Part a Critical Analysis of Project Management Plan

instigate A Critical Analysis of realise Management device Executive Summary Table of table of contents 1 Introduction This report pull up stakes present the critical analysis close to humanities fiscal operate check over expulsion perplexity course of study. The purpose of the report is to apply the distinct theories and ideas regarding the labor wariness intent. The briny purpose of the critical analysis is to critique as well as evaluate individuals work based on the whimsy, idea and perspective of fewone. It is an academic report that contains a commentary of the rove forge (part B) as well as its content.This report go forth as well as express the opinion of the author with regards to the divergent part of the put management plan that has chosen. It lead analyze the whole suffer plan by breaking down the externalise into parts and then studying and evaluating each and all(prenominal) part using the support and help of different references from differe nt books, journals and early(a) related studies. This report will also show the importance of a picture plan and who will be benefited from its use and implementation. The coordinate of the report will follow the structure of the chosen take to plan.It will individually analyze the different part or aspect of the range plan based on the be after management consistence of knowledge. The main focus of the report is to give analysis astir(predicate) the different important aspect of the exteriorise management plan such as the snip or inventory, money or price, human resource or work breakdown structure as well as different risk that derriere be encountered by the hold during the implementation of the plan. 2 frame Background 2. 1 Information about the Work 2. 1. 1 Title humanities pecuniary function freshen suggest Management political platform . 1. 2 Author Craig Medley 2. 1. 3 Publication Information honk Id HUM-PR-P1, v. 04 Draft, August 30, 2007, from http//e do. humanities. curtin. edu. au/pdf/ switch_Managem ent_ proposal_2007. pdf 2. 2 Project Description The chosen document focuses on the plan for the management of the humanities financial operate review project. It was written in nightclub to show or review the different beas or aspects of the pertly implemented new transactional corpses in November 2007, with an upgrade to the finance one to the co-occur and BPI in arts only.It notify help to know the different buttes and flow of data and info of its business relationship and acquire minutes across each and every division (Medley 2007, p. 4). The mental faculty of the humanities of the Curtin University of the Technology offers different courses in Media, Communications, built Environment, Art and Design, Education, Languages, Human Services as well as Social Sciences. All f the tell courses argon only few of the courses that the said department of the Curtin University is offering (Faculty of Humanities 2008).The project plan focuses on the implementation of the finance and accounting system of the department that focuses on the of necessity of the users of the system like invoicing, ordering, approving, reconciling, memory access to the system, structure of the outputs, skills and request and access for the different outputs (Medley 2007, p. 4). The project management plan will help the flow rate system to improve its trading operations and increase the security that will eventually help to meet the demands and wants of the different stakeholders or users. Structure and contents of the Project end 3. 1 Project Management Plan and Its Purpose 3. 1. 1 What is Project Plan? Project management plan or simply project plan is a document that corresponds to the overall purposes or objectives, responsibilities, resource requirements and agenda for the project (Baker & Baker 2003, p. 29). It is considered as more than a playbook that determine what ar the different works or task that atomic n umber 18 need to done and accomplish (Phillips 2004, p. 32). It is a fluid document that controls the side by side(p) elements Provide structure project plan is developed in order to present a structure or composition in order to get the project to its completion. It must be methodical and systematical and brief and short, compilation of different documents that serves as a point of references in the course of the project implementation (Phillips 2004, p. 32). ? Provide Documentation documented project plan is needed in order for the project to be a successful one. This is due to the incident that it must present historical references and the different reasons behind the decisions that acquire been made (Phillips 2004, p. 32). Provide Baselines a project plan embarrasss a number of baselines. As the project shift towards the finishing point, the management together with the stakeholders and the project managers can use the project plan in order to see what was predicted for the costs, schedules, qualities and scopes and comp be it to the present pin down (Phillips 2004, p. 32). Project plan is the output or result of the planning phase that confines the different information that has been observed and fulfilled with the team and lays out the different activities and processes about how the project will be carried out.It also represents the projected reality (Martin & Tate 2001, p. 155). 3. 1. 2 Purposes and Importance of the Project Plan The major be given of the project plan is to provide a step-by-step insight into what it takes in order to satisfy the requirements or the needs of the system (Frame 2002, p. 97). An inclusive and fittingly comprehensive project plan is essential to a successful completion of whatever project. It can help to direct the project itself.Without the aid or help of a project plan, it will hard and even impossible to lead a group to carry out their different responsibilities in order achieves their common goal (Baker & B aker 2003, p. 29). It is a directing document of the project management that serves up as a storage area for all of the supplementary plans. It is a guiding document for the project and its intrinsically needs to replicate all of the information that is critical or crucial to the project manager, project team, customer as well as management sponsor. It offers broad direction as to the cost, schedule and requirements baselines.In its thorough and comprehensive form, it provides much more exact and precise guidance on the nature of the components of the different supporting plans (Pritchard 2004, p. 100). 3. 2 Stakeholder of the Humanities financial Services Review Project Management Plan The main audience or target of the humanities of the financial services review project management are the higher officials who are involved in the overall process and management of the different financial and accounting activities in the humanities department of the Curtin University of the Technolo gy.The plan will focus on the review of the different areas of the reliable system of the humanities of the Curtin University of the Technology such as the different internal process flows such as invoicing, ordering, approving as well as reconciling the number of the people or the user that can access the systems of the Concur and the Finance peerless the structure of the invoicing as well as procurement function as well as the different responsibilities and functions of each and every users the different skills of every users the different uses and what they are use for such as the request for the Curtin impose invoice and its different uses and the different types of transactions that are involved with the credit card or purchase request (Medley 2007, p. 4).All of the said information together with other result of the review will be helpful for the management in order for them to improve the contemporary system of the Humanities department that will ensure competitive advant age for their part because it can grant the life of their stakeholders a lot easier. It can also help them to excel in their different operations as well as to ensure or add their financial security. 3. 3 Structure of the Humanities financial Services Review Project Management Plan 3. 4 Different Sections of the Humanities Financial Services Review Project Management Plan 4 Conclusions 5 Recommendations Part B Humanities Financial Services Review Project Management Plan 1 Introduction 1. 1 close to this Document This document provides a plan for the management of the Humanities Financial Services Review Project. 1. 2 BackgroundNew transactional systems and processes have been implemented recently, being Concur and BPI (Humanities only) with an upgrade to Finance One to occur in November 2007. In addition, the Division is facial expression at ways in which to best undertake support activities including purchasing and accounting to ensure that efficiencies are obtained. A Financi al Services Office is already operational and undertakes some financial processes i. e. electronic treat of credit card transactions. Based on the above, it is now timely to review current systems, processes and structures which accounting and purchasing transactions operate under across the Division.The areas that would be reviewed include but are not limited to internal process flows (including invoicing, ordering, approving and reconciling), the number of people with access to systems (both Concur and Finance One), the structure of the invoicing and procurement function (who does what), skills, and how systems are used and what they are used for (e. g. request for Curtin tax invoice, what are allonges used for, what type of transactions are going through credit cards / purchase request). 1. 3 Project shop The Project Sponsor is Ken McClus mark 1. 4 Project Manager The Project Manager is Craig Medley. 1. 5 Project squad The Project team is comprised of Raymond Seah and Craig Me dley 1. 6 Key StakeholdersThe key fruit stakeholders (Humanities only) of this project include Executive Dean Deans Review Panel 2 Project Scope 2. 1 Strategic Link This project specifically contributes towards to the following strategic objective(s) Excellence in operations Financial security 2. 2 Project Benefits The expected benefits and impacts of the project deliverables are ? Improved definition and understanding of the place / scope of work of the Financial Service Office in Humanities, ? Roadmap and high level implementation plan for the agreed changes, ? Improved efficiencies and effectiveness of processes in spite of appearance Humanities through standardization and centralization where identified, Potential cost savings and risk reduction in procurement and credit cards processes / systems. 2. 3 Project Deliverables The projects key deliverables are Document / s covering ? Matrix of processes and systems under Humanities Financial Services Office and respective Teach ing Areas, ? Services identified for improvement via end to end processing / procurement arrangements / invoicing, ? Recommended process flow for identified services, ? List of service deliverables (with the resource requirement) of the Humanities Financial Services Office, ? Policies to support recommended services, ? High level implementation plan 2. 4 Out of Scope The following items are considered out of the scope ? Implementation of recommendations Expenditure incurred whilst traveling (this may be included at a later date) 2. 5 Work Breakdown Structure (WBS) The project tasks to produce the project deliverables are listed in the Gantt chart at accompaniment B1. 2. 6 Constraints The following key project constraints were identified ? Availability and willingness of round to contribute ? data select 2. 7 Assumptions The following key assumptions influenced the development of this Project Management Plan ? All staff will be available as required 3 Project measure Schedule 3. 1 Schedule The detailed project schedule is provided in the Gantt chart at appendix B1 4 Project Costs 4. 1 Budget summary The budget breakdown is summarized as follows resource Type Total Cost ($) Hours Human resources $30,000 Equipment and products Consumables Totals $30,000 The Communication Plan examines the key contacts, frequency of communications, and communication metier to be deployed.It is used to ensure adequate consideration has been given to consultation and information dissemination. It is attached as accessory D. 5 Project Accountabilities 5. 1 Project Organizational map The Project Organizational map provides a visual representation of the project team and project reporting structure. It is attached as Appendix B. 5. 2 Responsibility Assignment Matrix The Responsibility Assignment Matrix outlines responsibilities allocated to individuals for each task. It is attached as Appendix C. 5. 3 Project Sponsor The roles and responsibilities of the Project S ponsor include Responsibility to senior management for the projectEndorsing this document to confirm that project scope and deliverables are correct Approving changes to scope, schedule, and quality Reviewing mount and providing strategic direction Resolving issues beyond the Project Managers authority Providing the resources and sponsorship for the project and Examining the project at completion2 and completing a Project Sign-off form. 5. 4 Project Manager The roles and responsibilities of the Project Manager include Managing the day-to-day operations of the project to ensure the project deliverables are produced to scope, schedule, and quality Monitoring and controlling the Project Management PlanProviding status reports to the Project Sponsor Leading the project teams to meet the project objectives labor movement the tasks assigned, as specified in the Responsibility Assignment Matrix (refer Appendix C) and Consulting with the Project Sponsor and key stakeholders to maintain c ommunications and keep parties up to date on project progress. 6 Communications Plan 6. 1 Plan The Communication Plan examines the key contacts, frequency of communications, and communication medium to be deployed. It is used to ensure adequate consideration has been given to consultation and information dissemination. It is attached as Appendix B4. 7 Risk Management Plan 7. 1 Risk AssessmentThe Risk Management Plan, attached as Appendix B5, examines risks, rates those risks and identifies potential treatment strategies. 8 Project Control 8. 1 Progress Reporting The Project Management Plan will be controlled on a regular basis, by means of completing Project Status Report to the Project Sponsor on a fortnightly basis. The key elements are scope, schedule, and risk, with the control process comprising Monitoring and measuring performance Comparing performance to this plan Reporting on deviations and issues and Taking corrective action (where necessary). 8. 2 Change Management Any proposed changes to the scope or quality will be processed as follows Proposed changes will be evaluated on the basis of their impact on the project process and outcome, and in light of reasonable alternatives ? Proposed changes will be formally recorded on a Project Change Control report and submitted to the Project Sponsor ? The Project Sponsor will review proposed changes, and either accept or reject them and ? Accepted changes will be communicated to all relate stakeholders, and project documentation will be amended accordingly. Appendices Appendix A1 Project Management Areas of Knowledge and Its address ? Appendix B1 Task, Schedule & Gantt Chart Adapted from (PMI Standards & Duncan 1996, p. 7) Appendix B1 Timeline/ Gantt Chart Appendix B2 Project Organizational Chart Appendix B3 Responsibility Assignment Matrix ID WBS TASKS Project Team Member Review delegacy Sponsor Manager Craig Raymond Ken 1 Policy review R I N I 2 Purchase to Pay Stream R I N, C A 2. 1 Dat a analysis R I N, C C 2. 2 Data modelling R I N N 3 Invoicing Stream N, I R I, C I, C 3. Invoice pen N, I R N N 3. 2 Develop process documentation N, I R N N 3. 3 Present P2P and Invoice data R I N N 4 Interviews R I I, C C 4. 1 Define questions R R C I 4. 2 Agree on questions R I C A 4. Conduct interviews R R I, C N 4. 4 Collate information R I N N 4. 5 Develop activity lists / R R I N matrices 4. 6 Develop process maps R R N N 4. 7 Review process maps with usersR R I I 4. Present findings R I N C, I 5 Recommendations development R R I I, A 5. 1 Analyze prior findings R I N N, I 5. 2 Brainstorm options R I I I 5. 3 Develop recommendations R I I I 5. 4 Review recommendations R I I I 5. 5 Finalize ecommendations R I A A LEGEND R Responsible for executing activity A praise authority I Provides input C Consulted N Notified APPENDIX B4 Communication Plan Stakeholder Information To Be CommunicatedFrequency Medium Responsible Timing Faculty/Ar ea Administration staff touch on by this review Review Panel Request for feedback on the Once before the meeting Project Sponsor, thirty-first August draft project plan and project is Chair of panel & outlining next steps formally kicked Project Manager off Executive Dean Presentation of the draft Once before the collision Project Sponsor and Beginning of Sept 07 project plan. The purpose of project is Project manager the project next stage on officially from previous financial kicked-off services review project looking for at financial transactional processes & where these could be improved & additional services that may then reside within the divisions financial Services office in the future. Representative from Outline of Humanities introductory to project Meeting & Emails Project Sponsor and 1st meeting end of August Price Waterhouse lookingFinancial Services Review kick-off Project Manager at s tandardization of project and the Project Teams processes & systems approach.Also to gain input across the organization into the project depending on some of the objectives that Price Waterhouse have been tasked with. Executive Dean and DeansKick-off Project, Project planAt start of Presentation at HMB Project Sponsor & 10th Sept - main project objectives, Project Project Manager communications plan, risks & key areas being covered in the project Project Sponsor Project Status updates Fortnightly Meeting Project Manager Starting 5th September activities, key findings and issues Financial Services Introduce the new feller Once Meeting Project Sponsor, Approx 3rd week in Sept Director Transaction services Project Team, & to the project and go through Chair of Review project plan & request his delegacy involvement on the review committee Review commission Introduction of the new One of c ollar Committee meeting Chair of Review Towards end of September Associate Director Transaction Committee & Project services to the review Manager committee as a new member, Also summarization of activities, findings at end of Purchase to Pay Stream Phase convinced(p) next steps Faculty/Area General communication to staffOne of three One on One meetings Review Panel MembersTowards end of Sept Administration staff in their area about the 1st touch on by this review phase i. e.P2P & Invoicing quantitative analysis Review Committee Summarization of activities, Two of trinity Committee meeting Project Manager Towards end of October findings at end of Invoice Phase plus next steps Faculty/Area General communication to staffTwo of trinity One on One meetings Review Panel MembersTowards end of October Administration staff in their area about the 2nd affected by this review phase i. e. Interviews Review Comm ittee Review of draft Three of Three Committee meeting Project Manager Mid November recommendations and gather feedback for inclusion in final exam report Faculty/Area General communication to staffTwo of Three One on One meetings Review Panel MembersMid November Administration staff in their area about the affected by this review draft recommendations Executive Dean and DeansProject Outcomes and Conclusion Presentation at HMB Project Sponsor and Early December Recommendations Manager Appendix B5 Communication Plan Calendar *Note Meeting dates with exception of HMB are indicative and subject to change Appendix B6 Risk Management Plan allegory for the Risk Management Plan Defining Likelihood Ratings The following table outlines the definition of likelihood evaluate as applied to the risk assessment. Descriptor Definition Almost certain Expected to occur in most circumstances Likely Will probably occur in most circumstances affirmable Might oc cur at some time Unlikely Could occur at some time Rare May only occur in exceptional circumstances Defining second Ratings The following table outlines the definition of consequence rating as applied to the risk assessment. Consequence Project Consequence Catastrophic Unacceptable effect on project objectives study Major effects on project objectives, requiring significant effort to make up. Moderate Moderate effects on project objectives, requiring management effort to rectify Minor Some difficulties experienced, but these are easily managed. Insignificant No noticeable effect on project management objectives Defining Risk Rankings The following table outlines the definition of risk categorizes, determined by combining the likelihood and consequence of a risk. RISK FACTOR Insignificant Minor Moderate Major Catastrophic Almost depleted High High uttermost(a) Extreme certain Likely economic crisis Moderate High Extreme Extreme Possible Low Moderate High High Extreme Unlikely Low Low Moderate High High Rare Low Low Low Moderate High