Associated Benefits Company Performance - Assignment Example

Assignment one Name: Number: Course: Lecturer: Date: Table of Contents Introduction 4 Objectives 4 Deliverables 5 Benefits realization plan 5 Stakeholders and Communications 6 Monthly Status Reports 7 The Project Management will disseminate monthly written reports on the status of the project to the project steering team which will cover on activities that have been completed in the preceding month, summary of activities set for completion in the following month and lastly a summary of activity resolutions and status[Har091]. 7 Monthly Steering Committee Meeting 7 These meetings will be conducted on monthly basis and would be chaired by the project managers. All members of the project steering committee must take part. All members of the project steering committee will be briefed by the project managers with regard to the project status before the meeting. 7 Bi-Monthly Project Team Status Meeting 7 These meetings will also be conducted on monthly basis. All project team members shall be briefed on the project status before each meeting. It is also during these meetings that the project milestones will be discussed and dates reviewed. 7 7 Project scope 7 Resource plan 8 The major resources that will be need for project implementation will include money, information services, man power, tools facilities and time. 8 Project resource information 8 Resource 9 Estimated cost 9 Availability 9 Amount 9 Result 9 Time 9 18hrs per day 9 15 hrs 9 15hrs 9 16hrs 9 Money 9 $800 9 $750 9 $750 9 $744 9 Man power 9 $200 9 $200 9 $200 9 $215 9 Tools and facilities 9 $300 9 $250 9 $250 9 $235 9 Information services 9 &100 9 $100 9 $100 9 $100 9 Resource plan staffing 9 Risk assessment 10 Work-breakdown structure 13 Gantt chart 14 Budget 15 References 17 Introduction Associated Benefits Company is simply a Sydney/Gold Coast/Brisbane based medical company that concerns itself with provision of services to practitioners in the medical sector together with specialist surgeons apart from that it also coordinates medical supplies distribution from the head office. The aim of the project plan will mainly be to act as a covenant amongst project sponsor, project team and all associated personnel to the project. The plan will mainly deal with objectives and deliverables of the project, stakeholders and communications, structure, project scope, risk assessment, resource plan, work breakdown structure, Gantt chart, budget and finally the project handover. Objectives The major objectives of the project would be first to facilitate and enhance the effectiveness of associated benefits company employees to undertake their tasks this will be through implementation of the wireless bar code that will facilitate collaboration of employees in performing tasks without necessarily having to move to common rooms to undertake their tasks. The second objective is to reduce time delays in supply of material to customers via allowing employees to store accurate stock parts records, reduce order picking periods then lastly ease the process of shipping preparation[Gre02]. The last objective is to provide a platform for real time access to the business information anywhere within the business premises so as to improve on productivity and service delivery. Deliverables By the end of the project the business to be able to witness a massive improvement in production and service delivery to customers this is due to the project projected benefits such as staff collaboration for the collective benefit of the business, faster and easy access to information within the business premises together with the accurate record tracking. Benefits realization plan Project Name Associated Benefits Company Wireless bar code system project Sponsor Associated Benefits Company Date Created 4th May 2012 Benefits Owner Target Group Mode of measurement Person in charge of measurement Measurement timing Result Real time access to information Associated benefits company ABC Staff Employee comments ABC management staff Three months Employees experience minimal difficulties with regard to access to information Faster shipping preparation Associated benefits company The Business ABC overall output ABC shipping department Three months The shipping department witness significant benefits with regards to shipping processes Reduce supply delays Associated benefits company Customers ABC overall output ABC supplies department Two months Reduce periods on supplies to customers Stakeholders and Communications The principal stakeholders for associated benefits company are first of all the general public from where customers emanate from, ABC staff, professionals in the health sector, the general pharmaceutical industry, the government together with hospitals[Vit05]. All the above stakeholders are crucial to the project hence their views are critical towards the success of the project hence all of them will be considered to play equal roles in the project. Stakeholder Contact details ABC staff Associated Benefits staff through the ABC branches General public The general Australian population no specific contacts Hospitals Hospitals within Australia no specific contacts Giving out adequate information regarding a project is crucial to its success. This will enable the project team be updated on the overall project progress so that they can be motivated hence work harder on the project[Ala92]. The communication plan is mainly intended for the following target audience first the project sponsor, the project steering group/committee, the project managers, the experts on subject matters and finally the project team participants. The plan will use two approaches so as to achieve effective communication. First is the top down communication approach which would require that the project steering committee together with the project managers speak with similar voice regarding the project and all the details associated to it. Hence they should speak directly to all other project stakeholders and are also required to listen directly from the stakeholders. The other approach is bottom up communication mode this would require that information flow comes from the low level project participants to the top management. The major proceedings of communication activities are as follows: Monthly Status Reports The Project Management will disseminate monthly written reports on the status of the project to the project steering team which will cover on activities that have been completed in the preceding month, summary of activities set for completion in the following month and lastly a summary of activity resolutions and status[Har091]. Monthly Steering Committee Meeting These meetings will be conducted on monthly basis and would be chaired by the project managers. All members of the project steering committee must take part. All members of the project steering committee will be briefed by the project managers with regard to the project status before the meeting. Bi-Monthly Project Team Status Meeting These meetings will also be conducted on monthly basis. All project team members shall be briefed on the project status before each meeting. It is also during these meetings that the project milestones will be discussed and dates reviewed. Project scope The Project will mainly aim at introducing a wireless bar code system to Associated benefits company that will come along with a data capture system as a solution to minimize delays in supplying materials to customers[Gre02]. The system will be driven by a database, some application software and a wireless local area network. Resource plan Resource profiles The major resources that will be need for project implementation will include money, information services, man power, tools facilities and time. Project resource information Resource Estimated cost Availability Amount Result Time 18hrs per day 15 hrs 15hrs 16hrs Money $800 $750 $750 $744 Man power $200 $200 $200 $215 Tools and facilities $300 $250 $250 $235 Information services &100 $100 $100 $100 Resource plan staffing Category Time Money Steering Committee 15% of total $130 Time Overall Project 5% of total $70 Time Manager Project Team 60% of total $450 Time Group Experts in 20% of total $100 Time Subject matters Risk assessment Risk Item Risk Level Occurrence probability Mitigation Measure Person Time periods High over 10,000 Certainty Allocated a project manager and comprehensive consultance Projected Project Schedule High more than 6 months Certainty Created comprehensive project timeline with frequent baseline reviews Project team Size at Optimum High over 20 members Certainty Detailed plan of communications plan plus frequent meetings and extensive project oversight management oversight Project Definition     Users little knowledge Average Have knowledge on few areas only Likely Project manager to study implications Sufficient documentation Average Likely Sufficient information to be gathered by the project team Scope Creep Low Defined scope subject to revisions Unlikely The project plan defined scope is bound to be revised on mothly basis to avoid undetected creeps Unclear project deliverables Low adequately defined Unlikely Factored in the project plan but subject to revisions  Unrealistic budget Low well predicted by experienced experts Unlikely Factored in the project plan but subject to further revisions Schedule periods unrealistic Average Schedule makes no assumptions A bit likely Schedule subject to revisions as the project progresses In experienced staff Low The project staff have sufficient knowledge in the area Unlikely Identified knowledge deficiencies will be subject to further training Project Control     Formation of the steering committee Low Well identified and chosen Unlikely Frequent communication to ensure support Poor commitment Low They all know their role importance Unlikely  Seek consultance for support frequently Poor user commitment Low all understand their role importance Unlikely  Seek consultance for support frequently Weak commitment by project steering committee members Low many members do understand and support the project Not unlikely Seek consultance for support frequently Project Staffing     Project Team Availability Average location of team members hindrance to their availability Somewhat likely Consistent project momentum by all stakeholders Distant members hinderance to effective management Average adequate disperse ment of the project team members Likely Detailed plan of Communications Dis agreements with regard to project experience Average a few members have worked earlier together Somewhat likely Detailed plan of Communications Weak teamconcentration on the project Low some users are not full time members of the project team Not likely Part time members cordinated by a project manager Project Management     Procurement Methodology Used foreign to team Low the methods used known to members of the team Not likely N/A  Change Management Procedures undefined Low acceptable since they are well defined Not likely N/A  Quality assuarance Management protocol not clear Low acceptable since they are well defined Not likely N/A  Work-breakdown structure Role Responsibilities Project Team Project Sponsors Final decision-maker and also a tie-breaker, in charge of providing guidance and advice together with reviewing and approving project elements ABC top management Steering Committee In charge of resource allocation, major funding approval together with budget changes, solves conflicting issues within the project, it will also be in charge of advising the project management group plus doing reviews on the project deliverables. David, Thomas, Andrew, Janet and Terry Overall Project Manager In charge of overseeing the project such it conforms to what was stipulated in the project plan, give general project directions, custodian of the project budget and finally receiving certain guidance from the project steering group. Jerry Wilson Project Team Group Gain sufficient knowledge about the business requirements and the general business processes, ensure that customer requirements of the project are met, assist in identifying project limitations and barriers, give recommendations to the steering committee on certain areas, coordinate tasks participations and finally ensure that the project meets the expected quality. Arrangements will be later made by the project steering committee to select possible candidates Experts in subject matters Assist in giving sufficient guidance and expertise as required To be selected by the steering committee later Gantt chart Budget Project Item Labor period Labor Costs Equipment Cost Travel Expenses Other Expenses Total cost per item 1 Overall Project Design 24 $30.00 $20.00 $10.00 $5.00 $65.00 2 Developing Functional Specifications 24 $10.00 $0.00 $10.00 $0.00 $20.00 3 Project Development 120 $100.0 $230.0 $10.00 $15.0 $355.0 4 Training Customers and staff 48 $10.0 $10.0 $5.00 $0.00 $25.00 5 Perform Post Project Review 48 $15.00 $0.00 $5.00 $0.00 $20.00 6 Project Management 48 $50.00 $30.00 $0.00 $0.00 $80.00 7 Meetings of Customer Progress 24 $50.00 $20.00 $0.00 $0.00 $70.00 8 Internal Status and Meetings 24 $50.00 $20.00 $0.00 $0.00 $70.00 9 Quality Assurance 12 $10.00 $0.00 $0.00 $0.00 $10.00 Sub-Totals: 372 $325.0 $330.0 $40.00 $20.00 $715.0 Risk/Contingency 60 $40.00 $30.00 $20.00 $10.00 $100.0 TOTAL 432 $365.0 $360.0 $60.00 $30.00 $815.0 The basic assumption is that material cost remain constant and that the cost of labor will not rise during the project incase of any changes to the budget the changes will be updated as appropriate References Gre02: , (Gregory, 2002), Vit05: , (Anantatmula, 2005), Ala92: , (Evanson, 1992), Har091: , (Kerzner, 2009), Read More