Project Plan and Subsidiary Annexes

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 2.0 Scope management 6 2.1 Work breakdown structure 6 2.2 Work package/ task description and detail 8 3.0 Human resource management 12 3.1 Skills and effort based on WBS 12 3.2 Individuals needed 13 4.0 Risk management 13 4.1 Risk Categories 13 5.0 Schedule management 16 5.1 Tool or technique to develop Schedule 18 5.2 Schedule estimate 19 5.3 Method for monitoring the schedule 19 6.0 Cost Management 20 6.1 Tool and technique to develop budget 21 6.2 Budget estimate 21 6.3 Method for monitoring the budget 22 References 24

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, there 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.

Schedule management involves a complex process of maintaining, developing, and communication of duration and resource requirement for a given project. In that case, a schedule for a given project tries to implement a timetable or rather a program that will show how the work will progress over a period of time (ApmKnowledge, n.d.). Apart from the duration of time, factors such as the estimation of uncertainties and resources are also considered. The process of creating and managing a schedule always starts with work required to achieve certain stakeholder requirements. This includes the all the work that is likely to create outputs, change management work that is likely to deliver some benefits and management tasks to handle risk and stakeholder management.

We outlined the various tasks, resources required and the necessary skills in the WBS; it is clear that these activities are associated with the time period.In that case, we are going to use a project schedule which is a graphical representation to predict, milestones, tasks, resources, duration and the deadlines(ApmKnowledge, n.d.). In order words, it will give a detailed representation of all the work breakdown structure that we are going to perform. The details comprise of the person responsible for a certain task, the start and the end date of a given task and the estimated duration in which the task will be completed.

Basing on the risks and the constraints that we are likely to face as a project team, the scheduling process is going to be an iterative process. In that case, milestones may require additional tasks, some resources may need more resources, or we may decide to measure the task completion based on the added milestones. In the end, we have to ensure that we work towards achieving timeframes that will reflect all the tasks that are associated with delivering the project on time. Without a project schedule, we are likely to face a high probability of Time risk where the project manager will not be able to communicate the efforts regarding resources and costs that will be necessary to deliver the project within the required time.

Before we find an appropriate tool which the project manager will use in developing the schedule, it will be appropriate for him to gauge or rather analyze the schedule inputs in order to measure the complexity of the project. It will be much easier to define a type of schedule when we know the complexity of its implementation. In that connection, in our project schedule, we are going to have the following inputs to put into consideration.

Personal and project calendars

The project and personal calendars will be important input as they will help in understanding shifts, working days, and the availability of resources. An understanding of this aspects will help as in selecting an appropriate schedule technique.

Project scope

From the project scope, we are likely to find out the level of complexity of the project. In that case, we are able to determine the end dates and start date, constraints, restrictions and the assumptions made on the project plan. Furthermore, the determination of stakeholder expectations will help to predict the project milestones.

Project risks.

Project risks come handy in evaluating the complexity of a project. In this case, a project manager needs to understand the unidentified and identified risks so as to have a rough estimate of time dedicated to dealing with them.

Resource requirement and list of activities

This will involve all other constraints to consider before coming up with a schedule. It mainly focuses on the skills and experience available while at the same time looking at the organization's resources capabilities.

From the analysis of the project, we have decided to use the schedule network analysis technique to develop our schedule. A schedule network analysis provides the project manager with a graphical representation of the project schedule. It shows a sequence of activities and the corresponding time required to complete each of the activities (Heldman, Baca & Jansen, 2007). Also, it clearly identifies the start and finish dates as well as the late finish dates for all the activities. Therefore, a schedule network analysis does not only provide a project management schedule but also stipulates details on how and when to execute the next task in the project. More importantly, it is a combination of data that we have researched and in which the project team seeks to understand.

Schedule network analysis that we are going to employ in our entire project is represented or usually implemented using Gantt charts or PERT charts. Since our project is not that complex with interrelated tasks and many dependencies, we are going to implement our schedule network using the Gantt chart. Gantt charts will come in handy as they will help in keeping the project team on track as it provides a clear timeline comprising of the start dates and end dates for each task. Because they give a visual timeline of dates and milestones, Gantt charts will be able to provide a memorable and easily understandable way to maintain the time scaled deliverables and tasks irrespective of whether they are tracked on a daily or weekly basis.

Gantt charts will also be appropriate as it will help the process of resource allocation smooth. This is because, the project tea are able to look ahead and anticipate where resources need to be shared, maximized or allocated.

However we have selected an appropriate tool that will be used in schedule management, the most challenging bit comes in estimating the effort, time, and resources needed for a successful project. In that case, the project manager will need a clear understanding of what the project requires based on the work breakdown structure while at the same time allowing time for meetings and prompt communications (Richman, 2002). He will then need to know the order of activities and the project members to involve before making the estimates. In our case, the project manager has already stipulated that the project is going to take 60 days. In that connection, we are going to employ estimating based on the Project end date technique to make the schedule estimate. Thus, we are going to set a timeline starting from the finishing date till the present time when we expect the project to start. We are then going to put into consideration the available resources and the needed deliverables to help us in allocating time to the major tasks. The technique is appropriate for creating a viable project as the schedule is fixed while the resources are varied. In that connection, an iterative estimating approach will be used to vary the resources till an estimate is created.

Monitoring the project schedule is the most important part of the schedule management. It is essential as it helps in the identification of early indications of task coordination problems, cost overruns and conflicts of resources. In doing so, the project manager needs to know the best practices of collecting information, evaluation and ensuring its accuracy. Therefore, project schedule monitoring and control is important as it encourages the project team to perform according to the stipulated plan. It is because the more aware the project team are of their relevant tasks, the more they are likely to work within the schedule.

In that connection, I would say that recording and reporting are the major aspects a project manager can take to ensure a project is well monitored. Thus, in our project that is aimed at taking the company globally, I will suggest the use of the Earned value analysis method. The method includes the use of pulse meetings that help the team to collect all the schedule performance information about the activities that are in progress (Taylor & Dow, 2013). During this meetings which we expect they will occur frequently, the start and completion of tasks will be reported and issues on any of the activities are identified. The other earned value technique we are likely to use is the Variance reports which will come handy when comparing what has actually happened so far to what is expected or rather a deliverable. Variance reports will be Important as they will be able to give an indication of how project resources have been able to undertake various tasks to a certain milestone.

Cost management entails planning and controlling of the budget of a given project. It is a crucial process that helps in ensuring predictions of impending expenditures to avoid overspending while at the same time sustaining the project (Gupta, 2009). In that case, project managers are required to keep the project on budget and utilize proper cost management techniques to ensure that either constraints and changing project requirements don’t lead to overspending. Since it involves estimating costs and making of budget estimates, in this section we are going to look at the various techniques of budget development we will employ, the budget estimate and finally the Method we will use to monitor our estimated budget.

There are various tools and techniques that can be used in developing the project Budget. We can either use Expert judgment whereby we utilize the knowledge and experience of experts to develop the budget or use the analogues Budget estimating technique that involves the use of historical data from similar projects. However, the two methods will not work because we do not have budgeting experts who have experience in similar projects nor do we have historical data about a similar project.

In that connection, I will suggest the use of Bottom-up budget estimation technique that estimates the budget by identifying the cost of each item in each task in the already developed schedule (Gardiner, 2005). The costs will involve the cost of materials, resources and the labor required. The bottom-up technique is appropriate since it estimates costs from a granular point of view. In combination with the technique, we are going to use the BudgetPak budgeting software which is easy to use and, more importantly, it is cloud based. The tool is important in forecasting, budgeting and reporting by engaging the team members in coming up with effective decisions.

The Budget estimate is going to be arrived using the bottom-up approach. In that case, we are going to use direct labor costs which will be the individual’s salary multiply by the number of hours each person will work. On the other hand, we are going to estimate direct costs on the materials, travel, services, equipment and other non-personnel resources. These will be done in consultation with the finance, procurement, and administrative departments. The table below shows the expected rough budget estimate for the entire project.

Budget monitoring is a crucial and continuous process throughout the process of project management. It helps to ensure the action plan is attained regarding expenditure on different package levels. Also, budget monitoring ensures all the resources are used for their intend purposes to allow for identification of problems during the early stages.

In that connection, we are going to use various techniques to ensure that the monitoring process is effective and efficient. First, we are going to implement the continually forecasting technique that will ensure. Secondly, we are going to employ regular forecasting of resource usage technique. In that case, the project manager will review the people currently working on the project and any future resource needs that may be required. This will keep your project on track as you will be able to utilize the resources and at the same time, you have the appropriate resources for the entire project. Finally, it will be a manager’s good practice to communicate or keep the project team informed on the Budget forecast to help them watch their project charges. As Westland puts it, an informed team is likely to be empowered and take the responsibility and ownership of the project (Westland, 2011).

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.