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Project Management
Project Management Plan
Project Management Plan
XYZ Website Redesign
XYZ Corporation
999 Juice Ave.
Oakland, CA
April 1, 2021
Introduction
XYZ Company has recently approved the XYZ Website Redesign and we are excited to begin the next phase of project initiation. This project will result in the development of a new web interface that supports XYZ’s corporate strategy of producing progressive solutions to consumers which increases productivity in both the workplace and home environment. While a web interface is currently feasible, XYZ believes that new technological improvements will enable our team to develop a more efficient tool than what is available in the market today.
XYZ has been thriving because of its energetic pursuit of product excellence, usability, versatility, and client assistance. Additionally, buyers understand that our merchandise may be applied to a wide range of uses for business and personal purposes. By leveraging our reputation for excellent quality and user-friendly products, and benefiting from new technology, XYZ can position itself as the premier provider of powerful and dynamic network interface software in today’s marketplace.
Project Management Approach
We will be following a Hybrid Approach because you get the best of both worlds - the ease of waterfall and the adaptability and speed of Agile. We follow the successive approach where we have the predictive steps for the clearly defined requirements and early planning, and the adaptable approach for the design, development, and testing of the website. This is a short well-defined project and the requirements are pretty static. If there was more uncertainty I would have chosen full Agile, or if there was more certainty I could use all waterfall. The scrum sprints will be incremental.
The Project Manager, Seagram Kern, has the overall jurisdiction and accountability for leading and fulfilling this project according to this Project Plan. The project team will consist of personnel from the ABC development group, design, and finance teams. The project manager will work with all resources to complete project planning. All project plans will be evaluated and signed by the project sponsor. All funding choices will also be made by the project sponsor. Any assignment of approval authority to the project manager should be done in writing and be signed by both the project sponsor and project manager.
The project team will be a matrix in that team members from each organization continue to report to their direct managers throughout the span of the project. The project manager is liable for reporting to organizational managers on the development and completion of each project resource.
Project Scope
The scope of XYZ’s project includes the planning, design, development, testing, and transition of the XYZ Website Redesign to a fully integrated web interface. This software will meet or exceed organizational software criteria and additional qualifications established in the project charter. The scope of this project also includes the fulfillment of all documentation, manuals, and training aids to be used in combination with the software. Project conclusion will occur when the software and documentation package has been completed and transitioned to XYZ’s operations manager.
All XYZ Website Redesign work will be performed internally and no part of this project will be outsourced. The scope of this project does not involve any modifications in specifications to approved operating systems.
Scope is defined by: To design, build, and set up the website within three to six months, including all functional and not functional requirements needed for a successful delivery.
Critical Success Factors
The success of the project will be dependent on the following project objectives:
Whereas there will be other critical aspects associated with the completion of this project, the four success factors listed above are the most critical.
Project Deliverables
Project deliverables for this project will include the following:
Milestone List
The below chart lists the major events for the XYZ Website Redesign. This chart consists only of major project milestones such as completion of a stage-gate review. There may be smaller milestones that are not recounted on this chart but are covered in the project schedule and WBS. If any scheduling setbacks may affect a milestone or delivery date, the project manager must be informed promptly so proactive actions may be taken to mitigate slips in dates. Any authorized changes to these milestones or dates will be reported to the project team by the project manager.
Phase Milestones
Description
Date
Complete Requirements Gathering
All requirements for XYZWRD must be determined to base design upon
7/20/2020
Complete XYZWRD Design
This is the theoretical design for the software and its functionality
9/21/2020
Complete XYZWRD Coding
All coding completed resulting in software prototype
11/24/2020
Complete XYZWRD Testing and Debugging
All functionality tested and all identified errors corrected
12/22/2020
Complete Transition of XYZWRD to XYZ Production
Completed software and documentation transitioned to operations group to begin production
1/7/2021
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Milestone
Description
Timing
Project Launch
Initial project activities have begun
2 wks from charter accept.
Gather and finalize requirements
Finalize project requirements
3 wks from project launch
Draft Design
Complete draft design
2 wks from final requirements
Final Web Design
Final Web design completed
1 wk from draft design comp.
Development Completion
Final Web Development Completion
7 wks from web design comp.
User Testing Complete
Final User acceptance completion
3 wks from dev. completion
Live Beta Completion
Completion of Beta Testing
4 wks from user test complete
Beta Test Updates
Final Beta testing Updates
3 wks from Beta test Comp.
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Work Breakdown Structure
The WBS for the XYZWRD consists of work packages that do not exceed 40 hours of work (per resource per week), and are at least 4 hours of work. Work packages were produced through a collaboration between project team members and stakeholders, with information from functional managers and analysis from past projects. Personal responsibilities outside of work were factored into these decisions as well.
Schedule
The baseline schedule as established in accordance with several meetings with XYZ leadership has been established as stated below:
WBS Schedule
Budget
The project budget has been established through the creation of a project baseline schedule that has been loaded with required resources and correlated with the established rates for required resources:
Budget
Name
Amount
Total Development and Delivery
$105,430.00
Estimated Project Risk Contingency (15%)
$15,814.50
Project Cost Baseline
$121,244.50
Estimated Management Reserve (10%)
$12,124.45
Project Cost Budget
$133,368.95
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Change Management Plan
The following steps comprise XYZ’s organization change control process for all projects and will be utilized on the XYZ Website Redesign:
Step
Whom
Action
#1: Identify the need for a change.
Any stakeholder
Requestor will submit a completed XYZ change request form to the project manager.
#2: Log change in the change request register.
Seagram Kern (PM)
The PM will maintain a log of all change requests for the duration of the project.
#3: Conduct an evaluation of the change.
Any team member
The PM will conduct an evaluation of the impact of the change to cost, risk, schedule, and scope.
#4: Submit change request to Change Control Board (CCB).
Seagram Kern (PM)
The PM will submit the change request and analysis to the CCB for review.
#5: CCB Decision
CCB Board
The CCB will discuss the proposed change and decide whether or not it will be approved based on all submitted information.
#6: Implement Change
Seagram Kern (PM)
If a change is approved by the CCB, the project manager will update and re-baseline project documentation as necessary as well as ensure any changes are communicated to the team and stakeholders
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Any team member or stakeholder may propose a change request for the XYZ Website Redesign. Changes to project scope, cost, or schedule must meet the Project Sponsors endorsement. All change requests will be logged in the change control register by the Project Manager and tracked through to termination whether accepted or not.
Communications Management Plan
Introduction
This Communications Management Plan sets the communications framework for the XYZ XYZ Website Redesign. It will serve as a guide for all communications during this project. Updates will be made as needed. This plan identifies and defines the roles of all persons involved in this project. It also includes a communications matrix that maps the communication requirements of this project. To ensure successful and efficient meetings, you will find a meeting guide included. This details both the communications rules for the project and how meetings will be conducted. Also, a project team directory provides appropriate contact information for all project stakeholders.
Communications Management Approach
The Project Manager, Seagram Kern, will take a proactive role in ensuring effective communications on this project. Guidelines for communication regarding this project can be found in the Communications Matrix.
Updates or changes are anticipated for many reasons, including (but not limited to): changes in personnel, scope, budget, resources, or adding requirements. The Project Manager, Seagram Kern, is responsible for managing all proposed and documenting all approved changes to the communications management plan. The Project Manager will inform all stakeholders of any updates, and provide physical copies where requested. This methodology is consistent with the project’s Change Management Plan.
Communications Management Constraints
All project communication activities will occur within the project’s approved budget, schedule, and resource allocations. The project manager is responsible for ensuring that communication activities are performed by the project team and without external resources which will result in surpassing the authorized budget. Communication activities will occur following the frequencies detailed in the Communication Matrix to assure the project adheres to schedule limitations. Any departure from these timelines may result in scope creep or requirement changes and must be approved by the project sponsor.
ABC Corp. organizational policy states that only a Vice President or higher level employee may authorize the distribution of confidential information. The project manager is responsible for ensuring that approval is requested and obtained before the sharing of any classified data concerning this project. The details of these policy requirements are given in the section titled “Standardization of Communication” in this document.
Stakeholder Communication Requirements
As part of specifying all project stakeholders, the project manager will talk with each stakeholder to determine their preferred frequency and method of contact. This feedback will be maintained by the project manager in the project’s Stakeholder Register. Standard project communications will occur per the Communication Matrix; however, depending on the identified stakeholder communication conditions, individual communication is adequate and within the restrictions outlined for this project.
In addition to distinguishing communication preferences, stakeholder communication requirements must classify the project’s communication channels and ensure that stakeholders have access to these channels. If the project information is communicated via secure means or through internal company resources, all stakeholders, internal and external, must have the needed access to receive project communications.
Project Team Directory
The following table presents contact information for all persons identified in this communications management plan.
Please use the listed email addresses and phone number when communicating regarding this project.
Team Directory
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Team Directory AirTable
Communications Matrix
The following table identifies the communications requirements for this project.
Communication Type
Objective of Communication
Medium
Frequency
Audience
Owner
Deliverable
Format
Kickoff Meeting
Introduce the project team and the project. Review project objectives and management approach.
Face to Face
Once
Project Sponsor
Project Team
Stakeholders
Project Manager
Agenda
Meeting Minutes
Soft copy archived on project SharePoint site and project web site
Project Team Meetings
Review status of the project with the team.
Face to Face
Conference Call
Weekly
Project Team
Project Manager
Agenda
Meeting Minutes
Project schedule
Soft copy archived on project SharePoint site and project web site
Technical Design Meetings
Discuss and develop technical design solutions for the project.
Face to Face
As Needed
Project Technical Staff
Technical Lead
Agenda
Meeting Minutes
Soft copy archived on project SharePoint site and project web site
Monthly Project Status Meetings
Report on the status of the project to management.
Face to Face
Conference Call
Monthly
PMO
Project Manager
Slide updates
Project schedule
Soft copy archived on project SharePoint site and project web site
Project Status Reports
Report the status of the project including activities, progress, costs and issues.
Email
Monthly
Project Sponsor
Project Team
Stakeholders
PMO
Project Manager
Project Status Report
Project schedule
Soft copy archived on project SharePoint site and project web site
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Communication Flow Chart
This flow chart provides a framework for the project team to follow for this project. However, there may be situations that fall outside of the communication flow chart where additional explanation is necessary.
In these circumstances, the Project Manager is responsible for discussing the information with the Project Sponsor and determining how to continue.
Guidelines for Meetings
Meeting Agenda
Meeting Agenda will be distributed 5 business days in advance of the meeting. The Agenda should identify the presenter for each topic along with a time limit for that topic. The first item in the agenda should be a review of action items from the previous meeting.
Meeting Minutes
Meeting minutes will be distributed within 2 business days following the meeting. Meeting minutes will include the status of all items from the agenda along with new action items and the Parking Lot list.
Action Items
Action Items are recorded in both the meeting agenda and minutes. Action items will include both the action item along with the owner of the action item. Meetings will start with a review of the status of all action items from previous meetings and end with a review of all new action items resulting from the meeting. The review of the new action items will include identifying the owner for each action item.
Parking Lot
The Parking Lot is a tool used by the facilitator to record and defer items which aren’t on the meeting agenda; however, merit further discussion at a later time or through another forum.
A parking lot record should identify an owner for the item as that person will be responsible for ensuring follow-up. The Parking Lot list is to be included in the meeting minutes.
Communication Standards
Kickoff Meeting,
Project Team Meetings,
Technical Design Meetings,
Monthly Project Status Meetings,
Project Status Reports:
The project team will utilize ABC Corp. standard templates for the meeting agenda and meeting minutes. Additionally, any slides presented will use the ABC Corp. standard slideshow template.
Informal project communications should be professional and effective but there is no standard template or format that must be used.
Communication Escalation Process
For this project, ABC Corp. will utilize standard organizational formats and templates for all formal project communications.
Effective communication is the key to successful project fulfillment. Disputes about project communications must be resolved in a way that is conducive to advancing the project schedule, assuring accurate reports are distributed and preventing any complications. To ensure projects stay on schedule and issues are resolved, ABC Corp. will use its standard escalation model to provide a framework for escalating communication issues. The table below defines the priority levels, decision authorities, and timeframes for resolution.
Priority
Definition
Decision Authority
Timeframe for Resolution
Priority 1
Major impact to project or business operations. If not resolved quickly there will be a significant adverse impact to revenue and/or schedule.
Vice President or higher
Within 4 hours
Priority 2
Medium impact to project or business operations which may result in some adverse impact to revenue and/or schedule.
Project Sponsor
Within one business day
Priority 3
Slight impact which may cause some minor scheduling difficulties with the project but no impact to business operations or revenue.
Project Manager
Within two business days
Priority 4
Insignificant impact to project but there may be a better solution.
Project Manager
Work continues and any recommendations are submitted via the project change control process
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Glossary of Communication Terminology
Term
Defination
Communication
The effective sending and receiving of information. It is the responsibility of the sender to ensure this takes place.
Stakeholder
Individuals or groups involved in the project or whose interests may be affected by the project’s outcome.
Communications Management Plan
Portion of the overall Project Management Plan which details methods of communications.
Escalation
The process which details how conflicts and issues will be passed up the management chain for resolution as well as the timeframe to achieve resolution.
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Efficient and timely communication is the key to successful project completion. As such, it is imperative that any disputes, conflicts, or discrepancies regarding project communications are resolved in a way that is conducive to maintaining the project schedule, ensuring the correct communications are distributed, and preventing any ongoing difficulties. In order to ensure projects stay on schedule and issues are resolved, ABC Corp. will use its standard escalation model to provide a framework for escalating communication issues. The table below defines the priority levels, decision authorities, and timeframes for resolution.
Priority
Definition
Decision Authority
Timeframe for Resolution
Priority 1
Major impact to project or business operations. If not resolved quickly there will be a significant adverse impact to revenue and/or schedule.
Vice President or higher
Within 4 hours
Priority 2
Medium impact to project or business operations which may result in some adverse impact to revenue and/or schedule.
Project Sponsor
Within one business day
Priority 3
Slight impact which may cause some minor scheduling difficulties with the project but no impact to business operations or revenue.
Project Manager
Within two business days
Priority 4
Insignificant impact to project but there may be a better solution.
Project Manager
Work continues and any recommendations are submitted via the project change control process
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** NOTE: Any communication including sensitive and/or confidential information will require escalation to VP level or higher for approval prior to external distribution.
Cost Management Plan
The Project Manager will be responsible for managing the budget throughout the continuation of the project. The Project Manager will present and examine the project’s cost performance during the monthly project status meeting. Using earned value calculations, the Project Manager is answerable for accounting for cost deviations and presenting the Project Sponsor with alternatives for getting the project back on budget. All budget decisions, including budget changes, reside with the XYZ Website Redesign Sponsor.
For the XYZ Website Redesign, control accounts will be created at the fourth level of the WBS, where all costs and performance will be managed and tracked. The financial performance of the XYZ Website Redesign will be measured through earned value calculations.
Cost and Schedule Performance Index (CPI and SPI respectively) will be reported monthly by the Project Manager to the Project Sponsor. Any corrective actions will require a project change request and must be authorized before it can be executed.
Earned value calculations will be organized by the Project Manager and summarized at the monthly project status meeting. If there are signs that these values will near or enter the critical stage before the following meeting, the Project Manager will report this to the Project Sponsor directly.
Procurement Management Plan
The Project Manager will supervise all acquisition actions under this project. The Project Manager is allowed to accept all acquisition actions up to $50,000. Any procurement actions surpassing this amount must be authorized by the Project Sponsor.
Project Scope Management Plan
Scope management for the XYZ Website Redesign will be the sole responsibility of the Project Manager. The Project Manager, Sponsor, and Stakeholders will establish and approve documentation for measuring project scope.
Proposed scope changes may be initiated by the Project Manager, Stakeholders, or any member of the project team. All change requests will be presented to the Project Manager who will then assess the petitioned scope change. Upon approval of the scope change request, the Project Manager will submit it to the Project Sponsor for acceptance. Upon approval of scope changes, the Project Manager will update all project documents.
The Project Sponsor is accountable for formally receiving the project’s closing deliverable.
Schedule Management Plan
Project schedules for the XYZ Website Redesign will be created using Trello, starting with the deliverables named in the Work Breakdown Structure (WBS).
Activity description will distinguish the specific work packages which must be done to finish each deliverable. Activity sequencing will be used to decide the order of work packages and indicate relationships between project activities. Activity duration estimating will be used to calculate the number of work periods needed to finish work packages. Resource estimating will be used to select resources to perform schedule development.
Once a preliminary plan has been generated, it will be evaluated by the project team and any resources tentatively earmarked to project tasks. The project sponsor will review and approve the schedule and it will then be baselined.
Per with XYZ’s organizational standard, the following will be designated as milestones for all project schedules:
Roles and responsibilities for schedule development are as follows:
The project manager will be responsible for aiding work package definition, sequencing, and determining duration and resources with the project team. The project manager will also build the project schedule and confirm the agenda with the project team, stakeholders, and the project sponsor. The project manager will procure schedule endorsement from the project sponsor.
Quality Management Plan
All members of the XYZ Website Redesign team will play a role in quality management. The team must ensure that work is completed at an adequate level of quality from individual work packages to the final project deliverable. The following are the quality roles and responsibilities for the XYZ Website Redesign:
The Project Sponsor is responsible for approving all quality standards for the XYZ Website Redesign. The Project Sponsor will review all project tasks and deliverables to ensure compliance with established and approved quality standards. Additionally, the Project Sponsor will sign off on the final acceptance of the project deliverable.
The Project Manager is responsible for quality management throughout the project. The Project Manager is also responsible for implementing the Quality Management Plan and ensuring all tasks, processes, and documentation are compliant with the plan. The Project Manager will work with the project’s quality specialists to establish acceptable quality standards. The Project Manager is also responsible for communicating and tracking all quality standards to the project team and stakeholders.
The Quality Specialists are responsible for working with the Project Manager to develop and implement the Quality Management Plan. Quality Specialists will recommend tools and methodologies for tracking quality and standards to establish acceptable quality levels. The Quality Specialists will create and maintain Quality Control and Assurance Logs throughout the project.
The remaining member of the project team, as well as the stakeholders, will be responsible for assisting the Project Manager and Quality Specialists in the establishment of acceptable quality standards. They will also work to ensure that all quality standards are met and communicate any concerns regarding quality to the Project Manager.
Quality control for the XYZ Website Redesign will utilize tools and methodologies for ensuring that all project deliverables comply with approved quality standards. To meet deliverable requirements and expectations, we must implement a formal process in which quality standards are measured and accepted. The Project Manager will ensure all quality standards and quality control activities are met throughout the project. The Quality Specialists will assist the Project Manager in verifying that all quality standards are met for each deliverable. If any changes are proposed and approved by the Project Sponsor and CCB, the Project Manager is responsible for communicating the changes to the project team and updating all project plans and documentation.
Quality assurance for the XYZ Website Redesign will ensure that all processes used in the completion of the project meet acceptable quality standards. These process standards are in place to maximize project efficiency and minimize waste. For each process used throughout the project, the Project Manager will track and measure quality against the approved standards with the assistance of the Quality Specialists and ensure all quality standards are met. If any changes are proposed and approved by the Project Sponsor and CCB, the Project Manager is responsible for communicating the changes to the project team and updating all project plans and documentation.
Risk Management Plan
The approach for managing risks for the XYZ Website Redesign includes a methodical process by which the project team identifies, scores, and ranks the various risks. Every effort will be made to proactively identify risks ahead of time to implement a mitigation strategy from the project’s onset. The most likely and highest impact risks were added to the project schedule to ensure that the assigned risk managers take the necessary steps to implement the mitigation response at the appropriate time during the schedule. Risk managers will provide status updates on their assigned risks in the bi-weekly project team meetings, but only when the meetings include their risk’s planned time frame.
Upon the completion of the project, during the closing process, the project manager will analyze each risk as well as the risk management process. Based on this analysis, the project manager will identify any improvements that can be made to the risk management process for future projects. These improvements will be captured as part of the lessons learned knowledge base.
Risk Register
Category
Name
RBS ID
Probability
Impact
Mitigation
Contengency
Risk Score after Mitigation
Action By
Action When
Server
Server/network Instability
1.1
Low
Medium
Mange daily
Engage backup server
2
Tom Kane
Within 2hrs
Scheduling
Holidays/No OT in Budget
2.1
Medium
High
Mange weekly
Proactively plan dealine around the US Holiday schedual to allow shorter work week.
3
PM
Throughout sprint planning
Nature
Earthquake
2.2
Low
Highest
backup storage for offsite
Implement the appropriate response plan
1
Everyone
As per plan
Technical Support
Availability
3.1
Medium
High
Ensure adequte assignment
Proactively monitor team for timing, support necessary, and burn out
4
PM
30 mins
Functional Failure
Individual Response
3.2
Low
Highest
Record and restart
Investigate further
1
Dev Lead
30 mins
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Staffing Management Plan
The XYZ Website Redesign will consist of a matrix structure with support from various internal and external organizations. Staffing requirements for the XYZ Website Redesign include the following:
Project Sponsor: Thomas Kane
The project sponsor will administer project finances, approve ideas and changes, participate in key decision making, take care of engagement and communication processes, facilitate the development of initial scope and the project charter, and participate in stakeholder management.
Project Manager: Seagram Kern
The project manager has over responsibility for the successful initiation, planning, design, execution, monitoring, controlling, and closure of a project. The project manager should make sure to manage risk and minimize uncertainty and issues as they arise.
Senior Web Designer: Helen Peters
The Senior Web Designer will contribute visually excellent work to provide XYZ Company with trend-setting options for graphic representation of their brand and services. The Senior Web Designer will present no less than 3 options for each planned phase of approval, and will revisit design no less than 2 times for revisions as requested by the Project Sponsor.
Senior Web Developer - Jason Morris
Senior Web Developer will assist the team to build, and optimize the website with these skills: HTML, CSS, JavaScript, PHP, and other relevant web design coding languages.
Junior Web Developer - Scott Fassett
The Junior Web Developer will work alongside the Senior Web Developer and assist in any ways necessary.
Quality Analysis - Cindy Lewis
The Quality Analyst is responsible for developing and supporting the planning, design, and execution of functionality test plans, scripts, and process plans for the project.
Cost Baseline
The cost baseline for the XYZ Website Redesign includes all budgeted costs for the successful completion of the project.
Project Phase
Budgeted Total
Comments
Analysis
$15,595.00
Includes work hours for all project team members for gathering requirements and planning project
Design
$25,970.00
Includes work hours for all project team members for work on XYZWRD conceptual design
Development
$41,320.00
Includes all work hours for coding of XYZWRD
Testing
$15,425.00
Includes all work hours for testing (including beta testing) of XYZWRD software
Delivery Closeout
$7,120.00
Includes all work hours for the transition to operations and project closeout
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Quality Baseline
The XYZ Website Redesign must meet the quality standards established in the quality baseline. The quality baseline is the baseline that provides the acceptable quality levels of the XYZ Website Redesign. The software must meet or exceed the quality baseline to achieve success.
Item
Acceptable Level
Comments
All Functions Operational
At least 98% recognition level with 2% or fewer errors in the text
Using standard XYZ English language databases
Integration/Compatibility
No errors associated with running software with compatible applications
Using the 85% suite of applications
Supporting Documentation
Less than 1% failure rate in beta testing new users to run setup and execute software functionality
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Sponsor Acceptance
Approved by the Project Sponsor:
Lisa Sellers (signature)
Date:
Project Sponsor
Executive,
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