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ProjectRecreationandWellness

IntranetWebsite

ProjectDocuments
INTRODUCTION
Manage Your Health, Inc. is recently updated its strategic plan, with the goals to reducing
internal costs, increasing cross-selling of products, exploiting new Web-based
technologies to improve the development and delivery of health care products and
services. With these, the information technology department has developed some ideas for
supporting these goals, which are Recreation and Wellness Intranet Project, Health
Coverage Costs Business Model, Cross-Selling System and Web-Enhanced
Communication System.
Each of these projects has their purposes that support the company business strategies,
together with the benefits provide, which are attach in the table-summary of project.
The Recreation and Wellness Intranet Project provides application through intranet,
where employee could improve their health by registered the company-sponsored
program via current internet. This project helps company reduce the premium costs,
increase employees health as well as saving about $30/employee/year for full-time
employees over the next four years.
Health Care Coverage Costs Business Model helps to keep track of employees health
care expenses and company health care costs. This may easy the managers and analysts,
where they could access to the current intranet and download selective data for further
analysis. It should be import data from current systems that track employee expenses
submitted to the company, and the companys costs to the insurance provider. The project
may cost about $100,000 to develop.
Cross-Selling System is an application that improves the company cross-selling to the
current customers. The company will increase sales to current customers by providing
them discount every time they purchase multiple products or services. The project may
cost about $800,000 each year for development and maintenance.
Lastly, the Web-Enhanced Communication System is a Web-based application that
improves the company development and delivery of products and services. The project
will take one year and $3 million to develop and required 20 percent of development costs
each year to maintain.

Charter
Project Title:
Recreation and Wellness Intranet Project
Project Start Date: March 1, 2004
Project Finish Date: September 1, 2004
Budget Information: The Company has allocated RM 200,000 for this project.

Project Manager: Tony Prince, (016)-3954682, Tony_prince@MYH.Inc.com


Project Objectives: Provide an application on the current Intranet to help employees
improve their health. This application will help improve employee health within one year
of its rollout so that lower premiums can be negotiated, saving about $30/employee/year
for full-time employees over the next four years.
New Objectives: The improvement of employees health is also vital for companys growth.
Healthy workforce means increase productivity and benefits the company in the long run.
The successful of this project is to boost the health plan available for staff members and
increase their morale indirectly.
Approach:
Allow

employees

to

register

for

company-sponsored

recreational

programs.
Allow employees to register for company-sponsored classes and programs

to help them manage their weight, reduce stress, stop smoking, and
manage other health- related issues.
Track data on employee involvement in these recreational and health-

management programs.
Offer incentives for people to join the programs and do well in them.

New Approach:
Organize some competition that offer attractive prize to encourage
participation.
Offer and create an incentive program that rewards anyone that
successfully refers other people to join the project plan.
Encourage staff that is doing well in the project to give a testimonial to
other will-be participants.
Provide a monitoring committee to monitor the progress of all participant
and how well they are doing it and what benefits they get.

From the monitoring committee, the data from it will be use to improve any
kind of improvement to the on-going plan.

Roles and Responsibilities


Role

Name

Organization/

Contact Information

Position
Provide direction
and funding

Jaen Tan

CEO, Project
Sponsor

Jaen_Tan@MYH.Inc.com

Monitor project,
provide staff

Rainy Wong CIO

Rainy_Wong@MYH.Inc.com

Plan and execute


project

Tony Prince

Project Manager

Tony_prince@MYH.Inc.com

Mentor Vivian

May Lim

Director of
Information,
Technology
Operations

May_lim@MYH.Inc.com

Provide stuff, issue


memo to all
employees about
project

Michael Liu

VP, Human
Resources

Michael_liu@MYH.Inc.com

Sign-off:
Comments:
I believe that this project will be beneficial to many people. Tony Prince, Project Manager.
The participation of staff is also a key that improve the project successfulness. Hopefully
they are many supports from them. Michael Liu, VP Human Resources Department.

Gantt Chart
Please refer to hard copy or CD.

Progress Report
Product Delivery
Final Report

Final Project Documentation


For
Recreation and Wellness Intranet Project
Prepared by: Tony Prince

Date: 02 Dec 2004

I. Project description
The Recreation and Wellness Intranet project is a project that provide the
application on the company current Intranet to help employees improve their health, at the
same time, reducing the internal costs, increasing cross-selling of products, and exploiting
new web based technologies to help employees, customers, and suppliers work together to
improve the development and delivery of its health care products and services. The Health
Coverage Costs Business Model is a project that creates to track the employees health
care expenses and company health care costs. Besides, the project will cover the business
sales by develop the cross-selling system to improve cross-selling to current customers.
Lastly, a Web-Enhanced Communications System will be developing to improve the
development and delivery of products and services.
II. Project proposal and backup data (request for proposal, statement of work, proposal
correspondence, and so on)
The overall project was implemented by carrying out the steps of Initiating,
Planning, Executing, Controlling, and Closing. The steps lead the project from the
beginning until the end of it.
In the Initiating part, we define the project objective and goals, evaluate the given
project, developed project team, assigned project task, prepare the business case and
project charter.

In the Planning part, we developed the team contract, stakeholder analysis, scope
statement, work breakdown structure (WBS); create Gantt Chart and Network Diagram,
create the probability/impact matrix, and list of prioritized risk of the project.
In the Executing part, we developed a few prototype screens for the Recreation
and Wellness Intranet, project web-site; do presentation, create milestone report,
developed agenda for project meeting, provide new schedule and cost estimates, then
developed a detail list of assumptions and questions that the project has related to the new
scope of the project.
In the Controlling part, we update the Gantt Charts, project charter, scope
statement, and the prioritized risks.
The last part is the Closing part, where we prepare the presentation on final
project, prepare lesson-learned report, final project report, transition report, and update the
project web site.
Statement of work (SOW)

Statement of Work for Project Name


Prepared by: Wong Siew Theng
I.

Date: 28th March 2004

Scope of Work:

This project provides application through intranet, where employee could improve their
health by registered the company-sponsored program via the companys intranet. This
project can help company to decrease the premium costs, increase employees health as
well as saving about $30/employee/year for full-time employees over the next four years.
The final budget for this project is about $500,000 to fulfill the changing of the project
scope. This result has more than $100,000 cost overrun. An additional $100,000 will be
requested every year for operational expenses after the project is completed. Estimated
benefits are $600,000 each year. It is important to focus on the system paying for itself
within one year.

II.

Location of Work:

The work that must be performed is:

1. Templates and tools: The intranet site allows authorized users to download
the files that they need for creating project management documents. It will
also provide a help function to help them to use the tools. These files will
be locating in Microsoft Word, Microsoft Project, or in HTML or PDF format,
as appropriate.

2. User submissions: Users will be encouraged to e-mail files with sample


templates and tools to the Webmaster. The Webmaster will forward the
files to the appropriate person for review and then post the files to the
intranet site, if desired.

3. Articles: Articles posted on the intranet site will have the appropriate
copyright permission. The preferred format for articles will be PDF. The
project manager may approve other formats.

4. Links: All links to external site will be tested on a weekly basis. Broken
links will be fixed of removed within five working days of discovery.

5. Help feature: The Help feature must be user-friendly and capable of


soliciting questions and immediately acknowledging that the question has
been received in the proper format. The feature must also be capable of
forwarding the question to the appropriate expert (as maintained in the
systems expert database) and capable of providing the status of questions
that are answered. The system must also allow for payment for advice, if
appropriate.

6. Security: The intranet site must provide several level of security. All internal
employees will have access to the entire intranet site when they enter their
security information to access the main, corporate intranet. Part of the
intranet will be available to current users based on verification with the
current user database. Other options of the intranet will be available after
negotiating a fee or entering a fixed payment using preauthorized payment
methods.

7. Search feature: The intranet site must include a search feature for users to
search by topic, keywords, etc.

8. Access feature: The intranet site must be accessible using a standard


Internet browser. Users must have appropriate application software to
open several of the templates and tools.

9. Available for whole day: The intranet site must be available 24 hours per
day, 7 days per week, with one hour per week for system maintenance and
other periodic maintenance, as appropriate.

10.

Registration free courses: The authorized users can access the

intranet and register for company-sponsored recreational programs, and


health-related issues classes and programs.

11.Involve employee in the system: Track data on employee involvement in


these recreational and health-management programs.
III.

Period of Performance:
This work is started at March 1, 2004 and will be ending at September 1, 2004.

There have 7 members in our project team. They are project manager Tony Prince,
Programmer/ analyst Vinique and Bonnie, Network specialist Patrick, Business analyst
Nancy, Human resources manager James, and finance manager Cassandra. The number of
hours that they can be billed per week is 40 hours which mean they work for 8 hours per
day and 5 days per week. They can perform their work in their home and they will present
their work once a week in their companys meeting room. This project is expected to end
within 9 months.
Task Name

Duration

1 Initiating
3/16/04
2 Planning
2.1 Develop Team Contract
3/17/04 Thu 3/25/04
2.2 Develop Stakeholder Analysis
4/5/04
2.3 Develop Scope Statement
2.3.1 Define Product Characteristics and Requirements
2.3.2 Define Product Deliverables
5/21/04
2.4 Develop WBS
6/1/04
2.5 Create Gantt Chart and Network Diagram
2.6 Create Probability/Impact Matrix
3 Executing
3.1 Develop Project Web Site

12d
88d
7d
7d
34d
20d
14d
7d
30d
3d
39d
30d

Start Date Finish Date


Mon 3/1/04
Wed 3/17/04
Wed

Fri 7/16/04

Fri 3/26/04
Tue 4/6/04
Tue 4/6/04
Tue 5/4/04

Fri 5/21/04
Mon 5/3/04

Mon 5/24/04
Wed 6/2/04
Wed 7/14/04
Mon 7/19/04
Mon 7/19/04

Tue 7/13/04
Fri 7/16/04
Thu
Fri 8/27/04

3.2 Project Presentation


0d
Fri 8/27/04
8/27/04
3.3 Create Milestone Reports
7d
Mon 8/30/04
9/7/04
3.4 Develop Project Agenda
2d
Wed
9/8/04
Thu 9/9/04
4 Controlling
34d
Fri
9/10/04
Wed10/27/04
4.1 Create new baseline
10d
Fri
9/10/04
Thu 9/23/04
4.2 Update project charter and scope statement
5d
Fri 9/24/04
Thu
4.3 Update contract and scope statement
10d
Fri
10/1/04
Thu10/14/04
4.4 Create monthly reports
6d
Fri 10/15/04
10/22/04
4.5 Update prioritized
risks
3d
Mon10/25/04 Wed10/27/04
5 Closing
25d
Wed 10/27/04
12/1/04
5.1 Final project presentation
0d
Wed 10/27/04
10/27/04
5.2 Prepare lessons-learned report
4d
Thu 10/28/04
11/2/04
5.3 Prepare final project report
14d
Wed
11/3/04
Mon 11/22/04
5.4 Create transition report
4d
Tue 11/23/04
11/26/04
5.5 Update project Web Site
3d
11/29/04 Wed 12/1/04

IV.

Deliverables Schedule:

Business case, charter, team contract, scope statement, WBS, schedule, cost baseline,
status reports, final project presentation, final project report, lessons-learned report, and
any other documents are required to manage the project.

Product-related deliverables: research reports, design documents,


software code, hardware, etc.
1. Survey: Survey current users to help determine desired content and
features for the intranet site.

2. Files for templates: The intranet site will include templates for at least
twenty documents when the system is first implemented, and it will have
the capacity to store up to one hundred documents. The project team will
decide on the initial twenty templates based on survey results.

3. Examples of completed templates: The intranet site will include examples


of projects that have used the templates available in the intranet site. For
example, if there is a template for business case, there will also be an

example of a real business case that uses the template.

4. Files for tools: The intranet site will include information on how to use
several project management tools, including the following as a minimum:
work breakdown structures, Gantt charts, network diagrams, cost
estimates, and earned value management. Where appropriate, sample
files will be provided in the application software appropriate for the tool. For
example, Microsoft Project files will be available to show sample
breakdown structures, Gantt chart, network diagrams, cost estimates, and
applications of earned value management. Excel files will be available for
sample cost estimates and the earned value management charts.

5. Example application of tools: The intranet site will include examples of real
projects that have applied the tools listed in number 4 above.

6. Articles: The intranet site will include at least ten useful articles about
relevant topics in project management. The intranet site will have the
capacity to store at least one thousand articles in PDF format with an
average length of ten pages each.

7. Links: The intranet site will include links with brief descriptions for at least
twenty useful sites. The links will be categorized into meaningful groups.

8. Expert database: In order to deliver a Help feature, the system must


include and access a database of approved experts and their contact
information. Users will be able to search for experts by predefined topics.

9. User request: The intranet site will include an application to solicit and
process request from users.

10.

Intranet site design: An initial design of the new intranet site will

include a site map, suggested formats, appropriate graphics, etc. The final
design will incorporate comments from users on the initial design.

11.Intranet site content: The intranet site will include content for the templates
and tools section, articles section, article retrieval section, links section,
Help section, User Request feature, security, and payment features.

12.

Test plan: The test plan will document how the intranet site will be

tested, who will do the testing, and how bugs will be reported.

13.

Promotion: A plan for promoting the intranet site will describe

various approaches for soliciting inputs during design. The promotion plan
will also announce the availability of the new intranet site.
14. Project benefit measurement plan: A project benefit plan will measure the
financial value of the intranet site.
V.

Applicable Standards:

Our web-site programmer is come from the exworf IT Sdn. Bhd and he provides a good
work attitude when he joins us to design the companys intranet design part. Besides that
some of the sport companies such as Slimmer Company, SQ Healthy Sdn. Bhd., and so on
also provide us a lot of information, courses, and speech to help us successfully
implement this project. Our company will sponsor the courses to all employees that
working under company.
VI.

Acceptance Criteria:

Sometime the courses may cost heavy. So we will select and connect to those courses are
cheaper and can fulfill our healthy requirement such as the swimming course, avoid
smoking speech, and so on. In the other hand, the company will only accept the work if it
is really can return the feed back for them. To solve this problem, the strong user inputs
are very important and needed. We must also develop a method for capturing the benefits
while the intranet site is being developed, tested, and after it is rolled out. If the project
takes a little longer to complete or costs a little longer to complete or costs a little more
than planned, the firm will still view it as a success if it has a good payback and helps
promote the firms image as an excellent consulting organization.
VII.

Special Requirements:

The installation of new equipment covers more than just computer hardware, it
also includes:
Hardware make sure that all the parts are functioning well.
Software it should be fully tested and run well the computer.
Supplies such as tape and disks and new stationary should be
sufficient.

After obtaining the benefit from well planning and control, the company has to continue
to produce the site preparation before the actual implementation.
Typical installation for computer operation areas includes:

Set up firewalls to prevent from easily burnt or hacked.


Set up automatic smoke, heat and fire detection system.
Set up audible alarm for automatic detection.
Set up carbon dioxide fire prevention system with cylinder above the
ceiling.

Set up power distribution panel.


Set up premise alarm.
The new installation software and hardware to support the implementation are listed
as below:
Hardware:
1. Personal

Computer,

Server,

Switch,

Hub,

and

others

internetworking hardware is supply by one computer hardware


vendor.
2. Printer
3. Backup Power Supply
4. Computer system security setup equipment
Software:
1. Windows XP
2. Windows Server 2003
3. Windows NT Workstation
4. Microsoft Office XP
5. Firewall
6. Internet Installer Server (IIS)

III. Original and revised project plans and schedules

Work Breakdown Structure for Recreation and Wellness Intranet


Project
Prepared by: Adele Lim

Date: 1 March 2004

1 Initiating
1.1 Develop weighted scoring model
1.2 Develop Business Case
1.3 Create Project Charter
2 Planning
2.1 Develop team contract
2.2 Develop stakeholder analysis
2.3 Develop scope statement
2.3.1 Define product characteristics and requirements
2.3.2 Define product deliverables
2.4 Develop WBS
2.5 Create Gantt chart and Network Diagram

2.6 Create Probability/Impact Matrix


3 Executing
3.1 Develop project Web Site
3.2 Project presentation
3.3 Create milestone reports
3.4 Develop project agenda
4 Controlling
4.1 Create new baseline
4.2 Update project charter and scope statement
4.3 Update contract and scope statement
4.4 Create monthly report
4.5 Update prioritized risk
5 Closing
5.1 Final project presentation
5.2 Prepare lesson-learned report
5.3 Prepare final project report
5.4 Create transition report
5.5 Update project Web Site

Cost estimate:
Name

Position

Cost per Hour

Cost per Week


(25h)/(12.5h)

Cost per Month

Total Cost

Tony Prince

Project
manager

$100

$2500

$10000

$90000

Me

Programmer

$60

$1500

$6000

$54000

Patrick

Network
specialist

$60

$1500

$6000

$54000

Nancy

Business
analyst

$60

$1500

$6000

$54000

Bonnie

Programmer

$60

$1500

$6000

$54000

James

Human
Resource

$60

$750

$3000

$27000

Cassandra

Financial

$60

$750

$3000

$27000

New Member

Programmer

$60

$1500

$6000

$54000

New Member

Programmer

$60

$1500

$6000

$54000

New Member

Network
specialist

$60

$1500

$6000

$54000

New Member

Business
analyst

$60

$1500

$6000

$54000

IV. Final project report


The Recreation and Wellness Project is done to support the Manage Your Health,
Inc strategic plan, with the objective of reducing internal costs, increasing cross-selling of
products, and exploiting new web-based technology.
Through out the whole project, we have using different method and approach to
help in create and develop the project. We are produced a Web Site that could allow the
employees to register for company-sponsored classes and program; track data on
employees involvement in the recreational and health management programs; offer
incentives for people to join the programs; produced the Health Coverage Costs Business
Model to track employees health care expenses and company health care costs; the crossselling system to improve the cross-selling; the web-based application to improve
development and delivery of products and services.
The project was success since the user response has been very positive; the project
has met the schedule goal. Although the cost is about $100,000 more than planned, the top
management is pleased with the results, where the final cost of the whole project was
about $500,000.
We were using the Project 2002 as the project management tool to create the
project Gantt chart, Network Diagram, Resource Sheet, cash flow report, and project
summary. The tool was helpful as we can assign each task and locate certain information
easily; any modification of the task is done easily by just clicking on it. The tool provides
clear and accurate information or output of the project.
The project was able to complete on time, and was met the project goals. The
whole project team was co-operative and willing to give help to other team members, in
order to get the project completed. Since the management has changed the project scope,
and outsourcing some of the work, the time of completion of the project was extended and
the cost of the project increase as well, these make the whole project was cost about
$100,000 more than planned. With this, the project team has to assign the new schedule
based on the new scope, and create new cost estimation. The new schedule was taken
another nine months to be completed.
By working on this project, the whole project team has learned to be tolerant, co-

operative with each other; learning how to be patient every time there was a problem
occurs, at the same time, analyze the problem and give the solution to it. Knowing that the
project may involve uncertainty, so every part of the project and the project
documentation will be saved and have a backup file.

V. Deliverables, as appropriate

Project management-related deliverables: business case, charter, team


contract, scope statement, WBS, schedule, cost baseline, status reports,
final project presentation, final project report, lessons-learned report, and
any other documents required to manage the project.

Business Case for Recreation & Wellness Intranet Project


Date: 29th January 2004
Prepared by: Tony Prince
1.0 Introduction/ Background
MYHs core business goal is to provide a variety of health care services across the globe.
The CEO believes it can enhance development and delivery of its products and services
by updating its strategic plan, reducing internal costs, increasing cross-selling of products
and exploiting new web-based technologies for the customers and suppliers.
2.0 Business Objective
MYH information technology departments strategic goals include continuing growth and
profitability. The Recreation and Wellness Intranet project will support these goals by
increasing visibility of the current employees. It will also enhance the profitability by
reducing internal costs by improving employees health within one year of its rollout.
Since MYH information technology department focuses on identifying profitable
projects and measuring their value after completion, this project must meet those criteria.
3.0 Current Situation and Problem/Opportunity Statement
A recent study found that MYH.Inc pays 20% more than the industry average for
employees health care premiums, primarily due to the poor health of its employees.
There is an opportunity to provide a new section on the intranet dedicated to sharing
health care information across the organization to help improve employee health within
one year.
4.0 Critical Assumption and Constraints

The proposed intranet site must support the companys business goals and strategy.
Current employees must actively support this project. Besides that, it needs to pay itself
within 4 years to reduce the internal costs and exploiting new web-based technologies.
The project manager must lead the effort, and project team must include participants
from various parts of the company.

5.0 Analysis of Option and Recommendation


There are 3 options for addressing this project:
1. Since the business is doing well, so we still can continue to operate without introduce
the new project.
2. Purchase access to specialized software to support the new capability with little inhouse development.
3. Design and implement the new intranet capability using existing hardware and
software.
Based on discussing with stakeholders, we agree that the option 3 is the best option.
6.0 Preliminary Project Requirements
The main features of the Recreation and Wellness Intranet Project include the following:
1. Accept to intranet for registering recreational programs. Employees are allowed to
accept the intranet and register for company-sponsored recreational programs, such
as soccer, softball, bowling and other sports.
2. Accept for registering health-related issues classes and programs. They also can
register for company-sponsored classes and programs to help them to manage their
weight, reduce stress, and other health-related issues.
3. Track data on employee involvement in these recreational and health-management
programs.
4. Offer incentives for people to join the programs and do well in them. For example,
incentives for achieving weight goals, winning sports team competitions, and so on.
5. Other features suggested by employees, if they add value to the business.

7.0 Budget Estimate and Financial Analysis


A preliminary estimate of the cost for the entire project is $200,000. This estimate is
based on the Project manager working about 20 hours per week for six months and other
internal staff working a total of about 60 hours per week for six months.
Project benefits are based on a negotiating lower premiums that saving about
$30/employee/year for full-time employees over the next four years.
Exhibit a summarizes the projected costs and benefits and shows the estimated net
present value (NPV), return on investment (ROI), and year in which payback occurs. It
also lists assumptions made in performing this preliminary financial analysis. All of the
financial estimates are very encouraging. The estimated payback is within four years, as
requested by the sponsor. The NPV is $1,456,000, and the discounted ROI based on a
four-year system life is excellent at 274 percent.
8.0 Schedule Estimate
The sponsor would like to see the project completed within six months but there still
have some flexibility in the schedules. We also assume that the new system will have a
useful life of four years.
9.0 Potential Risks
There have several risks involved with this project. The foremost risk is lack of interest
in the new system by employees. There are technical risks in choosing the type of
software to track, analyze, delivery, searching, the use of electronic commerce
capabilities, and so on. The main business risk is investing the time and money into the
project and not realizing the projected benefits.

10.0 Exhibits
Exhibit A: Financial Analysis for Recreational and Wellness Intranet Project
Discount rate
8%
Assume the project is
completed in Year 0
Costs
Discount factor
Discounted costs

Year
0
1
2
3
4
200 100 100
100
100
0,9
1,00
3 0,86 0,79 0,74
9
7
7
200
3
86 9
4

Benefits

600 600
600
600
0,9
1,00
3 0,86 0,79 0,74
55
51
47
44
0 6
4
6
1

Discount factor
Discounted benefits

Discounted benefits - costs


Cumulative benefits - costs

ROI

(200)

(200)
Paybac
k
In
274%

Assumptions
Enter assumptions here

Updated: Project Charter


Updated: March 27, 2004.

46
3
26
3

42

39
7
1.08
9

year

9
69

36
8
1.45
6

Project Title:

Recreation and Wellness Intranet Project

Project Start Date: March 1, 2004

Project Finish Date: September 1, 2004

Budget Information: The Company has allocated RM 200,000 for this project.

Project Manager: Tony Prince, (016)-3954682, Tony_prince@MYH.Inc.com


Project Objectives: Provide an application on the current Intranet to help employees
improve their health. This application will help improve employee health within one year
of its rollout so that lower premiums can be negotiated, saving about $30/employee/year
for full-time employees over the next four years.
New Objectives: The improvement of employees health is also vital for companys growth.
Healthy workforce means increase productivity and benefits the company in the long run.
The successful of this project is to boost the health plan available for staff members and
increase their morale indirectly.
Approach:

Allow employees to register for company-sponsored recreational


programs.

Allow employees to register for company-sponsored classes and programs


to help them manage their weight, reduce stress, stop smoking, and
manage other health- related issues.

Track data on employee involvement in these recreational and healthmanagement programs.

Offer incentives for people to join the programs and do well in them.

New Approach:
Organize some competition that offer attractive prize to encourage

participation.
Offer and create an incentive program that rewards anyone that
successfully refers other people to join the project plan.
Encourage staff that is doing well in the project to give a testimonial to
other will-be participants.
Provide a monitoring committee to monitor the progress of all participant
and how well they are doing it and what benefits they get.
From the monitoring committee, the data from it will be use to improve any
kind of improvement to the on-going plan.

Roles and Responsibilities


Role

Name

Organization/

Contact Information

Position
Provide direction
and funding

Jaen Tan

Monitor project,
provide staff

Rainy Wong CIO

Rainy_Wong@MYH.Inc.com

Plan and execute


project

Tony Prince

Project Manager

Tony_prince@MYH.Inc.com

Mentor Vivian

May Lim

Director of
Information,
Technology
Operations

May_lim@MYH.Inc.com

Provide stuff, issue


memo to all
employees about
project

Michael Liu

VP, Human
Resources

Michael_liu@MYH.Inc.com

Sign-off:

CEO, Project
Sponsor

Jaen_Tan@MYH.Inc.com

Comments:
I believe that this project will be beneficial to many people. Tony Prince, Project Manager.
The participation of staff is also a key that improve the project successfulness. Hopefully
they are many supports from them. Michael Liu, VP Human Resources Department.

Team Contract
Project Name: Recreation and Wellness Intranet Project
Project Team Members Names and Sign-off:
Name
Sign-off on Team Contract
Tony
Jaen
Patrick
Nancy
Bonnie
James
Cassanda

Code of Conduct: As a project team, we will:


Work proactively, anticipating potential problems and working to prevent
them
Keep other team members informed of information related to the project
Focus on what is best for the entire project teams
Participation: We will:
Be honest and open during all project activities
Encourage diversity in teamwork
Provide the opportunity for equal participation
Be open to new approaches and consider new ideas
Have one discussion at a time
Let the project manager know well in advance if a team member has to
miss a meeting or may have trouble meeting a deadline for a given task.
Communication: We will:
Decide as a team on the best way to communicate. Since a few team
members cannot meet often for face-to-face meetings, we will use e-mail,
a project Web-site, and other technology to assist in communicating.
Have the project manager facilitate all meetings and arrange for phone and
videoconferences, as needed.
Work together to create the project schedule and enter actual into our
enterprise wide project management system by 3PM every Tuesday.
Project ideas clearly and concisely
Keep discussions on track and have one discussion at a time
Problem Solving: We will:
Encourage everyone to participate in solving problems
Only use constructive criticism and focus on solving problems, not blaming
people
Strive to build on each others ideas
Meeting Guidelines: We will:
Plan to have a face-to-face meeting the first and third day morning of every
month
Meet more frequently the first month
Arrange for telephone or videoconferencing for participants as needed
Hold other meetings as needed
Record meeting minutes and send them out via e-mail within 24 hours of
all project meeting, focusing on decisions made and action items from
each meeting
Develop an agenda before all meetings with our project sponsor and client
advisors

the project and send them out via e-mail to all team members and the
project sponsor

Updated: Scope Statement


Project Title: Recreation and Wellness Intranet Project

Date: March 1, 2004


Prepared by: Tony Prince, Project Manager, (016)123-4567,
Updated: March 27, 2004
tony_prince@jwdconsulting.com
Project Justification: Jaen Tan, CEO of JWD Consulting, requested this project to assist
the company in meeting its strategic goals. This project provides application through
intranet, where employee could improve their health by registered the companysponsored program via current internet. This project helps company reduce the premium
costs, increase employees health as well as saving about $30/employee/year for fulltime employees over the next four years. The budget for the project is $200,000. An
additional $100,000 will be requested every year for operational expenses after the
project is completed. Estimated benefits are $600,000 each year. It is important to focus
on the system paying for itself within one year.
.
Product Characteristics and Requirements:
1. Templates and tools: The intranet site will allow authorized users to
download
files they can use to create project management documents and
to help them use project management tools. These files will be in Microsoft Word,
Microsoft Project, or in HTML or PDF format, as appropriate.
2. User submissions: Users will be encouraged to e-mail files with sample templates
and tools to the Webmaster. The Webmaster will forward the files to the
appropriate person for review and then post the files to the intranet site, if desired.
3. Articles: Articles posted on the intranet site will have the appropriate copyright
permission. The preferred format for articles will be PDF. The project manager
may approve other formats.
4. Links: All links to external site will be tested on a weekly basis. Broken links will
be fixed of removed within five working days of discovery.
5. The Help feature must be user-friendly and capable of soliciting questions and
immediately acknowledging that the question has been received in the proper
format. The feature must also be capable of forwarding the question to the
appropriate expert (as maintained in the systems expert database) and capable of
providing the status of questions that are answered. The system must also allow
for payment for advice, if appropriate.
6. Security: The intranet site must provide several level of security. All internal
employees will have access to the entire intranet site when they enter their
security information to access the main, corporate intranet. Part of the intranet

will be available to current users based on verification with the current user
database. Other options of the intranet will be available after negotiating a fee or
entering a fixed payment using preauthorized payment methods.
7. Search feature: The intranet site must include a search feature for users to search
by topic, keywords, etc.
8. The intranet site must be accessible using a standard Internet browser. Users must
have appropriate application software to open several of the templates and tools.
9. The intranet site must be available 24 hours per day, 7 days per week, with one
hour per week for system maintenance and other periodic maintenance, as
appropriate.
10. The authorized users can access the intranet and register for company-sponsored
recreational programs, and health-related issues classes and programs.
11. Track data on employee involvement in these recreational and health-management
programs.
Summary of Project Deliverables
Project management-related deliverables: business case, charter, team contract, scope
statement, WBS, schedule, cost baseline, status reports, final project presentation, final
project report, lessons-learned report, and any other documents required to manage the
project.
Product-related deliverables: research reports, design documents, software code,
hardware, etc.
14. Survey: Survey current users to help determine desired content and features for
the intranet site.
15. Files for templates: The intranet site will include templates for at least twenty
documents when the system is first implemented, and it will have the capacity to
store up to one hundred documents. The project team will decide on the initial
twenty templates based on survey results.
16. Examples of completed templates: The intranet site will include examples of
projects that have used the templates available in the intranet site. For example, if
there is a template for business case, there will also be an example of a real
business case that uses the template.
17. Files for tools: The intranet site will include information on how to use several
project management tools, including the following as a minimum: work
breakdown structures, Gantt charts, network diagrams, cost estimates, and earned

value management. Where appropriate, sample files will be provided in the


application software appropriate for the tool. For example, Microsoft Project files
will be available to show sample breakdown structures, Gantt chart, network
diagrams, cost estimates, and applications of earned value management. Excel
files will be available for sample cost estimates and the earned value management
charts.
18. Example application of tools: The intranet site will include examples of real
projects that have applied the tools listed in number 4 above.
19. Articles: The intranet site will include at least ten useful articles about relevant
topics in project management. The intranet site will have the capacity to store at
least one thousand articles in PDF format with an average length of ten pages
each.
20. Links: The intranet site will include links with brief descriptions for at least
twenty useful sites. The links will be categorized into meaningful groups.
21. Expert database: In order to deliver a Help feature, the system must include and
access a database of approved experts and their contact information. Users will be
able to search for experts by predefined topics.
22. User request: The intranet site will include an application to solicit and process
request from users.
23. Intranet site design: An initial design of the new intranet site will include a site
map, suggested formats, appropriate graphics, etc. The final design will
incorporate comments from users on the initial design.
24. Intranet site content: The intranet site will include content for the templates and
tools section, articles section, article retrieval section, links section, Help section,
User Request feature, security, and payment features.
25. Test plan: The test plan will document how the intranet site will be tested, who
will do the testing, and how bugs will be reported.
26. Promotion: A plan for promoting the intranet site will describe various approaches
for soliciting inputs during design. The promotion plan will also announce the
availability of the new intranet site.
27. Project benefit measurement plan: A project benefit plan will measure the
financial value of the intranet site.
Project Success Criteria: Our goal is to complete this project within six months for no
more than $200,000. The project sponsor, Jaen Tan, has emphasized the importance of the
project paying for itself within one year after the intranet site is complete. To meet this

financial goal, the intranet site must have strong user inputs. We must also develop a
method for capturing the benefits while the intranet site is being developed, tested, and
after it is rolled out. If the project takes a little longer to complete or costs a little longer
to complete or costs a little more than planned, the firm will still view it as a success if it
has a good payback and helps promote the firms image as an excellent consulting
organization.

VI. Lesson-Learned report


Prepared by: Tony Prince
Project Name: Recreation And wellness Intranet Project
Project Sponsor: Mange Your Health Inc. (MYH)
Project Manager: Tony Prince
Project Dates: 1/3/2004
Final Budget: $576000

Date: 25/3/2004

1. We meet the project scope and schedule goal, and the final cost for the whole
system was about $500000 even though it cost about $100000 more than
planned the top management pleased with the results.
2. Our goal is to complete this project within nine months for no more than
$500,000. The project sponsor, Jean Tan, has emphasized the importance of
the project paying for itself within one year after the intranet site is complete.
To meet this financial goal, the intranet site must have strong user inputs. We
must also develop a method for capturing the benefits while the intranet site is
being developed, tested, and after it is rolled out. If the project takes a little
longer to complete or costs a little longer to complete or costs a little more
than planned, the firm will still view it as a success if it has a good payback

and helps promote the firms image as an excellent consulting organization.


3. We didnt meet all the project success criteria. The project cost is over what we
expect. However the system is finally complete on dated and the sponsor is
satisfying the output.
4. The main lessons we learned is the sponsor may be changing some
requirement about the system. The sponsor would also please the problem of
over cost if the whole system were satisfied what their needed. The
communication between manager and sponsor is important to keep the project
running smoothly.
5. We were gone right in understanding the sponsor requirement to the project
output. The system we design were according to the research we done in early.
This aspect were make the sponsor please with the over cost problem.
6. The wrong aspect we done are in estimate the cost of the project. The cost is
over $100000 of what we estimated. This is more than 20% of the whole
project cost. If the sponsor didnt please with the result we will meet huge
problem in it. The project may be stop by sponsor.
7. We must estimate the project cost actually and write the cost more 10% of
what we expected. This will solve the over cost problem and the sponsor will
not call stop to the project base on the financial problem that caused by project
manager.

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