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ESI Scoping Study Project Management Plan, Version [1.

0]

ESI SCOPING STUDY

PROJECT MANAGEMENT PLAN


Project No

Author

Kokos Team

Owner

MegITS

Date

6th May 2014

Version

[1.0]

Status

Final

ESI Scoping Study Project Management Plan, Version [1.0]

Document Authors
Name

Student ID

Title

Angga Junaimi

628407

Acting Project Manager

Fajar Aggoro

592300

Acting Subject-matter expert

Piki Pahlisa

591326

Acting Subject-matter expert

Widyanto Eko Nugroho

614571

Acting Subject-matter expert

Version Release History


Version

Version Description

Date of Release

1.0

This is the final version of the Project Management


Plan

06/05/2014

Distribution List
Name

Department/Business Unit

Name

Department/Business Unit

Jacob Verne

MegITS

Robert Ops

ExGov

Tony Piza

MegITS PMO

Zoltan Hulls

ExGov

Ben Louey

MegITS PMO

David Riddle

Consultant

Song Wu

MegaCorp

Approval Signatures
Title

Name

ExGov CEO

Hayden Nonce

ExGov GM Operations

Robert Ops

MegITS Asia-Pacific Executive Officer-Projects

Tony Piza

Project Manager

Freda Grill

Megacorp LTD

6 May, 2014

Signature

Date

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ESI Scoping Study Project Management Plan, Version [1.0]

Table of Contents
1

3
4

I N T R O D U C T I O N ................................................................. 5
1.1

PURPOSE .........................................................................................................5

1.2

BACKGROUND ..................................................................................................5

1.3

RELATED DOCUMENTS ......................................................................................6

P R O J E C T O B J E C T I V E S A N D S C O P E ............................................ 6
2.1

PROJECT OBJECTIVES .......................................................................................6

2.2

PROJECT SCOPE ...............................................................................................6

2.3

PROJECT SUCCESS CRITERIA .............................................................................7

D EL IV E R A B L E S .................................................................. 7
A P P R O A C H , S C H E D U L E A N D T A S K P L A N ...................................... 8
4.1

PROJECT APPROACH .........................................................................................8

4.2

PROJECT SCHEDULE .........................................................................................9


4.2.1 Milestones ...............................................................................................9
4.2.2 Critical Path ............................................................................................9

6
7

8
9

4.3

STAGE DESCRIPTIONS .................................................................................... 10

4.4

WORK PACKAGE DESCRIPTIONS ...................................................................... 11

P R O J E C T O R G A N I S A T IO N A N D R E S O U R C E P L A N ........................... 13
5.1

PROJECT ORGANISATION ................................................................................ 13

5.2

RESOURCING PLAN ......................................................................................... 14

C O S T S C H E D U L E .............................................................. 18
A S S U M P T IO N S , C O N S T R A IN T S , D E P E N D E N D E N C I E S ....................... 18
7.1

ASSUMPTIONS ............................................................................................... 18

7.2

DEPENDENCIES .............................................................................................. 18

R I S K S ......................................................................... 19
Q U A L I T Y A S S U R A N C E A N D C O N T R O L ....................................... 21
9.1

QUALITY GOALS ............................................................................................. 21

9.2

QUALITY MANAGEMENT ORGANISATION ........................................................... 21

9.3

QUALITY MANAGEMENT PROCESS .................................................................... 22

10 G O V E R N A N C E ................................................................. 23
10.1 GOVERNANCE ORGANISATION AND TERMS OF REFERENCE ................................. 23
10.2 SIGN-OFF AND ACCEPTANCE PROCESS ............................................................. 24

11 A P P EN D I X ..................................................................... 25
List of Tables
Table 1 Project Scope .......................................................................................................... 7
Table 2 Deliverables ............................................................................................................ 8
Table 3 Main tasks and durations .......................................................................................... 9
Table 4 Critical Path ............................................................................................................ 9
Table 5 Correlation between the project stages, deliverables and milestones ............................ 10
Table 6 Resourcing Plan ..................................................................................................... 17
Table 7 Weekly Cost Estimation .......................................................................................... 18
Table 8 Risk Register ......................................................................................................... 20
Table 9 Quality Management Process ................................................................................... 22
Table 10 Governance Organisation ...................................................................................... 23
Table 11 Meeting Arrangement ........................................................................................... 24

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6 May, 2014

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ESI Scoping Study Project Management Plan, Version [1.0]

Table 12 Sign-off Authority ................................................................................................ 24

List of Figures
Figure 1 ESI Scoping Study Project Summary ......................................................................... 5
Figure 2 Project Organisation.............................................................................................. 13
Figure 3 Quality Management Organization .......................................................................... 21

List of Appendix
Appendix A - Glossary ....................................................................................................... 25
Appendix B Key Stakeholders .......................................................................................... 25
Appendix C Detailed Project Schedule ............................................................................... 25
Appendix D Detailed Costs .............................................................................................. 26
Appendix E - Risk Rating Definition ..................................................................................... 26
Appendix F - Risk Classification Definition ............................................................................ 27
Appendix G - Risk rating for WBS tasks ............................................................................... 27
Appendix H Details of WBS .............................................................................................. 27

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ESI Scoping Study Project Management Plan, Version [1.0]

INTRODUCTION

1.1 Purpose
The purpose of this document is to describe the project management plan (PMP) for conducting
the Scoping Study (SS) of ExGov Systems Integration (ESI) Project. The broad view to manage SS
project will be presented through the elaboration of scope, time, resource, cost, quality and risk
management. This document includes the description of work breakdown structure (WBS) as the
premise for defining a consistent plan across the projects deliverables, schedule, staff allocation,
budget and risk register. This document also functions as a concession between the project team
and key stakeholders regarding the required effort to realize SS project completion.

1.2 Background
ESI Project Preview
Based on the ESI project charter, the project objectives are to apply corporate standards,
centralized IT governance and efficient business process (BP) in the ExGov working environment
by adopting Megacorp ERP systems and upgrading ExGov IT infrastructure.
SS Project Preview
SS project is a planning phase of the ESI project so that the result of SS is to formulate an ESI
PMP as summarized in Figure 1. SS PMP is required to identify relevant risks in the early stage. As
a subset of ESI project, SS project also considers the authority and expectation of ESIs key
stakeholders. SS project will provide a comprehensive review of ExGov business processes using
relevant methods for gathering data such as interview, observation, standardized working notes
(checklist). The communication techniques such as briefing, meeting, negotiation and workshop
will be conducted to ensure key stakeholders engagement. The involvement of subject-matter
experts (SME) during the project is an approach to produce a qualified ESI PMP.

ESI Project Charter


Megacorp, MegITS and
ExGov skills database
Steering Commitee
considerations
ExGov contracts and key
clients

Inputs

Tools/Methods
Interview & observation
Working notes
Briefing & Meeting
Negotiation
Workshop
SME judgment
PMBOK Guide
Gantt Chart

ESI Project Manajement


Plan

Output

Figure 1 ESI Scoping Study Project Summary

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ESI Scoping Study Project Management Plan, Version [1.0]

1.3 Related Documents


This document must be used in conjunction with the following related documents, where the
information in this document address similar issues in the related documents, then this document
takes precedence:
a.

ESI Project Charter as authorized by the Steering Committee

b.

ESI Steering Committee minutes of the meeting

c.

ExGov contracts, especially the ones that are related to key clients of ExGov and their access
to ExGov legacy systems and/or applications

PROJECT OBJECTIVES

AND

SCOPE

2.1 Project Objectives


The aim of the project is to obtain sufficient information to develop the ESI PMP and to socialize
the ESI project objectives towards ExGov key staff.
The SS project offers business benefits as follows:
a. Accurate estimation of the required effort to define the ESI project scope, cost, resource and
time management.
b. Factual assessment of ExGov IT literacy to define ESI projects training requirement.
c. Early identification of ESI projects challenges to reduce the uncertainty that might affect ESI
project performance.
d. Increase a positive response from the ExGov staff to support the upcoming ESI project
completion.
The SS project will be performed within 6 weeks, commencing from 25 August 2014 to 3 October
2014 with the budget of $223,550.

2.2 Project Scope


The SS project scope includes 6 main tasks of work breakdown structure (WBS) to formulate ESI
PMP as described in the Table 2, Reviewing Business Process, Reviewing IT Services Delivery,
Analysing Systems Integration and Developing ESI PMP. The Reviewing BP task will focus on
investigating ExGov business processes affected by ERP modules implementation, namely Finance,
Purchasing, Work Management, Payroll/Timesheeting, Warehousing and Asset Management. This
task will take place in ExGovs offices within the Victoria State which comprise of Head Office in
Melbourne, Warehouse in Richmond and 3 Regional offices (RO) in Warrnabool (RO1), Melbourne
(RO3) and Albury (RO5). The sampling RO are chosen from 15 ExGovs Regional offices because
those three represent a full coverage of ExGovs business/services.
WBS
ID

WBS
1st Level Task

Location

Coverage

Planning

Head office

SS PMP development

Reviewing Business
Process

Head office

Finance, Purchasing, Payroll, Timesheeting processes

Warehouse

Purchasing,
Timesheeting,
Management processes

RO1

Work Management process

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Warehousing,

Asset

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ESI Scoping Study Project Management Plan, Version [1.0]

WBS
ID

WBS
1st Level Task

Location

Coverage

RO3

Purchasing and Work Management processes

RO5

Work Management process

Reviewing IT Services
Delivery

Head office

Legacy systems (data, applications and infrastructure)


and the transition handling for related technology

Analysing Systems
Integration

Head office

Working notes consolidation and analysis

Developing ESI PMP

Head office

Drafting and finalization of ESI PMP

Table 1 Project Scope

2.3 Project Success Criteria


The success of the project will be defined by the following criteria:
a.

Meetings arrangement can be conducted as scheduled that will lead to on time and on budget
project performance.

b.

The information gathered covers all sampling locations and 100% comply with the checklists
and work-packages provided.

c.

Increase 30% of positive perception of ESI project across ExGov organization.

DELIVERABLES

The following table presents the list of the project deliverables


Definition

ESI SS PMP
(Including checklist
designed,
workpackages
and
meeting
arrangement)

The term of reference


for conducting the
scoping study of ESI
Project.

During
the
Planning
task

Project
Management
Office (PMO)

BP Review working
notes
(including
checklists
filled
comments
and
potential
issues
which are useful for
developing
ESI
PMP)

The
documentation
provided
by
the
project
team
assigned for the data
gathering
process
regarding
ExGov
business process.

During
the
Reviewin
g BP task

Project
Manager

IT Service Delivery
working
notes
(including checklists
filled
comments
and potential issues
which are useful for
developing
ESI
PMP)

The
documentation
as results of the
review of ExGovs
legacy
data
and
application.

During
the
Reviewin
g IT
Services
Delivery
task

Project
Manager

Technology
Transition Plan
(TTP)

The
documentation
as results of the
review of ExGovs
legacy
IT
infrastructure and the
effort
required
to
migrate into the new
infrastructure.

During
the
Reviewin
g IT
Services
Delivery
task

Project
Manager

Megacorp LTD

Time

Approval
Authority

Deliverable

6 May, 2014

Description
-

Prepared
by
Project
Manager assisted by an
SME.
Approved if the scope is
suitable within the given
constraint on budget and
time.
The
project
team
will
submit the working notes to
to be reviewed by PM.
As scheduled, PM will check
the
completeness
and
adequacy of data gathered .

The
project
team
will
submit the working notes to
to be reviewed by PM.
As scheduled, the PM will
check the completeness and
adequacy of data gathered.

The specialist assigned will


formulate and submit the
working notes and TTP to be
reviewed by PM.
As scheduled, the PM will
check the completeness and
adequacy of data gathered.

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ESI Scoping Study Project Management Plan, Version [1.0]

Deliverable
ESI PMP

Definition

Time

The final deliverable


of the scoping study
project that will be
used as a guidance to
start the ESI Project.
It is a result the
analysis of business
process, IT services
delivery and system
integration.

During
the
Developi
ng ESI
PMP task

Approval
Authority
Steering
Committee

Description
After completing ESI Scoping
Study, the PM will submit the
ESI PMP to Steering Committee
to be approved.

Table 2 Deliverables

APPRO ACH, SCHEDULE

AND

TA S K P L A N

4.1 Project Approach


The project applies the following approaches:
1. One team focuses on one process at each location during the data gathering process. This
approach will allow the project team assigned to gain a comprehensive knowledge of the
corresponding business process. This approach will not require an additional knowledge
sharing throughout the teams so it allows the team members to be assigned to another
data gathering process afterwards.
2. A standardized documentation will be designed and used to capture all related issues that
should be covered in Project Management Planning. This approach will allow the PM to
conduct quality assurance towards the data gathering process in a proper manner and has
an audit trail to the related project team member.
3. The PM will review the work of each team to assess the adequacy of information gathered.
The review is aimed to ensure that the ESI PMP development is supported by sufficient and
qualified information. Considering the time and budget constraint, this review is scheduled
during (not in the end of) the data gathering process. The PM can anticipate the possibility
of gaining more information and this can be provided by the team members in the rest of
the process, thus there is no extension time required to complete the process. In addition,
a SME is also hired to assist the PM in reviewing all information gathered.

4. This project is developed in risk-based awareness environment that will be correspond tasks
describe in WBS. The SS project risk management will comprise of risk identification, risk
analysis and risk response which will be summarized in a risk register matrix with ratings and
classification as defined in Appendix E. This approach will guide the action required to
monitor and control the particular risk. In addition, the risk management plan for the
upcoming ESI project will be designed and performed in the same manner. Tasks performed
on SS project, such as Analysing System Integration and Developing ESI PMP will contribute
to the development of risk management plan as part of ESI PMP.

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ESI Scoping Study Project Management Plan, Version [1.0]

4.2 Project Schedule


The project schedule will be summarized in Table 2 while the detail of the schedule will be
presented in Appendix C.
Task

Start

Finish

Planning

18 August 2014

22 August 2014

Reviewing Business Process

25 August 2014

18 September 2014

Reviewing IT Services Delivery

26 August 2014

29 September 2014

Analysing Systems Integration

19 September 2014

23 September 2014

Developing ESI PMP

23 September 2014

03 October 2014

Table 3 Main tasks and durations

4.2.1 Milestones
The project milestones are as follows:
a.

Planning Completion

: 22 August 2014

b.

BP Review Completion

: 18 September 2014

c.

ESI PMP Sign-off

: 3 October 2014

4.2.2 Critical Path


The critical path is determined by considering tasks duration, availability of human resources and
budget. Critical path reflects the risks entailed on particular tasks. The tasks should be managed
carefully to meet time constraints. The list of the project critical path is presented in the following
table:
WBS
ID

Start

Finish

Duration
(days)

Planning

18/08/2014

22/08/2014

2.3

Reviewing Purchasing Business Process (BP)

26/08/2014

05/09/2014

2.4

Reviewing Timesheeting BP

26/08/2014

10/09/2014

12

2.5

Reviewing Work Management BP

26/08/2014

18/09/2014

18

2.6

Reviewing Payroll BP

26/08/2014

15/09/2014

2.7

Reviewing Finance BP

26/08/2014

11/09/2014

2.9

Reviewing Asset Management BP

04/9/2014

05/09/2014

Reviewing Warehousing BP

08/09/2014

11/09/2014

Reviewing IT Services Delivery Review

26/09/2014

29/09/2014

25

Analyzing Systems Integration

19/09/2014

23/09/2014

Developing ESI PMP

23/09/2014

03/10/2014

2.10

Task

Table 4 Critical Path

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4.3 Stage Descriptions


The correlation between the project stages, deliverables and milestones is as follows:
Stage

Description

Deliverables and
Milestones

Planning

PM and two SMEs develop ESI SS PMP by identifying

Milestone 1:

tasks, resources, budget, time, communication plan and

Planning completion on 22

risks of ESI SS.

August 2014
Deliverables:

Executing:
Data Gathering

- Business Analysts (BA) will capture the important data

The ESI SS PMP

Checklists

Work packages

Meeting arrangement

Milestone 2:

of ExGovs current BP in the sampling locations. The

BP review completion on

data will be collected through interview, observation

18 September 2014

and document review.


- The database experts will identify and analyse the
current ExGov IT data structure and a BA will review

Deliverables:
BP Review working notes

ExGovs IT service delivery process through interviews


with ExGovs IT staff, IT document review and
observation.
- The technology Analyst will conduct data gathering
and

then

analyse

the

current

ExGovs

IT

infrastructure. The data will be collected through


interview

with

IT

staff,

document

review

and

observation.
Executing:

The core team consists of a PM and two SME consolidate

Deliverables:

ESI PMP

and analyse all work notes to define scope, tasks,

Development

resources and risks for the ESI PMP draft then it will be
reviewed by QA specialist.

IT Service Delivery
working notes

The ESI PMP

Rework of ESI PMP draft will be needed to provide the


final draft of ESI PMP.

The PM will request approval

from SC and PMO.


Monitoring:

The PM will monitor the task performance and its

Temporary Deliverables:

- Monitoring

working

task

working notes review

implementation. In addition, the PM and SMEs will

the ESI PMP draft

Deliverables
- Conducting
quality assurance

notes

as

scheduled

during

the

perform quality assurance over each the final deliverable


(the ESI PMP).

Closing:

The meeting scheduled to be held at the end of the

Milestone 3:

Closing Meeting

project. It will involve PM, SME and Steering Committee.

ESI PMP sign-off on 3


October 2014.

Table 5 Correlation between the project stages, deliverables and milestones

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ESI Scoping Study Project Management Plan, Version [1.0]

4.4 Work Package Descriptions


The work package for WBS ID 2.2 1st Briefing of BP review
Start-end Dates: 25 August 2014
Drop-dead Date: 25 August 2014
Purpose: BAs understand the purposes, requirements and quality of BP review so that BAs able
to deliver a good quality data and analysis to produce ESI PMP
Steps/Approach:
1. The core team consists of PM and one SME will make a presentation about ESI SSs
goals and time frame
2. The PM will give information about the quality of data expected for the ESI SSs data
gathering
3. Documents about the checklist and work package (WP) for each BP review in each
sample location will be provided by PM for BAs
4. Question and answer session will be provided for BAs in order to accommodate unclear
information regarding the data gathering
Resources: 1 PM and 1 SME
Efforts: 3 hours of 4 hours (half day)
The standard to be applied: ESI SS preliminary assessment
Constraints/ Assumption:
1. All BAs are able to attend the briefing
2. All BAs have sufficient knowledge about BP and ERP system
3. All BAs have experiences doing BP reviews
Generic form of the work package for WBS ID 2.3.1 Reviewing BP
Start-end Dates: 26 August 18 September 2014
Drop-dead Date: 18 September 2014
Purpose: To capture data about BP and people associated with that BP in several in ExGov.
Steps/Approach:
1. PA will check availability of the BP key person in each sample offices
2. PA will find an alternative key person, if the first key person is not available in the BP
review time range
3. PA will creates interview schedules for BA
4. BA will study the checklist to understand the requirement data needed
5. BA conduct interviews with the key person
6. BA studies the available BP documentation in that office
7. BA conduct observation for specific BA in that office
8. BA creates work notes to document the information and data acquired from interview,
document review and observation
Resources: A team of BAs for specific BP reviews in all sample locations
Efforts:
1.
2.
3.
4.
5.

Purchasing: 18 man-days in 3 locations (6 man-days /location)


Timesheeting: 12 man-days in 3 locations (4 man-days /location)
Work Management: 36 man-days in 3 locations (12 man-days /location)
Payroll: 6 man-days in HQ
Finance: 8 man-days in HQ

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ESI Scoping Study Project Management Plan, Version [1.0]

6. Asset Management: 2 man-days in Warehouse


7. Warehouse: 8 man-days in Warehouse
Standard to be applied:
1. Obtain sufficient data based on the BP review checklist provided.
2. Create work notes that can be understood by other BA and PM
3. Create documentation after finish reviewing each BP in each sample location
Constraints/ Assumptions: all key persons for each BP at each sampling location will be
available during ESI SS data gathering period.
The work package for WBS ID 4.2 Identifying Risks
Start-end Dates: 19 August 2014
Drop-dead Date: 23 August 2014
Purpose: To identify and understand all the risks that may influence the quality, duration and
budget of the ESI project.
Steps/Approach:
1.
2.
3.
4.
5.

Review all collected working notes


Identify risks that may arise during the ESI project
Estimate the impact of each risk from the brainstorming session
Create list order based on the likelihood and the impact of risks on the ESI project
Define the relevant risk response and a plan for monitoring

Resources: 1 SME.
Efforts: 2 of 3 days.
The standard to be applied: PMO standard of risk register
Constraints/ Assumption:
1. All data gathering process has finished
2. All work notes from data gathering have been collected
3. All work notes can be understood by SME responsible for the risks.

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ESI Scoping Study Project Management Plan, Version [1.0]

P R O J E C T O R G A N I S AT I O N

AND

RESOURCE PL AN

5.1 Project Organisation

Figure 2 Project Organisation


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ESI Scoping Study Project Management Plan, Version [1.0]

5.2 Resourcing Plan

Role

Responsibility

Skills and Knowledge


Required

Duration

Total
Days

Utilization
(% of
Time)

Rate/
Day ($)

Total
Cost
($)

Description

Project
Manager

Responsible for
developing the Scope
Study Plan, managing all
tasks and resources,
reviewing business
process, performing
quality control, systems
integration analysis and
developing ESI PMP

Project Management
Professional (PMP)
Expertise in planning
ERP implementation
Business IT analytical
skills

18/08/2014
3/10/2014

35

100%

1,375

48,125

The PM also performs


as a Business Analyst
on reviewing Payroll
and Work Management
business process. In
addition, PM involves in
reviewing IT service
delivery.

Subject
Matter
Expert
(SME) 1

Responsible for
developing the Scope
Study Plan, reviewing
business process
(timesheeting and
payroll), systems
integration analysis and
developing ESI PMP

Expertise in planning
ERP implementation
Expertise in ERPTimesheeting and
Payroll Modules
Business IT analytical
skills
Communication skills

18/08/2014
3/10/2014

35

100%

1,500

52,500

The skill required for


timesheeting is critical
for the scoping study
as the skill is not
available on another
SMEs and BAs.

SME 2

Responsible for reviewing


business process
(purchasing and
finance), developing ESI
PMP

Expertise in ERPPurchasing and Finance


Management Modules
Business IT analytical
skills
Communication skills

25/08/2014
11/09/2014

15

100%

1,375

20,625

The SME is Melbourne


based. If it is not
available during the
period, BA from Sydney
will replace it.
Consequently, the costs
for salary and
allowances will
increase.

Data warehousing
Data quality

25/08/2014

100%

750

4,500

SME 3

Megacorp LTD

Responsible for data


conversion from ExGov

6 May, 2014

and
26/09/2014

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Supported by two
graduates

ESI Scoping Study Project Management Plan, Version [1.0]

Role

Responsibility
legacy systems to
Megacorp ERP

Skills and Knowledge


Required
Data conversion

Duration

Total
Days

Utilization
(% of
Time)

Rate/
Day ($)

Total
Cost
($)

Description

and
12/09/2014
18/09/2014

SME 4

Responsible for
developing ESI PMP and
providing quality
assurance as Quality
Specialist

Expertise in ERP
modules
Expertise in ERP
implementation project
Quality Assurance
Professional

01/10/2014
02/10/2014

100%

3,125

6,250

Technology
Analyst

Responsible for
developing ESI
Technology Transition
Plan: provide final
costings covering
infrastructure, support
and ERP licenses and
seat costs

Expertise in IT planning
ERP Acquisition
Communication skills

25/08/2014
29/09/2014

26

100%

600

15,600

Will be working closely


with ExGovs IT Team
so that if the staff is
not available, then the
task will be performed
by ExGov IT Team.

Business
Analyst
(BA) 1

Responsible for reviewing


business process
(purchasing and finance)

Expertise in ERPPurchasing and Finance


Management Modules
Business IT analytical
skills
Communication skills

25/08/2014
11/09/2014

14

100%

1,375

19,250

The BA is Sydneybased, but will be


available in Melbourne
during the period.
Additional allowance
might be required for
airfares.

BA 2

Responsible for reviewing


business process (work
management) and
systems integration
analysis

Expertise in ERP-Works
Management Modules
Business IT analytical
skills
Communication skills
Documentation skills

25/08/2014
18/09/2014

21

100%

750

15,750

The BA is Melbourne
based. If it is not
available during the
period, BA from Sydney
will replace it.
Consequently, the costs
for salary and

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and
22/09/2014
23/09/2014

Page 15 of 28

Alternatively, if the
SME is not available,
PM could conduct
teleconference with
PMs Singapore-based
to examine ESI PMP.

ESI Scoping Study Project Management Plan, Version [1.0]

Role

Responsibility

Skills and Knowledge


Required

Duration

Total
Days

Utilization
(% of
Time)

Rate/
Day ($)

Total
Cost
($)

Description
allowances will
increase.

BA 3

Responsible for reviewing


business process (work
management)

Expertise in ERP-Works
Management Modules
Business IT analytical
skills
Communication skills

13/09/2014
18/09/2014

12

100%

1,125

13,500

The BA is Sydney
based. It requires
additional budget
$200ay for daily
allowance and
$500/week for airfares
from Sydney to
Melbourne (returns). In
addition, the BA will not
available during the
weekend.

BA 4

Responsible for reviewing


business process (asset
management and
warehousing)

Expertise in ERP-Asset
Management and
Warehousing Modules
Business IT analytical
skills
Communication skills

03/09/2014
11/09/2014

100%

$750

5,250

The BA is Melbourne
based. If it is not
available during the
period of time, it will be
replaced by BA from
Sydney. Consequently,
the costs for salary and
allowances will
increase.

BA 5

Responsible for reviewing


business process
(warehousing)

Expertise in ERP-Asset
Management and
Warehousing Modules
Business IT analytical
skills
Communication skills

08/09/2014
11/09/2014

100%

$1,125

4,500

The BA is Sydney
based. It requires
additional budget
$200ay for daily
allowance and
$500/week for airfares
from Sydney to
Melbourne (returns). In
addition, the BA will not
available during the
weekend.

Megacorp LTD

6 May, 2014

Page 16 of 28

ESI Scoping Study Project Management Plan, Version [1.0]

Skills and Knowledge


Required

Role

Responsibility

Graduate 1

Responsible to support
SMEs and BAs on the
business process review,
systems integration
analysis and ESI PMP
drafting

Basic project
management
Documentation skills
System analysis
Knowledge of enterprise
systems

26/08/2014
04/09/2014

Responsible to support
SME on data conversion

Basic project
management
Programming

12/09/2014

Responsible to support
SME on data conversion

Basic project
management
Programming

12/09/2014

Graduate 2

Graduate 3

Duration

Total
Days

Utilization
(% of
Time)

15

100%

Free

100%

Free

100%

Free

6 May, 2014

Total
Cost
($)

Description

and
19/09/2014
25/09/2014

18/09/2014

18/09/2014

Table 6 Resourcing Plan

Megacorp LTD

Rate/
Day ($)

Page 17 of 28

ESI Scoping Study Project Management Plan, Version [1.0]

COST SCHEDULE

The total budget for Scoping Study of ESI Project is AU$223, 550 included contingency costs. Most
of budget will be allocated for resource costs such as salary, travel allowance, and airfare
allowance. Travel allowance within Victoria (outside Melbourne CBD) per day is AU$250, airfare
allowance (return) is AU$500, and accommodation allowance for Sydney-based staff per day is
AU$200.

Cost
Estimation

Total

Week-1

Week-2

Week-3

Week-4

Week-5

Week-6

Week-7

(18-22 Aug)

(25-29 Aug)

(1-5 Sep)

(8-12 Sep)

(15-19 Sep)

(22-26 Sep)

(29 Sep-3 Oct)

14,375

35,625

40,500

46,000

2,000

5,600

4,800

500

500

1,000

14,375

38,125

46,600

51,800

Salary Cost
Travel

27,187.50

20,937.50

21,225

205,850

2,800

15,200

500

2,500

20,937.50

21,225

223,550

Allowance
Airfare Cost
Total

30,487.50

Table 7 Weekly Cost Estimation

The detail of budget and cost will be presented in Appendix D

ASSUMPTIONS, CONSTRAINTS , DEPENDENDENCIES

7.1

Assumptions

a.

The project fund will be available starting at planning stage

b.

Travel allowance will be applicable for project team members who work outside of Head
office/Melbourne area. In addition, Sydney-based team members will also get an additional
accommodation allowance during their work in Melbourne

c.

All project members will be available as scheduled (no one takes leaves at the particular time)

d.

Each ExGovs key personnel has alternate officers as the source of knowledge for data
gathering, so that rescheduling of meetings and interviews can be avoided.

e.

The 30% of positive perception of the project success criteria is derived from the percentage
of the number of involved offices (5) to the total number of ExGov offices (17).

f.

7.2

Project team member from ExGov will report the work progress to ExGovs CIO.

Dependencies

a.

The project execution starts after kick off meeting

b.

System Integration Analysis task can only be commenced after the completion of BP Review
and IT Service Delivery Review tasks

c.

The ESI PMP Development task will be commenced after the completion of System Integration
Analysis task

d.

ESI PMP draft can be finalized after the workshop feedback.

Megacorp Ltd

06 May 2014

Page 18 of 28

ESI Scoping Study Project Management Plan, Version [1.0]

RISKS

The risk register represents the list of risk scenario with its probability, impact and response using root cause analysis and assumption analysis. Root
caused analysis of a risk scenario will formulate the detail of the cause (triggers), while assumption analysis will formulate consideration to determine a
score for each risk and how to address it. Some of the identified risks have already responded during the formulation of this document, therefore the list
of risk scenarios shown in the following table are the ones that still caused residual risk that need to be considered, especially the risk that classified as
Tiger risk:
Quantification
No

Risk
Scenario

Possible
Trigger(s)

Project team
unavailable
to do the
assigned
task

- Suddenly/
emergency
leave
- Health problem
- Internal conflict

The data
gathered is
insufficient
to support

- Lack of
documentation
in ExGov offices
- Sampling error

Megacorp Ltd

Probability
(score)

Impact
(score)

High
(80%)

High
(10)

Unpredicted
occurrence
of triggers

Medium
(60%)
Triggers can

06 May 2014

- Increase the
effort to hire
new staff
- Fail to finish
the project
because it is
too late to
hire staff
- Need to
revise the
schedule
- Delay of
project
completion
- Exceed the
budget
Medium
(6)
- Reduce the

Risk Response Strategy


(Avoid, Mitigate,
Transfer)
- Assign each high risk
task (Appendix G) to
two or more the project
team members with the
same skills as coworkers and backup.
- Promote negotiation
technique to overcome
internal conflict
- Set an agreement with
personnel providers
besides PMO, such as
the consultant firm and
ExGov, to prepare
alternate personnel.

- Design comprehensive
checklist for data
gathering by considering
recommendations from
Page 19 of 28

Residual Risk
Quantification
Probability
(score)

Impact
(score)

Classification
(p x i)

High
(80%)

Medium
(6)

Tiger
Score: 4.8

Unpredicted
occurrence of
triggers

Low
(25%)
Triggers can

- Need to
revise the
schedule
- Delay of
project
completion
because the
high risk
tasks will be
performed
by one
personnel or
a new one.
- Exceed the
budget

Medium
(6)
Initial impacts

Require
close
monitoring

Alligator
Score: 1.5
Require

ESI Scoping Study Project Management Plan, Version [1.0]

Quantification
No

Risk
Scenario

Possible
Trigger(s)

Developing
ESI PMP
task.

- Inexperienced
interviewee
- Inaccurate/
incomplete
given
information

Negative
perception of
ExGov
towards
upcoming
ESI project

- Misconception
of the project
team about the
ESI project
- Miscommunicati
on between the
project team
and ExGov
personnel

Probability
(score)

Impact
(score)

be predicted

quality of
deliverables
- Reduce the
quality of
analysis

High
(80%)
Triggers can
be easily
occurred by
rumours
spreading

High
(10)
- Lack of
support
from ExGov
key
personnel
- Resistance
from ExGov
workforce
- Fail to finish
the project

Risk Response Strategy


(Avoid, Mitigate,
Transfer)

6 May, 2014

Probability
(score)

the business process


owner towards the
business process and
personnel associated.
- Involve PMO to review
the related deliverables
- Establish the subtask of
monitoring deliverables
in each corresponding
business process review.

be controlled
because there
will be a point
of reference
for
information
required and
appropriate
people.

- Emphasize the
importance of
partnership environment
between the project
team and ExGov
personnel
- Conduct briefings and
meetings for the project
team to have the same
vision about the SS
project and upcoming
ESI project so that they
can send accurate and
positive message about
the ESI project to ExGov
personnel involved.

Medium
(60%)

Table 8 Risk Register

Megacorp LTD

Residual Risk
Quantification

Page 20 of 28

The
occurrence of
triggers can
be reduced.

Impact
(score)
still applied
when the risk
occurs.

High
(10)

Initial impacts
still applied
when the risk
occurs.

Classification
(p x i)
quality
assurance
due to its
possibility to
become
Tiger risk.

Tiger
Score: 6
Require
close
monitoring

ESI Scoping Study Project Management Plan, Version [1.0]

QUALITY ASSURANCE

AND

CONTROL

9.1 Quality Goals


The quality goals for this project are:
1. The ESI SS PMP identifies the scope, cost, tasks, resources and risks to ensure the ESI
PMP development will be conducted in the proper manners. The qualified data and analysis
of the SS project, ESI PMP will have an accuracy to define scope, tasks, resources, time,
and cost so that the ESI project can achieve its objectives..
2. The ultimate goal of the ESI SS project is to ensure the ESI project delivers business
benefits as expected by ExGov stakeholders. The ESI SS has role to plan the ESI project
so that the ESI project can deliver all the business benefits of an ERP implementation
system for ExGov and to provide financial consolidation for Megacorp, because those two
benefits are the reasons for conducting the ESI project.
3. The SS ESI project provides valuable inputs so that the ESI project can be delivered on
budget and on time. As ExGov is a small company, having an ERP implementation that is
off budget and off time will generate great risk to ExGov and will make some of the
targeted business goals (cost reduction and financial integration) cannot be achieved.

9.2 Quality Management Organisation


The ESI project manager will do Quality Assurance (QA) processes. The BA who analyses each
process have to submit reports and checklist in each week to the project manager. This following
figure illustrates the Quality Management Organisation during the ESI Scoping Study:

Figure 3 Quality Management Organization

Megacorp Ltd

06 May 2014

Page 21 of 28

ESI Scoping Study Project Management Plan, Version [1.0]

9.3 Quality Management Process


In order to achieve goals of the ESI project, the ESI SS will have several tasks as follows:

Phase

Quality
Objective

Process/Technique/
Testing to Achieve
Quality

Quality
Metric to
Pass

Responsible
Party

ESI SS PMP
Development

To provide an ESI
SS PMP with
standards required
by the PMO.

Create ESI SS PMP uses


standard PMP template
provided and get
reviewed by the PMO.

The PMO has


signed-off the
ESI SS PMP.

Project
Manager and
PMO

Data Gathering
(BP review,
Technology, and
Data conversion)

To ensure all the


data gathering
processes (BP
review, technology
review, data
structure) are
capturing the
current BP,
people, data and
infrastructure, and
providing
sufficient quality
data in order
develop a good
quality ESI PMP
project.

Provide checklist and


ensure BAs have done all
checklist.

The checklist
will identify all
BP to be done
and data
needed for
developing ESI
PMP

Project
Manager

Monitoring deliverables
by reviewing all BAs and
technologys work notes
and documentation

Work notes
and
documentation
have
sufficiently
captured the
right BP, IT
and data
infrastructure.

Project
Manager

Hire qualified BAs and


assigned those BAs based
on their expertise area.

Only hire an
expert and
experienced
BA for
specified BP in
the ESI SS.

Project
Manager

Interview with the right


person for each certain
area of data gathering

Interview the
most
knowledgeable
person for
certain areas
of data
gathering (BP,
technology and
data) in the SS
time frame

Project
Manager

Create ESI SS PMP uses


standard PMP template
provided and get
reviewed by the PMO.

The PMO has


signed-off the
ESI PMP.

Project
Manager and
PMO

Conduct meeting and


present the scope and
strategy of ESI project,
to deliver the targeted
business objectives.

SC has
approved and
signed-off the
ESI PMP.

Project
Manager

ESI PMP
Development

To provide the ESI


PMP with
standards required
by the PMO and
clearly define
tasks, resources,
deliverables, risks,
time and budget
which favours all
key stakeholders.

Table 9 Quality Management Process

Megacorp LTD

6 May, 2014

Page 22 of 28

ESI Scoping Study Project Management Plan, Version [1.0]

10

GOVERNANCE

10.1 Governance Organisation and Terms of Reference


In terms of decision-making and project governance, the responsibilities of stakeholders are
described as follows:
Stakeholders

Responsibilities

Steering Committee
(SC)

Reviewing and approving the scope of ESI SS


Reviewing and approving major deliverables as defined in the scope of
ESI SS
Approving budget allocation
Reviewing and approving any changes of risks, scope, schedule and
budget of ESI SS
Providing policy decisions and solutions for strategic issues
Providing direction and guidance the ESI SS
Participating in project meetings as requested by the Project Manager

Project Manager
(PM)

Reviewing and approving deliverables as defined in the scope of ESI


SS
Reporting progress of the ESI SS to SC, including cost budget
performance, risks and projects status
Reporting any changes in regard with risks, scope, schedule and
budget of ESI SS
Coordinating all SC members and related stakeholders
Arranging meetings with SC and related stakeholders

MegITS Project
Officer

Providing database of project resources required to support ESI SS


Arranging contracts of the workforce that are hired for ESI SS

Project Management
Office (PMO)

Providing database of project resources required to support ESI SS


Arranging contracts of the workforce that are hired for ESI SS
Providing assurance that the project comply with corporate standards

EXGov Business
Process Owner

Approving deliverables (working notes) that are generated by the


project teams

Table 10 Governance Organisation

Meetings arrangement to support the project governance will be conducted on the following dates:
Meetings

Purposes

Kick Off Meeting

To provide a brief description of ESI SS PMP, covering:


Project Teams
Project Activities & Milestones
Project Deliverables & Quality Assurance
Project Governance
To ensure that related stakeholder are aware and engaged with ESI SS
To obtain commitment from the project team, PMO and ExGov
Executives for supporting ESI SS

Meetings with ExGov


Key Personnel

To obtain engagement from related key personnel for supporting ESI SS


To inform the scope of the ESI SS project and the objectives of the
upcoming ESI project

Periodic Meetings

To deliver the progress and performance of ESI SS


To monitor and evaluate deliverables of ESI SS

Megacorp LTD

6 May, 2014

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ESI Scoping Study Project Management Plan, Version [1.0]

To inform any changes of ESI SS PMP with regard to risks, scope,


schedule and budget

Table 11 Meeting Arrangement

10.2 Sign-off and Acceptance Process


In terms of sign-off and acceptance process, the key stakeholders involved are described as
follows:
Stakeholders

Approval Activities

Steering Committee
(SC)

Approving the ESI SS PMP


Approving the ESI SS deliverables

Project Manager
(PM)

Reporting completion of the ESI SS to SC


Arranging sign-off meetings with SC and related stakeholders

Quality Assurance
Specialist

Providing quality assurance of ESI PMP Final Draft before it is


presented to the SC
Approving the ESI PMP Final Draft

Business Process
Owner

Providing feedback and recommendation in regard with the


deliverables (ESI SS PMP) before it is presented to the SC

Table 12 Sign-off Authority

The sign-off and acceptance process will be conducted on Closing Meeting of ESI SS
03/10/2014. The purposes of this meeting are:
To deliver the completion of ESI SS to the SC
To monitor and evaluate deliverables of ESI SS
To inform any changes of ESI SS PMP with regard to risks, scope, schedule and budget

Megacorp LTD

6 May, 2014

Page 24 of 28

ESI Scoping Study Project Management Plan, Version [1.0]

11

APPENDIX

Appendix A - Glossary
Task

First level decomposition of Work Breakdown Structure

Stage

A process of a project management (Initiating, Planning, Executing, Monitoring &


Controlling and Closing)
Encapsulation of tasks

Phase

Appendix B Key Stakeholders


Key
Stakeholder

Title

Responsibility

Executive
Sponsor

Megacorp CEO

To provide ultimate guidelines based on the


corporate strategic goal

Project
Sponsor

Megacorp Senior Finance Executive

To support the project manager by providing


direction and funding

Steering
Committee

MegITS CIO, ExGov CEO, MegITS


Executive Officer-Projects,
Megacorp Senior Finance Executive

To review and monitor the project phases,


progress, issues and to approve a certain
amount of expenditure.

ExGov
Executives

ExGov CEO and CIO

To provide insight and resources required to


support the project.

Project
Manager

Member of MegITS Project Office

To manage the project by conducting the


project phases.

Project
Coordination
Team

ExGov General Manager


Operations, ERP Consultant and
Megacorp Accountant

To conduct the coordination meeting with


steering committee and provide
expertise/insight from each organization.

Megacorp IT
Services
(MegITS)

Megacorp subsidiary which


centralises Megacorp IT function

To provide IT resources for the project.

Megacorp
Accountant

Personnel of Megacorp Finance


Department

To provide financial and accounting expertise


to support the implementation of ERP Financial
module

ERP Consultant

Member of external ERP consulting


firm (ERP Professional Services)

To support the Project Manager with ERP


expertise within initiating and planning phase

ExGov Users

ExGov
Managerial/administration
staff, Field staff

To test and utilize project outcomes.

Business
Process Owner

ExGov
Head
department

To approve the deliverables that are


generated from business process review

of

operation

Appendix C Detailed Project Schedule


A02 - Final ESI Project Scope Study.mpp
A02 - Final ESI Project Scope Study.pdf

Megacorp LTD

6 May, 2014

Page 25 of 28

ESI Scoping Study Project Management Plan, Version [1.0]

Appendix D Detailed Costs

No

Resource
Name

Total
Number
of
Working
Days

Number
of
Working
Days
Outside
HO

Freda Grille

35

1,375

48,125

1,500

49,625

David

35

1,500

52,500

1,000

53,500

Rate/d
($)

Total
Salary
Cost ($)

Total
Allowance
Cost *)
($)

Total
Airfare
Cost
($)

Total
Cost
($)

Riddle
3

Song Wu

15

1,375

20,625

750

21,375

Carl Lim

14

1,375

19,250

750

500

20,500

Mona Liser

21

12

750

15,750

3,000

18,750

Georgio

750

5,250

1,500

6,750

12

1,125

13,500

3,900

1,500

18,900

3,125

6,250

6,250

750

4,500

4,500

Armane
7

Arnold
Gate

Marvin
Mitch

Craig
Datum

10

Fred Turk

26

600

15,600

15,600

11

Lisa Mayer

1,125

4,500

1,800

500

6,800

12

Jason

15

1,000

1,000

205,850

15,200

2,500

223,550

Briggs
13

Jordon
Rivers

14

Jenny Fello

Total Cost

*) for Sydney-based Staff or working Outside HO

Appendix E - Risk Rating Definition


Rating

Probability Percentage

Impact Score (1-10)

Low

Less than 25% likelihood of


occurrence

Less than 3
Mild impact on the project

Medium

25%-75% likelihood of
occurrence

3-7
Moderate impact on the project with possibility to be
a bigger issue for the project

High

76%-100% likelihood of
occurrence

8-10
Top priority risk because has significant impact on
the project

Megacorp LTD

6 May, 2014

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ESI Scoping Study Project Management Plan, Version [1.0]

Appendix F - Risk Classification Definition


100%

90%
80%

Probability

70%

Puppies

Tiger

Kitten

Aligator

60%
50%

40%
30%
20%

10%
0%
0

10

Impact

Appendix G - Risk rating for WBS tasks

WBS
2nd Level Task

Number of
Man-day

(High risk is over 5 Man-days)

Risk Rating

Developing Technology Transation Plan

25

High

Reviewing Works Management

12

High

Reviewing Finance

High

Reviewing Warehousing

High

Reviewing Purchasing

High

Reviewing Payroll

High

Reviewing Data Conversion

Medium

Reviewing Timesheeting

Medium

IT Service Delivery

Medium

Reviewing Legacy Applications

Low

Reviewing Asset Management

Low

Appendix H Details of WBS

WBS ID

Task Name

Planning

1.1

Identifying Task

1.2

Defining resources required

1.3

Hiring staff

1.4

Developing checklist for Business Process Review

1.5

Arranging appointment

1.6

Drafting ESI SS PMP

Milestone 1

Planning Completion

Reviewing Business Process (BP)

2.1

Kick Off Meeting

2.2

1st Briefing for BP Review (Purchasing, Financial, Payroll,


Timesheeting and Works Management) and IT Services Delivery

2.3

Reviewing Purchasing BP

2.3.1

Gathering data at Head Office

2.3.2

Gathering data at Warehouse

2.3.3

Gathering data at Regional Office (RO) 3

Megacorp LTD

6 May, 2014

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ESI Scoping Study Project Management Plan, Version [1.0]

WBS ID
2.3.4
2.4

Task Name
Monitoring deliverables
Reviewing Timesheeting BP

2.4.1

Gathering data at Head Office

2.4.2

Gathering data at Warehouse

2.4.3

Gathering data at RO 3

2.4.4

Monitoring deliverables

2.5

Reviewing Work Management (WM) BP

2.5.1

Gathering data at RO 1

2.5.2

Gathering data at RO 3

2.5.3

Gathering data at RO 5

2.5.4

Monitoring deliverables

2.6
2.6.1
2.7

Reviewing Payroll BP
Gathering data at Head Office
Reviewing Finance BP

2.7.1

Gathering data at Head Office

2.7.2

Monitoring deliverables

2.8

2nd Briefing for BP Review (Warehousing and Asset Management)

2.9

Reviewing Asset Management (AM) BP

2.9.1

Gathering data at Warehouse

2.9.2

Monitoring deliverables

2.10

Reviewing Warehousing BP

2.10.1

Gathering data at Warehouse

2.10.2

Monitoring deliverables

Milestone 2

BP Review Completion

Reviewing IT Services Delivery

3.1

Reviewing Data Conversion

3.2

Reviewing Legacy Applications

3.3

Developing Technology Transition Plan

3.4

Monitoring deliverables

Analyzing Systems Integration

4.1

Consolidating BP Reviews Documentation

4.2

Identifying risks

4.3

Identifying ESI PMP tasks

5
5.1

Developing ESI PMP


Drafting ESI PMP

5.1.1

Defining scope

5.1.2

Analyzing risks

5.1.3

Defining resources required

5.1.4

Defining quality assurance approach

5.2

Conducting seminar/workshop

5.3

Conducting PMP QA

Closing ESI SS Meeting

Milestone 3

ESI PMP Sign-Off

Megacorp LTD

6 May, 2014

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