfully determined all the requirements for the project in the time it was given. Application finished Milestone: This milestone will be successful when the application is finished on time without any problems. This milestone is very important, because it is the biggest and top priority. Project running as planned Milestone: This milestone is also important. It follows the monitoring and controlling of the project which goes parallel with the project to monitor the status of the project giving a status report at the end of each week. It will be successful when the project ran as planed without any fallback or problems. It is met after a successful progress report. Project finished Milestone: This milestone is the big one also the last. It symbolizes the end of the project if it were to be successful. It is when the project has finished successfully in time and on budget.
1 Initiating 1.1 Identify key stakeholders 1.2 Prepare project charter 1.3 Prepare Business case 1.4 Hold project kick-off meeting Project kick-off Milestone 2 Planning 2.1 Hold team planning meeting 2.1.1 Prepare team contract 2.1.2 Hold Brainstorming meeting 2.1.3 Formulate Questioners 2.2 Identify, discuss, and prioritize risk 2.3 Prepare scope statement 2.4 Prepare WBS 2.5 Prepare Schedule and cost baseline 2.5.1 Determine resources 2.5.2 Determine Durations 2.5.3 Determine dependencies 2.5.4 Create draft Gantt chart 2.5.5 Review and finalize Gantt chart Finish Planning Milestone 3 Executing 3.1 Collect requirements 3.1.1 Collect and extract data from Questioners 3.1.2 Hold Group interviews 3.1.3 Determine requirements 3.1.4 Review Scope and WBS finish Requirements Milestone 3.2 Company-sponsored Activities 3.2.1 Meeting with experts 3.2.2 Recreational programs 3.2.3 Classes and programs 3.2.4 Determine incentives 3.3 Application design 3.4 Application development 3.5 Application Testing 3.6 Application Promotion 3.7 Application Roll-out Application finished Milestone 3.8 Employee training 4 Monitoring and Controlling 4.1 Progress reports Project running as planned Milestone 5 Closing 5.1 Prepare final project report 5.2 Prepare final project presentation 5.3 Lessons learned Project finished Milestone
4 days 1 day 1 day 1 day 1 day 0 days 10 days 6 days 1 day 1 day 2 days 1 day 1 day 1 day 3.5 days 1 day 1 day 1 day 1 day 1 day 0 days 121 days 14 days 5 days 5 days 2 days 1 day 0 days 2 days 1 day 1 day 1 day 1 day 25 days 50 days 20 days 5 days 1 day 0 days 5 days 135 days 135 days 0 days 5 days 2 days 2 days 1 day 0 days
Mon 7/15/13 Mon 7/15/13 Tue 7/16/13 Wed 7/17/13 Thu 7/18/13 Thu 7/18/13 Fri 7/19/13 Fri 7/19/13 Fri 7/19/13 Mon 7/22/13 Mon 7/22/13 Wed 7/24/13 Thu 7/25/13 Fri 7/26/13 Mon 7/29/13 Mon 7/29/13 Mon 7/29/13 Mon 7/29/13 Tue 7/30/13 Wed 7/31/13 Thu 8/1/13 Fri 8/2/13 Fri 8/2/13 Fri 8/2/13 Fri 8/9/13 Fri 8/16/13 Tue 8/20/13 Wed 8/21/13 Thu 8/22/13 Thu 8/22/13 Fri 8/23/13 Fri 8/23/13 Fri 8/23/13 Mon 8/26/13 Mon 9/30/13 Mon 12/9/13 Mon 1/6/14 Wed 1/8/14 Fri 1/10/14 Mon 1/6/14 Mon 7/15/13 Mon 7/15/13 Fri 1/17/14 Mon 1/20/14 Mon 1/20/14 Wed 1/22/14 Fri 1/24/14 Fri 1/24/14
Thu 7/18/13 Mon 7/15/13 Tue 7/16/13 Wed 7/17/13 Thu 7/18/13 Thu 7/18/13 Thu 8/1/13 Fri 7/26/13 Fri 7/19/13 Mon 7/22/13 Tue 7/23/13 Wed 7/24/13 Thu 7/25/13 Fri 7/26/13 Thu 8/1/13 Mon 7/29/13 Mon 7/29/13 Mon 7/29/13 Tue 7/30/13 Wed 7/31/13 Thu 8/1/13 Fri 1/17/14 Wed 8/21/13 Thu 8/8/13 Thu 8/15/13 Mon 8/19/13 Tue 8/20/13 Wed 8/21/13 Fri 8/23/13 Thu 8/22/13 Fri 8/23/13 Fri 8/23/13 Fri 8/23/13 Fri 9/27/13 Fri 12/6/13 Fri 1/3/14 Fri 1/10/14 Wed 1/8/14 Fri 1/10/14 Fri 1/10/14 Fri 1/17/14 Fri 1/17/14 Fri 1/17/14 Fri 1/24/14 Tue 1/21/14 Thu 1/23/14 Fri 1/24/14 Fri 1/24/14
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9 9 11 12 13
18 19 20 7
24 25 26 27 23 30 30 30 33 34 35 36 38 36
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Resource Assignments
Name Roger Matabele Tony Prince CEO Position Assignments/ Tasks 2.1, 2.5.5 3.1.4, 3.6 5.2 1.1, 1.4 2.1, 2.5 3.1, 3.2, 3.3, 3.6, 3.7 5.1, 5.2, 5.3 2.1 3.1, 3.2, 3.6, 3.8 1.2, 1.3 2.1, 2.3, 2.4, 2.5.5 3.3, 3.4, 3.5, 3.6, 3.7 5.1, 5.2, 5.3 2.1 3.3, 3.4, 3.5, 3.6, 3.7 2.1, 2.2 3.1, 3.2 4 5.1 2.1 3.3, 3.4, 3.5, 3.6, 3.7 2.1 3.1, 3.2 days 2 2 1 2 10 60 5 1 5 2 5 100 5 1 100 2 16 135 2 1 100 1 16 Hours 9 9 5 16 70 500 30 4 25 9 25 450 23 4 350 9 70 270 8 4 450 4 70
Project Manager
Programmer Finance
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