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BCO6656 Information Technology Project Management - Victoria University

Question:

ITPM project plan - SYDNEY CONSULTING PTY LTD.

Develop a Charter for the project

Develop a comprehensive Project Plan that should meet implementation and training requirements

Both Charter and Project plan must be ratified (signed) by the Business Sponsor. Please note, no work could commence without formal ratification of the Charter and Project plan documents.

Once the project is in progress, you are required to provide project status updates to your VUISC Manager, project team members and the business sponsor.

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Solution:

SYDNEY CONSULTING PTY LTD.

Introduction
The company yes Pharmacies is network of independent pharmacies started in the year of late 1990. The head office is located in south Melbourne, Victoria. The companies' stores are located in different parts of Australia such as Sydney, Brisbane, Adelaide, Perth and Melbourne. The company is offering health and beauty needs of their customers. The primary objective of the company is to provide the valuable and enjoyable service for their customers.

The objective of the company is to work towards the customer satisfaction in each and every aspect. The company has decided to change their business operations to latest technology to offer the best services for their customer. In 2017, the general manager of the company assesses the business operations of the company. From the analysis they identified the weakness of the current business operations.

They identified new latest technology based solution for replacing the existing business operations to sort out the weakness of the business operations. They need modification in the following areas such as accounting, HR, inventory management system. The company decide to adapt SAP S/4HANA for SAP Business All-in-One. The project includes finance, HR, procurement and analytics modules. It will also include SAP Customer Relationship Management (CRM) module.

The company decide to implement the project in two stages. The first stage includes SAP S/4HANA for SAP Business All-in-One.

The company decided to expand the server room in head office to accommodate new hardware hosting growth. The company run their business in five major cities of Australia. The company has 80 stores and the total number of staff as 200.

The company has Executive sponsor, business sponsor, chief accountant, subject matter expert, finance team members, HR manager, staff members of HR, Procurement Manager, staff members of procurement, data and reporting manager, Chief pharmacist, pharmacist in all the five cities of Australia, Admin manager at head office, store staffs all around Australia.

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Project scope
The Scope for SAP S/4 HAHA Project deployment to the "Yes Chemist Pty Ltd". The Scope that is clearly defined.Listing the below items
1. Installation of Hardware equipment
2. Procurement of Hardware equipment
3. Installation of Software
4. Configuration of Software for the sites that are defined
5.Deployment of software at various location
6.Develop the functional requirement with discussing with key stakeholder

project plan.jpg

Above diagram shows the scope of the project
7.System level and Integration of testing the modules for HR, finance and Analytics module for each store
8.Provide the end user training on the SAP module for each store and corporate office
9.Identify the SME to provide at each store to provide the functional requirements and perform the user level testing
10.SME are the one who is going provide the User level testing (UAT).
11.Prepare a data migration strategy
12.Develop the Standard and compliance report for module
13.Prepare the Validation and verification of each modules and provide the Development plan, Integration and Production level
14. Identify the vendor for the hardware procurement
15.Decommission of the existing hardware structure and prepare the new data centre with new cables 6a.
Key points to be kept in mind during the Schedule and Budget preparation
Schedule
Improper knowledge about the scope of the project, difficulties of resource acquisition due to improper resource management, difficulties to deliver the project or project components on time

Below diagram shows the overall Deployment plan:

project plan1.jpg

Development
It technologies are rapidly changing. Requirements of the clients must be matched with development of the project. Mismatch between the two is totally damage the project. The team members must adopt and aware the client required latest technologies. Technical barriers are exists due to different platforms, hardware and software.

Implementation Plan:

project plan2.jpg

Quality
Development of project phases must follow the standard to fulfil the quality. Relaxing the standards affect the quality of end project. Proper testing is important to validate the project in and every phase. Inadequate testing leads to quality risks.
Different tools are available to control and sort out the risks in advance. SAP AG includes various standards for managing the risks effectively.

Functional testing

The application is planned to tested at various stages
1.Integration level: This is used to integrate the modules and perform the testing against requirement
2.UI testing: The UI testing shall be performed and the user manual is also tested to show the correct screen
3.Data migration testing: Data conversion from the existing projects are properly converted and migrated to the new DB system and tested for data accuracy.

project plan3.jpg

Testing plan as per the schedule:

project plan4.jpg

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ERP Architecture

Below Architecture shows how the SAP is working in the cloud and on premises. This provides simple Data model with high throughput and better performance.

project plan5.jpg

Business case

The SAP S/4 HANA for SAP Business All-in-one ERP software implementation will really provide a better benefit for the client "Yes Chemist Pty Ltd". This ERP software has many features like Business process simplification for making the current operational activities to make a better progress. This will totally will eliminate any bottlenecks in the projects.

S.No

Business Values

Removes the customer problem

1

Simple process

This will provide a lean operation in sales, service and marketing

2

Ease of Use

This will help the team members, retailer, sale team to operate the tool in better manner and get the output quickly

3

Good Performance

The performance in getting the output on entry and generate the report for each function with context awareness creation

4

Cost effective solution

This platform will bring all the department functions to operate under single roof and create a transactional business value

5

Automation

This project will remove the mundane tasks and create a batch of automation in all the process adopted

The SAP HANA project is being implemented and deployed in on premise with the required hardware support. This will be in memory analytics solution

Development Phase 1:

project plan6.jpg

Project Schedule and Approach (Rollout strategy)

Project Schedule

Sno

SAP S/4 HANA Project Milestone

Date

Milestone Name

1.

Planning

Jul/17

M0

2

Signing contract

Jul/30

M1

3

Hardware Procurement

Aug/23

M2

4

System installation

Sep/10

M3

5

Data conversion

Sep/30

M4

6

Implementation Plan

Sep/30

M5

7

SRD completion

Week of 10 Oct

M6

8

Application installation

Week of 12 Oct

M7

9

Modelling completion

Week of 15Nov

M8

10

Data Preparation

Week of 30 Nov

M9

11

Process Online Simulation

Week of 01 dec

M10

12

QA environment- signoff

Week of 30 Dec

M11

13

Prod environment Preparation

Week of 01 Jan

M12

14

Monthly review

Week of 15 Jan

M13

15

Site wise Installation

Week of 01 feb

M14

16

Production -Completion

Week of 10 Apr

M15

17

Account settlement

Week of 02 May

M16

QA Environment:

project plan7.jpg

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Project Deliverables

The Project SAP HANA deployment has phase wise deliverable against each milestone.

The project Deliverables are checked against each mpp plan to ensure for better tracking and meeting the expected delivery date. If there are any delays is any milestones has be properly communicated and get the confirmation and revise the project plan.

Phase wise delivery

Project Activates

Due date

Project Initiation

Software Project Management Plan

Project charter creation

25th Jul

30th Jul

Phase 0: Kickoff

Project manager and stakeholder kick off project

Secure the Resources and approval for the project

1st Aug

Phase1.0: Requirement phase

1.Gather Stakeholder requirements

2.Obtain the functional requirements

3.Draft the compliance requirements

4.Signoff with all stakeholder

15th Aug

Phase 1.1: Infrastructure Setup

1.Prepare the Hardware architecture design

2.Prepare the Network design

3.Prepare the cable design and routing the application

4.Server room design and layout

5.Prepare the Production environment

6.Create the temporary development and QA environment

4th Oct

Phase 1.2: Data conversion

1.Prepare the Outcome from the study of existing data

2.Plan for the data migration from the existing tool to SAP S/4 HANA

3.Preparation of Data extractor script

4.Deploy the Automated script to the server

5.Prepare the Field test plan

5th Dec

Phase 1.3: Procurement plan

1. Prepare the items that are long lead shall be ordered first.

2. Vendor finalization and Quote confirmation for the items shall completed.

10th Dec

Phase 1.4: Risk Management plan

1.Identify the risk related to SAP S/4 HANA deployment at various sites

2.Prepare the Budget risks with initial scope for HR, Procurement and Reporting Analytics

3.Schedule and Milestone risk plan if the available resources are not delivered the task

4.No test defects are visible during the release to production

5.Compliance and standard signoff prior to deployment of application in QA server

4th Jan

Phase 1.5:Phase 1 Signoff

1.Sign off document prior to the  deployment

15th Jan

Phase 2.0: Design

Interface system and data design

1.Develop the Functional Specification document

2.Develop the data dictionary document

3.Develop the SAP S/4 HANA Architecture diagram

4.Develop Technical Design review document (TDR)

12th Feb

Phase 2.1:Develop Configuration

1.Data conversion, synchronization timing for data updates

2.Configuration of features for various location based on rules and policy management

29th Mar

Phase 2.2:System Test plan

1.Develop the overall system plan for interface and functionality testing with current data

2.Develop the test plan for QA and  Production testing

7th Apr

Phase 2.3: Workshop/Training plan

1.Prepare the training materials for Sales team, HR team

2.Develop the train plan based on the each function availability

30th Apr

Phase 2.4: Pilot Launch

1.Deployment in few users against each functions

2.Get the feedback and improve the open points

3.Document the learning

1st May

Phase 3.0: QA Launch

1.Identify Pharmacy across the 5 region for 2 Desktop users for QA testing

2.Deploy the design  in to the QA environment

3.List down the issues observed during QA installation

4.Test and confirm the results for QA run

5. Field trial for 10 days to ensure the software is reliable and working as expected.

6.Demo the various stakeholder and sponsor for their approval

7. Review the TDR minutes for any open issues for testing.

8. Signoff for production launch

1st Jun

Phase4.0: Final Release

1.Project plan updated with all the items

2.Software updated in servers

3.Training manual for the users and support team

4.Deployment at each site Sydney

5.Deployment at Brisbane

6.Deployment at Perth

7.Deployment at Adelaide

8.Integration of all the modules to the corporate office

9.Final run and DB testing for new data

10.Fallback plan in place for emergency takeover

11. Consolidate the Budget and cost against the planned work.

7th Jul

Phase 5.0Post Launch support

1.Two resources were placed to keep monitoring the current running software at productions

2.Provide a quick support and solutions if any problems were observed,

8th Aug

Project Team responsibilities:

Project Manager: He co-ordinate with all the cross functional teams for the requirement and functional requirement capture.
Stakeholder: Various key stakeholder of the project could from different site and users of this tool

Resources

The project organization is structure as per the below. The Structure will help us identify the ease of approval and implementation process flow.

The Resources were allocated to the project from the start of the project and their personal schedule is also accounted into consideration for a better delivery.

Designation

Name of the employee

Description

Department

Key Tasks

Executive Sponsor

Creaighanwood

CEO

 

Decision and approval for ERP project

Monitor the overall project

Business Sponsor

Russell Bray

General manager

 

Initiate and Manage ERP Project

Chief Account

Jason

Subject Matter Expert

Finance

Provide the support for Budget and clear the payments

Manager

Michelle

Subject Matter Expert

HR

Provide departmental requirements

Assign the key person for testing

Manager

Andrew Duffy

Subject Matter Expert

Procurement

Provide the team's requirements and identify one person to support for ER solution

Manager

George

Subject Matter Expert

Data and Reporting

Provide the team's requirements and identify one person to support for ER solution

Chief Pharmacist

Nicolas

Subject Matter Expert

Pharmacist

Prepare the Data analytics and report generation

Admin Manager

Anna

Administration Expert

Admin

Setup communication meeting with Senior management

project plan8.jpg

SAP S/4 HAHA Deployment sites with each number of people located at different locations.

Department

No. of Staff

Location

Finance

8

Head Office

HR

10

Head office

Procurement

2

Head office

Pharmacist

15

Melbourne

Pharmacist

10

Sydney

Pharmacist

18

Brisbane

Pharmacist

8

Perth

Pharmacist

9

Adelaide

Admin Manager

1

Head office

Staff

160

Australia's different location

Budget

Developing the Budget plan for this project is very critical and based on this return on investment shall be calculated and presented to the Sponsor.

SAP S/4HANA for SAP Business All-in-One

purpose

cost

SAP licensing fee for 300 users

$150,000

System Development Life Cycle environment hosting on cloud for six virtual servers

$6000

Purchase of hardware, server

$5000

Installation, testing with three years warranty

$3000

SAP S/4 HANA Project Deployment


Yes Chemist

VUISC


Expenses

Total Project Expenses



Salary and Benefits

 $                                   3,000,000


Contract Services (consulting, professional, fundraising)

 $                                         15,000


Occupancy (rent, utilities, maintenance)

 $                                           5,000


Training & Professional Development

 $                                           8,000


Travel

 $                                         25,000


Equipment

 $                                         75,000


Supplies

 $                                         10,000


Cable layout

 $                                              600


Evaluation

 $                                           5,000


Data conversion

 $                                           3,000


Conferences, meetings, etc.

 $                                         10,000


SAP License

 $                                       150,000


System development

 $                                           6,000


Installation testing

 $                                           3,000


 

 


 

 


Administration

 $                                           3,000


*Other -_____________

 $                                                    -


*Other -_____________

 $                                                    -


TOTAL EXPENSES

 $                                   3,318,600


 

Resource Expenses

 

 

Total Project Expenses

Charge/hr

hour/day

Site staff

100

7.5

 $                              750

Project Manager

195

7.5

 $                         15,000

Business Analyst

160

7.5

 $                           5,000

Technical writer

95

7.5

 $                           8,000

Trainer

115

7.5

 $                         25,000

Systems Integrator

105

7.5

 $                           8,000

Application Programmer

95

7.5

 $                         25,000

Technical officer

85

7.5

 $                           8,000

Data entry operator

60

7.5

 $                         25,000

Admin

50

7.5

 $                           8,000

Total expense/day

 

 

 $                         25,000

Total expense/month


20

 $                      500,000

Total expense/6 monthduration


6

 $                   3,000,000


Budget plan as per the schedule plan:

project plan9.jpg

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Risk

Risk management plan
The decision, activity or action may affect damage, loss or threats is called as risks. Risks can be classified into two types such as known risks and unknown risks. Uncertainty is otherwise called as unknown risks. The two risks such as known and unknown must be controlled and ignored for the successful project.

Management of risks
Information technology risks is called as IT risks. Before starting the project, it is required to properly identify the IT risks. Good management of project includes essential identification of risks at the earlier stage of the project. All the risks must be documented and all the risks are arranged as low to high impact risks. Analysing all the risk is useful to avoid uncertainty. Risk management is one important phase for successful project. Without risk management, the project may lead severe damage of the whole project. The project manager should prepare plan for contingency for each identified risks.

The risk management plan also includes plan for Managements of Disaster to tackle those severe situation from the company. The natural disaster affect the infrastructure of the company, the normal working process of the company. Risk management plan is very much essential to deliver successful project even though an emergency situation occurs.

Major risk of the project based on Information Technology

During the Project implementation, it is expected that all the planned items will have some risks in execution. These risks shall be foreseen by project manager and captured in Risk Register. Below table shows some risks that could be raised.

S.No

ID

Date of Raised

Risk Description

Likelihood the risk occurring

Impact of the risk

Severity

Owner

Mitigating action

1

213

22-8-2017

Project team not supporting for data conversion

High

High

HIGH

Yes Chemical

Walkthrough the requirement process.

2

256

01-10-2017

Training the support personal

Medium

Low

Medium

Trainer

Project manager

The above risk register will be reviewed weekly basis with project team and will update the Sponsor about the status. The ERP implementation will also have some major risks if not given a thought. Lack of Change Management and Lack of integration knowledge may lead to have some delays in making the software to production.

Communication

Project Title

SAP S/4 HANA Deployment at 4 sites

Project Manager

VUISC (designated Person)

Executive Sponsor

Creaig Hanwood- CEO

Principal Stakeholder

Pharmacist ,Finance, HR and Procurement team

Date

25-Jul-2019

Communication Matrix

Deliverable Name

To whom

Communication Mode

Communication Cadence

Owner

Project information

All team members

Collaboration tools like Team meeting and Skype

As needed

Project Manager

Project progress update

Director, Sponsor and Pharmacy

Email

Monthly review

Project Manager

Team meeting progress

Team members

Face to Face meeting

Daily as stand up

Project Manager

ProjectStatus update

Sponsor

Email

Weekly

Project Manager

Project risks escalation

Executive Sponsor

Risk Register update

Daily

Project Manager

Vendor Review updates

Business team

Face to Face meeting

Weekly

Project Manager

Post Production support

Client

Face to Face meeting

3 days once

Project  Manager

Compliance and environment

3rd party for review and certify

As needed

Monthly

Project Manager

Release of software in QA and Production

To all team members

Email and video

On release

Project Manager

Un-expectable cost expenses due to wrong budget estimation, scope of the project analysis and management and communication plan

Summary

The SAP S/4 HANA Deployment project is a critical for Yes Chemical for their operation productivity improvement. The revenue improvement with less additional cost on their operations work. The Project is successfully implemented in 4 different location (Sydney, Brisbane, Perth and Adelaide). Initially the project started with little resistance as this is a new change which the employees shown. After the Training and demo of the tool, the employees started to understand the importance and reduced lot of manual work. This in turn has increased the team motivation and started for good Productivity.

Project manager had a regular meetings with Sponsor to update the progress and escalate and get the support for the project Implementation. Simultaneous project manager has to get the budget approval in phase wise. Regular team meeting was conducted to ensure the scheduled tasks are completed and updated the risk register to ensure that project is running in smooth.

The Software installation is done in phased manner QA environment to Production environment with every stages approval. Budget is also update and regularly being revised by finance committee. The production plan update is done very caution and integration and system level testing are done at all the sites and ensured that there is no failure in the deployment. Even after the Production updated three weeks of post-production support is being provided to make the project team to use and provide the feedback.

The Project Manager also appreciated the whole team for a successful delivery and deployment of the application and update the Learnings to the team.

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