Project Planning & Management

Anit Thapaliya Project Planning And Management Page 1
5/3/2012
Rosie Perry Company
Submitted by: Anit Thapaliya
Students ID: 11071425
L2C2
Submitted to: Prashant Lal Shrestha

Introduction:
With the explosive change in the field of technology all the business form are directly affected
by its different feature. The CMS system for the web is one of the fine results that involve within
this explosive change in the field of technology. The CMS system usually refers to the system
where the daily activities are tackled dynamically. In fact the CMS system is neither a product
nor a technology it is just a conceptual thinking that merged a set of the process together
(Browning & Lowndes, 2001). This activity includes the processing of the information such as
information created, published and stored with the certain interval of the time (Corporation,
2010).
Scope:
This project is about the Indigo Party Planners, Rosie Perry’s Company and its CMS system
development. The basic business function carried out by the company is organizing the different
types of party for the clients. The system must include the overall business function of the
company. The new CMS system represents the major departure from the traditional manual
system. It enhanced the business procedure and maintains consistency in the business. The
proper backup plans for the company are automatically generated and technical problems are
reduced with the new proposed system. Normally the primary scope of the development of CMS
system for the Rosie Perry is to enhance the faster respond to the customer as well as to increase
the company revenues, accountability standard. This project normally includes the client
registration to maintain the client account for the company. With these client account customer
are allowed to book for the upcoming events. With helps of the CMS company can generate the
stock as well as sales report by considering the purchase and payments. The basic task that the
CMS system required to performed are maintaining the client account where each and every
individuals client first register into the system then booking can be made through the accounts
created. The basic task of the entertainment can also handle by the system as well as the catering
services also included there. Hiring of the facilities can be made through online process and
payment of the booking also made available for the online payments. Typically this project
doesn’t deals with the basic requirements fulfillments for the company. The logo of the company
can’t designed by the CMS system.
Statement of Assumption:
Normally the overall components required for the Rosie Perry Company are fulfilled by the new
CMS system that’s why the assumption in the system development isn’t specified as a huge
matter for the development. But from the initial phase of development we consider a manual
system of the static nature. Static nature of the system itself creates the problems for the
company to maintain its stability. Thus the dynamic site helps to avoid the static nature of the
manual system but the CMS system itself contains some disadvantages. The basic assumptions
made are listed below:

 Basically this CMS system works on the windows platform machine.
 This system can’t the task of the daily wages calculation of the staff.
 As the site being the dynamic nature all the person around the globe can access because it
supports the multiple languages.
 Content Management System and its application are change frequently.
 The customer will have to contact to the customer services regarding the problems about
the website functionality.
 The users of the CMS system are well trained about the each and every component of the
system.
 The system is suitable to run in any browser platform due to its dynamic nature.
 The stakeholders are ready to accept the old or used electronic equipment in case of the
delivery delay.
Smart Objectives of the project:
The smart objectives related to the project are listed below. These objectives are defined
according to the component of SMART. These components are defined as follows (University,
2007):
1. Specific: Its objectives should specify what they want to gain.
2. Measurable: It should be able to measure that the objectives are gain or not.
3. Achievable: It specifies that the objectives are achievable or not.
4. Realistic: It describes that the objectives can be gain within the resources available.
5. Time: It talks about the time frame of the project to gain those objectives
 To increase the efficiency of the staff by organizing the different motivational
program, adequate breaks and flexible scheduling for the project with in the
initiation period of the project.
 Improve the interaction/ meeting with the key stakeholder about the project
progress in order to increase the project sponsor satisfaction rate by the end of the
planning phase of the development stage.
Constraints:
The basic constraints interact with the Rosie Perry CMS development processes are listed below:
 The total budget allocated for the project is around £ 80,000/-. The project manager must
concern to complete the task under the proper control of the budget of the project.
 The time allocated for the overall system development is near 6 months so with this
period time the project manager must schedule the effective plan to complete the task.
 Without the internet facilities the system cannot operate.
 The system cannot allow its customer to book the venue outside the territory of London

Risk:
Each and every system is the real world is exposed to a certain kinds of risk and uncertainty due
to which the project duration may be changed as well as project development cost raised. There
are two types of risk for the project i.e. direct and indirect. The risk over which the project have
large degree of control are direct risk and risk with low degree of control or no control are
included as indirect risk (K. Jantzen, 2006). The risks that are exposed during the CMS system
development are listed below:
 The delivery of PCs and related other equipment delayed.
 The software you used doesn’t perform as expected or as specified in the
documentation.
Typically these risks are exposed to the project due to the poor planning during the initial period.
Here for CMS system the risk contains both the delivery delay as well as the failure of the
software to handle the business procedure. The other risks that can be introduced within this
project are listed below (Education, n.d.):
 Scope Risk:
 Scope change will be introduced without informing project management.
 Delivery Risk:
 System respond time will not be adequate.
 System will not be able to address the functional requirements.
 Physical Risk:
 Computer virus may stop the development process.
 Natural calamities, fire etc. may destroy the office.
 In-house member steal the information and exposed to other corporate competitors.
Approaches to deal with the risks:
Project Manager must make the possible approaches to deal directly with the risk in order to
identify the risk & its nature. The possible way involve during this phase are risk identification,
risk quantification, risk respond & control.
Impact of the risk:
The impact of the risk is measured in different ways for examples the risk at the implementation
stage are easy to handle and tackle but the risk at the higher level may destroy the project as well
as budgets. The impacts of risk are further categories on the four different types they are listed
below (Corporation, 2007):
 Schedule Impact: The working schedules are very much affected by the risk factors.
When the delivery of the project is delayed then the project schedule is directly affected.
 Cost Impact: Cost impact directly affects the project budgeting and makes the schedule
uncertain.

 Quality Impact: The risk factors are responsible for the reduction of the product quality.
 Scope Impact: The risk factors may change the primary scope of the company
Category of the risk:
The categories of the risk are based on the statistical degree of their impact. This factor
represents risk as the extreme, high, medium, low, and minimal (Education, n.d.). These factors
depend on the probability of the risk that may occur and the impact on the projects. Taking the
account of the first risk introduced in the Rosie Perry CMS system about the delivery delay of
the equipment order for the client is categorized as the (contractual/environmental) high risk
because it may effects the day to day business procedure of the company which leads to the loss
of capital during six weeks of time period. For this risk the probability is also high as well as the
impact. For the risk about the system quality and its performance the probability is low but the
impact is high where the company aims and objectives can’t be achieved and it is also listed as
the technical risk. Hence these sorts of the category help to pay more attention to the risk whose
probability as well as impact is high and handle them intelligently.
Contingency Plan for the Risk:
The contingency play reflects the activities that are planned to handle the risk that may exposed
during the project development. During the project development project manager required to
prepared the plan as an alternative for the risk. The plan helps minimize the impact of the risk.
For the risk listed above about the delayed in the delivery of the product the manager could
manage the alternative product such as old product that may utilize until the complete delivery of
the personal computers. And for the risk about the quality of the product the project manager
required to develop some audit plan regarding the testing of the product as per the scope of
requirements. Apart from this plan the project manager shouldn’t underestimate the scope
change of the project because the change in the scope play vital role for the development
process. Hence he required to prepare a wise contingency plan to tackle these sorts of problems
in order to develop a successful project.

Cost and Resources:
For determining the project completion time cost paly the major role. It includes the total cost of
the project, rate of the expenditure on the different topics etc. This information is very useful for
the project manager to make a baseline for monitoring the project. Not only the cost factors can’t
the project performed without the main resources. For any technological project the labor (staff)
is the first one to interact. The labor may be low level or high level programmer, designer etc.
other resources for the project are equipment, materials, transportation etc. (Handbook, 2003).
Costing for the project is handled this way:
Table 1: Costing for Staff
For Development of System (Goto, 1999):
Work (Staff) Cost
Project Evaluation and Definition £ 4,000/-
Site architecture and Information design (Art Designer) £ 3,000/-
GUI Design £ 5,000/-
Programming (HTML Production) £ 6,000/-
Usability Testing £ 1,500/-
Competitive Analysis £ 1,500/-
Copyright £ 4,000/-
Total £ 25,000/-
Table 2: Costing for Equipment
Item Cost
Personal Computer £ 20,000/-
Equipment (Stationery, electrical, ) £ 15,000/-
Others (Furniture’s, musical instruments etc. ) £ 20,000/-
Total £ 55,000/-
Total: £ 80,000/-

Work Break Down Structure Description:
Table 3: Work Breakdown Structure Descrition
S.N: WBS Code Element Name Description
1 None Rosie Perry CMS System A dynamic website for Indigo Party
Planner
2 1 Initiation The effort to start the project
3 1.1 Recommendation and
Evaluation
Overall process evaluation and making
decision for group effort
4 1.2 Develop Project Proposal The project manager’s project proposal
5 1.3 Submit project proposal The proposal is delivered to the project
sponsor
6 1.4 Project sponsor review on
proposal
The review make the decision for an
agreement
7 1.5 Approved & Agreement Legal decision between project manager
and project sponsor
8 2 Planning The work package for the planning stage of
CMS system
9 2.1 Create scope of user
requirements
Gathering the key requirements for the
CMS system
10 2.2 Project Team Selection Appointing the key personal for the project
development
11 2.3 Initial Team Meeting A formal meeting between the team
member
12 2.4 Development of Project
Plan
The analytical plan designed for the
smooth operation of the project
13 2.5 Submission of Project The project manager submit the plan for
approval
14 2.6 Milestone(Project Plan
Approval)
After the plan approved the team have
legal right to move forward according to
the plan
15 3 Execution The different work involve during project
execution
16 3.1 Verification of requirements The information gathered must be
validated before designing the system by
the team as well as project manager and
key stakeholders
17 3.2 Design System The initial phase for developing the CMS
system
18 3.2.1 User Interface/ Web Front
End
The design for the front end interface of
the CMS system usually include the front
desk, financial department, services, login
portal, Administrative interfaces as per the
need of the Rosie Perry’s Company
19 3.2.2 SQL Database/ Web Back
End
Defining the structure of the database for
the CMS system

20 3.2.3 Development It specifies the effort after the complete
design of the system component.
21 3.2.4 User Training A special training classes is provided to all
the user of the CMS system
22 3.3 Hardware Selection The project manager along with the project
sponsor select the suitable hardware
interfaces for the system
23 3.4 Testing Phase During the testing phase the system is
tested with the inside team member and
after with the project sponsor and different
users.
24 3.5 Prepare Design Report After the successful testing of the product
the team member generate the design
report based on the system specification
25 4 Control & Monitoring It describe the work involve in the
controlling and monitoring parts of the
system development
26 4.1 Steering Committee
Meeting
This meeting produce a conclusion on the
statement of the report prepared by the
team members on the system design
27 4.2 Report Validation After the steering committee meeting the
report is validated and give clearance for
the implementation
28 4.3 Risk Management For the risk management the development
team produce a risk management plan to
tackle with the possible risk in the different
phases of development
29 4.4 Modify Project Plan The project must re-schedule his plan as
per the project progress
30 5 Implementation Regarding the work for implementation
are describes here with some attributes of
project completion
31 5.1 Develop implementation
plan
The project manager finally describes the
implementation plan for the successful
delivery product.
32 5.2 Installation As per the implementation plan the system
installation is done by the team members
on the client environment
33 5.3 Record overall system
document
After the installation process the team
required to collect the different document
create at the different phases of the project
development for the future references
34 5.4 Final project sign out Finally the project came to the concluding
part where the team members as well as
project manager sign off.

Work Breakdown Structure:
Figure 1: Work Breakdown Structure

Monitoring:
The main issue for the project monitoring is to view the project progress in order to develop the
strategy plan to handle the activities that deviated from the project plan. Normally the project
monitoring helps to manage the project risk, project sponsor involvement on the project, conduct
the progress review in order to match the milestone of the project plan. In other word monitoring
can be defined as “Protecting the Client’s interests by identifying and advising on the risks
associated with acquiring an interest in a development that is not under the Client’s direct control
(Note, 2007)”. During the monitoring phase for the project, the progress must be matched with
the baseline defined in the Gantt chart. Normally during this period project cost and time are
interact with the actual cost and the time. In this diagram listed below three different conditions
are applied. The activities may start on time and finish on time during this situation there is no
adverse effect on the project time and cost but if the activities started slightly delayed then it
finish slightly delay during this condition both the cost the time frame of the project might
change that’s why the manager must develop some plan to mitigate this sorts of problems during
the monitoring phase of the development cycle. Likewise the schedule variance and cost variance
play very important role to monitor the project.
Figure 2: Monitoring Progress

Gantt chart:
Work Package’s:
Table 4: for Work Packages
S.N: Work Package Start Date End Date Duration(excluding
and weekend)
1 Initiation 2nd July 29th July 27 days
2 Planning 30th July 4th Sept 36 days
3 Execution 5th Sept 31th Oct 56 days
4 Control & Monitoring 1th Nov 30th Nov 28 days
5 Implementation 30th Nov 24th Dec 28 days
Table 5: Initiation (WBS)
S.N: Initiation (Work Package 1) Start Date End Date
1 Recommendation & Evaluation 2nd July 10th July
2 Develop project plan 9th July 16th July
3 Submit Project Plan 17th July 22th July
4 Project Sponsor review on proposal 23th July 25th July
5 Approval & Agreement 26th July 29th July
Table 6: Planning (WBS)
S.N: Planning (Work Package 2) Start Date End Date
1 Create Scope of Requirements 31th July 6th Aug
2 Project Team Selection 6th Aug 12th Aug
3 Initial Team Meeting 13th Aug 17th Aug
4 Development of Project Plan 16th Aug 26th Aug
5 Submission of Project Plan 27th Aug 29th Aug
6 Milestone (Project Plan Approval) 30th Aug 31th Aug

Table 7: Execution (WBS)
S.N: Execution (Work Package 3) Start Date End Date
1 Verification of the Requirements 31th Aug 16th Sept
2 Design System 17th Sept 17th Oct
3 Hardware Selection 9th Oct 22th Oct
4
Testing Phase
23th Oct 4th Oct
5 Prepare Design Report 1st Nov 5th Nov
Table 8: Control & Monitoring
S.N: Control & Monitoring (Work
Package 4)
Start Date End Date
1 Steering Committee Meeting 5th Nov 9th Nov
2 Report Validation 10th Nov 16th Nov
3 Risk Management 17th Nov 25th Nov
4
Modify Project Plan
26th Nov 29th Nov
Table 9: Implementation
S.N: Implementation (Work Package 5) Start Date End Date
1 Develop Implementation Plan 30th Nov 5th Dec
2 Installation 6th Dec 14th Dec
3 Record the overall system document 18th Dec 23th Dec
4
Final Project Sign Out
24th Dec 24th Dec

Works Cited
Browning, P. & Lowndes, M., 2001. JISC TechWatch Report:Content Management System.
[Online]
Available at: http://pozi.dsic.upv.es/spw/viejo/content%20management/tsw_01-02.pdf
[Accessed 19 April 2012].
Corporation, H. H., 2010. [Online]
Available at:
http://www.csulb.edu/committees/webcomm/hannonhill/Hannon_Hill_Content_Management_W
hite_Paper.pdf
Corporation, N. G., 2007. RISK MANAGEMENT PLAN. [Online]
Available at: http://interop.mt.gov/content/docs/IM_Risk_Management_Plan_v4_0.pdf
Education, P. t. H., n.d. Risk Assessment & Risk Management. [Online]
Available at: http://www.pathways.cu.edu.eg/subpages/downloads/Risk_Chapter_1.pdf
Goto, K., 1999. Planning a Web Development Project. [Online]
Available at: http://www.gotomedia.com/downloads/goto_stage.pdf
Handbook, C. G., 2003. Project Planning. [Online]
Available at: http://www.stsc.hill.af.mil/resources/tech_docs/gsam4/chap3.pdf
K. Jantzen, K. J. S. S. G., 2006. Estimating the effects of project risks in. [Online]
Available at: http://www.tassc-solutions.com/downloads/EstimatingRisks.pdf
Note, R. G., 2007. Project Monitoring. [Online]
Available at: http://www.scca.sh.cn/Uploads/Files/200983185349656.pdf
[Accessed 1 May 2012].
University, B. S., 2007. PERFORMANCE MANAGEMENT –CREATING SMART OBJECTIVES:
PARTICIPANT GUIDE. [Online]

Available at: http://hrs.boisestate.edu/td/pdf/SMARTgoals.pdf
Project Risk Management. 2012. Project Risk Management. [ONLINE] Available at:
http://www.tutorialspoint.com/management_concepts/project_risk_management.htm. [Accessed
01 May 2012].

Appendix:
Setting JobGoals and Objectives
Performance goals and objectives are written to describe the measurable results an employee
needs to achieve within each key responsibility area. Performance goals and objectives should be
tied to the strategic mission and goals of Boise State University. Goals and objectives tend to be
used interchangeably. To differentiate between the two remember this:
"The goalis where we want to be.
The objectives are the steps neededto get there."
Objectives are meant to be realistic targets for a program or project. Objectives are written in an
active tense and use strong verbs like plan, write, conduct, produce, etc., rather than learn,
understand, feel. Objectives can help you focus your program on what matters. It always
answers the question “Who is going to do What, When, Why (what does it demonstrate), and to
What
Standard?”
Setting Goals and Objectives
Setting objectives creates employee motivation and should help the employee connect the job to
the mission of Boise State University.
Objectives clarify the performance expectations within each key responsibility area (from job
descriptions) and describe how they will be met and measured. Objectives provide guidance for
the employee and help keep performance focused throughout the evaluation period.
When objectives are discussed and written, the supervisor and the employee have a thorough
understanding of what performance is expected.

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