week 9
Please submit the Final Project Management Plan here on the supplied, required template.
Project Management Plan template: Project Management Plan Template – 20
Each submission is worth 100 points for a total of 200 points. Be sure to look at the grading rubric (attached to the syllabus).
You will submit the Project Presentation separately.
I have attached the template that has to be used for the project as well as the interactive service which is what the project has to be done on.
Project Management Plan Template
Version:
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project Management plan
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VERSION HISTORY
[Provide information on how the development and distribution of the Project Management Plan was controlled and tracked. Use the table below to provide the version number, the author implementing the version, the date of the version, the name of the person approving the version, the date that particular version was approved, and a brief description of the reason for creating the revised version.]
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Implemented By |
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Approved By |
Approval Date |
Reason |
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Template Version: 03/18
Note to the Author
[This document is a template of a Project Management Plan document for a project. The template includes instructions to the author, boilerplate text, and fields that should be replaced with the values specific to the project.
· Blue italicized text enclosed in square brackets ([text]) provides instructions to the document author, or describes the intent, assumptions and context for content included in this document.
· Blue italicized text enclosed in angle brackets (
· Text and tables in black are provided as boilerplate examples of wording and formats that may be used or modified as appropriate to a specific project. These are offered only as suggestions to assist in developing project documents; they are not mandatory formats.
When using this template for your project document, it is recommended that you follow these steps:
1. Replace all text enclosed in angle brackets (e.g.,,
a. Select File>Properties>Summary and fill in the Title field with the Document Name and the Subject field with the Project Name.
b. Select File>Properties>Custom and fill in the Last Modified, Status, and Version fields with the appropriate information for this document.
c. After you click OK to close the dialog box, update the fields throughout the document with these values by selecting Edit>Select All (or Ctrl-A) and pressing F9. Or you can update an individual field by clicking on it and pressing F9. This must be done separately for Headers and Footers.
2. Modify boilerplate text as appropriate to the specific project.
3. To add any new sections to the document, ensure that the appropriate header and body text styles are maintained. Styles used for the Section Headings are Heading 1, Heading 2 and Heading 3. Style used for boilerplate text is Body Text.
4. To update the Table of Contents, right-click and select “Update field” and choose the option- “Update entire table”
5. Before submission of the first draft of this document, delete the “Notes to the Author” page and all instructions to the author, which appear throughout the document as blue italicized text enclosed in square brackets.]
6. Do not delete sections or state “not applicable”
7. Requirements state the “what” and are not to state the “why” or “how”
8. Requirements should include “shall”, not “will” or other words – be definitive
a. Review the requirement information in the course and text content
9. The timeline, requirements, and milestones shall all align and build the objectives
a. The objectives are defined by the requirements
b. The milestones should be scheduled in the timeline
10. The objectives, deliverables, timelines, assumptions, risks, requirements, assumptions, etc should always align and sync with the scope of the project
a. Validate they all say the same things
b. Ensure they all reference the same aspects of the project and focus toward the same clear, concise goals
11. Every artifact is a formal document
a. Do not use the words “I”, “we”, “our”, “you”, “they”, “my mom”, “my wife”, etc
b. Use “The Project Team”, “The business owner”, etc
12. You are the Project Manager
a. This project may be working on your house, but the homeowner is the business owner and you are leading this project (as the Project Manager)
13. Stakeholders are anyone who impact or can be impacted by the project and/or its success (or failure)
14. Do not be vague
a. Be specific and precise in your verbiage
b. Focus your language
c. Focus and narrow your scope
i. The reader should not be confused as to what specifically your project will deliver, with outcomes
ii. The artifacts shall be specific and stating exactly what your project will entail, the objectives, and how they will be created
15. Define all acronyms on their first use
16. Update all deliverables, once graded, with the feedback provided
17. Attach (imbed) all attachments in the Appendix B References section of the final Project Management Plan
a. Do not state the “attachments are located on the SharePoint site” or “located on paper in my office”
b. These documents should be standalone documents and self-contained
c. To imbed the artifacts – Click in the spot you want the document to appear; Insert – Object; Create From File – Browse – Select your file – Insert – Display as Icon – OK
18. Deliverables are outputs of the project, or phase, or process
a. They are what you are working towards in your ultimate project output
19. Mitigation strategies are how you will manage the risks
20. The blue font indicates instructions and notes on the templates
a. Read the instructions (blue font)
b. The blue font should be removed or updated to match document font, prior to submission
21. The font and formatting has to be consistent through the document; this includes capitalization, grammar, etc
22. Always spell check everything
TABLE OF CONTENTS
4
1
Introduction
4
1.1
Purpose of Project Management Plan
4
2
Executive Summary of Project Charter
4
2.1
Assumptions/Constraints
4
3
Scope Management
4
3.1
Work Breakdown Structure
4
3.2
Deployment/Implementation Plan
4
3.3
Change Control Management
4
4
Schedule/Time Management
5
4.1
Milestones
5
4.2
Project Schedule
5
4.2.1
Dependencies
5
5
Cost/Budget Management
5
6
Quality Management
5
7
Human Resource Management
5
8
Communications Management
5
8.1
Communication Matrix
5
9
Risk Management
6
9.1
Risk Register
6
10
Issue Management
6
10.1
Issue Log
6
11
Procurement Management
6
12
Compliance Related Planning
7
Appendix A: Project Management Plan Approval
8
APPENDIX B: REFERENCES
9
APPENDIX C: KEY TERMS
10
APPENDIX D: SUMMARY OF SPENDING
1 Introduction
1.1 Purpose of Project Management Plan
[Provide the purpose of the project and project management plan – describe the business need it fulfills.]
The intended audience of the
2 Executive Summary of Project Charter
[Provide an executive summary of the project – from the Project Charter – attach it to Appendix B.]
2.1 Assumptions/Constraints
[Insert a summary of the current project assumptions and/or constraints.]
3 Scope Management
[Describe how the scope of the project will be managed throughout the lifecycle of the project.]
3.1 Work Breakdown Structure
[Create and insert the project’s work breakdown structure.]
3.2 Deployment/Implementation Plan
[Describe how the project will be deployed, implemented, etc.]
[Example: The project involves deploying an application to state health partners. This section would discuss the approach for rolling out the application to the end users, including conducting environment assessments, developing memorandums of understandings, hardware/software installation, data conversion.]
3.3 Change Control Management
[Describe how changes to the project, requirements, deliverables, milestones, etc will be managed throughout the project lifecycle.]
[Example of Change Control: If a development server for your project is administered by another organization that is responsible for installing machine upgrades and there are scheduled outages that will impact your project schedule. Changes to the project will need to be made to deal with the potential impact of the scheduled outage.]
4 Schedule/Time Management
[Describe how changes to the project’s schedule or time requirements will be managed throughout the project lifecycle.]
[Example of schedule management approach: Establish a baseline within the first two weeks of the project and monitor progress against the baseline on a weekly basis. The Project Manager will be responsible for ensuring the project schedule is updated with the latest information and never more than three business days out of date. the Executive Steering Committee must approve variances on greater than 10% .]
4.1 Milestones
The table below lists the milestones for this project, along with their estimated completion timeframe.
|
Milestones |
Estimated Completion Timeframe |
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[Insert milestone information (e.g., Project planned and authorized to proceed)] |
[Insert completion timeframe (e.g., Two weeks after project concept is approved)] |
|
[Add additional rows as necessary] |
4.2 Project Schedule
[Insert the project’s schedule – be sure to include the month and year. Itemize each activity and expected start and completion time – insert the GANTT Chart.]
4.2.1 Dependencies
[Insert the schedule/project dependencies (both internal and external). N example of dependencies – If “this” does not get completed on time, then “this” cannot occur as planned/needed such as – Office of Information Technology (OIT) Recommendations – If OIT does not complete their evaluation of system A and provide its recommendations by September 30, 2018, the interface between system A and system B cannot be completed timely. ]
5 Cost/Budget Management
[Describe how the budget and project costs will be managed throughout the project lifecycle – include the utilization of reserves.]
6 Quality Management
[Describe how project quality will be evaluated and managed throughout the project lifecycle.]
[Example: For an information system, controlling the consistency of screen layouts would include reviewing all screens to make sure they match the standards. Quality measures may be no bugs or defects for certain critical requirements, consistent screen layouts, or correctly calculating variables. Quality may be ensured through inspections, audits, formal testing and documentation of defects in a defect tracking system to ensure defects are fixed, retested and closed. Some projects may choose to use a traceability matrix to determine if critical requirements have been met.]
7 Human Resource Management
[Describe how the staffing, personnel, resources, etc will be managed. Explain if there be hired staff, contractors, internal support to finish the product, etc. .]
8 Communications Management
[Describe how project communications – format, frequency, with whom, etc – will be managed throughout the project lifecycle. If the Communications Management Plan was completed as a previous submission, update and attach it to Appendix B.]
8.1 Communication Matrix
[Create and insert the project’s communication matrix – modify the table or enter the updated matrix from the previous submission..]
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Stakeholder |
Messages |
Vehicles |
Frequency |
Communicators |
Feedback Mechanisms |
9 Risk Management
[Describe how risks – and the decisions used when elevating risks to issues – will be identified, evaluated, prioritized, managed, etc throughout the project lifecycle.]
9.1 Risk Register
[Create a risk register, include any current issues.]
10 Issue Management
[Describe how project issues – risks which have been elevated and are impacting the project – will be identified, evaluated, managed, etc throughout the project lifecycle.]
10.1 Issue Log
[Create an issue log and insert it here.]
11 Procurement Management
[Describe how purchases, contract, supplies, etc will be obtained and managed throughout the project lifecycle.]
[Example: This can include information such as ensuring project team members are assigned computers, how development and test servers are procured or can go into more detail and include an acquisition strategy that details how the project will be staffed (e.g., performance based fixed price contract, contractors).]
12 Compliance Related Planning
[Insert a list of compliance related processes the project must adhere to throughout the project lifecycle.]
Appendix A: Project Management Plan Approval
The undersigned acknowledge they have reviewed the
[List the individuals whose signatures are desired. Examples of such individuals are Business Owner, Project Manager or Project Sponsor. Add additional lines for signature as necessary. Although signatures are desired, they are not always required to move forward with the practices outlined within this document.]
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Role: |
Signature:
Date:
Print Name:
Title:
Role:
Signature:
Date:
Print Name:
Title:
Role:
APPENDIX B: REFERENCES
[Insert all
updated
artifacts submitted in this course to this table, include name, version number, description, and location of any documents referenced in this document. Add rows to the table as necessary. Documents which should be attached here: Project Charter, Stakeholder Management Plan, Communications Management Plan, Risk Management Plan, Risk Register (if not included in the content section), and any other artifacts created, as applicable. ]
To imbed the artifacts – Click in the spot you want it to appear (Location column); Insert – Object; Create From File – Browse – Select your file – Insert – Display as Icon – OK ]
The following table summarizes the documents referenced in this document.
Document Name and Version
Description
Location
[Provide description of the document]
APPENDIX C: KEY TERMS
[Insert terms and definitions used in this document. Add rows to the table as necessary. Follow the link below to for definitions of project management terms and acronyms used in this and other documents. ]
The following table provides definitions for terms relevant to this document.
Term
Definition
[Insert Term]
[Provide definition of the term used in this document.]
[Insert Term]
[Provide definition of the term used in this document.]
[Insert Term]
[Provide definition of the term used in this document.]
APPENDIX D: SUMMARY OF SPENDING
[To modify/edit the table – double-click on the table. Be sure to tailor the headings and contents to meet the needs of your project and include Contingency Reserves and Management Reserves.]
Budget ItemPY-1PYCYBYBY + 1BY + 2BY + 3BY + 4Total
Planning:
Budgetary Resources
$ – $ – $ – $ –
$0.00
Outlays
$ – $ – $ – $ –
$0.00
Development &
Implementation of
Project:
Budgetary Resources $ – $ – $ – $ –
$0.00
Outlays $ – $ – $ – $ –
$0.00
Total, sum of stages:
Budgetary Resources
$ – $ – $ – $ –
$0.00
Outlays
$ – $ – $ – $ –
$0.00
Operations &
Maintenance:
Budgetary Resources $ – $ – $ – $ –
$0.00
Outlays $ – $ – $ – $ –
$0.00
Total, all stages:
Budgetary Resources
$ – $ – $ – $ –
$0.00
Outlays
$ – $ – $ – $ –
$0.00
Government FTE cost $ – $ – $ – $ –
$0.00
PY: Previous Year; CY: Current Year; BY: Budget Year
[Insert appropriate disclaimer(s)]
PAGE
Revision Date:
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Project Management Plan Template 3-2017
_1581249253.xls
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Budget Item PY-1 PY CY BY BY + 1 BY + 2 BY + 3 BY + 4 Total
Planning:
Budgetary Resources $ – 0 $ – 0 $ – 0 $ – 0 $0.00
Outlays $ – 0 $ – 0 $ – 0 $ – 0 $0.00
Development & Implementation of Project:
Budgetary Resources $ – 0 $ – 0 $ – 0 $ – 0 $0.00
Outlays $ – 0 $ – 0 $ – 0 $ – 0 $0.00
Total, sum of stages:
Budgetary Resources $ – 0 $ – 0 $ – 0 $ – 0 $0.00
Outlays $ – 0 $ – 0 $ – 0 $ – 0 $0.00
Operations & Maintenance:
Budgetary Resources $ – 0 $ – 0 $ – 0 $ – 0 $0.00
Outlays $ – 0 $ – 0 $ – 0 $ – 0 $0.00
Total, all stages:
Budgetary Resources $ – 0 $ – 0 $ – 0 $ – 0 $0.00
Outlays $ – 0 $ – 0 $ – 0 $ – 0 $0.00
Government FTE cost $ – 0 $ – 0 $ – 0 $ – 0 $0.00
Sheet2
Sheet3
Running head: PROJECT MANAGEMENT 1
PROJECT MANAGEMENT 2
Interactive Voice Response
LaShanda Lewis
Webster University
30 Sept 20
PROJECT TOPIC: Establishment of Cloud-based Interactive Voice Response
Introduction
In the recent past, many businesses have adopted technology in their business processes to enable them to attain efficiency that will contribute to these businesses’ competitive advantages against their industry rivals. One way through which companies have attained efficiency in their business processes is through the use of cloud computing. The provision of computing services virtually through an internet-based cloud helps the company be flexible and creates reliability for such companies.
An Interactive Voice Response is a customer service technology that enables the apt answering of customers’ frequently asked questions throughout the day and night and transfers call to available agents where there is a need for a detailed explanation. A cloud-based IVR system is one that relies on virtualization techniques like server virtualization. This system is projected to have numerous advantages for the company. As such, conclusions from the last executive meeting tasked the IT team with the responsibility of setting up a cloud-based IVR system in the company.
DESCRIPTION OF THE PROJECT
Purpose
The purpose of this project is to introduce an automated interactive voice response over the cloud. This project will ensure that customer service needs are taken care of without draining the team. With the implementation of this project, the customer services team will be left with more time to work on other essential customer relations management, thus improving the workforce’s productivity. This project also covers the training of all the teams on the operation of the IVR system.
Measurable Objectives and Related Success Criteria
This project aims to develop an automated customer interaction system to improve the efficiency of customer services in the company. The success of this project will be measured in two ways. First, the improved customer satisfaction levels with the company will be evaluated. High levels of customer satisfaction will mean that the project is successful. Second, the project will be measured on the efficacy of its use by the customer relations and marketing teams. Because the project deliverables entail training of the staff, effective use will determine this project’s success.
High-level requirements
This project requires the infrastructure needed to set up the IVR system. Besides, we need cloud service provision with desktop virtualization, server virtualization, and a hypervisor with a complete database and nodes.
High-level project description, boundaries, and critical variables
This project is an establishment of a cloud-based IVR system. The project requires cloud servers and databases that will contain all customized information about the company. Most of the information will include customers frequently asked questions. The system will be used by the marketing team and the customer relations team. Other services offered by the cloud service providers will be used to exploit the IVR system further. The project also entails training of the marketing and customer service teams on the use of IVR systems.
Project Risks
This project is a relatively new technology, and as such, there is limited knowledge from my team. This may lead to risks of underestimation of the resources needed to set up this system, both human and monetary resources (PMBOK guide, 2017). We are also likely to face a risk of regulations by the government. Americans with Disabilities Act mandates for all telecommunication services to have incorporated ways people with disabilities can use them. We face a risk of regulation on this basis.
Summary of Scheduled Milestones
The project is divided into three phases. The first phase entails the gathering of information and analyzing it. This will help us understand the needs of the trams and incorporate it into our design. This will take two weeks. The next phase then involves prototyping designs, assessment, and picking and designing the best prototype. This phase also includes the introduction of the design to a few members to identify loopholes. This phase will take six weeks. The final phase, which will take two weeks, will include training the teams to use this system.
Resources and Key Stakeholder list
The budget allocated for this project should cover a project team comprising of three information technology analysts, eight developers, project managers, and the infrastructure needed to set up the system. Key stakeholders in this project are the executive team, sales team, IT team, customers, and the customer relations team. All of these stakeholders should be involved in designing the deliverable and critiquing its efficacy.
Project exit Criteria
Upon completing the infrastructure and training of the sales and customer relations teams, the project will be terminated (Atson, 2019). The effective use of the systems and statistics on impr5oved customer satisfaction levels will be used as auditing materials two months after determining any corrections to be made on the project.
References
Atson B. (2019) Write a project charter: How-to Guide, Examples & Template. The Digital Project Manager. Retrieved from
https://thedigitalprojectmanager.com/project- charter/amp/
A guide to the project management body of knowledge: PMBOK guide (2017) Sixth edition. Project Management Institute, Inc. ISBN: 978-1-62825-184-5. Pp 75-81