New Training Premises of Broadway Training Partners - Assignment Example

UNIVERSITY OF TECHNOLOGY SYDNEY FACULTY OF ENGINEERING & INFORMATION TECHNOLOGY Project Plan for new training premises for Broadway Training Partners ASSIGNMENT 2 32541 Project Management Subject Coordinator/Tutor: Submission Date: Name: Signatories: S No. Name Responsibiltiy Signature Date 1. Mr. Mark Jones CFO 2. Steve Smith GM - Training 3. Mr. John Stuart CIO 4. Sam Bette GM - Customer Service 5. Alli Hassan GM - Sales & Marketing 6. Ms Allanah Jones CEO/Sponsor 7. Peter Millard Project Manager Important: By approving this project charter, I accept that the contents are correct and to the best of my knowledge, and all the resources and budget required are approved by the senior management. IMPORTANT. I confirm that all the project charter contents are correct to the best of my knowledge and I am ready to support the project in all aspects. All the required resources have been requested and approved by senior management. Name Role Signature Date Peter Millard Project Manager Executive summary This project plan will provide detailed plan for a new training premises project for Broadway Training Partners. The project aims at increasing the capacity of BTP to accommodate more clients to meet the demand for corporate training. This decision was arrived at keeping in mind the current competitive training market. This report plan provides the project framework that serves as an agreement with the stakeholders including Project Sponsor and Executive Team of BTP. The plan is comprehensive document that identifies the measurable organization values (MOV), scope, quality, tasks and project risk. The project will enable BTP to become the number 1 corporate training provider in Australia by the end of 2014. This will be achieved by doubling the number of training courses run per annum and securing an additional 10 major corporate clients. The new training centre project covers finding the new training premises and refurbishing the premises to allow training courses to begin. The new premise project is expected to be completed by the end of September 2013 to enable commencement of the first training course on 1st October 2013. The budget allocation for this project is $12 million. Table and figures Table 1: Table of shareholders .............................................................5 Table 2. Project Budget allocation.........................................................6 Table 3. Task list...................................................................................10 Figure 1: Sequence diagram..................................................................12 Table 4: List of meetings........................................................................13 Table 5: Table of reports.........................................................................14 Figure 2: Project control structure..........................................….............14 Table of Contents Executive summary 3 Table and figures 3 Table of Contents 4 Purpose of the Project Plan 5 Background 5 Project’s Measurable Organization Value (MOV) 5 Project Stakeholders 6 Project scope 6 Project budget 7 Project time estimate 8 Sequence diagram 12 Monitoring and control strategy 13 Summary and Recommendation 14 References 15 Purpose of the Project Plan This project plan will provide detailed information on a new training premises project in Broadway Training Partners. The plan provides the project framework that serves as an agreement with the stakeholders who include: the project manager, project sponsor, project team, board and executive team members. The plan not only defines measurable organisation values that will take BTP in a successful direction through proper management, but also identify documentation scope, tasks, quality, risk and staff needs. It is a comprehensive document that will enable the project team to begin and to complete the work needed to realize the project objectives and goals. Background Broadway Training Partners (BTP) is an established organization in the corporate training market. It runs various training courses covering technical skills, management skills and executive training for specific clients or for standard courses where the participants come from a number of organizations. To meet the increasing the demand for corporate training in Australia, Broadway Training Partners (BTP) aims to create a new training centre to handle more clients. The new training centre project covers finding the new training premises and refurbishing the premises to allow training courses to be run. In the technology and IT section, it covers both the technology to be used in the actual training facilities and the support systems to manage the new training centre. These include all the training software, hardware, network infrastructure and security solutions etc. Project’s Measurable Organization Value (MOV) The company’s measurable organization values are as follows: Be able to complete the new training center project within the allocated budget Train the staff to use and manage the new system efficiently Be able to handle double number of training courses run per annum and securing an additional 10 major corporate clients. Enable BTP to become the number 1 corporate training provider in Australia by the end of 2014. Project Stakeholders The project stakeholders are as follows. Name Responsibility Email Address Phone No. Mr. Mark Jones CFO - Financial Officer markjones@btp.com 0451-234-567 Steve Smith GM - Training steve.smith@btp.com 0441-243-556 Mr. John Stuart CIO - Information john.stuart@btp.com 0444-223-267 Sam Bette GM - Customer Service sam.bette@btp.com 0442-134-069 Alli Hassan GM - Sales & Marketing alli.hassan@btp.com 0453-437-231 Ms Allanah Jones CEO - Sponsor allanah.Jones@btp.com 0445-333-432 Peter Millard Project Manager Peter.millard@btp.com 0446-564-445 Table 1: Table of shareholders Project scope This section will define the scope of the project, but it can be modified basing on the additional requirements. If there will be more changes the project sponsor, Ms Allanah Jones, will have to approve. The project scope is as follows. 1. Training centre building refurbished 2. Training rooms will be made available. They include: Technical training room similar to Building 10 Labs Management training room similar to Building 10 tutorial rooms Executive training room similar to Building 10 tutorial rooms but for a maximum of 10 participants 3. Breakout rooms similar to those on Level 2 of Building 10 will be made available 4. Wireless Internet access created throughout the training centre. 5. The maximum number of participants in a technical training course will be 20, in a management training course will be 15 and in an executive training course will be 10. 6. Software identified for Teaching Theatre Remote Management, Course Development, Content Management, Training Bookings, and any other areas identified by BTP staff. 7. BTP staff are trained to use the new systems. 8. Find and purchase premises for new training centre 9. Migration of business applications and data and existing training course materials 10. Migration of existing training course materials Technical section: 11. IT architecture plan covering network infrastructure, data, software, hardware, and security. 12. Hardware, network infrastructure and security solutions will be purchased under an RFP. 13. Appropriate training software will be purchased Software section: 14. Staff from BTP determines the software requirements. 15. Using the documented software requirements, the Project Manager, the Chief Financial Officer (CFO) and the GM-Training will research available products and purchase database management system. Project budget The budget is allocated to different project components as shown below. Project component Cost $A (million) Software (identify, purchase & implement) 2.0 Database (identify, purchase & implement) 0.6 Training (BTP staff) 1.0 Hardware (identify, purchase & implement) 1.4 Network infrastructure (identify, purchase & implement) 1.5 Security components (identify, purchase & implement) 0.5 Project staff costs (BTP staff only) 1.0 Training Centre design layout and technical specifications 0.6 Training Centre refurbishment 0.8 Search for new Training Centre Building 0.25 Purchase of new Training Centre Building 3.75 Migration of business applications and data and existing training course materials 0.9 Migration of existing training course materials 0.8 Contingency 0.9 Total 16 Table 2. Project Budget allocation A large proportion of the budget is allocated to new training centre building. In general it takes $ 3.75 million excluding equipments and other materials. The next most expensive item is the software development. This attributed to the fact that it being outsourced together with control and monitoring and also covers travelling expenses. The expense total expense is $ 2 million. Network take $ 1.5 million which cover for general expense for networked computers, wireless access points, cables, backbones, switches, routers, network protocols, and others. Hardware takes $ 1.4 million in budget allocation. This is main used for purchasing quite expensive items as may be required in hardware including scanners, computers, printers, datacenters, air conditioners, cables and others. BTP staff training and Project staff costs are allocated $ 1 million each. This will be for training rooms and materials, employees’ salary etc. Contingency plan is allocated $ 0.9 million since risk management is very important strategy for BTP. The same amount is allocated to the Migration of business applications and data and existing training course materials. This is mainly paid for labor when performing the exercise. Migration of existing training course materials is allocated a budget of $ 0.8 million, because there are a lot of materials to be transferred. The same amount is allocated to the Training Centre refurbishment because the building has reach to the company standards. Database purchase and data migration is about $ 0.6 million as per the suggestion of software specialist. About $ 0.6 is also allocated to the Training Centre design layout and technical specifications. The amount is genuine considering the complex and technical expertise requirement. Security solutions take $ 0.5 million, mainly for identification, procurement and implementation process. The least expensive activity is the search for new Training Centre Building which is about $ 0.25. This is mainly for traveling and making calls. Project time estimate The project is estimated to take the optimistic time of 13 months and the pessimistic time of 25 months. This project must be completed by the end of September 2013 to allow the first training course to start on October 1st, 2013. The most likely time estimate for the project is 16 months using PERT technique. The following formula calculates the most likely time estimation and the result is 17 months. Actual estimate = (Optimistic + (4*most likely) + Pessimistic) / 6 Actual estimate = (13 + (4*16) + 25)/6 = 17 months. These times estimates are subject to the following: • The board and other senior executives have given their full support • Whatever is needed will be made available to the project team • The CEO of BTP will be the Project Sponsor The task list is shown in the table below. Tasks Tasks Name Time (days) 1. IT Architecture development plan 1.1 Determine the specifications like the capacity and the number of management, executive and technical training rooms as required. 2 1.2 Determine the hardware required for each type of room 1 1.3 Determine the require infrastructure of the network 1 1.4 Holding a workshop to alter network architecture 1 1.5 Create a rough draft document for network architecture 1 1.6 Create a final draft for network architecture 2 1.7 Determine the required security solution. 1 1.8 Produce a Technical Requirements draft 2 1.9 Review the draft by the stakeholders 1 1.10 Revise the draft 2 1.11 Submission of the final draft 1 1.12 General survey for software infrastructure like programming frameworks, database architecture etc. 2 1.13 Organize the Architecture of the Software 4 1.14 Create and Review draft plan for Software Architecture 5 1.15 Create final Software Architecture plan document 5 1.16 Determine the company’s standards and rules in network infrastructure. 4 1.17 Create and review a draft for network architecture 3 1.18 Create security standards and policy for Security Architecture 4 1.19 Create and review a draft for Security Architecture 5 1.20 Prepare a final plan for a general IT architecture 4 Deliverable: IT Infrastructure plan document Milestone: IT Infrastructure development planned successful 2. Purchase and installation of Network Infrastructure, Hardware, Software and Security Solutions 2.1 Determine the best software, hardware, digital rights management and database required 4 2.2 Define and review the criteria to be used in selection 2 2.3 Create and Advertise a Request for Proposal (RFP), shortlist and identify the supplier 5 2.4 Sign a contract with the supplier identified 2 2.5 Installation of the newly purchased resources like software, hardware, security solutions, network infrastructure etc 4 Deliverable: Hardware requirements plan document Milestone: Hardware requirements determined successful 3. Purchase and refurbishment of training centre building 3.1 Looking for the appropriate premises 7 3.2 Purchased to house the new training centre 2 3.3 Create the final technical components document and submit to Wattle Constructions 5 3.4 Invite Wattle Constructions to perform “Due Diligence” and confirm the building centre structure. 2 3.5 Define the BTP company standards to Wattle Constructions 1 3.6 Negotiate the agreement with Wattle Constructions and sign the contract 2 3.7 Define Service Level Agreement (SLA) that includes Budget, completion date, governance, integrated delivery, performance monitoring 2 3.8 Refurbishment started by Wattle Constructions 14 3.9 Refurbishment finalised by Wattle Constructions 4 Deliverable: Training centre building plan document. Milestone: Purchase of training centre building plan successful. 4. Developing Software requirements 4.1 Conduct a workshop and determine the software requirements with BTP staff 2 4.2 Assemble the software requirements 1 4.3 Generate a summary of software requirements 2 4.4 Construct a questionnaire 2 4.5 Conduct the survey using the questionnaire 2 4.6 Do analysis of the questionnaire results 2 4.7 Create a software requirement draft 2 4.8 Review the software requirement draft 1 4.9 Create a final software requirement document 2 4.10 Present the final document 2 Deliverable: Software requirements plan Milestone: Software requirements determined successfully 5. Produce Initial software design 5.1 Draw a rough draft of use case diagrams 2 5.2 Draw a final draft of use case diagrams 2 5.3 Draw class diagrams 4 5.4 Draw data flow diagrams (DFD) 4 5.5 Create a data dictionary 4 5.6 Design initial graphical user interface 4 5.7 Review the graphical user interface design 1 5.8 Produce a final graphical user interface design 4 Deliverable: Software design plan Milestone: Software design built successfully 6. Test and Implement the new system 6.1 Implement the final software 10 6.2 Draft a test plan 4 6.3 Review the draft 2 6.4 Create final test plan document 4 6.5 Implement the test plan 8 6.6 Identify the defects of the test plan 2 6.7 Create a report for the test outcome and presentation 2 6.8 Correct the system defects 2 Deliverable: New Training Centre Software Milestone: New Training Centre Software implemented successfully 7. Migration and applications to new system 7.1 Determine the migration requirements for BTP 2 7.2 Draft data migration requirements 2 7.3 Review the draft 2 7.4 Create final data migration requirements 4 7.5 Create a migration plan 4 7.6 Create a backup of old data and business applications 4 7.7 Load the old data and business applications on the new system 10 7.8 Test the data and application on the new system 4 7.9 Produce test results 2 7.10 Make the necessary changes 2 7.11 Verify that the migration is complete 2 Deliverable: Data migration plan Milestone: Successful data migration 8. Staff Training 8.1 Determine the training requirements 2 8.2 Determine the training objectives 4 8.3 Produce training program plan 4 8.4 Choose tools and methods to used for training 4 8.5 Determine the number of staff members to be trained 2 8.6 Select the trainers 2 8.7 Distribute the training schedules to staff 2 8.8 Start the training and orientation 2 8.8 Conduct the main training 18 8.9 Assess trained members of staff 10 Deliverable: Training plan Milestone: Successful Staff training Table 3. Task list Sequence diagram Figure 1: Sequence diagram Risk management strategy The procedure used to identify risk and manage risk in this project will be as follows: Identification of risk- This is done through brainstorming in a workshop with IT and business people. They carry out identification of the potential risk by brain storming and studying the standard risk list. It is also done through Interviewing and diagramming Quantification of risk- This is done in two dimensions which include: assessment of the impact of the risk whether the risk is big or small and assessing the probability of the risk occurring. Response to risk – After the potential risk has been identified and quantified, a response action is taken. The main ways of dealing with the potential risk are: avoiding the risk, mitigation and accepting the risk especially if it is so small. Control of risk – There will be continual identification and review of risk to note any change in status. This is done by use of risk probability and impact, outstanding action, removal of past risks and identification of new ones. For example to if there is a potential conflict of the stakeholder’s views a workshop is set so that all the views taken into account. The aim and objective of the project is also made clear. Monitoring and control strategy This will involve comparing planned performance with actual performance and taking the corrective measures to achieve the desired objectives. There will also be continual monitoring and taking control through regular identification of variances from the plan and taking the necessary action to ensure that the project objectives are met. This work will be done through frequent meetings by the steering committee and project team members. The following are types meetings which will be conducted and reports. Project meetings Meeting Description Frequency Steering Committee meeting The meeting updates and discusses the progress and status of the project. Monthly Project Team status Meeting The meeting give updates of the project status to the project manager and the team members. Monthly Risk identification meeting It identify the potential and possible solution to risk Weekly Video conferencing It gives a general modelling, clarify any requirements and clear any doubts. Weekly Table 4: List of meetings Project reports Report Purpose Frequency Status report The report discusses and highlights all status and progress of the project. Weekly Review report It shows that project work is completed according to specific standards and established requirements. Weekly Forecast Report It predicts future status or project progress. It shows expected project completion cost and date and analysis. Weekly Financial report It give a preview of the expenditure and the financial status of the project Weekly Checkpoint Report This report gives work status of each project team member. Monthly Table 5: Table of reports The figure below shows a project control structure followed by BTP Figure 2: Project control structure Summary and Recommendation This project allows clients to access courses covering areas such as technical skills, management skills and executive training. The courses are either custom built for specific clients or are standard courses where the participants come from different organizations. This project also will handle all the risks with a clearly defined risk strategy and is properly managed through a clearly defined monitoring and control strategy which avoids any ambiguities in the project. The staff members are trained so that they have a clear understanding of the project and there will be no problems in future. This project will not only enable BTP achieve its goals but also will benefit BTP clients; hence it is recommended the board, senior executive and all stakeholders involved give their approval for this project plan so that this project can be started as early as possible. References Kerzner H., 2009. Project management: a systems approach to planning, scheduling, and controlling, 10th edition, Hoboken, N.J.: John Wiley & Sons Cleland D.I., Ireland L. R., 2006. Project Management: Strategic Design and Implementation, the McGraw-Hill Companies, 5th Ed., McGraw-Hill Prof Med/Tech. Read More