PROJECT MANAGEMENT PHASES

Group 1

Phase 1: Initiation

1st week: September 7, 2020 - September Meeting with client to discuss about the
14, 2020 project, make a project team, and
brainstorming with the project team

2nd week: September 15, 2020 - September Brainstorming with the project team, present
21, 2020 the broad outline to the client and review it.

In the first phase, the duration is 2 weeks. For the first week, the agenda is talking to the
client and discussing the project, knowing what they want, and discussing it too. After we
know what the client wants, we can proceed with making the project team and also discuss it
with the project team, explain briefly what the project is. In the second week, it still discusses
this with the project team, and after that presents the outline to the client. In this discussion,
the client can give advice or comment about the outline, discuss how to make it better as the
client wants and review again with the team.
Phase 2: Planning

3rd week: September 22, 2020 - September Meeting to create general project plan:
28, 2020 giving job description and roles for each

4th week: September 29, 2020 - October 5, team member, make the project timeline,
2020 decide the communication for the team
members and also the client
5th week: October 6, 2020 - October 12,
2020

6th week: October 13, 2020 - October 19, creating a workflow diagram and discussing
2020 possible constraints.

7th week: October 20, 2020 - October 26,

2020

8th week: October 27, 2020 - November 2, Meeting with the project team:
2020 Set the budget, and gather the resources

9th week: November 3, 2020 - November 9, (software and hardware)

2020

10th week: November 10, 2020 - November Meeting with project team:
16, 2020 Making presentation

11th week: November 17, 2020 - November Meeting with client, present a detailed plan
23, 2020 to the client and get the client approval

12th week: November 24, 2020 - November Review the meeting result with the team
30, 2020 project

In the second phase, we have 10 weeks to do planning. In the 3rd until 5th week, we will
have the meeting to create the general plan. In this meeting, we will discuss the roles of each
member and their task, make the project timeline, and also decide the communication line.
After the result is fixed, the outcome of the meeting can be explained to the client and decide
the communication line. In the 6th until 7th week, we will have the meeting to discuss how
the system will work and discuss the possible constraints. In , the members have time to do
their work, complete their job that has been assigned. In the 8th until 9th week, the team will
hold a meeting to set the budget and also gather the resources so everyone has good tools to
do the project (in the term of software and hardware). In the 10th week, the project team will
hold the meeting to discuss the project, detailed plan, and prepare the presentation for the
client. In the 11th week, we will have a meeting with the client and present the detailed plan
of the project to get the approval from the client. In the 12th week, as a final week for the
planning phase, the project team will have a meeting, review the result of the previous
meeting with the client and if there is a mistake, the team will have to revise and make a
proper plan.
Phase 3: Execution

13th week: December 1, 2020 - December

7, 2020

14th week: December 8, 2020 - December Product and design development

14, 2020 Monitoring the quality of the work
Monitoring the work using time
15th week: December 15, 2020 - December
management
21,2020
Monitoring and controlling tasks, risks,
16th week: December 22, 2020 - December
changes, updates, revisions and adjustment
28, 2020
Manage the budget
17th week: December 29, 2020 - January 4, Communicating with client
2021

18th week: January 5, 2021 - January 11, Quality assurance (make sure the final
2021 product has no bugs, errors, usage
difficulties, missing items)

19th week: January 12, 2021 - January 18, Review and evaluate the project
2021

20th week: January 19, 2021 - January 25, Meeting with client to make sure all the
2021 project is correct

21st week: January 26, 2021 - February 1, Fixing the mistake and communicate with
2021 client

22nd week: February 2, 2021 - February 8, Review and evaluate the project
2021

In the third phase, we have 10 weeks to execute the project. In weeks 13 to 17 ( weeks 1-5 in
execution phase) we will do the product design and development of our project, while
designing and develop our project we have to manage the communications in the team to
make sure that the task given to the team member is clear and there are no trouble in
designing and developing the project. We also need to monitor the work using time
management, so we can prioritize the tasks that are urgent and postpone those that do not
depend on another activity’s execution. We must test every progress that we made to make
sure there is no problem and periodically send detailed status reports to the teams. We must
manage the budget to make sure that the costs have been distributed correctly from the
beginning and that we are able to further develop the project with no need for extra funds, to
make sure that there is no fraud each expense must be approved before buying anything and
we need to give the invoices if we buy something. We also have to manage the
communications with the clients periodically and always give the updated information about
the project to make sure that the client approves the progress and if there is a change or
update at a certain point we can fix it so we can move on to the next step. In week 18 (week 6
in execution phase ), we will do quality assurance. In quality assurance we will identify the
quality issues and where we can improve our project to match the quality requirements of our
clients. We also have to make sure that the final product has no bugs, errors, usage
difficulties, missing items, and other problems that might occur. In week 19 (week 7 in
execution phase), we will hold a meeting with our team and review the project to make sure
that there is no problem with the final product and the project went according to the plan. In
week 20 (week 8 in execution phase), we will hold a meeting with the client to give the final
presentation about our product and make sure that the product is in accordance with the
wishes of the client. Week 21 (week 9 in execution phase), we will review the result from the
meeting with the client, and if there is some mistake we will fix it and communicate with the
client. In week 22 (week 10 in execution phase), after making sure that everything is in
accordance with the client's wishes, we review and evaluate the product once again to make
sure everything went well.
Phase 4: Close down

23rd week: February 9, 2021 - February 15, Analyzing project performance and make
2021 sure all of the aspect of the project are
complete

24th week: February 16, 2021 - February Close down the project, end the contracts
22, 2021 and analyzing the team performance

In this phase, we have 2 weeks to close down. For the 23rd week, we will analyse the project
performance and make sure all our plans’ aspects have been completed. We can make a
checklist during the process, and review the checklist to make sure nothing is missed. For the
24th week and also the last week, we can close down the project, end the contract with client
or supplier. Also, analyzing the team performance also helps us to be better in the next
project.