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BIT301

PROJECT MANAGEMENT
AND SQA

Assignment 2
Group Submission

Arisena Dananjaya (E1500360)


Bayu Agastya (E1500363)
Agus Widhiantara (E1500364)
PLANNING TASK
Quality Management Plan
No. Project Quality Standard Metric
Characteristic/Requirement
1 About duration of the video The duration in the video must Video duration should
be long enough to discuss the be about 5 minutes.
topic, but not too long because
it will make the video boring
and lose interest in watching
the video.
2 Stop motion video requires HD video resolution with 720p for video
good resolution quality and clear lighting, composition and resolution with clear
clear images. a steady camera exported in lighting and exported
high-resolution format. in 16:9 format.
3 Most of the tasks are finished The task is completed on time 85% of each task must
on time. according to the schedule be done on time in
specified in the Gantt chart. according with the
schedule set.
4 stop motion video must have If the fps (frame per second) is A good stop motion
enough frames per second to too much then the video will video has 3 to 5 frames
make it look smooth and nice look more smoothly, but it will per second.
to watch not look like stop-motion
video. And if the fps (frames
per second) is too few or not
enough then the video will look
so rigid that the video will look
like a slide show.
5 Videos should be interesting, The video should not be out of Most of viewer will
easy to understand, and topic and the content should be understand about the
provide information and within the Project Scope meaning of the video
knowledge about Project Management. after watching the
Scope Management. video.

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Risk Management Plan
No. Rank Risk Description Category Root Cause Triggers Potential Risk Probability Impact Risk Status
Responses Owner Score

R5 1 Team members Team members People Team Team members Risk Arisena 4 8 32
being not following members become ignorance mitigation
uncooperative the Gantt chart might feel the and do not finish
and not project is not their
finishing the important and responsibilities
tasks given by not prioritize it
project
manager
R2 2 Lack of the Team members People Team Team members Risk Arisena 5 6 30
communication and project members think are lazy to hold mitigation
between team manager do not that they can meetings to
members communicate finish tasks on discuss problems
enough about their own that they
what each without encounter
other's works discussing
and progress with other
members
R6 3 Many tasks are The tasks Process Team Team members Risk All 4 7 28
not finished on would not be members not take longer time mitigation
time done on time paying than the planned
according to the attention to duration to finish a
project Gantt chart task
schedule and duration
allowed for a
task
R1 4 One of team Team member People Unexpected A team member Risk All 3 8 24
member is sick is sick for a severe health becomes sick for a acceptance
for a long time long time and problem that a long period during
cannot finish all team member the project
tasks on time may get
R4 5 Lack of This risk might Process Team Team members Risk All 3 7 21
understanding occur when members do are ignorance mitigation
of all the team members not read and about the project
requirements in and project understand scope and
the project managers do project requirements at
not fully requirements the planning stage
understand the carefully at the of the project
project scope start of the
and video project
content that
should be
delivered
R7 6 The video that Our video People A large Many people start Risk All 2 9 18
is uploaded to become very number people sharing and enhancement
YouTube popular and found our talking about the
become viral team members video and video that is
and our have to work think it is posted for our
company harder to interesting and project
receive many handle potential educational,
clients that clients’ and they start
demand our inquiries talking and
consultation sharing the
video to others

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R3 6 The software It will take a Technology Software Software do not Risk Agus 3 6 18
that is used for longer time in might have work properly avoidance
finishing the project editing bug that cause when it is being
project has and editing task runtime error used
runtime error might have to and affect
and crash be redo if the team members
runtime error is to finish
severe editing and
rendering task

Probability/impact matrix

High
Medium R2 R5, R6
Probability Low R3 R1, R4, R7
Low Medium High
Impact

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Risk Response Strategy
R1 – One of team member is sick for a long time
Response strategy: risk acceptance
Task No. Description Cost Estimate Time Estimate
1. Accept the fact that the team - -
member is sick and we cannot do
anything about it
2. View the tasks that was originally - 1 day
given to the sick member have to
be shared among the remaining
members
3. Remaining members have more - 10 days
tasks to do in one day, and it will
increase number of days to finish
the project

R2 – Lack of the communication between team members


Response strategy: risk mitigation
Task No. Description Cost Estimate Time Estimate
1. The project manager should make - -
an explanation from the beginning
so that each team member must be
able to communicate actively with
each other.
2. Project managers encourage team - Every day (this
members to reduce their sense of should be done every
laziness in doing project work. day to reduce lack of
communication)
3. Making the consequences of lack - Every day (this
of communication in the project in should be done every
order to reduce the lack of day to reduce lack of
communication among team communication)
members.
R3 – The software that is used for finishing the project has runtime error and crash
Response strategy: risk avoidance
Task No. Description Cost Estimate Time Estimate
1. Using genuine versions of RM 2,500 (software -
software and not using pirated license)
versions of software to avoid
errors or bugs.
2. Backing up data to be used - -
periodically and if there is a file
corrupt then there will be backup
files that have been in store

R4 – Lack of understanding of all the requirements in the project


Response strategy: risk mitigation
Task No. Description Cost Estimate Time Estimate
1. The project manager should - 1 day to discuss
always remind his team members requirements with
that understanding the team members before
requirements is important in a planning anything
project.
2. Ensure that the submissions or - 1 day during planning
content of the video meet the the video, shooting
requirements. the video, editing and
rendering

R5 – Team members being uncooperative


Response strategy: risk mitigation
Task No. Description Cost Estimate Time Estimate
1. Team members should always be - Every day (this
reminded of responsibilities and should be done every
consequences they have if they are day to reduce the
not working together properly. chance of team
members being
uncooperative)

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R6 – Many tasks are not finished on time
Response strategy: risk mitigation
Task No. Description Cost Estimate Time Estimate
1. Team members should always be - Every day (this
reminded of the remaining should be done every
duration in completing each of day to reduce the
their tasks. chance of team
members doing the
tasks overtime)

R7 – Our video become viral and our company receive many client
Response strategy: risk enhancement
Task No. Description Cost Estimate Time Estimate
1. -

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Monitoring and Controlling Task
1. Earned Value Analysis

Earn Value Analysis for Educatioal Youtube Channel


Prepared by: Arisena Date: 18 November 2017
To Date Planned Actual
Activity Sep Oct Nov Dec PV % Complete % Complete RV EV
Iniating tasks 7.000 7.000 100 100 100% 7.000
Planing tasks 7.000 7.000 100 100 100% 7.000
Executing tasks 5.000 5.000 100 100 100% 5.000
Monitoring and controlling tasks 7.000 7.000 100 75 75% 5.250
Closing tasks 7.000 - - - 0% -

24.250
Monthly Planned Value (PV) 7.000 12.000 7.000 7.000
Cumulative Planned Value (PV) 7.000 19.000 26.000 33.000

Monthly Actual Cost (AC) 7.000 11.000 7.000 -


Cumulative Actual Cost (AC) 7.000 18.000 25.000 -

Monthly Earned Value (EV) 5.600 12.000 5.250 -


Cumulative Earned Value (EV) 7.000 19.000 24.250 -

Project EV as of Nov 18 24.250


Project PV as of Nov 18 26.000
Project AC as of Nov 18 $ 25.000
CV=EV-AC $ (750)
SV=EV-PV $ (1.750)
CPI=EV/AC 97,000%
SPI=EV/PV 93,269%
Estimate at Completion (EAC) $ 34.021
Estimated time to complete 4,29
 Cost
From the cost variance (VC) calculation, we can see that is – RM 750. The negative
result indicates the project is over budget. The cost performance index (CPI) is below
100%, so it is predict that the project will be over budget when it is completed. In
addition, the estimate at completion (EAC) is RM 34,021 which is higher that our
original budget (RM 33000).
 Time
From the schedule variance (SV) calculation, it is – RM 1750. The negative indicate
the project behind the schedule. It is because in the November, monitoring and
controlling task should be finished. When we complete the earned value analysis, the
monitoring and controlling task are not 100% complete. The schedule performance
index (SPI) is below 100% indicates that the project will not finish on time. In addition,

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the estimate time to complete is 4,29 which is longer than our original planned time (4
months).
 Scope
Although our project exceeds the budget and is predicted to be overdue, the scope will
be achieved. Due to the time of earned value analysis, monitoring and controlling task
has not been completed 100%. one month ahead, this task must be completed 100%.
If not, then the project will experience significant delay and scope will not be achieved
as planned

2. Issue Tracking
Date
Priority
Issue Issue Reporte Reporte Assigne Due
Impact on Project
# Description d d By d To (M/H/L) Date Status Comments
Read and
Miscalculated in
19th examine the
determining the Causing delay in 19th Oct Team
1 Arisena H Oct Closed task
concept on the the initiation task. 2017 Member
2017 instructions
project.
carefully.
Paying close
The results of the Causing additional
30th attention to the
photo suddenly work on editing to 27th Oct
2 Bayu Agus M Oct Closed environment
changed by the edit sun-affected 2017
2017 that may affect
sunlight. photos.
the project
A team member
Because the
cannot be present
Making material cohesiveness
when the 30th
preparation took 24th Oct Team of team
3 preparation of Arisena H Oct Closed
longer than has 2017 Member members it can
the material is 2017
been calculated. be passed
due to health
smoothly.
issue.

Conducting Because of
Because the this,
meetings as well 20th
meeting is not done, 19th Nov Team monitoring and
4 as discussion of
it is difficult for 2017 Arisena Member H Nov Close
controlling
delay projects 2017
members to task delayed by
due to busy
understand and do one day.
members due to

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other things to the task on the
do. project.

3. Quality Control
Project
No. Quality Standard Metric Result Evaluation
Characteristic/requirement
1 Providing video content as The video content Content and The stop-motion No need to
attractive as possible to should be attractive. background video formatted evaluate
attract more client. sound should be in 5fps, the since from
attractive. content and our
background preferences
sound is a fun it is already
song meet its
requirement
2 Credit every materials we Post the every material The credit should The credit -
use on the video by add the used in the video be written in the posted in the
necessary link in the description of the video
description to provide the video description
appropriate copyright.
3 The video quality will in HD resolution with 720p resolution in The resolution No need to
HD format. clear image on the 16:9 format of the stop evaluate
video motion video is since it’s
1920x720 in meet its
16:9 format requirement
4 Provide our contact in the Provide the company The contact The contact -
description to make the contact. should be written posted in the
client easier contact us if in the description video
they interested to our of the video description
video.

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5 Duration of the video The video should be The video The stop-motion No need to
enough to cover the duration should video duration is evaluate
topic in 5 minutes be 5 minutes 5 minutes since the
duration duration is
5 minutes

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4. Risk Management
No. Rank Risk Description Category Root Cause Triggers Potential Risk Probability Impact Risk Status
Responses Owner Score

R5 1 Team members Team People Team Team members Risk Arisena 4 8 32 Closed. This
being members not members become mitigation risk did not
uncooperative following the might feel ignorance and do happen
Gantt chart the project is not finish their because all
and not not responsibilities team
finishing the important members are
tasks given and not cooperative
by project prioritize it and do their
manager own tasks.
R2 2 Lack of the Team People Team Team members Risk Arisena 5 6 30 Closed. This
communication members and members are lazy to hold mitigation risk does not
between team project think that meetings to occur
members manager do they can discuss problems because each
not finish tasks that they team
communicate on their own encounter member to
enough about without communicate
what each discussing well and
other's works with other smoothly.
and progress members
R6 3 Many tasks are The tasks Process Team Team members Risk All 4 7 28 Closed. 80%
not finished on would not be members not take longer time mitigation of the tasks
time done on time paying than the planned are finished
according to attention to duration to finish on time, so
the project Gantt chart a task this risk did
schedule and duration not happen.
allowed for a
task

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R1 4 One of team Team People Unexpected A team member Risk All 3 8 24 Closed.
member is sick member is severe health becomes sick for acceptance This risk
for a long time sick for a problem that a long period does not
long time and a team during the project occur
cannot finish member may because
all tasks on get each team
time member
healthy and
not affected
by disease
so that team
members
are able to
do every
task they
have.
R4 5 Lack of This risk Process Team Team members Risk All 3 7 21 Closed.
understanding might occur members do are ignorance mitigation This risk
of all the when team not read and about the project does not
requirements in members and understand scope and occur
the project project project requirements at because
managers do requirements the planning each team
not fully carefully at stage of the member
understand the start of project already
the project the project understands
scope and
what is
required in
video content
this project
that should
be delivered

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R7 6 The video that Our video PeopleA large Many people Risk All 2 9 18 Closed.
is uploaded to become very number start sharing and enhancement This risk did
YouTube popular and people found talking about the not happen.
become viral team our video video that is
and our members and think it posted for our
company have to work is interesting project
receive many harder to and
clients that handle educational,
demand our potential and they
consultation clients’ start talking
inquiries and sharing
the video to
others
R3 6 The software It will take a Technology Software Software do not Risk Agus 3 6 18 Closed.
that is used for longer time might have work properly avoidance This risk did
finishing the in project bug that when it is being not happen
project has editing and cause used because we
runtime error editing task runtime make sure
and crash might have to error and the software
be redo if the affect team that we are
runtime error members to using are
is severe finish authentic
editing and
and we
make
rendering
backups
task
regularly to
prevent data
loss.

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Closing Task
Tracking Gantt Chart

When we update this tracking Gantt chart, we have finished planning and initiating task
and the changes that took place in the process we discussed in the previous assignments. In the
continuation of this project, one problem has a major impact on the project. Some of our team
members have work to do on other projects, which makes it difficult to hold meetings and
discussions about the project. However, the impact has been covered that there is no significant
delay on the project. Our strategy, we divide the tasks and remind our members of their work and
keep updating the progress of this project.

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