Part a Critical Analysis of Project Management Plan

Part A Critical Analysis of Project Management Plan Executive Summary Table of Contents 1 Introduction This report will present the critical analysis about humanities financial services review project management plan. The purpose of the report is to apply the different theories and ideas regarding the project management plan. The main purpose of the critical analysis is to critique as well as evaluate somebody’s work based on the opinion, idea and perspective of someone. It is an academic report that contains a description of the project plan (part B) as well as its content.This report will also express the opinion of the author with regards to the different part of the project management plan that has chosen. It will analyze the whole project plan by breaking down the project into parts and then studying and evaluating each and every part using the support and help of different references from different books, journals and other related studies. This report will also show the importance of a project plan and who will be benefited from its use and implementation. The structure of the report will follow the structure of the chosen project plan.It will individually analyze the different part or aspect of the project plan based on the project management body of knowledge. The main focus of the report is to give analysis about the different important aspect of the project management plan such as the time or schedule, money or cost, human resource or work breakdown structure as well as different risk that can be encountered by the project during the implementation of the plan. 2 Project Background 2. 1 Information about the Work 2. 1. 1 Title: Humanities Financial Services Review Project Management Plan . 1. 2 Author: Craig Medley 2. 1. 3 Publication Information: Project Id HUM-PR-P1, v. 04 Draft, August 30, 2007, from http://edo. humanities. curtin. edu. au/pdf/Project_Managem ent_Plan_2007. pdf 2. 2 Project Description The chosen document focuses on the pla n for the management of the humanities financial services review project. It was written in order to show or review the different areas or aspects of the newly implemented new transactional systems in November 2007, with an upgrade to the finance one to the Concur and BPI in Humanities only.It can help to know the different processes and flow of data and information of its accounting and purchasing transactions across each and every division (Medley 2007, p. 4). The Faculty of the Humanities of the Curtin University of the Technology offers different courses in Media, Communications, Built Environment, Art and Design, Education, Languages, Human Services as well as Social Sciences. All f the said courses are only few of the courses that the said department of the Curtin University is offering (Faculty of Humanities 2008).The project plan focuses on the implementation of the finance and accounting system of the department that focuses on the needs of the users of the system like invo icing, ordering, approving, reconciling, access to the system, structure of the outputs, skills and request and access for the different outputs (Medley 2007, p. 4). The project management plan will help the current system to improve its operations and increase the security that will eventually help to meet the demands and needs of the different stakeholders or users. Structure and contents of the Project Plan 3. 1 Project Management Plan and Its Purpose 3. 1. 1 What is Project Plan? Project management plan or simply project plan is a document that corresponds to the overall purposes or objectives, responsibilities, resource requirements and agenda for the project (Baker & Baker 2003, p. 29). It is considered as more than a playbook that determine what are the different works or task that are need to done and accomplish (Phillips 2004, p. 32). It is a fluid document that controls the following elements: Provide structure – project plan is developed in order to present a struc ture or composition in order to get the project to its completion. It must be methodical and systematical but brief and short, compilation of different documents that serves as a point of references in the course of the project implementation (Phillips 2004, p. 32). ? Provide Documentation – documented project plan is needed in order for the project to be a successful one. This is due to the fact that it must present historical references and the different reasons behind the decisions that have been made (Phillips 2004, p. 32). Provide Baselines – a project plan includes a number of baselines. As the project shift towards the finishing point, the management together with the stakeholders and the project managers can use the project plan in order to see what was predicted for the costs, schedules, qualities and scopes – and compare it to the present condition (Phillips 2004, p. 32). Project plan is the output or result of the planning phase that confines the diff erent information that has been observed and fulfilled with the team and lays out the different activities and processes about how the project will be carried out.It also represents the projected reality (Martin & Tate 2001, p. 155). 3. 1. 2 Purposes and Importance of the Project Plan The major function of the project plan is to provide a step-by-step insight into what it takes in order to satisfy the requirements or the needs of the system (Frame 2002, p. 97). An inclusive and fittingly comprehensive project plan is essential to a successful completion of any project. It can help to direct the project itself.Without the aid or help of a project plan, it will hard and even impossible to lead a group to carry out their different responsibilities in order achieves their common goal (Baker & Baker 2003, p. 29). It is a directing document of the project management that serves up as a storage area for all of the supplementary plans. It is a guiding document for the project and it’ s intrinsically needs to replicate all of the information that is critical or crucial to the project manager, project team, customer as well as management sponsor. It offers broad direction as to the cost, schedule and requirements baselines.In its thorough and comprehensive form, it provides much more exact and precise guidance on the nature of the components of the different supporting plans (Pritchard 2004, p. 100). 3. 2 Stakeholder of the Humanities Financial Services Review Project Management Plan The main audience or target of the humanities of the financial services review project management are the higher officials who are involved in the overall process and management of the different financial and accounting activities in the humanities department of the   Curtin University of the Technology.The plan will focus on the review of the different areas of the current system of the humanities of the Curtin University of the Technology such as the different internal process flo ws such as invoicing, ordering, approving as well as reconciling; the number of the people or the user that can access the systems of the Concur and the Finance One; the structure of the invoicing as well as procurement function as well as the different responsibilities and functions of each and every users; the different skills of every users; the different uses and what they are used for such as the request for the Curtin tax invoice and its different uses and the different types of transactions that are involved with the credit card or purchase request (Medley 2007, p. 4).All of the said information together with other result of the review will be helpful for the management in order for them to improve the current system of the Humanities department that will ensure competitive advantage for their part because it can make the life of their stakeholders a lot easier. It can also help them to excel in their different operations as well as to ensure or add their financial security. 3. 3 Structure of   Ã‚  Ã‚  Ã‚  Ã‚   the Humanities Financial Services Review Project Management Plan 3. 4 Different Sections of the Humanities Financial Services Review Project Management Plan 4 Conclusions 5 Recommendations Part B Humanities Financial Services Review Project Management Plan 1 Introduction 1. 1 About this Document This document provides a plan for the management of the Humanities Financial Services Review Project. 1. 2 BackgroundNew transactional systems and processes have been implemented recently, being Concur and BPI (Humanities only) with an upgrade to Finance One to occur in November 2007. In addition, the Division is looking at ways in which to best undertake support activities including purchasing and accounting to ensure that efficiencies are obtained. A Financial Services Office is already operational and undertakes some financial processes i. e. electronic processing of credit card transactions. Based on the above, it is now timely to review current sys tems, processes and structures which accounting and purchasing transactions operate under across the Division.The areas that would be reviewed include but are not limited to; internal process flows (including invoicing, ordering, approving and reconciling), the number of people with access to systems (both Concur and Finance One), the structure of the invoicing and procurement function (who does what), skills, and how systems are used and what they are used for (e. g. request for Curtin tax invoice, what are allonges used for, what type of transactions are going through credit cards / purchase request). 1. 3 Project Sponsor The Project Sponsor is Ken McCluskey 1. 4 Project Manager The Project Manager is Craig Medley. 1. 5 Project Team The Project team is comprised of Raymond Seah and Craig Medley 1. 6 Key StakeholdersThe key stakeholders (Humanities only) of this project include: Executive Dean Deans Review Panel 2 Project Scope 2. 1 Strategic Link This project specifically contribu tes towards to the following strategic objective(s):  §Ã‚  Ã‚  Ã‚  Ã‚  Ã‚  Ã‚  Ã‚  Ã‚   Excellence in operations  §Ã‚  Ã‚  Ã‚  Ã‚  Ã‚  Ã‚  Ã‚  Ã‚   Financial security 2. 2 Project Benefits The expected benefits and impacts of the project deliverables are: ? Improved definition and understanding of the role / scope of work of the Financial Service Office in Humanities, ? Roadmap and high level implementation plan for the agreed changes, ? Improved efficiencies and effectiveness of processes within Humanities through standardization and centralization where identified, Potential cost savings and risk reduction in procurement and credit cards processes / systems. 2. 3 Project Deliverables The project’s key deliverables are: Document / s covering: ? Matrix of processes and systems under Humanities Financial Services Office and respective Teaching Areas, ? Services identified for improvement via end to end processing / procurement arrangements / invoicing, ? Recommended proces s flow for identified services, ? List of service deliverables (with the resource requirement) of the Humanities Financial Services Office, ? Policies to support recommended services, ? High level implementation plan 2. 4 Out of Scope The following items are considered out of the scope: ? Implementation of recommendations Expenditure incurred whilst traveling (this may be included at a later date) 2. 5 Work Breakdown Structure (WBS) The project tasks to produce the project deliverables are listed in the Gantt chart at Appendix B1. 2. 6 Constraints The following key project constraints were identified: ? Availability and willingness of staff to contribute ? Data quality 2. 7 Assumptions The following key assumptions influenced the development of this Project Management Plan: ? All staff will be available as required 3 Project Time Schedule 3. 1 Schedule The detailed project schedule is provided in the Gantt chart at Appendix B1 4 Project Costs 4. 1 Budget summary The budget breakdown is summarized as follows: Resource Type |Total Cost ($) |Hours | |Human resources |$30,000 | |Equipment and products | |Consumables | |Totals |$30,000 | |   |   |   |   | The Communication Plan examines the key contacts, frequency of communications, and communication medium to be deployed.It is used to ensure adequate consideration has been given to consultation and information dissemination. It is attached as Appendix D. 5 Project Accountabilities 5. 1 Project Organizational Chart The Project Organizational Chart provides a visual representation of the project team and project reporting structure. It is attached as Appendix B. 5. 2 Responsibility Assignment Matrix The Responsibility Assignment Matrix outlines responsibilities allocated to individuals for each task. It is attached as Appendix C. 5. 3 Project Sponsor The roles and responsibilities of the Project Sponsor include: Responsibility to senior management for the project;Endorsing this document to confirm that proj ect scope and deliverables are correct; Approving changes to scope, schedule, and quality; Reviewing progress and providing strategic direction; Resolving issues beyond the Project Manager’s authority; Providing the resources and sponsorship for the project; and Examining the project at completion2 and completing a Project Sign-off form. 5. 4 Project Manager The roles and responsibilities of the Project Manager include: Managing the day-to-day operations of the project to ensure the project deliverables are produced to scope, schedule, and quality; Monitoring and controlling the Project Management Plan;Providing status reports to the Project Sponsor; Leading the project teams to meet the project objectives; Undertaking the tasks assigned, as specified in the Responsibility Assignment Matrix (refer Appendix C); and Consulting with the Project Sponsor and key stakeholders to maintain communications and keep parties up to date on project progress. 6 Communications Plan 6. 1 Plan The Communication Plan examines the key contacts, frequency of communications, and communication medium to be deployed. It is used to ensure adequate consideration has been given to consultation and information dissemination. It is attached as Appendix B4. 7 Risk Management Plan 7. 1 Risk AssessmentThe Risk Management Plan, attached as Appendix B5, examines risks, rates those risks and identifies potential treatment strategies. 8 Project Control 8. 1 Progress Reporting The Project Management Plan will be controlled on a regular basis, by means of completing Project Status Report to the Project Sponsor on a fortnightly basis. The key elements are scope, schedule, and risk, with the control process comprising: †¢ Monitoring and measuring performance; †¢ Comparing performance to this plan; †¢ Reporting on deviations and issues; and †¢ Taking corrective action (where necessary). 8. 2 Change Management Any proposed changes to the scope or quality will be processed as follows: Proposed changes will be evaluated on the basis of their impact on the project process and outcome, and in light of reasonable alternatives; ? Proposed changes will be formally recorded on a Project Change Control report and submitted to the Project Sponsor; ? The Project Sponsor will review proposed changes, and either accept or reject them; and ? Accepted changes will be communicated to all concerned stakeholders, and project documentation will be amended accordingly. Appendices Appendix A1 Project Management Areas of Knowledge and Its Process ? Appendix B1 Task, Schedule & Gantt Chart Adapted from (PMI Standards & Duncan 1996, p. 7) Appendix B1 Timeline/ Gantt Chart Appendix B2 Project Organizational Chart Appendix B3 – Responsibility Assignment Matrix ID |WBS TASKS |Project |Team Member |Review Committee |Sponsor | | | |Manager | | | | | | |Craig |Raymond |Ken |   | |1 |Policy review |R |I |N |I | |2 |Purchase to Pay Stream |R |I |N, C |A | |2. 1 |Data analysi s |R |I |N, C |C | |2. 2 |Data modelling |R |I |N |N | |3 |Invoicing Stream |N, I |R |I, C |I, C | |3. |Invoice profiling |N, I |R |N |N | |3. 2 |Develop process documentation |N, I |R |N |N | |3. 3 |Present P2P and Invoice data |R |I |N |N | |4 |Interviews |R |I |I, C |C | |4. 1 |Define questions |R |R |C |I | |4. 2 |Agree on questions |R |I |C |A | |4. |Conduct interviews |R |R |I, C |N | |4. 4 |Collate information |R |I |N |N | |4. 5 |Develop activity lists / |R |R |I |N | | |matrices | | | | | |4. 6 |Develop process maps |R |R |N |N | |4. 7 |Review process maps with users|R |R |I |I | |4. |Present findings |R |I |N |C, I | |5 |Recommendations development |R |R |I |I, A | |5. 1 |Analyze prior findings |R |I |N |N, I | |5. 2 |Brainstorm options |R |I |I |I | |5. 3 |Develop recommendations |R |I |I |I | |5. 4 |Review recommendations |R |I |I |I | |5. 5 |Finalize ecommendations |R |I |A |A | |   | |LEGEND | |R – Responsible for executing activity A – Approval author ity | |I – Provides input C – Consulted | |N – Notified | APPENDIX B4 – Communication Plan Stakeholder |Information To Be Communicated|Frequency |Medium |Responsible |Timing | |Faculty/Area Administration staff affected by this review | |Review Panel |Request for feedback on the |Once before the |Meeting |Project Sponsor, |31st August | | |draft project plan and |project is | |Chair of panel & | | | |outlining next steps |officially kicked| |Project Manager | | | | |off | | | | |Executive Dean |Presentation of the draft |Once before the |Meeting |Project Sponsor and |Beginning of Sept 07 | | |project plan. The purpose of |project is | |Project manager | | | |the project; next stage on |officially | | | | | |from previous financial |kicked-off | | | | |services review project | | | | | | |looking at financial | | | | | | |transactional processes & | | | | | | |where these could be improved | | | | | | |& additional services that may| | | | | | |then res ide within the | | | | | | |division’s financial Services | | | | | | |office in the future. | | | | | |Representative from |Outline of Humanities |Prior to project |Meeting & Emails |Project Sponsor and |1st meeting end of August | |Price Waterhouse looking|Financial Services Review |kick-off | |Project Manager | | |at standardization of |project and the Project Team’s| | | | | |processes & systems |approach.Also to gain input | | | | | |across the organization |into the project depending on | | | | | | |some of the objectives that | | | | | | |Price Waterhouse have been | | | | | | |tasked with. | | | | | |Executive Dean and Deans|Kick-off Project, Project plan|At start of Presentation at HMB |Project Sponsor & |10th Sept | | |- main project objectives, |Project | |Project Manager | | | |communications plan, risks & | | | | | | |key areas being covered in the| | | | | | |project | | | | | |Project Sponsor |Project Status updates – |Fortnightly |Meeting |Projec t Manager |Starting 5th September | | |activities, key findings and | | | | | | |issues | | | | | |Financial Services |Introduce the new Associate |Once |Meeting |Project Sponsor, |Approx 3rd week in Sept | | |Director Transaction services | | |Project Team, & | | | |to the project and go through | | |Chair of Review | | | |project plan & request his | | |Committee | | | |involvement on the review | | | | | | |committee | | | | | |Review Committee |Introduction of the new |One of three |Committee meeting |Chair of Review |Towards end of September | | |Associate Director Transaction| | |Committee & Project | | | |services to the review | | |Manager | | | committee as a new member, | | | | | | |Also Summarization of | | | | | | |activities, findings at end of| | | | | | |Purchase to Pay Stream Phase | | | | | | |plus next steps | | | | | |Faculty/Area |General communication to staff|One of three |One on One meetings |Review Panel Members|Towards end of Sept | |Administration staff |in their area about the 1st | | | | | |affected by this review |phase i. e.P2P & Invoicing | | | | | | |quantitative analysis | | | | | |Review Committee |Summarization of activities, |Two of Three |Committee meeting |Project Manager |Towards end of October | | |findings at end of Invoice | | | | | | |Phase plus next steps | | | | | |Faculty/Area |General communication to staff|Two of Three |One on One meetings |Review Panel Members|Towards end of October | |Administration staff |in their area about the 2nd | | | | | |affected by this review |phase i. e. Interviews | | | | | |Review Committee |Review of draft |Three of Three |Committee meeting |Project Manager |Mid November | | |recommendations and gather | | | | | |feedback for inclusion in | | | | | | |final report | | | | | |Faculty/Area |General communication to staff|Two of Three |One on One meetings |Review Panel Members|Mid November | |Administration staff |in their area about the | | | | | |affected by this review |‘draf t’ recommendations | | | | | |Executive Dean and Deans|Project Outcomes and |Conclusion |Presentation at HMB |Project Sponsor and |Early December | | |Recommendations | | |Manager | | Appendix B5 Communication Plan Calendar *Note – Meeting dates with exception of HMB are indicative and subject to change Appendix B6 Risk Management Plan Legend for the Risk Management Plan Defining Likelihood Ratings The following table outlines the definition of likelihood rating as applied to the risk assessment. Descriptor |Definition | |Almost certain |Expected to occur in most circumstances | |Likely |Will probably occur in most circumstances | |Possible |Might occur at some time | |Unlikely |Could occur at some time | |Rare |May only occur in exceptional circumstances | Defining Consequence Ratings The following table outlines the definition of consequence rating as applied to the risk assessment. Consequence |Project Consequence | |Catastrophic |Unacceptable effect on project ob jectives | |Major |Major effects on project objectives, requiring significant effort to rectify. | |Moderate |Moderate effects on project objectives, requiring management effort to rectify | |Minor |Some difficulties experienced, but these are easily managed. | |Insignificant |No noticeable effect on project management objectives | Defining Risk Rankings The following table outlines the definition of risk categorizes, determined by combining the likelihood and consequence of a risk. RISK FACTOR |Insignificant |Minor |Moderate |Major |Catastrophic | |Almost |Low |High |High |Extreme |Extreme | |certain | | | | | | |Likely |Low |Moderate |High |Extreme |Extreme | |Possible |Low |Moderate |High |High |Extreme | |Unlikely |Low |Low |Moderate |High |High | |Rare |Low |Low |Low |Moderate |High |