case background as the project manager you are required to pre

Case Background As the project manager you are required to present an initial project report to the project sponsor that shows how you propose to implement this project. As the project manager you may make any assumptions you think are necessary. Case study Grand Wines You are an employee of Grand Wines Ltd and project leader of a proposed project to equip each of the companys 20 sales representatives with a wireless data entry device by which they could instantly communicate customer orders to the companys central sales database in Sydney. The sales representatives operate over all areas of NSW and service around 400 independent wine and liquor stores in the state. Currently, the sales representatives complete customer orders manually and after leaving a copy with the customer, they forward the customer orders by mail or fax to the sales department in Sydney, where the orders are entered into the sales database and processed through the inventory system for shipment to the customer. The problems with the current process are: At least one-day is lost in supplying customers with products because of the delays in getting orders into the system. Sales representatives do not know the latest inventory position of their products when they accept orders from the customer. Delays in delivery can result when orders are placed on back-order because of a lack of stock. Orders are often lost or entered into the sales database incorrectly through human error. The sales representatives and many customers are dissatisfied with the current situation. Competitive wine companies have improved their order systems and are outperforming Grand Wines Ltd in terms of delivery speed, order accuracy, availability of ordered stock and overall customer satisfaction. Your CEO has stressed the importance of the project to the company and asked you to use your skills as a project manager to make sure the project is successful by following the relevant project management processes. You have been assigned a project leader of this project. Your manager has given you guidance that the project needs to be completed within 6 months and that costs should be minimised wherever possible with given budget of AUD 60000.00. Task 1: SWOT ANALSIS 10 marks Conduct SWOT analysis giving 5 points each for S, W,O,T as per descriptions below to help project managers. Task 2: Prepare Project Charter as per below template 5 marks per topic 30 marks Template for Project Charter Basic details Including: Title of the project, Name and email of the Project Manager(yourself), Duration of the project, and High level budget Project Objectives Clear, concise reasoning for why the project is being performed Clear, concise definition of what the projects activities will entail Brief description of primary deliverable(s) Clear description of the projects benefits to the organisation Recognition and description of any limits that the project will not cover and address Acceptance Criteria Identification of specific factors against which the project can be compared to determine success/failure Identification of specific deliverables not only for class, but for the project as a whole Agency-specific deliverables Inclusion of due dates for the deliverables Clear identification of milestone and milestone exit points Factors should include a specific metrical comparison Assumptions and Constraints Any assumptions made during the course of the project List of constraints that entail the limitations that are required to be addressed Stakeholder List Complete list of stakeholders including the sponsor, PM, executive members and few important members that are required to contribute to high level decisions Lessons Learned Identification of pitfalls to be avoided, based on the students past experience Evidence of thought as to what can and cannot affect the project in terms of how the project will run Charter Sign off Task 3: Prepare Communications Plan as per the template given- 20 marks Communication Plan Template Plan purpose A brief description of why and how the plan was developed, and an overview of the overall team communication philosophy. Also states types of communications planned, for lateral, downward, and upward communication. Identification of stakeholders The who in the project that requires information, (i.e. team members, project sponsor, class professor, etc.) and also the responsible parties to receive and/or communicate information. Information to be shared The what in terms of project information communication. Describes types of information that the team uses to communicate amongst its own team members, and also to the agency sponsor and the class professor. Frequency of information exchange The when describes how often communications will be held (i.e. daily, weekly, monthly, as needed, etc.) Location of information exchange The where states the location of the meeting or other interactions Purpose of communication The why description assures that communications are held effectively. Mechanism for communication The how describes the media for communication (i.e. physical meeting, email, phone, message group, etc.) Change management Description on how the team will handle changes in the project, whether it is in terms of project scope, schedule, or resources. This includes how the team plans to communicate changes as well as how the team plans to make decisions about changes. Meeting agenda Gives a brief overview of what the team plans to accomplish in each of its meetings, how it documents goals and objectives for meetings, and defines and assigns actions for the team to accomplish project objectives. Rationale This assessment task covers first five topics and has been designed to ensure that you are engaging with the subject content on a regular basis. More specifically it seeks to assess your ability to: Identify the responsibilities of a Project manager when participating in a real world project; Define the role of management in projects, particularly from the view point of the practitioner as a member of the project team; Apply project management skills, methods, techniques and tools to a real world problem typical of a project manager; Explain areas of knowledge relevant to project management; and Discuss the many problems facing the project manager and to note the “best practices” being utilised in order to produce effective, efficient and quality projects on time and within budget Marking criteria SWOT Analysis Strengths what the organization currently has the capability to do well. Weaknesses areas in which the organization is not competitive. Opportunities possible things a project team can do for additional success. Threats areas where outside competition may limit effectiveness. Each of these provides insight into the possible choices of projects as well as how to structure each to capitalize on strengths and opportunities and to avoid or overcome weaknesses and threats. Project Charter The criteria on the following page pertain to the charter. The PMPs judge each component on a five-point scale. STANDARDS Criteria FL PS CR DI HD Task1 SWOT-Strength(5 marks) Weak attempt at strengths of the chosen organisation, 1-2 points given Some attempt at strengths of the chosen organisation, 2-3 points given Average attempt at strengths of the chosen organisation, 3-4 points given Good attempt at strengths of the chosen organisation, all 4-5 points given Excellent attempt at strengths of the chosen organisation, all 5 points relevant to the case study given Task 1 SWOT- weakness(5 marks) Weak attempt at weaknesses of the chosen organisation, 1-2 points given Some attempt at weaknesses of the chosen organisation, 2-3 points given Average attempt at weaknesses of the chosen organisation, 3-4 points given Good attempt at weaknesses of the chosen organisation, all 4-5 points given Excellent attempt at weaknesses of the chosen organisation, all 5 points relevant to the case study given Task1 SWOT-Opportunity(5 marks) Weak attempt at opportunity of the chosen organisation, 1-2 points given Some attempt at opportunity of the chosen organisation, 2-3 points given Average attempt at opportunity of the chosen organisation, 3-4 points given Good attempt at opportunity of the chosen organisation, all 4-5 points given Excellent attempt at opportunity of the chosen organisation, all 5 points relevant to the case study given Task1 SWOT-Threats(5 marks) Weak attempt at threats of the chosen organisation, 1-2 points given Some attempt at threats of the chosen organisation, 2-3 points given Average attempt at threats of the chosen organisation, 3-4 points given Good attempt at threats of the chosen organisation, all 4-5 points given Excellent attempt at threats of the chosen organisation, all 5 points relevant to the case study given Task 2 Project Charter :Project Objectives(5 marks) Not Considered Objectives are defined but unclear. Objectives are defined but do not cover business need. Objectives are defined and limited to business need. Objectives are defined including need, ROI, benefits to stakeholders and success factors. Task 2 Project Charter Acceptance Criteria(5 marks) Not Considered Check-list is defined but unclear Check-list criteria are defined but do not cover signoff process Check-list criteria are defined with signoff process Check-list criteria are defined with signoff process including template/ forms/approvals. Task 2 Project Charter Constraints / Assumptions(5 marks) Not Considered Defined but unclear. Only Assumptions or only Constraints are defined. Few Assumptions and Constraints are defined, but not detailed enough. Most Assumptions and Constraints are defined with required details. Task 2 Project Charter -Stakeholder list(5 marks) Not Considered Only Student team is covered. Student team and Customer are covered. Student team, Customer and Sponsoring agency are covered. Student team, Customer, Sponsoring agency and other stakeholders (e.g. Vendors) for the project are covered. Task 2 Project Charter -Charter Signoff(5 marks) Not Considered Defined Charter signoff process but unclear. Defined Charter signoff process with forma/templates / approvals Task 2 Project Charter- Lessons learned(5 marks) Not Considered Only considered personal experiences. Considered lessons learned from past projects / best practices. In addition to past projects, on-going learnings from current project have been considered. Considered lessons learnt / best practices and applied to project appropriately & developed contingency plan. Task 3- Communication Plan: Purpose $ Team Meetings Agenda ( 5 marks+) Not Considered Defined but unclear. Internal team meetings are planned and conducted as per a schedule. Meetings are planned, conducted followed by Minute of the Meetings Meetings are planned, conducted followed by Minute of the Meetings and Action items. Task 3- Communication Plan 5 marks (Who, What and When,) Not Considered Defined but unclear. Defined Who and What communication will take place. Defined Who (most stakeholders), What and When (Frequency) communication will take place. Defined Who (all stakeholders- to receive and to communicate, When, What (all types of information) communication will take place. Forms / Templates are covered. Task 3- Communication Plan 5 marks Where, Why and How) Not Considered Defined but unclear. Defined Where and How communication will take place. Defined Where (location of the meeting or other interactions), Why and How (method) communication will take place. Defined Where (clearly and appropriately states the location of the meeting or other interactions), Why(description), How (i.e. physical meeting, email, phone, message group, etc.) communication will take place. Forms / Templates are covered. Task 3- Communication Plan Change Management (5 marks) Not Considered Escalation method is defined but unclear Escalation method is defined, but without process documentation Escalation method is defined including process documentation. Escalation method is defined including process documentation & Issue log template

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