Project Schedule And Risk Mitigation Plan For SAP ERP Implementation

Scope of the Project

The organization of the project helps in completing the project effectively within the given time duration and cost. The synchronisation of the process helps in managing the flow of information and data among the working team members so at to improve their work efficiency and throughput (Seppala, 2012). The purpose of this paper is to design a project schedule to analyse the risks associated with the project and how the risks can be successfully managed to achieve the ultimate goal and objectives.

The IT Square corporation private limited is the software developing company which is going to deploy the SAP ERP system in the working curriculum of the Globex enterprise to improve its working to the automatic management system. The implementation of the SAP ERP system has to be done within the period of six months according to the requirement placed by the Globex enterprise. The organization faces problem in developing the design and implementation plan for the company because of the dynamic change of request placed by the project owner. It increases the risks and uncertainty associated with the project development plan. The objective of this paper is to identify the risks and develops the mitigation plan with the systematic scheduling of the stakeholder engagement program.

The project scope of the proposed project is demonstrated in the table below:

In-scope activities

Development of the project proposal

Development of the project schedule

Identification of the project duration

Development of the stakeholder register

Development of the stakeholder engagement plan

Identification of risks associated with the project

Development of risk register

Development of risk management plan

Development of risk allocation and response

Out-of-scope activities

Development of the quality management plan

Development of the continuous improvement plan

Success Criteria

Completion of the project within given duration of time

Completion of the project within given cost

Assumption

Skills and expertise of the employees

No training required for the employees

Resources	Description
Project Owner	Identification of the project requirement Hiring and given project to the IT square corporation private limited for developing ERP system
Project Sponsor	Funding of the project Clarification of the project cost
Project Manager	Project Schedule Project Planning Estimation of Duration Estimation of Cost
Risks Manager	Identification of risks Estimation of risks severity Estimation of risks Likelihood Estimation of risks priority Estimation of risks impact Estimation of risks ranking Risk register Risk analysis matrix Development of risks response and risk allocation Development of risks mitigation plan
Project Designer	Development of the ERP SAP system design
Project Tester	Testing the automation of the ERP SAP model (Munns, and Bjeirmi, 2012)
Project Technician	Identifying the flaws and obscure in the working ERP SAP model
Project Quality Manager	Identifying the quality of the proposed developed design Identifying the quality standard for the developed project Developing the quality assurance program Developing the quality control program
Financial Manager	Identifying the cost associated with the human and physical resources Developing project budget Developing cost estimation plan
System Analyst	Identifying the working of ERP SAP system architecture Managing hardware and software resources
Planning manager	Resource allocation Project schedule (Passenheim, 2015) Stakeholder management program
Project Administrator	Monitoring and controlling the project (Rauber, 2014)

Task Name	Duration	Start	Finish	Resource Names
IT Square Corporation Private Limited	198 days	Fri 02-11-18	Tue 06-08-19
Project Start-up phase	31 days	Fri 02-11-18	Fri 14-12-18
Project Proposal	10 days	Fri 02-11-18	Thu 15-11-18	Project Owner, Project Sponsor
Designing of project Activities	7 days	Fri 16-11-18	Mon 26-11-18	Design Engineer, Project Manager
Determining project requirement	5 days	Tue 27-11-18	Mon 03-12-18	Project Manager, Project Owner, Project Sponsor
Development of the project charter	7 days	Tue 04-12-18	Wed 12-12-18	Project Owner, Project Sponsor
Approval and Sign off on the project charter	2 days	Thu 13-12-18	Fri 14-12-18	Project Owner, Project Sponsor
Project planning phase	40 days	Mon 17-12-18	Fri 08-02-19
Planning of Project activities	9 days	Mon 17-12-18	Thu 27-12-18	Planning Manager
Scheduling of project activities	7 days	Fri 28-12-18	Mon 07-01-19	Planning Manager
Defining of Requirement specification plan	5 days	Tue 08-01-19	Mon 14-01-19	Planning Manager
Project statement of work	3 days	Tue 15-01-19	Thu 17-01-19	Planning Manager, Project Manager
Project stakeholder management plan	3 days	Fri 18-01-19	Tue 22-01-19	Planning Manager, Project Manager, Project Sponsor
Project cost management plan	5 days	Wed 23-01-19	Tue 29-01-19	Finance Manager, Planning Manager, Project Manager
Project risks identification	3 days	Wed 30-01-19	Fri 01-02-19	Planning Manager, Risk Manager
Project risks management plan	5 days	Mon 04-02-19	Fri 08-02-19	Planning Manager, Risk Manager
Project Designing phase	4 days	Mon 11-02-19	Thu 14-02-19
Designing of the proposed project	1 day	Mon 11-02-19	Mon 11-02-19	Design Engineer
Development of the project model	1 day	Tue 12-02-19	Tue 12-02-19	Design Engineer, Project Manager
Approval of the project design	1 day	Wed 13-02-19	Wed 13-02-19	Design Engineer, Project Manager
Development of the stakeholder engagement plan and stakeholder register	1 day	Thu 14-02-19	Thu 14-02-19	Design Engineer, Project Manager, Project Sponsor
Project Testing and Evaluation phase	12 days	Fri 15-02-19	Mon 04-03-19
Development of the test plan	7 days	Fri 15-02-19	Mon 25-02-19	Test Engineer
Evaluation of the test design parameter	5 days	Tue 26-02-19	Mon 04-03-19	Test Engineer, Design Engineer
Project Risks Management phase	35 days	Tue 05-03-19	Mon 22-04-19
Analysis of the risks identified	5 days	Tue 05-03-19	Mon 11-03-19	Risk Manager
Preparing Risks Register	10 days	Tue 12-03-19	Mon 25-03-19	Risk Manager
Preparing risks allocation plan	7 days	Tue 26-03-19	Wed 03-04-19	Risk Manager
Preparing risks response	3 days	Thu 04-04-19	Mon 08-04-19	Risk Manager
Preparing risks mitigation and management plan	10 days	Tue 09-04-19	Mon 22-04-19	Risk Manager
Project Implementation phase	58 days	Tue 23-04-19	Thu 11-07-19
Development of the implementation plan	21 days	Tue 23-04-19	Tue 21-05-19	Design Engineer, Project Manager
Installation	30 days	Wed 22-05-19	Tue 02-07-19	Technician
Handover for operation	7 days	Wed 03-07-19	Thu 11-07-19	Design Engineer, Planning Manager, Project Manager, Technician, Test Engineer
Project Closure Phase	18 days	Fri 12-07-19	Tue 06-08-19
Project Documentation	15 days	Fri 12-07-19	Thu 01-08-19	Design Engineer, Planning Manager, Project Manager
Project Closure	3 days	Fri 02-08-19	Tue 06-08-19	Planning Manager, Project Owner, Project Sponsor

The following table shows the scheduling of the resources in the undertaken project for increasing and capability of the stakeholders:

Resource Name	Type	Material Label	Initials	Group	Max. Units	Std. Rate	Ovt. Rate	Cost/Use	Accrue At	Base Calendar
Project Manager	Work		P		100%	$80.00/hr	$0.00/hr	$0.00	Prorated	Standard
Project Sponser	Work		P		100%	$90.00/hr	$0.00/hr	$0.00	Prorated	Standard
Design Engineer	Work		D		100%	$60.00/hr	$0.00/hr	$0.00	Prorated	Standard
Project Owner	Work		P		100%	$100.00/hr	$0.00/hr	$0.00	Prorated	Standard
Planning Manager	Work		P		100%	$50.00/hr	$0.00/hr	$0.00	Prorated	Standard
Risk Manager	Work		R		100%	$55.00/hr	$0.00/hr	$0.00	Prorated	Standard
Test Engineer	Work		T		100%	$65.00/hr	$0.00/hr	$0.00	Prorated	Standard
Finance Manager	Work		F		100%	$70.00/hr	$0.00/hr	$0.00	Prorated	Standard
Technician	Work		T		100%	$50.00/hr	$0.00/hr	$0.00	Prorated	Standard

The status of the resources used can be depicted from the graph below:

Name	Role	Contribution	Willingness	Power	Interest	Need and Requirement	Concern
Mr. Karl Max	Project Owner	High	Low	High	Low	Project proposal and requirement specification plan	Competition in the global market Uncertainty and complexities associated with the project
Mr. John Davis	Project Sponsor	Medium	High	Medium	High	Project Schedule and Cost estimation plan	Uncertainty and complexities associated with the project Success of the project
Miss Maggie Rose	Project Manager	High	High	Low	High	Requirement specification plan	Coordination and cooperation among the working units of the project
Mr. Steven Thomson	Risks Manager	High	Low	Medium	High	Project Schedule Process framework Stakeholder Engagement program	Uncertainty and complexities associated with the project Identification and risk allocation for minimizing its impact
Mr. David Thomson	Project Designer	Medium	High	Low	Medium	Project Requirement Required Software and hardware	Clear and concise requirement specification plan
Mrs. Julie Hall	Project Tester	Low	High	Medium	High	Project Design	Testing of the operating efficiency of the project
Mr. D.K. Larson	Project Technician	Low	Low	Low	High	Project Design	Identifying the quality of the hardware and software used
Mr. John Michael	Project Quality Manager	Low	Medium	Medium	High	Project Design And test result output	Compatibility of the developed project with the demand raised by the project owner during the project initiation phase
Mr. S.V. Raman	Financial Manager	High	Low	Medium	High	Cost estimation plan	Identifying the market price of the resources used in the project
Mr. D.F. Brown	System Analyst	Low	High	Medium	Low	Project Design	Identifying the gaps in the operating process of the project
Mr. S.M. Buhalis	Planning manager	High	Medium	High	High	Project Activities	Identifying the skills and expertise of the project team members
Mr. K.T. Chandran	Project Administrator	High	Low	Medium	High	Project Design Test Result Implementation plan	Identifying the risks associated with the project (Tiwari, 2015)

Potential Risks	Description
Performance	The performance of the project depends on the quality of the project and process model, determining the efficiency in managing the automation in the working department of the business units, accomplishment of the project development cycle within the approved time and cost (Wilson, 2012). The potential risks associated with the project are delay in the project time duration, overrunning of the cost, wrong estimation of project activities duration, variance in the cost and time schedule (National Learning Consortium, 2013).
Cost	The market analysis is not properly done for analysing the cost associated with the implementation of physical and human resources. The maximum variance occurs in the estimated cost of the project activities schedule and the actual cost of the project (PM4Dev, 2007).
Schedule	The historical analysis of the project events is not properly done which creates the difference in the scheduled project time and actual project time of the project (Shaikh and Zahid, 2012)
Quality	The quality standards are not properly developed by analysing the customer requirement which creates the feeling of dissatisfaction among the customers
Sustainability	The sustainability of the project is not achieved due to ineffective planning of project time and cost (Tracey and Nathan, 2016)
Environment	The environmental factors get affected due to the ineffective management of the time and cost (Tonder, and Bekker, 2014)

Potential Risks	Categories	Description	Risks Severity	Risks Likelihood	Risks Rating	Risks Impact
Cost	Exceeding of the projected budget	Maximum cost variance occurs in the projected cost and actual cost of the project	4	2	6	High
	Not Scheduled Expenditure	The miscellaneous amount of cost is not added to the project schedule which increases the budget	2	1	3	Low
Resources	Non-Availability of resources	Resources are not available on time according to the demand raised by the customers	3	4	7	High
	Improper management of supply and Demand	Resources are not available on time according to the demand raised by the customers	2	4	6	Medium
	Ineffective team management plan	Coordination and cooperation is not effectively developed between the team due to the use of poor communication tools	3	1	4	Medium
	Lack of skills and expertise	No training and development program organized for the employees	1	1	2	Low
Environment	Affects the working culture of the organization	The employees places their resistance for adopting change in the working culture of the organization (McDonald, Sundaram, Bravata, Lewis, and Lin, 2013)	2	4	6	Medium
Scope	Change in the scope management plan	The change in the need and requirement can affect the	2	1	3	Low
	Poorly designed scope	The scope is not properly constructed according to the requirement of the customers	3	4	7	High
	Delay in the project	The project will not be completed on time due to the change in the project scope	2	2	4	Medium
Communication	Dissatisfaction in stakeholders	The communication is not properly organized between the team members (Monnappa, 2017)	4	4	8	High
	Poor Communication	The ineffective communication plan	3	3	6	Medium
Schedule	Overrunning of time	The processes are not able to complete on time	3	2	5	Medium
Performance	Expected performance not achieved	The performance variance occurs in the expected outcome and the actual outcome of the project (Owens, 2010)	2	1	3	Low
Sustainability	Long term sustainability does not achieved	The project is not sustainable due to ineffective scope management plan	4	4	8	High
Quality	Quality Standard does not meet	The expected quality by the customers is not achieved	2	3	5	Medium

Risk Identified	Resources	Reason	Effect	Probability	Impact	Level of Risks
Exceeding of the projected budget	Financial Manager	Maximum cost variance occurs in the projected cost and actual cost of the project	Failure of the project	30%	High	High
Not Scheduled Expenditure	Financial Manager	The miscellaneous amount of cost is not added to the project schedule which increases the budget (Otieno, 2014)	Overrunning of the budget	40%	Medium	Medium
Non-Availability of resources	Planning engineer	Resources are not available on time according to the demand raised by the customers (Mansfield community, 2013)	Poor performance	10%	High	High
Improper management of supply and Demand	Planning engineer	Resources are not available on time according to the demand raised by the customers	Delay in the working activities	15%	Low	High
Ineffective team management plan	Project Manager	Coordination and cooperation is not effectively developed between the team due to the use of poor communication tools	Inefficiency and poor quality of work	20%	High	Medium
Lack of skills and expertise	Project Manager	No training and development program organized for the employees	Poor quality of work	43%	High	High
Affects the working culture of the organization	Project Manager	The employees places their resistance for adopting change in the working culture of the organization	Employees resistance	10%	Low	Low
Change in the scope management plan	Project Owner Project Sponsor	The change in the need and requirement can affect the	Delay in the project	55%	Medium	Low
Poorly designed scope	Designer	The scope is not properly constructed according to the requirement of the customers	Expected quality will not be achieved	23%	High	High
Delay in the project	Project Manager	The project will not be completed on time due to the change in the project scope	Failure of the project	56%	Medium	Medium
Dissatisfaction in stakeholders	Project Manager	The communication is not properly organized between the team members	Poor performance	45%	High	High
Poor Communication	Project Manager	The ineffective communication plan	Dissatisfaction in employees	32%	Low	Medium
Overrunning of time	Project Manager	The processes are not able to complete on time	Project Failure	46%	Low	Medium
Expected performance not achieved	Project Manager	The performance variance occurs in the expected outcome and the actual outcome of the project	Project Failure	35%	Medium	High
Long term sustainability does not achieved	Project Manager	The project is not sustainable due to ineffective scope management plan	Project Failure	76%	High	Low
Quality Standard does not meet	Quality Manager	The expected quality by the customers is not achieved	Project Failure	31%	Medium	Medium

Risk Identified	Resources	Risks Mitigation and Treatment plan
Exceeding of the projected budget	Financial Manager	The miscellaneous cost should be added in the project cost schedule
Not Scheduled Expenditure	Financial Manager	Market analysis should be done to avoid extra expenditure
Non-Availability of resources	Planning engineer	Agreement should be signed with the contractor for managing the resources on time and demand raised by the working employees
Improper management of supply and Demand	Planning engineer	Planning of resource distribution schedule
Ineffective team management plan	Project Manager	Planning of stakeholder engagement plan
Lack of skills and expertise	Project Manager	Training and Development program should be organized for the project management team
Affects the working culture of the organization	Project Manager	Project Planning
Change in the scope management plan	Project Owner Project Sponsor	Regular meetings should be arranged with the project owner to minimize the uncertainty of dynamic change of request (Firesmith, 2014)
Poorly designed scope	Designer	Experience project manager should be appointed
Delay in the project	Project Manager	Work Breakdown Structure and project schedule should be prepared by analysing the critical path of the activities (Belout, 2013)
Dissatisfaction in stakeholders	Project Manager	Formal and informal communication tools should be employed
Poor Communication	Project Manager	Formal and informal communication tools should be employed
Overrunning of time	Project Manager	Time management plan And historical analysis of the project (Kaziliunas, 2012)
Expected performance not achieved	Project Manager	Quality standard and control should be prepared according to the requirement specification plan
Long term sustainability does not achieved	Project Manager	Regular meetings should be arranged with the project owner to minimize the uncertainty of dynamic change of request
Quality Standard does not meet	Quality Manager	Quality standard and control should be prepared according to the requirement specification plan

Conclusion

It can be concluded that the synchronisation of the process helps in managing the flow of information and data among the working team members which helps in completing the project within the projected time and cost. The development of risk register and stakeholder engagement plan helps in minimising the uncertainties associated with the working culture of the organization. The inefficiency of the team members can be resolved by deploying the training and development program. The acceptance of the project depends on the quality standard and control developed on the basis of requirement specification plan.

References

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