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Project Management

PAPER INSTRUCTIONS FROM CUSTOMER

Assignment topic: Project Management
Format: APA
Number of pages: 15 pages /4125 words

ESSAY WRITTEN SOLUTION

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Introduction

The main reason why Getta Byte Software project was formed is the need to replace the manual billing system with an online software based system that is more accurate, faster and easy to enter data. Besides, the billing system that is currently being used is capable of assisting the organization to conduct its daily operations. However, the current system has few challenges that can only be solved using an online system. The first challenge is that the current system is manual and makes it time consuming and it is easy to make simple human errors thus not accurate. Any inconsistency or error entered into the system puts the company at risk. Therefore the goal of the new online system is to save up to 25 per cent of the human labor per month by reducing human resource operating the system. The cost used to pay people operating the system will be used elsewhere thus increasing the total profit made by the company. The system will engage a number of people such as the CEO, CFO, billing staff, Accountants and customers. The success of the new billing system will be attributed to the fact that the billing cycles are reduced to more than 30 per cent monthly.

There shall be a person (project manager) who will manage the entire project. In this scenario the project manager will be Ima Payne and he will be the one to appoint and assign the team responsibilities. Each person will be responsible on their department of operations to ensure smooth running of operations. Project manager will also oversee the entire process, allocate the resources such as human resource, material and cost that shall be used in the project. Finally, it will be the responsibility of the project manager to ensure that communication is done with adequate control of all provided resources. The other key stakeholders Hugh Duitt, Nonia Bizness, Kent, Julia Roberts and Jack Black. From the communication management plan you will find the persons given the mandate to report updates and how often they should report progress.

The budget of Project Bill is $ 250,000 and it has a tight schedule. Based on WBS, it is estimated that the project will be completed by the 1st September, 2021 which is about 140 days. The schedule does not include additional time that is needed for troubleshooting potential technical issues or delays caused by predecessor tasks that are not completed by other departments.

Section A: The Project Charter

Project Name Billing System Implementation Project Number 040
Project Team Key Stakeholders Prioritization High
Owners Ima Start Date: August 2021
    Completion Date September 10, 2021

 

Mission The project main mission is to install an online software system that will enhance a more accurate, easy and fast data entry system. The online software system will improve data entry and it has a 25% potential savings on the labor costs per month.
Project Description Installation of an automated online system to replace the traditional billing system.
Objectives Ø  Programmed, accurate and fast data entry system.

Ø  Improved data entry

Ø  Dynamic apprises towards the receivables

Ø  Potential savings on labor cost by 25%

 

Business Need Current system is labor-intensive, time-consuming, and inaccurate
Milestone The project should start on 1st August 2022

Significant information collection from the users to be conducted by 5th August 2022

Selection of the most appropriate dealer to be done by 7th August 2022

Purchase of the software before 10th August 2022

Customization and testing of the software by 15th August 2022

Transfer of available data to the cloud and its validation by 20th August 2022

Recruitment of skilled personnel by 22nd August 2022

Preparation of manual for training the new recruits and this is to be conducted by 25th August 2022

The product comes into play by 1st September 2022

 

 

 

Budget Estimated Labor $40,000
Estimated Materials $100,000
Estimated Contractors $40,000
Estimated Equipment and Facilities $55,000
Estimated Travel $15,000
Total Estimated Cost $250,000
User Acceptance Criteria Potential labor savings by 25%
Reduced instances of cyber security that has been a menace
The project should come in play by 1st September 2022
High Level Assumptions  

·         The allocated budget are adequate to finance the project to its completion

·         The system shall be secure and it shall not be vulnerable to hacking

·         The project shall be live by 1st September 2020

·         A suitable merchant for software supply shall be found

·         The software shall  work properly without failing

·         Personnel acquired have the needed skills to fashion the project

·         The project shall not have struggles along the way and all risks shall be handled appropriately

High Level Constraints Budget might not be enough

It may be difficult obtain a license

Failure of software

Price rises and this could mean that budget could go up than expected

It shall be challenging to pass data security inspection

Time schedule may be insufficient

Language barrier

Exclusions Extra expenses earned during the project
Software specifications required
Shall not include financial statements and standing of the entire company

 

Risks Time wastage during the acquisition of the software license
Data transfer risk as the software may crash during installation
Inflation and hence the budget could go up
Key Stakeholders CEO, CFO, Finance, Billing, Customer Service

 

Section B: The Stakeholder Engagement Plan

Stakeholder Engagement Plan
Project Name: Billing System Implementation Project Manager: Ima Payne Date:
Who What How Who When Other
Stakeholder Stakeholder’s Role Category Influence
High/Low
Interest
High/Low
Support
Neutral
Against
Monitor
Inform
Satisfy
Manage
Method (e-mail, meetings, posting on collaborative site, etc.) Strategy Owner Frequency Notes
Jack Black CEO Key High High Support Monitor Meeting Ima Payne Monthly  
Julia Roberts CFO Key High High Support Monitor Meeting Ima Payne Monthly  
Ima Manager Secondary High Medium Support Manage Meetings/E-mails Ima Payne Bi-weekly  
Nonia Sales Team Primary Medium Low Neutral Inform Meetings/E-mails Ima Payne Weekly  
Kent Accounting Key Low High Neutral Satisfy Meetings/E-mails Ima Payne Bi-weekly  
Hugh Director Primary Low Low Neutral Monitor Meetings/E-mails Ima Payne Weekly  
Subcontrators Supplies Secondary Medium Medium Neutral Satisfy E-mails Project Team Daily  
Acounting Team Processing Primary High High Support Satisfy Meetings/E-mails Project Team Daily  
Finance Department Reporting Primary High High Against Satisfy Meetings/E-mails Project Team Weekly  
Accounts Payable Team Billing Primary High High Support Manage Meetings/E-mails Project Team Daily  
Sales Team Sales Secondary Medium High Neutral Monitor Meetings/E-mails Project Team Weekly  

Section C: The Communication Management Plan

COMMUNICATIONS MANAGEMENT PLAN
Project Name:   Billing System Implementation
Project Manager Name:   Ima Payne
Project Description:     Replace the current billing system with the online system
ID Communicaton
Vehicle
Target
Audience
Description/Purpose Frequency Sender Distribution
Vehicle
Internal /
External?
Comments
0 Weekly status report Project Team Communicate updated project status Weekly John Doe e-mail Internal and External  
1 Team Meeting Project tema, Director, Manager Communicate updated project status Weekly Hugh Meeting/E-mail Internal and External Weekly updates
2 Budget Report Director, CEO, CFO Budget Updates Monthly Ima Meeting/E-mail Intermal Monthly report about the budget and use of finances
3 Project Status Report Project Team, Direcotr, Manager Communicate updated project status Weekly Hugh E-mail Internal and External Weekly project report on the status of the project
4 Huddle Project Team, Manager List of outstanding project issues Weekly Ima Meeting Internal Highligthing issues and problems encountered during the project development.
5 Steering Committee Review CFO, CEO, Director Sales, Prospect, Manager Updating the team members regarding the current status of the project Monthly Project Manager Meeting External Steering Commtee
6 Project Review Meeting CFO, CEO, Director Sales, Prospect, Manager To provide feedbacks about project deliverables and discussing the subsequent stage Bi-Weekly Project Manager Meeting Internal Review on the milestones and attainment to be done in the meeting
                 

 

Section D: The Project Scope Statement

Project Name Billing System Implementation Project Number 040
Project Team Key Stakeholders Prioritization High
Owners Ima Payne Start Date: August 2021
    Completion Date September 1st , 2021

 Project Description

Getta Byte Software is a project that encompasses online billing system development that is efficient, accurate and user friendly and it also has the advantage of potential labor savings of 25%. The major goal of the project is to install the automated online billing system to replace the traditional system that has been encompassed with errors and is time consuming. The manual system is labor intensive.

Project Requirements

  • User friendly and efficient
  • Capacity to assess all information fed into the software and produce accurate dependable for users.
  • Automated billing system should have the capacity to generate explicit, accurate and dynamic reports.

Project Deliverables

The project has the following goals or deliverables. :

  • The install an automated online system known as Getta Byte Software to replace the traditional billing system.
  • To produce accurate data for every customers and thus all error sources are eliminated.
  • Developing a software that is user friendly. It implies that the system is easy to use and is understood by all consumers.
  • The software system needs to be more safe and secure to safeguard the consumers’ information from cases of cybersecurity.
  • The system should be fast, efficient and accurate to avoid time wastage.

Project does not include (Exclusions)

Extra expenses earned during the project

Software specifications required

Shall not include financial statements and standing of the entire company

Acceptance Criteria

Potential labor savings by 25%

Reduced instances of cyber security that has been a menace

The software should go live by 1st September 2022

Estimated Project Schedule

Milestones Estimated Date of Completion
Commencement of the project August 1, 2022
Software purchase August 10, 2022
Customization and testing of software August 15, 2022
Project going live September 1,2022
Total Estimated Length of Project 30 days

 

Resource Requirements

Role Quantity Estimated length of time
Data Architect 1 Entirety of project
Developers 2 Entirety of project
Billing Representatives for testing project managers 3 1 month

 

Estimated cost of Project

Estimated Labor $40,000
Estimated Materials $100,000
Estimated Contractors $40,000
Estimated Equipment and Facilities $55,000
Estimated Travel $15,000
Total Estimated Cost $250,000

 

Project constraints

  • Budget might not be enough
  • It may be difficult obtain a license
  • Failure of software
  • Price rises and this could mean that budget could go up than expected
  • It shall be challenging to pass data security inspection
  • Time schedule may be insufficient
  • Language barrier

Project Assumptions

  • The allocated budget are adequate to finance the project to its completion
  • The system shall be secure and it shall not be vulnerable to hacking
  • The project shall be live by 1st September 2020
  • A suitable merchant for software supply shall be found
  • The software shall work properly without failing
  • Personnel acquired have the needed skills to fashion the project
  • The project shall not have struggles along the way and all risks shall be handled appropriately

Section E: WBS and the Project Schedule

Task Name Duration Start Finish Predecessors
Getta Byte Software 24 days Mon 8/1/22 Thu 9/1/22
   Finalize Requirements 5 days Mon 8/1/22 Fri 8/5/22
      gather requirements from users 2 days Mon 8/1/22 Tue 8/2/22
      gather requirements from customers 3 days Wed 8/3/22 Fri 8/5/22
   Purchase Software 4 days Sat 8/6/22 Wed 8/10/22
      Select a Vendor 1 day Sat 8/6/22 Sun 8/7/22 4
      Negotiate a Contract 2 days Sun 8/7/22 Mon 8/8/22 6
      Execute the Purchase 2 days Wed 8/10/22 Thu 8/11/22 7
   Customize Software 5 days Fri 8/12/22 Wed 8/18/22
      Define Features 2 days Sat 8/13/22 Sun 8/14/22 8
      Set up the test environment 5 days Wed 8/18/22 Tue 8/23/22 10
      Develop customization 2 days Thu 8/17/22 Fri  8/18/21 11
      Task customization 1 day Fri  8/19/22 Fri  8/19/22 12
   Transfer Data to Cloud 5 days Sat 8/20/22  Thu 8/24/22
      Validate data 3 days Sat 8/20/22 Tue 8/23/22 13
      Map fields 1 day Wed 8/24/22 Wed 8/24/22 15
      Transfer data 1 day Thu 8/25/22 Thu 8/25/22 16
   Train Personnel 15 days Thu 8/15/22 Wed 8/25/22
      Develop training with a vendor 10 days Thu 8/15/22 Wed 8/28/22 17
      Schedule training for Csr’s 10 days Thu /29/21 Wed 8/11/21 19
      Conduct training 10 days Thu 8/12/21 Wed 8/25/21 20
   Go Live 5 days Thu 8/26/22 Wed 9/1/22
      Release the system to production 1 day Thu 9/1/22 Wed 9/1/22 21

 

References

DeVry University (Director). (n.d.). Getta Byte Project Scope [Video file]. Retrieved from https://devryu.instructure.com/courses/68160/pages/week-3-course-objectives-and-lesson? module_item_id=8539526

DeVry University (Director). (n.d.). Getta Byte Software—Creating a Charter [Video file]. Retrieved from https://devryu.instructure.com/courses/68160/pages/week-1-course-objectives and-lesson? module_item_id=8539248

DeVry University (Director). (n.d.). Getta Byte Software—Project Stakeholder Engagement and Communications Management Plans [Video file]. Retrieved from https://devryu.instructure.com/courses/68160/pages/week-2-course-objectives-and-lesson? module_item_id=8539351

DeVry University (Director). (n.d.). Scheduling at Getta Byte Software [Video file]. Retrieved from https://devryu.instructure.com/courses/68160/pages/week-4-course-objectives-and-lesson? module_item_id=8539611

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