[Project Management] Project Resourcing and Budget

this’s the last presentation, we’ve to edit our files,My part this time about Project Resourcing and Budget + Risks understoodabout this part my friend told me I can follow the gantt-chart !!also I’ve to edit my last part if you can remember + another oldest part about the outputs & outcomesI’ll explain more, if need
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4/18 Bentham Street Yarralumla ACT
PO Box 7140 Yarralumla ACT 2600
p: 02 6206 0000
UNIVERSITY OF CANBERRA
MAJOR ASSIGNMENT SYSTEM PROJECT & QUALITY MANAGEMENT UNIT
Background
University of Canberra has invited local management consulting firm Apis Group to assist the design
and development of this case study.
The Project
The project is based on a real world case study in which Apis has assisted its client, the National
Health and Medical Research Council (NHMRC).
NHMRC is Australia’s peak body for supporting health and medical research; developing health
advice for the Australian community, health professionals and governments; and providing advice on
ethical practice in health care and in the conduct of health and medical research. NHMRC is a
relatively small agency in terms of employee numbers, with approximately 190 staff that support a
health and medical community of around 23,000 researchers.
The 2016 NHMRC grant application round has resulted in the commitment of more than $828
million to fund health and medical research including 1056 new grants to universities, medical
research institutions and hospitals across Australia.
NHMRC manages grant application rounds using an ageing software system called the Research
Grants Management System (RGMS). In 2016, with the help of Apis, NHMRC approached the market
with a Request for Expressions of Interest (REOI) for replacement of its RGMS.
Further information about the NHMRC is available at www.nhmrc.gov.au
Information about the RGMS is at: https://www.nhmrc.gov.au/grants-funding/research-grantsmanagement-system-rgms
The new business requirements published by NHMRC for the RGMS is available at Attachment A.
The Task
Imagine your group is the business development arm of a leading software development company.
Your company is seeking to win the contract to redevelop the RGMS.
Your task is to develop a short Project Plan and possibly other supporting documents that
demonstrate a sensible and convincing approach to NHMRC in its replacement of the RGMS.
www.apisgroup.com.au
info@apisgroup.com.au
4/18 Bentham Street Yarralumla ACT
PO Box 7140 Yarralumla ACT 2600
p: 02 6206 0000
Assumptions
•
•
•
•
•
The scope of the work includes plan, design, develop, test, deploy and support the RGMS
If your company is successful, assume the contract would be awarded on 1 January 2019
You have 18 months to develop the solution, with a “Go Live” milestone on 1 July 2020
Thereafter your company will support the solution for a further three years through to 30
June 2023
NHMRC has requested a phased implementation, such that some smaller, lower risk grant
rounds can be tested before Go Live
Considerations
Your project plan should consider the following:
•
Governance: how your company will work with NHMRC to provide confidence of the
ongoing progress of the project and how to resolve important decisions along the way.
•
Scope: Your plan should consider some of the scope issues facing the project. In particular,
what is a sensible division of responsibilities between the scope of your work, and the scope
of NHMRC.
•
Requirements: You need to show some understanding of NHMRC business processes in your
project plan. Section 2.1 and 2.2 of Attachment A are the most relevant. You do not need to
read and understand all aspects of Attachment A.
•
Schedule: You should present a sensible schedule to show the timing and sequencing of key
development activities. Give consideration to different delivery approaches, eg Waterfall
and Agile. Your project schedule should show milestones for phases, and any dependencies
between tasks and activities in the schedule.
•
Resourcing: You should define a hypothetical team to deliver the project. What skills and
capabilities might be used in which phases of the project? What roles might NHMRC
personnel play during delivery?
•
Change and Communications: Success of the project will depend on ensuring that users of
the RGMS being able to use the new system. Your project plan should show how end users
will be supported through the transition to the new solution.
•
Risk: Your Project Plan should identify some of the major risks facing the project, and how
these might be mitigated. Consider presenting your views in a risk matrix style table to show
how each risk could be managed.
www.apisgroup.com.au
info@apisgroup.com.au
4/18 Bentham Street Yarralumla ACT
PO Box 7140 Yarralumla ACT 2600
p: 02 6206 0000
•
Budget: Your plan should give an indication of how budget might be managed over the life
of the contract. How might the budget be allocated to the various phases of the project?
How might contingency be handled?
•
Quality: How will the project assure NHRMC of a successful “Go Live” milestone? What can
be done to assure quality in the delivery of the solution? How critical is the testing phase in
assuring quality?
•
Value Proposition: Finally, describe some of the factors that might convince NHMRC that
your company is best positioned to win the contract. What are some of the differences that
a small local company might argue over a large multi-national?
Other Comments
This is a hypothetical assignment based on a real world case study. You are allowed to add
assumptions of your own to explain how you developed your project plan.
Assessment of your assignment will be based on the following criteria:
•
•
•
Meeting the assumptions stated for the project
Incorporation of the considerations discussed above
Demonstrated understanding of NHMRC requirements as relevant to the project
Any questions should be directed to Assistant Professor Xiaohui Zhao
(xiaohui.zhao@canberra.edu.au). Do not contact Apis or NHMRC with questions in relation to this
assignment.
Acknowledgements
University of Canberra acknowledges the contribution of Apis Group and the permission of NHMRC
in development of this case study.
www.apisgroup.com.au
info@apisgroup.com.au
Introduction
The project’s outcome is to come up with a risk register that will help in risk management plan. The
outcome will help the management have an understanding of the risks that an organization is exposed
to. It also creates awareness of the extent of the available risks, recognition of the ability to reduce and
control risks has a timeline that will help the management report the status of risk.
Identified Risks
Area of Risk
Ratio of support
staff to medical
researchers is low
Keeping project
within Budget
Implications if
contract is not
awarded to APIS
Risk
Category
Identified Risk
Example
Improvement
Action
Risk level
Human
Resource
Ratio of support
staff to medical
researchers can
be a risk that
faces the
administrative
operations.
Specifically, the
risk associated
with this is low
productivity of
the staff due to
fatigue.
The low rate of
support staff
leads to slow
workforce and
the medical
research leads
to poor health
condition of
stuff, thus
affecting their
performance.
Increase the
number of
support stuff
and improve on
their medical
plan.
High
80%
Finance
Division
Having a project
that is not within
the budget is a
capital risk.
Therefore, the
risk associated
with this is
mismanagement
of capital.
Project which
fall out of
budget will be
left hanging
and therefore
will not be of
benefit to the
company.
Working out of
budget leads to
overabsorption of
costs.
Prepare budget
that fit within
the
organizations
capital structure
or resources.
High
90%
Supply
Chain
Division
Awarding
contracts to the
wrong contractor
comes as a risk of
implementing
substandard
projects. With
substandard
projects the end
product will not
meet the
required
If the projects
are awarded to
APIS it will
ensure that the
projects are
fully
professional
and the
implications of
awarding it to
other
State standards
that fit best to
APIS.
Medium
60%
Probability
standards. As a
result the risk of
quality assurance
comes on board.
Meeting the 1
July 2020 July
deadline
Maintaining the
project till 2023
Meeting the
implementation
phase
Administr
ation
division
Capital
Planning
Division.
Operation
s Division
Meeting
deadlines is a
critical aspect for
a company but a
risk arises when
the deadlines are
not met in the
form of delaying
entire
operations.
Maintaining a
project for a long
period of time is
risky because it is
hard to keep the
track of the
return its
maintenance
costs are high.
Specifically, the
major of
maintaining a
project is
management
risk.
Failure to meet
the
implementation
phase at the
deadline set is a
risk as it makes
the project
unachievable.
Implementation
phase sets the
first steps of the
projects. Risk of
prolonged
project activities
and extra time
consumption will
accrue.
contractors
comes as a risk.
When the
deadline is not
met the entire
project is
delayed and
the benefits
accruing from
the projects
are delayed.
Set up multiple
deadline
between the
start date and
July 2020 to
ensure the
activities are
well organized
to meet the
deadline.
Low
15%
When a project
is maintained
for a long time
the project
becomes
capital
intensive and
the
management
of project
becomes
difficult.
Keep good plan
to control the
costs while
maximizing the
returns.
Medium
50%
When the
implementatio
n phase is not
met, the phase
of the entire
project is kept
out of good
track record. It
means there
will be delays
throughout the
project.
Set up a test
sample date for
the project to
see if all the
requirements
are in place.
Medium
50%
Implementation
of the new
system
Stakeholder
expectation and
satisfaction
Political
Implications
Social Risks
Operation
s Division
Implementation
of new projects
that are not user
friendly is a risk
in nature. It
means that new
system requires
necessary skills
associated with
it. Therefore, the
system might
eventually fail.
Administr
ation
Division
When
stakeholder’s
expectations and
satisfaction is
high it sets a
challenge of
meeting the
target and it
becomes a risk if
the resources
available are not
adequate.
Legal
Division
Political
implications such
as security issues
within an
economy
becomes a threat
to the business
operations. This
comes with the
investment risks.
Administr
ation
Division
Social risks such
as non-interested
community or
society affects
the overall
When a
company
adopts a new
system that is
not users
friendly it
might lead to
loss of data
and other
important
information.
If the
stakeholder’s
expectations
require
implementatio
n of projects
per fiscal years
and the
financial
resources are
unavailable,
therefore the
expectations
appear as risks.
When a
country has
political crisis
which leads to
violence it
affects the
business
environment
and investors
will not be
interested to
invest in such a
country. Again
the market for
many business
will affected.
When a society
surrounding
the business
environment is
not interested
in the business
Offer training
session for the
new system
prior to the
implementation.
High
88%
Outline on the
stakeholders’
expectations,
set up a plan
and work on
meeting them.
Medium
65%
Set up a legal
team and plan
to safeguard the
company’s
resources and
copyrights of
the company.
High
88%
Involve in
corporate social
responsibilities
that involve the
society in
Low
25%
market share of
the company.
Technological
issues
Communication
Project
disruptions
Staff cuts
ICT
Division
Technical issues
such as hacking is
a risk to a
corporations.
This comes with
risk of losing data
and manipulation
of data easily by
unauthorized
people.
Human
Resource
Communicating
ideas using the
wrong channel
becomes a risks
as keeping the
business ideas
and confidential
techniques is a
challenge.
Operation
s Division
Project
disruptions are a
risk as they
compromise the
success of the
entire project.
The risk of
resource wastage
is contributed by
project
disruptions.
Human
Resource
Division
Staff cuts results
in low labor force
risk. Low labor
force results in
low productivity
and thus low
profit margins.
operations it
market share is
negatively
affected.
business
operations.
When a
company data
is not secured,
hacking maybe
a common
technological
risk.
Adopt the
recent
technological
innovations
when they arise.
High
85%
Provide the
easiest mode of
communication
to avoid
collision and
miscommunicati
on.
Low
20%
Carry out
sensitivity
analysis to
determine the
effect of project
disruption and
come up with a
crash program.
High
87%
Hire staff on
contract basis
which is cheaper
and meet the
required labor
force.
Low
10%
When the
competition
strategies are
leaked by some
staff before
implementatio
n it becomes a
risk to survive
in the
competitive
market.
Disruption of
major activities
within the
project delays
the entire time
taken to
complete the
project.
Delivery of the
entire project
therefore is
delayed.
Low labor force
delays major
activities of the
business
projects and
thus its
operations
failure.
Legal issues
Insurance and
liability
Management
issues/staff
conflicts
Providing
adequate training
Legal
Division
Legal issues such
as high tax rates
and new business
laws appear as
risks to business
operation.
Corporate
Finance
Division
Insurance is a
mechanism that
is used to
mitigate risks,
therefore lack of
insurance plans
becomes a risk to
business
activities.
Human
Resource
Division
Human
Resource
Division
Staff conflict
results in poor
teamwork and
thus it is a risk in
achieving major
projects for the
company. Staff
conflicts result in
hatred and thus
management of
resourceful ideas
is compromised.
Providing of
inadequate
training to the
staff is a risk as it
results in
unprofessional
services. Risk of
unprofessionalis
m results in
unethical work
ethics and poor
performance.
When the
Federal
Reserve comes
up with new
laws that set
high standard
bars for the
business
operations, it
challenges the
management
of key business
operations.
When a
business does
not purchase
insurance
policies and a
damage occurs
the business is
exposed to risk
of losing
property.
When a
company has
staff conflict
between staffs,
the willingness
to work as a
team dies and
thus the
management
of such staff
with conflicts
becomes hard.
When a
company hires
staff and it fails
to train them
the
performance of
the overall
business will be
unprofessional.
Set up a legal
team and plan
to safeguard the
company’s
resources and
copyrights of
the company.
High
85%
Plan on
insurance
policies and set
a schedule of
paying debts
when they fall
due.
High
75%
Set up a conflict
resolution plan
and organize
team building
events that
strengthen
teamwork.
High
85%
Frequently plan
on training
sessions
whenever a new
system is
implemented.
Medium
55%
Preparing staff or
change
Quality assurance
Human
Resource
Division
Preparing staff
for change is a
risk which comes
from the staff, as
some of them
might not be
willing to
embrace the
change.
Operation
s Division
Quality
assurance is
treated as risk
when the level of
products and
services offered
is not maintained
to the required
standards.
When a
company
wants to
change its
operation
system it has to
train the staff
about the new
system. Some
staff might
resists the
change by
failing to
attend the
training
sessions.
When the
products and
services
offered are not
standard and
do not meet
the customer’s
requirements,
then that turns
out to be a risk.
Offer training to
the staff
whenever a
change comes
up.
Medium
65%
Set the quality
standards to be
followed.
High
80%
25/04/2018
Final presentation
Criteria
Project Basics
7%
Maurice
Project
Requirements
7%
Maurice
Sensible scope
chosen 7%
Suraj
Project
Governance
7%
Tom
Communication
7%
Tom
Ratings
Pts
7.0 Pts
HD
5.5 Pts
DI
4.5 Pts
CR
3.0 Pts
P
0.0 Pts
F
Detailed project
information is presented
giving a clear and
comprehensive overview
of the project background
and other aspects.
Most aspects
of project
information is
presented in
detail, relevant
and specific.
Project
information is
presented, yet
some aspects
may be missed or
not sufficiently
covered.
Project
basic info
is
presented
over
general or
insufficient.
Absent or
Not
submitted
7.0 Pts
HD
5.5 Pts
DI
4.5 Pts
CR
3.0 Pts
CR
0.0 Pts
F
Very clear description
of project
requirements in
different
perspectives,
showing very good
understanding of
project requirements.
Project
requirements
are
presented in
detail and
well
categorised.
Meaningful project
requirements are
presented and
categorised into
business
requirements,
functional and non­
functional
requirements.
Project
requirements
are
presented at
a very
general
level.
Absent or
Not
submitted
7.0 Pts
HD
5.5 Pts
DI
4.5 Pts
CR
3.0 Pts
P
0.0 Pts
F
Articulate the scope based on
a series of goals and present
tangible goals that relate to
the organization’s vision,
mission, and purpose.Very
clear description of project
outcomes.
Articulate the
scope and present
tangible goals that
relate to the
organization. Clear
description of
project outcomes.
Articulate the
scope and
set goals of
the project.
Project
outcomes are
presented.
Set the
scope
of the
project
as an
isolated
exhibit
Absent or
Not
submitted
7.0 Pts
HD
5.5 Pts
DI
4.5 Pts
CR
3.0 Pts
P
0.0 Pts
F
Governance structure
covers (almost) all
related roles and shows
comprehensive reporting
paths and the hierarchy
of decision making.
Governance
structure contains
correct content and
shows clear reporting
paths and the
hierarchy of decision
making.
Reasonable
governance
structure.
Simple
governance
structure or
with major
mistakes in
the
structure.
Absent or
Not
submitted
7.0 Pts
HD
5.5 Pts
DI
4.5 Pts
CR
3.0 Pts
P
Communication
plan is well
adapted to the
different needs of
stakeholders.
Communication plan matches
the governance structure,
showing the consideration to
the different info needs of
stakeholders
The
content is
generally
relevant to
the project
Content is
over
general or
insufficient.
https://uclearn.canberra.edu.au/courses/4017/assignments/13723
7.0 pts
7.0 pts
7.0 pts
7.0 pts
0.0 Pts
No
marks
7.0 pts
2/4
25/04/2018
Final presentation
Criteria
Project
Schedule
(WBS and
Gantt Chart)
7%
Suraj
Ratings
Pts
7.0 Pts
HD
5.5 Pts
DI
4.5 Pts
CR
3.0 Pts
P
0.0 Pts
F
Detailed WBS
with logical and
reasonable data,
well reflects the
planning
strategy.
Detailed
WBS with all
needed info.
Reflects the
planning
strategy.
WBS is with relevant data.
Resource allocation, time
estimate, and
deliverables/milestones are
generally reasonable.
Content is
over general,
insufficient or
not making
much sense.
Absent or
Not
submitted
7.0 Pts
HD
5.5 Pts
DI
4.5 Pts
CR
3.0 Pts
P
0.0 Pts
F
Realistic cost and
resource estimates.
High level budget for
the whole project and
the detailed time
phased budget
Reasonable
cost and
resource
estimates
are
presented
Very
rough/vague
cost and
resource
estimates
presented. Or
some key parts
are missing.
Absent or
Not
submitted
Atheer
Very realistic cost
and resource
estimates. Project
budget and time
phased budget are
both clearly
presented
Transition 10%
7.0 Pts
HD
5.5 Pts
DI
4.5 Pts
CR
3.0 Pts
P
0.0 Pts
F
Atheer &
Suraj
A very convincing and
organised transition
plan with solid content.
Specific content,
defining a
feasible
transition plan.
Transition
plan with
reasonable
contents.
Some key parts
of the transition
plan are missing.
Absent or
Not
submitted
Project
Resourcing and
Budget 7%
Risks
understood 7%
Atheer
Quality
Assurance 7%
Maurice
Value
Proposition 7%
Tom
10.0 Pts
HD
8.0 Pts
DI
6.0 Pts
CR
4.0 Pts
P
0.0 Pts
F
Very clearly present
identified risks, rank
the risks identified,
include mitigation
plan and root
causes.
Clearly present identified
risks, rank the risks
identified, include meaningful
mitigation plan. Content is
specific and relevant to the
project.
Briefly
present
the risk
register
Demonstrate
risk register
without
much clarity
Absent or
Not
submitted
7.0 Pts
HD
5.5 Pts
DI
4.5 Pts
CR
3.0 Pts
P
0.0 Pts
F
T …
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