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Excusive Summery
This is the document for Millennium Enterprises Web Based System Project and it
includes the Project Proposal and the final Project Plan. This document describes
about the principals of project managements, viability of projects with particular
emphasis on the criteria for success or failure and some project management systems.
The Project Proposal consist with Aims and Objectives of the project, Scope of the
project, Resource Requirements, Deliverables, Time Plan and Budget Plan of the
Project.
The Project Plan consist with complete description of project organization, a
description about project background, Resource Planning and Risk Planning. And also,
it includes the Constraints of the Project.
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Content
Introduction .................................................................................................................... 5
What is a Project? ...................................................................................................... 5
What is Project Management? ................................................................................... 5
Task 01 ........................................................................................................................... 6
1.1.
1.2.
1.3.
1.4.
Task 02 ......................................................................................................................... 32
2.1. Project Organization ......................................................................................... 33
2.2. Background of the Project ................................................................................ 36
2.3. Aims and Objectives of the Project................................................................... 36
2.4. Resource Planning ............................................................................................ 37
2.4.1. Scope .......................................................................................................... 37
2.4.2. Human Resource ........................................................................................ 38
2.4.3. Finance ....................................................................................................... 41
2.4.4. Schedule ..................................................................................................... 42
2.5. Risk Planning and Contingency ........................................................................ 43
2.6. Other Constraints .............................................................................................. 44
Task 03 ......................................................................................................................... 45
3.1. Control and Co-ordination of a Project ............................................................. 45
3.2. Project Leadership ............................................................................................ 46
Task 04 ......................................................................................................................... 48
Self Reflection .......................................................................................................... 54
Conclusion ............................................................................................................... 54
References .................................................................................................................... 55
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List of Figures
Figure 1-Project Life Cycle............................................................................................ 5
Figure 2-Project Time Management .............................................................................. 8
Figure 3-Project Quality Management ......................................................................... 10
Figure 4-Project Success .............................................................................................. 16
Figure 5-Functional Structure ...................................................................................... 33
Figure 6-Divisional Structure....................................................................................... 33
Figure 7-Matrix Structure ............................................................................................ 34
Figure 8-Organizational Breakdown Structure ............................................................ 35
Figure 9-Cost Breakdown Structure ............................................................................ 41
Figure 10-Project Management Network Diagram ...................................................... 42
Figure 11-cost performance analysis ........................................................................... 46
List of Tables
Table 1-Proposed Budget Plan ..................................................................................... 19
Table 2-Proposed Time Plan ........................................................................................ 19
Table 3-Work Breakdown Structure ............................................................................ 37
Table 4-Task Responsibility Matrix ............................................................................ 39
Table 5-Project Communications Plan ........................................................................ 40
Table 6-Gantt Chart ..................................................................................................... 42
Table 7-Risk Management Plan ................................................................................... 43
List of Abbreviations
VPN
QA
Quality Assurance
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Introduction
What is a Project?
A project is temporary in that it has a defined beginning and end in time. A project is
unique in that it is not a routine operation, but a specific set of operations designed to
accomplish a singular goal.
Some examples for project are;
And all must be expertly managed to deliver the on-time, on-budget results, learning
and integration that organizations need.
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Task 01
1.1.
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Collect Requirements
Collect Requirements process involves documenting stakeholders needs to
meet project objectives. Tools and Techniques of Collect Requirement process
are; Interviews, Focus Groups, Observations, Prototypes, Questionnaires,
surveys and etc.
Define Scope
The Define Scope process involves defining detailed description of the project
and major deliverables. Expert judgments, Product analysis, Alternative
identification and Facilitated workshops are some techniques for define scope.
Validate Scope
The Validate Scope is the process in which the project customer formally
accepts the project deliverables. Scope validation happens at the end of each
phase. During the Validate Scope process customer gives feedback on work
performed. While Validate Scope process focuses on customer acceptance,
Perform Quality Control process focuses on correctness of work.
Control Scope
Control Scope process involves monitoring the status of project and managing
scope changes.
(PreparePM, 2015)
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Define Activities
The Defining Activities process has Activity list, Activity attributes and
Milestone list as outputs.
Sequence Activities
Sequence Activities process has project schedule network diagrams and
project document updates.
Develop Schedule
Project Schedule, Schedule baseline and Schedule data are some of outputs of
Develop Schedule process.
Control Schedule
The Control Schedule process has the Work performance measurements,
Organizational process assets updates, Change requests and Project
management plan updates outputs.
(PreparePM, 2015)
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Estimate Cost
Estimating has many techniques and Analog Estimating, Parametric Modeling
Estimation and Bottom up estimation are some of them.
Analogous Estimates are based on past projects and it is less accurate when
compared to bottom-up estimate. Parametric Modeling Estimation use a
mathematical model to make an estimate.
Determine Budget
The process of cost budgeting defines time phased cost estimates for the
project.
Identify Risks
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(PreparePM, 2015)
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Manage Communications
Throughout the project duration, information is shared with stakeholders as
planned. This sharing of information is part of the Manage Communication
process.
Control Communications
The Control communication process involves sharing the project status reports
and measurements with appropriate stakeholders.
(PreparePM, 2015)
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Conduct Procurements
The process of Conduct Procurement involves receiving seller responses,
selecting seller and awarding a contract.
Control Procurements
The process of Control Procurement involves managing procurement
relationships and ensuring the seller performance meets the procurement
requirements.
Close Procurements
The process of Close Procurement involves completing each procurement. The
process involves verifying that all planned work as per the contract has been
completed.
(PreparePM, 2015)
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Identify Stakeholders
Identify stakeholders is the process of identifying all individuals or
organizations that can be positively or negatively impact by the project and
documenting their influence, impact, interest and involvement on project
success.
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1.2.
Viability of a Project
User Involvement
The absence of user involvement is the major cause of project failure. Even
when delivered on time and on budget, a project can fail if it does not meet
users needs.
Proper Planning
This is one of the keys to a successful project. Creating a project plan is the first
thing to do when undertaking any kind of project.
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Implementation
This is caused by project scope changes, incorrect use of project methodology,
major changes in the requirements and testing.
Human
Project managers are not trained to acquire the necessary management skills.
Also, some managers are not able to apply and put the theory of project
management into practice. Poor communications are also one of the human
factors that cause a project to fail.
(Attarzadeh I., 2008)
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1.3.
Measuring risks, describing goals and key success parts and setting excellence
objectives
(UK Essays, November 2013)
Microsoft Project
Atlassian
Basecamp
Teamwork
Smartsheet
Redbooth
(Jordan B. ,24th June 2015)
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1.4.
Project Objectives
Goals
Tasks
1. Information Gathering
2. Prepare Project Proposal
3. Prepare Project Plan
4. Develop and test the System with Developing Team
5. Deliver the System for End User Testing
6. Add Modifications to the System with Developing Team
7. Implement the Completed System
8. Closing the Project
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Budget
Labor Cost (Rs.)
Total (Rs.)
5000.00
20,000.00
Task 01
15,000.00
Material Cost
(Rs.)
0.00
Task 02
5,000.00
0.00
0.00
5,000.00
Task 03
5,000.00
0.00
0.00
5,000.00
Task 04
70,000.00
0.00
0.00
70,000.00
Task 05
5000.00
300,000.00
0.00
305,000.00
Task 06
35,000.00
0.00
0.00
35,000.00
Task 07
0.00
1000.00
0.00
1,000.00
Task 08
0.00
0.00
0.00
0.00
135,000.00
301,000.00
5000.00
441,000.00
Sub
Total
Schedule
4th week
3rd week
2nd week
1st week
2016 September
4th week
3rd week
2nd week
1st week
2016 August
4th week
3rd week
2nd week
1st week
2016 July
Task 01
Task 02
Task 03
Task 04
Task 05
Task 06
Task 07
Task 08
Table 2-Proposed Time Plan
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1.5.
Task 01
Expecting duration for Gather Information from Users is one week. Project
Manager and one developer propose to meet Users and collect information
during the period. It requires transportation payments and salary payments.
Task 04
Developing team only have two developers and estimated time is five weeks
for complete development and testing. It requires salary payments.
Task 05
When deliver the system, it need hardware components to install the system
and network. List of hardware components shows below;
A Server Computer
Network Cables
Task 06
To add modifications after testing, estimate two weeks and development team
have to work these weeks. So, it needs salary payments.
Both tasks estimated time period is one week and it include Implement
completed system and closing process of the project. It need some payment for
deliver materials.
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1.6.
Assure that all payments have been collected from the customer
Assure that all payments for materials and subcontractors have been paid
Commemorate
Have individual meetings with team members and a group meeting with the
project team
Declare meeting allow team members to give their individual impersonation. Group
meeting should talk about performance and recommendation for enhancement.
(UK Essays, November 2013)
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Project deliverables
The delivered key deliverables, which should be compared with the latest
authorized key deliverables and the original key deliverables. Explanations
should be given for significant variances.
Improve experience
Any lessons to be learnt from the project, and how these will be embedded in
future.
(Robinson D., 2016)
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Content
Introduction .................................................................................................................. 24
Problem in Brief ........................................................................................................... 24
Aims and Objectives .................................................................................................... 24
Scope ............................................................................................................................ 25
Viability ....................................................................................................................... 27
Resource Requirements ............................................................................................... 28
Project Deliverables ..................................................................................................... 29
Project Time Plan ......................................................................................................... 30
Project Budget Plan...................................................................................................... 31
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Introduction
This document is to give a detailed description about the Web Base System project for
Millennium Enterprises. It will illustrate the purpose and complete declaration for the
development of the solution.
Problem in Brief
The Millennium Enterprises is a large scaled bicycle manufacturer and dealer that has
several branches across the island. At present, all the branches make use of a local
database system where the company transactions would be backup on a weekly basis
and sent to Head Office. This process decreases the efficiency of transactions in the
company. Because the Management of the Millennium Enterprises have to wait long
time for information to get decisions. Therefore, the Managing Director decided that
the local database systems used by all branches have to be replaced by a web base
system.
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Scope
Goals
Tasks
1. Information Gathering
2. Prepare Project Proposal
3. Prepare Project Plan
4. Develop and test the System with Developing Team
5. Deliver the System for End User Testing
6. Add Modifications to the System with Developing Team
7. Implement the Completed System
8. Closing the Project
Budget
Labor Cost (Rs.)
Total (Rs.)
5000.00
20,000.00
Task 01
15,000.00
Task 02
5,000.00
0.00
0.00
5,000.00
Task 03
5,000.00
0.00
0.00
5,000.00
Task 04
70,000.00
0.00
0.00
70,000.00
Task 05
5000.00
300,000.00
0.00
305,000.00
Task 06
35,000.00
0.00
0.00
35,000.00
Task 07
0.00
1000.00
0.00
1,000.00
Task 08
0.00
0.00
0.00
0.00
135,000.00
301,000.00
5000.00
441,000.00
Sub
Total
Material Cost
(Rs.)
0.00
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Schedule
4th week
3rd week
2nd week
1st week
2016 September
4th week
3rd week
2nd week
1st week
2016 August
4th week
3rd week
2nd week
1st week
2016 July
Task 01
Task 02
Task 03
Task 04
Task 05
Task 06
Task 07
Task 08
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Viability
Information Gathering
The Millennium enterprises currently use a system and it is easy to gather user
requirements through current system functions. Project scope lets one week for
information gathering and it surely enough to create good proposal.
Human Resource
The Project plan include two developers for development. They have five-week
time period for development process. This is a small-scale project and this plan
best suit for the project.
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Resource Requirements
Task 01
Expecting duration for Gather Information from Users is one week. Project
Manager and one developer propose to meet Users and collect information
during the period. It requires transportation payments and salary payments.
Task 04
Developing team only have two developers and estimated time is five weeks
for complete development and testing. It requires salary payments.
Task 05
When deliver the system, it need hardware components to install the system
and network. List of hardware components shows below;
A Server Computer
Network Cables
Task 06
To add modifications after testing, estimate two weeks and development team
have to work these weeks. So, it needs salary payments.
Both tasks estimated time period is one week and it include Implement
completed system and closing process of the project. It need some payment for
deliver materials.
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Project Deliverables
Technical Documentation
Deliverables include a Technical Documentation with simple troubleshooting
methods for common errors of a web based system.
User Manual
User Manual include full description about how to use the System. It guides
step by step for every function in the system.
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4th week
3rd week
2nd week
1st week
2016 September
4th week
3rd week
2nd week
1st week
2016 August
4th week
3rd week
2nd week
1st week
2016 July
Task 01
Task 02
Task 03
Task 04
Task 05
Task 06
Task 07
Task 08
Task 01
To collect information about system, time plan allocates a week.
Task 04
System development is the largest phase of the project. Therefore, it has fiveweek time period.
Task 05
Before deliver the system, it needs to create network among the branches. And
also, set the server. Therefore, time plan allocates two weeks for that.
Task 06
For best fit the system to user requirements, it must need to allocate more time
for system modifications according to test results. Therefore, two weeks
allocates for it.
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Total (Rs.)
5000.00
20,000.00
Task 01
15,000.00
Material Cost
(Rs.)
0.00
Task 02
5,000.00
0.00
0.00
5,000.00
Task 03
5,000.00
0.00
0.00
5,000.00
Task 04
70,000.00
0.00
0.00
70,000.00
Task 05
5000.00
300,000.00
0.00
305,000.00
Task 06
35,000.00
0.00
0.00
35,000.00
Task 07
0.00
1000.00
0.00
1,000.00
Task 08
0.00
0.00
0.00
0.00
135,000.00
301,000.00
5000.00
441,000.00
Sub
Total
Task 01
To prepare project proposal and project plan after confirmation of project proposal,
it need one week for complete. It requires salary payments.
Task 04
Developing team only have two developers and estimated time is five weeks for
complete development and testing. It requires salary payments.
Task 05
When deliver the system, it need hardware components to install the system and
network. To setup network, need to hire a sub team and requires payments.
Task 06
To add modifications after testing, estimate two weeks and development team have
to work these weeks. So, it needs salary payments.
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Task 02
Content
2.1. Project Organization ............................................................................................. 33
2.2. Background of the Project .................................................................................... 36
2.3. Aims and Objectives of the Project....................................................................... 36
2.4. Resource Planning ................................................................................................ 37
2.4.1. Scope .............................................................................................................. 37
2.4.2. Human Resource ............................................................................................ 38
2.4.3. Finance ........................................................................................................... 41
2.4.4. Schedule ......................................................................................................... 42
2.5. Risk Planning and Contingency ............................................................................ 43
2.6. Other Constraints .................................................................................................. 44
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Functional Structures
The organization is divided into segments based on the functions when
managing. This allows the organization to enhance the efficiencies of these
functional groups.
Functional structures appear to be successful in large organization that
produces high volumes of products at low costs. The low cost can be achieved
by such companies due to the efficiencies within functional groups.
Divisional
Structures
These types of organizations divide the functional areas of the organization to
divisions. Each division is equipped with its own resources in order to function
independently. There can be many bases to define divisions.
Divisions can be defined based on the geographical basis, products/services
basis, or any other measurement.
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Matrix Structures
When it comes to matrix structure, the organization places the employees
based on the function and the product.
The matrix structure gives the best of the both worlds of functional and
divisional structures.
In this type of an organization, the company uses teams to complete tasks. The
teams are formed based on the functions they belong to and product they are
involved in.
(Tutorialspoint, 2016)
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Depending on the organizational values and the nature of the business, organizations
tend to adopt one of the above structures for management purposes.
A functional organization is the most common type of the three. It works best in small
organizations in which the different sections are geographically close together and
which provide only a small number of goods and/or services. Millennium Enterprises
Web Based System Project is Small-Scale Project and requires human resource is small.
Therefore, functional organizational structure best suit to the Project.
Project
Manager
Testing
Developing
QAEngineer
Main
Developer
Secondary
Developer
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2.4.2. Human
Resource
Statement of Work
Millennium Enterprises Web Based System
1. Information Gathering
2. Prepare Project Proposal
3. Prepare Project Plan
4. Develop and test the System with Developing Team
5. Deliver the System for End User Testing
6. Add Modifications to the System with Developing Team
7. Implement the Completed System
8. Closing the
Project Timeline
4th week
3rd week
2nd week
1st week
2016 September
4th week
3rd week
2nd week
1st week
2016 August
4th week
3rd week
2nd week
1st week
2016 July
Task 01
Task 02
Task 03
Task 04
Task 05
Task 06
Task 07
Task 08
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Team Members
Task
Project
Manager
Developer A
01
Responsible
Support
Required
02
Responsible
03
Responsible
04
Consulted
05
Consulted
06
Consulted
07
Responsible
08
Responsible
Responsible
Developer B
Support
Required
Sub Teams
QA Engineer VPN Setup
Responsible
Responsible
Responsible
Support
Required
Network
Setup
Responsible
Responsible
Task 01
Project Manager responsible for using proper information gathering methods. For a
good Project Proposal and a Project Plan must need proper information. Main
developers support required for this task to check technical feasibility and essential
information needs.
Task 02 and Task 03
Project Manager responsible for presenting good project proposal and project plan. It
must cover clients requirements and solve the problem.
Task 04
Main Developer responsible for System Development and QA Engineer responsible for
testing the developed system. Secondary Developers support required for
development. Project Manager should consult the Task.
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Task 05
Before deliver the system, VPN setup team and Network setup team responsible for
their activities. Project Manager consult about the installation.
Task 06
Adding modifications according to the feedbacks of end users is responsibility of main
developer and QA engineer responsible for test modifications. Secondary Developers
support requires for adding modifications.
Task 07 and Task 08
Delivering and Closing the Project on time is responsibility of Project Manager.
Deliverable
Recipient
Deliver
y
Schedule
Responsible
Project
Proposal
Millennium
Enterprises
Management
Project
Proposal
Confirmation
Project
Manager
Network
Diagram
Network
Setup Team
Project
Manager
Network
Installation
Receipt
Project
Manager
Before 22nd
August 2016
Network
Setup Team
VPN
Setup
T
Project
Manager
Project
Manager
Before 22nd
August 2016
Developed
System
Project
Manager
Compact
Disk
Before 19th
September 2016
VPN
Setup
Team
Main
Developer
Developed
System
Millennium
Enterprises
Management
Compact
Disk
26th September
2016
Project
Manager
VPN Request
VPN
Installation
Receipt
Project
Manager
Millennium
Enterprises
Management
2016
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2.4.3. Finance
MillenniumEnterprises
WebBasedSystem
Information
Gathering
LabourCost
(Rs.15000.00)
PrepareProject
Proposal
PrepareProject
Plan
LabourCost
(Rs.5000.00)
LabourCost
(Rs.5000.00)
TransportCost
(Rs.5000.00)
System
Development
LabourCost
(Rs.105000.00)
System
Implimentation
LabourCost
(Rs.5000.00)
MaterialCost
(Rs.300000.00)
DeliverCost
(Rs.1000.00)
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2.4.4. Schedule
Information
Gathering
Project
Proposal
ProjectPlan
Development
End
Begin
Test
Implimentation
4th week
3rd week
2nd week
1st week
2016 September
4th week
3rd week
2nd week
1st week
2016 August
4th week
3rd week
2nd week
1st week
2016 July
Task 01
Task 02
Task 03
Task 04
Task 05
Task 06
Task 07
Task 08
Table 6-Gantt Chart
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Information
Gathering
Ris
k
Duration
Millennium
Enterprises
Management Not
Available for
Meeting
Main Developer
fail to attend due to
reasonable excuse
Main Developer
Leave the Project
Development
Secondary Developer
Leave the Project
Testing
Implementation
Risk
Level
Contingency
1 to 3 days
Low
>3 days
High
Rescheduling Project
Start date
1 to 3 days
Low
Assign Secondary
developer behalf of Main
Developer
>3 days
Low
Assign Secondary
developer behalf of Main
Developer
Temporary
(< 1 week)
Low
Increase Secondary
developers work load
Permanent
(> 1 week)
High
Temporary
(< 1 week)
Low
Increase Main
developers work load
Permanent
(> 1 week)
Temporary
(< 1 week)
Permanent
(> 1 week)
High
Low
Take no Action
High
1 to 3 days
High
1 to 3 days
High
QA Engineer
Leave the Project
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The branches in the Network must be Local and cannot Access the System
Globally.
End User testing period limited for Two weeks and all required modifications
must specify in this period.
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Task 03
3.1. Control and Co-ordination of a Project
According to definition of Mr. Andrew Wayland the Australian provider of online
project management training, Project control and coordination are the data gathering,
data management and analytical processes used to predict, understand and
constructively influence the time and cost outcomes of a project through the
communication of information in formats that assist effective management and
decision making.
(Wayland A., 27th November 2013)
Below show major data analytical processes of controlling and coordinating project
Cost,
Budgeted Cost of Work Scheduled is the sum of the budgets for all work scheduled to
be accomplished with a given time period. It also includes the cost of previous work
completed and can address a specific period of performance or a date in time.
A contractor usually reports the Budgeted Cost or Work Performed on all work
packages completed for a project. The BCWP is then compared to BCWS to determine
if the project is behind or ahead of where its projected to be. If the contractor has not
completed all the scheduled work packages to time, then the BCWP will be less than
the BCWS.
A contractor also reports the cumulative Actual Cost of Work Performed for the work
packages that have been completed. The difference between the BCWP and the ACWP
is the Cost Variance. If the actual costs at time now are higher than the earned value at
time now we know that the contractor is currently over running cost and that the
contractors Estimate at Completion may be higher than the Budget at Completion.
(Acqnotes.com, 2016)
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500,000.00
450,000.00
400,000.00
CumulativeCost(LKR)
350,000.00
300,000.00
250,000.00
200,000.00
150,000.00
100,000.00
50,000.00
0.00
Jul1stweek
Time
BCWS
BCWP
Sep4thweek
ACWP
Communication
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Negotiate
Project managers must also be a good negotiator as this skill is required in case
differences of opinion arise between team members. As an Example, project
managers, through sheer negotiating skills, must try to settle such issues without
letting the conflict grow and disturb the teams harmony.
Empathetic
Project managers must be empathetic as this trait helps them gain support. Its all
about understanding and caring for people who part of the team. As an example,
understanding the needs of the project, stakeholders, team issues and the risks
involved.
Enthusiastic
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Task 04
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Self Reflection
Conclusion
This document consists basic project management documentations for developing a
Web Based System for Millennium Enterprises.
Project Proposal preparation is a major step of project management and this document
includes key points of a Project Proposal and a simple Project Proposal for
Millennium Enterprises Web Based System. It includes basic requirements for a
Project Proposal.
Preparing Project Plan is the next step of Project management and this document
includes simple Project Plan with basic requirements. Because, this is a small-scale
project and no need of complex and detailed Project Plan.
Project Closure document is another use full document in Project management.
Purpose of Project Closure to summarize key project closeout information and
feedback for purposes of presenting to Executive Sponsors and/or Steering
Committees.
Suggestions for further Improvements;
Time Plan should be more detailed and divide for sub tasks. Because, some
tasks allocate large time period and it is necessary to identify sub tasks.
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Management of Projects
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Abdul Rahuman
Management of Projects
56 of 56