Review Of Risks And Issues Of Management

Published Date: 02 Nov 2017

Submitted by: 21201806 Submitted to: Bruce Laurie Module: MSC Project Management Module Code: CP70027E

Table of Contents

Task1

1.1 Project board members and agenda for the meeting with Explanations

Introduction

The process of project management consists of various phases. This study analyses the project management process for the new software package requirement from Berkshire. The project management process of this software package is analysed based on the PRINCE2 methodology.

Project board members

Chief Financial officer – Project director

A project of this importance involves risk and huge investment. Also the project could run into minimum of six months to one year. A senior executive in the project board is important as he would be in the strategic decision making in the companies operation and have an authority to get the project finish successfully.

IT Manager – Project manager

The Manager has an experience in the overall operation of the organizations IT and functional operations of the organization which involves IT systems. He also has an awareness of current developments and technologies available in the market place. His role is highly valued in getting the technology solution which matches the organizations IT capabilities and future requirements.

Finance manager – senior project member

As the finance manager of the company he should have knowledge about the issues about the current system and the requirements that should have in the system which will enhance the overall business efficiency.

Payroll and HR manager - senior project member

The payroll manager is important as the finance manager to the project board. He would be a resourceful member to the team and well as have an inter-functional working experience within the organization.

Project coordinator -

The function of the Project coordinator is important in successful completion of the project from start to end. He or she should be a person with flexible and have high level of communication, personal relationship qualities. His role is to coordinate the formalities within the organization, with the supplier and between both parties.

The management of the project is delegated to the project manager in different stages in which every stage is based on an approved stage plan by the project board in a Prince2 methodology. The leadership and the direction are required to be provided by senior managers to respective project leads and supplier team members to ensure the project to be aligned to the strategic aims of the company.

Figure: The Prince2 Project Management Team

Source: The Stationery Office (2009)

The Objectives of the initial Meetings

The initial meetings would be to identify the company’s requirements and to propose the suitable systems, project cost, time, risk and other business issues relating to the project to the senior executives of the company and to get approval from the director board.

The following section presents the agenda for the agenda for the project meeting agenda. The above mentioned percipients will be involved in the initial stages of the project meetings.

Agenda

Agenda Topic 1

Purpose of the meeting, Introduction of the project and members of the meeting

Duration: 15 min

Who: The project co-ordinator

Description: The project co-ordinator introduces all the members and also the significance of the project.

Agenda Topic 2

Overview of the requirements for proposed new software system by Berkshire

Duration: 15 min

Role: Project Director

Description: The project director explains the need for the new system in the strategic business view of the company, expectations of the senior management and the future strategic plan of the company.

Agenda Topic 3

An overview of options available and advantage and disadvantages of three available options such as New version of McKesson, Oracle’s financial package and Agresso.

Duration: 30 min

Role: Project manager

Description: Discussing how the changes will be effected by these implementation processes and how it benefits to the organizations.

Agenda Topic 4

Review of risks and issues involved in the project

Duration: 15 min

Role: Finance manager (Senior project member)

Description: Discussing about the McKesson’s, Oracle’s and Agresso standards, culture and leadership in the market and successful implemented clients.

Agenda Break

Duration: 20 min

Agenda Topic 5

Review of project cost and schedule

Duration: 20 min

Role: Project manager

Description: Discussing expected completion time and also necessary of competition target date to go live. Further is there any variation in allocated finance cost in future due to upcoming minimal changes in project implementation.

Agenda Topic 6

Review of items required for next meeting and time of next meeting

Duration: 15 min

Role: The project co-ordinator

Description: Thanking the members for participating and announcing the date and time for next meeting.

1.2 phases and key deliverables of each phase

To: The Project Board

From: Project Manager

Subject: Phases and key deliverables of each project phase

Introduction

The project will be carried out according to the prince2 methodology. The Prince2 methodology has been divided into three phases.

Initiation and planning phase

Controlling and managing Phase

Project closure phase

Project management method PRINCE2 was developed in order to reduce project failures. The method places more emphasis on controlling the process than sticking to the original principles.PRINCE2 contributes to the success of every project. This methodology combines many different techniques which help the project's life cycle to adhere to the original plan and avoid any deviations. Particularly, through the controllable use of resources, project managers get the ability to manage project risk more effectively. PRINCE2 is recognized worldwide and it is proven that it has the best practice in project management.

Key deliverables in phases

Initiation and planning phase

Project Manager shall identify all work products and deliverables and phases of project including major milestones.

Gathering requirements to ensure that the user requirements for the project are gathered, captured, understood, tracked and monitored throughout the entire life cycle of the project, and to document functional and technical requirement in the form of project initiation document. Further this ensures that the trained resource is assigned for requirement analysis.

Project Manager shall conduct a Project Kick-off meeting at an appropriate time during project planning to start up the project and the minutes of this meeting shall be documented.

All the Business requirements have to be converted to system requirement document and functional documents. Current project analysis and feasibility study has been made (Business users, Technical user) and agreed upon by the functional heads, technical head and business users.

2. Controlling and managing Phase – Implementation and Data migration

In this phase main deliverables are implementation, training and data migration/transfer. System customization, developing ad-hoc enquiry reports and development of electronic catalogue acquisition facility to the system are would take longer period than the other phases.

The Process is tracked by Project Tracking (Project Status reports, Measurement Reports and Action List), and Testing (Test Cases, Results, User Acceptance Form and Review Evidences).

3. Project closure phase –

In this phase main deliverables are Release (All Test Results, Action List, Review Evidences, Release Note and Project Closure (Post Project Evaluation Report, User Feedback, Final Measurement Report)

Further have to consider followings

Is the project on track to meet business goals and associated measures of success?

Is the project on schedule?

Are the costs within planned budget?

Is the project being managed to minimize or mitigate the identified risk?

Are there any issues which are not addressed?

Is there any resource constraint?

Has the project size changed?

Conclusion

For the reasons above and the involvement of risk, it is highly recommended using this particular method to complete this project. I believe using PRINCE2 on this project will reduce the risk of failure and increase the chance of success.

The costs with the timeliness are met to deliver the all phases of the project successfully. The new system enables effective and efficient way for business management. The outcome of the delivery of finance software system expected from the users and the management to appreciate the business management system and to make full use of it.

1.3 Gantt chart showing the overall project, and phases and stage reviews

Task 2

2.1 Discussion of Business case from the point of view of the users

The Prince2 methodology states the staffing, project size and scheduling is considered by a project initiation document. According to Murray and Ward (2007), the similar consideration assumes higher importance in the stated document since they stress the expectation of the issues and to minimize the effects of these issues in the completion of a project.

The project aims to replace the finance software system package. On-line real time update of the accounts and the facility to scan and match the invoices and match them to the orders is provided by the proposed software package. The most important benefit in the implementation of the present project that is mandatory is the update about the enquiries and the accounts. The electronic procurement enables Berkshire Trust to replace manual paper requisitions and orders that reduce the expenses to the Trust considerably. The three most important options that are available to the development of the proposed finance software system package are Oracle Finance Package, newer software called Agresso and the update for the existing software package by McKesson. Although the reliability and scalability of Oracle Finance Package is high, the need for a high volume of reconfiguration in order to be suitable to the Berkshire Trust in UK is determined for the similar package. The lesser development in terms of the procurement module and the enquiry facilities in the software package by McKesson indicate the similar package to be unsuitable to the trust.

The facilities like ad-hoc enquiry and procurement is likened by the users of Agresso. Although they are designed for medium-sized businesses, the need for minimal reconfiguration and the benefit of limited staff savings are considered to be vital to state the Trust to implement the similar package. However, the doubts about scalability are also identified in the software package that is provided by Agresso. The staff will be able to save the costs of the trust to a certain extent since the implementation of the software scans the invoices and electronically matches with the goods that are received by them. On the other hand, the minimal reconfiguration is identified to be required in the operation of the software by the trust. Hence, the possible costs to implement the project are less when compared to the benefits of the software.

The new system should be capable of increasing the effectiveness, user friendliness and increase the efficiency of the users who rely on the system in their work tasks. The upgrade for the current system would be a known and would take lesser time to adapt to the system by the users. This would much welcome by the users.

The Oracle financial package is scalable and has the strength for adapting to the future developments faster than the other options. Although this system may not customized yet for use in UK. It must be noted the customization, deployment and training would take much longer period than the other options. The Users might feel un happy if the system is seem to be much complex.

Agresso is a purpose built system for the same industry and used widely in NHS in UK. It should have all the necessary features and options readily available to the users. The whole implementation process would be shorter period and it is expected some of the users are already familiar with the system.

2.2 draft risk register for the first phase of your project

The first phase in this project is project initiation according to the discussion about Price2 methodology phases. An important constituent in a project file for every project the risk register (Transportation Research Board, 2010). The continuous update of the risk register and their review during the course of the project is important for the success of the project. Potts (2008) stated that the identification of the new risks, Approval of the drawdown of project contingencies by the client during the experience of a similar need, closing the expired risks and amendment of risk assessment for existing risk are the important reasons for a risk register. The monitoring and the correction of the progress on risk mitigation measures is also important reason to follow a similar register.

The Red/Amber/Green (RAG) selection is important and follows PRINCE2 methodology. The project monitoring depends heavily on an accurate RAG status. RAG status must not be used to hide problems, but used as a way of seeking support and guidance.

Color

Rated

Description

Green

Low (L)

Do nothing. Not imminent.

Amber

Medium (M)

Could be problematic. Discuss. Take local action.

Red

High (H)

Escalate. Act now. Imminent.

Risk 1 - One of the most important risks that are observed in the initiation phase of the present project is scalability.

Impact - The previous sections have discussed the presence of the similar risk to be present in the newer software package of Agresso. The influence of the similar risk influences the performance and creates in the reliability in the performance.

Owner - The risk of scalability is owned by the project manager.

Mitigation plan - The evaluation team and the board will handle this risk and perform the necessary actions in order to reduce.

Status - Red

Risk 2 - The access to the electronic catalogues for the products and services to the project is absent in this project.

Impact - The similar risk leads to the increase in the cost and in the time for the completion of the project considerably.

Owner - The Project manager from the project board is accountable for this risk.

Mitigation plan- The suppliers will be able to provide the appropriate solutions to handle the risk in a better manner.

Status - Red

Risk 3 - Delay in Hardware / Equipment arrivals

Impact - Delays to start up the project and system readiness is completed before the kick-off of project

Owner - IT Manager – Project manager.

Mitigation plan- Contact alternative supplier

Status - Amber

Risk 4

Lack of communication

Impact - Affect the in-completion Project initiation document

Owner - IT Manager – Project manager.

Mitigation plan - E-mail communication with appropriate board member which makes the clear understanding before drafting any documents.

Status - Amber

Task 3 - Presentation for the Project Initiation Workshop setting out the key

Task 4 - Test requirements for phase 1; short report setting out the deliverables and responsibilities.

Introduction

Testing Is the Most important part of this project. Different types of testing are available such as unit testing, user acceptance testing, system testing and integration testing. The testing on the existing financial software used by Berkshire requires the features of the existing system, the problem faced by the users of the system and the technical focus testing.

The later part of this stage is involved in testing the shortlisted new systems as for the existing systems.

Testing Criteria

System Requirement Specifications will be required for preparing System Test Cases or System Design Document will be required for preparing Integration Test cases.

Testing Procedure

Resource Allocation - PM shall assign relevant personals from each department (finance, payroll, HR,.) and IT personals for the testing process.

Preparation of Test Plan and Test Cases

Test Plan shall be prepared by the Test Manager at the Project Planning Stage

Test plan shall be tracked across the life cycle of the project

Identify the various levels of testing such as the System, Integration, Unit and/or User Acceptance testing.

Testing tools or techniques shall be identified by the Test Manager for conducting various types of Tests

Ensure that the test cases are prepared and reviewed before the testing begins.

Preparation of Test Environment - ensure that a environment is available for testing to be carried out with the help from other teams as per the Test Plan

Conducting the Test

Testing shall start when a readiness criteria, as mentioned in the test plan, has been met

Test results shall be recorded along with the test cases.

Additional test results such as screen-print out, reports etc. which were reviewed and approved shall be filed and preserved.

Defects found during testing shall be recorded in the defect-action log

Testing shall be repeated till all the reported defects are removed and the software is requested for release

Key Deliverables

The key deliverables documented in the project initiation document (PID) which includes the testing plan (Test Cases, Test Results, User Acceptance Forms and Review Evidences).Test plan which includes test strategies / Testing Levels and Readiness Criteria.

Test cases are not only covering the positive cases but also negative cases or scenarios also to be considered and validated against the document. Number of test iterations improves the quality of the project.

Output Work Products

Prepared By

Reviewed By

Approved By

Informed

Test Plan

Test Manager

Project Team Members

Project Manager

Project Team

User Acceptance Form

Supplier Representative

Test Manager

Project Manager

Project Team

Test Cases

Project Team, Supplier Representative

Test Manager / Technical Lead

Project Manager

Project Team

Traceability Matrix Form

Project Team Members, Test Manager

Test Manager / Technical Lead

-

Project Team

Defect Action Log

Project Team Members

Test Manager / Project Manager

-

Project Team

Roles & Responsibilities

Roles

Responsibilities

Project Manager

Ensures that the team members have adequate skills and experience in Testing

Ensures that the testing activities are carried out as per the documented procedures

Reviews and approves all Testing related documents

Test Manager

Responsible for creating a Test Plan

Responsible for the Testing process of the project

Project Team Members

Responsible for the implementation of the project activities ( assigned to them ) related to Testing

Supplier Representative

Preparing User Acceptance Test cases

Conducting User Acceptance Test

Accepting the work product by signing off the User Acceptance Form

CONCLUSION

The analysis on the study identified in the project initiation document with test requirement includes the key deliverable of the project initiation phase. The project manager is responsible to develop this document. However, the involvement of project board members such as department managers, users and the suppliers are very important to complete the project within the schedule. The business case analysed in the study revealed that the new software package would provide more benefits to the users in terms of time and cost.