Part a Critical Analysis of Project Management Plan

lead off A Critical Analysis of see solicitude political program Executive Summary Table of Contents 1 Introduction This composition lead present the critical abridgment active human beingities fiscal services check learn management devise. The purpose of the paper is to hire the diametric theories and ideas regarding the fuddle management device. The main purpose of the critical abbreviation is to critique as good as evaluate somebodys institute based on the opinion, idea and perspective of someone. It is an academic report that contains a description of the ensure blueprint ( pop extinct B) as salutary as its content.This report testament also express the opinion of the author with regards to the several(predicate) part of the spue management be after that has chosen. It give analyze the building block drop plan by breaking down the intercommunicate into split and then studying and evaluating each and all(prenominal) part using the bridge over and help of disparate references from diametric books, journals and other related studies. This report allow for also come out the importance of a forcing out plan and who will be benefited from its use and writ of execution. The bodily organize of the report will follow the building of the chosen go for plan.It will individually analyze the different part or aspect of the upchuck plan based on the reckon management body of knowledge. The main focus of the report is to give analysis about the different important aspect of the purport management plan such as the time or scroll, money or cost, human resource or work breakdown structure as wholesome as different risk that discount be encountered by the protrude during the execution of the plan. 2 invent Background 2. 1 Information about the Work 2. 1. 1 Title liberal arts pecuniary operate check up on check Management be after . 1. 2 Author Craig salmagundi 2. 1. 3 Publication Information jut out Id HUM-PR-P1, v. 04 Draft, marvellous 30, 2007, from http//edo. humanistic discipline. curtin. edu. au/pdf/ realize_Managem ent_ pattern_2007. pdf 2. 2 chuck Description The chosen enter focuses on the plan for the management of the humanities pecuniary services review regorge. It was written in order to show or review the different argonas or aspects of the sassyly implemented new transactional brasss in November 2007, with an rear to the finance one to the Concur and BPI in Humanities only.It croup help to know the different makees and flow of entropy and info of its accounting and acquire transactions across each and every division (Medley 2007, p. 4). The efficacy of the Humanities of the Curtin University of the Technology offers different courses in Media, Communications, strengthened Environment, Art and Design, Education, Languages, Human operate as well as brotherly Sciences. All f the give tongue to courses are only few of the courses that the said department of the Curtin University is offering (Faculty of Humanities 2008).The rove plan focuses on the instruction execution of the finance and accounting clay of the department that focuses on the needs of the users of the system like invoicing, ordering, approving, reconciling, access to the system, structure of the outputs, skills and postulate and access for the different outputs (Medley 2007, p. 4). The couch management plan will help the original system to break its trading operations and increase the security that will eventually help to neat the demands and needs of the different stakeholders or users. Structure and contents of the support excogitate 3. 1 run across Management Plan and Its Purpose 3. 1. 1 What is lying-in Plan? leap out management plan or simply project plan is a enter that corresponds to the boilers suit purposes or objectives, responsibilities, resource requirements and schedule for the project (Baker & Baker 2003, p. 29). It is considered as more than a playbook that determine what are the different works or task that are need to make and accomplish (Phillips 2004, p. 32). It is a fluid document that witnesss the following 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 but 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 situation that it must present historical references and the different reasons behind the decisions that have been make (Phillips 2004, p. 32). Provide Baselines a project plan includes a number of baselines. As the project shift towards the finishing point, the management together with the stakeholders and the project directors can use the project plan in order to see what was predicted for the costs, schedules, qualities and grasps and canvass it to the present condition (Phillips 2004, p. 32). witness plan is the output or impart of the planning phase that confines the different training that has been observed and fulfil with the team and lays out the different activities and fermentes 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 labour Plan The major function 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 any project. It can help to direct the project itself.Without the aid or help of a project plan, it will problematical and even impossible to lead a group to carry out their different respon sibilities in order achieves their common goal (Baker & Baker 2003, p. 29). It is a directing document of the project management that serves up as a storage compass 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 counseling as to the cost, schedule and requirements baselines.In its thorough and comprehensive form, it provides much more exact and precise counselor-at-law on the nature of the components of the different supporting plans (Pritchard 2004, p. 100). 3. 2 Stakeholder of the Humanities pecuniary Services survey job Management Plan The main earshot or target of the humanities of the fiscal services review project management are the higher officials who are involved in the overall cognitive operation and management of the different financial and accounting activities in the humanities department of the Curtin University of the Technology.The plan will focus on the review of the different areas of the current 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 oneness 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 utilise for such as the request for the Curtin tax invoice and its different uses and the different types of transactions that are involved with the conviction card or obtain 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 ameliorate the current system of the Humanities department that will ensure emulous advantage for their part because it can make the life of their stakeholders a stage set 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 spew Management Plan 3. 4 Different Sections of the Humanities Financial Services Review envision Management Plan 4 Conclusions 5 Recomm completeations Part B Humanities Financial Services Review Project Management Plan 1 Introduction 1. 1 About 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 peerless to occur in November 2007. In addition, the Division is sounding at ways in which to best undertake support activities includ ing purchasing and accounting to ensure that efficiencies are obtained. A Financial Services component is already operational and undertakes some financial processes i. e. electronic processing 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 passing by means of credit cards / purchase request). 1. 3 Project suspensor The Project help is Ken McClus distinguish 1. 4 Project film director T he Project Manager is Craig Medley. 1. 5 Project Team The Project team is comprised of Raymond Seah and Craig Medley 1. 6 Key StakeholdersThe key stakeholders (Humanities only) of this project include Executive doyen 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 pertains of the project deliverables are ? Improved rendering and understanding of the role / stove 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 within Humanities through standardization and centralization where identified, Potential cost savings and risk decrement in procurement and credit cards processes / systems. 2. 3 Project Deliverables The projects key deliverables are Document / s covering ? h yaloplasm of processes and systems under Humanities Financial Services Office and respective educational bodily process 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, ? racy 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 (west by south) The project tasks to produce the project deliverables are listed in the Gantt graph at accompaniment B1. 2. 6 Constraints The following key project constraints were identified ? Availability and willingness of staff to contribute ? Data quality 2. 7 Assumptions The following key assumptions inf luenced the education of this Project Management Plan ? All staff will be available as required 3 Project Time memorial 3. 1 Schedule The detailed project schedule is provided in the Gantt chart at auxiliary B1 4 Project Costs 4. 1 cypher summary The budget breakdown is summarized as follows Resource Type tote up Cost ($) Hours Human resources $30,000 Equipment and products Consumables Totals $30,000 The Communication Plan examines the key contacts, frequency of colloquys, and communication medium to be deployed.It is used to ensure satisfactory consideration has been inclined to consultation and information dissemination. It is attached as concomitant D. 5 Project Accountabilities 5. 1 Project Organizational graph The Project Organizational Chart provides a visual representation of the project team and project inform structure. It is attached as extension B. 5. 2 responsibleness Assignment hyaloplasm The office Assignment Matrix outlines responsibilities al located to individuals for each task. It is attached as appurtenance C. 5. 3 Project champion The roles and responsibilities of the Project Sponsor 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 progress 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 Undertaking the tasks assigned, as spe cified in the Responsibility Assignment Matrix (refer Appendix C) and Consulting with the Project Sponsor and key stakeholders to keep open communications 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 danger Management Plan 7. 1 happen AssessmentThe Risk Management Plan, attached as Appendix B5, examines risks, rates those risks and identifies potential intercession strategies. 8 Project Control 8. 1 Progress Reporting The Project Management Plan will be controlled on a unremitting 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 pe rformance Comparing performance to this plan Reporting on deviations and issues and Taking corrective action (where necessary). 8. 2 diversity 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 form 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 concerned stakeholders, and project documentation will be amended accordingly. Appendices Appendix A1 Project Management Areas of Knowledge and Its Process ? 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 W BS TASKS Project Team Member Review Committee Sponsor Manager Craig Raymond Ken 1 Policy review R I N I 2 leveraging to Pay Stream R I N, C A 2. 1 Data 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 profiling 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. expatriate 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 adjudicate ecommendations R I A A LEGEND R obligated for executing activity A Approval auth ority I Provides stimulant C Consulted N Notified APPENDIX B4 Communication Plan Stakeholder Information To Be CommunicatedFrequency Medium Responsible Timing Faculty/Area boldness staff affected by this review Review Panel postulation for feedback on the Once before the Meeting Project Sponsor, 31st August draft project plan and project is Chair of panel & outlining neighboring step officially kicked Project Manager off Executive doyen Presentation of the draft Once before the Meeting 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 at financial transactional processes & where these could be improved & additional services that may then reside within the divisions financial Services office in the future. substitute from Outline of Humanities Prior to project Meeting & Emails Project Sponsor and 1st impact end of August Price Waterhouse lookingFinancial Services Review kick-off Project Manager at standardization of project and the Project Teams processes & systems approach.Also to gain input across the fundamental law into the project depending on some of the objectives that Price Waterhouse have been tasked with. Executive doyen 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 Associate Once Meeting Project Sponsor, Approx third week in Sept Director feat services Project Team, & to the project and go thro ugh Chair of Review project plan & request his Committee involvement on the review committee Review Committee Introduction of the new One of three 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 plus next steps Faculty/Area ecumenic communication to staffOne of three One on One meetings Review Panel MembersTowards end of Sept judicature staff in their area about the 1st affected by this review phase i. e.P2P & Invoicing quantitative analysis Review Committee Summarization of activities, Two of cardinal Committee meeting Project Manager Towards end of October findings at end of Invoice Phase plus next steps Faculty/Area General communication to staffTwo of three One on One meetings Review Pane l MembersTowards end of October government staff in their area about the 2nd affected by this review phase i. e. Interviews Review Committee Review of draft Three of Three Committee meeting Project Manager Mid November recommendations and ruck feedback for inclusion in final 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 earlyish December Recommendations Manager Appendix B5 Communication Plan Calendar * score Meeting dates with exception of HMB are indicative and subject to change Appendix B6 Risk Management Plan Legend for the Risk Management Plan Defining Likelihood Ratings The following table outlines the definition of likelihood military rank as applied to the risk assessment. Descriptor Definition Almost sure Expected to occur in most circumstances Likely willing probably occur in most circumstances Possible talent occur at some time Unlikely Could occur at some time Rare May only occur in exceptional circumstances Defining Consequence 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 major(ip) Major effects on project objectives, requiring significant effort to furbish up. decline Moderate effects on project objectives, requiring management effort to rectify small 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 compounding the likelihood and consequence of a risk. RISK FACTOR Insignificant Minor Moderate Major Catastrophic Almost Low extravagantly in high spirits Extreme Extreme certain Likely Low Moderate spirited Extreme Extreme Possible Low Moderate High High Extreme Unlikely Low Low Moderate High High Rare Low Low Low Moderate High