PROJECT MANAGEMENT PLAN BUS 5611 1

A MULTI-LANGUAGE WEBSITE DEVELOPMENT:

A PROJECT MANAGEMENT PLAN

University of the People

BUS 5611 Group 0002B: Managing Projects and Programs

Dr. Michael Marticek

Ziad Eljundi

Shan Meng Lee

Ma. Fatima Munasinghe

Kelechi Nwuzor

Christian Ranche

Tarique Tarique

May 2021
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A Project Management Plan for the Creation of a Multilingual Website

We are Group 2B, a multicultural team (Brett, Behfar, & Kern, 2006) comprising six

participants – Ziad Eljundi (United Arab Emirates), Shan Meng Lee (Malaysia), Ma. Fatima

Munasinghe (Philippines), Kelechi Nwuzor (United States of America), Christian Ranche

(Philippines), and Tarique Tarique (India). Our team has been hired to oversee the construction

of a multilingual platform as part of a new market model for a US-based information technology

(IT) firm specializing in assistive technology for people with disabilities. Our team was asked to

successfully balance the triple constraint of time, expense, and timetable (Watt, 2014) to build a

productive project management strategy under a budget of $45,000 and a compact timeline of a

few weeks during this four-week community operation. Our staff went beyond and beyond by

acquiring supplemental readings on project preparation and management to accomplish the

goals. In addition, we spent time increasing our knowledge in two areas: (a) the assistive

technology sector, which specializes in goods and resources for people with disabilities, and (b)

multilingual web creation programs.

We introduce our community activity project plan proudly in this paper as partial

fulfillment of Dr. Michael Marticek's Managing Projects and Programs (BUS 5611). The

following parts comprise the remainder of our paper: project summary, scale, task breakdown

layout, scheduling, finances, budget, recruitment, efficiency, communication, and risk

management. Additionally, we have multiple tables in this document to help preserve content

flow and find a compromise between an academic paper written in the APA style and a company

project proposal that will be checked and accepted by our client's management committee.

Table 1 summarizes the tasks and duties of our team members over the four-week

community operation, including the fact that team contributions and mutual assistance

accomplished our project strategies to convey our appreciation for the opportunity to collaborate,
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especially during this historically challenging period of the COVID-19 pandemic. In addition, we

developed a personal connection and friendship through creating our project plan, and we

acquired a better understanding and respect for the preparation period of a project's life cycle.

Finally, we would like to thank Dr. Michael Marticek, our course instructor, for his time,

encouragement, and constructive feedback during the week of the course.

Project Coverage and Scope

Preparing, planning, developing, checking, and migrating the additional features of a

multi-language website are all part of the website process. For automatic translation, the domain

excludes website translation, dynamic databases, and system configuration. The program and

database will be updated to accommodate the new functionality. Both project functions (before

and after) must be thoroughly checked and run properly, with relevant information modified and

documented during the project and signed off by the project review board.

For more specifications and features of the final deliverables, five types of project criteria are

presented below, and three visual illustrations representing project requirements are outlined in

Table 2.

Business requirements

This project will use an international programmer with lower-cost outsourcing from other

countries to keep costs below $45K.

Functional specifications

To change the languages, users can choose the available language translation from the

dropdown list in the main menu. After logging in as an administrator, the website will have an

"edit translation" menu that can refresh the language table if new words are added.
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Non-Functional requirements

After the conversion language signal, the refresh time of the website page would be

within 1,000 milliseconds. Since the website can be accessed from all devices, the update speed

may vary, depending on the active GPS position.

Technical requirement

Multilingual website architecture will be built on top of the existing structure, database

format, and programming language. The project team will take a "Waterfall" strategy, in which

the project will be planned and completed in stages. Modular or Object-Oriented programming

should be viewed as a computer programming model. Since all team members are from various

nations, a shared forum would be used to facilitate contact.

Documentation criteria

Each step of the project shall be recorded and signed off before progressing to the next

stage.

Project Milestones

Table 3 details all significant achievements in the project. Suppose any scheduling issues

can affect a milestone or completion date. In that case, the project sponsor and project

management must be alerted promptly so timely steps may be taken to bring the project back on

track or avoid further impacts. All issues or challenges that could impact the time, cost, and

scope of the project, must be reviewed and remedied with minimal impact.

Project Work Breakdown Structure (WBS)

The project comprises operations and job bundles which does not extend the 8 hours of

work a day (regular working hours). The WBS is a decomposition framework of the project into

stages, deliverables, and task packages. We translate process preparation, architecture, creation,

testing, documentation (including manual), training, and training.

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Schedule Management Plan

Table 4 displays the planned project scheduled in a Gantt Chart, designed by the Project

Manager. Upon completion, the project timeline would be supervised and managed by the

project manager to finish the project on time. The timetable will resume in the first week of June

2020 and run until the first week of September 2020 for a cumulative period of three months.

Any adjustments in the timetable would need to be negotiated with the Project Manager and

authorized by Project Sponsor.

Resource Management and Staffing

Table 5 displays the project organization layout. The project would use a matrix

framework with funding from various internal organizations with a mixture of external

(consultants and outsource) and internal. The staffing roles and duties will include the following:

Project Sponsor (Internal Company)

The project sponsor has absolute control over funding choices and the project plan.

Project Group Review (Internal Company)

The project group review and analysis is responsible for overseeing the project

implementation and evaluating deliverables and documentation of the project.

Project Manager (PM)

The Project Manager is responsible for preparing, creating, and overseeing task tasks,

monitoring, documentation, collaboration, cooperation with the external translation service

provider.

Deputy PM (also as Testing Specialist)

Deputy PM supports the PM with day-to-day project activities and develops testing

requirements and quality assurance specifications.

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Cost Analyst (also as Technical Writer)

Cost Analyst is responsible for cost planning and expenditure monitoring. In addition, the

cost analyst is often responsible for reporting, generating, and editing project files and setting

paper templates.

Procurement-Quality Specialist

Supply-Quality Specialist is responsible for procurement preparation, quality monitoring,

and implementation of requirements. The procurement Quality Specialist is also responsible for

producing and reviewing quality information.

Communication and Risk Analyst

Communication and Risk Analyst is responsible for developing contact flow, defining

possible threats, undertaking a risk assessment, performing risk monitoring focused on customer

quality criteria and data scale.

Database (DB) & Application (App) Programmers (Outsourced)

DB and App Programmers are responsible for scripting and programming and risk

analysis, and status monitoring.

Translators (Outsourced)

Translators are responsible for translating the website material (both transactional and

non-transaction) into Chinese and Spanish.

IT Manager (Internal Company)

IT Manager is the internal IT leader of the organization, responsible for handling

computer infrastructure and information technology. The IT boss can serve side by side with the

Project Manager.
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Web Administrator (Internal Company)

Web Administrator (Admin.) is responsible for managing users' data and changes,

database setup, tracking website traffic. Internet Admin. is also liable for doing user verification.

Budget Management Plan

The available budget of $45,000 will be allocated based on the seven WBS activities of

the scope for the realistic completion of the project. In addition, we set aside $1,000 in this

program as a contingency fund in case of necessity or unforeseen cost increases.

Procurement Management Plan

Plan Procurement Management

The team can prepare a Statement of Work (SOW) to define and explain all aspects of the

project that will be procured or outsourced from the Work Breakdown Structure. The target cost

will be a high-level cost estimate that was already estimated in the budget implementation plan.

The project scope and SOW can be easily defined since the design approach follows a waterfall

model. As a result, the most appropriate contract to execute is a fixed-price contract.

Furthermore, this contract form poses the least risk to the company/buyer ("Project Management

Institute," 2017).

Conduct Procurement

The Project Manager and Procurement Analyst will lead contract negotiating and production.

The contract will involve the SOW, terms, conditions, rate, claims process, and change control

procedure. Finally, the Project Manager will grant the project to the provider with the winning

design.
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Control Procurement

The project manager must keep track of these contractors' progress and compare it to

what was agreed upon in the contract. To ensure the job's continuity and timeliness, regular

performance evaluations can be performed.

Quality Management Plan

Plan Quality Management

To ensure customer satisfaction, the company employs Total Quality Management (TQM).

Customer satisfaction can only be achieved if the criteria outlined are met. The project manager

and quality analyst will review several aspects as defined in the Quality Baseline to ensure

project performance (see Table 6).

Manage Quality and Monitor Quality

If errors are found, the quality analyst and the project management will do a root-cause

analysis. Then, a modification request may be required to continue with the corrective action or

complete the fault fix.

Management Plan for Communications

Communication strategy for a project serves as a forum for communicating directly with

other people or teams participating in the project. Email, meetings, list-making programs, and

progress notes are also examples of project contact resources or media. Because portions of the

multilingual website are outsourced, not all those concerned reside in the same workplace.

Therefore, it is best to use a collaboration program to manage tasks and deadlines. A project

team correspondence archive is developed as part of the project communication strategy.

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Risk Management Procedures and Plan

Risk assessment of programs entails recognizing possible threats, assessing them, and attempting

to mitigate them. Risk control keeps the project on track by preventing it from deviating from the

original schedule (Ray, 2017). For example, in 2009, Al-Rousan, Sulaiman, and Abdul Salam

investigated the dangers of a website creation project. The results show that website ventures fail

due to a lack of understanding of the risks associated with such projects and the lack of an

effective risk management plan.

Possible risks to the current project include (a) not meeting all business demands in full, (b)

project phase execution delays, (c) anomalies in expected and final deliverables, and (d) cost

overruns ("What is a risk register in project management," n.d.). A risk register is developed to

monitor all relevant information about the risks, such as their detection, consequences, and

owner, to avoid and mitigate potential project threats (See Table 7).

Sponsorship Acceptance

Approved by the Project Sponsor: ________________________ Date: ____________________

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References

Al-Rousan, T., Sulaiman, S., & Abdul Salam, R. (2009). Risk analysis and web project

management. Journal of Software, 4(6), 614-621.

http://www.jsoftware.us/vol4/jsw0406-17.pdf

Brett, J., Behfar, K., & Kern, M. (2006). Managing multicultural teams. Harvard Business

Review, 84 (11), 84-91.

https://www2.byui.edu/HMM10/team_management/resources/R0611D.pdf

Project Management Institute (2017). A guide to the project management body of knowledge

(PMBOK Guide) (6th ed.). Philadelphia: Project Management Institute Inc.

Ray, S. (2017, October 19). The risk management process in project management.

https://www.projectmanager.com/blog/risk-management-process-steps

Watt, A. (2014). Project Management. Bccampus Open Textbook project. Licensed under the

Creative Commons Attribution 4.0 Unported License.

https://opentextbc.ca/projectmanagement/

What is a risk register in project management (n.d.). Techno-PM Project Management

Templates. https://www.techno-pm.com/p/risk-register-template-free.html
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Table 1

Roles and Responsibilities in Project Plan Development

Time Task Role and Responsibility
Week 1 • Group Meet and Greet. All Team Members
• Determined and Set up
group communication
tools.
• Determined work
breakdown and lead
content creators by
section.
• Discussed, researched, and
defined project parameters
and assumptions.
• Created content of project
charter, scope, work
breakdown structure, and
schedule.
• Reviewed Content Week 1
Week 2 • Created content of All Team Members
resources and budget.
• Reviewed contents of
weeks 1 and 2.
• We refined project
parameters and
assumptions.

Week 3 • Created content of All Team Members

procurement and quality.
• Created content of
communication and risk
management.
• Reviewed content of
weeks 1 to 3.
• We refined project
parameters and
assumptions.
Week 4 • Prepared submission by All Team Members
consolidating, editing,
proofreading, and
formatting, all content
from weeks 1 to 3.
• Reviewed and edited
submission drafts.
• Finalized paper for
submission.
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Table 2

Visual Illustrations of Project Requirements

Table 3

Project Milestones

Milestones Description Date

1. Complete the Translation from English to 06-09-2021
translation Chinese and English to
Spanish must be finished as
the base.
2. Complete the database All translation data must be 07-06-2021
update uploaded to the current
website database.
3. Complete the engine The three modules, 08-07-2021
coding translation, GPS, and mouse
the hovering module must be
completed.
4. Complete Test and Code and query compiled 08-14-2021
Debugging with no error, and all
functions tested.
5. Complete Update and sign off all the 08-21-2021
Documentation and related documentation of all
Training stages and perform training.
6. Complete Migration Move the final version of the 08-28-2021
into Live code program and database
Environment into the live server.
7. Go Live Start the new upgraded 09-02-2021
website.
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Table 4

Project Schedule Gantt Chart

Table 5

Project Organization Structure

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PROJECT MANAGEMENT PLAN BUS 5611

Table 6

Quality Baseline

Aspect Acceptable Level Comment

Functional, Non-Functional, and
Technical Requirements
Accuracy to the Original Design
Accuracy of Translation,
Grammar, and Spelling Errors
Cross-Platform Compatibility
Application Engine and
Database Testing
Menu and Link Testing
Project Group Review and the
All signed off project sponsors approve the
requirement
Ensure to use current Interface,
100% accurate Code, and Database Designs
Ensure that the messages
100% compliance to standard conveyed are uniform across
countries.
1 Ensure that the multi-language
100% working to multiplatform website is supported on
Windows, Android OS, and
iOS.
Ensure all Engine functioning,
No error and warning also the relational tables and
query connected.
Ensure that there are no broken
100% Working links.

Table 7

Project Risk Register

Risk Name Category Risk Impact Risk Risk Risk Risk Risk Strategy
of The Probability Rating Mitigation Owner
Risks
The new Software High Impact (5) 60% 3 Make sure all Project Control
feature won't functions Manager
run or slow works and fits
response. with standard
in testing
activity.
Customer is Business High Impact (5) 70% 3.5 Use tester from Translator Control
not familiar multiple
with the customer
translation representatives.
words
Not enough Hardware High Impact (5) 50% 2.5 Calculate IT Manager Control
space of maximum data
existing size, and
database acquire or
upgrade the
database
software &
hardware