2001ICT Project Management: Workbook Final Audit

2001ICT Project Management
--- Workbook Final Audit

Course Code: 2001ICT
Course Name: Project Management
Campus: Nathan
Enrolment: Internal
NAM Group (19): Pei Zhang (2753247) Junjie Wang (2757194) Di Luo (2565806)
Tutor: Dr Leigh Ellen Potter
Convenor: Dr Leigh Ellen Potter
Due Date: Sunday Week 11
Word count: Approximate

Content

1 Project Charter 4
1.1 Project Charter 4
1.2 Roles and Responsibilities 6
1.3 Client Liaison Plan 7
2 Project Scope Statement 8
2.1 Product Scope Description 8
2.2 Product User Acceptance Criteria 8
2.3 Product Deliverables 9
2.4 Scope Management Plan 9
3 Work
Breakdown Structure 10
3.1 WBS Tree 10
3.2 WBS Table 10
4 Schedule 12
4.1 Gantt chart 12
4.2 Critical path 12
5 Risk Management Plan 14
5.1 Risk Management Strategy 14
5.2 Risk Monitoring Strategy 15
5.3 Risk Identification 15
6 Change Management Plan 16
6.1 Change management approach 16
6.2 Change request procedure 16
6.2 Change tracking and control 17
6.3 Audits and review 17
6.4 Configuration Management 17
6.4.1 Configuration items 17
6.4.2 Configuration Management Approach 17
7.0 Project Review 17
7.1 Success criteria 18
7.2 Project Achievements 18
7.3 Schedule reporting 18
7.4 Review of Techniques 19
Evaluation is a systematic and objective measurement of the success of key projects way. Evaluation is valid, to achieve its objectives, the impact of the project results to evaluate the effectiveness of key projects, and achieve its goals. For the project outputs, evaluation might focus on whether the output is useful to meet user needs, performing well. Our group used five techniques in this project report. There are including WBS tree and table, schedule, critical path and wiki. Our group members know how to use these tools, and can proficient use these. These techniques can make picture display clearing and understanding7.5 Lessons Learned 19
Reference 19
Appendix 19

1 Project Charter
1.1 Project Charter
Project Title: Green Computing Research Project
Project Manager: Name: Di Luo
MOB: [phone]
E-mail: [e-mail]
Project Description: The Green Computing Research Project is part of the Environmental Technologies Program which aims to use computer resource in an efficient way to improve economic viability, social responsibility, and environmental impacts. This project is mainly based on researching possible applications for resolute problems for the major program to assist the achievement of a bigger goal for the organization. It produces a research report as final outcome.
Project Objectives: The Green Computing Research Project is to search for the possible application for the Environmental Technologies Program which is aiming to improve the environment as increase the revenue and reduce costs.
Objectives:
Recommended applications
Examination reports
Data analysis reports
Completed finial report
Useful for environmental program
Help company resolve problems
Increasing profit ability
Increasing energy efficiency
Main Project Success Criteria: the goal of the green computing research project is to accomplish the research within six months and under the budget of $500,000. It is finding possible applications which are useful for assisting environmental technologies program to achieve its goal as well as the results are eligible to incorporate with other sub-projects. If the project takes a little bit longer to complete or costs a little more than planned the firm will sill considered as a success; as long as it the period and cost does not have negative impact towards the environmental technologies program and other projects.

Approach:
Five person group to work on a budget of $500,000 and finish within six months
Define possible applications
Testing and examine the application and document all data and results.
Using V mode to verify useful applications
Purchase materials necessary
Hire advisor for research consulting
Review documents and examples of project
Stakeholders: primary project stakeholders
Project Role
Name
Position
Internal/External
Contact Information
Project Manager
Di Luo manager Internal
[e-mail]
Project Sponsor
Ben
Sponsor
Internal
[e-mail]
Team member
Matt
Technical specialist
Internal
[e-mail]
Team member
Le
Specialise in green computing area
External
[e-mail]
Team member
Teresa
System analyst
Internal
[e-mail]
Team member
James
Consultant
Internal
[e-mail]
Stakeholders are including everyone has interaction and relationship with the project. This table only includes primary stakeholders who directly involve in the project. In addition, company and board of directors are important stakeholders, but not directly interact with this project.
Start and Finish: Start date: 18th August, 2011, estimated finish date: 18th February, 2012. As a requirement from the project sponsor, the project will reschedule and accomplish within 6 months. The project takes a little longer to accomplish than planned will be accepted with no impact on other project and the major program.
Budget: As part of a major project (Environmental Technologies Program) the Green Computing Research Project has been allocated a budget of $500,000. The project sponsor required refining the existing cost; therefore it can be accomplish less than $500,000. The majority of the cost will go forward internal labour about $300,000 and the rest to outside resources.
1.2 Roles and Responsibilities
Role
Name
Position
Contact Information
Program sponsor
Natalie
Program sponsor
[e-mail]
Program manager
Ito
Program manager
[e-mail]
CIO
Ben
Project sponsor [e-mail]
Project Manager Di Luo Project manager [e-mail]
Team member
Matt
Technical specialist [e-mail]
Team member
Le
Specialise in green computing area [e-mail]
Team member
Teresa
System analyst [e-mail]
Team member
James
Consultant
[e-mail]
External staff
Anne
Consultant

Sign Off: (signatures of all above)
Comments:

1.3 Client Liaison Plan
Name of Client Liaison:
Green Computing Research Project is a subproject of a large program; it must have a positive outcome which needs to satisfy the program needs. Product of this project is direct input or evidence of the environment technologies program. It is an internal project and personnel it needs to satisfy are the project sponsor, program manager and sponsor.
Project sponsor: Ben
Program Manger: Ito
Program Sponsor: Natalie
Conduct and Communication Strategy:
Initially, group members would use webcam conference weekly, and I have a program review meeting with response personnel monthly. Data sharing was designed to use the project Wiki; however some team members would still prefer to use email, therefore others would not be able to see what work is done and provide feedbacks and exchange information.
Work schedule and daily reports are recording all data and information of the project progress. Examination reports record all data outcomes which provide evidence for documents for review and decision making.
The project manager might need to have a meeting will be held weekly and report the progress of the project to response personnel. In addition, conduct a JAD (Joint Application Development) meeting at the end of each application examination stage or monthly to exchange information and report project progress. This way can provide a face to face meeting and skip the technical issues; however it might raise the budget.

Mode
Priority (L/M/H)
Initial
Webcam
M

Wiki
H

Email
L

meeting
H
Intend webcam M

Wiki
H

JAD(face to face)
H

Furthermore; project manager will report issues about the project to project sponsor Ben personally at any stage of the project at anytime to ensure information is up to date.
2 Project Scope Statement
2.1 Product Scope Description
According to the Green Computing Research Project is a research project, therefore the most significant primary outcomes of the project is a series of document of research and examination reports; one of each green computing technology listed early one final report including all data – plus formal project proposals for at least four recommendations for implementation some of these technologies. It must provide extensive report, including detailed financial analysis and recommendations on what green computing technologies to implement. Official project request forms for the recommended solutions would also be created as part of the project. Outcome quality must be professional and detailed.

Topics:
Searching possible applications
Application examination
Data collecting
Data analysis
Data comparison
Collate data
Produce final report
2.2 Product User Acceptance Criteria
The project should improve data centre efficiency; also create an extensive report, including detailed financial analysis and recommendations on what green computing technologies to implement. Official project request forms for the recommended solutions would also be created as part of the project. In addition, documentation must be professional, with charts and references, a detail of business case. The outcome must be able to assist the environmental technologies program. The reports list recommended working applications that can solve technical problems. Other than that there are few things will be measured for user’s satisfaction

List of criteria:
Applications are effective

2.3 Product Deliverables
One report for each green computing technology which include Data centre and overall energy efficiency; the disposal of electronic waste and recycling; Telecommuting; Virtualization of server resources; Thin client solutions; use of open source software and Development of new software to address green computing for internal use and potential sale to other organizations.
Final reports including all data
Formal project proposals for at least four recommendations for implementing some of these technologies
Recommend the top four ideas based on extensive analysis team by come up with at least 20 different project ideas

2.4 Scope Management Plan
In a research project development team will come across with all sorts of issues, therefore the scope management plan is a predictive version of standard procedure. Before the project start, requirements will be collected and define. Also, it is very often that a project is running behind time schedule and a detail tasks list will be create with a deadline attach to each of the task to keen on checking them; making sure the project proceeds on time. The quality of work will be monitoring at time, once a task has finished. This may also include who is responsible for the scope, documentation and who for data entry. In reality, it is always been a change in a project development, and it will be controlled by set a approximate budget for each task and monitoring change at all time for a purpose of WBS re-enactment according to a new schedule or requests. Either by reference or in whole, the change control process should be included in the scope management plan.
3 Work Breakdown Structure
3.1 WBS Tree

3.2 WBS Table
ID
Task name
Duration
Predecessors
1
Project initiating
3days

1.1
Select manager
2days

1.2
Determine the aim of the project
1day
1.1

2
Project management
25days
1.0
2.1
Project planning
25days

2.1.1
Budget management
3days
1.2
2.1.1.1
Software
1day

2.1.1.2
Hardware
1day

2.1.1.3
Labor
1day

2.1.2
Scope management
3days
2.1.1
2.1.2.1
Create WBS
1day

2.1.2.2
Create Gantt Chart
2days
2.1.2.1
2.1.3
HR management
7days
2.1.2.3
2.1.4
Risk management
1day
2.1.1 ; 2.1.2
2.1.4.1
Positive risks
1day

2.1.4.2
Negative risks
1day

2.1.5
Communication management
10days
2.1.4

3
Project implementing
75days
2.0
3.1
Applications analysis
15days
2.1.5
3.2
Data analysis
15days
2.1.5
3.3
Applications design
30days
3.1 ; 3.2
3.4
Applications development
30days
3.3

4 testing 24days
3.0
4.1
Applications testing
7days
3.4
4.2
Looking for solutions
15days
4.1
4.3
Prepare reports and presentations
2days
4.2

5
Reporting
4days
4.0
5.1
Consummate reports
4days

5.1.1
Reports for each green computing technology applications
4days
4.3
5.1.2
Final report includes data
4days
4.3
5.1.3
Formal project proposals
4days
4.3
5.1.4
Tops four ideas
4days
4.3

The WBS table transforms the Gantt chart into a table format and show the logical steps of activity predecessors which organise progress into schedule.
4 Schedule
4.1 Gantt chart
Gantt chart listed full detail of green computing project schedules. It contains tasks, duration of tasks, start date, accomplish date and predecessors of tasks.
4.2 Critical path This critical path shows the planning progress of green computing project, and stages which crucial in application researches. Redlines show the critical path of the project.

5 Risk Management Plan
Project risk management developed to identify potential or predicable risks which might occur in the process of the project, therefore take actions in monitoring and preventing risks. Project risk management ensures the success of the project and minimise failure of activities and tasks.
5.1 Risk Management Strategy
To successfully manage the risks of the project, risks need to be identified. There are some terms of strategies which are suitable for the Green Computing Research Project.

• Information gathering techniques The green project team will need to start with review the documentation, recent and historical information relate to possible applications. There are 5 common methods can be used in the information gathering techniques.
Brainstorming
Delphi technique
Interviewing
Strengths, Weaknesses, Opportunities and Threats (SWOT) analysis.
­Root cause analysis
This project is focusing on searching suitable application for the major program which means application data is undeniable significant. However, this project might not be using interview for risk identification, according to there is no direct out put and user for the project in particular. • Checklists Create a checklist for progress of the project and point out at what stage and where a risk might occur and use this as a guideline to check back on the project. It includes, project risk and technical risk in this case.

• Assumptions analysis Significance of assumption analysis is to make sure they are valid, incomplete, inaccurate or inconsistent assumptions. However, it might lead to indentifying more risks. In green computing project it incarnates in data evidence and examinations.

• Diagramming techniques In a research project diagramming techniques might not be as efficient as they applied in other project.
– Cause and effect diagrams (fishbone diagrams)
– System or process flow charts
– Influence diagrams
5.2 Risk Monitoring Strategy
Risk monitoring and control is the process of keeping track of the identified risks, monitoring residual risks and identifying new risks, ensuring the execution of risk plans, and evaluating their effectiveness in reducing risk.

• Project risk response audits
• Risk reviews at regular intervals
• Data analysis
• Technical performance measurement
• Additional risk response planning (predictable and unpredictable)

5.3 Risk Identification
ID
Event or Risk
Probability
Severity
Preventative steps
Contingency
R1 Planning mistakes
Medium
High
Plan adjustment
Risk Monitoring
Time error in planning
Miss out some examination application R2 Not enough people Medium Medium Hire professionals outside the organization
Set job position before hand Team member drop out the project
Not enough people share the work load R3 Members with different skills Medium Medium Assigned some research to qualified professionals Slack of skill limitation R4
Group members are working at different places High Medium Face to face meeting
Use wiki to share information Lease member attend meeting
R5
Using the Excel models Medium Medium
Analysis and review data evidence and keen on improvement
Data loss
Evidence analysis and statistic error R6
Group members are not satisfied with the communication tools
Medium
High
Set rules for communication and conduct in person meeting periodically
Communications down
Technical boundary of communication R7
Estimates are not expected (cost/time/schedule)
High
High
Monitoring project progress step by step.
Control expense
Adjusting time management
Over budget cause by extraordinary expense
Behind time schedule

Green computing project is a research project; according to its unique attribute some common risks will not occur in this project.
The risk table only content risks which potentially or predicably occur in this project. It contains risk factors, impacts, and likelihood, avoidance and mitigation strategies. In addition, some risks might not be identified at the first place; however change and control of risk plan will accord assumption analysis.
6 Change Management Plan
6.1 Change management approach
Describe the overall approach to change management that this project will need. What are the lines of authority, responsibility, and decision making? How will your plan be implemented?
6.2 Change request procedure
What is the procedure for raising, approving/rejecting, monitoring, tracking, and closing change requests? Include templates where necessary.
6.2 Change tracking and control
This section will refer to the previous section. Define the tracking and control procedures for the actual changes in this section.
6.3 Audits and review
Describes the procedures used to verify the product matches the configuration item descriptions in the specifications and documents, and that the product being reviewed is
complete.
The audit is a way to check that the developers have done their job completely and in a way that will satisfy external obligations. Anomalies detected during the audit must be fixed, as must the root cause of the problem be fixed to avoid the problem from recurring. Describe this process.
6.4 Configuration Management
6.4.1 Configuration items
List the configuration items for this project, and define baselines
6.4.2 Configuration Management Approach
How will you manage the configuration for this project? Consider the following:

7.0 Project Review
Conduct this review against your progress with the workbook this semester - the workbook is your project for this section
7.1 Success criteria
Success criteria are requirements that the workbook must fulfill to consider accomplish.
Cover all the request chapters
Cover all topics in all chapters
Contents are appropriate
Audit 1 finish on time
Audit 2 finish on time
Final Audit accomplish on time

7.2 Project Achievements
Detail your project achievements against your success criteria.
Provide quantitative details as well as a qualitative discussion of your work
7.3 Schedule reporting
List your planned and actual deadlines for each deliverable in the workbook.
List your planned and actual size estimates for each deliverable in the workbook.
Provide quantitative details as well as a qualitative discussion of your work.
7.4 Review of Techniques
Evaluation is a systematic and objective measurement of the success of key projects way. Evaluation is valid, to achieve its objectives, the impact of the project results to evaluate the effectiveness of key projects, and achieve its goals. For the project outputs, evaluation might focus on whether the output is useful to meet user needs, performing well. Our group used five techniques in this project report. There are including WBS tree and table, schedule, critical path and wiki. Our group members know how to use these tools, and can proficient use these. These techniques can make picture display clearing and understanding7.5 Lessons
Learned
Provide a detailed review of the lessons you learned producing this workbook

Reference

Appendix