Running Head: RISK MANAGEMENT 1

Project Management Tools – Project 1

1. Farhan Ajmal

2. Ikram Ul Haq

3. Rahim Ahmed

4. Shoaib Mehdi

5. Atif Irfan Malik

Riphah University G-7 Islamabad

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Table of Contents

Project Overview .......................................................................................................................................... 3

Project Description........................................................................................................................................ 3
Project Purpose ......................................................................................................................................... 3
Background ............................................................................................................................................... 4
Project Objectives ......................................................................................................................................... 5
Project Scope ................................................................................................................................................ 5
Project Team Members ................................................................................................................................. 5
Major Roles & Responsibilities .................................................................................................................... 6
Project Phases ............................................................................................................................................... 7
Description ................................................................................................................................................ 7
Project Timeframe .................................................................................................................................... 8
Risks and their mitigation strategies ............................................................................................................. 9
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Project Management Tools

Point 1: Title and general details

Project Overview

The information in this phase includes the basic information associated for the website business

project. For additional information, it is requested to contact the project managers.

Project Title Website development and marketing

Project Sponsor Marketing wing of Small Business management

Project Manager Contact +92 000 00000

Project Manager

Project Team Members Business Analysis Department

Digital Marketing Department

Design & Development Department

Project Start Date 23st of July 2019

Point 2: Outline Project Brief / Scope

Project Description

Project Purpose

The current business world is rapidly changing from physical business establishment to

effective digital prototypes. There are some sophisticated and understandable ways to digitalize

the business and get popularity in the market for the small businesses. Our organization aims to

help the small businesses and enterprises to grow with the help of digital marketing, website

making, and to provide opportunities to get benefit thorough digitalization of the business.

 Business Analysis Department

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 Understanding the needs of the business

 Suggesting the best ways to grow the business

 Helping customers to engage with business digitalization

 Digital Marketing Department

 Designing the website marketing plan

 Initialing the proposed tasks by the Business analysis department

 Website Optimization

 Business marketing and advertisement

 Design & Development Department

 Development of Template

 Website backend Development

 Designing and Content management

The project will initially identify the opportunities available in the market and will work

on them. It will later on develop a plan, deadlines, and process details which would be later on

executed accurately and accordingly.

Background

Currently there are many ways to be identified for the small businesses to expand and

grow. The best and the most effective way to increase the number of customers is to engage the

business with digital marketing and E-commerce. The need of the digitalization of the business

or a component of the business is really important because the new generation is linked with the

world through digital mediums and it is essential for every business to have a website/portal and
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highly optimized user interface. The project will include the defining the purpose, building the

website/portal, development, designing, and optimization.

Project Objectives

 Enhance the market awareness.

 Build a website for a naïve and less-established business.

 Develop a marketing strategy for the online business exposure.

Point 3: Project Scope

Project Scope

The scope of the project includes all of the following components:

 Develop understanding and acceptance among the stakeholders, customers, or investors.

 Development and implementation of the plan of digitalization and social media

marketing.

 Establishing presence on the internet by making a website.

 Marketing of the business or a component of it.

Point 4: Project Team Members

Project Team Members

Following are the team members that are working in the project.

 Project Manager

 Project Risk Manager

 Business Analyst
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 Website Developer

 Graphic Designer

 Content Writer

 Digital Marketing Executive

Point 5: Major roles & responsibilities

Major Roles & Responsibilities

There are three departments which will provide an extensive staff members who will work on

this project.

 Project Manager

 Oversee all the processes of the project.

 Collect and reporting project metrics.

 Project Risk Manager

 Oversee all the risks in the project

 Identify risks and effectively handle them.

 Business Analyst

 Develop a business digitalization plan.

 Develop a report of digital marketing and its benefits for the specific client.

 Website Developer

 Work on the back-end programming of the website.

 Complete the website and deliver it.

 Graphic Designer

 Work on the Logo, pictures, and infographics as per required.

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 Work on all the visuals of the website and digital marketing.

 Content Writer

 Work on the content completion of the website.

 Work on the content required for digital marketing,

 Digital Marketing Executive

 Complete the digital marketing plan.

 Implement the plan.

Point 6: Phases of the project

Project Phases

Description

There are a large number of phases which include design, develop, market, and present to the

client but in a brief description, five are the main phases which are as following.

 Analytical Report

 The collection of genuine reasons to satisfy the clients/investors/stakeholder.

 Website template

 The complete designing of the template of website for customer satisfaction.

 Website Development

 The back-end coding and the overall general development of the website.

 Website Designing & Completion

 The designing of the Logo & color scheme, the completion of the content of

website.

 Digital Marketing
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 The overall optimization of the website (SEO).

Project Cost

S. No. Phase Estimated Cost Relative Cost Resources

1 Analytical Report $ 1500 $2000 Researchers

2 Website template $1000 $1200 Project Manager

3 Website Development $2000 $2000 Programmers

4 Website Designing & $900 $1000 Designers

Completion

5 Digital Marketing $2100 $2000 SEO specialists

Phase Activities Resource

Analytical Market idetification Business Analyst
Report Market Analysis Business Analyst
Report formation Content Writer
Report finalization Project Manager
Report approval Project Manager
Website Template selection Graphic Designer
template Minor/major changes Business Analyst
Adjustments Project Risk Manager
Color and theme integration Graphic Designer
Template finalization Project Manager
Website Code initiation Website Developer
Development Code completion Website Developer
Alignmnet with the template Graphic Designer
Finalization Website Developer
Approvals Project Manager
Website Design selection Graphic Designer
Designing & Considered flaws Website Developer
Completion
Design completion Graphic Designer
Design revisions Graphic Designer
Finalization Project Manager
Digital Plan selection Digital Marketing
Marketing Executive
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Plan documentation Digital Marketing

Executive
Approvals Digital Marketing
Executive
implemnetation Digital Marketing
Executive
Final submissions Digital Marketing
Executive

Project Timeframe

The project start time: 23st of July 2019

The project end time: 23st of September 2019

Point 7: Identification of Risks, Risk Owners, and Response planning / mitigation strategy

Risks and their mitigation strategies

Underneath is a complete table explaining the identification of risks. Risk owners, and

Response planning / mitigation strategy.

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Phase Risk ID Risk Risk Owner Mitigation Strategy

Analytical 1.1 Privacy Digital Marketing Executive,  Work with different accounts.
Report Project Manager
1.2 Inappropriate Content Writer, Business  Select the staff carefully and ensure their skills and
Content Analyst knowledge base regarding company policy and work
etiquette.
1.3 Context Content Writer, Graphic  Monitoring the employee activities while working.
concerns Designer, Business Analyst
1.4 Huge Up-Front Project Manager  Ensure consistent monitoring.
Cost

1.5 Poor Usability Digital Marketing Executive  Focus on the outcomes rather than the process.

Website 2.1 Security Digital Marketing Executive,  Implement policies that indicate appropriate conduct
template Website Developer by employees.
2.2 Time wastage Entire team  Process for accounting for time spent focus on
organization objective must be documented.
2.3 No updates Website Developer  Appropriately ensure the developer’s work and
mention this concern in the very first instructions.
2.4 Client rejection Project Manager, Website  Properly revise the work for reduction of the
Developer possibilities of the rejection.

2.5 Compatibility Website Developer  Make sure the work would be done on the correct tools
issues and platform.
Website 3.1 Project team Project Manager  Ensure personnel have clear directives and are fully
Development availability committed to the project before it gets underway.
3.2 Lack of Business Analyst, Website  Ensure staff is equipped with adequate monitoring
relevance Developer tools and know how to use them.
3.3 Deadlines Website Developer, Project  Empower social media representative to resolve
Manager customer issues with an adequate level of autonomy.
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3.4 Poorly written Website Developer, Project  Hiring should include the code factor as well.
code Manager

3.5 Unsecure logins Project Manager  Develop process for issue escalation as required.

Website 4.1 Instable Website Developer, Project  Ensure staff is equipped with adequate monitoring
Designing & application Manager tools and know how to use them.
Completion
4.2 Inaccurate Digital Marketing Executive,  Develop process for issue escalation as required.
estimations Business Analyst
4.3 3rd Party Website Developer, Digital  Empower social media representative to resolve
Systems Marketing Executive customer issues with an adequate level of autonomy.
4.4 Cross-platform Content Writer, Project  Make sure that the hired staff knows cross platform
compatibility Manager, Website Developer issues.

4.5 Scope creep Website Developer, Project  Prefer to reduce new features addition unless they are
Manager, Digital Marketing compulsory and adequately implement them.
Executive
Digital 5.1 Instable market Business Analyst  Improve the review of the code.
Marketing  Enhance the rapid quality checks on the tasks.
5.2 Fluctuations Business Analyst  Enhance the understanding of the market
 Increase the importance of the future events
predictability.
5.3 Unknown and Website Developer, Graphic  This issue could not be resolved but only predicted.
sudden changes Designer
5.4 Staff turnover Digital Marketing Executive,  Consider all the possibilities and be ready for it.
Project Manager

5.5 time/resource Project Manager  Perform past analysis

commitment
issues
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Point 8: Allied information

Risk is defined as the possibility of any negative occurrence that may happen due to

external or internal factors, and that may be mitigated through preventive actions. All projects

are subject to risks. In fact, there is an infinite number of things that might prevent you from

achieving your goals when working on a project. Risk management minimizes those threats that

could cause project failure, and allows you to stay in control of your project’s schedule, budget

and quality requirements.

According to the classic PMBoK guide, risk management can be divided into four

processes:

[1] Identification. Detect risks that might prevent you from achieving your project’s

goals.

[2] Analysis. Determine what risks are the most dangerous.

[3] Planning. Plan for the most dangerous risks.

[4] Monitoring and control. Maintain the project’s plan and continually identify

risks.

It is required to understand the risk associated with website development, and how to reduce the

likelihood of encountering these contingencies.

Risk: Scope of work

As a rule, information about contractors and clients, and a project’s deliverables and

milestones is included in the Scope of Work (SOW). It’s challenging to define a relevant scope of

work, because every contract and all requirements are different, and it takes time to write

thorough documentation describing the scope of work. Here are common risks related to the

scope of work:
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Scope of work is poorly specified. The risk here is in missing important details or simply

making a mistake when defining the scope of work.

Scope creep. Scope creep refers to unexpected changes and uncontrolled growth to a project’s

scope. Scope creep can mean failure to meet time constraints, additional costs, and even project

failure.

Adding unnecessary features. According to PMBoK, the addition of features that were not

originally requested in the scope is called “gold plating.” Gold plating is a source of additional

risk (additional costs, human resources, time, testing, etc.) and is considered bad management

practice.

While project managers try to minimize or eliminate SOW changes, some changes might

be urgent and necessary for a project. In our workflow we stick to Agile methodologies that

advocate an iterative approach to implementing any changes. Such an approach is realized via

sprints, i.e. development cycles that typically last 2-4 weeks. During a sprint, the team decides

which features should be implemented next in the product, how they should be tested, how they

should be confirmed (by defining acceptance criteria), and so on.

Agile methodologies resolve the problem of a scope creep by replanning the scope at the

start of each iteration, and continually estimating change during a project’s development. In this

way, the problem of scope creep becomes a moot point. This approach works effectively in a

continuous testing environment, when scope changes are driven by defects found in an

application. In this way, a project team immediately fixes issues at the initial stage and keeps

projects within deadline.

Risk: Human resources / Team

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Human resources shouldn’t be underestimated. One of a project manager’s responsibilities is to

facilitate smooth communication and establish cooperation between a customer and a

development team. Here are some common risks that can be posed by human resources:

In a nutshell, these are several common risks in website development, and some common

approaches to solving them. RubyGarage’s project management team relies on the classic

PMBoK guide during our work to foresee risks and mitigate them. We also reduce the risk of

failing to meet deadlines through efficient communication within our teams and through

technical checks such as automated testing.