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Project Name:
Video Delivery
Client Organisation:
Video Game 2U
blove@email.net
xxxxxxxx
Team:
acotton@email.net
sguston@email.net
cgroworld@email.net
rknocks@email.net
xxxxxxxx
xxxxxxxx
xxxxxxxx
xxxxxxxx
Andy Cotton
Sandy Guston
Carrin Groworld
Robin Knocks
Table of Contents
Table of Contents ................................................................................................................................. 2
Executive Summary .......................................................................................................................... 3
1.0 Project Objectives ....................................................................................................................... 4
1.1 Approach .................................................................................................................................. 4
1.2 Roles and Responsibilities .................................................................................................... 4
2.0 Stake Holders .............................................................................................................................. 5
3.0 Scope Statement......................................................................................................................... 5
4.0 Organisational Chart .................................................................................................................. 6
5.0 Milestone Report ......................................................................................................................... 6
6.0 Work Breakdown Structure ....................................................................................................... 7
7.0 Gantt Chart .................................................................................................................................. 8
8.0 Network Diagram ........................................................................................................................ 9
9.0 Risk Management ..................................................................................................................... 11
9.1 Risk Register ......................................................................................................................... 11
9.2 Probability Impact Matrix ..................................................................................................... 18
9.3 Responsibility Assignment Matrix ...................................................................................... 18
10.0 Revised Budget....................................................................................................................... 19
10.1 Budget Summary ................................................................................................................ 19
10.2 Detailed Budget .................................................................................................................. 19
10.3 Resource Work Summary Report .................................................................................... 20
10.4 Resource Graphs ............................................................................................................... 21
11.0 Change Request From........................................................................................................... 27
11.1 Change Request Process ................................................................................................. 28
12.0 Lessons Learned Report ....................................................................................................... 29
Executive Summary
This Project Management Plan has been created by 'Team Two' project group, to
develop a Web-Based system for customers to rent video games, for Video Game 2U.
This system is designed for users to rent video games on a monthly basis For
example, a customer might pay a monthly fee and then be able to order several video
games over the Internet, receive the games via express mail, return those games via
express mail, and keep receiving additional games. The system is estimated to bring in
$1million the year after completion and $2million the following two years.
The following document contains the project plan for the Video Delivery system that
includes the projects objectives, relevant stakeholders and their contact information, the
projects scope statement, the work break down structure of the project, potential risks that
the project may encounter and the budget that the project is going to follow.
Sponsor Details:
Lori White
VP, Marketing
04 1001 666 123
loriwhite@email.net
1.1 Approach
1. Team 2 will gather information on task that is given and document then provide
the report for reviewing by sponsor
2. Requirements will be looked at, and appropriate documentation will be finalised
for project start
3. Budgets will be finalised before any purchasing or large payments are made
4. Major design brief will be developed and finalised, allowing room for changes
5. While software is implemented, user testing, server testing, payment system
tests and general integration tests will be performed
6. Meeting with sponsor to address the systems progress, to check the project is
on the correct path and meets sponsors standards and standards by the P.M.P
are met
7. Finalisation of project before closing, last minute changes and/or testing
Project Manager
blove@email.net
0000111222
Sandy Guston
Financial Advisor
sguston@email.net
0000111222
Robin Knocks
IT Professional
rknocks@email.net
0000111222
Andy Cotton
Marketing Specialist
acotton@email.net
0000111222
Carrin Groworld
Web Master
cgroworld@email.net
0000111222
Team 2
ABC Corp
Organisation
Role in Project
Sponsor of project
Determining user
requirements
Delivering the
complete package
Providing a web
application for the
project
Level of
Interest
High
Medium-Low
High
Medium
Level of
Influence
High
Medium-Low
Medium
Medium
Suggestions
on Managing
Relationship
Maintain good
communication and
offer update on
deliverables when
able
Good communication
and checking in with
team members on a
daily basis
Milestone
Finalize
Project
Charter
Close
Initiating
Phase
Sign off
team
contract
Client sign
off scope
statement
Finalize
Gantt Chart
Close
Planning
Phase
Resources
ordered
3.3.5
Search
Engine
Close
Executing
Phase
Close
Project
Scheduled
Completion Date
Date: 24/10/11
Status
Responsible
Fri 18/11/11
Incomplete
Belinda Love
Fri 2/12/11
Incomplete
Team 2
Fri 9/12/11
Incomplete
Team 2
Fri 9/12/11
Incomplete
Belinda Love
Fri 3/02/12
Incomplete
Robin Knocks
Fri 10/02/12
Incomplete
Team 2
Fri 9/03/12
Incomplete
Mary Knowls
Fri 6/04/12
Incomplete
Carrin Groworld
Fri 20/07/12
Incomplete
Team 2
Fri 14/09/12
Incomplete
Team 2
Issues/Comments
R001
1
Risk
Description
Category
financial risk
Root Cause
Triggers
cost overrun(s)
Risk Response
Develop accurate budget estimates by seeking out reliable sources. Belinda to review
the budget periodically & request additional funding when required
Risk Owner
Belinda Love
Probability
High
Impact
High
Status
February 2012: Software customisation to cost $100,000 over initial budget. Funding
approved by senior management.
At close of project: Final cost for system was $120,000 over initial budget ($20,000
over revised budget).
No.
Rank
R002
2
Risk
Description
There may be conflict in regards to the team's approach to completing each task
Category
people risk
Root Cause
Triggers
Risk Response
Team members to raise any issues with Belinda. Belinda to mediate any conflict and
find a solution
Risk Owner
Probability
Impact
Status
Belinda Love
Medium
High
February 2012: Purchasing specialist Ryan replaced by Mary due to disagreement
about suppliers
No.
Rank
R003
3
Risk
Description
Category
market risk
Root Cause
Triggers
Risk Response
Develop an accurate schedule. Identify the critical path. Team to assess progress and
identify schedule delays. Client to be consulted on requests for more time allocated to
the project
Risk Owner
Probability
Medium
Impact
High
Status
Project completed on schedule. Functionality limited to ensure timely completion
No.
Rank
Risk
R004
4
Inaccurate functionality of the web application
Description
The final product may contain errors that inhibit usability or render the application
useless
Category
technology risk
Root Cause
Triggers
User complaints
Risk Response
User testing (30/04/12 - 08/06/12). Checking of errors. Back up power for server.
Belinda to consult client on what downtime will result from errors present at launch
Risk Owner
Probability
Impact
Status
No.
Rank
Risk
R005
5
Achievement of the projected NPC, ROI and Payback estimates
Description
Category
financial risk
Root Cause
NPC, ROI and payback estimate inaccurate. Unforeseen change in global financial
environment
Triggers
Risk Response
Risk Owner
Sandy Guston
Probability
Medium
Impact
High
Status
No.
Rank
R006
6
Risk
Description
Category
people risk
Root Cause
Triggers
Risk Response
Risk Owner
Belinda Love
Probability
Low
Impact
High
Status
Accurate team contact details provided. Good attendance to meetings
No.
Rank
Risk
R007
7
Dispute with the client
Description
Dispute with Video Game Delivery may include issues involving budget, time & quality
constraints
Category
people risk
Root Cause
Triggers
Risk Response
Client to sign off project scope statement. Lori to be kept informed on project status.
Belinda to call meeting with Lori when project updates need to be discussed
Risk Owner
Belinda Love
Probability
Low
Impact
High
Status
No.
Rank
R008
8
Risk
Description
Category
structure/process risk
Root Cause
Triggers
Risk Response
Web application testing period 30/04/12 - 08/06/12 to be worked towards and adhered
to. Feedback to be communicated to Belinda
Risk Owner
Probability
Low
Impact
High
Status
No.
Rank
Risk
R009
9
Lack of support from executive management
Description
A risk to project failure is inadequate support from Lori and the executive management
of Video Game Delivery
Category
structure/process risk
Root Cause
Lack of communication and/or mistrust between exec management and proj manager
Triggers
Risk Response
Belinda to maintain communication with Lori (sponsor) regarding project status. Team
to work in a professional manner
Risk Owner
Probability
Low
Impact
High
Status
Considerable degree of support from executive management. Additional funding
approved and a follow-up project to be proposed
No.
Rank
Risk
R010
10
Product quality not meeting client needs
Description
Video Game Delivery may be dissatisfied with the quality of the web application
Category
market risk
Root Cause
Triggers
Risk Response
Risk Owner
Probability
Low
Impact
High
Status
Pending response from final project presentation. It is hoped top management will be
satisfied with the minimum functionality of the web application
No.
Rank
R011
11
Risk
Unforeseen risk
Description
Any circumstances that could not have been foreseen (for example a natural disaster)
Category
environmental risk
Root Cause
Unknown
Triggers
Risk Response
Depending on severity, Belinda to discuss with client suitable delay period for
recommencing project. All staff to be made aware of local emergency procedures.
Risk Owner
Probability
Low
Impact
High
Status
No.
Rank
Risk
R012
12
Technical incompetency of the staff
Description
Category
people risk
Root Cause
Triggers
Risk Response
Project manager (Belinda) to hand picks project team. Skills required by staff to be
communicated to outsourced services
Risk Owner
Belinda Love
Probability
Low
Impact
High
Status
Belinda hand-picked project team, negating this risk amongst the team
No.
Rank
Risk
R013
13
No accessibility to hardware and software at proper time
Description
Category
technology risk
Root Cause
Triggers
Risk Response
Team members to coordinate with each other to ensure each has access to resources
at the appropriate time. Belinda to mediate any conflict arising
Risk Owner
Probability
Low
Impact
Medium
Status
No.
Rank
Risk
R014
14
New technology roll out over duration of project
Description
With developments in games technology, new hardware may need to be marketed for
Category
market risk
Root Cause
Triggers
Risk Response
Marketing specialists (Sandy & Andy) to keep Belinda appraised of any new technology
announcements
Risk Owner
Probability
Low
Impact
Low
Status
R013
High
R001
High
R002 R003
R004 R005
Med
R006 R007
R008 R009
R010 R011
R012
Low
PROBABILITY
R014
Med
Quantity
Description
Cost
(AU$)
Cost
Type
We are assuming that Belinda is contracted to be paid for 1,000 hours even though he
only worked 970 hours as long as he works a minimum of 960 hours.
Staff Budget
Amount Allocated $250 000
Total
Hourly
Members
Hours
Cost
Resources
Rate
Name
Worked Type
(AU$)
(Hrs)
Project
Belinda
$80
1,000
Fixed
Manager
Love
Total Cost
(AU$)
80,000.00
Finance
I.T.
Specialist
Marketer
Web
Master
Sales
Expert
Sandy
Guston
Robin
Knocks
Andy
Cotton
$57.50
522
Fixed
30,015.00
$60.50
780
Fixed
47,190.00
$57.25
497
Fixed
28,453.25
Carrin
Groworld
$60
724
Fixed
43,440.00
Fixed
20,433.60
Mary
$52.80
387
Knowls
Total Staff Payments
Percent of Budget
$249,531.85
49.91%
Date:
(dd/mm/yyyy)
Required Approval:
Name
Lon White
Belinda Love
Position
Vice President
Project Sponsor
Project Manager
Date
00/00/0000
Accept/Reject
Signature
In terms of managing the project, what were the main lessons your team learned?
The main lesson that was learned during this project was:
8. How to use Microsoft project and how easy it is to see the timeline of the project.
9. That using the project management tool help simpler and improve the making of
a project management plan.
10. The challenge of getting everyone in the team all together at the same time.
11. Learned some of the principles and technique on how to create a project
management plan and how working with others makes a more in-depth plan.
Describe one example of what went right on this project.
That the team didnt waste time discussing who would do which deliverables for the
project management plan, because we didnt argue over the deliverable we just
choose another one to do if someone else want to do the same one. This made the
making of the project management plan run smoothly.
Describe one example of what went wrong on this project.
A problem that come up during the project was an issues to do one of the team
member who was unhappy with the supplier, which raised their prices in the middle
of the project. This causes that team member to become very hostile with the rest of
the team who were happy with the supplier. That team member couldnt convince
anyone else to see his way, so he went over the project manager head to the senior
management to suggest terminating the supplier. This causes more problems
between the project manager, the team and that team member.
This whole issues or problem was resorted by firing that team member who had a
problem with the supplier and replacing that team member with another person.
This made the project and everyone else is the team to settle down and get the
back on track.
What will you do differently on the next project based on your experience working
on this project?
What the team would do different on the project if it was done again was to do a
better job at planning the time and budget of the project before starting it. This
would allow the team to meet all the goals of the project stated by the sponsors.
What would be done differently on making the project management plan if the
project was done again was to work out the available time of everyone sooner. This
would mean the project team could meet sooner and regally to plan the project
management plan quick and easier.