Project Management

Sefam Pvt. Ltd

Group members (BBA-B) Eiman khudayar Maria Akbar Rohan Ahmad Syed Muhammad Fahad 08-0462 08-0462 08-0096 08-0256

Submitted to: Mr. Mohammad Ali

February 25th, 2012

Project Charter
Project title: Technical and organizational aspects of a Management Information Systems implementation.

Key Stakeholders Executive Sponsor Project Manager Client Point of Contact Sefam Pvt Ltd Eiman Khudayar MIS consultant Arsalan Ijaz

Primary Project Mission

To carry out a detailed study on change and management and peoples management, which might be of due importance to the company and the MIS department followed by a recent point of sale system implementation.

Project Objectives
To evaluate the needs of the end users To examine the expectations of the workers and observe how well are they being fulfilled Observe how the management undertakes the responsibility of making this change as smooth as possible To see whether there is resistance amongst the employees against the particular project, the reason behinds it and to provide a proposed solution

Deliverables The report of the observation carried out through interviews and focus group discussion with management at all levels. The report will be pointing out problems and suggesting possible solutions according to personal opinion and best practices across the industry. Scope Organization wide analysis which includes : Feedback and point of view of the 9 brands operating under the organization Departments within the brands Top and middle managements requirement of the outcomes of the reports to be generated Barcode system renewal and its impact

Departments Involved:
Management Information Systems Human Resource Department IT Department Supply Chain Department Retail Stores

Constraints: Time Limited time of 3 months only after which deliverables have to be presented

Quality

The desired objectives should be met with meaningful research

Suggested Approach:

To find out and understand the problems being faced by the workforce at Sefam, we plan to conduct a Primary Research on the issue at hand. o The primary research will primarily consist of Qualitative Research but before we conduct the primary research, we will firstly be addressing the following questions to not sway from our focus: o What do we want to discover? o How do we plan on discovering it? (This will be our research methods or methodology) o Who are we going to talk to/observe/survey? (These people will be voluntary participants) o How are we going to be able gain access to these groups or individuals? o What are our biases about this topic? o How can we make sure our biases are not reflected in our research methods? o What do we expect to discover? o With these questions in mind, the tools and methods we will be using to perform our research are provided below:

o Interviews: Interviews are one-on-one or small group question and answer sessions. Interviews with different members of the workforce from Sefam will provide a lot of valuable information. They will also hopefully prove useful in our giving us an expert or knowledgeable opinion on a subject. Problems and issues of the employees will therefore come on the surface level. o Surveys: Surveys are a form of questioning that is more rigid than interviews and that involve larger groups of people. Although surveys will provide a limited amount of information from a large group of people, who will be the workforce employed at Sefam, they will still be useful for us in understanding what a larger population thinks about the implementation of new ERP systems. o Observations: Observations involve taking organized notes about occurrences in a particular setting. Observations will provide us with insight about specific people, occurrences and events. They will be useful for us to understand an event without the biased viewpoint of an interview. o Analysis: Analysis involves collecting data and organizing it in some manner based on criteria you

develop. Creating an analysis will be useful when we want to find out some trend or pattern. It will help us understand whether the massive level of change being brought about within the company is acceptable to the majority or are a greater number of people against the implementation of ERP systems.

Issues and limitations: The limitation of our project is that Sefam Pvt. Ltd is yet to see the completion of implementation stage of the ERP system. Appropriate software is being analyzed for final selection. Due to this, we were unable to study in proper detail the aspects of Change management and the focus of our project. Hence we leave this part of our research for future presentations and write ups.

Initial Estimates:
Schedule Data Collection: 2 months Data Analysis: 2 weeks Presentation: 5 days

Stakeholder register

Title : Date :
Stakeholde r

Technical and organizational aspects of a Management Information Systems implementation. 1st March, 2012
Position Role Contact Information Requirement s Expectation s Conflict Area Strategy to resolve the conflict Provide faster and improved service.

Gul Ahmed

Competi tor

Providing goods with which Sefam has to compete

gulahmed@gula hmed.com 111-485485

Would constrain the project by providing similar services at better prices

Higher profits for Sefam because of advanced Information Systems in place Higher profits for Sefam because of advanced Information Systems in place High Quality work

Customers

Nishat Mills

Competi tor

Providing goods with which Sefam has to compete

nmlgreige@nishat mills.com +92-42111332200

Would constrain the project by providing similar services at better prices

Customers

Provide faster and improved service.

IT department

Departm ent currently handling the IT related affairs

Fixing issues and problems related to the software

111-222-500 042-37554001

To be the only department which resolves software related problems To ensure the MIS get implemented efficiently

Technical aspects

Merging the IT departme nt with the MIS departme nt

Taar techno logics

Consulta ncy firm

Running the project

Boost the service quality and ensure cost control

Resistance from other department against the use of new systems

Train the workforce to adopt to the new system

Eiman Khudayar

Project Manage r

Managing the project effectively and efficiently to achieve the desired goals.

Eiman_khudayar@h otmail.com

Would ensure the completion of the project within the defined time and budget constraints.

Implementi ng systems within Sefam that would significantl y bring down the costs and increase efficiency.

Conflict between the MIS team and the rest of the departmen ts.

Effective communi cation and training of the employe es ensuring them that the new systems would only boost their producti vity and not harm their jobs.