Assignment Guide

Project name

This should accurately describe the project, with some detail, for example "Customer helpdesk
systems upgrade to improve average response time".

Project scope statement

The scope statement should summarise the project or product objectives. Objectives should be
measureable and achievable within the time allotted.

For example, a business wanting to improve its customer care might set the objective of upgrading its
phone and computer systems to facilitate this. An objective statement for this could be:

"Reduce customer call waiting times to under one minute by upgrading customer helpdesk systems
by April 2011".

Introduction / Background to project

Information here might include the client's original request and any refinements made to reach the
agreed understanding of what the project will entail. For example:

Average customer call waiting time is currently 2 minutes and 20 seconds. This is
partly due to the limitations of the current telephone and CRM systems. To improve
our customer service by significantly speeding up our response time it was decided to
replace all customer services computers with new ones and then install a fully
integrated CRM system. We received the go ahead in January to overhaul the systems
and this project is to effect that.

Business case

 Explain why the project is being undertaken and the business benefits that will be gained.

Deliverables

 'Deliverables' refers to the outcome or parts of the outcome that lead to the project's
successful completion.

In our example, a key deliverable might be the successful installation of any new hardware or
software that's been identified as necessary to help improve response times.

Constraints

Constraints refers to any limits, deadlines, delivery dates, etc that will govern the approach you're
going to take to complete the project.

For example, does the project need to be completed by a certain date?

What is the maximum budget allowed? What are the impacts on the business? For example will
undertaking this project take people away from their day-to-day tasks?
In scope

Describe what the project will cover. In our example, this section might state that the systems and
equipment upgrades will cover the customer services team only.

Out of scope

Describe what the project will not cover. For example, training in using a new system or providing
ongoing user support is unlikely to be covered by a project - which is a one-off piece of work - but will
instead be regarded as part of the normal 'business as usual' work.

https://www.ijcams.com/wp-content/uploads/2018/11/WBS-2.pdf
 Widget Mgmt. Sys
1

Initiation Planning Execution Control Closeout

1.1 1.2 1.3 1.4 1.5

Evaluation & Recommendations

Create Preliminary Scope Statement
Project Kickoff Meeting Project Management Audit Procurement
1.1.1 1.2.1 1.3.1 1.4.1 1.5.1

Develop Project Charter Determine Project Team

Verify & Validate User Requirements
Project Status Meetings Document Lessons Learned
1.1.2 1.2.2 1.3.2 1.4.2 1.5.2

Deliverable: Submit Project Charter

Project Team Kickoff Meeting Design System Risk Management Update Files/ Records
1.1.3 1.2.3 1.3.3 1.4.3 1.5.3

Project Sponsor Reviews Project Charter

Develop Project Plan Procure Hardware/Software
Update Project Management PlanGain Formal Acceptance
1.3.4
1.1.4 1.2.4 £1.5M 1.4.4 1.5.4

Project Charter Signed/Approved Submit Project Plan Install Development System Archive Files/ Documents
1.1.5 1.2.5 1.3.5 1.5.5

Milestone: Project Plan Approved Testing Phase

1.2.6 1.3.6

Install Live System

1.3.7

User Training
1.3.8

Go Live
1.3.9

Project Methodology and Lifecycle.

Critically Analyse the at least 3 project methodology and state the methodology that
was adopted for your project with justification.

https://research.ebsco.com/c/cxwaxr/viewer/pdf/nbfytaz35b

http://www.maxwideman.com/papers/life_cycle/life_cycle.pdf
 Risk Management

https://bibliu.com/app/?query=risk%20management%20in%20project#/view/books/
9780749468392/epub/OEBPS/Table_of_contents.html#page_5

Key people / Key stakeholders

You could list here the main people involved and their responsibilities on this project - internal and
external, as appropriate.

Stakeholder Internal or Unaware, Level of Ability to Tactics Activities By

Name External Resistant, influence impact Whom
Stakeholder Neutral, (1-5 with resources
Supportive 5 being (1-5 with 5
or Leading? the being the
lowest) lowest)

What does this stakeholder need?

What expectations does this stakeholder have?
What is this stakeholder’s greatest concern?
What is needed from this stakeholder?
What is the risk if this stakeholder is not engaged?
Should we monitor, keep informed, keep satisfied or manage closely?
Describe the communication strategy. Include the methods and frequency. (Include
in the communications management plan.)
What information should be distributed to this stakeholder and what concerns should
be addressed? How and when?
Describe the engagement strategy. (Include in the change management plan and/or
scope management plan.)
What are the most important times/phases for engaging this stakeholder and how
should this stakeholder be engaged?
Who is the person responsible for performing the activities described above?
https://bibliu.com/app/?query=stakeholders%20management%20plan#/view/books/
9781351908382/epub/OEBPS/11-9781315245881_chapter5.html#page_65

Satisfy/ Meet their needs Manage/ Key players

 Engage on interest areas  Focused effort on this group

High Power

 Increase level of interest  Involve at all decision making

 Satisfy them with the project  Engage with regular
communication and consultation

Monitor/ Least important Inform/ Show consideration

 Only need to inform if have  Make use of interest

Low Power

time through involvement in low

 Aim to move into the right-hand risk areas
box  Potential supporter of project
 Patients would usually fall in
this category

Low Impact High Impact

https://bibliu.com/app/?query=mendelows%20stakeholder%20theory#/view/books/
B1B9VTWVIN53A/pdf2htmlex/index.html#page_65
 Project Project sponsor
ManagEr

Technical Procurement Project controls

Administration Project quality
Manager manager manager

Specialist Buyer Costs reporting Office manager

Contracts Planning Accountant

Logistics Estimating HR manager

IT Support

Payroll

https://www.ef.uns.ac.rs/mis/archive-pdf/2008%20-%20No1/MIS2008_1_1.pdf

RACI Chart
Code Stands for

R Responsible
A Accountable
S Supports
C Consult
I Inform
Task/Person Departmen Departmen Department Departmen Departmen Department
t t t t

Task/Activity

Task/Activity

Task/Activity

Task/Activity
 Task/Activity

Task/Activity

https://coloradoplateauchp.org/wp-content/uploads/2021/03/RACI-Matrix.pdf

Project Communication plan

Communicatio Objective of Medium Frequency Audience Owner Deliverable Format

n Type Communication

Kickoff Meeting Introduce the  Face to Face Once  Project Sponsor Project  Agenda  Soft
project team  Project Team Manager  Meeting copy
and the project.  Stakeholders Minutes archived
Review project on
objectives and project
management SharePoi
approach. nt site
and
project
web site
Project Team Review status  Face to Face Weekly  Project Team Project  Agenda  Soft
Meetings of the project  Conference Call Manager  Meeting copy
with the team. Minutes archived
 Project on
schedule project
SharePoi
nt site
and
project
web site
Technical Design Discuss and  Face to Face As Needed  Project Technical Staff Technical  Agenda  Soft
Meetings develop Lead  Meeting copy
technical design Minutes archived
solutions for the on
project. project
SharePoi
nt site
and
project
web site
Monthly Report on  Face to Monthly  PMO Project  Slide  Soft
Project the status Face Manager updates copy
Status of the  Conference  Project archived
Meetings project to Call schedule on
manageme project
nt. SharePoi
nt site
and
project
web site
Project Report the  Email Monthly  Project Sponsor Project  Project  Soft
Status status of  Project Team Manager Status copy
Reports the project  Stakeholders Report archived
 including  PMO  Project on
activities, schedule project
progress, SharePoi
costs and nt site
issues. and
project
web site

https://bibliu.com/app/?query=stakeholders%20management%20plan#/view/
books/9781351908382/epub/OEBPS/11-9781315245881_chapter5.html#page_53

Project Schedule

https://www.pm4dev.com/resources/free-e-books/6-project-schedule-
management/file.html