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(solution) Project Planning OVERVIEW The purpose of this assignment is to


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Project Planning

 

OVERVIEW

 

The purpose of this assignment is to introduce you and have you practice the tools and techniques for

 

project planning. This assignment covers the functions that project managers use the most, including

 

project scope, time management, cost management, baseline plan, project tracking, control.

 

CASE BACKGROUND

 

As the head of information systems at Nova Southeastern University, you have been assigned the task of

 

developing a new student registration system. The university wants to use a web-based 3-tier system to

 

replace its legacy system that was developed based on mainframe technology. The new system will allow

 

students to register for courses and view report cards online. Professors will be able to access the system

 

to sign up courses that they wish to teach as well as to record student grades. In September 2016, project

 

organizations were formed to develop the new system. In this assignment, we?ll focus on a small project

 

team that was assigned to design and implement the new system.

 

The starting date of the project was set on 9/26/16. The project was roughly divided into five task

 

categories: Initiating Tasks: This category consists of necessary tasks to start the project including: initial

 

meeting with project sponsor, research similar projects, draft project requirements, develop a

 

project charter. Planning tasks: This category includes all planning tasks: develop WBS (work breakdown

 

structure), determine task relationships, estimate task duration, assign resources, enter cost

 

information, review Gantt and PERT charts, and review plan with stakeholders. Executing tasks: This category includes tasks in a typical software development cycle: analysis,

 

design and implementation. Controlling tasks: This category includes the following tasks: status reports, enter actual project

 

performance, review reports, and ?adjust plan, if needed?. The task ?Status reports? is specified as

 

a recurring task (i.e., a status report meeting would be held every Wednesday with duration of 1

 

hour). Closing tasks: The following tasks are involved in this category: prepare final project report,

 

present the report to stakeholders, and prepare lessons learned.

 

Table 1 provides a description of the 30 tasks that were initially specified in the project?s scope definition

 

stage.

 

Table 1 ? Work Breakdown Structure (WBS)

 

# Tasks

 

#

 

Tasks (Cont?d)

 

Start Project

 

16

 

Review plan with stakeholders

 

Initiating tasks

 

17

 

Executing tasks

 

Initial meeting with project sponsor

 

18

 

Analysis tasks

 

Research similar projects

 

19

 

Design tasks

 

Draft project requirements

 

20

 

Implementation tasks

 

Review with sponsor and other

 

21

 

Controlling tasks

 

stakeholders

 

7

 

Develop project charter

 

22

 

Status reports

 

8

 

Charter signed

 

23

 

Enter actuals

 

9

 

Planning tasks

 

24

 

Review reports

 

10

 

Develop WBS

 

25

 

Adjust plan, if needed

 

11

 

Estimate task duration

 

26

 

Closing tasks

 

12

 

Assign resources

 

27

 

Prepare final project report

 

13

 

Determine task relationships

 

28

 

Present final project to stakeholders

 

14

 

Enter cost information

 

29

 

Prepare lessons learned

 

15

 

Review Gantt and PERT chart information

 

30

 

End Project

 

Note: Task 22 (Status Reports) will later be changed to a recurring task.

 

1

 

2

 

3

 

4

 

5

 

6 Based on the scope definition and the WBS, Table 2 shows task duration estimates, and precedence

 

relationships among the tasks (logic table). The unit of duration is number of days.

 

Page 1 of 5 Table 2 ? Logic Table with Task Duration Estimates

 

#

 

Task

 

Duration

 

1

 

Start Project

 

0d

 

2

 

Initiating tasks

 

3

 

Initial meeting with project sponsor

 

1d

 

4

 

Research similar projects

 

5d

 

5

 

Draft project requirements

 

3d

 

6

 

Review with sponsor and other stakeholders

 

1d

 

7

 

Develop project charter

 

1d

 

8

 

Charter signed

 

0d

 

9

 

Planning tasks

 

10 Develop WBS

 

5d

 

11 Estimate task duration

 

5d

 

12 Assign resources

 

4d

 

13 Determine task relationships

 

2d

 

14 Enter cost information

 

3d

 

15 Review Gantt and PERT chart information

 

1d

 

16 Review plan with stakeholders

 

1d

 

17 Executing tasks

 

18 Analysis tasks

 

20d

 

19 Design tasks

 

30d

 

20 Implementation tasks

 

20d

 

21 Controlling tasks

 

22 Status reports

 

41 Enter actuals

 

60d

 

42 Review reports

 

60d

 

43 Adjust plan, if needed

 

1d

 

44 Closing tasks

 

45 Prepare final project report

 

3d

 

46 Present final project to stakeholders

 

1d

 

47 Prepare lessons learned

 

2d

 

48 End Project

 

0d

 

Note: Task 22 (Status Reports) is entered in MS Project as a recurring task. Predecessors

 

1

 

1

 

3

 

4

 

5

 

6

 

7

 

8

 

8

 

10

 

10

 

10

 

10

 

13

 

11,12,13,15

 

16

 

16

 

18

 

19

 

8

 

8

 

8

 

8

 

8

 

20

 

20

 

45

 

46

 

47 There are four members in the team: Patricia Manning, the project manager; Steve Anderson, the systems

 

analyst; David Aaker, the database analyst; and Isabel Newman, an intern. The pay rates (variable costs)

 

of the team members are shown in Table 3. For the purpose of simplifying the assignment, assume that

 

there were no fixed costs and the costs shown in Table 3 are the only costs incurred in the project.

 

Table 3 ? Pay Rate of Project Team Members

 

Role

 

Project Manager

 

Systems Analyst

 

Database Analyst

 

Intern Resource Name

 

Patricia Manning

 

Steve Anderson

 

David Aaker

 

Isabel Newman Initials Group Stand. Rate PM

 

SA

 

DA

 

IN 1

 

1

 

1

 

1 $50.00/hr

 

$40.00/hr

 

$40.00/hr

 

$20.00/hr Overtime

 

Rate

 

$60.00/hr

 

$50.00/hr

 

$50.00/hr

 

$25.00/hr Assignments and time allocations of team members are provided in Table 4. We assume that the full-time

 

members of the project team works 8 hours (work 8:00 am ? 12:00 pm, lunch 12:00 pm ? 1:00 pm, work

 

1:00 pm ? 5:00 pm), 5 days a week (Monday ? Friday), whereas the intern (Isabel Newman) only works half

 

time (8:00 am ? 12:00 pm; 5 days a week (Monday ? Friday)). Ignore all holidays for the moment. The unit

 

of resource allocation in Table 4 is percentage of a resource?s available time.

 

Table 4 ? Team Member Assignment

 

#

 

1 Task Patricia

 

(PM) Start Project Page 2 of 5 Resources

 

Steve (SA)

 

David (DA) Isabel (IN)1 2

 

3

 

4

 

5

 

6

 

7

 

8

 

9

 

10

 

11

 

12

 

13

 

14

 

15

 

16

 

17

 

18

 

19

 

20

 

21

 

22

 

41

 

42

 

43

 

44

 

45

 

46

 

47

 

48 Initiating tasks

 

Initial meeting with project sponsor

 

Research similar projects

 

Draft project requirements

 

Review with sponsor and other

 

stakeholders

 

Develop project charter

 

Charter signed

 

Planning tasks

 

Develop WBS

 

Estimate task duration

 

Assign resources

 

Determine task relationships

 

Enter cost information

 

Review Gantt and PERT chart

 

information

 

Review plan with stakeholders

 

Executing tasks

 

Analysis tasks

 

Design tasks

 

Implementation tasks

 

Controlling tasks

 

Status reports

 

Enter actuals

 

Review reports

 

Adjust plan, if needed

 

Closing tasks

 

Prepare final project report

 

Present final project to stakeholders

 

Prepare lessons learned

 

End Project 50 %

 

50 %

 

50 % 50

 

100

 

100

 

50 %

 

%

 

%

 

% 50 % 25 %

 

25 % 25 %

 

25 % 50 % 100 % 25

 

25

 

10

 

10 %

 

%

 

%

 

% 25 % 50 %

 

25 %

 

25 % 25 % 25 % 25 % 75 %

 

75 % 75 % 75 % 12.5 %2

 

5%

 

5%

 

25 %

 

100 %

 

100 %

 

100 % 100 %

 

100 %

 

100 % 100 %

 

100 %

 

100 % 100 %

 

100 %

 

100 % 1 Since Isabel Newman (the intern) only works half-time (i.e., 20 hours a week), a work assignment of 100 % refers to working 20 hours (i.e., 100 % of her half-time appointment), instead of 40 hours (full time), a work assignment of 50 %

 

refers to working 10 hours, etc.

 

2 This will be rounded to 13% in MS Project. Page 3 of 5 Task 1. Project Scope Management

 

Enter the tasks in MS Project as specified in Table 1. Set the project start date as 9/26/16. Specify the

 

following tasks in the task list as summary tasks: task 2 (initiating tasks), task 9 (planning tasks), task 17

 

(executing tasks), task 21 (controlling tasks), and task 26 (closing tasks). Specify/identify the following

 

tasks in the task list as milestones (duration equals zero): task 1 (start project), task 8 (charter signed),

 

task 30 (end project). Specify task 22 (status report) as a recurring task - every Wednesday with duration

 

of 1 hour.

 

Deliverable Electronic file: 660_yourgroupname_scope.mpp Your team is ready to demonstrate how you develop this file.

 

Task 2. Project Time Management

 

Enter duration estimate for each task as specified in Table 2. Then link the tasks according to the

 

precedence relationships among the tasks. As you may have experienced in your own work, it is rare in

 

real-world project management to wait until all of the analysis work is complete to start any design work or

 

to wait for all of the design work to be complete before starting any implementation work. The team has

 

decided to add a 10% lead time (or ?10% lag time) to the design and implementation tasks.

 

Deliverables On a separate page using a PPT file, answer the following questions:

 

Q1.2.1. What are the critical path activities?

 

Q1.2.2. When will each of the summary tasks finish (initiating, planning, executing, controlling,

 

closing)?

 

Q1.2.3. When will each of the milestones be completed? Electronic file: 660_yourgroupname_time.mpp PPT file: your team is ready to demonstrate how you perform this task using the ppt file.

 

Task 3. Project Resource/Cost Management

 

Enter resources according to Table 3. Assign resources to the tasks according to Table 4. Set a baseline of

 

this.

 

Deliverables Answer the following questions in the PPT file:

 

Q1.3.1. What are the costs to complete each of the summary tasks (initiating, planning,

 

executing, controlling, closing)?

 

Q1.3.2. Up to 11/28/16, what are the cumulative cash flows for each of the summary tasks

 

(initiating, planning, executing, controlling, closing)? Electronic file: 660_yourgroupname_baseline.mpp PPT file: your team is ready to demonstrate how you perform this task using the ppt file.

 

Task 4. Enter Actuals and Conduct Earned Value Analysis (EVA)

 

We setup a baseline plan. Now some time has pass since the project started, it?s time to check on the

 

progress, make any adjustment to our plan, and take necessary measures to keep our project on track.

 

The methods we use to analyze project progress and to detect problems are called EVA ? earned value

 

analysis. As a follow-up of Part 1, Part 2 of the Assignment starts with the baseline file we created.

 

To reduce the scope of the assignment, we only enter the actuals for the activities under the first summary

 

task (initiating). Assume that tasks 1, 3, 4, 6, 7, 8 were all completed on schedule. But task 5 was finished

 

three days later than scheduled. Do an earned value analysis for the activities under initiating.

 

Deliverables Answer the following questions3:

 

3 Note: BCWS (budgeted cost of work scheduled), BCWP (budgeted cost of work performed), ACWP (actual cost of work performed), SV (schedule variance), CV (cost variance), EAC (estimate at completion), BAC (budget at

 

completion; baseline cost), CPI (cost performance index), SPI (schedule performance index). Use the MS Project Help

 

facility to better understand what these metrics mean, how they are computed and how to interpret them. Page 4 of 5 Q2.1.1. What are the BCWS, BCWP, ACWP, SV, CV, EAC, BAC, CPI and SPI for task 5? Briefly

 

explain what do those numbers mean?

 

Q2.1.2. What are the BCWS, BCWP, ACWP, SV, CV, EAC, BAC, CPI and SPI for the summary task

 

(initiating)? Briefly explain what do those numbers mean?

 

Electronic file: 660_yourgroupname_control.mpp

 

PPT file: your team is ready to demonstrate how you perform this task using the ppt file. SUBMISSION INSTRUCTIONS

 

Congratulations, you are almost done with the assignment. The final step is to submit it. You must

 

submit only the electronic versions of your team assignment to SharkLearn.

 

Submission instructions: (1) MS Project file(s), and (2) a PPT file with answers to the questions. All files need to be zipped

 

into a single archive. Name your zip file MMIS660_groupname_GA1.zip. Submit your zip file

 

through the SharkLearn system, Assignment link under the folder of Week 6, before class

 

time on September 26, 2016. Page 5 of 5

 


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