Академический Документы
Профессиональный Документы
Культура Документы
Genevieve Cox
Email: genevieve.cox@my.open.uwi.edu
Table of Contents
Executive Summary............................................................................................................................................3
Project Summary ................................................................................................................................................3
Project Charter ....................................................................................................................................................4
Project Overview, Organizational and Communications Management Plan......................................................4
Organization and Management Plan...................................................................................................................7
Summary ...........................................................................................................................................................8
Scope of Work, Statement of Work....................................................................................................................8
Time Management ............................................................................................................................................19
Risk Management .............................................................................................................................................24
Quality Management Plan ............................................................................................................................27
Summary .........................................................................................................................................................27
Cost Management .............................................................................................................................................28
Project Cost Management .............................................................................................................................28
Budget Project Cost Management ...............................................................................................................28
Change and Communications Management .....................................................................................................32
Communications & Project Reporting Plan ...............................................................................................32
Summary Project After Action Plan and Lessons Learned ......................................................................34
Appendices .......................................................................................................................................................37
EDID 6511 UBT Tax Outreach Education Project COX_G 3
Executive Summary
Project Summary/proposal
Inland Revenue Department (IRD) is the main tax collection agency in Antigua and Barbuda, and is
responsible for the collection of over 55% of all revenues collected in the country.
This project proposal outlines and initiates the conception of a training programme which will
educate taxpayers about the requirements for the Unincorporated Business Tax, which was
implemented on the 1st of July 2016. It is intended that the product of the training programme
will be live tax talk sessions that are to be broadcasted on ABS/Radio and television to the
general public.
The proposed project will need the approval and support of various stakeholders.
ABS Radio/television
Government Printery
Participants/General Public
The cost of the project is mainly for supplies, refreshments, fees for the training facilitators and
contingency fees.
EDID 6511 UBT Tax Outreach Education Project COX_G 4
Project Objectives
Run workshop topic sessions and produce Tax Talk show for airplay and align project deliverables
Reach a wider target audience (small business owners and general public) to reduce the number of
The project is expected to produce a prime time programming show called Tax Talk for mass
general public education of the fundamentals of UBT tax. This will be achieved by recording
live panel discussions to be aired after the evening news at 7.00P.M on the nations state radio
Project Charter
Background/Business Case
For the past month, Tax Payer Services (TPS) has been inundated with calls from the general public
since the implementation of the Unincorporated Business Tax (UBT). This has resulted in increased
waiting time for taxpayers visiting the office to see a tax officer in the TPS section.
Problem Statement
During the past month, the increase in calls and visits to the office has increased by over 45 per
cent. The increased waiting time and calls needs to be decreased by 45% by the end of November,
2016.
The project scope includes examining communication procedures in TPS for educating tax payers.
Small business owners, who are required to transition from filing on a monthly basis, to filing every
quarter will be targeted for group in-house training on registration procedures. Tax education
information on other taxes will not be included in the scope of the project. The scope also includes
creation and design of brochures and tax forms for tax education in the workshop. The registration
EDID 6511 UBT Tax Outreach Education Project COX_G 5
of new UBT tax payers, and re-registration of existing PIT taxpayers in addition to recording of
workshop sessions for broadcast of a live tax talk programme.
Inform the general public about the introduction of the UBT in a group setting
Reduce the number of telephone calls and tax payer visits to the office
Produce televised training sessions for primetime airplay simultaneously on Antigua Barbuda
Broadcasting Service ABS Radio and TV.
Milestones
Milestones in the project indicate major constraints of the project schedule, and provides a summary
overview of the project actions and timelines to be completed by specific dates.
Significantly reduce number of telephone calls and taxpayer office visits - November 15th 2016
Key Stakeholders Tax Payer Services, ABS Radio/TV, Government Printery, Small Business
owners, and general public
Genevieve: Project Manager, procurement, trainer responsible for project operations management
The proposed cost for the project is $19,950.00 East Caribbean Dollars (ECD). The cost to be
incurred will be mainly for stationery supplies, refreshments, training facilitator fees, consultant
fees, sundry expenses, and an amount for contingency funds in the event of stakeholder no show.
EDID 6511 UBT Tax Outreach Education Project COX_G 6
Constraints
Major constraints to be considered are the co-operation of stakeholder agencies, the availability and
commitment of TPS staff, facilitator availability and willingness of workshop participants to
volunteer for the tax talk program.
Assumptions
Workshop facilitators will be committed to time arrangements even if they are not paid on time.
Participants will understand basics of the tax legislation and volunteer for live panel discussions.
A Part of the team are volunteers with no-money motivation which may mean that
overtime payments may be expected by TPS staff.
Technical risks: Data may not be updated and migrated on time by IT department
Not enough authority/ support from to the project team by the project sponsor
The Project Manager has the following responsibilities with regards to this project:
Responsibility 1: Generate awareness of project among staff to garner support for project operations
Other Responsibilities : Monitor, control and execute the project according to plan.
I accept the Project Manager responsibilities for this project as outlined above.
Genevieve Cox
Genevieve Cox
Project Manager
Small business Project team Training Scope/ Subject matter Project process
owners /consultants facilitators Risk/Quality experts/graphic and Product
Communicatins design
Taxpayers
Name
EDID 6511 UBT Tax Outreach Education Project COX_G 8
Summary
The organization chart above illustrates the projects organization that is expected to govern the
management processes and the reporting relationships. Roles and responsibilities of everyone
involved in the project are detailed in the Key Personnel Roles table below. The project
manager and team will need to have authority and take responsibility to operate team and
project processes effectively in the planning phase, and throughout the duration of the project.
Critical factors are outlined in the Scope of Work document below.
Business Need
The introduction of the Unincorporated Business Tax has resulted in the increase of taxpayer calls
and visits to the IRD by approximately 35%
The increased traffic in the department became apparent with the implementation of the
UBT in July. It is expected that the long queues and increased taxpayer waiting times will
be reduced by approximately 50% end of November.
The problem of long queues is a constant feature at the IRD, and impacts on the busy
schedule of taxpayers, who in many instances may have to take time off from their busy
schedules.
Project Goals
Provide group training to reduce increased taxpayer traffic by 50 per cent by the end of
November 2016.
Project Objectives
Run workshop topic sessions and produce Tax Talk show for airplay
Reach a wider target audience (small business owners and general public)
Product Description/Deliverables
Produce prime time programming of Tax Talk discussions for mass education of the fundamentals
of UBT tax by live panel to be aired after the evening news at 7.00P.M.
Project Boundaries
The proposed project include examining communications procedures in the Tax Payer Services
department for educating taxpayers and small business owners who are required to transition from
the Personal Income Tax (PIT) to the UBT and the re-registration of existing PIT taxpayers in the
system under the UBT tax.
In Scope
Design and creation of the tax forms
Tax education to small business owners in the delivery of the workshop sessions
Registration of new taxpayers to the UBT tax/, re-registration of existing PIT taxpayers
to the UBT tax
Recording of workshop sessions for the airing of Tax Talk and a live panel of workshop
participants and facilitators
Out of Scope
Tax education on other taxes, advice on other taxes
Tax talk discussions on other taxes are out of the scope of the project.
Services staff will negatively impact the project. Cooperation from ABS Radio/TV and the
Government Printery could negatively impact the success of the project, a contingency plan is being
considered in this event. Timely decision making and reviews of the projects progress, in addition
to technical, managerial, stakeholder and resource factors (computers/projectors/cameras /supplies)
availability along with skilled project staff will positively impact the success of the project.
Project Assumptions
Workshop will be advertised and well attended. Workshop facilitators are committed to time
arrangements. Participants will understand basics of the tax legislation and volunteer for live panel
discussions. Workshop resource materials will be available for workshop start date.
Project Constraints
Limited staff resources to be dedicated exclusively to the workshop activities. Major setbacks from
stakeholder agencies in keeping on schedule and on target for start date of the workshop. Facilitator
unavailability on scheduled workshop dates.
Internal : Limited resources in TPS to dedicate exclusively to assist with workshop activities and
demonstrations.
External: Delays resulting from government stakeholder agencies in commitments.
Project Deliverables
Deliverable Description
Brochures/leaflets/tax forms Creation and production of brochures/FAQs
Orientation training to important statutory provisions of Training on UBT tax legislation basics
UBT tax
Recording of workshop for television broadcasting Production of Tax Talk to reach a wider audience
Airing of Tax Talk panel discussions on UBT tax Weekly broadcast of tax sessions
Education of general public on tax requirements To encourage increased tax compliance
EDID 6511 UBT Tax Outreach Education Project COX_G 11
WBS Dictionary
1 1.1 UBT Outreach Project Concept of group tax education using the media
communicated to the Commissioner
1 1.1.A Meet with the project sponsor Communicate project concept with the
Commissioner
1 1.1.1 Initiation - Project meeting The work to initiate the project and concept for
the workshop discussed with TPS
1 1.1.2 Get buy-in /recommendations Evaluate need for workshop and make
from TPS recommendations to the Commissioner
1 1.1.2.A Meet with TPS Recommendations from TPS project support staff
Formal meeting with the project team, project
stakeholders, chaired by Project Manager to
discuss stakeholder organizations availability and
commitment
EDID 6511 UBT Tax Outreach Education Project COX_G 13
2 1.2.A Project progress meeting Facilitate meeting with all stakeholders to clarify
workshop requirements
1 1.5 Organize for tax talk recordings Preparations made for start of tax talk show
recordings by advertisement
5 1.5.A Define triple constraint issues Scope, time and cost are reviewed
2 1.2.1.A Identify skills required for Identify key personnel roles and skills required
workshop
1 1.1.3 Consult with TPS on logistics Project Manager creates a Scope Statement after
consultation with TPS to discuss logistics
1 1.1.3.A Define project goals Describe goals to be achieved by the project/ and
product of the project
3 1.31 Request conference room for The Project Manager determines the training
workshop dates an dates and requests the resources/conference room,
stakeholder involvement etc.
EDID 6511 UBT Tax Outreach Education Project COX_G 14
4 1.4.1 Procure workshop resources Planning process officially started with a project
kickoff meeting TPS. Other document resources
are put on procurement list
5 1.51 Project Plan is developed Project Manager the team develops the project
plan. A chart of project activity for discussion
panel is affixed to conference room wall
5 1.5.1.A Identify schedule constraint Key schedule delay areas are identified
areas
1 1.1.4 Identify and clarify project Project Manager prepares the initial project
needs charter-see charter at a glance in appendix
1 1.1.5 Review available resources. The project charter is approved and project
Milestone: Project charter and operations move into action
wbs are redone
1 1.1.5.A Prepare project charter update Updated version of project charter prepared
showing stages of the project process
2 1.2.2.A Create project organization Identify project team and stakeholder roles
chart
3 1.3.2 Communicate with facilitators Tax educational and technical/ resources are
to design workshop reviewed and suggestions made for training
sessions and communications
EDID 6511 UBT Tax Outreach Education Project COX_G 15
4 1.4.2 Request sample forms/training The procurement of sample tax forms from the
materials/ resources Government Printery
5 1.5.2 invite prospective workshop Begin discussion with workshop participants for
participants to volunteer for tax volunteering for live panel. Invite them to
discussions participate in show
2 1.2.4.A Estimate and identify project Prepare budget and requisition funds from
costs department training estimates
2 1.2.5 Design discussion topics Select discussion topics for training sessions
2 1.2.5.A Milestone: Project plan drafted All involved are briefed on process and logistics ,
and prepared plan is approved and distributed
5 1.5.3.A Identify areas of scope creep Project Charter,WBS, PDM,and budget estimates
revisited
4 1.4.4 Topic 2: Brochure redesign Topic 2: Registration fees topic is discussed and
with additional FAQs additional FAQs collected.
designated
4 1.4.4.A Assess topics 1-5 FAQs affecting topics 1-2 are integrated into
discussions for topics 3-5
5 1.5.4 Tax Talk discussions recorded Basics of tax rates, penalties and interest on UBT
tax
Topics 1 &2
5 1.5.4.A Identify risks and quality issues Describe key risks and quality issues in panel
discussions
3 1.3.4.1 Frequently Asked Questions Designate responsibility and topic selection for
frequently asked questions update
4 1.4.4.A Project team review of topic Training session operations quality is assessed
session delivery
5 1.5.4.1 Tax Talk discussions recorded Basics of UBT filing: Payment and Procedures
tax talk discussions
5 1.5.4.1.A Identify operational issues Discuss project operations, training and recording
issues
5 1.5.4.2 Project team discussions with Basics of guided hands on example of filling out
consultant -Tax Talk a tax return /live panel illustrations and discussion
discussions recorded/produced
5 1.5.4.3 Tax talk discussions Questions from audience to live panel are
recorded/produced discussed and included in production of tax talk
series
3 1.3.4.5 Confirm media presence for Live panel discussion with personnel from TPS
panel and participant panel to be recorded and aired
4 1.4.4.5 Print workshop materials Workshop materials are updated with additional
EDID 6511 UBT Tax Outreach Education Project COX_G 18
4 1.4.4.6 Run evaluation and All training sessions run and tax talk show
completion of topic sessions. delivered. Special review session of project team,
facilitators, TPS and participants
5 1.5.0.0 After action review meeting All stakeholders meet to discuss project
operation workshop risks and quality of product
produced is reviewed and discussed. Lessons
learned are considered. (to be done)
5 1.5.4.4 Audience feedback and project Show goes live. Ongoing evaluation and
feedback review feedback from the general public
5 1.5.1.1.0 Review FAQs noted to be The handouts are updated for training iteration
added to question bank
5 1.5.1A Evaluate training session Project team evaluate training session feedback/
impact impact
5 1.5.2.A Review tax talk show impact Project team discuss and evaluate impact of show
5 1.5.4.4.0 Lessons learned from project Review of project operations and documents.
operations
5 1.5.4.A Evaluate lessons learned from Project team meet for final review of what
key deliverables/operations and worked/what did not work
feedback
5 1.5.4.1.0 Project team meet for project Final project meet for closure of operations
wrap up
5 1.5.4.1.A Filing and close all project Project wrap and closure Filing and archiving of
papers project documentation
EDID 6511 UBT Tax Outreach Education Project COX_G 19
Time Management
Gantt chart provides a graphical illustration of a schedule that helps to plan, coordinate, and track
specific tasks in a project. The chart illustrates the activity relationships representing each activity
with a bar. It is a graphical scale that shows duration, start and finish times of the project.
PDM (revised)
1.5.4.1 ID
operation issues
Subtasks breakdown Duration Diagram
1.5.4.4 Audience
1.2.5.A Prepare
feedback/impact
project plan
10
1.5.4.1.1.0
1.4.4.5 Print Project team
1.1.5.A handouts, wrap up
brochures
1.4.4.1.A
Prepare Project
Charter team review
1.2.5 Design
discussion
topics
1.3.5.A ID
EVM s/narios
1.5.4.1.AFeedba
1.1.5 Review ck, Evaluation,
Start
available 1.3.4.5 archive project
w/shop resrcs Confirm 1.4.4.6 Run workshop documents Finish
ss media topic sessions
8 days
Risk Management
Risks management
Internal and external risks that have a high possibility of negatively impacting the project are noted
in the Scope of Work document and the Project Charter. Uncertain events or conditions are
identified in the table below. The risks identified will be assessed and managed to minimize their
impact on different stages of the projects process, and key deliverable resources and product.
Potential Project Risks Management and Mitigation Strategic Plan
Key: RA: Risk Avoidance RS: Risk Sharing RR: Risk Reduction RT:Risk Transfer
Initiation of Executive Lack of executive Generate awareness for the project and garner
project commitment support (RR)
Disagreement over
business need
Scope Scope is ill defined Ensure that all activities necessary for the
Required activities are success of the project are considered (RA)
missing from scope
Execution of Time Delays in schedule Put contingent plan in place to engage other
project from non- recording services for the tax talk show (RR)
commitment of
stakeholders
Manage agreements with stakeholders to ensure
Original milestone all terms are clear and understood (RA)
targets not met
EDID 6511 UBT Tax Outreach Education Project COX_G 25
Unacceptable terms of
agreement by
stakeholders Manage agreements with facilitators. Have
auxillary trainers on hand (RR)
Facilitators Delays in recruiting
trainers
Trainers not effective
Non commitment by
trainers
Failure to negotiate
reasonable price for Agree on fair pay for services procured (RR)
services
Monitoring Stakeholders Delays in approaching Get regular feedback from the communications
and control stakeholders negatively designate to keep abreast of emerging issues
of project impact the project (RR)
Lack of stakeholder
commitment
Garner support for the project (RR)
Turnover in TPS staff
Stakeholder
expectations are not Have contingent resources in place (RR)
met
Low productivity from Ongoing talks with stakeholders to maintain co-
TPS operation and collaboration (RR)
Organizational Consider paying staff for over time (RR)
restructuring causes
chaos in project Have a shadow project team that follows the
operations project operations (RR)
Change of scope
decisions inflate the
resources for the
project See scenarios in cost management section for
recalculate the new estimate at completion (RR)
Changes may cause
stakeholder conflict and Maintain good relations with all stakeholders,
non co-operation and keep in constant contact (RR)
Communications Over/under
communication creates
conflict
Continue to stress the importance of
Disregard of project communication, co-operation and collaboration
communications (RR)
Risk Register
Quality Management
Quality Management Plan to be used is Total Quality Management (TQM), and the International
Standards Organization (ISO) 9000 to implement a quality management system (QMS) that delivers
quality throughout the project. Check sheets will be used to provide data for Pareto analysis charts
to track various elements of project development. These will indicate areas where quality issues are
most likely to impact the project such as top management and stakeholder engagement. ISO
recommends identifying key processes and interactions needed to meet quality objectives.
Understanding the business need for producing a mass tax education programme and engaging
stakeholders and team members will aid in effective operation of the projects processes. The
standard and process for controlling the management of the project and quality of the product for
the duration of the project will be verified by a consultant.
Summary Quality Management System Proposed
WBS Resolution
Review Deliverable
ID Findings Resolution Date
Date Reviewed
Number
1.4.1 09-30- Procure Reviewed all 05-10-
2016 w/shop identified 2016
resources: Brochures missing tax
brochures missing key regulations for
elements of brochure
tax regulations update
Pareto analysis
Pareto analysis is graphical, and allows the project manager to identify and focus on the critical elements in the
program that are more likely to impact the quality of the project and its key deliverables. The diagram below
helps the project manager and team to focus their problem solving efforts on key quality essentials such as the
understanding of the business need by the sponsor and getting the co-operation of the team and stakeholders.
Pareto Analysis
25
80%
20
Involve Audience/Participants
Cumulative %
60%
Understand Business Need
Assure Resource/Materials
Impact on Project
15
Engage Stakeholders
Delegate Effectively
40%
Communicate for
Responsiveness
10
20%
5
0 [42] 0%
Quality Essentials
Inputs Process/Outputs Cumulative% [42]
The first 8 Q
Results
Cost Management
Cost management documents the cost of the project and shows how expenses will be managed to ensure that
the project will be completed within its approved budget. The project budget and spending plan describes the
control processes to manage the expenses and contingency funds allocated to project expenditures.
Budget
Budget of the project is estimated and shows the cost associated with activities. Activities in the
budget must be timed so that the money is ready for the start, duration, and end of the activity.
Detailed estimates are done and contingent funds are allocated for alternate events that could
potentially lead to cost overruns in the progress of the project operations.
EDID 6511 UBT Tax Outreach Education Project COX_G 29
Contingent funds in this project have been allocated in case of schedule delays, and other factors
that could negatively impact the completion of the project.
Estimated Budget: Summary of the projects total costs and the anticipated cost of on-going operations and maintenance of the project
Comment: Existing resources at IRD are expected to be used for facilitating the workshop with a
view to reducing cost of the project. Stakeholder services are expected to be pro bono. However a
contingency fund is provided in the event the project will have to engage alternate media recording
and printing services, or the need arises to pay overtime to TPS staff who will be very involved in
the logistics of the project operations.
Summary
At the end of week 9, the project is a bit ahead of schedule because earned value exceeds planned
value. At this specific point in time the project is operating over budget, because the AC line is
above the EV line on the chart illustrated above.
TCPI = (BAC-EV)/(BAC-AC)
=(19,950-13,190)/(19,950-15,380)
=6760/4570 =1.4792
Scenario 2- complete project with new EAC (project is under budget because TCPI < 1)
TCPI = (BAC-EV)/(EAC-AC)
=(19,950-13,190)/(23262-15,380)
=6760/7882 = 0.8576
EAC = (BAC/CPI)
= (19950/0.86)
= 23,197.67
Scenario 2 - review of estimate (Project expenditures will occur at original forecasted figures and no further delays take place)
= 15,380 + 6760
= 22,140
Scenario 3 review of estimate (current cost and current schedule performance will impact future cost performance)
EAC = AC +[(BAC-EV)/(SPI*CPI)]
= 15,380 +[(19950-13,190)/(1.01*.86)]
= 15,380 +[(6760)/(.8686)]
= 15,380+(7782.64)
= 23,162.64
Scenario 4 Project estimates, original conditions expected and assumptions are inaccurate
Summary
The communications Plan establishes the basic communication expectations within the team and
beyond the team. Standard project reports and updates to the process and progress of the project
will be produced on a regular basis following team discussions and consultations. This document
identifies initial communication responsibilities that will guide the team communicating among
themselves, with the sponsor, and with external stakeholders and is subject to change.
EDID 6511 UBT Tax Outreach Education Project COX_G 33
Project Name: UBT Tax Outreach Education Start Date: 1st September, 2016
Project Lead : Genevieve Cox End Date: 30th November, 2016
Target Audience:
Small business owners and general public of Antigua and Barbuda
Project Goals
Provide group training to tax payers after hours to reduce increased traffic during working hours
Produce additional brochures to address questions frequently asked by taxpayers
Reduce the number of telephone calls and tax payer visits to TPS during daytime hours
Project
Objectives
Produce televised tax training sessions for airplay
Project Genevieve Cox -Team lead/SME/PM Tel: 268 463-1446 Email:genevieve.cox@uwi.open.edu
Team Nyeisha George-Minott - Asst.Team lead
Members Tel: 268 464 5187 Email:nyeishageorge.minott@uwi.open.edu
Contact info Rachele Wagstaffe - Asst. Team Lead/Communications manager
Tel: 868 917 6517 Email:rachele.wagstaffe@uwi.open.edu
Rhonda Grant Consultant Tel: 268 464 6413 Email: Rhonda.grant@uwi.open.edu
Project Stakeholders:
ABS Radio and Television
Workshop Participants/ General public
Commissioner of Inland Revenue/ Tax Payer Services (TPS)
Government Printery
During Project: Ongoing meetings for progress review discussion on project deliverables
After Project Completion: Feedback and evaluation of process and product of project
What were the successful steps taken towards achieving your objective?
Lessons Learned
The table below explores questions to be reviewed by the project team in determining the product
effectiveness, and how well the cost, scope, schedule, risk, communications and quality were
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EDID 6511 UBT Tax Outreach Education Project COX_G 37
Appendices
Appendix A:Project Charter draft at a Glance : Overview of Project Deliverables and Scope
EDID 6511 UBT Tax Outreach Education Project COX_G 38
Appendix B:
Draft WBS for initiation of project
EDID 6511 UBT Tax Outreach Education Project COX_G 39
Topics 4 &5
38 days
Subtasks breakdown Duration Diagram
Topics 1 2 & 3
Facilitator
confirm
10
3 days
Media press
3 days release
confirmation
Feedback,
Meeting with Evaluation
Start Create brochures
Commissioner TPS project meeting
handouts/FAQ 14 day
3days Consultations 3days Finish
ss 5 days
days
8 days