Developing Business Intelligence Data Warehouse System: Project Management Plan

Project Overview

Question:

Discuss about the Guide To The Project Management Body Of Knowledge.

The project is undertaken by the SST (Southern State TAFE) to manage the issues being faced by the customers to read all the contents of the detailed information available in MS Excel and MS Power Points through the use of Business Intelligence (BI) data warehouse system. The project involves the development of the data warehouse of Stage 1 only. This Project will include the installation and implementation of required IT hardware and software for the proper management of the dashboard reports using data warehouse in the form of reports which can be printed from any place using internet services.

The project will help in development of dashboard reports for the customers by integrating the IT infrastructure of SST with the data warehouse to fulfill the customer’s various requirements related to financial, salary related, student’s database related, Budget related and other relevant requirements. The developed project shall also provide the error reports too.

The deadline time frame of 31^st December 2018 and managing the project within allocated budget of $289,400 that too including all contingencies are the constraints of the project.

All the objectives of project are required to be fulfilled by implementing the BI technology to interrelate the data warehouse of SST with the dashboard requirement files to generate accurate data related to different requirements from student, financial institutions, wages related register, budget files etc. The system developed need to also provide a very high level security for all the customers’ data base system.

There are various assumptions made for developing the document and project plan are like the hardware and software whatever shall be required for the project development will be supplied by the SST team as per the requirement of the BPC’s specifications. It is also assumed that SST has all the required statutory clearances and access to use the PerformancePoint Server using Microsoft Office SharePoint Services and licensed Microsoft SQL Server. As per the requirement raised by the Project Manager, the SST staff should provide their expertise and devote time to project.

The sponsor of the project from SST is the only person who can authorize the project and the change control system too.

The overall scope of the project shall be followed as the project boundaries and any of the activities outside the boundaries shall be considered as the additional scope of work which is required to be approved before executing (PreparePM, 2018).

The project scope consists of following tasks like the selection of quantities of SST staffs are should have been prepared via coaches, create information distribution center upon stage Microsoft 2016 SQL server with all multi-dimensional database, convey the abnormal state security to the shoppers, gather the information just from Student administration framework, money related framework, Payroll framework and distinctive Excel exercise manuals, build up a security model to influence the information to stockroom secured from the outer assaults and commandeer, and audit the produced mistakes or the error reports for the betterment of the system.

Project Scope

There are few tasks which are not in the scope of work such as development of Monthly money related reports are to be reproduced, no additional extension to be viewed as separated from the immediate connections of the frameworks, removed information from the framework ought to be made as it were, monetary framework for developing the new timetable.

Figure: Gantt Chart of the Project, Source: developed by Author

Figure: Cost Distribution Plan, Source: developed by Author

All the execution of the project activities like developing surface relevant information, designing data warehouse, designing the prototype, designing the BI technology, development of test procedure, unit testing and integration testing of the system and implementation of the application shall be done according to the project scope and time as per the project management plan. Various tools like ‘Expert Judgment’, ‘Project Management Information System’ and ‘Meetings’ shall be used to execute the project properly (Project Management Institute, 2013).

The entire project management plan, the forecast techniques, work performance information shall be analytically analyzed using the above discussed techniques to monitor the progress of the work.

The change management plan is required in the project to manage all the project changes (as discussed above regarding additional scope of work) required to be executed for the proper completion of the scope of the project (i.e. the phase-1 requirements) and deliver the system for interlinking of data warehouse of SST along with the BI technology.

Figure: Flowchart of Change control system, Source: (Docs Oracle, 2018)

The change request document shall be assessed by the Project Manager for its impacts on the project boundaries and the quality of the deliverable before passing it to the Change Control board.

According to the above attached figure (flowchart of Change control system), the information or the change request shall flow. The change control Board shall be only responsible body for accepting or rejecting any changes in the project.

The Change Control Board shall consist of the Project Sponsor, Project Manager and Finance Manager of the project (as explained in assignment 3).

The quality management plan shall be followed throughout the project life cycle for delivering the deliverables of the project as per the desired terms so that the quality standards and its metrics can be maintained properly. This document shall provide an overview of handling the entire project and all the checklists which are required to be assured by inspection or auditing the project deliverables and documents on regular basis.

Below are the name and role of the project team members who shall be having responsibility for maintaining the proper quality standards throughout the project lifecycle:

Below are the tools which are required to use throughout the project for proper assurance of the project deliverables and being in the project limitations.

The entire project related data and information are required to be analyzed as per defined responsibility for quality assurance and control throughout the project lifecycle. Even the project quality documents shall also be analyzed by external expert.

Project Management Plan Execution

All the ways of delivering the project in shorter, quicker and faster should always be analyzed properly and the risks are required to be monitored for the purpose on regular basis.

All the below charts shall be used for monitoring the quality throughout the project lifecycle.

Cause & effect Diagram: The fishbone diagram shall be used to find the root cause of the problems, if at it happens during the project lifecycle

Histogram: The tools is required to be followed for tracking the progress of the project against the planned figures (schedule and cost both)

Trend Analysis or the Earned Value Details: For developing the future estimates and check whether the figures are within the limitations, the EVM techniques shall be used at regular interval till the completion

Implementation of PDCA Cycle: the continuous improvement plan shall be adopted in the project lifecycle by using the Deming Cycle (PDCA).

This human resource management plan is a vital tool which can be used by the Project Manager. Project Manager can handle the resource requirement by mobilizing them at the right time of requirement. PM can also manage their expectations to make them remain motivated throughout the project lifecycle to gain more efficiency. Finally Project Manager can also use it to have a plan for proper demobilization of the human resources after the completion after the completion of their work.

Figure: Organization Chart, Source: developed by Author

R: Responsible, A: Accountable, C: Consulted, I: Informed (Piscopo, 2018)

The resources shall be recruited, developed and managed as per the human resource plan throughout the project as per following stages (Burma, 2014):

Acquire Team: for the project the required staffs from SST shall be acquired by the Project Manager of BPC for handling the project properly. All the tools like negotiation or using the virtual teams can be used for the project.

Develop Team: all the leadership skills like good communication, good interpersonal, providing proper trainings, and adequate team-building techniques shall be used to motivate the team throughout the project lifecycle.

Manage Team: the project performances shall be observed at regular interval to assess the human resource performances and accordingly the rewards shall be given to keep the tem motivated for the project lifecycle

The document and the process mentioned in the communication management plan shall be used by the project team to communicate among each other to have effective coordination. The stakeholder register shall be used to develop the communication plan as per the requirement matrix and to manage their expectations properly throughout the project life cycle (Template, 2018). During the office hours all the team members shall meet with each other formally in the meeting room and after the office, the informal ways of communication using social media shall be done for developing strong team.

The following matrix shall be used for properly communicating among the team members or the stakeholders identified in assignment # 3:

This document will serve as a guideline for managing the contracts with the software providing vendor and the hardware supplying vendors. All the hardware like the SQL Server, PPS, Directory Server and Share Point, RAM, 500 GB Hard disk and 1 GB Network Interface are required to be procured from one or many hardware suppliers according to the negotiation of terms and finalization of contract. Suitable type of contract shall be used for the supply of materials and software development. All the risks associated with the procurement are also required to be identified before the finalization of the seller or supplier. Management plan of multiple vendors shall also be followed according to the plan (European Investment Bank, 2015).

Change Management Plan

Since all the software development expert is present in BPC staff and adequate software knowledge is also available in SST Staff, so both the team shall work together for developing the required software.

But the hardware like SQL Server, PPS, Directory Server and Share Point, RAM, 500 GB Hard disk and 1 GB Network Interface are required to be bought from external party. The selection of the parties shall adhere to the below mentioned criteria.

Source Selection Criteria

The selection process shall strictly adhere to the document as mentioned here. The selection of parties or vendors shall be done using the minimum three vendor bidding system. This means that against each floated tender, minimum three quotations shall be available to conduct the evaluation stage; else refloating of tender by delaying the submission date shall be done. After the receipt of offers, the commercial evaluation should be followed after the technical. Before finalization of contract, negotiation shall take place for better understanding of the terms.

Above developed procurement management plan shall be followed by the Project Manager and the Finance Manager to conduct the procurement action and keep control on the procurement system. All the supply items shall be scheduled to reach SST office premises 3 weeks prior to the start of installation to have time for absorbing any delays. The Procurement delivery plans are:

All the procurement vendor’s shop inspection and audits shall be conducted after 1 month of placing the order till the delivery of their respective ordered items at SST office premises to keep close track of the delivery dates.

In case of any change in the scope or quality requirement of the product the request shall move through the approved change management system only to avoid any conflict during closing of procurement.

The entire suppliers are required to report the progress and issues as per purchase agreement with them at regular interval.

The vendors shall be monitored on the basis of their performances as per below matrix:

Figure: Vendor Performance Matrix, Source: (Piscopo, 2018)

After the supply items are delivered by the suppliers, the final close-out are required to be done for proper closing of the procurement contract. Pre-conditions for the closing of contracts are the final delivery of the ordered item with all quality standards, one month of trial run, final documentations related to test procedure, implementation checks, safety procedures etc.

Once all the above requirements are fulfilled and Project Manager or the System Developer certifies the final delivery of items and documents the procurement actions shall be closed by documenting the performance matrix of each vendor along with the lessons learned with the close-out documentations.

After delivering all the deliverables of the project and providing training to the SST trainers as per terms, the project can be closed. The compiled lessons learned shall be submitted by the Project Manager to the sponsor for finally closing the project along with all final documentation.

References

Burma, Z.A., 2014. Human Resource Management and Its Importance for Today’s Organizations. International Journal of Education and Social Science, pp.85-94.

Docs Oracle, 2018. Understanding Change Control Management. [Online] Available at: https://docs.oracle.com/cd/E51433_01/fscm92pbr2/eng/fscm/fpgm/concept_UnderstandingChangeControlManagement-9f3878.html [Accessed 11 February 2018].

European Investment Bank, 2015. Evaluation of tenders and preferred bidder selection. [Online] European Investment Bank Available at: https://www.eib.org/epec/g2g/iii-procurement/31/314/index.htm [Accessed 11 February 2018].

Piscopo, M., 2018. Human Resource Plan. [Online] Project Management Docs Available at: https://www.projectmanagementdocs.com/project-planning-templates/human-resource-plan.html#axzz56pPkf6Hd [Accessed 11 February 2018].

Piscopo, M., 2018. Procurement Management Plan. [Online] Available at: https://www.projectmanagementdocs.com/project-planning-templates/procurement-management-plan.html#axzz56pPkf6Hd [Accessed 11 February 2018].

PreparePM, 2018. Project Scope Management. [Online] Available at: https://preparepm.com/notes/scope.html [Accessed 11 February 2018].

Project Management Institute, 2013. A guide to the project management body of knowledge (PMBOK® guide). — Fifth edition. Newtown Square, Pennsylvania: Project Management Institute, Inc.

Template, 2018. 8+ Project Management Communication Plan Templates. [Online] Available at: https://www.template.net/business/plan-templates/project-management-communication-plan-template/ [Accessed 11 February 2018].

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