Managemnt of Projects

Acknowledgment
Abdul Rahuman
Management of Projects
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Excusive Summery
This is the document for Millennium Enterprises Web Based System Project and it
includes the Project Proposal and the final Project Plan. This document describes
about the principals of project managements, viability of projects with particular
emphasis on the criteria for success or failure and some project management systems.
The Project Proposal consist with Aims and Objectives of the project, Scope of the
project, Resource Requirements, Deliverables, Time Plan and Budget Plan of the
Project.
The Project Plan consist with complete description of project organization, a
description about project background, Resource Planning and Risk Planning. And also,
it includes the Constraints of the Project.
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Content
Introduction .................................................................................................................... 5
What is a Project? ...................................................................................................... 5
What is Project Management? ................................................................................... 5
Task 01 ........................................................................................................................... 6
1.1.
Principles of Project Management .................................................................. 6
1.2.
Viability of a Project ..................................................................................... 15
1.3.
Project Management Systems and Procedures .............................................. 17
1.4.
Scope of the Millennium Enterprises Web Based System Project ................ 18
1.5. Resource Requirements for Millennium Enterprises Web Based System

Project ...................................................................................................................... 20
1.6.
Terminating Projects and Conducting Post-Project Appraisals .................... 21
Task 02 ......................................................................................................................... 32
2.1. Project Organization ......................................................................................... 33
2.2. Background of the Project ................................................................................ 36
2.3. Aims and Objectives of the Project................................................................... 36
2.4. Resource Planning ............................................................................................ 37
2.4.1. Scope .......................................................................................................... 37
2.4.2. Human Resource ........................................................................................ 38
2.4.3. Finance ....................................................................................................... 41
2.4.4. Schedule ..................................................................................................... 42
2.5. Risk Planning and Contingency ........................................................................ 43
2.6. Other Constraints .............................................................................................. 44
Task 03 ......................................................................................................................... 45
3.1. Control and Co-ordination of a Project ............................................................. 45
3.2. Project Leadership ............................................................................................ 46
Task 04 ......................................................................................................................... 48
Self Reflection .......................................................................................................... 54
Conclusion ............................................................................................................... 54
References .................................................................................................................... 55
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List of Figures
Figure 1-Project Life Cycle............................................................................................ 5
Figure 2-Project Time Management .............................................................................. 8
Figure 3-Project Quality Management ......................................................................... 10
Figure 4-Project Success .............................................................................................. 16
Figure 5-Functional Structure ...................................................................................... 33
Figure 6-Divisional Structure....................................................................................... 33
Figure 7-Matrix Structure ............................................................................................ 34
Figure 8-Organizational Breakdown Structure ............................................................ 35
Figure 9-Cost Breakdown Structure ............................................................................ 41
Figure 10-Project Management Network Diagram ...................................................... 42
Figure 11-cost performance analysis ........................................................................... 46
List of Tables
Table 1-Proposed Budget Plan ..................................................................................... 19
Table 2-Proposed Time Plan ........................................................................................ 19
Table 3-Work Breakdown Structure ............................................................................ 37
Table 4-Task Responsibility Matrix ............................................................................ 39
Table 5-Project Communications Plan ........................................................................ 40
Table 6-Gantt Chart ..................................................................................................... 42
Table 7-Risk Management Plan ................................................................................... 43
List of Abbreviations
VPN
Virtual Private Network
QA
Quality Assurance
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Introduction
What is a Project?
A project is temporary in that it has a defined beginning and end in time. A project is
unique in that it is not a routine operation, but a specific set of operations designed to
accomplish a singular goal.
Some examples for project are;
The development of software for an improved business process
The construction of a building or bridge
The relief effort after a natural disaster
The expansion of sales into a new geographic market
And all must be expertly managed to deliver the on-time, on-budget results, learning
and integration that organizations need.
Figure 1-Project Life Cycle
What is Project Management?

Project management is the application of knowledge, skills, tools, and techniques to
project activities to meet the project requirements.
Project Management tasks can be divide as,
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Initiating the Project
Planning the Project
Executing the Project
Monitoring and Controlling the Project
Closing the Project
(PMI, 2017)
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Task 01
1.1.
Principles of Project Management
Project Integration Management

The Project Integration Management consists the following processes.
Develop Project Charter

Formally project charter authorizes the project and gives the objectives and
business case. It written by a Manager higher in authority than Project
Manager and it Identifies the Project Manager.
Develop Project Management Plan

Project Management Plan is developed by Project Manager with inputs from
the team, stakeholders and management. Project Management Plan is iterative.
A Project Management Plan is bought into, approved, realistic and formal.
Direct and Manage Project Work

Direct and Manage Project Work process includes performing the work
defined in the PMP to achieve project goals.
Monitor and Control Project Work

Monitoring and Control Project Work process includes tracking and reviewing
the progress of the project.
Perform Integrated Change Control

The change requests that get generated are evaluated as part of the Perform
Integrated Change Control process. The change requests on the project
deliverables and project artifacts are managed in this process.
Close Project or Phase

The Close Project or Phase is the process of formal completion of all project
related activities. At the end of each phase of a project, a lesson learned
document must be prepared. The lesson learned document defines what was
done right, wrong etc.
(PreparePM, 2015)
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Project Scope Management

The Scope Management includes the processes required to ensure that the project
includes all the works, and only all the work required to complete the project
successfully. It is primarily concerned with controlling what is and what is not in the
scope. A project Scope management consists of following processes.
Collect Requirements
Collect Requirements process involves documenting stakeholders needs to
meet project objectives. Tools and Techniques of Collect Requirement process
are; Interviews, Focus Groups, Observations, Prototypes, Questionnaires,
surveys and etc.
Define Scope
The Define Scope process involves defining detailed description of the project
and major deliverables. Expert judgments, Product analysis, Alternative
identification and Facilitated workshops are some techniques for define scope.
Create Work Breakdown System

Create Work Breakdown System is the process of dividing the project
deliverables into smaller components. It is a graphical representation of the
hierarchy of the project and it forces the project team to think through all the
level of project.
Validate Scope
The Validate Scope is the process in which the project customer formally
accepts the project deliverables. Scope validation happens at the end of each
phase. During the Validate Scope process customer gives feedback on work
performed. While Validate Scope process focuses on customer acceptance,
Perform Quality Control process focuses on correctness of work.
Control Scope
Control Scope process involves monitoring the status of project and managing
scope changes.
(PreparePM, 2015)
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Project Time Management

Project Time Management consists of the following processes.
Define Activities
The Defining Activities process has Activity list, Activity attributes and
Milestone list as outputs.
Sequence Activities
Sequence Activities process has project schedule network diagrams and
project document updates.
Estimate Activity Resources

Activity resource requirements, Resource breakdown structure and Project
document updates are outputs of Estimate Activity Resource process.
Develop Schedule
Project Schedule, Schedule baseline and Schedule data are some of outputs of
Develop Schedule process.
Control Schedule
The Control Schedule process has the Work performance measurements,
Organizational process assets updates, Change requests and Project
management plan updates outputs.
(PreparePM, 2015)
Figure 2-Project Time Management
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Project Cost Management

Project Cost Management consists of the following processes.
Estimate Cost
Estimating has many techniques and Analog Estimating, Parametric Modeling
Estimation and Bottom up estimation are some of them.
Analogous Estimates are based on past projects and it is less accurate when
compared to bottom-up estimate. Parametric Modeling Estimation use a
mathematical model to make an estimate.
Determine Budget
The process of cost budgeting defines time phased cost estimates for the
project.
Project Risk Management

A project risk is a potential source of deviation from the project plan. Project risk can
have a negative or positive impact on the project. Project risks that are negative called
threats. Project risks that are called opportunities.
Reducing the probability of risk, developing contingency plans, passively accepting
consequences and Transferring risk are some responses to threat.
Project Risk Management consists of the following processes.
Identify Risks
Perform Qualitative Risk Analysis
Perform Quantitative Risk Analysis
Plan Risk Responses
Monitor and Control Risk

(PreparePM, 2015)
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Project Quality Management

Project Quality Management consists following processes.
Plan Quality Management

The process of Plan Quality Management includes defining quality
requirements of the project and documenting how the project will ensure
compliance.
Perform Quality Assurance

Quality Assurance is done during execution of the project. It includes process
of evaluating overall performance on a regular basis, Re-evaluating quality
standards and Quality audits. Quality audit means structured review of quality
activities that identify lesson learned are used for process improvement.
Preform Quality Assurance involves reviewing the quality requirements and
auditing the results from quality control measurements.
Perform Quality Control

Perform Quality Control focuses on correctness of work. It includes
inspections.
(PreparePM, 2015)
Figure 3-Project Quality Management
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Project Human Resource Management

Project Human Resource Management consists following processes.
Plan Human Resource Management

Plan Human Resource Management process involves identifying and
documenting project roles and responsibilities.
Acquire Project Team

Acquire project team process involves identifying and obtaining the team
necessary to execute the project.
Develop Project Team

Develop project team process involves improving the competencies of the team
members and improving teamwork between the team.
Manage Project Team

Manage project team process is the process of tracking team member
performance and managing issues within the team.
(PreparePM, 2015)
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Project Communications Management

Project Human Resource Management consists following Processes.
Plan Communications Management

Plan communications management defines how and when the various
stakeholders receive information, and communication each other.
Plan communication process involves determining what kind of information
should be shared with which project stakeholder.
Manage Communications
Throughout the project duration, information is shared with stakeholders as
planned. This sharing of information is part of the Manage Communication
process.
Control Communications
The Control communication process involves sharing the project status reports
and measurements with appropriate stakeholders.
(PreparePM, 2015)
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Project Procurement Management

Procurement management involves getting work done by people outside the project
team. It includes administering contracts and change control process to manage
contracts or purchase orders.
Project Procurement Management consists following Processes.
Plan Procurement Management

The Plan Procurement process involves build versus buy decisions.
Conduct Procurements
The process of Conduct Procurement involves receiving seller responses,
selecting seller and awarding a contract.
Control Procurements
The process of Control Procurement involves managing procurement
relationships and ensuring the seller performance meets the procurement
requirements.
Close Procurements
The process of Close Procurement involves completing each procurement. The
process involves verifying that all planned work as per the contract has been
completed.
(PreparePM, 2015)
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Project Stakeholder Management

Project stakeholder management is comprised of the process required to identify the
people, groups and organizations that can impact or be impacted by the project. It
involves analyzing stakeholder expectations in developing management strategies for
effectively engaging stakeholders and project decisions and activities.
Project Stakeholder Management consists following Processes.
Identify Stakeholders
Identify stakeholders is the process of identifying all individuals or
organizations that can be positively or negatively impact by the project and
documenting their influence, impact, interest and involvement on project
success.
Manage Stakeholder Engagement

As a part of the Manage Stakeholder Expectations process, the project
manager works with the stakeholders, understands and addresses their needs
and expectations.
Control Stakeholder Engagement

Control stakeholder engagement process is a newly added process is given
below.
(PreparePM, 2015)
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1.2.
Viability of a Project
A project is a complex, non-routine, one-time effort limited by time, budget, resources

and performance specifications design to meet customer needs. Project management is
a set of tools, techniques and knowledge that helps to achieve the three main
constraints of scope, cost and time. However, based on literatures, 52.7% of projects
were not able to complete on time and over cost, and 31.1% not fulfilled the scope.
Project managers can use different techniques and tools that are useful to manage
project efficiently. These include network activity diagram, bar charts, macro and
micro cost estimation approaches and resource scheduling techniques. The use of
these techniques and tools could lead to better chance of project success.
The top four factors that contributed to project success are;
User Involvement
The absence of user involvement is the major cause of project failure. Even
when delivered on time and on budget, a project can fail if it does not meet
users needs.
Executive Management Support

This influences the process and progress of a project and lack of executive
input can put a project at a several disadvantages.
Clear Statement of Requirements

This refers to base level requirements. By creating a minimal, obtainable base
level of requirements and then developing those features, the effect of change
will be reduced. As a result, an added benefit is that project managers are
better prepared to articulate the needs and priorities of the next phase of the
project.
Proper Planning
This is one of the keys to a successful project. Creating a project plan is the first
thing to do when undertaking any kind of project.
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The top three factors that contributed to project failure are;
Planning and Estimation

This factor refers to initial cost and schedule estimates are not revised when
more information becomes available as a project progresses. Also plans are
not used correctly or used to guide the project forward, thus causing the
project to fail.
Implementation
This is caused by project scope changes, incorrect use of project methodology,
major changes in the requirements and testing.
Human
Project managers are not trained to acquire the necessary management skills.
Also, some managers are not able to apply and put the theory of project
management into practice. Poor communications are also one of the human
factors that cause a project to fail.
(Attarzadeh I., 2008)
Figure 4-Project Success
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1.3.
Project Management Systems and Procedures
A Project Management System is the coherent organization of the information

required for an organization to execute projects successfully. A project management
system is typically one or more software applications and a methodical process for
collecting and using project information. These electronic systems help to plan,
execute and close project management goals.
(Wikipedia, 11th September 2015)
Principles behind project management systems are procedures are recognized for the
following requirement to fulfil,
Meet the clients expectancy
Meet project time limit and liability
Bring about project revenue margins
Well-organized resource utilization
Accomplish facts for quicker decision making
Confirming limited resources are used on the right plans
Binding the dynamism of work in attaining advantageous modification
Supervising multifarious variations in a planned way
Measuring risks, describing goals and key success parts and setting excellence
objectives
(UK Essays, November 2013)
Examples for the Project Management Systems
Microsoft Project
Atlassian
Basecamp
Teamwork
Smartsheet
Redbooth
(Jordan B. ,24th June 2015)
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1.4.
Scope of the Millennium Enterprises Web Based System Project
Project Objectives
Increase the accessibility of technical and sales information
Encourage managers to become more aware of sales
Increase pre-identifying needs of production
Goals
Implement the System on Estimated Time Scale
Complete the Project using Estimated Budget
Tasks
1. Information Gathering
2. Prepare Project Proposal
3. Prepare Project Plan
4. Develop and test the System with Developing Team
5. Deliver the System for End User Testing
6. Add Modifications to the System with Developing Team
7. Implement the Completed System
8. Closing the Project
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Budget
Labor Cost (Rs.)
Other Cost (Rs.)
Total (Rs.)
5000.00
20,000.00
Task 01
15,000.00
Material Cost
(Rs.)
0.00
Task 02
5,000.00
0.00
0.00
5,000.00
Task 03
5,000.00
0.00
0.00
5,000.00
Task 04
70,000.00
0.00
0.00
70,000.00
Task 05
5000.00
300,000.00
0.00
305,000.00
Task 06
35,000.00
0.00
0.00
35,000.00
Task 07
0.00
1000.00
0.00
1,000.00
Task 08
0.00
0.00
0.00
0.00
135,000.00
301,000.00
5000.00
441,000.00
Sub
Total
Table 1-Proposed Budget

Plan
Schedule
4th week
3rd week
2nd week
1st week
2016 September
4th week
3rd week
2nd week
1st week
2016 August
4th week
3rd week
2nd week
1st week
2016 July
Task 01
Task 02
Task 03
Task 04
Task 05
Task 06
Task 07
Task 08
Table 2-Proposed Time Plan
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1.5.
Resource Requirements for Millennium Enterprises Web Based

System Project
Task 01
Expecting duration for Gather Information from Users is one week. Project
Manager and one developer propose to meet Users and collect information
during the period. It requires transportation payments and salary payments.
Task 02 and Task 03
To prepare project proposal and project plan after confirmation of project

proposal, it need one week for complete. It requires salary payments.
Task 04
Developing team only have two developers and estimated time is five weeks
for complete development and testing. It requires salary payments.
Task 05
When deliver the system, it need hardware components to install the system
and network. List of hardware components shows below;
A Server Computer
Network Switch for each branch
Network Cables
VPN connection through branches
To setup network, need to hire a sub team and requires payments.
Task 06
To add modifications after testing, estimate two weeks and development team
have to work these weeks. So, it needs salary payments.
Task 07 and Task 08
Both tasks estimated time period is one week and it include Implement
completed system and closing process of the project. It need some payment for
deliver materials.
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1.6.
Terminating Projects and Conducting Post-Project Appraisals
Essential Key Elements in Terminating Projects
Assure that all payments have been collected from the customer
Assure that all payments for materials and subcontractors have been paid
Prepare a written performance evaluation of each member of the project team
Hold post-project evaluation meetings
Commemorate
Have individual meetings with team members and a group meeting with the
project team
Issue a brief written report to management with a summing up and

recommendations
Declare meeting allow team members to give their individual impersonation. Group
meeting should talk about performance and recommendation for enhancement.
(UK Essays, November 2013)
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Post Project Appraisal

Post project appraisals need to be carried out on all projects. A post project appraisal
determines the extent to which a project met the budget, timetable and the key
deliverables. Project appraisal is presumed to be scheduled to take place 12 months
after the completion of the implementation expenditure for a project. However, this
will need to be considered for each project.
Post project appraisals should be completed by the Project Manager and should
identify,
The final project cost

Cost should be compared with both the latest authorized amount and the
original authorized amount. Explanations of all variances should be noted.
The final project time

The actual completion date of the implementation stage of the project, which
should be compared with the latest authorized completion date and the original
completion date. Explanations should be given for the variances.
Project deliverables
The delivered key deliverables, which should be compared with the latest
authorized key deliverables and the original key deliverables. Explanations
should be given for significant variances.
Improve experience
Any lessons to be learnt from the project, and how these will be embedded in
future.
(Robinson D., 2016)
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Project Proposal for
Millennium Enterprises Web Based

System
Content
Introduction .................................................................................................................. 24
Problem in Brief ........................................................................................................... 24
Aims and Objectives .................................................................................................... 24
Scope ............................................................................................................................ 25
Viability ....................................................................................................................... 27
Resource Requirements ............................................................................................... 28
Project Deliverables ..................................................................................................... 29
Project Time Plan ......................................................................................................... 30
Project Budget Plan...................................................................................................... 31
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Introduction
This document is to give a detailed description about the Web Base System project for
Millennium Enterprises. It will illustrate the purpose and complete declaration for the
development of the solution.
Problem in Brief
The Millennium Enterprises is a large scaled bicycle manufacturer and dealer that has
several branches across the island. At present, all the branches make use of a local
database system where the company transactions would be backup on a weekly basis
and sent to Head Office. This process decreases the efficiency of transactions in the
company. Because the Management of the Millennium Enterprises have to wait long
time for information to get decisions. Therefore, the Managing Director decided that
the local database systems used by all branches have to be replaced by a web base
system.
Aims and Objectives

The Millennium Enterprises web base system should be access globally and this
requires transfer of all data to the main server, which would be locate at the Head
office premises. A network would be set up linking all the branches to the main server.
Main objectives for setting up the system are,
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Scope
Goals
Implement the System on Estimated Time Scale
Complete the Project using Estimated Budget
Tasks
Budget
Labor Cost (Rs.)
Total (Rs.)
5000.00
20,000.00
Task 01
15,000.00
Task 02
5,000.00
0.00
0.00
5,000.00
Task 03
5,000.00
0.00
0.00
5,000.00
Task 04
70,000.00
0.00
0.00
70,000.00
Task 05
5000.00
300,000.00
0.00
305,000.00
Task 06
35,000.00
0.00
0.00
35,000.00
Task 07
0.00
1000.00
0.00
1,000.00
Task 08
0.00
0.00
0.00
0.00
135,000.00
301,000.00
5000.00
441,000.00
Sub
Total
Other Cost (Rs.)
Material Cost
(Rs.)
0.00
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Schedule
4th week
3rd week
2nd week
1st week
2016 September
4th week
3rd week
2nd week
1st week
2016 August
4th week
3rd week
2nd week
1st week
2016 July
Task 01
Task 02
Task 03
Task 04
Task 05
Task 06
Task 07
Task 08
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Viability
End User Testing and Improvements

The Project Scope include end user testing period and modification period
according to the test results. Therefore, this project easily can meet user needs.
Exclusive Management Support

The Project is a small-scale project and the Project manager easily can give
exclusive management support.
Information Gathering
The Millennium enterprises currently use a system and it is easy to gather user
requirements through current system functions. Project scope lets one week for
information gathering and it surely enough to create good proposal.
Human Resource
The Project plan include two developers for development. They have five-week
time period for development process. This is a small-scale project and this plan
best suit for the project.
According to above points, this project has a feasibility for success.
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Resource Requirements
Task 01
Expecting duration for Gather Information from Users is one week. Project
Manager and one developer propose to meet Users and collect information
during the period. It requires transportation payments and salary payments.
Task 02 and Task 03
To prepare project proposal and project plan after confirmation of project

proposal, it need one week for complete. It requires salary payments.
Task 04
Developing team only have two developers and estimated time is five weeks
for complete development and testing. It requires salary payments.
Task 05
When deliver the system, it need hardware components to install the system
and network. List of hardware components shows below;
A Server Computer
Network Switch for each branch
Network Cables
VPN connection through branches
To setup network, need to hire a sub team and requires payments.
Task 06
To add modifications after testing, estimate two weeks and development team
have to work these weeks. So, it needs salary payments.
Task 07 and Task 08
Both tasks estimated time period is one week and it include Implement
completed system and closing process of the project. It need some payment for
deliver materials.
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Project Deliverables
Compact Disk with System

This project deliver a CD with Developed Millennium Enterprises Web Based
System.
Technical Documentation
Deliverables include a Technical Documentation with simple troubleshooting
methods for common errors of a web based system.
User Manual
User Manual include full description about how to use the System. It guides
step by step for every function in the system.
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Project Time Plan
4th week
3rd week
2nd week
1st week
2016 September
4th week
3rd week
2nd week
1st week
2016 August
4th week
3rd week
2nd week
1st week
2016 July
Task 01
Task 02
Task 03
Task 04
Task 05
Task 06
Task 07
Task 08
Task 01
To collect information about system, time plan allocates a week.
Task 02 and Task 03

To prepare the Project Proposal and Project Plan, time plan allocates only one
week. Because this is a small-scale project.
Task 04
System development is the largest phase of the project. Therefore, it has fiveweek time period.
Task 05
Before deliver the system, it needs to create network among the branches. And
also, set the server. Therefore, time plan allocates two weeks for that.
Task 06
For best fit the system to user requirements, it must need to allocate more time
for system modifications according to test results. Therefore, two weeks
allocates for it.
Task 07 and Task 08

Both task has only one week. Because, it includes small processes.
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Project Budget Plan

Labor Cost (Rs.)
Other Cost (Rs.)
Total (Rs.)
5000.00
20,000.00
Task 01
15,000.00
Material Cost
(Rs.)
0.00
Task 02
5,000.00
0.00
0.00
5,000.00
Task 03
5,000.00
0.00
0.00
5,000.00
Task 04
70,000.00
0.00
0.00
70,000.00
Task 05
5000.00
300,000.00
0.00
305,000.00
Task 06
35,000.00
0.00
0.00
35,000.00
Task 07
0.00
1000.00
0.00
1,000.00
Task 08
0.00
0.00
0.00
0.00
135,000.00
301,000.00
5000.00
441,000.00
Sub
Total
Task 01
It requires transportation payments and salary payments.
Task 02 and Task 03
To prepare project proposal and project plan after confirmation of project proposal,
it need one week for complete. It requires salary payments.
Task 04
Developing team only have two developers and estimated time is five weeks for
complete development and testing. It requires salary payments.
Task 05
When deliver the system, it need hardware components to install the system and
network. To setup network, need to hire a sub team and requires payments.
Task 06
To add modifications after testing, estimate two weeks and development team have
to work these weeks. So, it needs salary payments.
Task 07 and Task 08
It need some payment for deliver materials.
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Task 02
Project Plan for
Millennium Enterprises Web Based

System
Content
2.1. Project Organization ............................................................................................. 33
2.2. Background of the Project .................................................................................... 36
2.3. Aims and Objectives of the Project....................................................................... 36
2.4. Resource Planning ................................................................................................ 37
2.4.1. Scope .............................................................................................................. 37
2.4.2. Human Resource ............................................................................................ 38
2.4.3. Finance ........................................................................................................... 41
2.4.4. Schedule ......................................................................................................... 42
2.5. Risk Planning and Contingency ............................................................................ 43
2.6. Other Constraints .................................................................................................. 44
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2.1. Project Organization

Organizational Structure Types
Functional Structures
The organization is divided into segments based on the functions when
managing. This allows the organization to enhance the efficiencies of these
functional groups.
Functional structures appear to be successful in large organization that
produces high volumes of products at low costs. The low cost can be achieved
by such companies due to the efficiencies within functional groups.
Figure 5-Functional Structure
Divisional
Structures
These types of organizations divide the functional areas of the organization to
divisions. Each division is equipped with its own resources in order to function
independently. There can be many bases to define divisions.
Divisions can be defined based on the geographical basis, products/services
basis, or any other measurement.
Figure 6-Divisional Structure
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Matrix Structures
When it comes to matrix structure, the organization places the employees
based on the function and the product.
The matrix structure gives the best of the both worlds of functional and
divisional structures.
In this type of an organization, the company uses teams to complete tasks. The
teams are formed based on the functions they belong to and product they are
involved in.
Figure 7-Matrix Structure
(Tutorialspoint, 2016)
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Depending on the organizational values and the nature of the business, organizations
tend to adopt one of the above structures for management purposes.
A functional organization is the most common type of the three. It works best in small
organizations in which the different sections are geographically close together and
which provide only a small number of goods and/or services. Millennium Enterprises
Web Based System Project is Small-Scale Project and requires human resource is small.
Therefore, functional organizational structure best suit to the Project.
Project
Manager
Testing
Developing
QAEngineer
Main
Developer
Secondary
Developer
Figure 8-Organizational Breakdown Structure
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2.2. Background of the Project

The Millennium Enterprises is a large scaled bicycle manufacturer and dealer that has
several branches across the island. At present, all the branches make use of a local
database system where the company transactions would be backup on a weekly basis
and sent to Head Office. This process decreases the efficiency of transactions in the
company. Because the Management of the Millennium Enterprises have to wait long
time for information to get decisions. Therefore, the Managing Director decided that
the local database systems used by all branches have to be replaced by a web base
system.
2.3. Aims and Objectives of the Project

The Millennium Enterprises web base system should be access globally and this
requires transfer of all data to the main server, which would be locate at the Head
office premises. A network would be set up linking all the branches to the main server.
Main objectives for setting up the system are,
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2.4. Resource Planning

2.4.1. Scope
Usually, the project managers use Work Breakdown Structure(WBS) for simplifying
the project execution. In WBS, much larger tasks are broken down to manageable
chunks of work. These chunks can be easily supervised and estimated.
1.1. Study current System
1.2. Interviewing the End Users

1.3. Document the Information
2.1. Dividing Tasks
2.2. Analyze Resource Requirements
2.3. Analyze Time Requirements

2.4. Analyze Cost Requirements
Millennium Enterprises Web Based System
2.5. Create Project Plan

3.1. Create OBS
3.2. Create WBS
3.3. Create SOW
3.4. Create CBS

3.5. Create Network Diagram
3.6. Create Gantt Chart
3.7. Risk Planning
4.1. Design the System
04. System Development and Testing
4.2. Implement the Design

4.3. Testing Implementation
05. Deliver the System for end User

Testing
5.1. Set Network System

5.2. Set Server Computer
5.3. Implement the System
6.1. Modify the Design
06. System Modification
6.2. Modify the Implemented Codes

6.3. Testing the Modified Implementation
7.1. Implement the Completed System
8.1. Close Process

Table 3-Work Breakdown Structure
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2.4.2. Human
Resource
Statement of Work
Millennium Enterprises Web Based System
Aims and Objectives

Tasks
8. Closing the
Project Timeline
4th week
3rd week
2nd week
1st week
2016 September
4th week
3rd week
2nd week
1st week
2016 August
4th week
3rd week
2nd week
1st week
2016 July
Task 01
Task 02
Task 03
Task 04
Task 05
Task 06
Task 07
Task 08
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Team Members
Task
Project
Manager
Developer A
01
Responsible
Support
Required
02
Responsible
03
Responsible
04
Consulted
05
Consulted
06
Consulted
07
Responsible
08
Responsible
Responsible
Developer B
Support
Required
Sub Teams
QA Engineer VPN Setup
Responsible
Responsible
Responsible
Support
Required
Network
Setup
Responsible
Responsible
Table 4-Task Responsibility

Matrix
Task 01
Project Manager responsible for using proper information gathering methods. For a
good Project Proposal and a Project Plan must need proper information. Main
developers support required for this task to check technical feasibility and essential
information needs.
Task 02 and Task 03
Project Manager responsible for presenting good project proposal and project plan. It
must cover clients requirements and solve the problem.
Task 04
Main Developer responsible for System Development and QA Engineer responsible for
testing the developed system. Secondary Developers support required for
development. Project Manager should consult the Task.
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Task 05
Before deliver the system, VPN setup team and Network setup team responsible for
their activities. Project Manager consult about the installation.
Task 06
Adding modifications according to the feedbacks of end users is responsibility of main
developer and QA engineer responsible for test modifications. Secondary Developers
support requires for adding modifications.
Task 07 and Task 08
Delivering and Closing the Project on time is responsibility of Project Manager.
Deliverable
Recipient
Deliver
y
Schedule
Responsible
Project
Proposal
Millennium
Enterprises
Management
Email
Project
Proposal
Confirmation
Project
Manager
Email
Network
Diagram
Network
Setup Team
Email
15th August 2016
Project
Manager
Network
Installation
Receipt
Project
Manager
Email
Before 22nd
August 2016
Network
Setup Team
VPN
Setup
T
Project
Manager
Email
15th August 2016
Project
Manager
Email
Before 22nd
August 2016
Developed
System
Project
Manager
Compact
Disk
Before 19th
September 2016
VPN
Setup
Team
Main
Developer
Developed
System
Millennium
Enterprises
Management
Compact
Disk
26th September
2016
Project
Manager
VPN Request
VPN
Installation
Receipt
11th July 2016
Project
Manager
Before 18th July
Millennium
Enterprises
Management
2016
Table 5-Project Communications Plan
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2.4.3. Finance
MillenniumEnterprises
WebBasedSystem
Information
Gathering
LabourCost
(Rs.15000.00)
PrepareProject
Proposal
PrepareProject
Plan
LabourCost
(Rs.5000.00)
LabourCost
(Rs.5000.00)
TransportCost
(Rs.5000.00)
System
Development
LabourCost
(Rs.105000.00)
System
Implimentation
LabourCost
(Rs.5000.00)
MaterialCost
(Rs.300000.00)
DeliverCost
(Rs.1000.00)
Figure 9-Cost Breakdown

Structure
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2.4.4. Schedule
Information
Gathering
Project
Proposal
ProjectPlan
Development
End
Begin
Test
Implimentation
Figure 10-Project Management Network Diagram
4th week
3rd week
2nd week
1st week
2016 September
4th week
3rd week
2nd week
1st week
2016 August
4th week
3rd week
2nd week
1st week
2016 July
Task 01
Task 02
Task 03
Task 04
Task 05
Task 06
Task 07
Task 08
Table 6-Gantt Chart
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2.5. Risk Planning and Contingency

Every project needs a risk management plan. Risk assessment and contingency
planning is the process of determining the risks a project faces and what it must do if
those risks are realized. While it may not be possible to plan for every possible
emergency, most businesses can identify those they are most likely to face and those
that will cost them the most if they come to pass.
Millennium Enterprises Web Based System Risk Planning and Contingency
Area
Information
Gathering
Ris
k
Duration
Millennium
Enterprises
Management Not
Available for
Meeting
Main Developer
fail to attend due to
reasonable excuse
Main Developer
Leave the Project
Development
Secondary Developer
Leave the Project
Testing
Implementation
Risk
Level
Contingency
1 to 3 days
Low
Increase the Working

hours and number of
meetings per day
>3 days
High
Rescheduling Project
Start date
1 to 3 days
Low
Assign Secondary
developer behalf of Main
Developer
>3 days
Low
Assign Secondary
developer behalf of Main
Developer
Temporary
(< 1 week)
Low
Increase Secondary
developers work load
Permanent
(> 1 week)
High
Assign new Developer
Temporary
(< 1 week)
Low
Increase Main
developers work load
Permanent
(> 1 week)
Temporary
(< 1 week)
Permanent
(> 1 week)
High
Assign new Developer
Low
Take no Action
High
Assign new QA Engineer
Network Setup Team

fail to implement on
time
1 to 3 days
High
Assign New Team
VPN Setup Team fail

to implement on time
1 to 3 days
High
Assign New Team
QA Engineer
Leave the Project
Table 7-Risk Management Plan
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2.6. Other Constraints
The branches in the Network must be Local and cannot Access the System
Globally.
End User testing period limited for Two weeks and all required modifications
must specify in this period.
VPN connection is responsibility of service provider and after closing the

project, Millennium Enterprises must contact Service Provider for VPN
problems.
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Task 03
3.1. Control and Co-ordination of a Project
According to definition of Mr. Andrew Wayland the Australian provider of online
project management training, Project control and coordination are the data gathering,
data management and analytical processes used to predict, understand and
constructively influence the time and cost outcomes of a project through the
communication of information in formats that assist effective management and
decision making.
(Wayland A., 27th November 2013)
Below show major data analytical processes of controlling and coordinating project
Cost,
Budgeted Cost of Work Scheduled (BCWS)
Budgeted Cost of Work Scheduled is the sum of the budgets for all work scheduled to
be accomplished with a given time period. It also includes the cost of previous work
completed and can address a specific period of performance or a date in time.
Budgeted Cost of Work Performed (BCWP)
A contractor usually reports the Budgeted Cost or Work Performed on all work
packages completed for a project. The BCWP is then compared to BCWS to determine
if the project is behind or ahead of where its projected to be. If the contractor has not
completed all the scheduled work packages to time, then the BCWP will be less than
the BCWS.
Actual Cost of Work Preformed (ACWP)
A contractor also reports the cumulative Actual Cost of Work Performed for the work
packages that have been completed. The difference between the BCWP and the ACWP
is the Cost Variance. If the actual costs at time now are higher than the earned value at
time now we know that the contractor is currently over running cost and that the
contractors Estimate at Completion may be higher than the Budget at Completion.
(Acqnotes.com, 2016)
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500,000.00
450,000.00
400,000.00
CumulativeCost(LKR)
350,000.00
300,000.00
250,000.00
200,000.00
150,000.00
100,000.00
50,000.00
0.00
Jul1stweek
Time
BCWS
BCWP
Sep4thweek
ACWP
Figure 11-cost performance analysis
3.2. Project Leadership

Successful project managers must combine technical skills and knowledge with the
interpersonal qualities necessary to be good leaders. A project leader must empathetic,
enthusiastic, negotiate and communicate. These behaviors are typically prominent in
less technical people and less technical professions.
(Matthews D., 2nd August 2015)
Communication
Project managers must be good communicators. Poor communication can lead to

distorted or misunderstood messages, particularly when teams are large or
distributed across multiple locations. As an example, project managers need to be
cautious and convey messages to their peers in a way that does not distract from
achieving their goals.
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Negotiate
Project managers must also be a good negotiator as this skill is required in case
differences of opinion arise between team members. As an Example, project
managers, through sheer negotiating skills, must try to settle such issues without
letting the conflict grow and disturb the teams harmony.
Empathetic
Project managers must be empathetic as this trait helps them gain support. Its all
about understanding and caring for people who part of the team. As an example,
understanding the needs of the project, stakeholders, team issues and the risks
involved.
Enthusiastic
Project managers must be enthusiastic about the project. Enthusiasm is contagious

and every effective project manager disperses the same through their can do
attitude, invigorating others with optimistic expectations of the project.
(Stamper S., 26th June 2014)
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Task 04
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Self Reflection
Conclusion
This document consists basic project management documentations for developing a
Web Based System for Millennium Enterprises.
Project Proposal preparation is a major step of project management and this document
includes key points of a Project Proposal and a simple Project Proposal for
Millennium Enterprises Web Based System. It includes basic requirements for a
Project Proposal.
Preparing Project Plan is the next step of Project management and this document
includes simple Project Plan with basic requirements. Because, this is a small-scale
project and no need of complex and detailed Project Plan.
Project Closure document is another use full document in Project management.
Purpose of Project Closure to summarize key project closeout information and
feedback for purposes of presenting to Executive Sponsors and/or Steering
Committees.
Suggestions for further Improvements;
Time Plan should be more detailed and divide for sub tasks. Because, some
tasks allocate large time period and it is necessary to identify sub tasks.
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References
Acqnotes.com (2016) Earned Value Management [online] Available at:
http://www.acqnotes.com/acqnote/tasks/budgeted-cost-of-work-scheduled.
(Accessed Date: 10th September 2016)
Attarzadeh I. (2008) Project Management Practices: The Criteria for Success or
Failure Communications of the IBIMA 1 pp.234-236 [online] Available at:
http://www.ibimapublishing.com/journals/CIBIMA/volume1/v1n28.pdf (Accessed
Date: 05th November 2016)
Jordan B. (24th June 2015), Top Project Management Software [online] Available
at: http://www.capterra.com/project-management-software/#infographic (Accessed
Date: 14th November 2016)
Matthews D. (2nd August 2015) Skills needed in successful project leaders [online].
Available at: http://raconteur.net/business/skills-needed-in-successful-project- leaders.
Oxford Brookes University (2016). What is project viability [online] Available at:
https://www.brookes.ac.uk/services/hr/project/survival/viability.html. (Accessed Date:
25th August 2016)
PMI (2016) What is project management? [online] Available at:
https://www.pmi.org/about/learn-about-pmi/what-is-project-management
(Accessed Date: 25th August 2016)
PreparePM. (2015) Tutorial [online]. Available at:
http://preparepm.com/notes/Introduction.html (Accessed Date: 30th October 2016)
Robinson D. (2016). Post project appraisal and evaluation [online] Available at:
http://www.exeter.ac.uk/finance/cpp/appraisal/appraisalandevaluation/. (Accessed
Date: 25th August 2016)
Stamper S. (26th June 2014) 10 Qualities of an Effective Project Manager
[online]. Available at: https://www.linkedin.com/pulse/2014062618004023030512-10- qualities-of-an-effective-project-manager. (Accessed Date: 10th
September 2016)
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Tutorialspoint (2016). Organizational Structures [online] Available at:

https://www.tutorialspoint.com/management_concepts/organizational_structures.h tm.
UK Essays. (November 2013) Studying The Principles Of Project Management
Information Technology Essay [online]. Available at:
http://www.ukessays.com/essays/information-technology/studying-the-principlesof-project-management-information-technology-essay.php?cref=1 (Accessed Date:
14th November 2016)
Wayland A. (27th November 2013) Defining project controls [online]. Available
at: http://projectmanager.com.au/defining-project-controls/. (Accessed Date: 10th
September 2016)
Wikipedia (11th September 2015), Project Management Information Systems [online]
Available at:
https://en.wikipedia.org/wiki/Project_management_information_system#Project_m
anagement_information_system_software (Accessed Date: 14th November 2016)
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Acknowledgment

Principles of Project Management .................................................................. 6

Viability of a Project ..................................................................................... 15

Project Management Systems and Procedures .............................................. 17

Scope of the Millennium Enterprises Web Based System Project ................ 18

1.5. Resource Requirements for Millennium Enterprises Web Based System

Terminating Projects and Conducting Post-Project Appraisals .................... 21

Virtual Private Network

The development of software for an improved business process

The construction of a building or bridge

The relief effort after a natural disaster

The expansion of sales into a new geographic market

Figure 1-Project Life Cycle

What is Project Management?

Initiating the Project

Planning the Project

Executing the Project

Monitoring and Controlling the Project

Closing the Project

Principles of Project Management

Project Integration Management

Develop Project Charter

Develop Project Management Plan

Direct and Manage Project Work

Monitor and Control Project Work

Perform Integrated Change Control

Close Project or Phase

Project Scope Management

Create Work Breakdown System

Project Time Management

Estimate Activity Resources

Figure 2-Project Time Management

Project Cost Management

Project Risk Management

Perform Qualitative Risk Analysis

Perform Quantitative Risk Analysis

Plan Risk Responses

Monitor and Control Risk

Project Quality Management

Plan Quality Management

Perform Quality Assurance

Perform Quality Control

Figure 3-Project Quality Management

Project Human Resource Management

Plan Human Resource Management

Acquire Project Team

Develop Project Team

Manage Project Team

Project Communications Management

Plan Communications Management

Project Procurement Management

Plan Procurement Management

Project Stakeholder Management

Manage Stakeholder Engagement

Control Stakeholder Engagement

A project is a complex, non-routine, one-time effort limited by time, budget, resources

Executive Management Support

Clear Statement of Requirements

The top three factors that contributed to project failure are;

Planning and Estimation

Figure 4-Project Success

Project Management Systems and Procedures

A Project Management System is the coherent organization of the information

Meet the clients expectancy