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Project Recreation and Wellness Intranet Web site
Project Documents INTRODUCTION Manage Your Health, Inc. is recently updated its strategic plan, with the goals to reducing internal costs, increasing cross-selling of products, exploiting new Web-based technologies to improve the development and delivery of health care products and services. With these, the information technology department has developed some ideas for ing these goals, which are Recreation and Wellness Intranet Project, Health Coverage Costs Business Model, Cross-Selling System and Web-Enhanced Communication System. Each of these projects has their purposes that the company business strategies, together with the benefits provide, which are attach in the table-summary of project. The Recreation and Wellness Intranet Project provides application through intranet, where employee could improve their health by ed the company-sponsored program via current internet. This project helps company reduce the costs, increase employees health as well as saving about $30/employee/year for full-time employees over the next four years. Health Care Coverage Costs Business Model helps to keep track of employees health care expenses and company health care costs. This may easy the managers and analysts, where they could access to the current intranet and selective data for further analysis. It should be import data from current systems that track employee expenses submitted to the company, and the companys costs to the insurance provider. The project may cost about $100,000 to develop. Cross-Selling System is an application that improves the company cross-selling to the current customers. The company will increase sales to current customers by providing them discount every time they purchase multiple products or services. The project may cost about $800,000 each year for development and maintenance. Lastly, the Web-Enhanced Communication System is a Web-based application that improves the company development and delivery of products and services. The project will take one year and $3 million to develop and required 20 percent of development costs each year to maintain.
Charter Project Title: Recreation and Wellness Intranet Project Project Start Date: March 1, 2004 Project Finish Date: September 1, 2004 Budget Information: The Company has allocated RM 200,000 for this project.
Project Manager: Tony Prince, (016)-3954682, [email protected] Project Objectives: Provide an application on the current Intranet to help employees improve their health. This application will help improve employee health within one year of its rollout so that lower s can be negotiated, saving about $30/employee/year for full-time employees over the next four years. New Objectives: The improvement of employees health is also vital for companys growth. Healthy workforce means increase productivity and benefits the company in the long run. The successful of this project is to boost the health plan available for staff and increase their morale indirectly. Approach: Allow
employees
to
for
company-sponsored
recreational
programs. Allow employees to for company-sponsored classes and programs
to help them manage their weight, reduce stress, stop smoking, and manage other health- related issues. Track data on employee involvement in these recreational and health-
management programs. Offer incentives for people to the programs and do well in them.
New Approach: Organize some competition that offer attractive prize to encourage participation. Offer and create an incentive program that rewards anyone that successfully refers other people to the project plan. Encourage staff that is doing well in the project to give a testimonial to other will-be participants. Provide a monitoring committee to monitor the progress of all participant and how well they are doing it and what benefits they get.
From the monitoring committee, the data from it will be use to improve any kind of improvement to the on-going plan.
Roles and Responsibilities Role
Name
Organization/
Information
Position Provide direction and funding
Jaen Tan
CEO, Project Sponsor
[email protected]
Monitor project, provide staff
Rainy Wong CIO
[email protected]
Plan and execute project
Tony Prince
Project Manager
[email protected]
Mentor Vivian
May Lim
Director of Information, Technology Operations
[email protected]
Provide stuff, issue memo to all employees about project
Michael Liu
VP, Human Resources
[email protected]
Sign-off: Comments: I believe that this project will be beneficial to many people. Tony Prince, Project Manager. The participation of staff is also a key that improve the project successfulness. Hopefully they are many s from them. Michael Liu, VP Human Resources Department.
Gantt Chart Please refer to hard copy or CD.
Progress Report Product Delivery Final Report
Final Project Documentation For Recreation and Wellness Intranet Project Prepared by: Tony Prince
Date: 02 Dec 2004
I. Project description The Recreation and Wellness Intranet project is a project that provide the application on the company current Intranet to help employees improve their health, at the same time, reducing the internal costs, increasing cross-selling of products, and exploiting new web based technologies to help employees, customers, and suppliers work together to improve the development and delivery of its health care products and services. The Health Coverage Costs Business Model is a project that creates to track the employees health care expenses and company health care costs. Besides, the project will cover the business sales by develop the cross-selling system to improve cross-selling to current customers. Lastly, a Web-Enhanced Communications System will be developing to improve the development and delivery of products and services. II. Project proposal and backup data (request for proposal, statement of work, proposal correspondence, and so on) The overall project was implemented by carrying out the steps of Initiating, Planning, Executing, Controlling, and Closing. The steps lead the project from the beginning until the end of it. In the Initiating part, we define the project objective and goals, evaluate the given project, developed project team, assigned project task, prepare the business case and project charter.
In the Planning part, we developed the team contract, stakeholder analysis, scope statement, work breakdown structure (WBS); create Gantt Chart and Network Diagram, create the probability/impact matrix, and list of prioritized risk of the project. In the Executing part, we developed a few prototype screens for the Recreation and Wellness Intranet, project web-site; do presentation, create milestone report, developed agenda for project meeting, provide new schedule and cost estimates, then developed a detail list of assumptions and questions that the project has related to the new scope of the project. In the Controlling part, we update the Gantt Charts, project charter, scope statement, and the prioritized risks. The last part is the Closing part, where we prepare the presentation on final project, prepare lesson-learned report, final project report, transition report, and update the project web site. Statement of work (SOW)
Statement of Work for Project Name Prepared by: Wong Siew Theng I.
Date: 28th March 2004
Scope of Work:
This project provides application through intranet, where employee could improve their health by ed the company-sponsored program via the companys intranet. This project can help company to decrease the costs, increase employees health as well as saving about $30/employee/year for full-time employees over the next four years. The final budget for this project is about $500,000 to fulfill the changing of the project scope. This result has more than $100,000 cost overrun. An additional $100,000 will be requested every year for operational expenses after the project is completed. Estimated benefits are $600,000 each year. It is important to focus on the system paying for itself within one year.
II.
Location of Work:
The work that must be performed is:
1. Templates and tools: The intranet site allows authorized s to the files that they need for creating project management documents. It will also provide a help function to help them to use the tools. These files will be locating in Microsoft Word, Microsoft Project, or in HTML or PDF format, as appropriate.
2. submissions: s will be encouraged to e-mail files with sample templates and tools to the . The will forward the files to the appropriate person for review and then post the files to the intranet site, if desired.
3. Articles: Articles posted on the intranet site will have the appropriate copyright permission. The preferred format for articles will be PDF. The project manager may approve other formats.
4. Links: All links to external site will be tested on a weekly basis. Broken links will be fixed of removed within five working days of discovery.
5. Help feature: The Help feature must be -friendly and capable of soliciting questions and immediately acknowledging that the question has been received in the proper format. The feature must also be capable of forwarding the question to the appropriate expert (as maintained in the systems expert database) and capable of providing the status of questions that are answered. The system must also allow for payment for advice, if appropriate.
6. Security: The intranet site must provide several level of security. All internal employees will have access to the entire intranet site when they enter their security information to access the main, corporate intranet. Part of the intranet will be available to current s based on verification with the current database. Other options of the intranet will be available after negotiating a fee or entering a fixed payment using preauthorized payment methods.
7. Search feature: The intranet site must include a search feature for s to search by topic, keywords, etc.
8. Access feature: The intranet site must be accessible using a standard Internet browser. s must have appropriate application software to open several of the templates and tools.
9. Available for whole day: The intranet site must be available 24 hours per day, 7 days per week, with one hour per week for system maintenance and other periodic maintenance, as appropriate.
10.
Registration free courses: The authorized s can access the
intranet and for company-sponsored recreational programs, and health-related issues classes and programs.
11.Involve employee in the system: Track data on employee involvement in these recreational and health-management programs. III.
Period of Performance: This work is started at March 1, 2004 and will be ending at September 1, 2004.
There have 7 in our project team. They are project manager Tony Prince, Programmer/ analyst Vinique and Bonnie, Network specialist Patrick, Business analyst Nancy, Human resources manager James, and finance manager Cassandra. The number of hours that they can be billed per week is 40 hours which mean they work for 8 hours per day and 5 days per week. They can perform their work in their home and they will present their work once a week in their companys meeting room. This project is expected to end within 9 months. Task Name
Duration
1 Initiating 3/16/04 2 Planning 2.1 Develop Team Contract 3/17/04 Thu 3/25/04 2.2 Develop Stakeholder Analysis 4/5/04 2.3 Develop Scope Statement 2.3.1 Define Product Characteristics and Requirements 2.3.2 Define Product Deliverables 5/21/04 2.4 Develop WBS 6/1/04 2.5 Create Gantt Chart and Network Diagram 2.6 Create Probability/Impact Matrix 3 Executing 3.1 Develop Project Web Site
12d 88d 7d 7d 34d 20d 14d 7d 30d 3d 39d 30d
Start Date Finish Date Mon 3/1/04 Wed 3/17/04 Wed
Fri 7/16/04
Fri 3/26/04 Tue 4/6/04 Tue 4/6/04 Tue 5/4/04
Fri 5/21/04 Mon 5/3/04
Mon 5/24/04 Wed 6/2/04 Wed 7/14/04 Mon 7/19/04 Mon 7/19/04
Tue 7/13/04 Fri 7/16/04 Thu Fri 8/27/04
3.2 Project Presentation 0d Fri 8/27/04 8/27/04 3.3 Create Milestone Reports 7d Mon 8/30/04 9/7/04 3.4 Develop Project Agenda 2d Wed 9/8/04 Thu 9/9/04 4 Controlling 34d Fri 9/10/04 Wed10/27/04 4.1 Create new baseline 10d Fri 9/10/04 Thu 9/23/04 4.2 Update project charter and scope statement 5d Fri 9/24/04 Thu 4.3 Update contract and scope statement 10d Fri 10/1/04 Thu10/14/04 4.4 Create monthly reports 6d Fri 10/15/04 10/22/04 4.5 Update prioritized risks 3d Mon10/25/04 Wed10/27/04 5 Closing 25d Wed 10/27/04 12/1/04 5.1 Final project presentation 0d Wed 10/27/04 10/27/04 5.2 Prepare lessons-learned report 4d Thu 10/28/04 11/2/04 5.3 Prepare final project report 14d Wed 11/3/04 Mon 11/22/04 5.4 Create transition report 4d Tue 11/23/04 11/26/04 5.5 Update project Web Site 3d 11/29/04 Wed 12/1/04
IV.
Deliverables Schedule:
Business case, charter, team contract, scope statement, WBS, schedule, cost baseline, status reports, final project presentation, final project report, lessons-learned report, and any other documents are required to manage the project.
Product-related deliverables: research reports, design documents, software code, hardware, etc. 1. Survey: Survey current s to help determine desired content and features for the intranet site.
2. Files for templates: The intranet site will include templates for at least twenty documents when the system is first implemented, and it will have the capacity to store up to one hundred documents. The project team will decide on the initial twenty templates based on survey results.
3. Examples of completed templates: The intranet site will include examples of projects that have used the templates available in the intranet site. For example, if there is a template for business case, there will also be an
example of a real business case that uses the template.
4. Files for tools: The intranet site will include information on how to use several project management tools, including the following as a minimum: work breakdown structures, Gantt charts, network diagrams, cost estimates, and earned value management. Where appropriate, sample files will be provided in the application software appropriate for the tool. For example, Microsoft Project files will be available to show sample breakdown structures, Gantt chart, network diagrams, cost estimates, and applications of earned value management. Excel files will be available for sample cost estimates and the earned value management charts.
5. Example application of tools: The intranet site will include examples of real projects that have applied the tools listed in number 4 above.
6. Articles: The intranet site will include at least ten useful articles about relevant topics in project management. The intranet site will have the capacity to store at least one thousand articles in PDF format with an average length of ten pages each.
7. Links: The intranet site will include links with brief descriptions for at least twenty useful sites. The links will be categorized into meaningful groups.
8. Expert database: In order to deliver a Help feature, the system must include and access a database of approved experts and their information. s will be able to search for experts by predefined topics.
9. request: The intranet site will include an application to solicit and process request from s.
10.
Intranet site design: An initial design of the new intranet site will
include a site map, suggested formats, appropriate graphics, etc. The final design will incorporate comments from s on the initial design.
11.Intranet site content: The intranet site will include content for the templates and tools section, articles section, article retrieval section, links section, Help section, Request feature, security, and payment features.
12.
Test plan: The test plan will document how the intranet site will be
tested, who will do the testing, and how bugs will be reported.
13.
Promotion: A plan for promoting the intranet site will describe
various approaches for soliciting inputs during design. The promotion plan will also announce the availability of the new intranet site. 14. Project benefit measurement plan: A project benefit plan will measure the financial value of the intranet site. V.
Applicable Standards:
Our web-site programmer is come from the exworf IT Sdn. Bhd and he provides a good work attitude when he s us to design the companys intranet design part. Besides that some of the sport companies such as Slimmer Company, SQ Healthy Sdn. Bhd., and so on also provide us a lot of information, courses, and speech to help us successfully implement this project. Our company will sponsor the courses to all employees that working under company. VI.
Acceptance Criteria:
Sometime the courses may cost heavy. So we will select and connect to those courses are cheaper and can fulfill our healthy requirement such as the swimming course, avoid smoking speech, and so on. In the other hand, the company will only accept the work if it is really can return the feed back for them. To solve this problem, the strong inputs are very important and needed. We must also develop a method for capturing the benefits while the intranet site is being developed, tested, and after it is rolled out. If the project takes a little longer to complete or costs a little longer to complete or costs a little more than planned, the firm will still view it as a success if it has a good payback and helps promote the firms image as an excellent consulting organization. VII.
Special Requirements:
The installation of new equipment covers more than just computer hardware, it also includes: Hardware make sure that all the parts are functioning well. Software it should be fully tested and run well the computer. Supplies such as tape and disks and new stationary should be sufficient.
After obtaining the benefit from well planning and control, the company has to continue to produce the site preparation before the actual implementation. Typical installation for computer operation areas includes:
Set up firewalls to prevent from easily burnt or hacked. Set up automatic smoke, heat and fire detection system. Set up audible alarm for automatic detection. Set up carbon dioxide fire prevention system with cylinder above the ceiling.
Set up power distribution . Set up premise alarm. The new installation software and hardware to the implementation are listed as below: Hardware: 1. Personal
Computer,
Server,
Switch,
Hub,
and
others
internetworking hardware is supply by one computer hardware vendor. 2. Printer 3. Backup Power Supply 4. Computer system security setup equipment Software: 1. Windows XP 2. Windows Server 2003 3. Windows NT Workstation 4. Microsoft Office XP 5. Firewall 6. Internet Installer Server (IIS)
III. Original and revised project plans and schedules
Work Breakdown Structure for Recreation and Wellness Intranet Project Prepared by: Adele Lim
Date: 1 March 2004
1 Initiating 1.1 Develop weighted scoring model 1.2 Develop Business Case 1.3 Create Project Charter 2 Planning 2.1 Develop team contract 2.2 Develop stakeholder analysis 2.3 Develop scope statement 2.3.1 Define product characteristics and requirements 2.3.2 Define product deliverables 2.4 Develop WBS 2.5 Create Gantt chart and Network Diagram
2.6 Create Probability/Impact Matrix 3 Executing 3.1 Develop project Web Site 3.2 Project presentation 3.3 Create milestone reports 3.4 Develop project agenda 4 Controlling 4.1 Create new baseline 4.2 Update project charter and scope statement 4.3 Update contract and scope statement 4.4 Create monthly report 4.5 Update prioritized risk 5 Closing 5.1 Final project presentation 5.2 Prepare lesson-learned report 5.3 Prepare final project report 5.4 Create transition report 5.5 Update project Web Site
Cost estimate: Name
Position
Cost per Hour
Cost per Week (25h)/(12.5h)
Cost per Month
Total Cost
Tony Prince
Project manager
$100
$2500
$10000
$90000
Me
Programmer
$60
$1500
$6000
$54000
Patrick
Network specialist
$60
$1500
$6000
$54000
Nancy
Business analyst
$60
$1500
$6000
$54000
Bonnie
Programmer
$60
$1500
$6000
$54000
James
Human Resource
$60
$750
$3000
$27000
Cassandra
Financial
$60
$750
$3000
$27000
New Member
Programmer
$60
$1500
$6000
$54000
New Member
Programmer
$60
$1500
$6000
$54000
New Member
Network specialist
$60
$1500
$6000
$54000
New Member
Business analyst
$60
$1500
$6000
$54000
IV. Final project report The Recreation and Wellness Project is done to the Manage Your Health, Inc strategic plan, with the objective of reducing internal costs, increasing cross-selling of products, and exploiting new web-based technology. Through out the whole project, we have using different method and approach to help in create and develop the project. We are produced a Web Site that could allow the employees to for company-sponsored classes and program; track data on employees involvement in the recreational and health management programs; offer incentives for people to the programs; produced the Health Coverage Costs Business Model to track employees health care expenses and company health care costs; the crossselling system to improve the cross-selling; the web-based application to improve development and delivery of products and services. The project was success since the response has been very positive; the project has met the schedule goal. Although the cost is about $100,000 more than planned, the top management is pleased with the results, where the final cost of the whole project was about $500,000. We were using the Project 2002 as the project management tool to create the project Gantt chart, Network Diagram, Resource Sheet, cash flow report, and project summary. The tool was helpful as we can assign each task and locate certain information easily; any modification of the task is done easily by just clicking on it. The tool provides clear and accurate information or output of the project. The project was able to complete on time, and was met the project goals. The whole project team was co-operative and willing to give help to other team , in order to get the project completed. Since the management has changed the project scope, and outsourcing some of the work, the time of completion of the project was extended and the cost of the project increase as well, these make the whole project was cost about $100,000 more than planned. With this, the project team has to assign the new schedule based on the new scope, and create new cost estimation. The new schedule was taken another nine months to be completed. By working on this project, the whole project team has learned to be tolerant, co-
operative with each other; learning how to be patient every time there was a problem occurs, at the same time, analyze the problem and give the solution to it. Knowing that the project may involve uncertainty, so every part of the project and the project documentation will be saved and have a backup file.
V. Deliverables, as appropriate
Project management-related deliverables: business case, charter, team contract, scope statement, WBS, schedule, cost baseline, status reports, final project presentation, final project report, lessons-learned report, and any other documents required to manage the project.
Business Case for Recreation & Wellness Intranet Project Date: 29th January 2004 Prepared by: Tony Prince 1.0 Introduction/ Background MYHs core business goal is to provide a variety of health care services across the globe. The CEO believes it can enhance development and delivery of its products and services by updating its strategic plan, reducing internal costs, increasing cross-selling of products and exploiting new web-based technologies for the customers and suppliers. 2.0 Business Objective MYH information technology departments strategic goals include continuing growth and profitability. The Recreation and Wellness Intranet project will these goals by increasing visibility of the current employees. It will also enhance the profitability by reducing internal costs by improving employees health within one year of its rollout. Since MYH information technology department focuses on identifying profitable projects and measuring their value after completion, this project must meet those criteria. 3.0 Current Situation and Problem/Opportunity Statement A recent study found that MYH.Inc pays 20% more than the industry average for employees health care s, primarily due to the poor health of its employees. There is an opportunity to provide a new section on the intranet dedicated to sharing health care information across the organization to help improve employee health within one year. 4.0 Critical Assumption and Constraints
The proposed intranet site must the companys business goals and strategy. Current employees must actively this project. Besides that, it needs to pay itself within 4 years to reduce the internal costs and exploiting new web-based technologies. The project manager must lead the effort, and project team must include participants from various parts of the company.
5.0 Analysis of Option and Recommendation There are 3 options for addressing this project: 1. Since the business is doing well, so we still can continue to operate without introduce the new project. 2. Purchase access to specialized software to the new capability with little inhouse development. 3. Design and implement the new intranet capability using existing hardware and software. Based on discussing with stakeholders, we agree that the option 3 is the best option. 6.0 Preliminary Project Requirements The main features of the Recreation and Wellness Intranet Project include the following: 1. Accept to intranet for ing recreational programs. Employees are allowed to accept the intranet and for company-sponsored recreational programs, such as soccer, softball, bowling and other sports. 2. Accept for ing health-related issues classes and programs. They also can for company-sponsored classes and programs to help them to manage their weight, reduce stress, and other health-related issues. 3. Track data on employee involvement in these recreational and health-management programs. 4. Offer incentives for people to the programs and do well in them. For example, incentives for achieving weight goals, winning sports team competitions, and so on. 5. Other features suggested by employees, if they add value to the business.
7.0 Budget Estimate and Financial Analysis A preliminary estimate of the cost for the entire project is $200,000. This estimate is based on the Project manager working about 20 hours per week for six months and other internal staff working a total of about 60 hours per week for six months. Project benefits are based on a negotiating lower s that saving about $30/employee/year for full-time employees over the next four years. Exhibit a summarizes the projected costs and benefits and shows the estimated net present value (NPV), return on investment (ROI), and year in which payback occurs. It also lists assumptions made in performing this preliminary financial analysis. All of the financial estimates are very encouraging. The estimated payback is within four years, as requested by the sponsor. The NPV is $1,456,000, and the discounted ROI based on a four-year system life is excellent at 274 percent. 8.0 Schedule Estimate The sponsor would like to see the project completed within six months but there still have some flexibility in the schedules. We also assume that the new system will have a useful life of four years. 9.0 Potential Risks There have several risks involved with this project. The foremost risk is lack of interest in the new system by employees. There are technical risks in choosing the type of software to track, analyze, delivery, searching, the use of electronic commerce capabilities, and so on. The main business risk is investing the time and money into the project and not realizing the projected benefits.
10.0 Exhibits Exhibit A: Financial Analysis for Recreational and Wellness Intranet Project Discount rate 8% Assume the project is completed in Year 0 Costs Discount factor Discounted costs
Year 0 1 2 3 4 200 100 100 100 100 0,9 1,00 3 0,86 0,79 0,74 9 7 7 200 3 86 9 4
Benefits
0
600 600 600 600 0,9 1,00 3 0,86 0,79 0,74 55 51 47 44 0 6 4 6 1
Discount factor Discounted benefits
Discounted benefits - costs Cumulative benefits - costs
ROI
(200)
(200) Paybac k In 274%
Assumptions Enter assumptions here
Updated: Project Charter Updated: March 27, 2004.
46 3 26 3
42
2
39 7 1.08 9
year
4
9 69
36 8 1.45 6
Project Title:
Recreation and Wellness Intranet Project
Project Start Date: March 1, 2004
Project Finish Date: September 1, 2004
Budget Information: The Company has allocated RM 200,000 for this project.
Project Manager: Tony Prince, (016)-3954682, [email protected] Project Objectives: Provide an application on the current Intranet to help employees improve their health. This application will help improve employee health within one year of its rollout so that lower s can be negotiated, saving about $30/employee/year for full-time employees over the next four years. New Objectives: The improvement of employees health is also vital for companys growth. Healthy workforce means increase productivity and benefits the company in the long run. The successful of this project is to boost the health plan available for staff and increase their morale indirectly. Approach:
Allow employees to for company-sponsored recreational programs.
Allow employees to for company-sponsored classes and programs to help them manage their weight, reduce stress, stop smoking, and manage other health- related issues.
Track data on employee involvement in these recreational and healthmanagement programs.
Offer incentives for people to the programs and do well in them.
New Approach: Organize some competition that offer attractive prize to encourage
participation. Offer and create an incentive program that rewards anyone that successfully refers other people to the project plan. Encourage staff that is doing well in the project to give a testimonial to other will-be participants. Provide a monitoring committee to monitor the progress of all participant and how well they are doing it and what benefits they get. From the monitoring committee, the data from it will be use to improve any kind of improvement to the on-going plan.
Roles and Responsibilities Role
Name
Organization/
Information
Position Provide direction and funding
Jaen Tan
Monitor project, provide staff
Rainy Wong CIO
[email protected]
Plan and execute project
Tony Prince
Project Manager
[email protected]
Mentor Vivian
May Lim
Director of Information, Technology Operations
[email protected]
Provide stuff, issue memo to all employees about project
Michael Liu
VP, Human Resources
[email protected]
Sign-off:
CEO, Project Sponsor
[email protected]
Comments: I believe that this project will be beneficial to many people. Tony Prince, Project Manager. The participation of staff is also a key that improve the project successfulness. Hopefully they are many s from them. Michael Liu, VP Human Resources Department.
Team Contract Project Name: Recreation and Wellness Intranet Project Project Team Names and Sign-off: Name Sign-off on Team Contract Tony Jaen Patrick Nancy Bonnie James Cassanda
Code of Conduct: As a project team, we will: Work proactively, anticipating potential problems and working to prevent them Keep other team informed of information related to the project Focus on what is best for the entire project teams Participation: We will: Be honest and open during all project activities Encourage diversity in teamwork Provide the opportunity for equal participation Be open to new approaches and consider new ideas Have one discussion at a time Let the project manager know well in advance if a team member has to miss a meeting or may have trouble meeting a deadline for a given task. Communication: We will: Decide as a team on the best way to communicate. Since a few team cannot meet often for face-to-face meetings, we will use e-mail, a project Web-site, and other technology to assist in communicating. Have the project manager facilitate all meetings and arrange for phone and videoconferences, as needed. Work together to create the project schedule and enter actual into our enterprise wide project management system by 3PM every Tuesday. Project ideas clearly and concisely Keep discussions on track and have one discussion at a time Problem Solving: We will: Encourage everyone to participate in solving problems Only use constructive criticism and focus on solving problems, not blaming people Strive to build on each others ideas Meeting Guidelines: We will: Plan to have a face-to-face meeting the first and third day morning of every month Meet more frequently the first month Arrange for telephone or videoconferencing for participants as needed Hold other meetings as needed Record meeting minutes and send them out via e-mail within 24 hours of all project meeting, focusing on decisions made and action items from each meeting Develop an agenda before all meetings with our project sponsor and client advisors
the project and send them out via e-mail to all team and the project sponsor
Updated: Scope Statement Project Title: Recreation and Wellness Intranet Project
Date: March 1, 2004 Prepared by: Tony Prince, Project Manager, (016)123-4567, Updated: March 27, 2004 [email protected] Project Justification: Jaen Tan, CEO of JWD Consulting, requested this project to assist the company in meeting its strategic goals. This project provides application through intranet, where employee could improve their health by ed the companysponsored program via current internet. This project helps company reduce the costs, increase employees health as well as saving about $30/employee/year for fulltime employees over the next four years. The budget for the project is $200,000. An additional $100,000 will be requested every year for operational expenses after the project is completed. Estimated benefits are $600,000 each year. It is important to focus on the system paying for itself within one year. . Product Characteristics and Requirements: 1. Templates and tools: The intranet site will allow authorized s to files they can use to create project management documents and to help them use project management tools. These files will be in Microsoft Word, Microsoft Project, or in HTML or PDF format, as appropriate. 2. submissions: s will be encouraged to e-mail files with sample templates and tools to the . The will forward the files to the appropriate person for review and then post the files to the intranet site, if desired. 3. Articles: Articles posted on the intranet site will have the appropriate copyright permission. The preferred format for articles will be PDF. The project manager may approve other formats. 4. Links: All links to external site will be tested on a weekly basis. Broken links will be fixed of removed within five working days of discovery. 5. The Help feature must be -friendly and capable of soliciting questions and immediately acknowledging that the question has been received in the proper format. The feature must also be capable of forwarding the question to the appropriate expert (as maintained in the systems expert database) and capable of providing the status of questions that are answered. The system must also allow for payment for advice, if appropriate. 6. Security: The intranet site must provide several level of security. All internal employees will have access to the entire intranet site when they enter their security information to access the main, corporate intranet. Part of the intranet
will be available to current s based on verification with the current database. Other options of the intranet will be available after negotiating a fee or entering a fixed payment using preauthorized payment methods. 7. Search feature: The intranet site must include a search feature for s to search by topic, keywords, etc. 8. The intranet site must be accessible using a standard Internet browser. s must have appropriate application software to open several of the templates and tools. 9. The intranet site must be available 24 hours per day, 7 days per week, with one hour per week for system maintenance and other periodic maintenance, as appropriate. 10. The authorized s can access the intranet and for company-sponsored recreational programs, and health-related issues classes and programs. 11. Track data on employee involvement in these recreational and health-management programs. Summary of Project Deliverables Project management-related deliverables: business case, charter, team contract, scope statement, WBS, schedule, cost baseline, status reports, final project presentation, final project report, lessons-learned report, and any other documents required to manage the project. Product-related deliverables: research reports, design documents, software code, hardware, etc. 14. Survey: Survey current s to help determine desired content and features for the intranet site. 15. Files for templates: The intranet site will include templates for at least twenty documents when the system is first implemented, and it will have the capacity to store up to one hundred documents. The project team will decide on the initial twenty templates based on survey results. 16. Examples of completed templates: The intranet site will include examples of projects that have used the templates available in the intranet site. For example, if there is a template for business case, there will also be an example of a real business case that uses the template. 17. Files for tools: The intranet site will include information on how to use several project management tools, including the following as a minimum: work breakdown structures, Gantt charts, network diagrams, cost estimates, and earned
value management. Where appropriate, sample files will be provided in the application software appropriate for the tool. For example, Microsoft Project files will be available to show sample breakdown structures, Gantt chart, network diagrams, cost estimates, and applications of earned value management. Excel files will be available for sample cost estimates and the earned value management charts. 18. Example application of tools: The intranet site will include examples of real projects that have applied the tools listed in number 4 above. 19. Articles: The intranet site will include at least ten useful articles about relevant topics in project management. The intranet site will have the capacity to store at least one thousand articles in PDF format with an average length of ten pages each. 20. Links: The intranet site will include links with brief descriptions for at least twenty useful sites. The links will be categorized into meaningful groups. 21. Expert database: In order to deliver a Help feature, the system must include and access a database of approved experts and their information. s will be able to search for experts by predefined topics. 22. request: The intranet site will include an application to solicit and process request from s. 23. Intranet site design: An initial design of the new intranet site will include a site map, suggested formats, appropriate graphics, etc. The final design will incorporate comments from s on the initial design. 24. Intranet site content: The intranet site will include content for the templates and tools section, articles section, article retrieval section, links section, Help section, Request feature, security, and payment features. 25. Test plan: The test plan will document how the intranet site will be tested, who will do the testing, and how bugs will be reported. 26. Promotion: A plan for promoting the intranet site will describe various approaches for soliciting inputs during design. The promotion plan will also announce the availability of the new intranet site. 27. Project benefit measurement plan: A project benefit plan will measure the financial value of the intranet site. Project Success Criteria: Our goal is to complete this project within six months for no more than $200,000. The project sponsor, Jaen Tan, has emphasized the importance of the project paying for itself within one year after the intranet site is complete. To meet this
financial goal, the intranet site must have strong inputs. We must also develop a method for capturing the benefits while the intranet site is being developed, tested, and after it is rolled out. If the project takes a little longer to complete or costs a little longer to complete or costs a little more than planned, the firm will still view it as a success if it has a good payback and helps promote the firms image as an excellent consulting organization.
VI. Lesson-Learned report Prepared by: Tony Prince Project Name: Recreation And wellness Intranet Project Project Sponsor: Mange Your Health Inc. (MYH) Project Manager: Tony Prince Project Dates: 1/3/2004 Final Budget: $576000
Date: 25/3/2004
1. We meet the project scope and schedule goal, and the final cost for the whole system was about $500000 even though it cost about $100000 more than planned the top management pleased with the results. 2. Our goal is to complete this project within nine months for no more than $500,000. The project sponsor, Jean Tan, has emphasized the importance of the project paying for itself within one year after the intranet site is complete. To meet this financial goal, the intranet site must have strong inputs. We must also develop a method for capturing the benefits while the intranet site is being developed, tested, and after it is rolled out. If the project takes a little longer to complete or costs a little longer to complete or costs a little more than planned, the firm will still view it as a success if it has a good payback
and helps promote the firms image as an excellent consulting organization. 3. We didnt meet all the project success criteria. The project cost is over what we expect. However the system is finally complete on dated and the sponsor is satisfying the output. 4. The main lessons we learned is the sponsor may be changing some requirement about the system. The sponsor would also please the problem of over cost if the whole system were satisfied what their needed. The communication between manager and sponsor is important to keep the project running smoothly. 5. We were gone right in understanding the sponsor requirement to the project output. The system we design were according to the research we done in early. This aspect were make the sponsor please with the over cost problem. 6. The wrong aspect we done are in estimate the cost of the project. The cost is over $100000 of what we estimated. This is more than 20% of the whole project cost. If the sponsor didnt please with the result we will meet huge problem in it. The project may be stop by sponsor. 7. We must estimate the project cost actually and write the cost more 10% of what we expected. This will solve the over cost problem and the sponsor will not call stop to the project base on the financial problem that caused by project manager.
Project Documents INTRODUCTION Manage Your Health, Inc. is recently updated its strategic plan, with the goals to reducing internal costs, increasing cross-selling of products, exploiting new Web-based technologies to improve the development and delivery of health care products and services. With these, the information technology department has developed some ideas for ing these goals, which are Recreation and Wellness Intranet Project, Health Coverage Costs Business Model, Cross-Selling System and Web-Enhanced Communication System. Each of these projects has their purposes that the company business strategies, together with the benefits provide, which are attach in the table-summary of project. The Recreation and Wellness Intranet Project provides application through intranet, where employee could improve their health by ed the company-sponsored program via current internet. This project helps company reduce the costs, increase employees health as well as saving about $30/employee/year for full-time employees over the next four years. Health Care Coverage Costs Business Model helps to keep track of employees health care expenses and company health care costs. This may easy the managers and analysts, where they could access to the current intranet and selective data for further analysis. It should be import data from current systems that track employee expenses submitted to the company, and the companys costs to the insurance provider. The project may cost about $100,000 to develop. Cross-Selling System is an application that improves the company cross-selling to the current customers. The company will increase sales to current customers by providing them discount every time they purchase multiple products or services. The project may cost about $800,000 each year for development and maintenance. Lastly, the Web-Enhanced Communication System is a Web-based application that improves the company development and delivery of products and services. The project will take one year and $3 million to develop and required 20 percent of development costs each year to maintain.
Charter Project Title: Recreation and Wellness Intranet Project Project Start Date: March 1, 2004 Project Finish Date: September 1, 2004 Budget Information: The Company has allocated RM 200,000 for this project.
Project Manager: Tony Prince, (016)-3954682, [email protected] Project Objectives: Provide an application on the current Intranet to help employees improve their health. This application will help improve employee health within one year of its rollout so that lower s can be negotiated, saving about $30/employee/year for full-time employees over the next four years. New Objectives: The improvement of employees health is also vital for companys growth. Healthy workforce means increase productivity and benefits the company in the long run. The successful of this project is to boost the health plan available for staff and increase their morale indirectly. Approach: Allow
employees
to
for
company-sponsored
recreational
programs. Allow employees to for company-sponsored classes and programs
to help them manage their weight, reduce stress, stop smoking, and manage other health- related issues. Track data on employee involvement in these recreational and health-
management programs. Offer incentives for people to the programs and do well in them.
New Approach: Organize some competition that offer attractive prize to encourage participation. Offer and create an incentive program that rewards anyone that successfully refers other people to the project plan. Encourage staff that is doing well in the project to give a testimonial to other will-be participants. Provide a monitoring committee to monitor the progress of all participant and how well they are doing it and what benefits they get.
From the monitoring committee, the data from it will be use to improve any kind of improvement to the on-going plan.
Roles and Responsibilities Role
Name
Organization/
Information
Position Provide direction and funding
Jaen Tan
CEO, Project Sponsor
[email protected]
Monitor project, provide staff
Rainy Wong CIO
[email protected]
Plan and execute project
Tony Prince
Project Manager
[email protected]
Mentor Vivian
May Lim
Director of Information, Technology Operations
[email protected]
Provide stuff, issue memo to all employees about project
Michael Liu
VP, Human Resources
[email protected]
Sign-off: Comments: I believe that this project will be beneficial to many people. Tony Prince, Project Manager. The participation of staff is also a key that improve the project successfulness. Hopefully they are many s from them. Michael Liu, VP Human Resources Department.
Gantt Chart Please refer to hard copy or CD.
Progress Report Product Delivery Final Report
Final Project Documentation For Recreation and Wellness Intranet Project Prepared by: Tony Prince
Date: 02 Dec 2004
I. Project description The Recreation and Wellness Intranet project is a project that provide the application on the company current Intranet to help employees improve their health, at the same time, reducing the internal costs, increasing cross-selling of products, and exploiting new web based technologies to help employees, customers, and suppliers work together to improve the development and delivery of its health care products and services. The Health Coverage Costs Business Model is a project that creates to track the employees health care expenses and company health care costs. Besides, the project will cover the business sales by develop the cross-selling system to improve cross-selling to current customers. Lastly, a Web-Enhanced Communications System will be developing to improve the development and delivery of products and services. II. Project proposal and backup data (request for proposal, statement of work, proposal correspondence, and so on) The overall project was implemented by carrying out the steps of Initiating, Planning, Executing, Controlling, and Closing. The steps lead the project from the beginning until the end of it. In the Initiating part, we define the project objective and goals, evaluate the given project, developed project team, assigned project task, prepare the business case and project charter.
In the Planning part, we developed the team contract, stakeholder analysis, scope statement, work breakdown structure (WBS); create Gantt Chart and Network Diagram, create the probability/impact matrix, and list of prioritized risk of the project. In the Executing part, we developed a few prototype screens for the Recreation and Wellness Intranet, project web-site; do presentation, create milestone report, developed agenda for project meeting, provide new schedule and cost estimates, then developed a detail list of assumptions and questions that the project has related to the new scope of the project. In the Controlling part, we update the Gantt Charts, project charter, scope statement, and the prioritized risks. The last part is the Closing part, where we prepare the presentation on final project, prepare lesson-learned report, final project report, transition report, and update the project web site. Statement of work (SOW)
Statement of Work for Project Name Prepared by: Wong Siew Theng I.
Date: 28th March 2004
Scope of Work:
This project provides application through intranet, where employee could improve their health by ed the company-sponsored program via the companys intranet. This project can help company to decrease the costs, increase employees health as well as saving about $30/employee/year for full-time employees over the next four years. The final budget for this project is about $500,000 to fulfill the changing of the project scope. This result has more than $100,000 cost overrun. An additional $100,000 will be requested every year for operational expenses after the project is completed. Estimated benefits are $600,000 each year. It is important to focus on the system paying for itself within one year.
II.
Location of Work:
The work that must be performed is:
1. Templates and tools: The intranet site allows authorized s to the files that they need for creating project management documents. It will also provide a help function to help them to use the tools. These files will be locating in Microsoft Word, Microsoft Project, or in HTML or PDF format, as appropriate.
2. submissions: s will be encouraged to e-mail files with sample templates and tools to the . The will forward the files to the appropriate person for review and then post the files to the intranet site, if desired.
3. Articles: Articles posted on the intranet site will have the appropriate copyright permission. The preferred format for articles will be PDF. The project manager may approve other formats.
4. Links: All links to external site will be tested on a weekly basis. Broken links will be fixed of removed within five working days of discovery.
5. Help feature: The Help feature must be -friendly and capable of soliciting questions and immediately acknowledging that the question has been received in the proper format. The feature must also be capable of forwarding the question to the appropriate expert (as maintained in the systems expert database) and capable of providing the status of questions that are answered. The system must also allow for payment for advice, if appropriate.
6. Security: The intranet site must provide several level of security. All internal employees will have access to the entire intranet site when they enter their security information to access the main, corporate intranet. Part of the intranet will be available to current s based on verification with the current database. Other options of the intranet will be available after negotiating a fee or entering a fixed payment using preauthorized payment methods.
7. Search feature: The intranet site must include a search feature for s to search by topic, keywords, etc.
8. Access feature: The intranet site must be accessible using a standard Internet browser. s must have appropriate application software to open several of the templates and tools.
9. Available for whole day: The intranet site must be available 24 hours per day, 7 days per week, with one hour per week for system maintenance and other periodic maintenance, as appropriate.
10.
Registration free courses: The authorized s can access the
intranet and for company-sponsored recreational programs, and health-related issues classes and programs.
11.Involve employee in the system: Track data on employee involvement in these recreational and health-management programs. III.
Period of Performance: This work is started at March 1, 2004 and will be ending at September 1, 2004.
There have 7 in our project team. They are project manager Tony Prince, Programmer/ analyst Vinique and Bonnie, Network specialist Patrick, Business analyst Nancy, Human resources manager James, and finance manager Cassandra. The number of hours that they can be billed per week is 40 hours which mean they work for 8 hours per day and 5 days per week. They can perform their work in their home and they will present their work once a week in their companys meeting room. This project is expected to end within 9 months. Task Name
Duration
1 Initiating 3/16/04 2 Planning 2.1 Develop Team Contract 3/17/04 Thu 3/25/04 2.2 Develop Stakeholder Analysis 4/5/04 2.3 Develop Scope Statement 2.3.1 Define Product Characteristics and Requirements 2.3.2 Define Product Deliverables 5/21/04 2.4 Develop WBS 6/1/04 2.5 Create Gantt Chart and Network Diagram 2.6 Create Probability/Impact Matrix 3 Executing 3.1 Develop Project Web Site
12d 88d 7d 7d 34d 20d 14d 7d 30d 3d 39d 30d
Start Date Finish Date Mon 3/1/04 Wed 3/17/04 Wed
Fri 7/16/04
Fri 3/26/04 Tue 4/6/04 Tue 4/6/04 Tue 5/4/04
Fri 5/21/04 Mon 5/3/04
Mon 5/24/04 Wed 6/2/04 Wed 7/14/04 Mon 7/19/04 Mon 7/19/04
Tue 7/13/04 Fri 7/16/04 Thu Fri 8/27/04
3.2 Project Presentation 0d Fri 8/27/04 8/27/04 3.3 Create Milestone Reports 7d Mon 8/30/04 9/7/04 3.4 Develop Project Agenda 2d Wed 9/8/04 Thu 9/9/04 4 Controlling 34d Fri 9/10/04 Wed10/27/04 4.1 Create new baseline 10d Fri 9/10/04 Thu 9/23/04 4.2 Update project charter and scope statement 5d Fri 9/24/04 Thu 4.3 Update contract and scope statement 10d Fri 10/1/04 Thu10/14/04 4.4 Create monthly reports 6d Fri 10/15/04 10/22/04 4.5 Update prioritized risks 3d Mon10/25/04 Wed10/27/04 5 Closing 25d Wed 10/27/04 12/1/04 5.1 Final project presentation 0d Wed 10/27/04 10/27/04 5.2 Prepare lessons-learned report 4d Thu 10/28/04 11/2/04 5.3 Prepare final project report 14d Wed 11/3/04 Mon 11/22/04 5.4 Create transition report 4d Tue 11/23/04 11/26/04 5.5 Update project Web Site 3d 11/29/04 Wed 12/1/04
IV.
Deliverables Schedule:
Business case, charter, team contract, scope statement, WBS, schedule, cost baseline, status reports, final project presentation, final project report, lessons-learned report, and any other documents are required to manage the project.
Product-related deliverables: research reports, design documents, software code, hardware, etc. 1. Survey: Survey current s to help determine desired content and features for the intranet site.
2. Files for templates: The intranet site will include templates for at least twenty documents when the system is first implemented, and it will have the capacity to store up to one hundred documents. The project team will decide on the initial twenty templates based on survey results.
3. Examples of completed templates: The intranet site will include examples of projects that have used the templates available in the intranet site. For example, if there is a template for business case, there will also be an
example of a real business case that uses the template.
4. Files for tools: The intranet site will include information on how to use several project management tools, including the following as a minimum: work breakdown structures, Gantt charts, network diagrams, cost estimates, and earned value management. Where appropriate, sample files will be provided in the application software appropriate for the tool. For example, Microsoft Project files will be available to show sample breakdown structures, Gantt chart, network diagrams, cost estimates, and applications of earned value management. Excel files will be available for sample cost estimates and the earned value management charts.
5. Example application of tools: The intranet site will include examples of real projects that have applied the tools listed in number 4 above.
6. Articles: The intranet site will include at least ten useful articles about relevant topics in project management. The intranet site will have the capacity to store at least one thousand articles in PDF format with an average length of ten pages each.
7. Links: The intranet site will include links with brief descriptions for at least twenty useful sites. The links will be categorized into meaningful groups.
8. Expert database: In order to deliver a Help feature, the system must include and access a database of approved experts and their information. s will be able to search for experts by predefined topics.
9. request: The intranet site will include an application to solicit and process request from s.
10.
Intranet site design: An initial design of the new intranet site will
include a site map, suggested formats, appropriate graphics, etc. The final design will incorporate comments from s on the initial design.
11.Intranet site content: The intranet site will include content for the templates and tools section, articles section, article retrieval section, links section, Help section, Request feature, security, and payment features.
12.
Test plan: The test plan will document how the intranet site will be
tested, who will do the testing, and how bugs will be reported.
13.
Promotion: A plan for promoting the intranet site will describe
various approaches for soliciting inputs during design. The promotion plan will also announce the availability of the new intranet site. 14. Project benefit measurement plan: A project benefit plan will measure the financial value of the intranet site. V.
Applicable Standards:
Our web-site programmer is come from the exworf IT Sdn. Bhd and he provides a good work attitude when he s us to design the companys intranet design part. Besides that some of the sport companies such as Slimmer Company, SQ Healthy Sdn. Bhd., and so on also provide us a lot of information, courses, and speech to help us successfully implement this project. Our company will sponsor the courses to all employees that working under company. VI.
Acceptance Criteria:
Sometime the courses may cost heavy. So we will select and connect to those courses are cheaper and can fulfill our healthy requirement such as the swimming course, avoid smoking speech, and so on. In the other hand, the company will only accept the work if it is really can return the feed back for them. To solve this problem, the strong inputs are very important and needed. We must also develop a method for capturing the benefits while the intranet site is being developed, tested, and after it is rolled out. If the project takes a little longer to complete or costs a little longer to complete or costs a little more than planned, the firm will still view it as a success if it has a good payback and helps promote the firms image as an excellent consulting organization. VII.
Special Requirements:
The installation of new equipment covers more than just computer hardware, it also includes: Hardware make sure that all the parts are functioning well. Software it should be fully tested and run well the computer. Supplies such as tape and disks and new stationary should be sufficient.
After obtaining the benefit from well planning and control, the company has to continue to produce the site preparation before the actual implementation. Typical installation for computer operation areas includes:
Set up firewalls to prevent from easily burnt or hacked. Set up automatic smoke, heat and fire detection system. Set up audible alarm for automatic detection. Set up carbon dioxide fire prevention system with cylinder above the ceiling.
Set up power distribution . Set up premise alarm. The new installation software and hardware to the implementation are listed as below: Hardware: 1. Personal
Computer,
Server,
Switch,
Hub,
and
others
internetworking hardware is supply by one computer hardware vendor. 2. Printer 3. Backup Power Supply 4. Computer system security setup equipment Software: 1. Windows XP 2. Windows Server 2003 3. Windows NT Workstation 4. Microsoft Office XP 5. Firewall 6. Internet Installer Server (IIS)
III. Original and revised project plans and schedules
Work Breakdown Structure for Recreation and Wellness Intranet Project Prepared by: Adele Lim
Date: 1 March 2004
1 Initiating 1.1 Develop weighted scoring model 1.2 Develop Business Case 1.3 Create Project Charter 2 Planning 2.1 Develop team contract 2.2 Develop stakeholder analysis 2.3 Develop scope statement 2.3.1 Define product characteristics and requirements 2.3.2 Define product deliverables 2.4 Develop WBS 2.5 Create Gantt chart and Network Diagram
2.6 Create Probability/Impact Matrix 3 Executing 3.1 Develop project Web Site 3.2 Project presentation 3.3 Create milestone reports 3.4 Develop project agenda 4 Controlling 4.1 Create new baseline 4.2 Update project charter and scope statement 4.3 Update contract and scope statement 4.4 Create monthly report 4.5 Update prioritized risk 5 Closing 5.1 Final project presentation 5.2 Prepare lesson-learned report 5.3 Prepare final project report 5.4 Create transition report 5.5 Update project Web Site
Cost estimate: Name
Position
Cost per Hour
Cost per Week (25h)/(12.5h)
Cost per Month
Total Cost
Tony Prince
Project manager
$100
$2500
$10000
$90000
Me
Programmer
$60
$1500
$6000
$54000
Patrick
Network specialist
$60
$1500
$6000
$54000
Nancy
Business analyst
$60
$1500
$6000
$54000
Bonnie
Programmer
$60
$1500
$6000
$54000
James
Human Resource
$60
$750
$3000
$27000
Cassandra
Financial
$60
$750
$3000
$27000
New Member
Programmer
$60
$1500
$6000
$54000
New Member
Programmer
$60
$1500
$6000
$54000
New Member
Network specialist
$60
$1500
$6000
$54000
New Member
Business analyst
$60
$1500
$6000
$54000
IV. Final project report The Recreation and Wellness Project is done to the Manage Your Health, Inc strategic plan, with the objective of reducing internal costs, increasing cross-selling of products, and exploiting new web-based technology. Through out the whole project, we have using different method and approach to help in create and develop the project. We are produced a Web Site that could allow the employees to for company-sponsored classes and program; track data on employees involvement in the recreational and health management programs; offer incentives for people to the programs; produced the Health Coverage Costs Business Model to track employees health care expenses and company health care costs; the crossselling system to improve the cross-selling; the web-based application to improve development and delivery of products and services. The project was success since the response has been very positive; the project has met the schedule goal. Although the cost is about $100,000 more than planned, the top management is pleased with the results, where the final cost of the whole project was about $500,000. We were using the Project 2002 as the project management tool to create the project Gantt chart, Network Diagram, Resource Sheet, cash flow report, and project summary. The tool was helpful as we can assign each task and locate certain information easily; any modification of the task is done easily by just clicking on it. The tool provides clear and accurate information or output of the project. The project was able to complete on time, and was met the project goals. The whole project team was co-operative and willing to give help to other team , in order to get the project completed. Since the management has changed the project scope, and outsourcing some of the work, the time of completion of the project was extended and the cost of the project increase as well, these make the whole project was cost about $100,000 more than planned. With this, the project team has to assign the new schedule based on the new scope, and create new cost estimation. The new schedule was taken another nine months to be completed. By working on this project, the whole project team has learned to be tolerant, co-
operative with each other; learning how to be patient every time there was a problem occurs, at the same time, analyze the problem and give the solution to it. Knowing that the project may involve uncertainty, so every part of the project and the project documentation will be saved and have a backup file.
V. Deliverables, as appropriate
Project management-related deliverables: business case, charter, team contract, scope statement, WBS, schedule, cost baseline, status reports, final project presentation, final project report, lessons-learned report, and any other documents required to manage the project.
Business Case for Recreation & Wellness Intranet Project Date: 29th January 2004 Prepared by: Tony Prince 1.0 Introduction/ Background MYHs core business goal is to provide a variety of health care services across the globe. The CEO believes it can enhance development and delivery of its products and services by updating its strategic plan, reducing internal costs, increasing cross-selling of products and exploiting new web-based technologies for the customers and suppliers. 2.0 Business Objective MYH information technology departments strategic goals include continuing growth and profitability. The Recreation and Wellness Intranet project will these goals by increasing visibility of the current employees. It will also enhance the profitability by reducing internal costs by improving employees health within one year of its rollout. Since MYH information technology department focuses on identifying profitable projects and measuring their value after completion, this project must meet those criteria. 3.0 Current Situation and Problem/Opportunity Statement A recent study found that MYH.Inc pays 20% more than the industry average for employees health care s, primarily due to the poor health of its employees. There is an opportunity to provide a new section on the intranet dedicated to sharing health care information across the organization to help improve employee health within one year. 4.0 Critical Assumption and Constraints
The proposed intranet site must the companys business goals and strategy. Current employees must actively this project. Besides that, it needs to pay itself within 4 years to reduce the internal costs and exploiting new web-based technologies. The project manager must lead the effort, and project team must include participants from various parts of the company.
5.0 Analysis of Option and Recommendation There are 3 options for addressing this project: 1. Since the business is doing well, so we still can continue to operate without introduce the new project. 2. Purchase access to specialized software to the new capability with little inhouse development. 3. Design and implement the new intranet capability using existing hardware and software. Based on discussing with stakeholders, we agree that the option 3 is the best option. 6.0 Preliminary Project Requirements The main features of the Recreation and Wellness Intranet Project include the following: 1. Accept to intranet for ing recreational programs. Employees are allowed to accept the intranet and for company-sponsored recreational programs, such as soccer, softball, bowling and other sports. 2. Accept for ing health-related issues classes and programs. They also can for company-sponsored classes and programs to help them to manage their weight, reduce stress, and other health-related issues. 3. Track data on employee involvement in these recreational and health-management programs. 4. Offer incentives for people to the programs and do well in them. For example, incentives for achieving weight goals, winning sports team competitions, and so on. 5. Other features suggested by employees, if they add value to the business.
7.0 Budget Estimate and Financial Analysis A preliminary estimate of the cost for the entire project is $200,000. This estimate is based on the Project manager working about 20 hours per week for six months and other internal staff working a total of about 60 hours per week for six months. Project benefits are based on a negotiating lower s that saving about $30/employee/year for full-time employees over the next four years. Exhibit a summarizes the projected costs and benefits and shows the estimated net present value (NPV), return on investment (ROI), and year in which payback occurs. It also lists assumptions made in performing this preliminary financial analysis. All of the financial estimates are very encouraging. The estimated payback is within four years, as requested by the sponsor. The NPV is $1,456,000, and the discounted ROI based on a four-year system life is excellent at 274 percent. 8.0 Schedule Estimate The sponsor would like to see the project completed within six months but there still have some flexibility in the schedules. We also assume that the new system will have a useful life of four years. 9.0 Potential Risks There have several risks involved with this project. The foremost risk is lack of interest in the new system by employees. There are technical risks in choosing the type of software to track, analyze, delivery, searching, the use of electronic commerce capabilities, and so on. The main business risk is investing the time and money into the project and not realizing the projected benefits.
10.0 Exhibits Exhibit A: Financial Analysis for Recreational and Wellness Intranet Project Discount rate 8% Assume the project is completed in Year 0 Costs Discount factor Discounted costs
Year 0 1 2 3 4 200 100 100 100 100 0,9 1,00 3 0,86 0,79 0,74 9 7 7 200 3 86 9 4
Benefits
0
600 600 600 600 0,9 1,00 3 0,86 0,79 0,74 55 51 47 44 0 6 4 6 1
Discount factor Discounted benefits
Discounted benefits - costs Cumulative benefits - costs
ROI
(200)
(200) Paybac k In 274%
Assumptions Enter assumptions here
Updated: Project Charter Updated: March 27, 2004.
46 3 26 3
42
2
39 7 1.08 9
year
4
9 69
36 8 1.45 6
Project Title:
Recreation and Wellness Intranet Project
Project Start Date: March 1, 2004
Project Finish Date: September 1, 2004
Budget Information: The Company has allocated RM 200,000 for this project.
Project Manager: Tony Prince, (016)-3954682, [email protected] Project Objectives: Provide an application on the current Intranet to help employees improve their health. This application will help improve employee health within one year of its rollout so that lower s can be negotiated, saving about $30/employee/year for full-time employees over the next four years. New Objectives: The improvement of employees health is also vital for companys growth. Healthy workforce means increase productivity and benefits the company in the long run. The successful of this project is to boost the health plan available for staff and increase their morale indirectly. Approach:
Allow employees to for company-sponsored recreational programs.
Allow employees to for company-sponsored classes and programs to help them manage their weight, reduce stress, stop smoking, and manage other health- related issues.
Track data on employee involvement in these recreational and healthmanagement programs.
Offer incentives for people to the programs and do well in them.
New Approach: Organize some competition that offer attractive prize to encourage
participation. Offer and create an incentive program that rewards anyone that successfully refers other people to the project plan. Encourage staff that is doing well in the project to give a testimonial to other will-be participants. Provide a monitoring committee to monitor the progress of all participant and how well they are doing it and what benefits they get. From the monitoring committee, the data from it will be use to improve any kind of improvement to the on-going plan.
Roles and Responsibilities Role
Name
Organization/
Information
Position Provide direction and funding
Jaen Tan
Monitor project, provide staff
Rainy Wong CIO
[email protected]
Plan and execute project
Tony Prince
Project Manager
[email protected]
Mentor Vivian
May Lim
Director of Information, Technology Operations
[email protected]
Provide stuff, issue memo to all employees about project
Michael Liu
VP, Human Resources
[email protected]
Sign-off:
CEO, Project Sponsor
[email protected]
Comments: I believe that this project will be beneficial to many people. Tony Prince, Project Manager. The participation of staff is also a key that improve the project successfulness. Hopefully they are many s from them. Michael Liu, VP Human Resources Department.
Team Contract Project Name: Recreation and Wellness Intranet Project Project Team Names and Sign-off: Name Sign-off on Team Contract Tony Jaen Patrick Nancy Bonnie James Cassanda
Code of Conduct: As a project team, we will: Work proactively, anticipating potential problems and working to prevent them Keep other team informed of information related to the project Focus on what is best for the entire project teams Participation: We will: Be honest and open during all project activities Encourage diversity in teamwork Provide the opportunity for equal participation Be open to new approaches and consider new ideas Have one discussion at a time Let the project manager know well in advance if a team member has to miss a meeting or may have trouble meeting a deadline for a given task. Communication: We will: Decide as a team on the best way to communicate. Since a few team cannot meet often for face-to-face meetings, we will use e-mail, a project Web-site, and other technology to assist in communicating. Have the project manager facilitate all meetings and arrange for phone and videoconferences, as needed. Work together to create the project schedule and enter actual into our enterprise wide project management system by 3PM every Tuesday. Project ideas clearly and concisely Keep discussions on track and have one discussion at a time Problem Solving: We will: Encourage everyone to participate in solving problems Only use constructive criticism and focus on solving problems, not blaming people Strive to build on each others ideas Meeting Guidelines: We will: Plan to have a face-to-face meeting the first and third day morning of every month Meet more frequently the first month Arrange for telephone or videoconferencing for participants as needed Hold other meetings as needed Record meeting minutes and send them out via e-mail within 24 hours of all project meeting, focusing on decisions made and action items from each meeting Develop an agenda before all meetings with our project sponsor and client advisors
the project and send them out via e-mail to all team and the project sponsor
Updated: Scope Statement Project Title: Recreation and Wellness Intranet Project
Date: March 1, 2004 Prepared by: Tony Prince, Project Manager, (016)123-4567, Updated: March 27, 2004 [email protected] Project Justification: Jaen Tan, CEO of JWD Consulting, requested this project to assist the company in meeting its strategic goals. This project provides application through intranet, where employee could improve their health by ed the companysponsored program via current internet. This project helps company reduce the costs, increase employees health as well as saving about $30/employee/year for fulltime employees over the next four years. The budget for the project is $200,000. An additional $100,000 will be requested every year for operational expenses after the project is completed. Estimated benefits are $600,000 each year. It is important to focus on the system paying for itself within one year. . Product Characteristics and Requirements: 1. Templates and tools: The intranet site will allow authorized s to files they can use to create project management documents and to help them use project management tools. These files will be in Microsoft Word, Microsoft Project, or in HTML or PDF format, as appropriate. 2. submissions: s will be encouraged to e-mail files with sample templates and tools to the . The will forward the files to the appropriate person for review and then post the files to the intranet site, if desired. 3. Articles: Articles posted on the intranet site will have the appropriate copyright permission. The preferred format for articles will be PDF. The project manager may approve other formats. 4. Links: All links to external site will be tested on a weekly basis. Broken links will be fixed of removed within five working days of discovery. 5. The Help feature must be -friendly and capable of soliciting questions and immediately acknowledging that the question has been received in the proper format. The feature must also be capable of forwarding the question to the appropriate expert (as maintained in the systems expert database) and capable of providing the status of questions that are answered. The system must also allow for payment for advice, if appropriate. 6. Security: The intranet site must provide several level of security. All internal employees will have access to the entire intranet site when they enter their security information to access the main, corporate intranet. Part of the intranet
will be available to current s based on verification with the current database. Other options of the intranet will be available after negotiating a fee or entering a fixed payment using preauthorized payment methods. 7. Search feature: The intranet site must include a search feature for s to search by topic, keywords, etc. 8. The intranet site must be accessible using a standard Internet browser. s must have appropriate application software to open several of the templates and tools. 9. The intranet site must be available 24 hours per day, 7 days per week, with one hour per week for system maintenance and other periodic maintenance, as appropriate. 10. The authorized s can access the intranet and for company-sponsored recreational programs, and health-related issues classes and programs. 11. Track data on employee involvement in these recreational and health-management programs. Summary of Project Deliverables Project management-related deliverables: business case, charter, team contract, scope statement, WBS, schedule, cost baseline, status reports, final project presentation, final project report, lessons-learned report, and any other documents required to manage the project. Product-related deliverables: research reports, design documents, software code, hardware, etc. 14. Survey: Survey current s to help determine desired content and features for the intranet site. 15. Files for templates: The intranet site will include templates for at least twenty documents when the system is first implemented, and it will have the capacity to store up to one hundred documents. The project team will decide on the initial twenty templates based on survey results. 16. Examples of completed templates: The intranet site will include examples of projects that have used the templates available in the intranet site. For example, if there is a template for business case, there will also be an example of a real business case that uses the template. 17. Files for tools: The intranet site will include information on how to use several project management tools, including the following as a minimum: work breakdown structures, Gantt charts, network diagrams, cost estimates, and earned
value management. Where appropriate, sample files will be provided in the application software appropriate for the tool. For example, Microsoft Project files will be available to show sample breakdown structures, Gantt chart, network diagrams, cost estimates, and applications of earned value management. Excel files will be available for sample cost estimates and the earned value management charts. 18. Example application of tools: The intranet site will include examples of real projects that have applied the tools listed in number 4 above. 19. Articles: The intranet site will include at least ten useful articles about relevant topics in project management. The intranet site will have the capacity to store at least one thousand articles in PDF format with an average length of ten pages each. 20. Links: The intranet site will include links with brief descriptions for at least twenty useful sites. The links will be categorized into meaningful groups. 21. Expert database: In order to deliver a Help feature, the system must include and access a database of approved experts and their information. s will be able to search for experts by predefined topics. 22. request: The intranet site will include an application to solicit and process request from s. 23. Intranet site design: An initial design of the new intranet site will include a site map, suggested formats, appropriate graphics, etc. The final design will incorporate comments from s on the initial design. 24. Intranet site content: The intranet site will include content for the templates and tools section, articles section, article retrieval section, links section, Help section, Request feature, security, and payment features. 25. Test plan: The test plan will document how the intranet site will be tested, who will do the testing, and how bugs will be reported. 26. Promotion: A plan for promoting the intranet site will describe various approaches for soliciting inputs during design. The promotion plan will also announce the availability of the new intranet site. 27. Project benefit measurement plan: A project benefit plan will measure the financial value of the intranet site. Project Success Criteria: Our goal is to complete this project within six months for no more than $200,000. The project sponsor, Jaen Tan, has emphasized the importance of the project paying for itself within one year after the intranet site is complete. To meet this
financial goal, the intranet site must have strong inputs. We must also develop a method for capturing the benefits while the intranet site is being developed, tested, and after it is rolled out. If the project takes a little longer to complete or costs a little longer to complete or costs a little more than planned, the firm will still view it as a success if it has a good payback and helps promote the firms image as an excellent consulting organization.
VI. Lesson-Learned report Prepared by: Tony Prince Project Name: Recreation And wellness Intranet Project Project Sponsor: Mange Your Health Inc. (MYH) Project Manager: Tony Prince Project Dates: 1/3/2004 Final Budget: $576000
Date: 25/3/2004
1. We meet the project scope and schedule goal, and the final cost for the whole system was about $500000 even though it cost about $100000 more than planned the top management pleased with the results. 2. Our goal is to complete this project within nine months for no more than $500,000. The project sponsor, Jean Tan, has emphasized the importance of the project paying for itself within one year after the intranet site is complete. To meet this financial goal, the intranet site must have strong inputs. We must also develop a method for capturing the benefits while the intranet site is being developed, tested, and after it is rolled out. If the project takes a little longer to complete or costs a little longer to complete or costs a little more than planned, the firm will still view it as a success if it has a good payback
and helps promote the firms image as an excellent consulting organization. 3. We didnt meet all the project success criteria. The project cost is over what we expect. However the system is finally complete on dated and the sponsor is satisfying the output. 4. The main lessons we learned is the sponsor may be changing some requirement about the system. The sponsor would also please the problem of over cost if the whole system were satisfied what their needed. The communication between manager and sponsor is important to keep the project running smoothly. 5. We were gone right in understanding the sponsor requirement to the project output. The system we design were according to the research we done in early. This aspect were make the sponsor please with the over cost problem. 6. The wrong aspect we done are in estimate the cost of the project. The cost is over $100000 of what we estimated. This is more than 20% of the whole project cost. If the sponsor didnt please with the result we will meet huge problem in it. The project may be stop by sponsor. 7. We must estimate the project cost actually and write the cost more 10% of what we expected. This will solve the over cost problem and the sponsor will not call stop to the project base on the financial problem that caused by project manager.
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