project management

Table of Contents:

1.0 Business Need 2

2.0 Project Definition 2

3.0 Project Preliminary Scope 2

3.1 Objectives 2

3.2 Constraints 2

3.3 Assumptions 2

3.4 Project Requirements 2

3.5 Project Organization 3

3.6 Deliverables 3

3.7 Authority and Accountability 3

3.8 Cost Estimates 3

3.9 Scope Statement Inclusions and Exclusions 3

4.0 Task List 4

5.0 Dependencies 4

6.0 Work Breakdown Structure 6

7.0 Resource and Cost Estimates 8

8.0 Schedule Milestones 9

9.0 Quality Management Plan 10

10.0 Risk Plan 10

11.0 Communication Plan 11

12.0 Project Execution Plan 12

13.0 Monitoring and Controlling Plan 13

14.0 Closeout Checklist 13

15.0 Signatures 15

1.0 Business Need

The Bolar Creek Academy, K – 5 private school, is in need of a new computer network for the entire building. There are 12 homerooms, 6 specialized instructional rooms, library, auditorium, 15 staff rooms and the front office. The current network system is outdated, slow and inefficient. The students need an up-to-date system for successful learning experience and increased productivity. The teachers and staff need a faster, more reliable system as well. The Bolar Creek Academy expressed the desire to implement Promethean Boards in the classrooms. System security is also a paramount issue for the school and the schools image or reliability and dependability.

2.0 Project Definition

This project is commissioned to design and implement a new computer network for The Bolar Creek Academy. The Sinclair Consultants will determine the actual and projected network capacity requirement for the next 5 years and present the optimal solution. Once the school administration approves the project, the physical implementation of the project will commence.

3.0 Project Preliminary Scope

3.1 Objectives

The scope of this project is to design and implement a new computer network for the Bolar Creek Academy.

3.2 Constraints

The network will be tested and put into production prior to the beginning of the new school year.

The physical implementation will take approximately 4 weeks.

The school will not experience any instructional down time.

The staff training will be limited to security, Promethean Board and basic operations.

The Project should not exceed $270,000. This sum reflects an approximate 10% reserve.

3.3 Assumptions

Sinclair Consultants will provide the user training for the Bolar Creek Academy staff.

Sinclair Consultants will provide customer service for the period of 5 years without any fee increase.

The cost of the project includes labor and its warranty, staff training and technical support for five years following the completion of the project.

The cost of the project does not include any hardware, software or licensing costs.

If The Bolar Creek Academy needs to install additional software or require customer support a separate project will be invoked.

3.4 Project Requirements

The Bolar Creek Academy approached Sinclair Consultants and expressed their desire to implement a new computer network at their private school. The BOD acknowledged the need for the new network and approved the preliminary planning.

The academy submitted their requirements for the network extent and devices from the user standpoint. The Sinclair Consultants will design a network and submit it for approval to the BOD.

Once the requirements are determined and approved, Sinclair Consultants will start working on the design and subsequent implementation.

3.5 Project Organization

Irene Sinclair will be the project manager, and each team will have a team leader, who will report directly to Irene Sinclair.

Irene Sinclair, in turn, will directly report to Melinda VanLowe, The Bolar Creek Academy BOD Chairman.

The project will be sectioned into several stages

3.6 Deliverables

Fully functioning computer network with an operating system and Promethean Boards by September 1, 2011.

Completion of staff training by August 29, 2011.

Technical support and labor warranty effective until August 31, 2016.

3.7 Authority and Accountability

Irene Sinclair was assigned the Project Manager

Project is sponsored by the Bolar Creek Academy Board of Directors, chaired by Melinda VanLowe. Ms. VanLowe has the ultimate authority to approve the project and deliver the signatures.

3.8 Cost Estimates

The project cost should not exceed the amount of $270,000.

The Sinclair Consultants leave a 10% reserve for unexpected cost fluctuations.

3.9 Scope Statement Inclusions and Exclusions

3.9.1 In Scope

Estimate of network needs and growth

Network Design

Network installation

Cabling

Router/Firewall

Switches

Server

Promethean Boards

Workstations with keyboards, mice and monitors

Operating system

Antivirus software

Equipment testing

Staff training

Labor warranty

Technical support for a period of 5 years

3.9.2 Out of Scope

Software

Database

4.0 Task List

4.1 Start

4.1.1 Interview BOD Chairman

4.1.2 Determine current staff computer needs

4.1.3 Evaluate current equipment and design

4.1.4 Investigate current deficiencies

4.2 Create Current State Document

4.3 Create network objectives

4.4 Determine equipment needed

4.5 Determine whether to use any current equipment

4.6 Create Approach Document

4.7 Design network

4.10.1 Create classroom network design

4.10.2 Create Auditorium network design

4.10.3 Create Library network design

4.10.4 Create office network design

4.10.5 Create server room design

4.8 Create job schedule

4.11.1 Purchase equipment

4.11.2 Appoint trainer for users

4.11.3 Install equipment

4.11.4 Install operating system

4.9 Test equipment

4.10 Conduct user training

4.11 Verify customer satisfaction

4.12 End

Staff meetings will be conducted every Friday at 9:00 AM and will generally last one hour

5.0 Dependencies

5.1 Finish to Start

This Finish to Start dependency occurs between Points 5.3 “Evaluate current equipment and design” and 5.8 “Determine whether to use any current equipment.” The successor cannot start until the predecessor finished. Based on this dependency, other dependencies will arise, such as another Finish to Start dependency between Points 5.6 “Create network objectives” and 5.7 “Determine equipment needed” 5.6 Create network objectives.

5.2 Start to Start

There is a Start to Start Dependency between Points 5.22 “Conduct user training” and 5.21 “Test equipment.” While the basic testing has to be done by the installation team and network operation must be ensured, the users will have to do most of the system testing during their training and beyond. This testing cannot begin until the users start their training.

6.0 Work Breakdown Structure

6.0 Work Breakdown Structure Continued

7.0 Resources and Cost Estimates

Task	Resource	Work Effort Estimate in Days	Cost Estimate
1.1 Interview BOD Chairman	Irene Sinclair	1	$480
1.2 Determine Staff Computer Needs	George Meiling	2	$800
1.3 Evaluate Current Equipment	George Meiling	1	$0.00
1.4 Investigate Current Deficiencies	George Meiling	1	$0.00
2.0 Create Current State Document	Irene Sinclair	2	$960
3.0 Create Network Objectives	Eric Sinclair	7	$2,800
4.0 Create Approach Document	Irene Sinclair	5	$2,400
5.0 Determine Equipment Needed	Eric Sinclair	5	$0.00
6.0 Determine Any Use of Current Equipment	Eric Sinclair	2	$0.00
7.0 Design Basic Network	Eric Sinclair	5	$2,000
7.1 Create Classroom Network Design	Eric Sinclair	1	$0.00
7.2 Create Auditorium Network Design	Eric Sinclair	1	$0.00
7.3 Create Library Network Design	Eric Sinclair	1	$0.00
7.4 Create Office Design	Eric Sinclair	1	$0.00
7.5 Create Server Room Design	Eric Sinclair	1	$0.00
8.0 Create Job Schedule	Rob Shapiro	1	$320
8.1 Purchase Equipment	Rob Shapiro	1	$320
8.2 Appoint Trainer	Rob Shapiro	1	$320
8.3 Install Equipment

8.4 Install Operating System	George Meiling, Don Chapman, Steve Dobias, Tim Larvy	15	$20,400
9.0 Test Equipment	George Meiling, Don Chapman, Steve Dobias, Tim Larvy	3	$1,360
10.0 Conduct User Training	Contractor (trainer)	2	$800
11.0 Verify Customer Satisfaction	Irene Sinclair	3	$1,440
12.0 End	Irene Sinclair	0	$0.00
Workstations	Material/Equipment		$120,000
Router	Material/Equipment		$3,000
Switches	Material/Equipment		$40,000
Cabling	Material/Equipment		$5,000
Operating System	Material/Equipment		$3,000
Promethean Boards	Material/Equipment		$19,000
Antivirus Software	Material/Equipment		$12,000
Server	Material/Equipment		$5,000
Total			$242,560

8.0 Schedule Milestones

8.0 Milestones include:

8.0.1 Completion of Requirements Assessment

8.0.2 Network Design Completion

8.0.3 Installation Completion

8.0.4 End

9.0 Quality Management Plan

The project will be carried out according to TL9000 Standards. Sinclair Consultants, Inc., will follow all regulatory requirements to ensure quality of the product. The customer will be interviewed and state in-depth expectations and the restrictions of the computer network, given the nature of the learning environment for children and youth. Sinclair Consultants, Inc., strives to deliver a functional network. The customer will ensure filtering and limitations as they pertain to the quality service owed to the students.

Sinclair Consultants, Inc., provide network installation services as a part of the business routine and the company is familiar with the process and proper procedures necessary to deliver a functional, quality product that has been thoroughly tested prior to customer’s acceptance.

The budget for the project includes all necessary materials and work resources. The reserves have been stated and included in the final cost estimate. Sinclair Consultants, Inc., will strive to limit the need to use the reserves, but to ensure quality of the product and timely delivery, the company will utilize the reserves as necessary if/when the need arises.

Several vendors will be interviewed to ensure fair cost to the customer.

The Sinclair Consultants, Inc., accepted the deadline of the network completion, including functionality testing, staff training and customer evaluation by the beginning of the school year for the students. There must be no instructional time for students sacrificed due to delays of the project implementation.

The project manager will closely monitor the network design, installation and implementation daily and be in close contact with the staff to ensure compliance with all milestones and the final deadline, as well as adherence to the budget. The quality of product will be ensured by performing periodic audits, no less than once every two weeks.

10.0 Risk Plan

Several factors could contribute to certain risks that could impose delays and final non-compliance with the scheduled deadline and product delivery. As the timely completion that does not overlap with any student instructional time is the MOP driver, this risk is identified as the most serious impediment that the project could endure.

The primary cause of this risk is equipment failure or poor network design. To prevent these risks, the project manager assigned a top network designer to perform the task. The network designer will select proper equipment and ensure that if any old equipment is reused, it will not compromise the network performance. The selected equipment vendor will be required to accept any unused products without charging any restocking fees. This method will give Sinclair Consultants, Inc., the flexibility to order extra equipment that will be returned, if not needed, for full refund. Should any equipment fail, the vendor will give full refund, while spare equipment will be on hand.

One vendor will be selected to work with Sinclair Consultants, Inc. This method will increase the probability of equipment compatibility and vendor communication. Back-up vendors will be selected, identified and contacted.

Additional risks pertain to work resources. The project manager has duplicate and triplicate work resources in the database and these work resources will be advised ahead of time to stand by as temporary substitutes or permanent replacements.

The weather should not have a large impact on the network installation, primarily due to the indoor nature of the assignment. However, power outages often occur during the summer months, which is the time of the project implementation. The school generator will be used during power outages that last less than two hours. If the power outages exceed two hours, the work will have to cease and be made up at a later time by extending the work days, without any extra costs incurred by the customer.

11.0 Communication Plan

The Bolar Creek Academy executives (the customer) will have access to the current-status information about the project at any point for the duration of the project and computer network implementation. The customer will be encouraged to inquire about any aspects of the projects and likewise encouraged to give input or any kind. This can be achieved primarily by attending the weekly staff meetings, during which all key team members will be present.

The network designer and the installation team manager will closely work together and communicate all details of the project as they arise. The network designer will consult the installation team manager prior to the final network design approval and equipment purchase.

All team members are strongly encouraged to communicate their concerns, perceived risks, suggestions and issues as soon as they become evident. The policy of Sinclair Consultants, Inc., is to rather hear redundant and unnecessary concerns than overlook or omit any steps to prevent risks and endanger the quality of the final product.

Should any changes be needed, depending on their nature, the project manager must be informed as soon as possible. If necessary, a special meeting will be called to discuss solutions.

The project manager will clearly communicate the expectations of each team member. Every task will be assigned and the detailed requirements will be stated to the assigned team member. If there is any discrepancy, misunderstanding, or any other issue at the time of assignment or thereafter, the project manager will be consulted immediately.

12.0 Project Execution Plan

The project manager will monitor the team adherence to the WBS on a daily basis. Should any complication arise, the team manager will be immediately consulted and the issue will be resolved as soon as possible with the appropriate team leaders.

The project manager will assign all key team members and subsequently consult the key members on their input and selection of their subordinates. Back-up staff will be available in case of absences, illnesses or terminations.

All work resources are trained professionals, who are well-known and their skills are proven to the project manager.

The project manager is responsible for the final product delivered to the customer. The project manager will assign the team members and identify their responsibilities for each task. The team managers will provide a brief report on the task status to the project manager at the end of each day. Each Friday, the entire team will conduct a staff meeting, during which all concerns, risks and complications will be discussed.

The installation team manager and the network designer are responsible for selecting the optimum equipment and vendor, who will deliver the equipment.

Should any changes be needed, depending on the degree, the project manager will be consulted. If necessary, the customer will be informed of any changes and asked for input and approval.

The network will be thoroughly tested by the installation team and subsequently by The Bolar Creek Academy staff during the three days of training. At this time, the customer will have the opportunity to evaluate the product and give input about any need for changes. Sinclair Consultants, Inc., does not anticipate that these changes will be significant and will be prepared to implement them immediately.

13.0 Monitoring and Controlling Plan

The project staff will ensure that minimum time, if any, is wasted by delays. All materials will be ordered, purchased or delivered in timely manner, which will require planning ahead. The project manager is responsible for overall product functionality and delivery. The project manager is also responsible for the work-resource assignments, re-assignments or temporary substitutes. The team and design managers are responsible for the equipment and materials.

13.1 Identify New Risks

All new risks will be identified as soon as they are suspected and noticed. The staff hierarchy is insignificant in this case – any team member is required to report any potential risks.

13.2 Monitor for Risk Alarms

All most significant risks have been identified and will be monitored by the project manager and the team leaders at all times. They will be evaluated daily and discussed each week at the weekly staff meetings.

13.3 Watch for Residual Risks

After a seeming elimination of a risk, the team will continue monitoring the risk to ensure that the does not bring any recurrences or additional risks created by implementations of remedies and changes.

13.4 Monitor the Risk Process

The team has a plan to deal with the most significant risks that have been identified and the priorities have been set. Should there be any additional unexpected risks, the team will set new priorities to ensure the timely delivery of the final product without compromising its quality.

14.0 Closeout Checklist

The project manager will ensure the complete customer satisfaction prior to the project closeout.

14.1 Methods and Procedures

The project manager will inspect the final product and interview the customer to verify satisfaction.

14.2 Testing Completion, Review and Sign-off

The customer will participate in a final walk-through with the project manager. During the walk-through, the customer will be given care and maintenance instructions and will sign off to indicate the completion and delivery of the product, as well as satisfaction with the product.

14.3 Compliance

The capacity of the network will be sufficient.

All workstations will be installed and functional.

The system documentation will properly gathered and ready to be presented to the customer.

The service level agreement will be given to the customer in writing.

15.0 Signatures:

_________________________ ______________________

Melinda VanLowe Date

BOD Chairman

The Bolar Creek Academy

________________________ ______________________

Irene Sinclair Date

Project Manager

Sinclair Consultants

Bolar Creek Academy Computer Network Project Plan Page 15