Implementation Of BI Portal With Reporting Ability For Southern State TAFE – Project Charter & Scope Management Plan

Overview of the Organization

The aim of Southern State TAFE Business organization is to implement a business intelligent data warehouse for enabling and enhancing the cross application reporting ability and an associate Business Intelligent portal for storing the data of their company. The infrastructure maintained by the company is SST IT based and Southern State TAFE is focused to improve their future reporting activates that would encompass the provision of data warehouse and the production of dashboard and the reports as well those are deemed as the most paramount to implement. It has been assumed that with the successful implementation of the system the company will be able to provide a Business Intelligent portal having equivalent reporting ability. In order to develop such BI system the project manager is needed to consider accurate hardware, resources, processed data and software.

After analyzing the current activities and application of the system it has been defined that due to lack of operational and functional ability Southern State TAFE is facing certain problems, those are strictly needed to be resolves to gain competitive advantages and measurable success as well. The company has an existing data management system but due to lack of technical excellence it does not have proper reporting abilities. In order to gain reporting capability the company has installed Business Intelligent technology with their system.

At the initial state the requirements of the project were not clearly stated. The multi dimensional database is beneficial from the both the business and consumer’s perspectives. Due to high level security only the required data will be stored in the database and none of the unwanted information would be stored in this data warehouse. In addition to this, the information those are going to be loaded in the storage are accessible from student management system, financial system, payroll system and different Excel workbooks.  

The objectives of Southern State TAFE are as follows:

• To improve their existing data management system as a new data warehouse with the help if Business Intelligent technology
• To develop the system in such a way so that it could provide reporting capability to the consumers
• To provide high level security to the consumers

In order to implement the system as per the requirement, it is necessary for the project manager to consider accurate system requirements in terms of both software and hardware. Before the development of such system for the organization, the current data and limitation for reporting data are identified. Solis of information might take place because the data are hosted in different systems. However, for this kind of systems, gathering and compiling data is very much difficult and time consuming as well. Certain information are there those are collected from excel and PPT thus, excessive rigorous and manual data processing is the only way to collect data from resources which is not an easy way. In order to make the system effective for the organization proper KPI, professional staffs and database platform and supportive platform is needed to be considered by the project manager and other project executives.

Current Situation and Problem/Opportunity Statement

In order to accomplish the project “Implementation of BI portal with reporting ability for Southern State TAFE, it is necessary to divide the job roles responsibility according to the skills and knowledge of the resources. For this particular project the list of resource and their roles and responsibilities are as follows:

In order to make a project successful it is necessary for the project executive to consider project constraints in terms of scope, schedule, budget and quality. For this project the project constraints those have been identified are as follows:

Scope: The scope of the project is to identify the necessary Knowledge performance indicators, proper server platform, required multi dimensional database system and accurate business intelligent tool those are helpful to implement the BI portal successful.

Schedule: In order to complete the project successfully considering all the requirements a time phase should be considered. Within which phase the project must be completed. After analyzing the details of this particular project, it has been found that, commence and completion dates are respectively 15^th Jan, 2018 and 31^st Dec, 2018.

Budget: After analyzing the details of this project it has been found that for successful completion of this project the budget estimated by the finance manager is $289,400 and there will be no contingency.

Quality: Quality is referred to as one of the most important things that help the business organization to gain effective revenue and measurable success in terms of competitive advantages. For this particular project, the qualities those have been considered include security, reporting ability, easy accessibility and affordability.

During the development of BI portal for Southern State TAFE, the project referred project assumptions are as follows:

• The project must have endorsement and approval from the SST management team
• As determined by the project manager the SST staffs should serve accurate job roles
• Components those will be added while developing this system are Microsoft SQL server, Office SharePoint and Performance Point Server    
• Improper information should be avoided while storing data

The project is expected to be started on 15^th Jan 2018 and assumes to be finished within 31^st Dec, 2018 and the total cost estimated for this project is f $289,400

The project managers are required to follow proper plan modification rules while developing the project. Due to continuous changes in technology, there are certain necessary rules those must be followed. For this particular project the company is focused to change their corporate culture and operational standards. In order to globalize the market competition, digital information, communication and service based economy are required to be incorporated. Individual behavior of the project team members are necessary to be considered provide greatest payoff. In addition to this, the behavioral changes and positive reinforcement are the other rules to be considered for making modification in the project plan define it as a successful one from the business perspectives.

Project Charter

After analyzing the details of the existing data management system used by Southern State TAFE, it is determined that, many issues were associated to it those are needed to be resolved accordingly so that the consumers could gain effective success and revenue as well. The product to be delivered by Southern State TAFE is a BI portal rater dashboard and the features encountered by the system are as follows:

• From the multitude of sources, identification and consolidation of related data like KPI
• It can eliminate the issues of data accuracy and data redundancy
• The participation of the stakeholder are encouraged
• The decision making and policy implementation approaches are increased
• Across the channels the data are distributed
• Te rate of resource wastage IT redundancy also gets resolved apparently  

 After identifying the existing issues of Southern State TAFE, it has been found that the data management system followed by the company is not at all effective thus the management authority of the company is willing to incorporate a BI based portal for the managing the information. It is expected that with the help of BI features the high level deliverables that the company would be able to serve include the following:

• It can reduce the IT data redundancy issues
• The rate of wastage of the IT resources also gets reduced
• It can enforce the singe data sourcing
• The data are available in multiple channels
• For decision making and policy implementation this system is helpful
• The self service ability also gets enhanced   

The lists of project in scope are as follows:

• Selected numbers of SST staffs are needed to be trained by trainers
• To develop data warehouse upon platform Microsoft 2016 SQL server with all multi dimensional database
• To deliver high level security to the consumers
• To collect data only from Student management system, financial system,
• Payroll system and different Excel workbooks
• To develop a security model to make the data warehouse secured from the external attacks and hijack
• To review the generated errors

The lists of project out scope are as follows:

• Monthly financial reports are to be recreated
• No extra scope should be considered apart from the direct links of the systems
• Information extracted from the system should be created only
• The financial system is to be created with the new calendar
• The replacement of the student management system for the implementation of new year 2018 are out of the project scope

In order to reduce the work load from the project team members based on the skills and knowledge the work is needed to be divided among the members. With the help of the Work Breakdown Structure the activities and sub activities of the project can be structured accordingly. For this particular project the WBS is structured in a top down manner. For each of the activities different resources are responsible.

In order to accomplish the project the project manager and the other project team members are required to play their job responsibilities properly. Project “BI portal with development with reporting ability” requires certain changes to make the project beneficial. The followings are the steps those should be used to address the scope of the project are as follows:

• Identification of the area to be improved
• Presentation of business case to the stakeholders
• Plan for the desired changes
• Provide information resources and information for evaluation
• Implementation of effective communication
• Monitoring and resistance management
• Identification of budget risks

During development of a project if it is defined that any additional changes are needed then those are needed to be addressed by the project executives however all the members associated to the project are not allowed to make the necessary changes. For this particular project only the project manager are responsible. While making the changes of project scope the rules those are to be followed are as follows:

• Development of risk management plan
• Risks must be identified at the project initiation phase
• Communication to be done about the risks
• Both the threats and opportunities should be considered
• Ownership problems are required to be clarified
• Risks must be prioritized
• Initially project mission, vision and strategies are to be identified

The roles and responsibilities of the project team members and the project managers are structured in the project schedule with proper time. The details of the activities and allotted time for each of the activities are mentioned in this schedule.

In order to develop the BI portal for Southern State TAFE, at the project initiation phase based upon the project requirements accurate budget was estimated by the project finance manager and the budget was also approved by the project manager at that time. The total budget estimated for this project is $289,400. It is expected that even after the completion of the project no additional cost will be required for the project.

Project objectives

In order to implement BI based portal for Southern State TAFE the resources those will be required are financial resource, physical resource, educational resource and human resource. The physical resources considered for this project include hardware, software, equipments and machineries on the other hand the human resource needed for the successful completion of the project include experienced project team members. However, for this project, budget is estimated for each of the activities and the budget constraints formulae considered for calculating the total budget is as follows:

Different quality standards those have been considered for this particular project “Development of BI based new data warehouse” are as follows:

In order to improve the quality of the project different quality metrics are needed to be considered. The quality metrics considered for this particular project are as follows:

For developing the new data warehouse for Southern State TAFE, different quality management approaches, those could be implemented are as follows:

• Customer focused management approach
• Measuring the number of total employee involvement
• Integrated system development
• Strategic and systematic approach
• Fact based decision making approach

In order to assure that whether the newly developed system is beneficial for the company or not the necessary steps those are required to considered are as follows:

• Identification of organizational goal
• Identifying the critical success factors
• Collecting feedback from the consumers
• Implementation of continuous improvement plan
• Selection of quality management software
• Measurement of results

The quality control plans those are measured while developing this project are as follows:

• Output measurement
• Quality metrics
• Prevention Vs inspection plan
• Planned Vs actual data

While developing the data warehouse systems for Southern State TAFE, different risks are identified those are required to be mitigated accordingly. It is expected that with the help of the risks management plan the issues can be mitigated accordingly.

Conduct a stakeholder analysis to identify key stakeholders, such as the project sponsor, project champion, as well as any external stakeholders, such as suppliers. Also include all pertinent information necessary to communicate with them.

In order to gain successful resultant from the project the resources are required to fulfill their job roles accurately. The tasks and responsible resources are also elaborated in this report. If the resources failed to maintain their job roles properly then new warehouse will not be able to provide as per the requirement.

The communication plans developed for implementing this particular project are as follows:

In order to discuss the details of new warehouse development project the project executives have arranged meetings and the details of the meeting to be held are as follows:

The important files associated to the project are stored in the secured data server which is protected through firewall, encryption and password as well. Only the authorized users have the permission to access information from the project documents folder.      

Project approach

In order to get successful outcome from the project the project manager should maintain proper communication approach. While developing the new data warehouse for the company the project manager should use open communication. With the help of this process the higher authority and the project team members will be able to share their point of views with each other. It also helps to increase the system creativity and innovation as well.

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