Faculty of Higher Education
Group Assignment Cover Sheet
Unit Details |
Unit Name |
IS Project Management |
Code |
HI5029 |
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Year |
2024 |
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Trimester number |
T2 |
Assessment Details |
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Due Date: dd/mm/yyyy |
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Group Number |
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** only list students who have contributed to this assignment |
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Group Details |
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Group Submission Declaration |
Integrity Declaration We have read and understand academic integrity policies and practices and our assessment does not violate these.
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Executive Summary
The report explains the project plan for DigitalShift by TechUpGrowth to help the company towards digital transformation by creating a vision for ease of operations and enhancement in customer experience through advanced technologies. This includes implementing an ERP system, mobile application development, enhancement of cybersecurity, and transition towards cloud solutions.
Initiate the 18-month project with a budget of $10 million into an agile project management methodology for flexibility in the following phases: initiation, planning, execution, monitoring, and closing. This report discusses all vital management plans are scope, schedule, cost, quality, resources, and risk management, setting Focus on system integrations, resource allocation, and mitigations of risks. It addresses maintaining operational viability, technical integration, and employee acceptance. This report ensures that TechUpGrowth attains its strategic objectives with the least disruption by adhering to an agile methodology with detailed planning.
Table of Contents
Part 1: Project Integration Management 6
Task 1: Prepare a business case 6
Task 2: Prepare the project charter 8
Part 2: Project Scope Management 11
Task 3: Develop an initial scope management 11
Task 4: Develop a work breakdown structure (WBS) 13
Part 3: Project Schedule Management 18
Task 5: Gantt chart for WBS 18
Part 4: Project Cost and Quality Management 24
Task 6: Documents for cost estimate 24
Task 6: Business case financial analysis 29
Part 5: Project Resource Management 31
Task 7: Responsibility Assignment Matrix (RACI Chart) for the WBS 31
Part 6: Project Risk Management 42
Task 8: Create a risk register 42
Task 9: Plot the risks on a Probability/Impact Matrix 45
4. Pre-work/Preparation (documents/handouts to bring, reading material, etc.) 48
Introduction
This report aims to give in detail the project management planning of the DigitalShift initiative, developed by TechUpGrowth. DigitalShift is a huge digital transformation project for its operational efficiencies, better customer experiences, and business outcomes. This project is important to help TechUpGrowth remain competitive in the continuously changing information technology landscape through the maximum utilization of innovative digital tools and methodologies.
This report Identifies the main project management components that are necessary to be considered in the successful delivery of the DigitalShift project, including all aspects of integrating the project, scope, schedule, cost, quality, resource, and risk management. The report follows the agile approach in a way that flexibility (Alsari, Qureshi & Algarni, 2020, p1(3)) and iterative development will be used in adapting to change, keeping the key deliverables in focus.
This report outlines the scope and deliverables of the project, establishes timelines and resource allocation, estimates the costs of the project, manages risks, and ensures the quality of the implementation. These are put together to ensure that TechUpGrowth will meet set objectives in smoothing internal operations (Swart et al., 2022, p85(2)), adopting a robust ERP system, introducing a customer-oriented mobile application, upgrading cybersecurity measures, and launching cloud-based operations that eventually will position it for growth.
Part 1: Project Integration Management
Task 1: Prepare a business case
Project Charter
Date
Project Title: DigitalShift – TechUpGrowth Digital Transformation Initiative |
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Project Start Date: 1 May 2024 Projected Finish Date: 26 August 2025 |
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Budget Information: $10 million |
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Project Manager: Group Leader, xxxx-xxx-xxx, leader.group@gmail.com |
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Project Objectives:
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Success Criteria: Successful implementation of ERP with existing internal processes. The mobile application was successfully launched and received good reviews from users with increased engagement. Smooth transition to cloud-based solutions without operational disruption. Employee training programs, where the outcome shall be improved technology adoption rates and increased operational efficiencies. |
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Approach: The project will use agile development, meaning that there will be lots of flexibility throughout its duration-18 months. Consequently, key phases of the project in order would include initiation, planning, execution, monitoring, and closure. In each phase, specific milestones and deliverables are there, and continuous contact and feedback from stakeholders will ensure progress on the project. |
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Roles and Responsibilities |
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Name and Signature |
Role |
Position |
Contact Information |
Group Leader |
Project manager |
Project manager |
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David Nguyen |
IT Systems Architect |
Systems Architect |
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James Williams |
Mobile App Developer |
App Developer |
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Michael Thompson |
Cybersecurity Specialist |
Cybersecurity Specialist |
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Lana Rey |
Cloud Solutions Engineer |
Cloud Solutions Specialist |
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Task 2: Prepare the project charter
Business Case for Project Name
Date: 1 May, 2024
Project Name: DigitalShift – TechUpGrowth Digital Transformation Initiative
TechUpGrowth is a mid-sized technology firm whose aim is to operationalize efficiency with its competitive edge by enacting a comprehensive digital transformation project. The project, named DigitalShift, looks toward the optimization of internal processes, improvement in customer experience, and integration of new emerging technologies. Anchored with $10 million, this 18-month-long engagement will witness the core update of the system, the building of new consumer-facing applications, and an enhanced cybersecurity implementation accordingly. |
2.0 Business Objective • Enhanced operational efficiency through the integration of internal processes under the ERP system. • Develop an easy-to-use mobile application to enhance the interaction with customers. • Enhanced cybersecurity for improved security of data. • Migrate operations to cloud-based services for scalability and flexibility. • Train employees on new technologies to ensure that the culture of innovation and continuous learning keeps pace. |
3.0 Current Situation and Problem/Opportunity Statement TechUpGrowth does not have updated internal systems that could impact efficiency and scalability. Buckley Firm currently has no holistic form of a digital platform on which to engage with its customers. Besides, the now cybersecurity system is shallow to protect against emerging threats from cyberspace. This opportunity is found in updating its operations and adopting innovative technologies that will enable the firm to keep pace with competitors and be efficient enough to enhance business performance. |
4.0 Critical Assumption and Constraints The project will be completed within the approved estimate of $10 million. 18 months is assumed to be enough to complete the timeline. Dependencies will be on time, including vendor supply of cloud solutions. Resistance to the change by employees may be a problem but must be minimized by effective strategies for managing the change. |
5.0 Analysis of Options and Recommendation
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7.0 Budget Estimate and Financial Analysis A rough estimate of the budget for this DigitalShift project is around US$10 million, considering a wide area that includes the costs of technology implementation, system development, cloud services, employee training, and contingency funds in case some unforeseen risks crop up. |
8.0 Schedule Estimate The Project will take 18 months from 1st May 2024 to 26th August 2025. Projects will be worked on using agile methodologies in which deliverables are iteratively completed in Sprints. |
9.0 Potential Risks
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10.0 Exhibits Exhibit A: Financial Analysis A detailed cost-benefit analysis can be performed based on projected operational improvement and customer engagement. |
Part 2: Project Scope Management
Task 3: Develop an initial scope management
Scope Statement (Version xx)
Project Title: DigitalShift – TechUpGrowth Digital Transformation Initiative
Date: 1 May 2024 Prepared by: Group leader |
Project Justification: TechUpGrowth sees the DigitalShift project as so critical in bringing it closer to renewing its operations, increasing customer interaction, and standing it in better stead against a constantly changing technology environment. The result will be greater integration of cutting-edge digital technologies, smoothing of internal procedures, and overall operational efficiency through ERP implementation, mobile app development, cloud migration, and cybersecurity enhancements. |
Product Characteristics and Requirements:
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Product User Acceptance Criteria:
Summary of Project Deliverables
Business case, project charter, team contract, scope statement, work breakdown structure (WBS), project schedule, cost baseline, status reports, final project presentation, final project report, lessons learned report, risk register, and other documentation as may be required to support good project management
Research reports, design documents, ERP systems, mobile applications, infrastructure based on the cloud, cybersecurity framework, employee training materials, and documentation about system implementation and testing. 1. ERP System and Integration Report. 2. Creating, developing, and publishing mobile apps. 3. Cloud migration and scalability infrastructure. 4. Improvement of cybersecurity and the vulnerability assessment. |
Task 4: Develop a work breakdown structure (WBS)
Work Breakdown Structure (WBS)
Date
Project Name: DigitalShift – TechUpGrowth Digital Transformation Initiative
1.0 Project Initiation
1.1 Project Management
1.1.1 Develop project charter
1.1.2 Assemble project team
1.1.3 Define project objectives
1.1.4 Initial stakeholder meetings
1.2 Documentation and Planning
1.2.1 Prepare business case
1.2.2 Create project management plans
1.2.3 Define scope management plan
1.2.4 Create a risk management plan
2.0 ERP System Implementation
2.1 Planning and Requirements Gathering
2.1.1 Conduct needs assessment
2.1.2 Identify key business processes for ERP integration
2.1.3 Define ERP system specifications
2.2 ERP Development and Integration
2.2.1 Design ERP system architecture
2.2.2 Customize ERP modules to align with business requirements
2.2.3 Integrate ERP with existing internal systems
2.2.4 Conduct system testing and validation
2.3 ERP Rollout and Training
2.3.1 Roll out ERP system
2.3.2 Provide user training for employees
2.3.3 Monitor ERP system performance
3.0 Mobile Application Development
3.1 Requirements and Design
3.1.1 Identify user needs and requirements
3.1.2 Develop mobile app wireframes and prototypes
3.1.3 Define key features and functionality
3.2 App Development and Testing
3.2.1 Code app functionality
3.2.2 Perform app testing (beta release)
3.2.3 Address bugs and user feedback
3.3 Launch and User Engagement
3.3.1 Official app launch
3.3.2 Monitor user feedback and satisfaction
3.3.3 Conduct post-launch improvements
4.0 Cloud Infrastructure Migration
4.1 Planning and Requirements
4.1.1 Evaluate current systems for cloud compatibility
4.1.2 Define cloud infrastructure requirements
4.1.3 Select cloud service provider
4.2 Migration Execution
4.2.1 Prepare systems for migration
4.2.2 Conduct phased cloud migration
4.2.3 Test and validate cloud operations
4.3 Post-Migration Support
4.3.1 Monitor cloud system performance
4.3.2 Optimize Cloud Services
4.3.3 Provide cloud infrastructure training
5.0 Cybersecurity Enhancements
5.1 Assessment and Planning
5.1.1 Conduct security gap analysis
5.1.2 Define cybersecurity requirements and protocols
5.1.3 Identify key vulnerabilities
5.2 Security Implementation
5.2.1 Implement security solutions (firewalls, encryption, etc.)
5.2.2 Integrate security with cloud and ERP systems
5.2.3 Conduct security testing
5.3 Monitoring and Training
5.3.1 Continuous security monitoring
5.3.2 Train employees on security best practices
5.3.3 Update security protocols as needed
WBS Dictionary Entry
Date
Project Name: DigitalShift – TechUpGrowth Digital Transformation Initiative
WBS Item Number: 2.2
WBS Item Name: ERP Development and Integration
Description: The work will involve designing an ERP system and customizing it to integrate and test for the internal business (Tarigan et al, 2021, p283(1)) processes of TechUpGrowth. This will drive key workflow automation, to attain operational efficiency, fuller visibility of information, and more file-private decision-making with less wastage of time. Architecture design, system customization, module integration, and thorough testing characterize this phase to ensure the ERP system meets all operational and performance requirements. This service will also involve the smooth integration of the ERP system with other existing technologies to prevent disruptions of business.
Part 3: Project Schedule Management
Task 5: Gantt chart for WBS
Team Project Draft Schedule |
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Total hours-> |
176 |
157 |
181 |
149 |
173 |
836 |
154 |
138 |
175 |
131 |
171 |
769 |
Major tasks |
Start Date |
End Date |
Responsible |
Estimated Hours per person |
Total |
Actual Hours |
Total |
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B |
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D |
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Est. Hours |
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Act. Hours |
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Start Date |
End Date |
Michael |
10 |
10 |
10 |
10 |
15 |
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10 |
5 |
10 |
8 |
15 |
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1.0 Project Initiation |
1st May 2024 |
30th June 2024 |
David |
3 |
5 |
4 |
5 |
5 |
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3 |
5 |
4 |
5 |
10 |
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1.1 Project Management |
1st May 2024 |
30th June 2024 |
Lana |
2 |
3 |
4 |
5 |
5 |
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5 |
0 |
6 |
5 |
3 |
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1.1.1 Develop project charter |
1st May 2024 |
15th May 2024 |
Team |
2 |
2 |
2 |
2 |
5 |
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3 |
3 |
3 |
5 |
3 |
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1.1.2 Assemble project team |
16th May 2024 |
31st May 2024 |
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1.1.3 Define project objectives |
1st June 2024 |
15th June 2024 |
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3 |
5 |
4 |
4 |
10 |
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5 |
5 |
6 |
2 |
10 |
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1.1.4 Initial stakeholder meetings |
16th June 2024 |
30th June 2024 |
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4 |
5 |
10 |
5 |
10 |
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5 |
4 |
5 |
5 |
10 |
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1.2 Documentation and Planning |
1st May 2024 |
30th June 2024 |
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5 |
5 |
6 |
5 |
3 |
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5 |
0 |
0 |
6 |
5 |
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1.2.1 Prepare business case |
1st May 2024 |
15th May 2024 |
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1.2.2 Create project management plans |
16th May 2024 |
15th June 2024 |
Michael |
5 |
5 |
6 |
10 |
8 |
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5 |
5 |
6 |
10 |
8 |
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1.2.3 Define scope management plan |
16th June 2024 |
30th June 2024 |
David |
5 |
4 |
5 |
5 |
10 |
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0 |
5 |
5 |
0 |
10 |
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1.2.4 Create a risk management plan |
16th June 2024 |
30th June 2024 |
Lana |
4 |
4 |
5 |
6 |
4 |
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0 |
4 |
5 |
4 |
0 |
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2.0 ERP System Implementation |
1st July 2024 |
30th April 2025 |
David |
4 |
5 |
4 |
8 |
8 |
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0 |
4 |
0 |
8 |
8 |
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2.1 Planning and Requirements Gathering |
1st July 2024 |
31st October 2024 |
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15 |
10 |
10 |
10 |
15 |
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15 |
15 |
15 |
0 |
15 |
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2.1.1 Conduct needs assessment |
1st July 2024 |
31st July 2024 |
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2.1.2 Identify key business processes for ERP |
1st August 2024 |
30th September 2024 |
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2.1.3 Define ERP system specifications |
1st October 2024 |
31st October 2024 |
David |
5 |
5 |
6 |
0 |
0 |
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5 |
5 |
6 |
0 |
0 |
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2.2 ERP Development and Integration |
1st November 2024 |
30th April 2025 |
David |
8 |
8 |
10 |
5 |
7 |
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0 |
8 |
10 |
5 |
7 |
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2.2.1 Design ERP system architecture |
1st November 2024 |
30th November 2024 |
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10 |
10 |
10 |
0 |
0 |
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10 |
10 |
10 |
0 |
0 |
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2.2.2 Customize ERP modules |
1st December 2024 |
31st January 2025 |
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10 |
10 |
10 |
10 |
10 |
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12 |
12 |
12 |
12 |
12 |
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2.2.3 Integrate ERP with internal systems |
1st February 2025 |
31st March 2025 |
James |
5 |
5 |
5 |
10 |
0 |
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5 |
5 |
5 |
10 |
0 |
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2.2.4 System testing and validation |
1st April 2025 |
30th April 2025 |
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2.3 ERP Rollout and Training |
1st May 2025 |
31st July 2025 |
Michael |
4 |
4 |
5 |
0 |
0 |
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4 |
4 |
5 |
0 |
0 |
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2.3.1 Roll out ERP system |
1st May 2025 |
31st May 2025 |
Lana |
10 |
10 |
10 |
10 |
10 |
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10 |
0 |
10 |
10 |
10 |
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2.3.2 Provide user training |
1st June 2025 |
30th June 2025 |
Michael |
10 |
0 |
12 |
0 |
8 |
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10 |
0 |
12 |
0 |
8 |
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2.3.3 Monitor ERP system performance |
1st July 2025 |
31st July 2025 |
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5 |
5 |
5 |
5 |
5 |
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5 |
5 |
0 |
5 |
0 |
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3.0 Mobile Application Development |
1st August 2025 |
30th November 2025 |
Jackson |
5 |
5 |
4 |
5 |
5 |
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5 |
5 |
4 |
5 |
5 |
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3.1 Requirements and Design |
1st August 2025 |
30th September 2025 |
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3.1.1 Identify user needs and requirements |
1st August 2025 |
15th August 2025 |
Team |
3 |
3 |
0 |
5 |
0 |
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3 |
3 |
0 |
5 |
0 |
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3.1.2 Develop mobile app wireframes and prototypes |
16th August 2025 |
15th September 2025 |
Jackson |
4 |
4 |
4 |
4 |
10 |
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4 |
4 |
4 |
4 |
10 |
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3.1.3 Define key features and functionality |
16th September 2025 |
30th September 2025 |
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10 |
10 |
10 |
10 |
10 |
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0 |
12 |
12 |
12 |
12 |
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3.2 App Development and Testing |
1st October 2025 |
15th November 2025 |
Michael |
5 |
5 |
5 |
5 |
5 |
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5 |
5 |
5 |
5 |
5 |
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3.2.1 Code app functionality |
1st October 2025 |
15th October 2025 |
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3.2.2 Perform app testing (beta release) |
16th October 2025 |
31st October 2025 |
Lana |
5 |
5 |
0 |
0 |
0 |
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5 |
5 |
0 |
0 |
0 |
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3.2.3 Address bugs and user feedback |
1st November 2025 |
15th November 2025 |
James |
5 |
5 |
5 |
5 |
5 |
|
5 |
0 |
5 |
0 |
5 |
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3.3 Launch and User Engagement |
16th November 2025 |
30th November 2025 |
Lana |
10 |
0 |
10 |
0 |
0 |
|
10 |
0 |
10 |
0 |
0 |
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3.3.1 Official app launch |
16th November 2025 |
20th November 2025 |
James |
5 |
10 |
0 |
0 |
5 |
|
10 |
5 |
5 |
0 |
0 |
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3.3.2 Monitor user feedback and satisfaction |
21st November 2025 |
30th November 2025 |
David |
10 |
5 |
5 |
5 |
0 |
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10 |
5 |
0 |
5 |
5 |
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Figure 1:Gantt Chart
Figure 2: Gantt Chart
Milestone
Completion of Project Charter (PR1): Project Charter Completion marks the final resolution or determination of the base for project goals and objectives (Kamali, 2020, p53(3)).
Kick-off Meeting PR1: The kick-off meeting, when well conducted, aligns the team members and stakeholders in terms of project expectations.
Draft Scope Statement Approval PR1: An approval of the draft scope statement confirms project boundaries and deliverables.
Completion of Gantt Chart (PR2): Finalization of the Gantt chart will provide a clear, pictorial timeline for the project tasks and their scheduling.
Final Presentation Complete: The task represents the final presentation of the project complete and stakeholders signing off.
Part 4: Project Cost and Quality Management
Task 6: Documents for cost estimate
Cost Estimate |
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Project Name: DigitalShift – TechUpGrowth Digital Transformation Initiative |
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Date: |
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Labour |
Internal |
$/hour |
Internal |
External |
$/hour |
External |
Total |
Non-labor $ |
Total Cost |
WBS Categories |
Hours |
Labor |
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$ Total |
Labor |
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$ Total |
Labor |
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1.0 Project Initiation |
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1.1 Project Management |
100 |
50 |
$100 |
$5,000 |
20 |
$120 |
$2,400 |
$7,400 |
$1,000 |
$8,400 |
1.2 Documentation and Planning |
150 |
75 |
$100 |
$7,500 |
30 |
$120 |
$3,600 |
$11,100 |
$2,000 |
$13,100 |
2.0 ERP System Implementation |
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2.1 Planning and Requirements Gathering |
200 |
100 |
$120 |
$12,000 |
50 |
$150 |
$7,500 |
$19,500 |
$5,000 |
$24,500 |
2.2 ERP Development and Integration |
800 |
400 |
$150 |
$60,000 |
200 |
$200 |
$40,000 |
$100,000 |
$20,000 |
$120,000 |
2.3 ERP Rollout and Training |
300 |
150 |
$120 |
$18,000 |
80 |
$150 |
$12,000 |
$30,000 |
$10,000 |
$40,000 |
3.0 Mobile Application Development |
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3.1 Requirements and Design |
100 |
50 |
$100 |
$5,000 |
20 |
$120 |
$2,400 |
$7,400 |
$1,000 |
$8,400 |
3.2 App Development and Testing |
400 |
200 |
$120 |
$24,000 |
100 |
$150 |
$15,000 |
$39,000 |
$8,000 |
$47,000 |
3.3 Launch and User Engagement |
100 |
50 |
$100 |
$5,000 |
20 |
$120 |
$2,400 |
$7,400 |
$1,000 |
$8,400 |
4.0 Cloud Infrastructure Migration |
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4.1 Planning and Requirements |
100 |
50 |
$100 |
$5,000 |
20 |
$120 |
$2,400 |
$7,400 |
$1,000 |
$8,400 |
4.1 Planning and Requirements |
100 |
50 |
$100 |
$5,000 |
20 |
$120 |
$2,400 |
$7,400 |
$1,000 |
$8,400 |
4.2 Migration Execution |
300 |
150 |
$120 |
$18,000 |
80 |
$150 |
$12,000 |
$30,000 |
$8,000 |
$38,000 |
4.3 Post-Migration Support |
100 |
50 |
$100 |
$5,000 |
20 |
$120 |
$2,400 |
$7,400 |
$1,000 |
$8,400 |
5.0 Cybersecurity Enhancements |
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5.1 Assessment and Planning |
100 |
50 |
$100 |
$5,000 |
20 |
$120 |
$2,400 |
$7,400 |
$1,000 |
$8,400 |
5.2 Security Implementation |
300 |
150 |
$120 |
$18,000 |
80 |
$150 |
$12,000 |
$30,000 |
$8,000 |
$38,000 |
5.3 Monitoring and Training |
100 |
50 |
$100 |
$5,000 |
20 |
$120 |
$2,400 |
$7,400 |
$1,000 |
$8,400 |
Subtotal |
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$305,100 |
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$105,600 |
$410,700 |
$100,000 |
$510,700 |
Reserves |
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$20,000 |
Total |
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$1,00,00,000 |
Cost Estimate |
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Project Name: Digital Shift |
Date: |
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Month |
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1 |
2 |
3 |
4 |
5 |
6 |
7 |
8 |
9 |
10 |
11 |
12 |
Total Cost |
WBS Categories |
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1. Project Initiation |
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1.1 Project Management |
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|
|
|
|
|
|
|
|
1.1.1 Develop project charter |
20000 |
|
|
|
|
|
|
|
|
|
|
|
20,000 |
1.1.2 Assemble project team |
10000 |
20000 |
|
|
|
|
|
|
|
|
|
|
30,000 |
1.1.3 Define project objectives |
10000 |
10000 |
|
|
|
|
|
|
|
|
|
|
20,000 |
1.1.4 Initial stakeholder meetings |
10000 |
10000 |
10000 |
|
|
|
|
|
|
|
|
|
30,000 |
1.2 Documentation and Planning |
|
|
|
|
|
|
|
|
|
|
|
|
|
1.2.1 Prepare business case |
20000 |
10000 |
10000 |
10000 |
|
|
|
|
|
|
|
|
50,000 |
1.2.2 Create project management plans |
|
20000 |
20000 |
10000 |
|
|
|
|
|
|
|
|
50,000 |
1.2.3 Define scope management plan |
|
|
20000 |
30000 |
|
|
|
|
|
|
|
|
50,000 |
1.2.4 Create a risk management plan |
|
|
|
50000 |
|
|
|
|
|
|
|
|
50,000 |
2.0 ERP System Implementation |
|
||||||||||||
2.1 Planning and Requirements Gathering |
|
|
|
|
|
|
|
|
|
|
|
|
|
2.1.1 Conduct needs assessment |
|
|
50000 |
50000 |
|
|
|
|
|
|
|
|
1,00,000 |
2.1.2 Identify key business processes for ERP integration |
|
|
20000 |
50000 |
50000 |
50000 |
|
|
|
|
|
|
2,00,000 |
2.1.3 Define ERP system specifications |
|
|
30000 |
50000 |
100000 |
50000 |
|
|
|
|
|
|
2,00,000 |
2.2 ERP Development and Integration |
|
|
|
|
|
|
|
|
|
|
|
|
|
2.2.1 Design ERP system architecture |
|
|
|
100000 |
|
100000 |
100000 |
|
|
|
|
|
3,00,000 |
2.2.2 Customize ERP modules to align with business requirements |
|
|
|
100000 |
100000 |
|
100000 |
200000 |
|
|
|
|
5,00,000 |
2.2.3 Integrate ERP with existing internal systems |
|
|
|
50000 |
50000 |
50000 |
100000 |
50000 |
|
|
|
|
3,00,000 |
2.2.4 Conduct system testing and validation |
|
|
|
50000 |
100000 |
50000 |
100000 |
100000 |
|
|
|
|
4,00,000 |
2.3 ERP Rollout and Training |
|
|
|
|
|
|
|
|
|
|
|
|
|
2.3.1 Roll out ERP system |
|
|
|
|
|
50000 |
50000 |
50000 |
50000 |
|
|
|
2,00,000 |
2.3.2 Provide user training for employees |
|
|
|
|
50000 |
50000 |
50000 |
50000 |
|
|
|
|
2,00,000 |
2.3.3 Monitor ERP system performance |
|
|
|
|
|
|
|
|
50000 |
50000 |
|
|
1,00,000 |
3.0 Mobile Application Development |
|
||||||||||||
3.1 Requirements and Design |
|
|
|
|
|
|
50000 |
100000 |
50000 |
100000 |
|
|
3,00,000 |
3.1.1 Identify user needs and requirements |
|
|
|
|
|
|
20000 |
30000 |
40000 |
10000 |
|
|
1,00,000 |
3.1.2 Develop mobile app wireframes and prototypes |
|
|
|
|
|
|
10000 |
30000 |
20000 |
40000 |
|
|
1,00,000 |
3.1.3 Define key features and functionality |
|
|
|
|
10000 |
10000 |
10000 |
30000 |
10000 |
30000 |
|
|
1,00,000 |
3.2 App Development and Testing |
|
|
|
|
|
|
|
|
|
|
|
|
|
3.2.1 Code app functionality |
|
|
|
|
|
100000 |
100000 |
100000 |
100000 |
100000 |
|
|
5,00,000 |
3.2.2 Perform app testing (beta release) |
|
|
|
|
50000 |
50000 |
50000 |
50000 |
50000 |
50000 |
|
|
3,00,000 |
3.2.3 Address bugs and user feedback |
|
|
|
|
|
20000 |
30000 |
100000 |
30000 |
20000 |
|
|
2,00,000 |
3.3 Launch and User Engagement |
|
|
|
|
|
|
|
|
|
|
|
|
|
3.3.1 Official app launch |
|
|
|
|
|
|
50000 |
50000 |
50000 |
50000 |
|
|
2,00,000 |
3.3.2 Monitor user feedback and satisfaction |
|
|
|
|
50000 |
50000 |
50000 |
50000 |
|
|
|
|
2,00,000 |
3.3.3 Conduct post-launch improvements |
|
|
|
|
|
20000 |
20000 |
20000 |
20000 |
20000 |
|
|
1,00,000 |
4.0 Cloud Infrastructure Migration |
|
||||||||||||
4.1 Planning and Requirements |
|
|
|
|
|
|
|
|
|
|
|
|
|
4.1.1 Evaluate current systems for cloud compatibility |
|
|
|
|
|
|
|
|
200000 |
100000 |
|
|
3,00,000 |
4.1.2 Define cloud infrastructure requirements |
|
|
|
|
|
|
|
200000 |
100000 |
|
|
|
3,00,000 |
4.1.3 Select cloud service provider |
|
|
|
|
|
|
100000 |
100000 |
100000 |
100000 |
|
|
4,00,000 |
4.2 Migration Execution |
|
|
|
|
|
|
|
|
|
|
|
|
|
4.2.1 Prepare systems for migration |
|
|
|
|
|
|
40000 |
40000 |
40000 |
40000 |
40000 |
|
2,00,000 |
4.2.2 Conduct phased cloud migration |
|
|
|
|
|
40000 |
40000 |
40000 |
40000 |
40000 |
|
|
2,00,000 |
4.2.3 Test and validate cloud operations |
|
|
|
|
20000 |
20000 |
20000 |
20000 |
20000 |
|
|
|
1,00,000 |
4.3 Post-Migration Support |
|
|
|
|
|
|
|
|
|
|
|
|
|
4.3.1 Monitor cloud system performance |
|
|
|
|
|
|
10000 |
10000 |
10000 |
10000 |
10000 |
|
50,000 |
4.3.2 Optimize Cloud Services |
|
|
|
|
|
|
|
10000 |
10000 |
10000 |
10000 |
10000 |
50,000 |
4.3.3 Provide cloud infrastructure training |
|
|
|
|
|
|
|
|
|
30000 |
50000 |
20000 |
1,00,000 |
5.0 Cybersecurity Enhancements |
|
|
|
|
|
|
|
|
100000 |
300000 |
200000 |
300000 |
9,00,000 |
Subtotal |
70000 |
70000 |
160000 |
550000 |
580000 |
710000 |
1100000 |
1430000 |
1090000 |
1100000 |
310000 |
330000 |
7500000 |
Reserves |
|
|
|
|
|
|
|
|
|
|
|
|
2500000 |
Total |
|
|
|
|
|
|
|
|
|
|
|
|
1,00,00,000 |
Task 6: Business case financial analysis
Financial Analysis for DigitalShift |
|
|
|
|||||||
Created by: |
|
Date: |
|
|
|
|
|
|
||
Discount rate |
8% |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
Years |
Cumulative benefits - costs |
|
Assume the project is completed in Year 0 |
|
|
Year |
|
|
|
|
0 |
-10000000 |
|
|
0 |
1 |
2 |
3 |
Total |
|
|
1 |
7,40,741 |
|
Costs |
1,00,00,000 |
0 |
0 |
0 |
|
|
|
2 |
9314129 |
|
Discount factor |
1.00 |
0.93 |
0.86 |
0.79 |
|
|
|
3 |
13283290 |
|
Discounted costs |
1,00,00,000 |
- |
- |
- |
1,00,00,000 |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
Benefits |
0 |
10000000 |
10000000 |
5000000 |
|
|
|
|
|
|
Discount factor |
1.00 |
0.93 |
0.86 |
0.79 |
|
|
|
|
|
|
Discounted benefits |
0 |
9259259 |
8573388 |
3969161 |
2,18,01,809 |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
Discounted benefits - costs |
(1,00,00,000) |
92,59,259 |
85,73,388 |
39,69,161 |
|
NPV |
|
|
|
|
Cumulative benefits - costs |
(1,00,00,000) |
7,40,741 |
|
1,32,83,290 |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
ROI |
118% |
|
|
|
|
|
|
|
|
|
|
Payback in Year X |
1.4 Years |
|
|
|
|
|
|||
Assumptions |
|
|
|
|
|
|
|
|
|
|
Part 5: Project Resource Management
Task 7: Responsibility Assignment Matrix (RACI Chart) for the WBS
RACI MATRIX |
||||||
PROJECT DETAILS |
|
|
|
|
|
|
|
|
|
|
|
|
|
PROJECT No: |
MA-015-02 |
|
|
|
|
|
DATE: |
|
|
|
|
|
|
FULL PROJECT NAME: |
Project Digital Shift |
|
|
|
|
|
PROJECT MANAGER: |
Group Leader |
|
|
|
|
|
RACI |
||||||
Task |
Project Manager |
IT Systems Architect |
Mobile App Developer |
Cybersecurity Specialist |
Cloud Solutions Engineer |
Change Management Consultant |
1.0 Project Initiation |
|
|
|
|
|
|
1.1 Project Management |
A |
R |
|
|
|
C |
1.1.1 Develop project charter |
A |
R |
|
|
|
C |
1.1.2 Assemble project team |
A |
|
|
|
|
R |
1.1.3 Define project objectives |
A |
R |
|
|
|
C |
1.1.4 Initial stakeholder meetings |
A |
R |
|
|
|
C |
1.2 Documentation and Planning |
|
|
|
|
|
|
1.2.1 Prepare business case |
A |
R |
|
|
|
C |
1.2.2 Create project management plans |
A |
R |
|
|
|
C |
1.2.3 Define scope management plan |
A |
R |
|
|
|
C |
1.2.4 Create risk management plan |
A |
R |
|
|
|
C |
2.0 ERP System Implementation |
|
|
|
|
|
|
2.1 Planning and Requirements Gathering |
|
|
|
|
|
C |
2.1.1 Conduct needs assessment |
A |
R |
|
|
|
C |
2.1.2 Identify key business processes for ERP integration |
A |
R |
|
|
|
C |
2.1.3 Define ERP system specifications |
A |
R |
|
|
|
C |
2.2 ERP Development and Integration |
|
|
|
|
|
|
2.2.1 Design ERP system architecture |
|
A |
|
|
|
R |
2.2.2 Customize ERP modules to align with business requirements |
A |
C |
|
|
|
R |
2.2.3 Integrate ERP with existing internal systems |
A |
R |
|
|
C |
|
2.2.4 Conduct system testing and validation |
|
R |
C |
|
|
|
2.3 ERP Rollout and Training |
|
|
|
|
|
|
2.3.1 Roll out ERP system |
A |
R |
|
|
|
C |
2.3.2 Provide user training for employees |
A |
|
|
|
|
C |
2.3.3 Monitor ERP system performance |
A |
|
|
|
R |
|
3.0 Mobile Application Development |
|
|
|
|
|
|
3.1 Requirements and Design |
|
|
|
|
|
|
3.1.1 Identify user needs and requirements |
A |
|
R |
|
|
C |
3.1.2 Develop mobile app wireframes and prototypes |
|
|
A |
|
|
C |
3.1.3 Define key features and functionality |
A |
|
R |
|
|
C |
3.2 App Development and Testing |
|
|
|
|
|
|
3.2.1 Code app functionality |
|
|
A |
|
|
C |
3.2.2 Perform app testing (beta release) |
A |
|
R |
|
|
C |
3.2.3 Address bugs and user feedback |
A |
|
R |
|
|
C |
3.3 Launch and User Engagement |
|
|
|
|
|
|
3.3.1 Official app launch |
A |
|
R |
|
|
C |
3.3.2 Monitor user feedback and satisfaction |
A |
|
|
|
|
C |
3.3.3 Conduct post-launch improvements |
A |
|
|
|
|
C |
4.0 Cloud Infrastructure Migration |
|
|
|
|
|
|
4.1 Planning and Requirements |
|
|
|
|
|
|
4.1.1 Evaluate current systems for cloud compatibility |
A |
R |
|
|
|
C |
4.1.2 Define cloud infrastructure requirements |
A |
R |
|
|
|
C |
4.1.3 Select cloud service provider |
A |
|
|
|
R |
C |
4.2 Migration Execution |
|
|
|
|
|
|
4.2.1 Prepare systems for migration |
A |
|
|
|
R |
C |
4.2.2 Conduct phased cloud migration |
A |
|
|
|
R |
C |
4.2.3 Test and validate cloud operations |
A |
R |
|
|
|
C |
4.3 Post-Migration Support |
|
|
|
|
|
|
4.3.1 Monitor cloud system performance |
A |
|
|
|
R |
C |
4.3.2 Optimize cloud services |
A |
|
|
|
R |
C |
4.3.3 Provide cloud infrastructure training |
A |
|
|
|
R |
C |
5.0 Cybersecurity Enhancements |
|
|
|
|
|
|
5.1 Assessment and Planning |
|
|
|
|
|
|
5.1.1 Conduct security gap analysis |
A |
|
|
R |
|
C |
5.1.2 Define cybersecurity requirements and protocols |
A |
|
|
R |
|
C |
5.1.3 Identify key vulnerabilities |
A |
|
|
R |
|
C |
5.2 Security Implementation |
|
|
|
|
|
|
5.2.1 Implement security solutions (firewalls, encryption, etc.) |
A |
|
|
R |
|
C |
5.2.2 Integrate security with cloud and ERP systems |
A |
|
|
R |
|
C |
5.2.3 Conduct security testing |
A |
|
|
R |
|
C |
5.3 Monitoring and Training |
|
|
|
|
|
|
5.3.1 Continuous security monitoring |
A |
|
|
R |
|
C |
5.3.2 Train employees on security best practices |
A |
|
|
R |
|
C |
5.3.3 Update security protocols as needed |
A |
|
|
R |
|
C |
Part 6: Project Risk Management
Task 8: Create a risk register
Table 1 Risk register
Risk Register for DigitalShift |
|||||||||||
Date |
|||||||||||
Project Name: |
DigitalShift – TechUpGrowth Digital Transformation Initiative |
|
|
|
|
|
|||||
|
|
|
|
|
|
|
|
|
|
|
|
cc |
Rank |
Risk |
Description |
Category |
Root Cause |
Triggers |
Potential Responses |
Risk Owner |
Probability |
Impact |
Status |
1 |
High |
Schedule Delays |
Key milestones are missed, affecting overall timelines. |
Schedule Risk |
Underestimation of task durations |
Resource unavailability, unexpected issues |
Reassess timelines and allocate additional resources |
Project Manager |
70% |
High |
Open |
2 |
Medium |
Budget Overruns |
Project costs exceed budgeted amounts. |
Financial Risk |
Scope creep, inaccurate estimates |
Change requests, price increases |
Tighten budget controls and monitor expenses closely |
Finance Manager |
50% |
Medium |
Open |
3 |
High |
Technology Failure |
Critical software/hardware fails during project execution. |
Technical Risk |
Lack of testing or support |
System errors, compatibility issues |
Ensure thorough testing and have backup systems in place |
IT Manager |
60% |
High |
Open |
4 |
Low |
Stakeholder Resistance |
Key stakeholders are not supportive of project changes. |
Stakeholder Risk |
Poor communication |
Negative feedback, lack of engagement |
Engage stakeholders regularly and communicate benefits |
Project Sponsor |
40% |
Low |
Open |
5 |
Medium |
Resource Availability |
Necessary resources (human or material) are unavailable. |
Resource Risk |
Competition for resources |
Staff turnover, other project commitments |
Create a resource management plan and schedule flexibility |
HR Manager |
50% |
Medium |
Open |
6 |
High |
Regulatory Changes |
New regulations affect project compliance and requirements. |
Compliance Risk |
Policy changes |
Government announcements, industry trends |
Monitor regulatory environment and adjust plans as needed |
Compliance Officer |
70% |
High |
Open |
7 |
Medium |
Communication Breakdown |
Poor communication leads to misunderstandings and errors. |
Communication Risk |
Lack of a clear communication plan |
Team member turnover, cultural differences |
Establish regular meetings and clear communication channels |
Project Manager |
60% |
Medium |
Open |
8 |
Low |
Market Changes |
Changes in the market affect project viability. |
Market Risk |
Economic downturn, competitor actions |
Market reports, competitor news |
Conduct market analysis and adjust project scope if needed |
Market Analyst |
30% |
Low |
Open |
9 |
High |
Data Security Breach |
Unauthorized access to project data occurs. |
Security Risk |
Weak security measures |
Phishing attacks, insider threats |
Implement strict security protocols and regular audits |
IT Security Lead |
80% |
High |
Open |
10 |
Medium |
Skills Shortage |
Team lacks necessary skills for project completion. |
Resource Risk |
Inadequate training |
Skills assessment results, project requirements |
Provide training or hire specialized resources |
HR Manager |
50% |
Medium |
Open |
Task 9: Plot the risks on a Probability/Impact Matrix
Figure 3 Risk matrix
Summary
DigitalShift – TechUpGrowth Digital Transformation Initiative: This is an implementation project for ERP, mobile application development, cloud infrastructure migration, and strengthening cybersecurity. The activities and deliverables to be made are detailed in the Work Breakdown Structure. To manage and accomplish the project, the comprehensive structure and schedule have been worked out: The Risk Register includes the name of the risk, description, cause, effect, mitigation, responsibility, and date of resolution, accompanying the risk assessment in the Probability/Impact Matrix, delays in the schedule, exceeding the budget, and data security breaches. This involves the prioritization of high-effect risks and the development of strategies to mitigate those risks to ensure that the project will be completed within the scheduled timeline and the approved budget, ultimate success in operations, and customer/stakeholder satisfaction.
References
Alsari, A., Qureshi, R. & Algarni, A. 2020, October. Agile framework to transform traditional team, In 2020 IEEE Frontiers in Education Conference (FIE), pp. 1-9). IEEE. https://www.researchgate.net/profile/M-Rizwan-Qureshi/publication/346082624_Agile_Framework_To_Transform_Traditional_Team/links/5fba89d5a6fdcc6cc65c6869/Agile-Framework-To-Transform-Traditional-Team.pdf
Kamali, A. 2020. Applying PMBOK in Project-Based ERP Logistics Systems. CiiT International Journal of Programmable Device Circuits And Systems, 12(3), pp.51-61. https://www.academia.edu/download/64066910/Applying%20PMBOK%20in%20Project%20Based%20ERP%20Logistics%20Systems.pdf
Swart, K., Bond-Barnard, T. & Chugh, R., 2022. Challenges and critical success factors of digital communication, collaboration and knowledge sharing in project management virtual teams: a review. International Journal of Information Systems and Project Management, 10(4), pp.84-103. https://acquire.cqu.edu.au/articles/journal_contribution/Challenges_and_critical_success_factors_of_digital_communication_collaboration_and_knowledge_sharing_in_project_management_virtual_teams_a_review/25183502/1/files/44462810.pdf
Tarigan, Z.J.H., Suprapto, W., Harjanti, D., Malelak, M.I. & Basana, S.R. 2021. Key user ERP capability maintaining ERP sustainability through effective design of business process and integration data management Key user ERP capability maintaining ERP sustainability through effective design of business process and integration data management, (Doctoral dissertation, Petra Christian University). https://repository.petra.ac.id/19170/10/3_Key_user_ERP_capability_maintaining_ERP_sustainability_through_effective_design_of_business.pdf
Appendices
Meeting Agenda
Meeting/Project Name: |
DigitalShift – TechUpGrowth Digital Transformation Initiative |
||
Date of Meeting: (MM/DD/YYYY) |
29 March 2024 |
Time: |
11:00 AM |
Meeting Facilitator: |
Team leader |
Location: |
Conference Room |
1. Meeting Objective |
Discussion on the status of the Digital Transformation Initiative, review of the risk register, and set up next steps in the project. |
2. Attendees |
|||
Name |
Department/Division |
Phone |
|
Team Leader |
Project Management |
|
|
David Nguyen |
IT Department |
|
|
James Williams |
Finance |
|
|
Lana Rey |
Operations |
|
|
Michael Thompson |
Cybersecurity |
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Meeting Minute
Meeting/Project Name: |
DigitalShift – TechUpGrowth Digital Transformation Initiative |
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Date of Meeting: (MM/DD/YYYY) |
29 March 2024 |
Time: |
11:00 AM |
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Minutes Prepared By: |
Team Leader |
Location: |
Conference Room |
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1. Meeting Objective |
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Discussion on the status of the Digital Transformation Initiative, review of the risk register, and setup next steps in the project.
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2. Attendance at Meeting |
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Name |
Department/Division |
Phone |
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Team Leader |
Project Management |
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David Nguyen |
IT Department |
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James Williams |
Finance |
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Lana Rey |
Operations |
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Michael Thompson |
Cybersecurity |
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3. Agenda and Notes, Decisions, Issues |
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Topic |
Owner |
Time |
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Project progress updates
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Team Leader |
30 min |
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Review of the risk register
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David Nguyen |
20 min |
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Discussion of next steps and action items
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Lana Rey |
30 min |
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Open floor for questions and feedback |
All team members |
20 min |
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4. Action Items |
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Action |
Owner |
Due Date |
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Update project progress report |
Team Leader |
1/005/2024 |
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Finalize risk mitigation strategies |
David Nguyen |
05/05/2024 |
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Prepare training materials for ERP system |
Lana Rey |
15/05/2024 |
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Schedule follow-up meeting |
Team Leader |
1/06/2024 |
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5. Next Meeting (if applicable) |
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Date: (MM/DD/YYYY) |
6/05/2024 |
Time: |
12:00 AM |
Location: |
Conference Room |
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Objective: |
Overview Follow the updated progress of the project to finalize risk management strategies.
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