PMP Final Project - different styles of assignment 2 PDF

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PROJECTMANAGEMENTREPORT31272 | Project Management and the ProfessionalAssignment 2 - Spring 2019Table Of ContentsTable Of Contents Assignment Table Of Contents Business overview Introduction Project objectives Measurable Organisational Value (MOV) Outline of Project’s Scope Initial Project Assumptio...

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PROJECT MANAGEMENT REPORT 31272 | Project Management and the Professional Assignment 2 - Spring 2019

31272 | Project Management and the Professional Spring 2019 Assignment 2

Table Of Contents Table Of Contents

1

Business overview Introduction Project objectives Measurable Organisational Value (MOV) Outline of Project’s Scope Initial Project Assumptions

3 3 3 5 6 7

Project management planning and control strategies Stakeholder External Stakeholder Internal Stakeholder Communication Plan Agile / Waterfall Recommendation Risk Management Strategy Risk Planning Risk Category Probability of Risk Occurrence Risk Impact Risk Response Risk Trigger Risk Identification Risk Management Matrix Technical Risk Management Matrix External Risk Management Matrix Organisational Risk Management Matrix Project Management Risk Management Matrix Scope management Progress Monitoring Strategies Project Reporting Value of Work Performed Change Control Strategies Change Control Form Quality Management Quality planning Quality assurance Quality control

8 8 8 9 10 11 12 13 13 13 13 14 14 14 14 15 15 15 16 16 18 19 19 19 21 22 23 23 24 26

Preliminary Project Management Activities and Estimates High-level WBS Task sequencing

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31272 | Project Management and the Professional Spring 2019 Assignment 2 Figure 1: AON Format Figure 2: AON Diagram Task scheduling Figure 3 : Task scheduling on Gantt Chart Milestones Critical Path Dependencies Estimate of Time Validation of the Proposed budget Top down Bottom-up Budget cross-validation Human resource estimate Conclusion Appendix

34 35 36 36 37 39 40 42 42 46 51 52 53 54

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31272 | Project Management and the Professional Spring 2019 Assignment 2

Business overview Introduction The purpose of this document is to highlight and cover the initial planning of Pacific Resort Group (PRG) new Guest Management System (GMS). This includes all tasks required to produce this project briefing paper such as, Project Management Planning and Control Strategies (Stakeholders, Risk Management, Scope Management, Control Strategies) and Preliminary Project Management Activities and Estimates. The Pacific Resort Group is planning to modernise their Information System on the resort, and to hopefully form a long-term business agreement with the proper consultation team. PRG will then proceed to partner with the agreed consultation team to develop more still confidential projects together for the next 5 or more years. Not only the consultation team will work with PRG, but also with Recreation Amalgamated Holdings, the parent company of PRG to act as primary technology consultant. The project’s purpose is to develop a new Guest Management System to develop a plan that aims to modernise information system facilities across the resort. The modernisation project is focusing to simplify, automate various processes to manage Guests and reduce cost needed in the long run.

Project objectives Objectives

Success Criteria

Ease the process to book a room and/or service online.

Guests are able to book a room and/or service online.

Pre-Arrival services to increase overall experience for the user.

Guests are reminded of their stay, notified of any major happenings in or near the resort during their stay. Guests feel excited and confident to stay at the resort.

Check-in process will be easier and more convenient.

There are 2 ways to check-in, guests are able to check-in online prior to their arrival, or check-in directly on the resort. Guests that check-in prior to their arrival will be welcomed at the resort with their key card waiting and room ready. For guests that check-in on the resort may or may not get their key right away, depending on the readiness of the rooms.

There will be guest portal that the guests can access to build their profile.

Guests are able to build their profile, set and/or update their preferences, know what amenities are available to them and see

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31272 | Project Management and the Professional Spring 2019 Assignment 2 timetables and/or promotions of what’s happening on the resort. Guest Portal

There will be a database connected with the guest portal, so that the staff can see the guest’s personal information, preference, special requests and bookings. The staff then made the appropriate adjustment to further improve the guest’s overall experience.

Welcome Message

Once the guest check-in to their assigned room, the devices on the room will display a welcome message for the guest. A welcome notification will also be sent to the guest via text and/or email.

Hotel promotions, events, special offerings, and services are sent or exposed to the guests.

Guests are aware of the happenings on the resort. Better, if they are encouraged to try out some services.

Guests are able to reserve some service via the guest portal.

The guests are able to book 1 or more service on the portal and the system notify the staff right away.

Check-out process will be easier and convenient.

There are 2 ways for the guests to check themselves out. Guests are able to just leave the key on the room, check-out using the guest portal and the system then will simultaneously send a goodbye letter to the guest and notify the staff. The other way is for the guest to directly approach a receptionist to notify of their check-out and return the key.

Post stay services

The GMS will annually send an email to guests that have stayed with the resort about special offerings, or events that are happening on the resort. It is to encourage them to visit the resort or helps the hotel to achieve referral guests

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31272 | Project Management and the Professional Spring 2019 Assignment 2

Measurable Organisational Value (MOV) The main focus and goal of this project is to improve the quality of GMS, used by the resorts to improve the overall experience for the guests. The guests will be able to have their utmost experience with the new GMS, the system will allow guests to check-in, personally set their preferences for the stay, arrange their schedule, make a service reservation, put in special request, and so on. The main focus is to allow the guest to personalize their entire stay to let them feel free to choose how they want to experience the stay. The value of the new GMS can be seen on how it will increase the guests experience with the resort. Satisfied guests will not hesitate to leave a good feedback of their experience and it could potentially lead to them referring the resort to the other potential guests. The feedback left by guests, all good and bad reviews, can be used to further improve the resort in many aspects. The more the resort as a whole, reflect on the feedback left by the guests and improve, the higher the value of the resort this is the importance of a good GMS. This project’s cost is currently budgeted at $1,800,000. The success of this project will bring significant benefits to both PMP and PRG in the longer run. It will improve the resort’s profit and widen their guests connection. While on the other hand, PMP may be offered a partnership by RAH to joint with them as the parent company.

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31272 | Project Management and the Professional Spring 2019 Assignment 2

Outline of Project’s Scope In-Scope The following are lists of in-scope items: Sales and Marketing ID

Name

1

Merchandise

2

Advertisement

Finance ID

Name

3

Statistics

4

Inventory

Operations ID

Name

5

Reservation

6

Payment

7

Maintenance

8

Customer Service

9

Child Care

Human Resource ID

Name

10

Employee Management

IT

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31272 | Project Management and the Professional Spring 2019 Assignment 2 ID

Name

11

Database

12

Online Booking

13

Website

14

Internet Access

Out-Scope The following are lists of out-scope items: Finance ID

Name

16

Investment

17

Asset

Operations ID

Name

18

Restaurant

19

Store

10

Equipment Hire

IT

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31272 | Project Management and the Professional Spring 2019 Assignment 2 ID

Name

21

Smart Home System

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31272 | Project Management and the Professional Spring 2019 Assignment 2

Initial Project Assumptions and Constraints The project plan was created based on the key assumptions noted in the project charter. Changes that apply to these initial assumptions may change the project timeline, project cost, project scope and project quality. The following are the initial assumptions of the project: ● All staff involved in this project are professionals ● This project adapt cloud database technology. ● The system will be build from scratch ● The system will be based in English Language. ● External Experts might be needed to support the project progress. ● The system is expected to meet all specification document. ● The project’s cost expected not to exceed budget. ● The project is expected to finish on time. ● There should be a weekly progress meeting with PRG. ● All project’s progress must be well documented and supervise. Constraints are limitations imposed on the project, such as limitation of time, budget, or resources. The following are the initial constraints of the project: ● ● ● ●

The NDD diagram and the Gantt chart provided in this document may subject to change. There are no specific Human Resources available at the time this paper was made The time frame stated on the paper is not accurate. Testing and debugging phase might take longer than expected.

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31272 | Project Management and the Professional Spring 2019 Assignment 2

Project management planning and control strategies Stakeholder In order to develop a Guest Management System that will satisfy the stakeholders, the project manager has to actively manage the team and engage with stakeholders, in order to carry out the project smoothly. This section will list stakeholder details and communication plan for each related stakeholder, based on their interest, influence, role, objectives and strategy.

External Stakeholder Stakeholder

Interest (Low Medium High)

Influence (Low Medium High)

Role

Objective

Management Strategy

PMP CEO

H

H

Oversees the project and provide executive decisions.

To deliver the success of the project objectives.

Keep informed of the project’s financial, status, and progress report

Ensuring that the report met the standard and securing future deals with PRG. PMP Executive

H

H

To manage and maintain the progress of the project.

To manage the overall operations and resources of a company

Keep informed of the financial report and project’s progress

PMP Project Manager

H

H

Organizes the project initiation, planning, design, execution, monitoring, controlling and closure of a project

To ensure that the team’s productivity, and to deliver the project execution and implementation.

Regular discussion with PRG Manager about any changes. Keep informed of the project’s progress and status.

PMP Project Team Leader

H

M

Organize the team and developers.

To ensure that the team was able to understand the project and develop the system as requested

Keep informed of the project’s progress and status.

PMP Project Team Member

M

M

Execute instructions from Project team leader

To ensure that the instructions provided by the leader were executed correctly.

Keep informed of the project’s instructions and timeline.

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31272 | Project Management and the Professional Spring 2019 Assignment 2 GMS Developer

H

M

Developing the GMS System

Successfully develop a working and bug-free guest management system.

Have a daily meeting, understanding the project’s goal, set budget, and timeframe.

PMP Maintenance Team

M

L

Maintain system functionality.

Making sure that the systems are working smoothly.

Keep informed on any notice about the system’s status.

Customer

M

M

Use and provide customer feedback on the system

To use the new guest management system.

Provide any feedback via email and survey.

Internal Stakeholder Stakeholder

Interest (Low Medium High)

Influence (Low Medium High)

Role

Objective

Management Strategy

RAH Boards of directors

H

H

Overseeing the progress and outcome of the GMS project.

Modernise the information system of the subsidiary company of RAH.

Keep informed of the project’s financial, status, and progress report

PRG Board of Directors

H

H

Project funding and approval.

Maximize the efficiency of the resort’s system and maximize the profit

Keep informed of the project’s financial, status, and progress report

PRG CEO

H

H

Oversees the progress of PMP’s project.

Business negotiation with PMP CEO to ensure the success of the project.

Keep informed of the project’s financial, status, and progress report

PRG Executive

H

H

Managing PRG’s Operations and making high-level corporate decisions.

Maintain the company’s growth, stability, and profitability.

Keep informed of the project’s financial, status, and progress report.

PRG Manager

H

H

Planning and executing routine functions and activities.

Maintain the operations to improve quality, productivity, and efficiency.

Consultations on key aspects such as requirement, timeframe, budget. Keep informed of the project’s progress and status.

Communication Plan

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31272 | Project Management and the Professional Spring 2019 Assignment 2 Stakeholder

Report required

Time due

Produced by

Delivery format

PMP CEO

Progress Report, Status Report, Financial Report

Fortnightly

PMP Executive

Email, Report Paper, Meetings

PMP Executive

Progress Report, Status Report, Financial Report

Weekly

PMP Project Manager, PMP Project Team Leader

Email, Report Paper, Meetings

PMP Project Manager

Progress Report, Status Report, Financial Report

Daily

PMP Project Team Leader

Email, Report Paper

PMP Project Team Leader

Progress Report, Status Report, Financial Report

Daily

GMS Developer, PMP Project Team Member

Email, Report Paper

PMP Project Team Member

Instructions

Daily

PMP Project Team Leader

Email

GMS Developer

Build iterations, requirements

Daily

PMP Project Team Leader

Email, Report Paper

PMP Maintenance Team

Status Report

Weekly

PMP Project Team Member

Email, Report Paper

Customer

Satisfaction Survey, Progress Notice

Monthly

GMS Developer

Email

Additional comments

The developer will update after every sprint.

Progress Notice will be given every month via email. Satisfaction survey will be sent after the developer finish building the beta build launch

RAH Boards of directors

Progress Report, Status Report, Financial Report

Fortnightly

PRG Board of Directors

Email, Report Paper, Meetings

Any changes on budget requirements and timeline will be updated. The progress report will also be given every 2 weeks.

PRG Board of Directors

Progress Report, Status Report, Financial Report

Fortnightly

PRG CEO

Email, Report Paper, Meetings

Any changes in budget requirements and timeline will be updated. The progress report will also

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31272 | Project Management and the Professional Spring 2019 Assignment 2 be given every 2 weeks. PRG CEO

Progress Report, Status Report, Financial Report

Fortnightly

PRG Executive

Email, Report Paper, Meetings

Any changes on budget requirements and timeline will be updated. The progress report will also be given every 2 weeks.

PRG Executive

Progress Report, Status Report, Financial Report

Weekly

PRG Operational Manager

Email, Report Paper, Meetings

Any changes on budget requirements and timeline will be updated. The progress report will also be given every 2 weeks.

PRG Manager

Progress Report, Status Report, Financial Report

Weekly

PMP Project Manager

Email, Report Paper

Any changes in requirements will be discussed with the PMP manager.

Agile / Waterfall This section will discuss the system development approach thoroughly, we will also compare agile and waterfall as the choices of methodology in developing guest management system for the PRG. At the end of this section, we will recommend which development approach will work best with this project. Both waterfall and agile has its own advantages and disadvantages. The Waterfall model are linear process of project management. It consists of seven phases, where each phase will depend on the deliverable of the previous phase. Waterfall works best when the project is clear, and the requirements are not changing frequently and clear. This type of development are highly dependent on the project team, and have very minimal intervention from customers. Since the testing is done after all software functions were built, this makes errors or bugs very hard to fix. This type of development approach are very risky, which makes this development approach unsuitable for the current project. The second development approach is agile. Agile is a development model where software is developed in incremental, rapid cycles. This process of incremental releases will build the next function based on the previous function. This type of development work best when the customers is unsure of what they really need. Since testing were done after every incremental release, the developer can detect any errors faster which makes it easily fi...