Project Management Plan: Cheap Calls for International Students and Tourist - Term Paper Example

Executive Summary The purpose of this project addresses the immediate need and tourists in Brisbane to be provided with an alternatives means of communication. Basically, the initial concept, developed by Queensland University of Technology (QUT) offers cheap international calls for tourists and foreign students. Despite the competition in information and communication technology (ICT) overseas telephone calls remain expensive. Service providers are citing the increased cost in overhead as the primary reason for the costs of international costs to remain high. Initially, QUT will start the project and will subsequently be turned over to a private firm after income targets have been satisfied. The project will require 100,000 AUD and the project will commence operations 6 months after the conception has been accomplished. 1. Project Need This section discusses the overall perception of the project and the specific details agenda of project. 1.1. Project Management Plan Function This document serves as the framework that will guide the project implementers during the course of the project cycle. In addition, this document will serve as the basis for future decisions relative to the project. Furthermore, all undertakings and connected endeavours will emanate from the project management plan. 1.2. Business Objectives The primary objective of the business is to provide a cheap communication alternative that will cater the needs of foreign students and tourists. The business will be established in QUT and will absorb all the cost in its early operations. Basically, QUT has been working to create quality communication options to the aforementioned clients. 1.3. Project Objectives The main objective of the project is to establish communication centres that will cater the needs of tourists and foreign students. This is achieved through construction of booths complete with communication gadgets and Internet connection. Also, the project will supplement the quality equipments with top notch service delivered by the personnel in-charge of such task. 1.4. Service Delivery Requirements The project requires a building that will serve as the site for customers to make their phone class. Also, the developers will procure equipments, machineries, and furniture needed for the project. These include phones, computers, peripherals, other relevant gadgets, tables, chairs, and fixtures. Another important requirement of the project is the connection which will be provided through voice over internet protocol (VOIP). Essentially, the project aims to meet the business objective to provide ample communication arteries to target clients. It has recognised that the communication system in QUT is limited in terms of providing sufficient facilities to tourists and foreign students. Thus, creating the project will definitely boost the capacity of QUT to meet those insufficiencies. 1.5. Anticipated Benefits For the project developers, the business will be projected as profitable and will compete with commercially established ICT centres. Foreign students and tourist will directly benefit from this project as their expenses for making international calls will be cut. Also, the project will become an influential player in the market because of its cheap and quality approach. Indirectly, even customers excluded from the target of the project will be benefited. 1.6. Project Deliverables The main deliverable of the project is the telephone booths. Each booth will have complete equipments such as phone, computers, and other peripherals. Also included in the deliverable is the free Internet access to all foreign students in QUT. 2. Scope Management This section details the coverage of the project including the assumptions and limitations expected by the project initiators. 2.1. Scope Statement The project will specifically focus on tourist and international students residing in Brisbane. This means that citizens of Australia are encouraged to acquire service from other companies. Unlike the strategies of commercial companies, the telephone booths will be situated in the office of the company. Aside from the international calls, students will be provided with internet services. Basically, domestic calls are excluded from the services provided by the company. 2.2. Assumptions and Constraints Access to the market wills an important concern for the project. The early stages of the operation will show that foreign students from QUT and tourists within the area arte considered as the clients. The project will then expand once another entity assumes operations. Nearby universities and colleges with high population of foreign students will be in the next agenda. 2.3. Scope Change Control Because the scope is critical to the company, a board will be created composed of representative from each department. Changes are discussed holistically and discussions are undertaken monthly. Criteria are set to serve as the guide for making the decisions. The administrative, customer service, marketing, and finance departments will be created from the existing organisation. 3. Governance This section highlights the structure of the project and the methods to be used in effectively governing the organisation. 3.1. Project Organisation Project management is as task that is handled by different entities in the business. The selection of quality communication methods will be done by a technical group to be formed by QUT. Eventually, the team will also undertake projects that are technical in nature such as selection of equipments for the project. The establishment of the booths will also be handled by the same technical staff. Each department created by QUT will be allowed at least a representative to allow the discussion of all elements that are essential to project management. 3.2. Project Governance The project will be led by the IT director of the QUT. Most of the staff that will comprise of the technical working group is from the faculty and staff. Also, QUT will also commission its employees working in the marketing and finance departments. 3.3. Governance Management Process The project considered different areas where governance will be focused. The first area manages the demand particularly the initiatives that improve demand level. The second area pertains to portfolio management, which involves investments plans. The third area entails the governance of services offered by the organisation. The fourth area details resources allocation which is vital to the success of the project. The fifth area outlines financial management and the policies accompanying such task. The final area covers the assets of the company. Proper management and governance of assets are critical in maintaining service quality. Project delivery is reviews once a month and approvals are made by the IT director. 4. Human Resources Management This section involves the value of employees that are provided with specific responsibilities and other resources that are needed to improve the performance. 4.1. Roles and Responsibilities Each project team has an expert that leads the team. All project team have specific functions that were previously discussed. The experts are tasked to oversee all the activities in their specific jurisdictions. Among the project teams, the customer service and technical support have the most number of staff. The project team necessitates personnel who can assist and guide customers in making international calls. Technical support personnel are in-charge of maintaining the infrastructures, equipments, and connection. The marketing and sales staff in tasked to provide information campaign and advertise the products among target customers. The administrative project team handles some tasks that are normally handled by different departments in other firms. These include procurement, and human resources development. 4.3. Other Resources The suppliers are considered vital for the company. The failure of the suppliers to meet the standards needed for the project will spell trouble. Another important external resource is the service provider. Reliability and availability are the keys in choosing the best service provider. The support of the consumers groups is vital to the project. Specifically, the organisation targets the groups of international students in universities. 4.4. Human Resources Management Process The experts in each project team are responsible for the evaluation of each employee. Monthly reports are presented to determine team members that deserve training and promotion. It is also possible that some employees perform best in different project teams. In this situation, the experts determine the project teams where the employee can provide the greatest contribution. Concerning the other resources, it is important for the experts to ensure that harmonisation is established and sustained. When experts are out of work, project teams have specific assistants to tackle the task provided to the project team experts. 5. Cost Management This section entails the financial side of the organisation, which includes the different aspects found in the financial reports. 5.1. Budget, Revenue, and Cash Flow Requirements The initial budget of the project is 100,000 AUD. In the first year of operations, it is expected that 80% of the project, which is 80,000 AUD will be used. From the figure mentioned, 48,000 AUD will be used to purchase equipments and other physical attributes of the company. Moreover, 20,000 AUD will be needed to compensate the project team experts and the staff needed for the project. Also, 12,000 AUD will be required to have Internet connections and the access to basic utilities. The target of the project is to acquire income that will eventually finance 50% of the project cost in the first 6 months of operations and will increase until the clients will become the main contributor of the project funds. 5.2. Cost Management Process The project team in-charge of the cost management process is the finance team. Cost monitoring involves the analysis of prices in the market. The finance department oversees the movement is the industry that will likely affect price. The reporting of financial statements will follow the basic rules adapted in Australia. It is important for the company to conform to the policies as stipulated by the accounting board. Cost control is conducted with other experts form the different departments to determine the areas where cost have to be minimised. 6. Quality Management This section details the initiatives the organisation undertake to ensure that quality is maintained in all levels of functions. 6.1. Quality Requirements The organisation identifies quality as a primary goal of the project. Quality means the delivery of superior service and the project has to be a better alternative compared with the options available in the market. The organisation addresses emphasis of quality in all areas of the company. Service delivery has to be fast and constant assistance to the clients is expected. Also, clients have to be protected from hassles such as bad connections. The operations team ensures that all equipments function efficiently. The workplace have to be safe with wires situated is areas only roamed by technical staffs. Also, heavy equipments are properly stationed and instructions are placed near the equipments to avoid accidents. Furthermore, the organisation includes the environment in its quality priorities. It is imperative for the working calling areas to be cleaned and wastes are properly disposed. 6.2. Quality Management Process Because of the nature of the quality planning, the bulk of initiatives are considered as project team concentrated. This means that each project team will be responsible for most of the quality development. The quality of service is highly dependent on the ability of the customer service group. The technical support team is also maintains the effectiveness of the equipments. The administrative project team ensures that the environment is safe and free from elements that are hazardous to health. It has to be noted though that these quality initiatives are best undertaken with the coordination of all project teams. 7. Time Management This section illustrates the target milestones that the organisation has to exhibit given a particular period of time. 7.1. Schedule and Milestone Requirements Period Milestone Personnel In-charge January Strategic and Operational Planning Project Team February-April Establishment of Office Site Administrative Project Team March-May Procurement of Equipment Administrative Project Team February-May Hiring of Personnel Project Team February-June Promotion and Advertising Marketing Project Team May Systems Check and Debugging Technical Project Team June Start of the Operations Project Team 7.2. Time Management Process Time is an important element in the project. In the same manner, time management is considered as one of the key to success. All departments are part of the process and have to be efficient. It is important that target dates are met and if possible activities are accomplished before the proposed period. 8. Communications and Change Management This section describes that manner in which information flows in the organisation and the capacity of the company to adjust to change. 8.1. Communication Plan Communication within departments is relayed to the department head for group discussion. Information that concerns the project is disseminated after monthly meetings are held. Each project team is responsible to detail information to team members. Also, systems have to be available to accessed by all members for information. 8.2. Change Management Meetings are scheduled to discuss possible changes in the system. Project concerns are discussed individually and the presence of other projects teams is required when the changes another team besides the department concerned. Changes that will affect the entire organisations are initially discussed by project heads. Details of the changes will be relayed to the subordinates after decisions have been made. The changes will still be subject to review and approval done by the IT director of QUT. 8.3. Communication and Change Management Meetings within the department are held once every quarter. Likewise, department head gather once in each quarter. Minutes of the meeting are recorded accurately and suggested actions are also accounted. Decisions made by departments and the entire organisation are posted in bulletin boards. Management of communication and change entails proper coordination among concerned individuals and groups. 9. Risk Management This section highlights the strategies that the organisation plans to undertake to mitigate the adverse effects caused by risks. 9.1. Risk Management Plan In managing the risks, the company firsts identifies the possible risks that will affect the organisation. For the organisation, there are several risks that can affect project performance. First, some companies can develop similar project with better offers and attributes. Second, some tourists and international are more accustomed with the traditional method such that the project will gain less support. Another important risk is the rising cost of technology. Finally, the project teams have to discuss the potentials of operations to change because ICT is ever-changing. 9.2. Risk Management Process The organisations can use two strategies in developing risk management initiatives. The first method is the preventive strategy, which anticipates the likelihood of the risk to occur. Actions are already manifested even before the risks take effect. The second method is the contingency strategy, which acts to reduce the damage caused by the risks. A group will be formed by the organisation to determine possible risks and develop specific actions to reduce the damage of the risks. 10. Contract and Procurement Management This section details the procurement process and the contracts that the organisations will undertake. 10.1. Procurement Plan The procurement process starts with the determination of the organisation needs. The project will have to prefer as this option provides long-term benefits. The project team will canvass for possible suppliers and evaluate the each supplier. It is important to address cost effectiveness and quality in choosing the suppliers in the market. 10.2. Procurement Plan Management Basically, all the needs of the organisation are properly documented in the operational planning. Also, procurement is manifested as he need arises. On the other hand, contracts have to be properly secured by the organisations. Definitely, all legal stipulations are satisfied to avoid complications. 11. Project Finalisation This section is the final phase of the project and proposes methods of actualisation before the project is implemented. 11.1. Commissioning Plan Developing a commissioning plan is crucial to implementing a successful commissioning process. The plan outlines each member’s role and commissioning responsibilities includes a schedule and scope of commissioning activities. The initial development of the commissioning plan occurs in the early stages of design. The commissioning provider develops and maintains the plan. 11.2. Project Review Plan The project plan will reviewed by the team composed of the experts from each project team. The team will identify certain strengths and weaknesses of the plan and the current deliverables established. Subsequently, the team will identify future deliverables to further improve the possibility of success. 11.3. Project Handover Plan Before the project is handed over, these activities have to be accomplished: programmes of key milestones and deliverables have to be established; maintenance team roles and responsibilities have been determined; training requirements are detailed; requirements for asset registration have been identified; maintenance costs and budget have been established; and plan for witnessing testing and commissioning is completed. 11.4. Project Warranty Plan The developers of the project provide a period of warranty for the project o be implemented before changes are made. 11.5. Project Close-out Plan Before the project is terminated, it has to be noted that aspects such as key success, areas for improvement, and lessons learned are documented. Read More