Contents

EXECUTIVE SUMMARY ............................................................................................................................ 2

BUSINESS CASE FOR THE PROJECT .......................................................................................................... 3
PROJECT CHARTER .................................................................................................................................. 4
Project Planning ...................................................................................................................................... 6
SCOPE VEIFICATION ............................................................................................................................ 6
WORK BREAKDOWN STRUCTURE ........................................................................................................... 6
SCHEDULE ............................................................................................................................................... 7
GANTT CHART ......................................................................................................................................... 7
PRECEDENCE/ARROW DIAGRAM ............................................................................................................ 7
COMMUNICATION MATRIX .................................................................................................................... 9
TORNADO ANALYSIS ............................................................................................................................... 9
TASK RESPONSIBILITY MATRIX .............................................................................................................. 10
PROJECT COMMUNICATION MANAGEMENT PLAN .............................................................................. 11
TRAINING REQUIREMENTS ................................................................................................................... 11
PROJECT RISK MANAGEMENT PLAN ..................................................................................................... 11
Procedure.......................................................................................................................................... 11
RISK RESPONSE PLANNING ............................................................................................................... 12
PROJECT EXECUTION............................................................................................................................. 12
EXAMPLES OF SCHEDULE DEVIATION ............................................................................................... 12
SCHEDULE COMPARISON BAR CHART .............................................................................................. 13
COST COMPARISON OVER THE TIME ................................................................................................ 13
EXAMPLES OF COST OVER RUNS .......................................................................................................... 14
EARNED VALUE ANALYSIS ..................................................................................................................... 14
FINAL PROJECT PERFORMANCE ............................................................................................................ 15
CUSTOMER SATISFACTION SURVEY ...................................................................................................... 16
CLOSURE MEETING WITH THE CUSOMER............................................................................................. 17
LESSONS LEARNT................................................................................................................................... 17
THREE SUCCESSES ................................................................................................................................. 17
THREE FAILURES .................................................................................................................................... 17
EXECUTIVE SUMMARY
We have been assigned a project by our respected Professor Usman Khalid (Director
CENTIN). For this we chose to shift an existing business onto the cloud computing platform.
Where it can perform all of its business processes better than usual and can get access to a
great number of business softwares on it. Basically it will give the client an access to all the
business related world class platforms virtually.
BUSINESS CASE FOR THE PROJECT
our project was to shift the contact management system of the FURH Marketing Consultants
onto the cloud. Which will allow them to give access to the contact numbers of their clients
and vendors from across the globe and they can also manipulate the data to get different
kind of reports. For this we suggested them two cloud computing names.
I. Microsoft Azure
II. SkyVia
PROJECT CHARTER
Background
converting the CMS (Contact Management System) to a cloud based contact management
system
Goals
 To convert the Data into the supported format
 To get the License from SkyVia (cloud computing server)
 To integrate data to the cloud
 To train the End users how to get the queries
 To terminate the project

Scope
The scope of this project is to convert the old traditional contact management system of the
FURH Marketing Consultants to cloud based server and give them access to it. Their staff
will be trained to get the queries of their demand and will also be taught how to manipulate
with the data
Key Stakeholders

Client FURH Marketing Consultants

Sponsor FURH Marketing Consultants
Project manager Raza Abbas Shah
Project team members UsamaAlvi, Fasih Rai, Hamza Zubair

Project Milestones
We have divided our project into several milestones so that it may become easy for us to
manage it.

 To identify the tasks

 To form team

 To get the License from the Skyvia

 To convert the old excel file into a suitable format

 Database development

 Integration of old file to the new developed Cloud based contact management
system

 To test the queries and confirm their functionality

 To end the project

Project budget

Sr. # Task Type Service Cost

1 Membership of Basic Membership 25K Records $19/ Month
Skyvia
2 Backup Charges Standard 20 Gb Sorage $9/ Month
3 Query charges Standard Unlimited Queries $19/ Month
Our Charges
1 Project Manager
2 Data entry --- --- $5/ Hour (fiverr)
3 Programmer SQL Coding DB development $25/ Hour
4 Lead Developer --- --- $25/ Hour
5 System Analyst --- Bridging $30/ Hour
TOTAL cost including our charges and first month membership PKR 1,500,000

Constraints, Assumptions, Risks and Dependencies

Constraints Any delays by the Client
Delays in getting the membership
Credit card failures
Delays in payments by the client
Network errors
Assumptions Payments by the client at the start of every month
Risks and Membership cancelation
Dependencies Undue or improper resignations by the team members
Public Holidays
Political instability
Insufficient data supply
Improper guidance about the requirements

Approval Signatures

FURH CEO, Project Client FURH CFO, Project Raza Abbas Shah,
Sponsor Project Manager
Project Planning

SCOPE VEIFICATION
We are to convert the existence Contact Management System of FURH Marketing
Consultants to a newly developed Cloud based Contact Management System
SCOPE VERIFICATION
For the verification of the Scope we will send the above mentioned statement to the FURH
Marketing Consultant CEO for the verification and approval and he will send the signed copy
of Project scope statement back to us.

WORK BREAKDOWN STRUCTURE

 Requirement gathering
 Team management
 Start implementing the solution
 Integrate data
 End project

CMS (cloud based)

REQUIREMENT DATA TEAM IMPLEMENTAT

INTEGRATION END
GATHERING ANALYSIS MANAGEMENT ION

QUESTIONAIRE FORMULATING HANDLING THE

FORMING DATA ENTRY COMBINING
S REPORTS POWER

STUDYING SKYVIA QUERY

SURVEYS NORMING CLOSURE
DATA SUBSCRIPTION TESTING

DIVIDING FILE
INTERVIEWS STORMING
TASKS CONVERSION

PERFORMING SQL CODING

SCHEDULE
SCHEDULE
Sr. # Task Start date End date Duration
1 Requirement Gathering 1-Dec-16 15-Dec-16 14
2 Data Analysis 16-Dec-16 20-Dec-16 4
3 Team Management 20-Dec-16 24-Dec-16 4
4 Implementation 25-Dec-16 20-Feb-17 57
5 Integration 15-Jan-17 23-Jan-17 8
6 END 24-Jan-17 ----- -----

GANTT CHART
17-Oct-16 6-Nov-16 26-Nov-16 16-Dec-16 5-Jan-17 25-Jan-17 14-Feb-17 6-Mar-17

Requirement Gathering

Data Analysis

Team Management

Implementation

Integration

PRECEDENCE/ARROW DIAGRAM

DATA TEAM
DATA IMPLEMEN INTEGRA
START GATHERI MANAGE END
ANALYSIS TATION TION
NG MENT
COMMUNICATION MATRIX
FROM TO PROJECT TEAM CONTROL CUSTOMER SUPPLIER OTHER
MANAGER MEMBERS BOARD (SKYVIA) STAKE
HOLDERS
PROJECT YES YES YES YES
MANAGER
TEAM YES YES YES YES
MEMBERS
CONTROL YES
BOARD
CUSTOMER YES YES
SUPPLIER YES YES
OTHER YES
STAKE
HOLDERS

TORNADO ANALYSIS
TASK MAX MIN AVERAGE
PLATFORM PREPARATION
COST 150000 80000 115000
DATABASE DEVELOPMENT
COST 150000 100000 125000
SUBSCRIPTION COST 50000 25000 37500
CONVERSION COST 250000 150000 200000
TRAINING COST 250000 100000 175000
OTHER CHARGES 200000 100000 150000
TOTAL 1050000 555000 802500
TASK RESPONSIBILITY MATRIX
RAZA ABBAS SHAH HAMZA ZUBAIR USAMA ALVI FASIH RAI
REQUIREMENT ---------- ---------- ---------- ----------
GATHERING
QUESTIONAIRES R S S S
SURVEYS R S S S
INTERVIEWS R S N N
DATA ANALYSIS ---------- ---------- ---------- ----------
FORMULATING C R R R
REPORT
STUDYING DATA R
DIVIDING TASK R N N N
TEAM ---------- ---------- ---------- ----------
MANAGEMENT
FORMING R N N N
NORMING R N N N
STORMING R N N N
PERFORMING A R R R
IMPLEMENTATION ---------- ---------- ---------- ----------
DATA ENTRY A&N R R R
SKYVIA R ---------- ---------- ----------
SUBSCRIPTION
FILE CONVERSION A R R
SQL CODING C ---------- R ----------
INTEGRATION ---------- ---------- ---------- ----------
COMBINING S S R S
QUERY TESTING S S R S
END ---------- ---------- ---------- ----------
HANDLING THE R S C C
POWER
CLOSURE R ---------- ---------- ----------

KEYS
R: Responsible
S: Support required
C: Must be consulted
N: Must be notified
A: Need approval
PROJECT COMMUNICATION MANAGEMENT PLAN

PROJECT
MANAGER

DATABASE SYSTEM
DEVELOPER ANALYST

LEAD
DEVELOPER

TRAINING REQUIREMENTS
DAYS WORKSHOP TRAINER TRAINEE STATUS
1 Skyvia use Hamza zubair Done
2 Skyvia use Hamza zubair Done
3 Skyvia use Hamza zubair Done
4 Report generation Fasih rai Done
5 Query generation Usamaalvi Done
5 Data entry Usamaalvi Done
5 Data deletion Usamaalvi Done
6 Data alter Usamaalvi Done

PROJECT RISK MANAGEMENT PLAN

The purpose of this document is to make plans for the risks that are assosciated in shifting
the existing contact management system of FURH Marketing Consultants and incase of any
risk we will undergo the following procedure

Procedure
 Process
 Risk identification
 Risk analysis
 Qualitative risk analysis
 Probability
I. High – More than 70% of occurence
II. Low – Less than 30% of occurence
III. Medium – between 30% - 70% chance of occurence
Impact
I. High – Risk that has greater potential to affect project’s cost, schedule and
performance
II. Low – Risk that has relatively less chance of impacting project’s cost,
schedule and performance
III. Medium – Risk that has potential to slightly impact project’s cost, schedule
and performance

I H
M M
P L
A L M H
C PROBABILITY
T

 Quantitative risk analysis

RISK RESPONSE PLANNING

 Avoid – Eliminate the threat by eliminating the cause
 Mitigate – Identify the ways to eliminate or reduce the impact of the risk
 Accept – Do nothing
 Transfer – Make another party responsible for the risk like an insurance company

PROJECT EXECUTION
We started he project on 1st of December 2016 and started working according to the
schedule we made for our help and with the help of our team members succedded in the
project

EXAMPLES OF SCHEDULE DEVIATION

I. Delays in the payments by the client organization
II. Delays by the sponsor
III. Delays in approval of the scope
IV. Delays in signing the project charter
V. Low enduser involvement
SCHEDULE COMPARISON BAR CHART
This bar chart below is showing us that how much time we are giving to each phase in the
developing of the cloud based CMS

SCHEDULE COMPARISON BAR CHART

60
50
40
30
20
10
0 Duration

COST COMPARISON OVER THE TIME

Task COST
Requirement Gathering 100000
Data Analysis 50000
Team Management 200000
Implementation 875000
Integration 100000

COST COMPARISON OVER TIME

1000000
900000
800000
700000
600000
500000
400000
300000
200000
100000
0 COST
EXAMPLES OF COST OVER RUNS
 Improper use of resources
 Poor estimates of the market
 High wages
 Hard work instead of smart work

EARNED VALUE ANALYSIS

EARNED VALUE ANALYSIS
SV(%)=SV/PV-
PV PV-C AC EV SV C CV
12/25/2016 115000 115000 125000 130000 15000 0.130434783 5000
-
12/31/2016 125000 240000 110000 100000 25000 -0.104166667 -10000
1/15/2017 37500 277500 40000 35000 -2500 -0.009009009 -5000
1/18/2017 200000 477500 245000 260000 60000 0.12565445 15000
1/25/2017 175000 652500 195000 210000 35000 0.053639847 15000
2/20/2017 150,000 802500 160000 155000 5000 0.00623053 -5000
SV = EV-PV
CV = EV - AC

300000

250000

200000
PV
150000
AC

100000 EV

50000

0
1 2 3 4 5 6
FINAL PROJECT PERFORMANCE
Sr. # Variable Status
1 Data integration Done
2 Database effectiveness Done
3 SQL queries Done
4 Training Done
5 Setting up Done
6 Handing over the authority Done
7 Project completion document sign Done
CUSTOMER SATISFACTION SURVEY
1. What is your authority level in the company?
 Operational staff
 Management
 Executive level
2. Are you an end user of the nw CMS?
 Yes
 No
3. Does this new CMS as direct influence on you
 Yes
 No
4. Is this system easy to use
 Yes
 No
5. Does the report generation ability of this CMS has helped you in achieving the goals
of your business
 Yes
 No
6. Would you recommend this to the other companies
 Yes
 No
7. Was this a good package in 1.5 million or was it expensive?
 Over
 Under
 Worth it
8. Rate your experience with us
Best Good Neutral Bad Worse
CLOSURE MEETING WITH THE CUSOMER
We will have a closure meeting on 28th of February where we will hand over there CMS to
them along with the Training documents and get the last installment of our project

LESSONS LEARNT
 Be quick
 Precise
 Choose the best team
 Fair play
 Behave as a leader
 Be punctual

THREE SUCCESSES
1. First project completed successfully
2. Made a great team
3. Had a great exposure to the external market

THREE FAILURES
1. Problems in EVM
2. Don’t have any Quality checks
3. Would have saved more cost