Nanyang Business School Nanyang Technological University 2011/2012 Semester 1 BC205 Project & Vendor Management Course Project

t Specifications

1.0 INTRODUCTION
Each group is required to select an organization of their choice and apply project management principles to an Information Technology (IT) project in the organization. Selecting the Organization and Project You can select any user or vendor organization working on IT projects. The IT project should preferably involve software development and can be on customized systems development, package implementation, or systems enhancement etc. If you are unable to find a software development project, you can choose any other IT project. The selected project must fulfill the following criteria: The project must be substantive and duration of the project should be at least 6 months The project can be a live project i.e. currently being executed in the organization. If you cant find a live project, then you can consider a project that has been completed recently (within last 1 year) in the selected organization. The project team must consist of at least 4 team members and a project manager who reports to senior management If possible, the project should involve some form of outsourcing You will need to contact someone in an organization who is currently working on an IT project. This could be the project manager, a member of the project team, the project client or sponsor. Therefore, you should plan on making the necessary contacts and securing commitment as early in the semester as possible. You may change the names of any persons involved and the company; however this must be a real organization and project. You must submit a project proposal via email using the template given in Appendix A. You must obtain your Instructors approval before you start work on the project. Conducting the Study You need to develop a good understanding about the project through data gathering techniques such as interviews, observation and study of relevant forms/documents. You should talk to the various stakeholders of the project so that you understand the project requirements and information needs. Seek to understand the project and obtain comprehensive information on the following items: 1

Project objectives including scope, time, and cost goals Shareholders roles & responsibilities and level of interest/influence in the project Scope of the project and deliverables Resources and their labor rates. If the organization doesnt provide the labor rates, you should search Internet, newspaper or other resources to obtain the labor rates for the human resources used on the project Issues in the project

The details of tasks to be carried out and the reports to be prepared are specified below.

2.0 PROJCT REQUIREMENTS

Part 1: Group Work You are required to provide a background of the selected organization and project and then develop various project management plans and documents for the chosen project. In addition, youll also use MS Project for scope, time, cost, and human resource management related tasks. Background Provide a general overview and description of the organization (size, products, services etc.), the industry, and so forth. You may change the identity of the organization, but be sure you have permission if you identify the organization by name. Provide background information about the project such as reasons for undertaking the project by the organization, and reason for selecting the project by the group. Project Management Tasks You are required to perform the project management tasks listed below. Initiation Tasks 1. Prepare a project charter, based on the information collected from the organization. Note that the project objectives should be described using the SMART criteria. 2. Establish the priorities for this project i.e. rank scope, time, cost and other success measures in order of importance and justify the reasons for ranking. 3. Prepare a stakeholder register and a stakeholder management strategy for the project. Be creative in developing potential management strategies. Scope Planning Tasks 4. Develop a scope statement for the project, based on the information collected from the organization. Be as specific as possible in describing product characteristics and requirements, as well as all of the projects deliverables. 5. Develop a Work Breakdown Structure (WBS), up to a minimum of Level 2 and up to a maximum of Level 4. Be sure the WBS is based on the project charter, the project scope

statement created in task 4 above, and other relevant information. Print the WBS in list form as a Word file. 6. Develop a WBS dictionary for each item in WBS. Time and Cost Planning Tasks 7. Estimate the resources you need for each task, followed by the estimated duration for each task. 8. Estimate the cost for each task and determine the proposed project cost. Note that this step can be automated using MS Project. 9. Prepare a Gantt Chart using MS Project. a. Enter task names from the WBS created in step 6 above b. Assign the estimated durations to tasks c. Establish task dependencies d. Prepare the resource sheet and resource costs. e. Assign the identified resources to tasks. f. Include any other expenses. g. Print Gantt Chart and resource histogram for each assigned resource h. Perform resource optimisation, if any. i. Print Gantt Chart, resource histogram for each assigned resource after the resource optimisation. Risk Planning Tasks 10. Prepare a risk management plan for the project. 11. Develop a Risk Register with identified and prioritized risks and responses. Document key assumptions made in preparing the register. Human Resource Planning Tasks 12. Prepare a human resource plan that includes the following: a. An organizational chart for the project b. Responsibility assignment matrix in RACI chart format based on the WBS you created earlier and the information you have on project team members and other stakeholders. Document key assumptions made in preparing the chart. c. Staffing management plan Note: 1. You should prepare the documents listed above using the templates that will be posted on Blackboard. 2. In addition to the documents listed above, you are free to prepare and include any other documents that you seem fit for your project. This will be counted towards extra credit. The list of extra documents prepared must be documented upfront in the background section. 3. You should state all assumptions made in preparing the various documents in appropriate sections of the report.

Part 2: Individual Assignment Each team member is required to write a short answer (not more than 700 words) for one of the questions listed below. No two member of the team can choose the same question. The team can discuss and collaborate so that the team as a whole can benefit but answers must be written independently. Be innovative. You can use references and examples and case studies we covered in class to support your arguments. The students name must be clearly indicated at the top of his/her answer. Questions 1. Organizational Structure Which project management structure is used in the organization to manage projects? What were the considerations in choosing this structure? Discuss the strengths and weaknesses and potential issues with this organizations structure. Is this structure effective? Why or why not? If the structure is not effective, which structure would you propose and why? Discuss the strengths and weaknesses and potential issues with your recommended structure. 2. Project management software (Choose either 2a or 2b) 2a) If the selected organization currently uses a project management software Which project management software is used in the selected organization to manage projects? Describe the scope and intensity with which the organization is using the software. While scope of use refers to types of tasks that the software is used for (e,g. scope management, cost management, human resource management etc.), intensity of use refers to the extent of use in each task (e.g. in what ways the project manager uses the cost management features of the software). Describe the extent to which the selected organization is able to obtain benefits from using the project management software, and how it is influenced by the extent of use of the software. 2b) If the organization selected does not currently use a project management software Which project management software would you propose to the organization and why? What factors would you consider in selecting the software? How do you think the software would help the organization in managing the projects? Discuss the strengths and weaknesses and potential issues with your recommended software. 3. Challenge or opportunity faced in the project

Describe a specific challenge or opportunity faced by the project manager, project team, or project sponsor in the selected organization. Try to focus on a specific aspect of the project. Examples may be a particular technical or project-related challenge or decision. Moreover, this could be an organizational issue that focuses on the relationship of the project team and the sponsor or the organizations willingness to change. Be sure to discuss how this challenge or opportunity relates to a particular project management area or topic covered in class or the text. Describe the actions or decision taken or made. Be sure to discuss the reasons and process that led to the decision or actions. Analyze the outcome and lessons learned and discuss what can be learned and shared with others. 4. Assess project outsourcing (Choose either 4a or 4b) 4a) If the selected project involves outsourcing: Describe the outsourced segment of the project. What issues did the organization encounter in its outsourcing? How did the organization address those issues? If you had been part of the team, what would you have done to address those issues? [Note: If there were no issues at all, explain what the organization did to achieve this outsourcing rarity.] What have you learnt from the case study as regards IT outsourcing? 4b) If the project does not involve outsourcing: Why did the organization not take advantage of outsourcing opportunities offered by the market? Was their decision right? Assuming that the next phase of the project would involve outsourcing, write a memo to the project manager to explain the merits of outsourcing for that phase and how the team should proceed to successfully outsource. Your recommendation and comments must be specific to the project and organization.

3.0 ADDITIONAL GUIDELINES

Project should be done in groups of no more than 4 students. Deadlines for submissions: Project Proposal is due by 12th September. The hard copy of the project proposal should be submitted in class by the due date and softcopy (labeled as GROUP##proposal.doc) should be submitted via email. Project Charter is due by 3rd October. Hard copy of the project charter should be given during class and soft copy (labeled as GROUP##-charter.doc) should be submitted via email. Complete Report (including project charter) is due by 7th November. Refer to section 4 below for guidelines for files submission. The reports should be professional looking. Pay attention to grammar, structure and clarity in writing your reports. The project will be graded on grammar, spelling, punctuation etc. as well as professional appearance, degree of depth and insight according to the rubrics given in Appendix B. The names of the team members and the project group number, should be clearly shown on the cover page of the report. The individual work component should be submitted

together with the group work component - name of student must appear on the top lefthand corner of his/her individual work. All references should be shown at the end of the reports. State all assumptions at the beginning of the reports. The interview questions should be attached in the appendix of the report. Plagiarism and copying will be severely penalized. Peer review - At the end of the project, each team member will be asked to indicate confidentially the contributions of all the team members to the project. This review will be taken into consideration to apportion marks to individual members for the project.

4.0 SUBMISSION OF COMPLETE REPORT

Hard copy report: The hardcopy report should be submitted at the beginning of class on the due date. Electronic files. The softcopy of complete project report (MS-Word format) along with the MS-Project file (or any other files) should be packaged together in one zip file, labeled GROUP##.zip. The zip file should be submitted via email by the due date.

Appendix A: Project Proposal Template Your project proposals should be emailed to me at aneerja@ntu.edu.sg. The subject of the email message should be: BC205 Groupxx Project Proposal The body of the email message should include the following details in the order given below. Date: Group Number: Student Names: Include group member names as listed on the attendance list Organization Name: Project Category: Live or Completed. For completed projects, include date completed. For live projects, include the current phase of the project i.e.. analysis, design, construction etc. Project Duration: Team Size: Does the project involve outsourcing (Y/N): Type of Project: custom development/package implementation /systems enhancement /others. If you choose others, briefly describe the type of project. Project Description: Include a brief description of your project.

Appendix B: Evaluation Rubrics

Evaluation Rubric for Group Work:

Learning Objective

Above Expectation (A) The various project planning tasks and plans are created in great level of detail and shows a thorough understanding of the selected IT projects scope, budget, schedule, resources, and risks.

Met Expectation (B)

Below Expectation (C) The various project management plans lack lots of details and shows little understanding of the selected IT projects scope, budget, schedule, resources, and risks.

1.1 Develop skills in understanding the Planning process group and knowledge areas listed below and creating project management plans for the selected IT Project related to the following: Scope Management Time Management Cost Management Human Resource Management Risk Management

The various project management plans are created in somewhat detail and shows a good understanding of the selected IT projects scope, budget, schedule, resources, and risks.

1.2 Develop skills in understanding and applying the Initiating process group to the selected IT project related to the following: Project goals Project priorities Stakeholders 1.3 Develop skills in using project management software such as MS Project for various project management tasks such as: Scope management Time management Cost management Human Resource Management

The initiation tasks are completed in great level of detail and show a thorough understanding of the project goals, priorities and stakeholders. Demonstrates thorough understanding of MS Project and is proficient in using MS Project for scope, time, cost and human resource management

The initiation and monitoring/control tasks are created in somewhat detail and shows a good understanding of the project goals, priorities, and stakeholders. Demonstrates good understanding of MS Project and is able to use MS Project for scope, time, cost and human resource management

The initiation tasks lack lots of details and show little understanding of the project goals, priorities, and stakeholders.

Demonstrates little understanding of MS Project and is partially or unable to use MS Project for scope, time, cost and/or human resource management

1.4 To develop communication skills by interacting with selected organizations, team members, and through the written report.

Demonstrates effective communication with selected organization. Written report shows no or very minimal spelling, grammar, sentence structure, and paragraphing errors.

Demonstrates moderately effective communication with selected organization. Written report shows few spelling errors, generally appropriate grammar, sentence, structure, paragraphing, and writing style.

Demonstrates little communication with selected organization. Written report shows numerous spelling and grammar errors, inappropriate sentence structure, paragraphing, and writing style in most parts of the report.

Evaluation Rubric for Individual Work:

Learning Objective

Above Expectation (A) Shows a good understanding of the organization and project management principles and is also able to effectively integrate various concepts together. In-depth analysis is provided and all issues raised in the question are addressed

Met Expectation (B) Shows a moderate level of understanding of the organization and project management principles and is able to integrate various concepts together moderately well. Analysis addresses most issues raised in the question.

Below Expectation (C) Only descriptions are provided about the different concepts of organization and project management principles. No integration of concepts and ideas exhibited. Analysis addresses few issues raised in the question. Most factors are omitted in the analysis.

2.1 To be able to integrate understanding of the project management principles with the knowledge of the organization

2.2 To be able to critically analyze issues related to organizational structure/ project management software/project management challenges / outsourcing 2.3 To exhibit effective communication through written report

Written report shows no or very minimal spelling, grammar, sentence structure and paragraphing errors

Written report shows few spelling errors, generally appropriate grammar, sentence structure, paragraphing and writing style

Written report shows numerous spelling errors; inappropriate grammar, sentence structure and paragraphing style