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Project Summary Report

Project Proposal

The proposal of this project is to create, plan and execute a new excel spreadsheet software. The project will provide a test analysis for creating a new excel spreadsheet. The test analysis will include verification that the employees are able to execute their daily job functions more efficiently. The proposal provides a breakdown of the cost to complete the project within a twelve-month period including two months of testing the product, cost of employee labor during testing, facility fees and also obtaining materials. The stake holders need from this project is to develop a new excel spread sheet that will allow them to operate it with ease. The main goal is to decrease the cost of production while increasing production with less errors.

The proposal will include the project team compile of documents which are, project management plan, project charter, schedule and work breakdown structure. The key documents will help team members work toward their organizational goals. Each document will describe the objectives, goals, scopes, stakeholders and the teams involved in the project.

Project Charter

Upon approval of proposal requirements, the project charter will show stake holders initial planning information that will include the budget, which is thirty thousand, assigning of team roles for requirements and risks and project deadline twelve months. The expected benefits of the project are providing a more efficient way to increase production. The excel spreadsheet will give stake holders the advantage from other competitors. The company will benefit from the enhancements with increase in overall company growth. The stake holders will be convinced that the excel spreadsheet development will give the company the growth that it needs by adhering to the stakeholders needs and requirements. The project manager will make sure the requirements are delivered by deadlines, also provide risk, issues and expectation form project team members.

Project Requirements and Risk

The methods of measuring and reporting project progress and performance by creating a

project outline to track the progress of the project. Another method is to establish goals and

milestones for each team member this will see what skills they have and hold each team member

accountable for their part in the project. By setting measurable goals for each team member, you

have a greater chance that you will be able to deliver your project on schedule. You as the team

leader can check in regularly with your team to see the progress of the project to make sure it on

schedule. You will need to have effective communication with the team and by doing this will

show how a leader is supposed to lead. Establish deadlines that need to be meet, be focused and

stay on schedule. If you stick to these methods, you will have a successful plan.

Project Cost

Every project must have requirements, a risk assessment and what the cost of the project is going to be. For any project establishing the requirements is one of the key steps that defines what the project is supposed to do. The team must be concise in presenting what the requirements are. Any error in the requirements could lead to a failed project. The cost and risks of the project should also be included in the requirements process. Our project is to develop an updated software that will create a one-stop-shop for production tracking of orders and material.

The purpose of this software will be to enhance employee performance. The completion time frame will be 12 months. There will be a 2-month material testing time. We will need of a 5000 square foot facility and approximately 150 employees. The total cost estimated cost will be $30,000.00. Attached is the project cost breakdown.

Work Breakdown Structure and Gnatt Chart Report

In our work balance structure sheet, phase 1 we created a new software excel spread sheet. The project goal was to be able to use the software anywhere, lower the cost of production and increase production with less errors with a starting date of 1/12/21 to 1/19/21 for requirements review. On 1/19/21 we got the project approval.

Phase 2 of the project we put the plan together, we had a budget of 30,00 with a deadline of 12months with 2months of testing. We created a matrix spread sheet, which included the budget and the project deadline.

In phase 3 we communicated the plan to the stockholders. In the spreadsheet we pointed out management roles and responsibilities. We assign Risk management for each phase of the project, we set dates and deadlines. IN stages of the phases we reviewed the proposal and documents, which also included assumptions and possible scenarios, we also provided updates to stakeholders. On 1/26/21 we got the approval to move forward on our project.

In phase 4, the project team will launch and execute with a risk response plan developed. Risk managers were able to keep a close eye on the project and execute a risk diagnosis which will include visual aids such as flow charts, graphs and diagrams. The risk diagnosis includes risk quantitative analysis which shows the description of the risk. The risk qualitative analysis concerns the size of the risk. Our project milestones will show dates of 2/2/21to 2/9/21.

Phase 5 project goals, will consist of the risk response plan of action that covers all situational scenarios and the what if’s to prevent additional cost to stake holders. The chart will show the actual dates of 2/9/21 to 2/16/21.

Phase 5 concludes project goals, along with project closure on 2/16/21, once we receive final approval, we will put the project into action. Training is provided to all employees to ensure the launch for a new software is working according to the plan.. Our risk management team will provide a daily , weekly and monthly report of growth of performance from each employee. Our project was very success and our stockholders were very pleased.

Measuring and reporting project progress and performance

Risk management is another major component of a project. Some of the risk that have been identified are Insufficient Resources (headcount), Overlooked Tasks, Resistance from employees (end users), Training requirements for employees, System Issues/Troubleshooting, Non-conformance of new software features including material traceability and delays due to miscommunication of tasks. These items will be monitored closely throughout the project. This will ensure that we are on task with what the project requirements are, keeping to the projected budget and monitoring our risk.

Considerations for change

In a project there are five phases initiate, plan, execute, monitor and control, and close. A change management plan activities are determined and change management roles to manage and control the change are put in place during the execute, monitoring and control phases of the project. The activities of this project are to create, plan and execute a new excel spreadsheet software for a technology company. Monitoring and controlling stages of the project are included in the change management plan. The change management plans answers the questions who, what, when, where and why an issue might occur during the project. These questions and answers are provided to the stakeholders in the closing of the project, so they are aware of the issues that have occurred and what steps were taken to resolve the issue. During the execution or launch stage a change management plan is developed by risk owners. Risk owners will complete a final analysis of the project. The risk diagnosis will include providing visual aids such as flow charts, graphs and diagrams. The risks diagnosis includes Risk Qualitative Analysis concerning the size of risks and Risk Quantitative Analysis shows the description of the risk. The risks that might occur with new excel spreadsheet are delivering the final project by deadlines provided in the proposal. If the deadline is not might it will cause the budget to fluctuate because of the need to pay for the employees, testing and any penalties established by stake holders.

From the start of the project a baseline is established to provide a comparison of performance for the project to measure versus the actual dates. Based on the performance of the employees, the stakeholders will determine if the proposal meet the requirements of the project. Some circumstances the new excel spreadsheet project might consider for change will be determine during the execution stage of the project. To prevent multiple problems there will be employee training for the new product. The project will be monitored closely by expert knowledge managers. There are two simple steps to base lining the project, they are defining the scope and approving the scope. The scope describe on this project are to present a proposal to stakeholders for obtaining investment funds. The proposal includes an overview of what to expect from excel spread sheet and how it will improve the employees plus the stakeholders performance. Also, the scope provides the time frame to complete the project, which is twelve months and two months for testing. The budget is thirty thousand to complete the project from start to finish. Finally, the scope will provide a weekly, monthly and annual report to stakeholders defining the growth and changes of the project.

Changes to the project scope

In the case where a change that impacts the project’s scope, timeline, and/or the budget is

necessary, the formal change management process must be followed by the change requester

(CR). The change requester will generate a change request form from the already established

change request template.

The template includes vital information regarding the nature of the change – description

of the change, justification for the change, area of impact to the project (scope, timeline, and

budget), severity of impact, expected completion timeline, and resources needed for

implementation.

Once the template has been completed, it will be submitted to the project’s Change

Review Board (CRB) for review. The CRB personnel will include the Project Manager, Host

Organization Sponsor (Manager-level or above), Technical Advisor to review technical changes

and offer alternatives, and the Client, if the Client is not already the requester. The CRB will

then review the requested change by evaluating its need in order to complete the project, and the

potential impact to the scope, timeline, and budget. If approved, the change request template,

will be promoted to change order with a unique identifier prefixed with the project’s code, and

logged in the project management digital portfolio for tracking and reporting purposes. A

project-wide message via email will then be sent out to communicate the approved change(s) to

the rest of the project team. Finally, the change owner will continue to meet with the CRB at the

agreed-upon frequency to present status updates to ensure the change is progressing as expected

until it is eventually implemented.

How change will facilitate project's success

The project plan for upgrading the organization’s software has been at risk for a period of time. It has come to the attention of the stakeholders, that the assigned team requires change management to effectively be in control. Changing certain plans in a project does not necessarily mean that managers prior decisions were totally unsuccessful. In this case of upgrading our Excel software, change management was required due to challenges which have risen within the past few months and immediate attention is required to execute the minor revisions to the project scope. The plan is to encourage all team players on how to integrate the new processes in order to increase the company’s economic value in order to stay in business. Management’s decision to implement a new tool of support to the end users were justified, as the additional tool will support the new software. The changes will allow for more attention to the risk areas, as well as concentrate on the end services while outlining the key deliverable. Our team required a different course of direction for the project plan to incorporate additional strategies which will support the implementation of a new product which will assist in certain features of the Excel software, such as formulas, data cells and pivot tables. Leaders need to staff develop, motivate and ensure commitment from their project teams. (Cobb, A.T., (2012). In this direction of introducing new features, change management, the team, administration and stakeholders have established and continue to maintain a sense of trust in those who are implementing these changes. Management has provided a fool proof vision, in that, the team can only foresee success and the finance office will not be affected by any major additional increases to the budget.

References

1. Bonnie Biafore. 6/28/2019. Project Management Foundations [Video].