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Weighted Decision Matrix

 for Recreation and Wellness Intranet Project

 

         Weighted Decision Matrix for Recreation and Wellness Intranet Project

Created by: Heng Hai Ling

Date:

2-Feb-

04

 

 

Criteria

Weight

Project 1

Project 2

Project 3

Project 4

Supports key business objectives

30%

70

80

70

60

Has strong internal sponsor

15%

80

80

80

70

Has strong user support

15%

90

70

60

80

Has good NPV

20%

90

80

70

10

Has low risk in meeting triple constraint

20%

90

80

90

70

  Weighted Project Scores

100%

82.5

78.5

74

56.5

 

 

 

 

 

 

Project 1=Recreation and Wellness Intranet Project

 

 

 

 

 

Project 2=Health Coverage Costs Business Model

 

 

 

 

 

Project 3=Cross-Selling System

 

 

 

 

 

Project 4=Web-Enhanced Communications System

 

 

 

 

 

There are four projects in this weighted decision matrix for Recreation and Wellness Intranet Project. It includes Recreation and Wellness Intranet Project, Health Coverage Costs Business Model, Cross-Selling System and Web-Enhanced Communications System. Five important criteria are used to the project selection process. It includes supports key business objectives, has strong internal sponsor, has strong user support, has good NPV and has low risk in meeting triple constraint. The highest weight 30% has been assign to the first criterion. The second and third criteria each having 15% of the weighted score; the forth and fifth criteria carrying 20% of the weighted score each.

 

Project 1 would be the obvious choice for selection because it has the highest weighted score, which is 82.5 percent of the score. Project team should focus on performing well on this project to achieve each of the criteria.

 

Project 2 has the weighted score of 78.5 percent. The project has the highest score on supporting key business objectives among the four projects. Project team should focus on it to help revise policies, and negotiate for lower premiums with user support, such as insurance companies.

 

Project 3 has the weighted score of 74 percent. The project focuses most on meeting triple constraint in low risk. The project must be supporting the project goal, which is improve cross-selling to current customers within period of time as well as increase sales profits.

 

Project 4 has the weighted scores of 56.5 percent, which is the lowest weighted score among the four projects. The project focuses on having a strong user support. Since it is the web-based system, where the company aimed to improve development and delivery of products and services, it is important to having responses and supporting from the users.

 

Project Manager's Skills

A good project manager should be able to carry out several jobs such as define scope of project, identify stakeholders, decision-makers, and escalation procedures, develop detailed task list, estimate time requirements, develop initial project management flow chart, identify required resources and budget, evaluate project requirements, identify and evaluate risks, prepare contingency plan, identify interdependencies, identify and track critical milestones, participate in project phase review, secure needed resources, manage charge control process and report project status.

 

            Each of the job functions requires different performance criteria, technical knowledge, foundation skills, and personal quality. An effective project manager are lead by example, visionaries, technically competent, decisive, good communicator and motivator, stand up to upper management when necessary, support team members and encourage new ideas.

 

            A project manager should have experienced on leading the project team and had been managing several projects successfully. Some of the company required that all project managers have project management professional (PMP) certification. All these requirements are to ensure that the project manager could manage each project successfully in order to meet the projects goals or objectives.

 

            Project manager needs many skills to achieving high performing on information technology projects. This may required strong management skills, such as communication, leadership, political, organization, team work, coping skills, and making effective use of technology.

 

           

 

 

Project manager needs strong management skills to understand, navigate, and meet stakeholders needs and expectations. Project manager should have communication and leadership skills to lead, communicate, negotiate, problem solve, and influence the organization at large.

The project manager must lead the project team by providing vision, delegating work, creating an energetic and positive environment, and setting an example of appropriate and effective behavior.

 

            The organizational skills are need for project manager to plan, analyze, set and achieve project goals. Teamwork skills help project manager to use the people effectively.  

 

            Project manager should also have the strong coping skills as he or she must be flexible, creative, patient in working toward project goals, and persistent in making project needs known.

 

            Project manager must be able to make effective use of technology, includes special product knowledge or experience with a particular industry. It is useful for project manager who is confident in using the special tools or technologies that are the most effective in particular settings.

 

Business Case

1.0  Introduction/ Background

MYHs core business goal is to provide a variety of health care services across the globe. The CEO believes it can enhance development and delivery of its products and services by updating its strategic plan, reducing internal costs, increasing cross-selling of products and exploiting new web-based technologies for the customers and suppliers.

 

2.0 Business Objective

MYH information technology departments strategic goals include continuing growth and profitability. The Recreation and Wellness Intranet project will support these goals by increasing visibility of the current employees. It will also enhance the profitability by reducing internal costs by improving employees health within one year of its rollout. Since MYH information technology department focuses on identifying profitable projects and measuring their value after completion, this project must meet those criteria.

 

3.0 Current Situation and Problem/Opportunity Statement

A recent study found that MYH.Inc pays 20% more than the industry average for employees health care premiums, primarily due to the poor health of its employees. There is an opportunity to provide a new section on the intranet dedicated to sharing health care information across the organization to help improve employee health within one year.

 

4.0 Critical Assumption and Constraints

The proposed intranet site must support the companys business goals and strategy. Current employees must actively support this project. Besides that, it needs to pay itself within 4 years to reduce the internal costs and exploiting new web-based technologies. The project manager must lead the effort, and project team must include participants from various parts of the company. 

 

 

5.0 Analysis of Option and Recommendation

There are 3 options for addressing this project:

1.     Since the business is doing well, so we still can continue to operate without introduce the new project.

2.     Purchase access to specialized software to support the new capability with little in-house development.

3.     Design and implement the new intranet capability using existing hardware and software.

 

Based on discussing with stakeholders, we agree that the option 3 is the best option.

 

6.0 Preliminary Project Requirements

The main features of the Recreation and Wellness Intranet Project include the following:

1.     Accept to intranet for registering recreational programs. Employees are allowed to accept the intranet and register for company-sponsored recreational programs, such as soccer, softball, bowling and other sports.

 

2.     Accept for registering health-related issues classes and programs. They also can register for company-sponsored classes and programs to help them to manage their weight, reduce stress, and other health-related issues.

 

3.     Track data on employee involvement in these recreational and health-management programs.

 

4.     Offer incentives for people to join the programs and do well in them. For example, incentives for achieving weight goals, winning sports team competitions, and so on.

 

5.     Other features suggested by employees, if they add value to the business.

 

 

 

 

7.0 Budget Estimate and Financial Analysis

A preliminary estimate of the cost for the entire project is $200,000. This estimate is based on the

Project manager working about 20 hours per week for six months and other internal staff working a total of about 60 hours per week for six months.

Project benefits are based on a negotiating lower premiums that saving about $30/employee/year for full-time employees over the next four years.

Exhibit a summarizes the projected costs and benefits and shows the estimated net present value (NPV), return on investment (ROI), and year in which payback occurs. It also lists assumptions made in performing this preliminary financial analysis. All of the financial estimates are very encouraging. The estimated payback is within four years, as requested by the sponsor. The NPV is $1,456,000, and the discounted ROI based on a four-year system life is excellent at 274 percent.

 

8.0 Schedule Estimate

The sponsor would like to see the project completed within six months but there still have some flexibility in the schedules. We also assume that the new system will have a useful life of four years.

 

9.0 Potential Risks

There have several risks involved with this project. The foremost risk is lack of interest in the new system by employees. There are technical risks in choosing the type of software to track, analyze, delivery, searching, the use of electronic commerce capabilities, and so on. The main business risk is investing the time and money into the project and not realizing the projected benefits.

 

 

 

 

 

 

 

 

 

 

 

10.0 Exhibits

Exhibit A: Financial Analysis for Recreational and Wellness Intranet Project

Discount rate

8%

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Assume the project is completed in Year 0

 

 

Year

 

 

 

 

 

0

1

2

3

4

Total

 

Costs

200

100

100

100

100

 

 

Discount factor

1,00

0,93

0,86

0,79

0,74

 

 

Discounted costs

   200

    93

    86

       79

      74

    531

 

 

 

 

 

 

 

 

 

Benefits

0

600

600

600

600

 

 

Discount factor

1,00

0,93

0,86

0,79

0,74

 

 

Discounted benefits

0

  556

   514

     476

    441

 1.987

 

 

 

 

 

 

 

 

 

Discounted benefits - costs

  (200)

  463

   429

     397

    368

 

 1.456

NPV

Cumulative benefits - costs

  (200)

  263

   692

  1.089

 1.456

 

 

 

Payback

In

year

4

 

 

 

 

ROI

274%

 

 

 

 

 

 

 

 

 

 

 

 

Assumptions

 

 

 

 

 

 

 

Enter assumptions here

 

 

 

 

 

 

 

 

Milestone Report

MILESTONE

DATE

STATUS

RESPONSIBLE

ISSUES/COMMENTS

Initiating

 

 

 

 

Weighted scoring model completed

 

3/1/04

 

Completed

 

Adele

 

Business case completed

3/3/04

Completed

Tony

 

Project charter completed

 

3/9/04

 

Completed

 

Tony

 

Planning

 

 

 

 

Team contract assigned

3/10/04

Completed

Jaen

 

Stakeholder analysis completed

 

3/17/04

 

Completed

 

Jaen

 

Scope statement completed

3/25/04

Completed

Jaen

 

Product characteristics and requirements completed

 

3/25/04

 

Completed

 

Jaen

 

Product deliverables completed

 

4/20/04

 

Completed

 

Jaen

 

WBS completed

4/27/04

Completed

Adele

 

Gantt Chart and Network Diagram completed

 

5/4/04

 

Completed

 

Adele

 

Probability/Impact matrix

 

5/24/04

 

Completed

 

Jaen

 

Executing

 

 

 

 

Project Web Site developed

 

5/25/04

 

 

Wong

 

Project presentation

6/21/04

 

David

 

Milestone report completed

 

6/22/04

 

 

Adele

 

Project agenda completed

 

6/30/04

 

 

David

 

Controlling

 

 

 

 

New baseline completed

7/1/04

 

Vinique

 

Update project charter and scope statement

 

7/8/04

 

 

Wong

 

Update contract and scope statement

 

7/14/04

 

 

Tony

 

Monthly reports completed

7/23/04

 

David

 

Update Prioritized risk

7/28/04

 

David

 

Closing

 

 

 

 

Final project presentation

7/30/04

 

Tony

 

Lesson-learned report completed

 

8/2/04

 

 

Adele

 

Final project report completed

 

8/5/04

 

 

Tony

 

Create transition report

8/25/04

 

Vinique

 

Update project Web Site

9/1/04

 

Wong

 

 

Project Agenda  

Agenda:

       The new CFO likes to keep a very close eye on all projects and expenditures that she considers mission-critical and she question the potential savings projected from our projects.

       Supporting from human resource has not been very helpful and having hard time understanding their suggestion.

       Cassandra the financial area supporting person voiced frustration at the project team meeting that focus on technical detail.

       Project manager having difficulties working with main programmer name Bonnie.

       Develop screens and other idea quickly to get user feedback.

       Less response from the survey that sent to all employees.

       The project teams mentality is to plow ahead to make that schedule, but the system may be of value if do not get more help.

 

Action item:

  • We need to explain the benefits to the new CFO about the project. Keep closely communication with the new CFO and show the milestones to her for get more understanding from her. Alert she to any potential issues or problem. That is important to get trusty from CFO in continue the project. If needed show the project expenditures to her.
  • Adjust communication style to meet James specific needs for understanding several suggestions from his human resource area. More meeting with James to make him more understanding the project then we can get more help from him.
  • We focus on technical discussion because that is important for the project. We can inform her to attend the meeting when it is need. . Let she attend a minimal amount of project team meeting. That can save her time for not attend the meeting that is not discuss about financial topic. Second way is she not needs to attend the project team meeting. Project manager discuss the financial topic with her in other meeting.
  • Communication with Bonnie about she attitude, hope she can change it. Try best to satisfy her needed and let she know her responsible. If the critical still happen consider change other programmer in charge the project.
  • Sent out e-mail to all user or interview with some of the users.
  • Describe to all employees about the important of their suggestion and feedback. Offered some benefits to the person who given the best suggestion such as extra vacation days to the employee.
  • Keeping team member focus on near-term milestones to help to ensure that project momentum is sustain. Make a schedule as fast as possible is other way to solve this problem.   

 

Team Contract

Team Contract

 

Project   Name: Recreation and Wellness Intranet Project

 

Project Team Members Names and Sign-off:

Name

Sign-off on Team Contract

Tony

 

Vinique

 

Patrick

 

Nancy

 

Bonnie

 

James

 

Cassanda

 

 

Code of Conduct: As a project team, we will:

  • Work proactively, anticipating potential problems and working to prevent them
  • Keep other team members informed of information related to the project
  • Focus on what is best for the entire project teams

Participation: We will:

  • Be honest and open during all project activities
  • Encourage diversity in teamwork
  • Provide the opportunity for equal participation
  • Be open to new approaches and consider new ideas
  • Have one discussion at a time
  • Let the project manager know well in advance if a team member has to miss a meeting or may have trouble meeting a deadline for a given task.

Communication: We will:

  • Decide as a team on the best way to communicate. Since a few team members cannot meet often for face-to-face meetings, we will use e-mail, a project Web-site, and other technology to assist in communicating.
  • Have the project manager facilitate all meetings and arrange for phone and videoconferences, as needed.
  • Work together to create the project schedule and enter actual into our enterprise wide project management system by 3PM every Tuesday.
  • Project ideas clearly and concisely
  • Keep discussions on track and have one discussion at a time

Problem Solving: We will:

  • Encourage everyone to participate in solving problems
  • Only use constructive criticism and focus on solving problems, not blaming people
  • Strive to build on each others ideas

Meeting Guidelines: We will:

  • Plan to have a face-to-face meeting the first and third day morning of every month
  • Meet more frequently the first month
  • Arrange for telephone or videoconferencing for participants as needed
  • Hold other meetings as needed
  • Record meeting minutes and send them out via e-mail within 24 hours of all project meeting, focusing on decisions made and action items from each meeting
  • Develop an agenda before all meetings with our project sponsor and client advisors
  • Document major issues and decisions related to the project and send them out via e-mail to all team members and the project sponsor

 

Scope Statement

 

Project Title: Recreation and Wellness Intranet Project

Date: March 6, 2004           Prepared by: Tony Prince, Project Manager, (016)123-4567,

                                                                        tony_prince@jwdconsulting.com

Project Justification: Jaen Tan, CEO of JWD Consulting, requested this project to assist the company in meeting its strategic goals. This project provides application through intranet, where employee could improve their health by registered the company-sponsored program via current internet. This project helps company reduce the premium costs, increase employees health as well as saving about $30/employee/year for full-time employees over the next four years. The budget for the project is $200,000. An additional $100,000 will be requested every year for operational expenses after the project is completed. Estimated benefits are $600,000 each year. It is important to focus on the system paying for itself within one year.

.

Product Characteristics and Requirements:

  1. Templates and tools: The intranet site will allow authorized users to download               files they can use to create project management documents and to help them use project management tools. These files will be in Microsoft Word, Microsoft Project, or in HTML or PDF format, as appropriate.
  2. User submissions: Users will be encouraged to e-mail files with sample templates and tools to the Webmaster. The Webmaster will forward the files to the appropriate person for review and then post the files to the intranet site, if desired.
  3. Articles: Articles posted on the intranet site will have the appropriate copyright permission. The preferred format for articles will be PDF. The project manager may approve other formats.
  4. Links: All links to external site will be tested on a weekly basis. Broken links will be fixed of removed within five working days of discovery.
  5. The Help feature must be user-friendly and capable of soliciting questions and immediately acknowledging that the question has been received in the proper format. The feature must also be capable of forwarding the question to the appropriate expert (as maintained in the systems expert database) and capable of providing the status of questions that are answered. The system must also allow for payment for advice, if appropriate.
  6. Security: The intranet site must provide several level of security. All internal employees will have access to the entire intranet site when they enter their security information to access the main, corporate intranet. Part of the intranet will be available to current users based on verification with the current user database. Other options of the intranet will be available after negotiating a fee or entering a fixed payment using preauthorized payment methods.
  7. Search feature: The intranet site must include a search feature for users to search by topic, keywords, etc.
  8. The intranet site must be accessible using a standard Internet browser. Users must have appropriate application software to open several of the templates and tools.
  9. The intranet site must be available 24 hours per day, 7 days per week, with one hour per week for system maintenance and other periodic maintenance, as appropriate.
  10. The authorized users can access the intranet and register for company-sponsored recreational programs, and health-related issues classes and programs.
  11. Track data on employee involvement in these recreational and health-management programs.

 

Summary of Project Deliverables

Project management-related deliverables: business case, charter, team contract, scope statement, WBS, schedule, cost baseline, status reports, final project presentation, final project report, lessons-learned report, and any other documents required to manage the project.

Product-related deliverables: research reports, design documents, software code, hardware, etc.

  1. Survey: Survey current users to help determine desired content and features for the intranet site.
  2. Files for templates: The intranet site will include templates for at least twenty documents when the system is first implemented, and it will have the capacity to store up to one hundred documents. The project team will decide on the initial twenty templates based on survey results.
  3. Examples of completed templates: The intranet site will include examples of projects that have used the templates available in the intranet site. For example, if there is a template for business case, there will also be an example of a real business case that uses the template.
  4. Files for tools: The intranet site will include information on how to use several project management tools, including the following as a minimum: work breakdown structures, Gantt charts, network diagrams, cost estimates, and earned value management. Where appropriate, sample files will be provided in the application software appropriate for the tool. For example, Microsoft Project files will be available to show sample breakdown structures, Gantt chart, network diagrams, cost estimates, and applications of earned value management. Excel files will be available for sample cost estimates and the earned value management charts.
  5. Example application of tools: The intranet site will include examples of real projects that have applied the tools listed in number 4 above.
  6. Articles: The intranet site will include at least ten useful articles about relevant topics in project management. The intranet site will have the capacity to store at least one thousand articles in PDF format with an average length of ten pages each.
  7. Links: The intranet site will include links with brief descriptions for at least twenty useful sites. The links will be categorized into meaningful groups.
  8. Expert database: In order to deliver a Help feature, the system must include and access a database of approved experts and their contact information. Users will be able to search for experts by predefined topics.
  9. User request: The intranet site will include an application to solicit and process request from users.
  10. Intranet site design: An initial design of the new intranet site will include a site map, suggested formats, appropriate graphics, etc. The final design will incorporate comments from users on the initial design.
  11. Intranet site content: The intranet site will include content for the templates and tools section, articles section, article retrieval section, links section, Help section, User Request feature, security, and payment features.
  12. Test plan: The test plan will document how the intranet site will be tested, who will do the testing, and how bugs will be reported.
  13. Promotion: A plan for promoting the intranet site will describe various approaches for soliciting inputs during design. The promotion plan will also announce the availability of the new intranet site.
  14. Project benefit measurement plan: A project benefit plan will measure the financial value of the intranet site.

Project Success Criteria: Our goal is to complete this project within six months for no more than $200,000. The project sponsor, Jaen Tan, has emphasized the importance of the project paying for itself within one year after the intranet site is complete. To meet this financial goal, the intranet site must have strong user inputs. We must also develop a method for capturing the benefits while the intranet site is being developed, tested, and after it is rolled out. If the project takes a little longer to complete or costs a little longer to complete or costs a little more than planned, the firm will still view it as a success if it has a good payback and helps promote the firms image as an excellent consulting organization.

 

 

 

List of Prioritized Risks of Project

 

Prepared by:  Tony Prince, Project Manager, (016)123-4567,         Date: March 8, 2004

                        tony_prince@jwdconsulting.com

Ranking

Potential Risk

1

Lack of inputs from internal consultants

2

Lack of inputs from user representatives

3

Security of new system

4

Outsourcing for the article retrieval and Help features

5

Outsourcing for processing online payment transactions

6

Organizing the templates and examples in a useful fashion

7

Providing an efficient search feature

8

Getting good feedback from senior consultants

9

Effectively promoting the new system

10

Realizing the benefits of the new system within one year

 

Lessons Learned Report

 

Lessons Learned Report

 

Prepared by: Tony Prince                                                              Date: 25/3/2004

Project Name: Recreation And wellness Intranet Project

Project Sponsor: Mange Your Health Inc. (MYH)

Project Manager: Tony Prince

Project Dates: 1/3/2004

Final Budget: $576000

 

 

  1. We meet the project scope and schedule goal, and the final cost for the whole system was about $500000 even though it cost about $100000 more than planned the top management pleased with the results.

 

  1. Our goal is to complete this project within nine months for no more than $500,000. The project sponsor, Jean Tan, has emphasized the importance of the project paying for itself within one year after the intranet site is complete. To meet this financial goal, the intranet site must have strong user inputs. We must also develop a method for capturing the benefits while the intranet site is being developed, tested, and after it is rolled out. If the project takes a little longer to complete or costs a little longer to complete or costs a little more than planned, the firm will still view it as a success if it has a good payback and helps promote the firms image as an excellent consulting organization.

 

  1. We didnt meet all the project success criteria. The project cost is over what we expect. However the system is finally complete on dated and the sponsor is satisfy the output.

 

  1. The main lessons we learned is the sponsor may be changing some requirement about the system. The sponsor would also please the problem of over cost if the whole system were satisfied what their needed. The communication between manager and sponsor is important to keep the project running smoothly.

 

  1. We were gone right in understanding the sponsor requirement to the project output. The system we design were according to the research we done in early. This aspect were make the sponsor please with the over cost problem.

 

  1. The wrong aspect we done are in estimate the cost of the project. The cost is over $100000 of what we estimated. This is more than 20% of the whole project cost. If the sponsor didnt please with the result we will meet huge problem in it. The project may be stop by sponsor.

 

  1. We must estimate the project cost actually and write the cost more 10% of what we expected. This will solve the over cost problem and the sponsor will not call stop to the project base on the financial problem that caused by project manager.

 

 

Transition Report

Transition Report on Maintaining the New System

 

Introduction:

 

This project provides application through intranet, where employee could improve their health by registered the company-sponsored program via current Internet. This project helps company reduce the premium costs, increase employees health as well as saving about $30/employee/year for full-time employees over the next four years. The budget for the project is $500,000. An additional $100,000 will be requested every year for operational expenses after the project is completed. The maintaining cost is amount $50,000 include in operation expense.

 

Maintaining Cost:

 

The maintaining cost for the project are amount $50,000 for the system. The system will need two technical employees to maintaining the system for operating 24 hours. The systems also need programmers to update the system every year.

 

Maintaining Security System:

Keeping the system up-to-date is an important aspect of security. The system need a professor in the maintaining the security system. The security system should update every year by IT department.

 

Maintaining Hardware and Software:

The hardware and software maintaining is important for the system keep running. The hardware component will purchase by IT department. Some of the component will need to chance every 3-5 year.  Once the system component is breakdown the technical employee will immediately chance the breakdown component by a new one that is preparing by IT department of the company. The software is up-to-date every year by programmers.

 

Scope Statement

Scope Statement

 

Project Title: Recreation and Wellness Intranet Project

Date: March 1, 2004           Prepared by: Tony Prince, Project Manager, (016)123-4567,

Updated: March 27, 2004

                                                                        tony_prince@jwdconsulting.com

Project Justification: Jaen Tan, CEO of JWD Consulting, requested this project to assist the company in meeting its strategic goals. This project provides application through intranet, where employee could improve their health by registered the company-sponsored program via current internet. This project helps company reduce the premium costs, increase employees health as well as saving about $30/employee/year for full-time employees over the next four years. The budget for the project is $200,000. An additional $100,000 will be requested every year for operational expenses after the project is completed. Estimated benefits are $600,000 each year. It is important to focus on the system paying for itself within one year.

.

Product Characteristics and Requirements:

  1. Templates and tools: The intranet site will allow authorized users to download               files they can use to create project management documents and to help them use project management tools. These files will be in Microsoft Word, Microsoft Project, or in HTML or PDF format, as appropriate.
  2. User submissions: Users will be encouraged to e-mail files with sample templates and tools to the Webmaster. The Webmaster will forward the files to the appropriate person for review and then post the files to the intranet site, if desired.
  3. Articles: Articles posted on the intranet site will have the appropriate copyright permission. The preferred format for articles will be PDF. The project manager may approve other formats.
  4. Links: All links to external site will be tested on a weekly basis. Broken links will be fixed of removed within five working days of discovery.
  5. The Help feature must be user-friendly and capable of soliciting questions and immediately acknowledging that the question has been received in the proper format. The feature must also be capable of forwarding the question to the appropriate expert (as maintained in the systems expert database) and capable of providing the status of questions that are answered. The system must also allow for payment for advice, if appropriate.
  6. Security: The intranet site must provide several level of security. All internal employees will have access to the entire intranet site when they enter their security information to access the main, corporate intranet. Part of the intranet will be available to current users based on verification with the current user database. Other options of the intranet will be available after negotiating a fee or entering a fixed payment using preauthorized payment methods.
  7. Search feature: The intranet site must include a search feature for users to search by topic, keywords, etc.
  8. The intranet site must be accessible using a standard Internet browser. Users must have appropriate application software to open several of the templates and tools.
  9. The intranet site must be available 24 hours per day, 7 days per week, with one hour per week for system maintenance and other periodic maintenance, as appropriate.
  10. The authorized users can access the intranet and register for company-sponsored recreational programs, and health-related issues classes and programs.
  11. Track data on employee involvement in these recreational and health-management programs.

 

Summary of Project Deliverables

Project management-related deliverables: business case, charter, team contract, scope statement, WBS, schedule, cost baseline, status reports, final project presentation, final project report, lessons-learned report, and any other documents required to manage the project.

Product-related deliverables: research reports, design documents, software code, hardware, etc.

  1. Survey: Survey current users to help determine desired content and features for the intranet site.
  2. Files for templates: The intranet site will include templates for at least twenty documents when the system is first implemented, and it will have the capacity to store up to one hundred documents. The project team will decide on the initial twenty templates based on survey results.
  3. Examples of completed templates: The intranet site will include examples of projects that have used the templates available in the intranet site. For example, if there is a template for business case, there will also be an example of a real business case that uses the template.
  4. Files for tools: The intranet site will include information on how to use several project management tools, including the following as a minimum: work breakdown structures, Gantt charts, network diagrams, cost estimates, and earned value management. Where appropriate, sample files will be provided in the application software appropriate for the tool. For example, Microsoft Project files will be available to show sample breakdown structures, Gantt chart, network diagrams, cost estimates, and applications of earned value management. Excel files will be available for sample cost estimates and the earned value management charts.
  5. Example application of tools: The intranet site will include examples of real projects that have applied the tools listed in number 4 above.
  6. Articles: The intranet site will include at least ten useful articles about relevant topics in project management. The intranet site will have the capacity to store at least one thousand articles in PDF format with an average length of ten pages each.
  7. Links: The intranet site will include links with brief descriptions for at least twenty useful sites. The links will be categorized into meaningful groups.
  8. Expert database: In order to deliver a Help feature, the system must include and access a database of approved experts and their contact information. Users will be able to search for experts by predefined topics.
  9. User request: The intranet site will include an application to solicit and process request from users.
  10. Intranet site design: An initial design of the new intranet site will include a site map, suggested formats, appropriate graphics, etc. The final design will incorporate comments from users on the initial design.
  11. Intranet site content: The intranet site will include content for the templates and tools section, articles section, article retrieval section, links section, Help section, User Request feature, security, and payment features.
  12. Test plan: The test plan will document how the intranet site will be tested, who will do the testing, and how bugs will be reported.
  13. Promotion: A plan for promoting the intranet site will describe various approaches for soliciting inputs during design. The promotion plan will also announce the availability of the new intranet site.
  14. Project benefit measurement plan: A project benefit plan will measure the financial value of the intranet site.

Project Success Criteria: Our goal is to complete this project within six months for no more than $200,000. The project sponsor, Jaen Tan, has emphasized the importance of the project paying for itself within one year after the intranet site is complete. To meet this financial goal, the intranet site must have strong user inputs. We must also develop a method for capturing the benefits while the intranet site is being developed, tested, and after it is rolled out. If the project takes a little longer to complete or costs a little longer to complete or costs a little more than planned, the firm will still view it as a success if it has a good payback and helps promote the firms image as an excellent consulting organization.

 

Prioritized Risk for Project

List of Prioritized Risks for

Recreation and Wellness Intranet project

 

 

Prepared by:  Tony Prince, Project Manager, (016)123-4567         Date:    March 1, 2004

                        tony_prince@jwdconsulting.com

 

                                                                                                     Updated: March 27, 2004

 

                        

Ranking

Potential Risk

1

Lack of inputs from internal consultants

2

Lack of inputs from user representatives

3

Security of new system

4

Outsourcing for the article retrieval and Help features

5

Outsourcing for processing online payment transactions

6

Organizing the templates and examples in a useful fashion

7

Providing an efficient search feature

8

Getting good feedback from senior consultants

9

Effectively promoting the new system

10

Realizing the benefits of the new system within one year

 

 

New risk information:

 

 

   The project is almost completed but now its potential risks have changed and some new risks have emerged. The new risk prioritized risk includes possible fraud by inside people. With physical and internal access, the project is more easily hacked. A measure must be taken to overcome this problem; the system security must be improved to protect it from inside job.

 

   The online processing system is a vital function and if it is malfunction, it can halt the entire system and create a chaos. The prioritized now is to provide a mean of backup to the system and some tolerant-between-failure.

 

 

 

   The system also need new fresh input from the consultant and also end-user, so is to make the project worth-while and provide any suggestion and feedback to the project team.

 

   The system must have some fund that serves as a cache to maintain and support the system in future. Without the support the system may end up as an obsolete piece of work without any care and maintenance. The supports also include effort to fix any problem that may be arriving in the future such as system bugs.

 

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