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(solution) Assessment item 2Individual case study Introduction and


"Project Management" Please I solution for this assessment . I've attached the assessment specification 


Assessment item 2?Individual case study

 

Introduction and Student Guide This assessment item is to be completed individually.

 

The case study simulates a project management scenario where the student takes on the role of

 

project manager. The case information is not complete so where necessary students will have to

 

make assumptions and argue the pros and cons for any recommendations they make.

 

If necessary, students are expected to find relevant information in the academic literature to justify

 

their answers.

 

To assist students in their assessment solution development the following information is provided:

 

?

 

?

 

?

 

? Product/project development case description

 

Specific assessment questions that must be answered

 

Information regarding the submission of the assessment

 

Marking guide Important notes regarding assignment submissions:

 

1. You must aim to submit your assignment at least 1 hour before the due date. This will avoid

 

unnecessary late penalties if you have any technical issues while submitting your

 

assignment.

 

2. If you do have a problem uploading your assignment online and cannot get help from TASAC,

 

make sure that you email your assignment files to your tutor before the due date. This will

 

allow your tutor to view the work that was completed before the deadline. Note that you

 

will also be required to submit the assignment online through Moodle.

 

3. Any drafts in Moodle may be automatically submitted by Moodle at the due date. However,

 

you should not rely on this for your submission as this behaviour can change. Note that this

 

also means that you should not leave something uploaded as a draft if you do not want to it

 

to be submitted automatically at the due date. If you upload after the due date (this

 

includes students with extensions) you must ensure that you press submit for marking or

 

you may incur a late penalty.

 

Preparation for the assignment

 

1. You must complete the MP practicals 1-2 before you start this assignment.

 

2. You must also complete practical 3 before you attempt to add resources to your assignment.

 

Note that you are required to take your current versions of your Microsoft Project practicals and

 

assignment 2 to your tutorial/practical classes from week 3 onwards. You are scheduled to

 

commence the practicals in week 3 and you are expected to start work on this assignment in week 6

 

(or earlier).

 

1|Page Case Description

 

This case study involves a major project of a multi-national company that offers professional services

 

to manage investments through superannuation, mutual funds and a share portfolio. For the

 

purposes of this case study, it will be known as ?Retirement Planning?. Note that the organisation is

 

able to provide financial services irrespective of the age of the client.

 

In addition to having major offices in the capital cities, Retirement Planning also operates franchises

 

throughout Australia. The table below shows the number of franchises that are operating within

 

Australia.

 

State or Territory

 

NSW

 

Vic

 

Queensland

 

South Australia

 

Western Australia

 

Northern Territory

 

Australian Capital Territory

 

Tasmania Number of franchises

 

20

 

15

 

10

 

5

 

5

 

2

 

5

 

3 Retirement Planning regularly meets with the franchisees. At the last meeting the franchisees

 

expressed concern that they felt the current information technology systems used to support the

 

offering of advice and reporting to clients was increasingly not able to meet their requirements.

 

Fortunately, Retirement Planning management had heard this rumour before the meeting and

 

consulted with the Information Technology Manager (Mairi). Mairi said she recognised that not only

 

was the system probably not able to meet the franchisees? requirements, but that it was getting

 

more difficult for her staff to maintain as the system had undergone many changes over the years.

 

Further, the staff who had originally developed the system no longer worked for Retirement

 

Planning.

 

As a result of the meeting it was decided to commence a project that would develop a system to

 

meet the requirements of the franchisees and Retirement Planning. For the purposes of this

 

assignment, you can assume that all the appropriate approvals were negotiated between

 

Retirement Planning and the franchisees and that Dennis was appointed as the project manager.

 

Dennis knew that for any new system to be introduced and be successful there had to be

 

involvement by the users. However, when giving consideration to this Dennis knew that there would

 

be two key sets of users. There would be those at Retirement Planning and then the franchisees.

 

Dennis felt that the best way to identify users from Retirement Planning would be to get the Human

 

Resources Department to provide an organisation chart so that he could review it. After reviewing it,

 

Dennis consulted with management to determine the appropriate staff to be involved in the project.

 

Dennis asked management to inform all staff at Retirement Planning that there was to be a new

 

investor system to be developed in conjunction with the franchisees. He explained that he would

 

need some staff to act as representatives from the various stakeholder groups and that some staff

 

would need to be seconded to work on the project. Following this discussion, it was agreed that

 

initially one person from marketing, one from the share fund management research team, a

 

2|Page representative from client advisory and a liaison person who was normally in close contact with the

 

franchisees would be assigned as advisors to the project. Information Technology staff would be

 

seconded to work on the project as necessary. Other staff could be added to the project as required.

 

In addition to the above, Dennis also discussed the involvement of franchisees with management. It

 

was decided that as well as the company liaison person, it would be best to ask the franchisees to

 

appoint a couple of representatives.

 

At the first meeting of the project team (initial project briefing meeting), held 3/10/16, Dennis

 

outlined his brief from management. He was aware of the reports that the existing system was not

 

meeting current requirements and that modifying the system was difficult. He explained that this is

 

quite common in information systems and therefore should not reflect badly on the Information

 

Technology staff. He stressed that the main objective of the first meeting was to start to ?get a feel

 

for requirements?, although it was clear that a more detailed analysis would be required later. For

 

the purposes of this assignment make your project start date the date for this meeting (3/10/16)

 

and allow 1 day for this meeting.

 

The meeting agreed that all current inputs and outputs would be incorporated in one way or

 

another in the new system. Dennis was happy as this left open how things were to be done. This

 

provided the opportunity for new efficiencies even for current functions. At the same time, Dennis

 

asked those in attendance to start thinking about new functions that could prove of benefit to the

 

running of the operations within Retirement Planning and also at the respective franchise offices.

 

The meeting also agreed that it would be best to look at what was required at Retirement Planning

 

in more detail first and then at a later stage to investigate the requirements of the franchisees

 

further. At the same time, the Retirement Planning staff were to make suggestions on what they

 

thought might help the franchisees and the franchisee representatives were to comment on what

 

they believed the franchisees would require.

 

After the meeting Dennis quietly thought to himself that the project was off to a good start. The

 

team had outlined the general requirements in a manner that prevented the old system simply being

 

reinvented.

 

Dennis recognised that it was now time for the Information Technology staff to get to work to refine

 

the requirements. He was pleased that Gary had been released to the project. Gary had a reputation

 

for being a good analyst who could work with users to sort out requirements and then express them

 

in technical terms to his Information technology colleagues.

 

Dennis met with Gary the next day. Gary had been present at the initial project briefing meeting, so

 

Dennis and Gary talked about the general outcome of the meeting to ensure that Gary was clear on

 

the overall requirements.

 

Two days after the initial project briefing meeting Gary met with the staff from marketing, the

 

person from the share fund management research team, the person from client advisory, the liaison

 

person, William (a database expert from ITD), 3 programmers seconded to the project and the two

 

representatives of the franchisees who had attended Dennis?s first project briefing meeting. Call this

 

the ?initial requirements analysis meeting?. Gary stressed it was their responsibility to document

 

detailed requirements. However, he wanted them to concentrate on the fundamentals in the first

 

phase. During the analysis phase there was a lot of rigorous discussion within the group. Also, on

 

3|Page some occasions staff felt it necessary to seek clarification from others who had not been assigned to

 

the project and also to double check they had not overlooked any fundamental requirements.

 

The following requirements were initially identified. For the purposes of this assignment, assume

 

that the initial requirements analysis meeting to produce this table of requirements was held over 3

 

days.

 

Program Estimate for

 

detailed analysis

 

(for one

 

analyst/designer

 

2wks Estimate for

 

Comment

 

design

 

(for one

 

analyst/designer)

 

2wks

 

Obtained from an

 

industry supplier daily Quarterly investor reports

 

Retirement plans 1wk

 

3wks 2wks

 

3 wks Investment plans 2 wks 3 wks Client profile 1 wk 1 wk Financial adviser reports 2 wks 2 wks Daily Update of mutual fund

 

prices,

 

superannuation fund prices,

 

share prices For every client

 

For each client as

 

required; takes into

 

account anticipated

 

dividends, taxation and

 

financial requirements

 

of the investor

 

For each client as

 

required; takes into

 

account anticipated

 

dividends, taxation and

 

financial requirements

 

of the investor

 

Necessary for every

 

client before any other

 

processing can be done;

 

includes details

 

such as name and

 

contact details

 

To be produced

 

quarterly in conjunction

 

with Quarterly Investor

 

report but providing

 

more detailed

 

information than the

 

Client Investor Report For the purposes of this assignment, assume that detailed analysis of requirements is a

 

predecessor of the design task for each program. Similarly, assume that design is a predecessor of

 

development. You should also assume that the ?initial requirements analysis meeting? is the

 

predecessor for all the ?detailed analysis of requirements? tasks.

 

4|Page Gary was happy that a list of broad requirements for the first phase had been established. He was

 

able to report the details in the table above to Dennis after his meeting. He felt fortunate that

 

Dennis had been able to arrange for two other analyst /designers (Patricia and Grace) to join the

 

project team. He also received approval to commence the detailed analysis for the above.

 

At the beginning of the project it was also clear to Dennis that a database expert would be required

 

for the project. He therefore arranged for William to join the team. William also attended Gary?s

 

initial meeting. After hearing the overview of the requirements, William told Dennis ?You can expect

 

the Database design to take about five weeks, followed by about 6 weeks to make the changes.

 

However, I would not like to start the design until the detailed analysis of all the new programs is

 

completed.? Dennis agreed that this was reasonable and therefore asked Gary to keep William

 

briefed on requirements.

 

Dennis had also arranged for the secondment of programming staff. Three programming staff were

 

seconded to the project after the Dennis?s initial meeting. They were Elizabeth, Belinda and David.

 

They were all capable programmers with considerable experience. (They also attended Gary?s

 

meeting.) They told Dennis that based on their experience they felt the following estimates would be

 

a good guide. They also indicated that Dennis should allow 1 week at the end of all the software

 

development and database changes to do the final integration and testing of the new software

 

with the database. This task would require two of the programmers and William. Note that this task

 

(as well as the delivery of the SOEs which will be discussed shortly) is a predecessor for the

 

integration and testing of the software with the SOEs.

 

Program

 

Daily Update of mutual fund prices,

 

superannuation fund prices, share prices

 

Quarterly investor reports

 

Retirement plans

 

Investment plans

 

Client profile

 

Financial adviser reports Estimated Programming time (for one

 

programmer)

 

3 weeks

 

2 weeks

 

5 weeks

 

6 weeks

 

2 weeks

 

2 week From the initial conversation that Dennis had with the two franchisee representatives at the initial

 

project briefing meeting, Dennis became aware that each franchise seemed to have different brands

 

of computer equipment and also different versions of the Operating system. Dennis mentioned to

 

them that for the new system to work properly, it would be necessary for each franchisee to be at

 

an agreed minimum level. He told them he would get Jason to talk to them. Jason was a network

 

support analyst who was also seconded to the project. Jason met with the franchisee

 

representatives the day after Gary?s initial project team meeting. Jason explained that to achieve

 

efficiencies for Retirement Planning and the franchises, it was highly desirable that the franchises all

 

used a SOE. ?What on earth is that?? the representatives quizzed. ?It stands for Standard Operating

 

Environment. In simple terms? Jason told them ?it means you would all have the same hardware and

 

software.? He explained to them that this would allow network staff at Retirement Planning to

 

provide support by allowing them to access the systems remotely and fix any problems for them.

 

They were very pleased, as they had not expected this level of support. ?But how do we do it?? they

 

queried. ?Well it seems to me? Jason replied ?that it would be best for me to prepare a specification

 

of hardware and software requirements. I also recommend that we source the equipment from the

 

5|Page same supplier. That way, with so much equipment to be purchased we will get a discount for the

 

purchase. Also, I can arrange for it to be delivered with the software installed on each computer. The

 

representatives thought that this was a sensible way to progress, but decided that since it would

 

involve each franchise acquiring new equipment, they would need to consult with the other

 

franchisees. They agreed to get back to Jason with a final decision in 2 weeks. This decision is a

 

predecessor for the task to carry out the analysis and development of the requirements

 

documentation for the SOE shown in the table below. For the purposes of this assignment, assume

 

that the 2 week task to ?consult with franchisees regarding the SOE? follows the ?initial project

 

briefing meeting? (i.e. the initial project briefing meeting is its predecessor).

 

Jason also informed Dennis that with regard to the Standard Operating Environment the following

 

activities would be required:

 

Activity Estimated duration (for one network support

 

analyst)

 

Analysis and documenting SOE requirements

 

8 weeks

 

Preparation of SOE tender specification

 

8 weeks

 

Period SOE Tender left open

 

4 weeks ( no resource to be assigned)

 

Acceptance of SOE Tender

 

2 weeks

 

Assume that analysis and documentation of the SOE requirements is a predecessor of tender

 

specification preparation, the tender must be prepared before it can be ?open? and that the

 

processes that lead to a decision and acceptance of a tender will take 2 weeks after the 4 week

 

period that the tender is open.

 

Assuming that 5 ITD support staff are available for transferring franchisees to the new system the

 

planned sequence is:

 

State or Territory Sequence NSW

 

First

 

Vic

 

Second

 

Queensland

 

Third

 

South Australia

 

Fourth

 

Western Australia

 

Fifth

 

Northern Territory

 

seventh

 

Australian Capital Territory

 

sixth

 

Tasmania

 

seventh

 

Note that some of the staff are to be sent to the NT and some to Tasmania to complete the final

 

transfers in the same time period.

 

For the purposes of this assignment, you can assume that the franchisees all agree to the change to

 

the SOE and to the planned sequence for transferring to the new system.

 

A condition of the specification was that the Servers and Personal Computers were to be delivered

 

to the franchisees complete with the software installed. The equipment was therefore to be

 

delivered to the ITD department at head office 4 weeks after the acceptance of the tender where

 

staff from the ITD department would then install and test the new software on the new

 

equipment ready for shipment to the franchisees. 6|Page When all the systems for a particular state or territory are ready for shipment, they are to be sent

 

to the franchisees in that state. Allow one week for delivery after the systems are sent to the

 

franchisees. Once the franchisees in a particular state or territory have received their systems, a

 

member of staff from ITD support will travel to each site to help with the installation and transfer

 

to the new system. The ITD staff member will also provide onsite training for the staff. It was

 

estimated that it would take 1 ITD support staff member 1 week (5 days) for this process. Five ITD

 

staff were to be allocated for this, so that transfer and training activities would be able to take place

 

at five different sites at one time. Earlier, we stated that for the purposes of this assignment that you

 

should only allocate one of each of the types of resource required for a task, unless otherwise

 

stated. This is one of the places where you should allocate more than one resource to an activity.

 

For example, ?delivery and training for the NSW systems? should be one task with 5 ITD support

 

staff allocated. This will allow the 5 ITD support staff to carry out ?transfer and training? at 5

 

different sites in NSW simultaneously, i.e. it will take 4 weeks for the 5 staff to complete the

 

?transfer and training? at the 20 sites in NSW.

 

From the organisation chart supplied by the Human Resource Department, Dennis knew that within

 

the Information Technology department, there are security and privacy staff. From his experience,

 

Dennis knew that it was very difficult to retrofit security and privacy. Dennis therefore decided to

 

talk to Peter about possible requirements for the new system. Peter was pleased that at last

 

someone understood the importance of security and privacy being considered at the start of a

 

system.

 

Peter explained to Dennis that the franchisees and investors would not necessarily be aware of some

 

of the measures being employed. He said, ?There will need to be an identification number and

 

password which we will need to authenticate. Every user will be assigned one of these and will use

 

them to log on.? Peter also went on to explain to Dennis that he would take care of some other

 

security and privacy measures that franchisees, investors and users would not necessarily consider.

 

He told Dennis about the functions within an Operating System, Database Manager, Network

 

Management software, Virus Checkers and Firewall technology that would also need to be

 

incorporated. Dennis told Peter he was pleased to see he was giving thought to such matters.

 

Peter was tasked to develop the security requirements document and to be involved in the final

 

configuration, installation and testing of the final system to ensure that all the security requirements

 

were correctly implemented. It was estimated that it would take Peter 3 weeks to develop the

 

security requirements document, followed by a further 3 weeks to complete the security

 

development tasks. For the purposes of this assignment, assume that Peter began his task to

 

develop the security requirements document after the ?initial project briefing meeting?. The

 

completion of the security development tasks is also a predecessor to the ?integration and testing

 

with the SOE? tasks. Peter is also to supervise the configuration and testing of the systems ready for

 

shipment. The installation of the new software and configuration and testing of the software and

 

security measures on each new system would require the involvement of both Peter and 1

 

programmer. It was estimated that this would take 1 day per system with both Peter and the

 

programmer working together on the tasks. 7|Page Summary of resources involved in the project:

 

In summary, the staff that are to be allocated to specific tasks in the schedule are:

 

Resource

 

Staff allocated

 

$/hour

 

Number Available

 

Analysts/Designers

 

Gary, Patricia, Grace

 

$95.00

 

3

 

Programmers

 

Elizabeth, Belinda, David

 

$80.00

 

3

 

Database Specialist

 

William

 

$90.00

 

1

 

Network support analyst

 

Jason

 

$95.00

 

1

 

ITD support staff

 

$70.00

 

5

 

Security expert

 

Peter

 

$100

 

1

 

Do not include specific names such as Gary in your resource sheet. Use the role name when you enter

 

the resources in the resource sheet. For example, you would enter analyst/designer, 300%, $95.00 per

 

hour.

 

Assume that the costs for the involvement of the various representatives (franchisee representatives,

 

franchisee liaison person, client advisory staff member, marketing staff etc.) are not direct costs

 

associated with your budget for the project. You do not need to add them (or Dennis) as resources to

 

your resource sheet.

 

Note: For the purposes of this assignment, unless otherwise specified, you should only allocate one

 

of the required resources to each task.

 

Assumptions

 

As you develop your schedule and answer the questions below, there may be assumptions that you

 

need to make about the case study. If that is the case, make sure that you list all your assumptions at

 

the beginning of the document. Assumptions should not contradict information given in the

 

specification and must be reflected in your solution. Each assumption must be justified and stated

 

clearly. Marks will be deducted for any unreasonable assumption or for stating an assumption and

 

then ignoring it in your assignment. 8|Page Part A: Developing the schedule

 

For part A of the assessment you must complete the following tasks and questions. Read all the

 

questions before you commence the tasks. The schedule is to be developed in a Microsoft Project

 

2013 file named as specified below. The questions are to be answered in a Word document. As

 

stated above, any assumptions must also be listed at the beginning of the Word document.

 

Questions

 

1. Use Microsoft Project to develop the project schedule. Note that have been asked to include

 

the following in your schedule:

 

a) The project title as the overall project summary (as task 0 and WBS number 0). All

 

other tasks should be ?indented? according to the WBS structure shown below:

 

Initial Meetings and consultations

 

Initial Project Briefing Meeting

 

Consultation with franchisees

 

Initial requirements analysis meeting

 

New Programs / Changes

 

Update of prices ? Analysis

 

?. etc.

 

Database Changes

 

Design DB changes

 

Modify DB

 

Integration and testing with s/w Security

 

Security requirements document

 

? etc.

 

SOE

 

Analysis and documentation of requirements

 

? etc.

 

Integration and testing with SOE

 

NSW

 

? etc.

 

Delivery and Training

 

NSW

 

? etc. 9|Page b) A WBS column before the ?Task Name? column and a WBS Predecessors column

 

after the ?Task Name? column as shown below:

 

(task

 

number

 

? no

 

column

 

title) Task

 

Mode WBS Task

 

Duration Start Finish Predecessors Resource

 

Name

 

Names c) Resource allocation details. To simplify resource allocation for this assignment, there

 

is no need to assign resources to the initial meeting and consultation tasks. However,

 

the tasks must be included in the schedule. All other tasks should have the correct

 

resources assigned as specified in the case description.

 

d) Holidays. Assume that for this project you must include the following holidays:

 

Annual holiday: Monday 26th December 2016 ? Friday 6th January 2017

 

e) The critical path(s) automatically displayed in red on the bars of the Gantt chart view

 

of your schedule.

 

At this point there may be resource over allocation issues. Do not attempt to resolve these

 

before answering question 2. Save this version of your schedule in RP_PartAQ1.mpp. You

 

will be required to submit this file as part of your assignment submission.

 

2. At this point ignore any resource over allocations. Save a copy of your RP_PartAQ1 file in

 

RP_PartAQ2.mpp. For the purposes of this question only you can assume that there would

 

be no resource constraints. You therefore ignore any resource over-allocation. Do not attempt

 

to resolve any resource over allocation (if any exists) at this point. Using your

 

RP_PartAQ2.mpp schedule:

 

a. Use the ?view tab? filter to display only the critical tasks. Provide a screenshot showing

 

the task names and the Gantt chart of all the tasks on the critical path(s).

 

b. If you were asked to reduce the overall duration of the project by reducing the duration of

 

some of the tasks in the project,...

 


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