Sunshine Motors

Project Management Plan

Submitted for the Subject of HS2061

Type of Assessment: Assignment-2

Student Name Regd. No. Area Covered Marks

Name xxxxxxxxx

Total
Final Grade
Table of Contents
1. Project Management Plan....................................................................................................................1
1.1 Updated Scope Management Plan:................................................................................................2
1.2 Updated Requirements Document.................................................................................................3
1.2.1 User Interface Requirement.....................................................................................................4
1.2.2 UI Interference working...........................................................................................................5
1.3 Create WBS......................................................................................................................................6
1.4 Schedule Management Plan............................................................................................................8
1.4.1 Tools and Techniques used to Create Schedule for Sunshine Motors:.................................8
1.4.2 Gantt Chart:..............................................................................................................................9
1.5 Project Cost Management.............................................................................................................11
1.5.1 Cost estimation & Budget:.....................................................................................................12
1.6 Risk Management Plan:............................................................................................................13
1.6.1 Risk Register:..........................................................................................................................14
1.7 Plan Stakeholder Engagement......................................................................................................15
2. References & Citations........................................................................................................................17
1. Project Management Plan

Following input from the project team and the primary stakeholders, the Project Manager designs
the project management strategy. A Project Management Plan is an official, authorized document
that specifies the implementation, tracking, and control of the project. It may be a summary or a
comprehensive text, including baselines, plans for subsidiary management, and other documents
for planning. This document is used to describe the project team's approach to the project's
intended project management scope.

As the work continues, the project performance is calculated against the baseline for
performance assessment in the project management plan. The baseline of scope, the baseline of
schedule, and the cost baseline are collectively referred to as the baseline of success
measurement. The project manager deals with them by making changes to address the variance if
there is a variance from the baseline when the work is being performed. If these corrections fail
to correct the deviations, formal requests for changes to the baselines are needed.

Project managers spend much time ensuring that baselines are met, ensuring that the sponsor of
the project and the company get the full benefits of their projects. In addition to careful
preparation, the expertise of a project manager often lies in managing the project effectively and
ensuring that project deliverables are on schedule and that the project is executed according to
the project management plan.

A project management plan has traditionally 18 components, which includes

 Ten knowledge areas,

 Three baselines (Scope, schedule & cost)
 Change Management Plan
 Configuration Management plan
 Performance measurement baseline
 Project Life cycle description
 Development Approach

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 1.1 Updated Scope Management Plan:
“The Scope is the process where a project must be prepared and defined before
execution. This process will help with the decision about whether the project should
proceed or not (Fageha & Aibinu, 2013).”
During the planning phase of the project, there are many versions created of a Scope
management plan. Through configuration management, these documents are adequately
controlled until the approval of the final version. Hence, once approved then any change
in the scope management plan should only be incorporated with the approval of the
Integrated change control board (ICCB)

Updated Scope for Sunshine Motors

Scope Elements
Planning for a new automated system
Analysis of the system required
Budget allocation
Designing and development of the system
Testing/Debugging the system
System delivery and training
Description
 Identifying the current issues
 Analysis of the situation
 Removing the obstacles and document them
 Collecting the previous data.
 Gather the required information,
 Investigate the users and customers,
 Analyze the efficiency of the new system
 Examine the required budget
 Prepare the schedule for the entire project
 Allocate budget
 Hire the contractor to design the prototype design &
layout
 Develop the beta version and the final version as per
provided specifications
 The contractor will check the system on the client's
work area for any bugs, errors.
 The contractor shall conduct the maintenance if
required
 The contractor shall deliver the system
 Provide comprehensive on-site training
 1.2 Updated Requirements Document
“One of the leading causes of a project’s failure is a bad/lack of management during the
set of work requirements. In order to reach the objectives of a project, the work
requirements are the capabilities that the product must meet so that the project is
successful. The work requirements must be detailed and understood by all involved
stakeholders. The developers must understand it very well and clear so that they would be
able to develop a solution (Kumar, 2006).”
The Requirements will be collected by brainstorming sessions between CEO and middle
management. During these meetings, the minutes of the meeting will be recorded, and the
requirements of this project will be documented.
As the project progressively elaborates and with the time, the high-level requirements are
further extended to a more detailed level. Likewise, the updated detailed requirements of
the sunshine motors are mentioned below in the Requirements document.

1.2.1 User Interface Requirement

Main Menu
 User-friendly Interface
 Smooth looking design
 Login for each authorized
employee of sunshine
motors

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 Instant forgot password
access associated with
registered mobile number
 The account will be locked
after three unsuccessful
attempts

Registration of New Client

 The client information
input portal should be
smooth
 Input for New user
 Input for First name, last
name
 Input for Registered
mobile number & Email ID
 Mobile number should
become the unique client
ID

Service Proforma
 Service proforma with all
the services required for
the vehicle
 Previous service record of
the vehicle
 Auto bill calculation but to
be shown only to the
invoicing counter

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1.2.2 UI Interference working
The management system's entire design is divided into several categories, such as
the part to be handled by the mechanics, the part to be used by the managers, and
the part linked to the payment details. The mechanics entitled to a rostered day off
will enter their information of serving the customers at either of the terminals.
Mechanics can also access the system wherever they're free to allocate their next
day work order. -- work order includes standard work items for particular
services, and customers can also notice whether there is a fault within the
services. With various services, mechanics may need new parts to be used to
access the log details of the parts, and the system updates the system's inventory
database simultaneously.

The next part of the management system's architectural design consists of

requirements to be used by managers. The company's managers need to access the
inventory log to document the parts that the mechanics use. The system is well
designed to check the inventory levels at any time and also to order additional
inventories when appropriate. The entire system is designed to handle up to 5000
parts, and the purchasing officers determine the warning levels of the consumable
parts inside the system.

The next part of the system includes specifications relating to the invoice.
Customers are provided with an invoice message regarding the payment to be
made when picking up any vehicles, and once the payment is made, the ticket will
be locked. Customers who have a system account can receive a monthly system
update. The payment system is designed to send a copy of the payment to the
customers in their account or via text messages if the customer has their mobile
numbers inside the system

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1.3 Create WBS

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1.4 Schedule Management Plan
“Establishing a project management schedule involves listing milestones, activities, and
deliverables with intended start and finish dates, of which the scheduling of employees
may be an element. A production process schedule is used for the planning of the
production or the operation, while a resource schedule aids in the logistical planning for
sharing resources among several entities. (Kianfar and Ranjbar 2011)”
The Schedule Management Plan is established during the planning process phase of the
project and is known as a component of the Project Management Plan ( PMP). The
Schedule Management Strategy describes how the project schedule is handled over the
entire lifecycle of the project. The plan provides guidelines and sets standards for
preparing, creating, managing, implementing, and monitoring project schedule policies
and procedures.

Sunshine Motors will use MS Project (Gantt Chart) to capture the schedule of the
complete project and will update the project on daily basis.

1.4.1 Tools and Techniques used to Create Schedule for Sunshine

Motors:
1.4.2 Gantt Chart:

The Gantt or bar charts are useful and used to plan activities defined within a time period of projects that provide a visual
representation of the processes. In addition, they display activities with cascading arrows that are interdependent and can be used to
label project milestones and deliverables. The following figure depicts a bar chart for the project.
10
1.5 Project Cost Management

“The project manager’s main responsibility is to execute a project successfully within

time, quality and budget standards. While quality and time should be considered with
equal importance on the project’s life cycle, nothing will move forward without a well-
planned budget (Team Clarizen, 2019).”
External factors such as market conditions include the estimated costs below, Predicted
regulatory changes, and taking wellbeing into account For staff and consumers, and
safety regulations.
Analogous figures (top-down) will be used to evaluate a budget. The utilization of cost
from historical examples of similar projects
Any other software developed on the same parameters in the automotive repair market
may provide a better understanding of cost estimate and HR rates of the projects.
Failure to correctly estimate the costs in line with the planned requirements may result in
unexpected costs resulting in extra costs from the approved budget and could result in
project failure
Contingencies are a risk-fighting tool and need to be addressed
Unresolved or unresolved situations, or for unusual circumstances, serve as a buffer
(Larson, Gray, & Honig, 2013). Because of this high-risk project, which
It requires a very tight deadline, and because the project needs to be completed and
executed as a whole and incorporated with the company's ongoing processes, we have
decided to put a fair percentage of the overall budget as a contingency of 10%
1.5.1 Cost estimation & Budget:
1.6 Risk Management Plan:

A risk management plan is a document prepared by a project manager to predict risks,

forecast impacts, and identify risk responses. It also includes a framework for risk
assessment. A risk is "an unknown occurrence or situation that has a positive or negative
impact on the goals of a project, whether it occurs

A risk register has been developed.

Every week, the Risk register will be checked and updated. If there is any change in the
Risk probability of occurrence or impact, it will be highlighted, as well as the top 5 risks
for the project will be communicated to higher management in the weekly management
report

No risk will be deleted from the risk register, only the risk status will be changed to
active or closed.
 1.6.1 Risk Register:

Risk Register

Ris Potential Risk Description of Risk Steps to Mitigate Monitoring Likelihoo Impac Control Risk
k Potential Owner Frequency d t s Ratin
No Impact (1-5) (1-5) (1-3) g

1 Vendor not Project Failure CEO  Thorough scrutiny of  Bi weekly during 4 5 3 High
competent vendors Vendor selection
 Checking portfolio of past  After vendor
successful cases selection on each
 Penalty clause in contract payment mile stone
in case of delay, over
budget
2 Delay in delivery Project delay Project  Penalty clause in contract  Bi weekly checking 5 5 2 High
Manager in case of delay and if the the current progress
delay hits the cost of the project with
schedule baseline
3 Manpower not Wasteful training Sales  To guide the mechanics Daily during the training 3 4 3 Medium
ready to adapt to Manager and others about the phase of the management
autonmated benefits of the automated and staff
system system
4 Over budget Project cost may Finance  10% contingency reserves  Biweekly 4 5 2 Medium
increase manager will be allocated to cater  In case the risk
known-unknown risks potential to occir or
impact changes
1.7 Plan Stakeholder Engagement
A Stakeholder Engagement Plan is a systematic method for engaging with stakeholders to gain
their project support.
The frequency and type of communication are defined. It is developed at the start of the project
and periodically updated as the contact needs of stakeholders change.
Stakeholder Interest Impact on Strategy of Responsibility When Communication
in Project engagement Mode
Project

CEO High High  Continous Project Daily  Powerpoint

update Manager presentation
Contractors High High  Monitor Project Daily  Emails
schedule & Manager &  Meetings
SOW Team  Video calling
 quality checks
 supervision
 Continuous
communication
Project High High  Daily standup Project Daily  Emails
Management meeting of PM Manager and  Hard copies of
Office with Team Team contractor
reports
Public Low Low  Communicate Project Team weekly  Brouchers,
the benefits of  Banners,
an automated  Ticker in local
system cable channels
 Fast Track
services
Finance High High  By providing Project Team weekly  Email with
Manager updates on the Microsoft
progress of the word & excel
financial part attachments
of the software
 Continuously
taking
feedback &
suggestions
Marketing Medium Low  By providing Project Team weekly  Email with
Manager updates on the Microsoft
progress of the word & excel
emailing part attachments
of the software
 Continuously
taking
feedback &
suggestions
Purchasing Medium Medium  By providing Project Team weekly  Email with
Officer updates on the Microsoft
progress of the word & excel
inventory attachments
 management
part of the
software
 Continuously
taking
feedback &
suggestions
IT Mediu High The project Project Team Daily  Email with
Administrato m team will Microsoft
continuously word & excel
r provide him attachments
the updates
Sales Mediu Low  By providing Project Team weekly  Email with
Manager m updates on the Microsoft
progress of the word & excel
sales channel attachments
part of the
software
 Continuously
taking
feedback &
suggestions
Service Mediu Low  By providing Project Team weekly  Email with
Manager m updates on the Microsoft
progress word & excel
 Continuously attachments
taking
feedback &
suggestions
Service Low Medium  By providing Project Team weekly  Email with
Writer updates on the Microsoft
progress word & excel
 Continuously attachments
taking
feedback &
suggestions
Service Mediu Low  By providing Project Team weekly  Email with
assistant m updates on the Microsoft
progress word & excel
 Continuously attachments
taking
feedback &
suggestions

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2. References & Citations

 Gibson Jr, G., Wang, Y., Cho, C. & Pappas, M., 2006. What Is Preproject Planning,

Anyway?. Journal of management in engineering, 22(1), pp. 35-42.

 Fageha, M. K. & Aibinu, A. A., 2013. Managing Project Scope Definition to Improve

Stakeholders Participation and Enhance Project Outcome. Procedia - Social and

Behavioral Sciences, Volume 74, pp. 154-164.

 Kerzner, H., 2003. Project Management – A Systems Approach to Planning, Scheduling,

and Controlling. 8th ed. New York: John Wiley & Sons.

 Kumar, V. S., 2006. Effective requirements management. Project Management Institute.

 Herroelen, W., Demeulemeester, E. and De Reyck, B., 1999. A Classification Scheme for

Project Scheduling. Project Scheduling, pp.1-26.