Schedule, Budget, and Controls

Project Management Plan

Michael Buzbee

Prof. Rufino Prensa-Feliz

PM665 -1601B-01

Contents Project Management Plan 3 1.1 Problem Statement 3 1.2 Impact of the Problem 3 1.3 Research on Problem Solutions 4 1.4 Sources of Information 4 1.5 Purpose of the Project 5 1.6 Scope of the Project 6 Scope management 6 2.1 Work breakdown structure 6 2.2 Work package/ task description and detail 8 2.3Skills and effort based on WBS 12 2.4 Individuals needed 13 2.5 Risk Categories 13 References 16

The main problem that facilitated the carrying out of this study is the fact that it has been unable to expand globally in the past few years and particularly in chapters of community practice and development opportunities. This is, therefore, one of their greatest challenges, and it is the primary reason the research was carried out. This is the key problem, and it will, therefore, form the basis of our study for this analysis.

This problem will have a far-reaching impact on the company PMI since it is one of the primary ways through which the company will be able to enhance and foster the communities of the practice and also the development opportunities that have been found herein. It is also one of the primary basis through which the company will be able to foster the success of the company and that of the profession (Lester, 2013). In addition, it will also enhance the worldwide advocacy for the intended plan of the project and consequently reinforce the intended global standards of the company.

This goes a long way to prove that it will have a far-reaching impact on the communities through which this company reaches. This, however, will only be achieved if the company is able to expand globally and in a fast pace. In addition, it will also go a long way in ensuring that the research empowers a wide group of people. Moreover, this will also impact greatly to the holders of the credentials and the volunteers in every country and consequently improve its success across the globe. The impact cannot, therefore, be ignored as it will go a long way in improving the lives of those it reaches if it is harnessed in the right way.

The solutions to the research problem will be based primarily on the ability of the company which is, in this case, PMI to expand in other countries, and this will also facilitate its development in other countries. Some of the most probable solutions that can be applied to this problem include the opening of branches in other countries where this company has not set foot.

Some of the continents where this country has not set foot include Asia and Africa. Cognizant of the fact that these continents have the fastest growing economies in the world is sound proof that the company should indeed expand rapidly to these countries. Beginning with those countries that are near to the company, the company should open branches and then make an arrangement to expand even further to other countries.

Another solution that can be considered or introduced to this problem includes the formation of a committee that will be aimed at facilitating the growth of those communities where this company will develop (Kerzner, 2009). This is the other way through which this company can spread its wings across the world and advances their agenda across the world.

The sources of information that will be most appropriate for this study will include both quantitative and qualitative analysis. This, therefore, means that the study will consider the use of books, journals, periodicals, interviews and also questionnaires. The books will primarily be used to check whether there is any information that can be used to plan for the management.

As will be unearthed in the references, there were some books that proved important in this analysis since their information was vital. This, therefore, goes along to prove that the information contained in books was one of the most important. Journals and periodicals, in general, were also pivotal for this study and were, therefore, a crucial source of information.

The interviews, on the other hand, were conducted primarily among the PMI’s employees and the executives.

The executives were asked whether the agenda that had been set by the company was in line with their set objectives whereas the employees were asked whether or not the various actions in the company were a reflection of the set objectives (Burke, 2003). The questionnaires, on the other hand, were distributed to both the employees in the internal environment and also to the surrounding environment to unravel whether how the company was doing and how the problem that is being experienced by the company emerged.

The primary aim or purpose of the project was to unravel the problem that was being witnessed by the company and to unearth further the solutions that may hamper or affect the problems that exist. In addition, the study was also aimed at looking into how PMI can expand their wings globally and how this can consequently the problem facing them can affect their objectives or their goals.

It also aims at looking into some of the ways or means that can be used by the company in order to prevent it from achieving its objectives. This will go a long way in not only ensuring that the company achieves its objectives but also in ensuring that it achieves its intended goal of reaching out to many communities.

This will also enable the organization to improve their growth and consequently foster their success in the long run (Kerzner, 2009). In addition, this will further ensure that the company builds or adds to the number of the members since this is the only way that they will be able to reach to many communities.

The project will be based primarily on the location where the company is based. The questionnaire, for instance, will be carried out among 250 members who will involve both the internal members and also the external members. The project will be carried out for a period of two months in order to capture the intended members of the community and to also capture the intended audience. This will also ensure that the company reaches out to all those that are involved and that it also achieves its intended objective.

The project will also look into a larger scope to capture the intended audience. The scope will include a large number of people in order to bring out the intended results. This will also involve some individuals who are all involved in the company either directly or indirectly. All of these coupled with the early assertions in the study goes a long way to prove that it is indeed one of the most effective and efficient ways of carrying out a project management plan, and it also redefines how an effective plan should be carried out to produce the desired results.

To achieve an efficient and effective solution that will enable the organization to expand globally in issues regarding community practice and development opportunities, we are going to manage the scope of the project into various tasks, efforts, risks and dependencies that will act as a guide in the entire project cycle. In that case, we are going to use a Work breakdown structure to ensure we break down the project into manageable tasks. It will thus generate a list of tasks that will be easily supervised and estimated (Project Management Institute, 2001). Below is a complete outline that shows PMI project work breakdown structure.

1.0 Project initiation

1.1 evaluation of the solutions and making of recommendations

1.2 The project manager prepares the project charter

1.3 Submission of the project charter to the project sponsors

1.4 The project charter undergoes review process

1.5 Approving the project charter

2.0 Planning and preparation

2.1 Development of the preliminary scope statement

2.2 Requesting of resources and

2.3 Identifying and recruiting of team members

2.4 Selection of the third party to use in different faces for instance IT contractors

2.5 Submission of the project plan specifically for approval

2.6 Approval of the project plan and consent of proceeding forward is given.

3.0 Project design/ framework design

3.1 A kick-off meeting with all the stakeholders

3.2 Building a business process framework and writing down all the contents of the framework

3.3 Reviewing the framework to ensure the required quality

4.0 Project development and testing

4.1 Developing and implementing the design framework or rather a business process

4.2 Testing the project effectiveness

5.0 Business readiness and training

5.1 Training users

5.2 Transfer data to new business processes

5.3 Put the necessary support to the ongoing process

6.0 Support and benefit realization

6.1 Monitoring and evaluation

7.0 Project closure

7.1 Completion and storage of documentations

7.2 Post Implementation review

Project initiation

Project initiation is out the first task in our project life cycle that involves the process of defining and establishing the project. In this case, the project manager is selected as we prepare to move from the problem at hand to the anticipated solution (Watt, n.d). In that case, the business case and the solutions are evaluated with the main aim of coming with the best objective that will solve or meet the organizational needs. The project initiation phase is mainly concerned with the project charter which is a document that is concerned that gives a description of what the project is about and how it is going to be approached.

Since the project charter provides a means by which the project manager communicates with the authority, the phase is concerned with documenting the charter and submitting it to the authorities. The authorities who are mainly the project sponsors will then review the charter and wind up with the approval process. The process will only be complete when all the deliverables and participating groups are identified, the project is taking shape, and the charter has been approved.

Planning and preparation

In this task, the solution undergoes development into much detail while ensuring all the steps necessary to meet or rather achieve the organizational objectives are in place (Watt, n.d).. The project resources and task requirements are identified together with the strategies that will aid in achieving them. The stage will entail coming up with a scope statement that the project manager will use in confirming the results that will come along as a result of the project. This stage will also see the project manager identify and recruit the team members who must also consent to the project scope statement. Being a preparation all the outcomes of the project are well defined and known to the team members. In that case, the team will undertake the process of undertaking the process resource estimation and requesting. Later, on the project manager will document the project plan and submit it to the project sponsors for approval.

Project design and framework design

After we have planned and prepared the project, we embark on the process of framework project design. Since our solution is focused on making the organization global, the task of designing will involve the process of creating the project deliverables. In this case, we are going to use the business case and the project strategy to create project deliverables. This will involve various meetings with stakeholders, for instance, business analytics to ensure that we have complete designs of the main deliverables.

In our case, we are going to build business process frameworks that comprise of flows charts that show how things will be carried out. At this point, the project manager and the team members have to ensure project issues are dealt with before the project deliverables are designed. Therefore, after the design framework or rather business process design is delivered, it will undergo proper review by a team of proficient stakeholders for quality purposes and to ensure the deliverables meet the requirements.

Project development and implementation

Having done with the design process, it is the turn now to go ahead and implement the project. Since we are trying to achieve a solution to the globalization process, we have to develop the business processes that will see that the object is well achieved. In this case, the development team selected in the earlier process of planning take part in implementing tasks while at the same time ensuring the progress information is reported to the sponsors on a regular basis. The most critical concern in this task is to ensure there are efficient control and communication between the development team and the stakeholders. This will always ensure that the development team is in control of the project, and they project requirements are meet without deviations.

As part of the development and implementation process, testing should be carried out on each and every component of the project. Testing will ensure that the project team stays in the right direction throughout the project and that the project requirements are meet.

Business readiness and training

To ensure the effectiveness of the solution, the project team will have to put in place measures that will ensure the deliverables are a success. In that connection, the project manager will ensure there is the provision of user training to the cutter for proper training of the customers, sales executives, relations individuals and other users. To ensure the new implementation functions as it was anticipated, it will be necessary to integrating or rather transfer of data from the existing business processes to the new business process. Furthermore, it will be appropriate to install the necessary support to the ongoing process.

Support and benefit realization

In this task, we are going to ensure that the implemented solution works out efficiently and effectively in meeting the organization's objectives. In that case, we are going to have a team that will undertake monitoring and evaluation. Monitoring and evaluation are of importance in this case because it provides a basis to which information is gathered, and project progress is showcased. It also helps in revealing the progress of the implemented solution and give room for improvements.

Project closure

The last task in the work breakdown structure will involve closing up the project. It is an easy process although it should be carried out cautiously to ensure the delivery process is not obstructed. In that case, the project team is going to ensure they carry out storage of the complete project documentation. As a project team, their will also be need of a post-implementation review that will enable them to use the experience for any upcoming projects.

A work breakdown structure consists of various tasks which are probably accomplished using various skills. In that connection, various skills will be used throughout the project. First, we will have the project manager that will oversee the whole process of project management. We will also have the human relations that will oversee the proper creation of PMI image in different countries and the person with this skills will work as part of the project team. We are also going to have the business analytics, a financial analyst for proper budgeting of the project, human resource personnel to ensure proper functioning of the project team members, procurement and marketing officers. All these skills will be essential in ensuring that an effective project solution is reached and implemented. Besides the skills required, an effective work breakdown structure will also have the effort levels. Effort levels in this situation refers to the estimate of the time that will be taken in completing each individual task. In our situation, we are going to spread our tasks in order of complexity throughout the 60 days period. The table shows the list of tasks, the relevant effort levels, and the associated skills.

Given the skills that will be required including, project management, human resource, marketing, auditors, business analytics, financial analytics and international relations officer, it means we are going to have some people from different departments. In that connection, we expect a total of 12 people two from each department. The project manager and two stakeholders will then be included in the project.

Risks in our case of managing the project will include all the unplanned things that if they are let to happen will bring about negative effects on the quality, timing and the project cost (Viswanathan, 2012). In that connection, a manager should be able to categories all the risks effectively and come up with an appropriate of risk management. In our case, the risks will be divided into the following categories.

Time

Time is a major risk category in our project as everything is supposed to go as per the schedule. In case any schedules are delayed, we are likely to fail in executing the project and in some instances a lot of company resources will be used to try and complete the project in time. The same applies when we experience changes in the customer requirements and even the objectives. Thus, the manager has to come up with the best possible ways that will ensure time as a risk is well managed (Burford, 2012).

People

The people taking part in the project management process can pose a great risk to the success of the project. First, the manager needs to know there can be a shortage of people or experts in different areas, he or she also needs to know that there is a probability of labor strikes, and finally there can be a lack of necessary skills among the people who have been recruited as project management members. In that connection, the project manager needs to come up with the proper ways that will act as backup plans in case such situations occur.

Cost

Cost is another category of the risks in which the manager should look into it critically. The budget needs to be well managed keeping in mind the Escalations, Exchange rates, and penalties that may come underway.

Market

Since we are looking at a project that will see the opening of new branches in new places or rather countries, we are likely to be faced with the risk of attaining the market window of opportunity. In that case, requirements and proper analysis of the market should be placed into consideration less we face the risk of failing in the implementation process. Other issues we are likely to face are the environmental and political factors in the associated international markets.

The table below shows the list of risks, the probability of occurrence and the associated impact on the overall project.

Finally, we expect to have different task dependency that depicts various relationships which particular tasks rely on before they can be performed. In that case, we will have tasks like project implementation and development depending on the framework design. We also expect the design task to rely on the initiation process and so is the planning process as the project charter has to be approved before the project is executed.

Burke, R. (2003). Project management: Planning and control techniques. Chichester, United Kingdom: Halsted Press.

Kerzner, H. R. (2009). Project management: A systems approach to planning, scheduling, and controlling. New York, NY: John Wiley & Sons.

Lester, A. (2013). Project management, planning, and control: Managing engineering, construction and manufacturing projects to PMI, APM and BSI Standards. New York, NY: Butterworth-Heinemann.