The selected project is development of a Cloud based ERP system in “Yehia Sushail & Bros Co” which is an activity distributor of commodities as well as other types of products.
The organization “Yehia Sushail & Bros Co” which is one of the commodities distributor of Australia utilizes ERP system in order to manage its operations as well as functions. However, with the growth in the business, the organization expanded its business to the surrounding market areas as well as cities and thus it became quite difficult for the company to manage the operations of the organization smoothly. In order to resolve the challenges and issues that the organization faces in managing its business in different cities, the higher authority of the organization decided to develop an ERP system which will be cloud based.; It is found that with the help of cloud ERP system, the organization can be able to manage operations from anywhere at any time and that will be helpful in managing the functions of the organizations quite effectively.
It is found that in order to develop the cloud-based ERP system within the organization “Yehia Sushail & Bros Co” number of challenges and risks can occur which can be resolved by utilizing proper risk mitigation plan.
The risk register for the risks that that generally occurs during the development of cloud-based ERP system is reflected in the table below:
|
ID |
Risk |
Risk description |
Likelihood |
Impact |
Responsible |
|
1 |
Schedule slippage |
If the project managers do not follow the schedule of the project during the project progress then it will be quite difficult to finish the project on time. It is found that if the project time gets extended then the budget for the project will also increase. |
High |
High |
Project manager |
|
2 |
Budget shortfall |
If the budget of the project is not managed and checked after the completion of each phase, then the chances of enhancing budget is quite high. If the budget of the project enhances then it can cause number of financial challenges for the project and thus the progress of the project can be obstructed. |
Very High |
Very High |
Financial manager |
|
2 |
Inexperienced project manager |
If the project managers are not experienced then it will be quite difficult for them to manage the project and as a result the project will not get finished within the budget and time that is permitted. |
Medium |
High |
Hr. manager |
|
4 |
Lack of resources |
If the resources that are generally required in order to develop the cloud ERP system is not sufficient then it can cause lot of obstruction in the development of the project. Due to insufficient resources, the project progress can also get obstructed. |
Medium |
Medium |
Hr. manager |
|
5 |
Technical issue |
If testing is not conducted properly then the problem that is related with the system cannot get resolved and it can lead number of issues during its functioning including security issues. |
High |
Very High |
Tester |
|
6 |
Improper management |
It is found that due to improper management, the project managers will face lot of challenges and issues in finishing the project within the expected time. |
Medium |
Very High |
Manager |
|
7. |
Improper analysis of project requirements |
If the requirements of the project are not analyzed properly then it will be quite difficult for the project manager to meet all the objectives as well as goals of the project within the expected time. |
Medium |
High |
Business analyst |
|
8 |
Appointment of inexperienced team members |
Due to inexperienced team members, it will be quite problematic to meet the goals of the project on time as they will face lot of challenges while working with the project. |
Low |
High |
Hr. manager |
The risk quadrant analysis is done below:
|
Impact |
||||||
|
Likelihood |
Very low |
Low |
Medium |
High |
Very High |
|
|
Very High |
Budget shortfall |
|||||
|
High |
Schedule slippage |
Technical issue |
||||
|
Medium |
Lack of resources |
Inexperienced project manager, Improper analysis of project requirements |
Improper management |
|||
|
Low |
Inexperienced team members |
|||||
|
Very Low |
The risk mitigation plan for the risks that are identified are listed in the table below:
|
Risk |
Mitigation plan |
|
Schedule slippage |
It is quite necessary for the project manager to follow the schedule of the project so that each activity or task of the project can get complete as per the schedule and there will be no chances of schedule slippage. |
|
Budget shortfall |
It is quite necessary to undertake earned value analysis for estimating proper budget for the project so that the entire project can successfully get finished successfully within the budget which is approved and thus the problem of budget shortage will not occur. |
|
Inexperienced project manager |
It is the responsibility of the human resource managers to hire experienced project managers so that they can be capable of completing the project properly within the expected budget and time by achieving the goals and objectives of the project. |
|
Lack of resources |
It is very much necessary to estimate the resources of the project quite effectively so that the problem that generally occurs due to insufficient resources will not occur and the entire project can be completed within the time that is expected. |
|
Technical issue |
It is very much necessary to conduct testing proper in order to ensure that the system will function properly and will be helpful in accomplishing the needs as well as requirements of the organizations quite effectively. |
|
Improper management |
It is the responsibility of the project manager to utilize proper management strategies with which they can be able to manage the project effectively and thus the entire project can get completed within the approved time and budget without creating any type of problems for the project. |
|
Improper analysis of project requirements |
It is necessary to undertake proper analysis of project requirement so that all the needs as well as objectives of the project can be successfully met and the project manager will be able to finish the project successfully. |
|
Appointment of inexperienced team members |
It is quite necessary to high experienced team members so that they can be able to manage the project effectively and can be able to play a proper role in finishing the project effectively within the approved budget and time so that the objectives of the project can be met. |
The quality management plan for the project is provided in the table below:
|
Objective |
Activities |
Reason |
Method |
Owner |
|
Investigation of system functionality on regular basis |
In order to improve the process as well as operations of the organization, it is the responsibility to use system investigation technique on a monthly basis for making sure that the cloud-based ERP system is properly functioning and it will be helpful for managing the organizational operations. |
This it is mainly done for ensuring that the system is working properly and it is accomplishing the requirements of the organization. |
System investigation technique |
System analyst |
|
Quality testing |
It is quite necessary to test the quality of the hardware that will be utilized during the development of cloud-based ERP in order to avoid any type of quality related issues and for proper functioning of the system. |
It is quite necessary to undertake quality testing for ensuring that the quality of the hardware is proper. |
Quality check |
Quality analyst |
|
Providing high level of security |
It is found that the as number of security issues occur therefore in order to maintain proper security, firewalls are used so that no third party can be able to access the data as well as information and the data and information can be kept securely. |
This is generally necessary for avoiding security issues as well as challenges like account hijacking and data breaches. |
Using Firewall |
Risk analyst |
|
Hiring experienced system analyst |
It is quite necessary to hire experienced system analyst for the project so that they can be able to analyze any type of problems or issues that are related with the system and thus avoidance of system related issues will not occur. |
This is mainly done in order to analyze the issues as well as challenges that are associated with the system. |
Recruitment |
Human resource manager |
|
Proper documentation of requirement |
It is quite necessary to document the requirement of the project so that the project manager can be able to complete the work of the project as per the requirement and thus all the requirement of the project can be successfully met. |
This is generally met for meeting all the requirements as well as needs of the organization. |
Documentation |
Documenter |
Procurement management plan generally follows proper logical order. It is found that that first it is necessary to make plan about the contract and then plan for how the process will be executed is made. After then the contract requirements are generally provided to the sellers who bid for the chance to work. It is analyzed that the main reason of the procurement management plan is to properly define the various procurement requirements for the project for making sure that how it will generally be managed from development procurement with the help of contract closure. It is found that the entire procurement management plan for the project “development of Cloud ERP system” is generally provided in the table below:
|
Objective |
Delivery system |
Contract type |
Procurement method |
|
Completion of project within the 4 months within the approved budget |
General contracting of project delivery system must be utilized. |
Firm fixed price type of contract will be utilized. |
Restricted tendering procurement method is mainly used. |
|
Getting proper supply of hardware that are needed for the project |
Design build method of contracting will be used |
Time and materials type of contract will be utilized. |
Restricted tendering procurement method is mainly used. |
Stakeholder management plan
The stakeholder management plan is provided in the table below:
|
Stakeholder |
Responsibilities |
Interest (1-5) |
Influences (1-5) |
Procedure of Contribution |
|
Project manager |
The project manager is mainly responsible for managing, controlling, as well as executing the entire project successfully so that the project can be able to accomplish the objectives and goals. In addition to this, the project manager is also responsible of resource planning as well as time and cost estimation. |
5 |
5 |
They generally contribute to the project by meeting the project deadlines and by finishing the project within the budget that is approved by the project sponsor. |
|
Project planner |
The project planner is mainly responsible for planning as well as scheduling various activities as well as tasks of the project for its successful completion. They also takes the responsibility of gathering as well as collecting information for preparing the status report of the project and generally recommends changes that are needed for enhancing efficiency of the project. |
5 |
4 |
They generally contribute within the project by making sure that the project is on time and whether the project will be helpful in achieving the objectives of the project. |
|
Financial manager |
The financial manager are the individuals who are mainly responsible for maintaining the financial health of the project. They generally create number of financial reports. Direct investment related plan as well as develop proper strategies so that the entire project can be completed within the budget that is approved. |
4 |
3 |
They mainly contribute within the project by ensuring that the entire project of cloud ERP system must be successfully completed within the budget that is approved by the project sponsor by utilizing number of strategies as well as plans. |
|
Human resource manager |
Human resource managers are mainly responsible for hiring, placing as well as orienting new and experienced employees for the project so that they can be capable of finishing the project within time. They are also responsible for providing the resources that are required for the project. |
4 |
3 |
The human resource managers generally contribute within the project by ensuring that they have hired experienced project manager as well as proper and sufficient resources for the project and thus the project will be completed within the time that is approved. |
|
IT manger |
The IT manager is mainly responsible of accomplishing the goals and objectives of the project by developing the ERP system in the cloud so that the organization can be able to accomplish its objectives and goals quite successfully. |
5 |
5 |
Their main contribution within the project is to check whether the system that is developed is able to achieve the objective and goals of the organization or not. |
|
System analyst |
The system analyst are the persons who are mainly responsible for defining the application related problem by generally conferring with various client and by evaluating different types of processes as well as procedures. They also help in developing proper solutions by preparing alternative workflow related solutions. |
4 |
3 |
They mainly contribute within the project by resolving the challenges and issues that are associated with the system so that the problems within the system does not hamper the operations of the organization. |
|
Tester |
The tester are the individuals who are mainly responsible for testing the functioning of the cloud-based ERP that is developed for the organization in order to make sure that the cloud based ERP system will be helpful in achieving the objectives and goals of the organization. |
4 |
4 |
The tester mainly contributes within the project for testing the functionality of the system for making sure that there is no bug within the system. |
|
Risk analyst |
The risk analyst are the person who are mainly responsible of identifying the risks that are associated with the project and determines their impact and probability. As per the impact and probability of the risk, proper risk mitigation plan is used in order to resolve the risk and challenges that are associated with the project. |
3 |
3 |
They mainly contribute within the project for risk identification and for providing proper risk mitigation plan so that the risk and challenges that are associated with the project can be effectively resolved. |
Cloud-based ERP System for Effective Management
The conflict management plan for the project is provided below:
|
Conflict |
People involved |
Plan of action |
Results expected |
|
Need of more number of human resources |
Human resource manager |
The existing staffs of the project are paid for working extra so that the need for hiring extra human resources get resolved and the work of the project also get completed. |
Proper completion of project within the present human resources. |
|
Need of extra budget |
Financial manager |
The problem can be resolved by cutting down extra costs and by managing the resources of the project for finishing the project within the permitted budget. |
Completion of project within the budget that is approved. |
|
Need of time extension |
Project manager |
The project resources are paid for working extra so that the problem of project time extension gets resolved and the project will get completed within the approved time. |
Completion of project within the timeframe that is approved. |
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