Concepts and Procedures of Project Management

Question: Discuss about the Concepts and Procedures of Project Management. Answer: Introduction The projects main objective is to illustrate the incorporation of concepts and procedures of project management for the concerned project with the up-gradation of the present security foundation unit of XYZ Group Ltd. The organization performs offshore marine operation and is also present in gas and oil sectors. The whole project will be administrated by the Principles of Project Management Body of Knowledge or PMBOK. One of the frequently utilized and trusted methodology of project management, PMBOK is easy to utilize and has tested and proven procedures. It consists of the best practices in regards to project management that can be applied to all types of projects. The IT foundation of the security unit, in this regard, would go through various stages of project management, and this includes planning and designing, and after that execution, and in the end, evaluation. Project scope Objective To update XYZ Group Ltd.s security units IT infrastructure and to make it operational within the provided time period with pre-approved conditions and requested benefits, within a SGD 28,580 budget. Following are key deliverables of the revamp security unit of XYZ Group of the company: To provide secure unit to the company. To enhance daily operations of the company. To enhance integrity and security of companys information. Deliverables Following are key deliverables of the project: The revamp process will include examining the current system and installation of new software on the system. The installation process shall include backing up existing data. The status and progress reports are required to be prepared and discussions should be held in team meetings. All workstations will be provided with Windows Server 2012 and latest updated anti-virus software. Milestones Following are key milestones of revamp projectare as follows: Finalize upgrade project plan 1st October 2016 Take backup of existing data 4th October 2016 Selection of hardware 8th October 2016 Selection of vendor 15th October 2016 Hardware installation 20th October 2016 Testing of revamped network 24th October 2016 Technical requirements Following are key technical requirements of revamp project: The plan for data backup should be prepared before revamping the unit. All data should be stored at centralized server and must be accessed by authentic users only. Limits and exclusions Following are key limits and exclusions of revamp project: All project hardware and software should be delivered as per the assigned deadline. The client should approve the resources to be used in the project. All deliverables should be made within the assigned budget of the project. All deliverables should be made within the assigned deadline of the project. The cost may increase if the project gets delayed but deadline cannot be extended. Customer review XYZ group of companies Project Priorities There exists a robust correlation between project management and performance, time, and the projects cost factor. For recognizing the criteria which are to be limited or enhanced, a project matrix needs to be incorporated. Constraint The constraint specifies the criteria that are to be finished within the specified descriptions, scope, and time. Enhance These are the criteria which are cleared for the project, however, time and cost would enhance project value. Accept These criteria dictate that even though there is a slight amount of trade-off, it will still be approved to the project duration so that scope variation and budget overflow can be reduced. Project Priority Matrix During the whole refurbishment project of XYZ Group Ltd.s security unit, one of the critical factors is time. This is due to the fact that in case the project duration goes beyond the approved deadline, then, the organization might lose out on budget and resources. Thus, the project manager needs to comply with the project deadline. It will be achieved by permitting some contingencies within the project. But, that is not desirable. The process of installation and upgradations backup plans can be modified, in accordance with the requirements of the project. Time Performance Cost Justification Constrain X Performance is the key constraint of the project as the network is revamped to increase the efficiency Enhance X The time can expand as and when company comes up with new modificaitons. Accept X It allows extra budget if it is possible to extend the deadline and improve the quality of the revamped unit. Work Breakdown Structure Level-3 packages of the WBS are as follows: Requirement analysis Study the current structure and design of the secure unit. Conduct feasibility study Finalize whether project is feasible to be done. Finalize project plan Create the project plan with required resources and deadline. Prepare deliverables Finalize deliverables of the project. Finalize communication plan Finalize communication plan for project resources. Prepare testing plan finalize testing plan to test the new network. Finalize change management plan Finalize change management plan to combat with new change requests in the project. Finalize risk management plan Finalize risk management plan to mitigate occurring risk in the project. Sign-off of plan Get the project approved by the client. Conduct market research - Perform market research for new design of the network. Prepare configuration plan Finalize plan for configuring and installing new systems. Prepare bill of the material create bill of all the hardware and systems purchased. Open tender Open request for tenders from hardware vendors. Create the criteria for vendor selection Finalize selection criteria for vendors. Finalize vendors for hardware Select hardware vendor. Perform quality check on selected hardware conduct quality conduct for the new hardware installed and configured. Store parts in warehouse Store required hardware parts in warehouse of the company. Test each machineConduct testing of each machine in the new network. Sign-off of testing Get approval on testing of all machines. Place machine on the network Conduct testing of entire new and revamped network. Sign off of network testing Get approval on network testing. Cost Estimation Top down estimation Consensus was used of the project's team members. Their consensus was based on their previous experience of other projects. WBS Task Name 1 IT Infrastructure up gradation 1.1 Planning 1.1.1 Requirement analysis 500 1.1.2 Perform feasibility study 400 1.1.3 Prepare detailed plan 300 1.1.4 Finalize deliverables 200 1.1.5 Prepare communication plan 200 1.1.6 Prepare testing plan 200 1.1.7 Prepare change management plan 200 1.1.8 Prepare risk management plan 200 1.1.9 Get signoffs on the plans and deliverables 80 1.2 Analyze Design 1.2.1 Conduct compatibility study 400 1.2.2 Conduct market research 500 1.2.3 Prepare detailed configuration plan for computers 400 1.2.4 Prepare bill of the material 300 1.2.5 Sign-off on the material bill 100 1.3 Vendor selection 1.3.1 Raise tender for hardware 800 1.3.2 Prepare the criteria for vendor selection 300 1.3.3 Identify vendors for hardware 300 1.3.4 Backup existing data 400 1.4 Raise invoice for hardware purchase 1.4.1 Perform quality check on selected hardware 500 1.4.2 Store parts in the warehouse 100 1.5 Install 1.5.1 Upgrade hardware on critical machine 600 1.5.2 Install software on these machines 800 1.5.3 Give demo 100 1.5.4 Perform quality check on selected hardware 500 1.6. Machine test 1.6.1 Test each machine 10000 1.6.2 Sign-offs 100 1.7 Network testing 1.7.1 Place machine on the network 10000 1.7.2 Sign-offs 100 Total cost 28580 (Duncan, 1996) Bottom up estimation WBS Task Name Unit Cost ($) Quantity Total Cost ($) 1 Revamp secure unit 1.1 Planning 1.1.1 Requirement analysis 500 1 500 1.1.2 Perform feasibility study 400 1 400 1.1.3 Prepare detailed plan 300 1 300 1.1.4 Finalize deliverables 200 1 200 1.1.5 Prepare communication plan 200 1 200 1.1.6 Prepare testing plan 200 1 200 1.1.7 Prepare change management plan 200 1 200 1.1.8 Prepare risk management plan 200 1 200 1.1.9 Get signoffs on the plans and deliverables 80 1 80 1.2 Analyze Design 1.2.1 Conduct compatibility study 400 1 400 1.2.2 Conduct market research 500 1 500 1.2.3 Prepare detailed configuration plan for computers 400 1 400 1.2.4 Prepare bill of the material 300 1 300 1.2.5 Sign-off on the material bill 100 1 100 1.3 Vendor selection 1 1.3.1 Raise tender for hardware 800 1 800 1.3.2 Prepare the criteria for vendor selection 300 1 300 1.3.3 Identify vendors for hardware 300 1 300 1.3.4 Backup existing data 400 1 400 1.4 Raise invoice for hardware purchase 1.4.1 Perform quality check on selected hardware 500 1 500 1.4.2 Store parts in the warehouse 100 1 100 1.5 Install 1.5.1 Upgraed hardware on critical machine 600 1 600 1.5.2 Install software on these machines 800 1 800 1.5.3 Give demo 100 1 100 1.5.4 Perform quality check on selected hardware 500 1 500 1.6. Machine test 1.6.1 Test each machine 1000 10 10000 1.6.2 Sign-offs 100 1 100 1.7 Network testing 1.7.1 Place machine on the network 1000 10 10000 1.7.2 Sign-offs 100 1 100 Total cost 28580 (Billows, 2016) Time phased estimation This method helps in calculating the earned value management metrics. It provides the overall cost of the businesss value statement. Apart from that, the continengecy funds it's contains is derived from the risk plan. Task Name 1st week 2nd week 3rd week 4th week Revamp secure unit Planning Requirement analysis 500 Perform feasibility study 400 Prepare detailed plan 300 Finalize deliverables 200 Prepare communication plan 200 Prepare testing plan 200 Prepare change management plan 200 Prepare risk management plan 200 Get signoffs on the plans and deliverables 80 Analyze Design Conduct compatibility study 400 Conduct market research 500 Prepare detailed configuration plan for computers 400 Prepare bill of the material 300 Sign-off on the material bill 100 Vendor selection Raise tender for hardware 800 Prepare the criteria for vendor selection 300 Identify vendors for hardware 300 Backup existing data 400 Raise invoice for hardware purchase Perform quality check on selected hardware 500 Store parts in the warehouse 100 Install Upgraed hardware on critical machine 600 Install software on these machines 800 Give demo 100 Perform quality check on selected hardware 500 Machine test Test each machine 10000 Sign-offs 100 Network testing Place machine on the network 10000 Sign-offs 100 3980 2400 2000 20200 3980 6380 8380 28580 (Kerzner, 2001) References Billows, D. (2016). Bottom-up Estimating. 4pm.com. Retrieved 27 July 2016, from https://www.4pm.com/bottom-up-estimating/ Duncan, W. (1996). A guide to the project management body of knowledge. Sylva, NC: PMI Communications. Hyvri, I. (2006). Project management effectiveness in project-oriented business organizations. International Journal Of Project Management, 24(3), 216-225. https://dx.doi.org/10.1016/j.ijproman.2005.09.001 Introduction to Project Management: Principles, Techniques and Tools. (2013) (1st ed.). Retrieved from https://oe.ucdavis.edu/local_resources/docs/projectmanagementtraining.pdf Kerzner, H. (2001). Project management. New York: John Wiley.