IT Project and Quality Management Coursework 2 by May Hnit Oo Khin


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IT Project and Quality Management Coursework 2 by May Hnit Oo Khin

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  2. 2. Executive Summary We carried out this netbook selection project in order to purchase the best suitable netbook formanagers and sales executives of an international company. When we compare the netbooks, weconsidered some facts such as usability, functionality of netbooks, for now and for the future, and TCO. To accomplish our project within a month, we considered to manage our project with a standardmethodology. We used a tailor-made methodology by combining PRINCE 2 and PMBOK standard tosystematically manage our netbook procurement project. In addition, we used a good quality managementapproach which includes three main processes: planning, assurance and control for quality. Then, we created work break down structure and defined resources. Next, schedule managementtools such as Gantt chart and Activity Network Diagram were utilized to identify our projects milestones,costs, responsibility of each team member, dependency between activities and duration of each activity. We also decided to use Spread Sheet Model which is the easiest and most efficient technique tocompare the products. So, we could define the important factors and criteria which will best suit with ourbusiness requirements. After comparing the scores got by each netbook model for all factors, werecommended Toshiba because it can provide abundant storage capacity, excellent customer services,efficient performance and usability. Moreover, it has high durability and its price is also reasonable.Consequently, we do believe that our managers and sales executives will surely be happy with ourrecommended Toshiba netbook. 2
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  4. 4. Report for Netbook Procurement Project (Word Count - 999) We could successfully accomplish our Netbook Procurement Project by managing with manysystematic ways. So, we want to present to the Project Steering Committee about how we made sure thesuccessful rollout of our project. In this report, we will describe about our selected project managementmethodology together with the reasons of choosing it, our approach of managing project quality and ourrecommended netbook model. Every project needs a project management methodology to achieve the goals for which theproject is being carried out. Therefore, we analyzed which methodology is best to manage our project andfound that "Projects In Controlled Environments (PRINCE 2)" can assist our project in many ways. By applying PRINCE 2, we can easily set up our project team and define their accountabilityprecisely because standard role descriptions suitable for all sorts of projects are described in it. Anotherimportant fact of choosing it is most people across our organization are familiar with PRINCE 2. As ourcompany is an international company, standardization is essential in managing our projects. SincePRINCE 2 can provide a standard approach and it is easy to use and learn even for the project teammembers with limited experiences, we have been using it to manage all types of our projects. So, weplanned to use it for this netbook procurement project too. Another reason also created the potential tochoose this methodology. This is PRINCE 2 can reduce risks by providing many excellent quality controltechniques. Since our project must be completed within one month, we needed to consider these aspectsto make sure of delivering our project with low risks and good quality. Although we decided to use PRINCE 2 for above reasons, procurement management is notcovered in PRINCE 2. As our project is netbook procurement project, we realized to use anotherframework in conjunction with PRINCE 2. Then, we observed that there is a best standard which can giveguidelines to manage procurement processes and contract administration. This is "Project ManagementBody of Knowledge (PMBOK)" which can more fully describe the ways to handle the procurement flowrather than other methodologies. By these ways, we could manage our project successfully by using atailor-made methodology formed by combining PRINCE 2 and PBMOK. 4
  5. 5. As we have presented above, we must accomplish our project with good quality so that we canassure the successful roll-out of our project and use of our selected netbooks. So, we want to clarify thequality management approach that we had utilized for our project to satisfy the implied or stated needsof our company and staff. We used the approach of integrating quality management throughout ourproject life cycle. Our project quality management contains three key processes: (1) quality planning, (2)quality assurance and (3) quality control. (Schwalbe, 2007) At the start of the project, we performed the quality planning process. Firstly, we defined thequality standard or metrics (functionalities, usability, reliability, etc.) our desired netbook should have.So, we made market research on the netbook models and listed evaluation factors and criteria to comparethe quality of each model. Project quality management plan was also created based on vendormanagement plan and budget because project cannot finish on time if vendor does not perform inaccordance with contract. Likewise, if project costs exceed the available budget, we cannot say that ourproject is good in quality. So, selected vendors actions and budget must be monitored so that we canproduce a good quality project. Next, we made assure our project quality by testing selected netbook models and using productselection method such as WSM. At the end of project execution stage, we applied a quality assurance toolsuch as a quality audit to review the particular quality management activities. Finally, we controlled thequality with post implementation evaluations. We made survey on users satisfactory level about selectednetbook model and our procurement management. Apart from this, since we reselected the one amongfour netbook models which are the most suitable with our business requirements, we also believed thatquality has already been controlled. After justifying our selected methodology and quality management approach, we want torecommend a netbook model to meet the needs of our company and staff. We defined 31 criteria undersix factors to compare four netbook models: Samsung, HP, Sony and Toshiba. These main factors aretechnical considerations, netbook ergonomic features, business considerations, long-term prospects, TCOand build quality. We gave the weighted scores to each netbook model for all criteria and then, calculatedthe average weighted scores got by each netbook. Finally, we have seen that Toshiba got the first placewith 63.59% followed by HP with 55.975, Samsung with 54.49% and Sony with 53.19%. Consequently, we want to recommend Toshiba for our netbook procurement project aftercalculating and comparing the percentage of scores got by each netbook model. The most prominentreasons why we chose Toshiba are because of its specialized security features, abundant storage capacity,efficient performance and usability such as large keyboard layout, smart design. Moreover, as it is asecond most reliable netbook brand in the netbook market, it is high durable, has good brand reputation 5
  6. 6. and achieved 4 stars consumer ratings. Apart from this, Toshiba provides excellent customer services andinternational warranty. So, we can get long-term prospects. In terms of costs, we noticed that Toshibanetbook price is reasonable and its warranty extension charges are inexpensive. The last thing what madeus recommend Toshiba is that it is best suitable with business travellers like our sales executives becauseof its good battery life, performance and extra light weight. To conclude, more value could be added to our project because of our tailor-made methodology.Moreover, we could perform quality management processes by dedicating two aspects: conformance torequirements and fitness for use with the help of our quality management approach. So, we do hope thatthe investment for our recommended Toshiba netbooks costing about $314,544 can satisfy the needs ofour staff. 6
  7. 7. References Web References Report for Netbook Procurement Project URL : BOK.pdf NCE2In2009.pdf _comparing_prince2_with_pmbok.pdf Access Date : 14th October, 2012 Information of Netbooks URL : 1gb-320gb-windows-7.html Access Date : 14th October, 2012 7
  8. 8. BibliographySchwalbe, K. (2007). Information Technology Project Management (5th ed.). (M. P.Martin, Ed.) Boston:GEX Publishing Services. 8
  9. 9. AppendicesAppendix A (The Spread Sheet Model)1. Selected Factors and Criteria for Spread Sheet Model Firstly, we will have to define some business related factors and criteria to create a spreadsheet-based 2-level WSM. So, we analyzed the needs of our staff and found that functionality and usability arehighly requested by them. Apart from this, the company also wanted us to consider for business prospectsfor future. Moreover, we usually notice about the tangible costs such as netbook purchasing costs andproject development costs and we do not aware the hidden costs. So, if we do not carefully plan for TCO,costs can be too high. As company also wanted us to evaluate TCO, we took it into consideration as afactor. Consequently, we picked up the following factors and criteria for our netbook procurementproject. Figure – 1.1 9
  10. 10. Figure – 1.2 10
  11. 11. 2. Descriptions of Weighted Score Range We gave the weighted scores to all these factors and criteria according to our predefined weightedscore standard. We defined the range of scores between 0 and 10 and the following table is thedescriptions of the range of scores. Figure – 1.3 11
  12. 12. 3. Calculation Methods of WSM and TCO(i) Calculation Methods of WSM We will demonstrate how we calculated weighted scores for comparing netbook models bygiving HP netbook model as an example. Figure - 3.11. For Factors and Criteria, we assigned their weight and calculate their maximum score. E.g. Netbook Ergonomic Features Factor (8 out of 10)  Usability and Design (8 out of 10) Max Score 8 * 10 = 80  Portability or Mobility (7 out of 10) Max Score 7 * 10 = 70  Screen Size (5 out of 10) Max Score 5 * 10 = 502. For each netbook model, we gave score for each criterion to show how much a netbook can satisfy each criterion and calculate total score of each criterion. E.g. For HP 210-4125sa  Usability and Design (5 out of 10) Total Score 5 * 8 = 40  Portability or Mobility (5 out of 10) Total Score 5 * 7 = 35  Screen Size (6 out of 10) Total Score 6 * 5 = 303. To calculate the percentage got by each netbook for each factor, total scores must be divided by maximum scores and then multiply with 100. E.g. For HP 210-4125sa Percentage got by HP for Netbook Ergonomic Features Factor = (105/200) * 100 = 52.50% 12
  13. 13. Figure - 3.2 13
  14. 14. (ii) Calculation Methods of TCO TCO is also an important factor to consider while planning a spread sheet model because it ismore vital than netbook purchase price according to head office. So, we calculated TCO in a separateexcel sheet. Firstly, we will calculate TCO for each netbook. We divided two categories of costs incalculating TCO. First category is one-off costs and second one is recurring costs. One-off costs are thecosts that we have to pay only once for the procurement of netbooks and they include netbook purchasingcosts, project development costs, licensing costs, consultant fees and training fees. Recurring costs are thecosts that we will have to pay throughout the product life cycle and warranty extension charges, monthlyoperational and overhead costs and service fees for 2 years are included under this category. But, we canget 35% return if we sell an old netbook after two years. So, we will firstly add one-off costs andrecurring costs and then subtract the money got from selling an old netbook to calculate TCO for eachnetbook. The formula is as follows: Figure – 3.3 14
  15. 15. How Spread Sheet Model can assist us for our netbook procurement project? To summarize, Spread Sheet Model is the easiest and most efficient technique to compare theproducts. We could define the important factors and criteria which will best suit with our businessrequirements with the help of spread sheet model. Based on our defined factors and criteria, we couldcompare the four netbook models by assigning scores to them for each criterion. As we can see clearly thepercentage of scores got by each netbook model, it is very convenient for us to choose the most suitableone for our staff. Moreover, we could evaluate each netbook models TCO which can have a great impacton business benefits. As a result, we could reduce the business risks because hidden costs of each netbookmodel could be considered. By analyzing all these facts, what we can conclude is that implementingspread sheet model can give us many advantages by creating more possibilities to meet the requirementsof our sales executives. 15
  16. 16. 4. Test Plan After implementing the spread sheet model, it will be necessary to test that our spread sheetsystem to ensure that it is robust and flexible. Therefore, we arranged a test plan to carry out testing ofsome functions used in our spread sheet model. When we drew a project plan for our netbook selectionproject, we put a task in our project to select suppliers for our netbooks. The name of this task is "SourceSelection by Using WSM and TCO" which will be carried out on 16th October to 19th October. So, wewill perform our testing during these days after creating spread sheet model to select the potential netbookmodel. Date Tasks 17th October Cell Validation 17th October Cell Formatting 17th October Cell Calculation 18th October Automatic Graphs 18th October Cell Protection with Sheet Password 18th October Comments 16
  17. 17. 5. Test Log5.1 Cell ValidationTest Log ID Tested Cell No Test Data Expected Result Outcome (see figure)5.1.1 F14 -1 Error Message Figure – 5.1.1a Figure – 5.1.1b5.1.2 F14 11 Error Message Figure – 5.1.2a Figure – 5.1.2b5.1.3 F14 abcde Error Message Figure – 5.1.3a Figure – 5.1.3b5.1.4 F14 8 Input Acceptance Figure – 5.1.4a Figure – 5.1.4bTest Log 5.1.1Before Figure – 5.1.1aAfter Figure – 5.1.1b 17
  18. 18. Test Log 5.1.2Before Figure – 5.1.2aAfter Figure – 5.1.2bTest Log 5.1.3Before Figure – 5.1.3aAfter Figure – 5.1.3b 18
  19. 19. Test Log 5.1.4Before Figure – 5.1.4aAfter Figure – 5.1.4b 19
  20. 20. 5.2 Cell FormattingTest Log ID Tested Cell No Test Data Excepted Result Outcome (see figure)5.2.1 O11 Decimal value and Decimal value must be Figure – 5.2.1a percentage is not in the percentage Figure – 5.2.1b calculated. format and it must have two decimal place.Test Log 5.2.1 Before After Figure – 5.2.1a Figure – 5.2.1b 20
  21. 21. 5.3 Cell CalculationTest Log Tested Cell Applied Formula Test Data Excepted OutcomeID No Result (see figure)5.3.1 N4 Multiplication * =F4*M4 48 Figure - 5.3.1a Figure - 5.3.1b5.3.2 N5, N6, N7, Copying Formula Plus sign will N5 = 64 Figure - 5.3.2a N8, N9, of N4 appear while N6 = 56 Figure - 5.3.2b N10 putting mouse N7 = 7 pointer bottom N8 = 36 right corner of cell N9 = 30 N4. Drag it N10 = 28 downward until it reaches cell N10 and releases it.5.3.3 N11 Addition =SUM(N4:N10) 269 Figure - 5.3.3a SUM (Number1, Figure - 5.3.3b Number2,…)5.3.4 O11 Division =N11/G11 59.78% in Figure - 5.3.4a Number1/Number2 percentage Figure - 5.3.4b format or 0.59777778 21
  22. 22. Test Log 5.3.1Before Figure - 5.3.1aAfter Figure - 5.3.1b 22
  23. 23. Test Log 5.3.2Before Figure - 5.3.2aAfter Figure - 5.3.2b 23
  24. 24. Test Log 5.3.3Before Figure - 5.3.3aAfter Figure - 5.3.3b 24
  25. 25. Test Log 5.3.4Before Figure - 5.3.4aAfter Figure - 5.3.4b 25
  26. 26. 5.4 Automatic GraphsTest Log ID Tested Cell No Test Procedure Expected Result Outcome (see figure)5.4.1 A2, A3, B2, Select all tested cell no and Automatic Graph Figure - 5.4.1a B3, C2, C3, choose Column Chart from Insert Figure - 5.4.1b D2, D3 Menu. Figure - 5.4.1cTest Log 5.4.1Before Figure - 5.4.1aAfterOriginal Graph After Modifying the Design Figure - 5.4.1b Figure - 5.4.1c 26
  27. 27. Test Log ID Tested Password Test Data Expected Result Outcome Cell No (See Figure)5.5.1 M20 - Click on the cell Message box describing Figure – 5.5.1a M20 the sheet is protected Figure – 5.5.1b will be displayed.5.5.2 M20 Q Click on the cell Modification will be Figure – 5.5.2a M20 allowed. Figure – 5.5.2bTest Log 5.5.1Before Figure – 5.5.1aAfter Figure – 5.5.1b 27
  28. 28. Test Log 5.5.2Before Figure – 5.5.2aChoosing unprotect sheet from Review Menu Entering Password Q Figure – 5.5.2c Figure – 5.5.2bAfter Figure – 5.5.2d 28
  29. 29. 5.6 CommentsTest Log ID Tested Cell No Test Data Expected Result Outcome (See figure)5.6.1 D15 Adding new comment Display comment when Figure - 5.6.1a mouse pointer hovers Figure - 5.6.1b cell no D15.Test Log 5.6.1Before Figure - 5.6.1aAfter Figure - 5.6.1b 29
  30. 30. Appendix B (Explanations of Presentation) In this section, we will demonstrate our presentation slides together with some notes we used to make our presentation more effective. In this presentation, we will justify our chosen business related factors and criteria by explaining why they are important for business purposes, the reasons of giving the scores to each netbook and our final recommended netbook to satisfy our business needs.Slide 1 1. This is the introduction slide which shows what we are going to present to the audience. In this slide, we will start our presentation by describing the contents of our presentation. 30
  31. 31. Slide 2 2. This slide will describe our chosen business related factors and criteria and the reasons of why they are important in buying the netbooks for our staff. Factors and criteria will be arranged from the highest scores to the lowest scores. Details of three factors such as Technical Considerations, Netbook Ergonomic Features and Business Considerations will be explained. Netbook Ergonomic Features – this can add value to the netbooks by letting users feel comfortable while using a netbook.Slide 3 3. This slide is also the same as above slide. In this slide, details of three factors: Long-term Prospects, TCO and Build Quality will be presented. Licensing Costs – Operating System License costs and other software license costs. TCO – Total Cost of Ownership Build Quality – The most prominent benefits that a netbook can bring or a netbook comes together with. Best Value – Best Price Best for Business Travelers – This will be decided based on functionality, performance, portability and battery life. 31
  32. 32. Slide 4 4. In this slide, our defined weighted score standard will be explained. Then, our weighted score model which compared four netbook models will be clarified. There will also be a link to our excel spread sheet. If we click on "Descriptions of Weighted Score Range, WSM and TCO", our excel spread sheet will be opened.Slide 5 5. We will continue presenting our weighted score model in this slide. If we click on "Descriptions of Weighted Score Range, WSM and TCO", our excel spread sheet will be opened. 32
  33. 33. Slide 6 6. For all four netbook models, we will describe how we calculate their total weighted scores, maximum scores and average scores to evaluate which netbook got the highest scores.Slide 7 7. This will show how we calculated Total Cost of Ownership. One-off Costs – costs that we must pay only once for the procurement of netbooks and they include netbook purchasing costs, project development costs, licensing costs, consultant fees and training fees Recurring Costs - costs that we will have to pay throughout the product life cycle and warranty extension charges, monthly operational and overhead costs and service fees for 2 years are included under this category Return Costs – money that we can get by selling the old netbooks after two years period 33
  34. 34. Slide 8 8. Finally, we will compare overall scores got by each netbook model. To see clearly, we will demonstrate with graph.Slide 9 9. This slide will show the reasons of why each netbook got the scores described in above slide. We will justify with strengths and weaknesses of each netbook. 34
  35. 35. Slide 10 10. This slide will also describe the strengths and weaknesses of Sony and Toshiba.Slide 11 11. This is final recommendation and thank you slide. We will end our presentation by recommending Toshiba netbook. We will also explain the reasons of choosing it. 35
  36. 36. Appendix C (Project Plan) In this section, we will explain about our implemented project plan for our netbook selectionproject. We will use Microsoft Project Plan 2007 which is project management software to create a workbreakdown schedule, a network diagram and a Gantt chart together with the critical path. Moreover, wewill assign the resources and responsibilities to carry out our project from start to end. Finally, we willcalculate the total project development costs which will be included in Total Cost of Ownership. This costwill be considered in our Weighted Score Model. To develop the work breakdown schedule, we will apply two approaches stated in (Schwalbe,2007). They are –(i) the analogy approach – we will analyze WBS of similar projects and then create our tailor-made WBS based on them.(ii) the Top-down approach – we will firstly think about high level tasks and then placed the sub tasks under these main tasks.(1) Work Breakdown Schedule We created work breakdown structure to define the overall scope of our netbook selection projectas it can act as a foundation for planning and managing our project schedules, resources and costs. Thereare five main stages in our project plan and we will also describe the sub-tasks and milestones under eachmain task. As monitoring processes will be integrated throughout the project life cycle, we will not showit as a separate task.(i) Initiation  Preparing charter and preliminary project scope statement  Project Charter and Preliminary project scope statement (milestone)(ii) Planning  Carrying out Make-Or-Buy Analysis and Market Research  Define evaluation factors and criteria for WSM and list qualified sellers  Assign Resources and sign team contract  Planning projects quality with vendor management plan and budget  Procurement Planning  Procurement Management Plan (milestone)  Prepare procurement document such as RFP 36
  37. 37. (iii) Execution  Requesting Seller Responses  Testing selected netbooks models  Source Selection by using WSM and TCO  Procurement Contract (milestone)  Make payment for purchased netbooks  Progressing delivery and inspecting delivered netbooks  Training  Delivered netbooks to 400 staff and Finish Training (milestone)  Performing procurement audits for performance and quality(iv) Closing  Prepare and present lessons learnt report  Project Roll Out  Closed Contract (milestone)(v) Post Implementation Evaluations  Making survey on users satisfactory level about netbooks and procurement management  Produce Finalized Project Report (milestone)Justifications of Sub-tasksPreparing charter and preliminary project scope statement Firstly, a project charter will be defined to let the key stakeholders know their general roles andresponsibilities, project title, project start and finish date, project managers name, project objectives,budget information and the approaches to use for developing the project. Then, key stakeholders will haveto comment, agree and sign the project charter. An outside consultant will be hired because we need person with specialized skills to accomplishthe netbook procurement project within a month. Secondly, preliminary project scope statement will be developed based on project charter. Inpreliminary project scope statement, required characteristics and features of netbook will be described. Atthis stage, WBS will also be developed because it can demonstrate a complete picture of our projectsscope. 37
  38. 38. Project Charter and Preliminary project scope statement (milestone) This is a milestone and project charter and preliminary project scope statement will be producedas outputs.Carrying out Make-Or-Buy Analysis and Market Research For planning purchases and acquisitions process, we need to make market research on thestrengths and weaknesses of netbook models in the market. Only if, we will know which netbook modelscan meet our business requirements. After that, we need to carry out make-or-buy analysis to evaluatewhether company can gain more benefits from purchasing the netbooks or hiring the netbooks from anoutside organization.Define evaluation factors and criteria for WSM and list qualified sellers Consultant will need to define evaluation criteria to select the best netbook which can meet therequirements of company. Examples of these factors will include technical considerations such asfunctionality, performance, reliability, connectivity, netbook ergonomic features such as usability, design,portability, screen size, business considerations such as brand reputation, discounts, long-term prospectssuch as availability in the local market, customer services, extensibility, and other criteria such as TCOand build quality of netbooks. Consultant will need to analyze the result of market research to list the qualified sellers in themarket from which we can purchase the netbooks.Assign Resources and sign team contract Inputs to this task are the project charter and preliminary project scope statement. Projectmanager will break down the tasks, assign the responsibilities to the respective project team members andshow the project communication chart. Then, project team members will need to sign the team contract.Planning projects quality with vendor management plan and budget We will plan projects quality based on vendor management plan and budget. When we applied aquality planning technique such as design of experiments, we realize that vendor management plan andbudget have the most influence on the overall outcome for the project. This is because project will notfinish at the predefined time if vendor does not perform according to the contract. So, we will need tomonitor the actions of selected vendor and think what to do if they do not perform according to theirpromises so that we can produce a good quality project. Likewise, if project costs exceed the available 38
  39. 39. budget, we cannot say that our project is good in quality. So, we must arrange project quality managementplan based on vendor management plan and budget.Procurement Planning Every project consists of some planning. We will arrange a plan to manage our netbookprocurement project. In this plan, we will document how our netbook procurement processes will becontrolled and managed, from planning purchases and acquisitions to closing the contract.Procurement Management Plan (milestone) Procurement Management Plan will be produced as a milestone. It will include such things astypes of contracts to be used, standard procurement documents, make-or-buy decisions, roles andresponsibilities of members of project team, guidelines for selecting prequalified sellers and forevaluating sellers and procurement metrics for managing contracts and sellers performance and actions.Prepare procurement document such as RFP We will need to prepare a procurement document such as RFP. We will need contract type,procurement management plan, make-or-buy decisions to produce a good RFP. RFP is required forprospective sellers to prepare the proposals which must be presented to project team.Requesting Seller Responses We will have to send our prepared RFP to potential sellers on 10 October and we will give them 2days to prepare their proposals. On 11 October, we will collect their proposals.Testing selected netbooks models We will ask potential sellers for delivering a technical presentation of their netbook models aspart of their proposals. Project team will also test all netbook models to evaluate whether they can meetuser requirements.Source Selection by using WSM and TCO When we receive proposals from potential sellers, we will need to carry out source selectionwhich is the process of selecting the best seller for our netbook procurement project. We will plan twolevel weighted score model to compare and contrast the sellers. While comparing the sellers, we willconsider functionality, usability and TCO of each netbook model. We will choose the proposal withhighest weighted scores. After that, we will make agreement with the selected seller and sign contractwith them. 39
  40. 40. Procurement Contract (milestone) Procurement Contract is a mile stone that occurred on 10 October after signing the contract withoutside seller.Make payment for purchased netbooks We will have to issue the invoices and transfer money from our bank account to theirs within twodays.Progressing delivery and inspecting delivered netbooks Delivery process will be carried out by them and we will need to make inspections on thedelivered netbooks to check whether they have been damaged or not. If the netbooks have been damaged,project procurement contract administrator will be responsible to contact with seller and replace thedamaged netbooks.Training We will need to deliver training on how to use the selected netbook to the staff.Delivered netbooks to 400 staff and Finish Training (milestone) This is a milestone and delivering netbooks and training to 400 staff must be completed at thispoint.Performing procurement audits for performance and quality A procurement auditor we have assigned will audit the performance and quality of our projectand he will have to produce an audit report. Then, he will have to present his findings to our projectsteering committee.Prepare and present lessons learnt report Project manager will need to review the audit report and other things that he have experiencedduring carrying out the netbook selection project. Then, he will have to prepare lessons learnt report andpresent it to project steering committee. In lessons learnt report, he will describe whether our project meettime, quality, the main lessons he learned. 40
  41. 41. Project Roll Out At this stage, project manager will confirm that netbook selection project has successfullyaccomplished and then will sign off the project. Project manager and the seller will also have to close theprocurement contract.Closed Contract (milestone) Closed Contract is a milestone resulted from project roll out task.Making survey on users satisfactory level about netbooks and procurement management Procurement officer will perform post implementation evaluations to make sure that our selectednetbook model meets the requirements of staff. So, procurement officer will make survey on userssatisfactory level about netbooks and procurement management. Then, project manager will prepare tocreate finalized project report based on the facts collected by procurement officer.Produce Finalized Project Report (milestone) Finalized project report is a milestone which is produced after making survey on the feedback ofstaff about selected netbooks. Figure – AppC1.1 (WBS) 41
  42. 42. Figure – AppC1.2 (Important Milestones of WBS) 42
  43. 43. (2) Define Resource Names by Using Resource Sheet We will define the resource names which are the persons included in developing our netbookselection project and assign their standard rate and overtime rate per hour by using the resource sheet ofMicrosoft Project Plan. People who will involve in developing our netbook selection project are:  Project Manager (Project Manager is the leader of our netbook selection project. He has the main responsibility from project initiation to roll-out.)  Consultant (As our netbook selection project must finish within a month, we will have to hire outside consultant who understands about the netbooks and procurement project and processes. Only if, we can successfully accomplish our project within a short period of time.)  Project Procurement Contract Administrator (The most important thing about procurement project is to monitor the sellers actions and performance. If seller do not do as they promised in the contract, project procurement contract administrator will have to contact and negotiate with seller.)  Procurement Officer (Procurement Officer will be responsible for minor administration processes like requesting sellers responses, training and making survey on users feedback about selected netbooks.)  Procurement Auditor (There are internal auditors employed at our company to monitor the quality and performance of projects and processes carried out by company. We will assign an auditor to measure our netbook selection projects quality and performance. As procurement auditor is not needed in developing the project from start to end and he/she is only needed for audit, we assigned his/her Max. Units 20%)  Project Team (Project Manager, Consultant, Project Procurement Contract Administrator and Procurement Officer will be included in project team. Standard Rate will be calculated by adding standard rate of above resources. Likewise, Overtime Rate will be calculated by adding overtime rate of above resources.) Figure – AppC2.1 (Resources) 43
  44. 44. (3) Schedule for Netbook Selection Project and Dependencies between Activities In this section, we want to justify how we arranged the project schedule for our project. Firstly,we defined the activities for our project based on the WBS we have described above. Then, we carried outactivity sequencing which is determining the dependencies or relationships between activities. We alsoplanned to run some activities in parallel if these tasks are performed by different persons so that we cancomplete within a month. After that, we assigned the resources to take the responsibilities of eachactivity. Finally, we estimated the duration for each activity including its start date and finish date. Our netbook procurement project will last about 24days. Out of all tasks, we gave most of timefor planning stage and execution stage. The reason of why we assigned 6 days to planning stage is thatwe have found that most projects of nowadays fail because of not having the systematic plans to managetheir projects. So, we gave enough time and efforts for planning stage. Execution stage has the longestduration among all activities because many important milestones such as procurement contract anddelivered netbooks to 400 staff and finish training and critical tasks which can drive to the successfulroll-out of the project are included in this stage. Overall project duration and schedule can be seen inbelow diagram. Figure – AppC3.1 (Overall project duration and schedule) 44
  45. 45. Figure – AppC3.2 (Detail project duration and schedule) 45
  46. 46. (4) Gantt Chart To complete our netbook selection project within a month, we will need to apply a scheduledevelopment tool such as Gantt chart. Since Gantt chart can show project schedule information in acalendar format, start and finish dates of activities can be easily seen (Schwalbe, 2007). Therefore, wecan manage time efficiently. With the help of Gantt chart, we can identify the critical path which includescritical tasks and which can show the completion date of our project. Critical path can be seen in redcoloured bars in our Gantt chart. Apart from this, we also added the black diamond symbols which arecalled milestones into our Gantt chart. By adding milestones, we can highlight crucial tasks andaccomplishments on projects.Figure – AppC4.1 Gantt Chart for Our Netbook Selection Project (showing each activity with itsrespective resource) 46
  47. 47. (5) Activity Network Diagram We will describe our activity network diagram segment by segment. All the activities shown atthe network diagram come from the tasks of WBS. In network diagram, activities shown in red rectangleare on the critical path and tasks described in hexagon are milestones. Following diagrams are activitynetwork diagram for our netbook selection project. Figure – AppC5.1 Figure – AppC5.2 47
  48. 48. Figure – AppC5.3Figure – AppC5.4 48
  49. 49. Figure – AppC5.5Figure – AppC5.6 49
  50. 50. (6) Calculating Costs for Netbook Selection Project We can calculate our netbook selection project development costs by using Microsoft ProjectPlan. We can see clearly the costs of each task. After adding the costs of each task, we will cost about$5,824 for developing our netbook procurement project. Figure – AppC6.1 (Netbook Selection Project Development Costs) 50