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Evaluating The Planning Of Project Development Information Technology Essay

Prepare a Project Evaluation Form using Multi-Weighted Scores to evaluate these four projects. Develop at least four criteria, assign weights to each criterion, assign scores, and then calculate the weighted scores. Print the spreadsheet and bar chart with the results. Write a one-page paper describing this Project Screening Matrix and what the results show?

Introduction

This is the first phase of the project. Here the project formally commencing between the project sponsor and the project manager. Here first kick off meeting will be initiated here the outline of the project will be discussed and the detailed project charter will be formally developed. After developing the project charter the project manager will review the key points with project sponsor and finalise the project with project sponsor.

Planning

Here the project planning will be started. Before the actual project implementation the project should be well planned in every area of execution. Here the project manager develop a comprehensive project plan this includes the project scope, project objectives, the project deadlines, project quality plan, project communication and project configuration plan this will be outline the roles and responsibility of the individual people. This plan will be sent to the project sponsor approval and review after make necessary changes and finally accepting the project plane.

Executing

Here the actual project implementation starts. Before the project implementation the required hardware, software and other equipments had to be purchased. So the project behalf of the company is decided to develop a Request for proposal and decided to call for the proposal from the different supplier and then review the capabilities of each supplier and then short listed some of the very famous supplier in UK. Thereafter the interview has been concluded and the final vendors are selected and the price and the after sales services arrangement were negotiated and the project contract is signed. After that the vendors are in different time periods they send all the necessary hardware and equipments. The required software is installed after this check the functionality with SRS and reviews any changes. Then the user or new staffs are s recruited and given the training

Controlling

Controlling the system is done by in the way of continues status report and monitoring the progress review meetings.

Closing

After the project is implemented the project post analysis is done and checks whether the actual project milestones were achieved

Method of Six Sigma Training

Operations

Cost Decrease

Wireless Technology

Wireless technology would ensure real time intra and inter communications.

Reduce costs of delays by speeding up real time communications necessary in effective decision-making.

Web Site Redesign

Redesign improves linkages between the company and clients since it serves as an important point of interaction with clients.

Contribute cost effectiveness by optimising the web site channel.

Coding Performance Improvement

Efficient coding enhances computing efficiency to provide accurate and reliable information for decision making and evaluations.

Decrease cost through computing efficiency and accuracy.

Online Training

Continuous organisational learning supports efficient decision making of managerial and frontline employees.

Decrease cost from mistakes or delays in operations as well as in using cost effective Internet training tools.

Project screening matrix shows the relative ranks and scores of the different projects based on the four criteria of cost reduction, efficiency, increase in clients, and skills improvement. The results of the matrix compare the different projects in terms of the criteria to determine prioritisation. All criterion used are necessary in the achievement of the Six Sigma objectives of the company, the higher total ranking should indicate the project that would provide solution to the problems that the company wants to solve through Six Sigma projects. The table below shows the comparative ranking and scores of the different projects in terms of the criteria. The higher weight given to a criterion indicates the level of importance of the criterion as an expectation from the projects. This means that cost reductions constitutes the most important benefit expected from the projects followed by efficiency, skills improvement and increase in clients. The weight also constitutes the determination of project prioritisation.

Project1

Project2

Project3

Project4

Project5

Weight

R

S

R

S

R

S

R

S

R

Reduce Cost

4

4

1

4

16

2

8

2

8

4

Efficiency

3

4

12

3

9

2

6

3

9

4

Increase Clients

1

1

1

1

1

4

4

1

1

1

Improve Skills

2

4

8

1

2

1

2

1

2

2

Total

13

22

9

28

9

20

7

20

11

The bar chart below, on project ratings, indicate that Project 1, 2 and 5 involving the online Six Sigma training of employees, coding performance improvement, and supporting office project have the highest propensity of ushering cost savings for the company. Project 1 and 5 are also able to deliver fully, efficiency for the company, followed by Project 2. This means that these projects constitute priority areas. However, in determining a single project that would provide the company with the best combination of benefits, the bar chart below on project scores indicate that Project 2 and 5 affords the company with the greatest benefits. Since the priority is cost reduction, then Project 2 provides the best opportunity for achieving this objective because it focuses on cost minimisation together with efficiency.

Task 2:-

Prepare a project proposal for the Coding Performance Improvement Project. Assume this Six Sigma project will take six months to complete and cost about £150,000. After it is completed, there would be another project to implement the new coding processes, which will take about nine months and £350,000 to do. Estimated benefits are more than £2 million the first year after implementation and £½ million per year for the next three years?

Total cost in first 6 months time

Activities

Resources

experts

month

Cost

Checking of Computer Programs

technical expert

Managers or Employees

1 & 2

£25,000

Debugging of Computer Programs

technical expert

Managers or Employees

2 & 3

£40,000

Design/Writing New Programs

technical expert

Managers or Employees

2 & 3

£45,000

Testing the Programs

technical expert

Managers or Employees

4 & 5

£30,000

Evaluation of Applications

technical expert

Managers or Employees

5 & 6

£10,000

There would be another project to implement the new coding processes, which will take about nine months and estimated amount is £350,000 to do

Activities

Amount

Six Sigma

£125,000

maintenance cost

£50,000

Employee training especially on the new computing system and improvement of service and service delivery venues

£50,000

Efficient use of the improved computing system resulting to outputs double the existing levels of productivity and the development and growth of the company’ client base.

£90,000

Reduction of as much as half of current expenses on the computing system

£15,000

Total cost

£330,000

There estimated around £350,000 but the expenses is £330,000 so the rest amount £20,000 will be spend for improve the performance of the coding and the system.

Task 3:-

Include a responsibility matrix describing your “dream team” for the project. What type of people would you want on your team? Make up names, backgrounds, and personality traits for your dream team. Assume you are considering having four full-time people and four people working 25 percent of their time on your team?

Name

responsibility

type of people

backgrounds

personality

Anand Aruneash

Determine problems in current and recommended computing systems

Full time & permanent worker

Program Troubleshooting

Accommodating of Opinions and Suggestions

Jhinneash Ramaswami

Determine potential problems in current or recommended computing systems

Full time & permanent worker

Program Troubleshooting

Accommodating of Opinions and Suggestions

Rammeash Rajaratnam

Recommend customised programs for the company

Full time & permanent worker

Program Design

Assertive

Niro Gunathilakka

Recommend customised programs for the company

Part time as consulting

Program Design

Assertive

Rajah Babu

Assess and recommend improvements in the Current Network and LAN architecture

Part time as consulting

Networking

Assertive

Babitha Thaivendram

Determine hardware and software performance compatibility

Consulting

Systems Administration

Accommodating of Opinions and Suggestions

Sureash Ratnam

Check for software bugs and recommend upgrades

Full time & permanent worker

Software Programming

Assertive

Sharmi Kulam

Check, upgrade and set-up hardware requirements

Part time as consulting

Hardware Specifications

Assertive

Task 4:-

Develop a work breakdown structure (WBS) for the project. Break down the work to level 2 or level 3, as appropriate. Include two days of Six Sigma training for all team members as part of your WBS. Print the WBS in list form as a Word file?

Costs new.jpg

There are four primary tasks involved in the completion of the project, which are group formation, project preparation stage, tasking, work performance, and evaluation, under these four major tasks are work constituting details of further detailed into specific work that needs to be done from the preparation stage until project completion

Task 5:-

Create an appropriate Process Breakdown Structure (PBS) for those tasks which are process oriented?

Task 6:-

Can you link the two structures i.e. WBS and PBS so one project manager can manage the project or do you have other suggestions?

In current project the project manager will create a complete WBS of the whole project. For every component of WBS the PM will be responsible for creating the corresponding PBS. To implement the PBS the project manager will utilize the defined resources. More and more

Task 7:-

Use the WBS you developed in step 4 above to create a Gantt chart and network diagram in Project 2002 for the project. Estimate task durations and enter dependencies, as appropriate, and include several milestones. Remember that your schedule goal for the project is six months. Print the Gantt chart and network diagram. Include critical path analysis to demonstrate the beginning to end of the project?

Task

Task Duration

Dependencies

Preparation

Briefing

2 days

Non approval of the project

Six Sigma Training

3 days

Lack of common schedules

Tasking

Responsibility Determination and

Channels of Communication

2 days

Lack of cooperation and Agreement of team members

Scheduling

2 days

Interference of other commitments especially the consultants

Work Performance

Resource determination & procurement

1 week

Absence of all team members, lack of supplier networks

Productivity and performance

5 months

Natural calamities and uncontrolled external circumstances such as economic downturns  as well as completion of regulatory and legal requirements

Supervision to direct all efforts towards goal fulfilment

Adjustments of Tasks

1 week

Approval of top management

Non resistance or cooperation of the team members

Work Integration

5 months

Breach of contract of consultants in not complying with their task assignments

Cooperation of team members in providing information and contribution to task completion

Assessment

Task completion evaluation

1 week

Interference by non members of the project team

Project effectiveness evaluation

1 week

Interference by non-members of the project team

Performance evaluation

1 week

Interference by non-members of the project team

Gantt chart

Task 8:-

Create a spreadsheet to estimate project costs, clearly labelling all information. List each team member’s name, how many hours he or she works each week on average, the hourly labour rate, and the total labour cost per person and for the entire project. Assume the six-month project is 26 weeks. Also, assume that you work an average of thirty hours per week on the project and earn £40 per hour. Assume that Kevin, your mentor, works ten hours per week on the project and earns £60 per hour, and the other team members earn £25 per hour. Assume no one is paid overtime. Include Six Sigma training costs for all full-time team members at £500 each. Print your spreadsheet with your cost estimate based on this data. Remember that your budget for the six-month project is £150,000. Propose what changes you would make to meet this budget goal?

Name

hour

hours/week

weeks

Pay

Six Sigma Training

Total Cost

Anand Aruneash

25

20

26

13000

500

13500

Jhinneash Ramaswami

25

20

26

13000

500

13500

Rammeash Rajaratnam

25

20

26

13000

500

13500

Niro Gunathilakka

25

20

26

13000

500

13500

Rajah

Babu

25

7

15

2625

2625

Babitha Thaivendram

25

7

15

2625

2625

Sureash Ratnam

25

7

15

2625

2625

Sharmi Kulam

25

7

15

2625

2625

Ram

Raj

40

30

26

31200

31200

Kevin

60

10

26

15600

15600

Total

109300

111300

The estimated cost is £ 150,000.but the spent cost is 111300 so the balance £38700 will be spend for improve the performance of the coding and the system or we can use it for the hidden charges.

Task 9:-

Create a risk severity matrix and list of prioritized risks for the project. Include as many risks as possible?

Risk

Cause

Trigger

Contingency Plan

Response

Risk Event

Economic Catastrophes

Money market or stock market shifts

Industry or economic factors

Re assess goals and objectives

Suspend project to assess viability

Low

Miscommunication

Limited Channels of Communication

Unfounded assumptions, lack of consultation

Identify and open all available  communication channels

Locate the root cause of the problem

Moderate

Tool Availability or Allocation Problems

Lack of Budget or Resource Wastage

Oversight

Re assess resources and find tool suppliers

Suspend areas lacking in resources but continue areas with sufficient resources

Moderate

Overshooting of Budget

Unrecognised Areas of Spending

Oversight or lack of organisation

Re-allocate and optimise remaining budget

Suspend further spending to apply the contingency plan

Moderate

Inconsistencies in Work Contribution of the Different Team Members

Differences in Opinion

Closed Perspectives of Team Members

Stop current work and redirect tasks

Interactive Meetings to reach a common understanding and direction

High

Task 11:-

Prepare a lessons-learned report for what you personally learned from this project and be creative in your response?

The most important thing which I learnt from this project is how to manage the project. Learn different things in this project likewise how to allocate the resource, Time management, How to Create a Work Break down Structure. In this project the main thing is how to apply Project management Principles. Although it’s very difficult to implement cent per cent project management Principles but with the passage of time once can learn from his experience.

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