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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.
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.
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@MYH.Inc.com
Tony Prince
Project Manager
Tony_prince@MYH.Inc.com
Mentor Vivian
May Lim
Director of
Information,
Technology
Operations
May_lim@MYH.Inc.com
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
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)
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:
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.
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.
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.
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.
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
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
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.
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.
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.
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.
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:
Computer,
Server,
Switch,
Hub,
and
others
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
Cost estimate:
Name
Position
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
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
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.
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
ROI
(200)
(200)
Paybac
k
In
274%
Assumptions
Enter assumptions here
46
3
26
3
42
39
7
1.08
9
year
9
69
36
8
1.45
6
Project Title:
Budget Information: The Company has allocated RM 200,000 for this project.
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.
Name
Organization/
Contact Information
Position
Provide direction
and funding
Jaen Tan
Monitor project,
provide staff
Rainy_Wong@MYH.Inc.com
Tony Prince
Project Manager
Tony_prince@MYH.Inc.com
Mentor Vivian
May Lim
Director of
Information,
Technology
Operations
May_lim@MYH.Inc.com
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
the project and send them out via e-mail to all team members and the
project sponsor
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
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.
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