Book Soup - Project Plan, Victorian Institute Of Technology, Australia
PMIT - Project Management
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Executive summary: Book Soup, a physical book store, needs a web portal to sell books online and maximize its presence in the market. This paper begins with requirement planning and details the network diagram, Gantt chart and role matrix appropriate for all the resources involved. Further, the complete lifecycle of the project is detailed in this paper and project sign off can be an example to it. This project can act as a turning point in the business.
Introduction: The organization chosen for this paper is Book Soup. It is an independent bookstore present in California and the firm is popular among film celebrities. Though there were many hiccups in running this store, it still has a fan following that has enabled the firm to continue its existence. At the present state, it has a number of author events and book promotions that encourage readers to enjoy experiences. As it has always been a physical store, some readers have found it difficult to visit the place each time to make purchase and prefer e-commerce store. It is also important for this brand to establish an online retail store to improvise operations. The purpose of this paper is to prepare a project plan for Book Soup to undergo this transition effortlessly.
Question: Prepare a project plan on book soup.
a. Explain the functional and non-functional requirements.
Answer: Functional and non-functional requirements: The major functional requirements are listed here:
• Creating a catalog of books
• Integrating payment gateway
• Creating an interface for users to choose books and purchase
• Intimating shipping team about the orders
• Managing inventory of books (Booksoup, 2019)
Some of the non-functional requirements are:
• Accessibility - The developed web portal has to be cross-compatible and accessible on all devices.
• Maintainability - Since this is a new extension of the existing services of Book Soup, it is essential to control financial overheads in maintenance of this web portal.
• Scalability
• Performance
b. Project constraints
Answer: There are a couple of constraints that we are likely to encounter during the lifecycle.
• The business model is vague and there is no understanding if Book Soup staff will be interested to test it.
• So far, it has served as an interest independent book store and a switch to technologically enabled system can question the resistance of people.
c. Project objectives
Answer: The major objectives of this project is
• To build a web portal for the existing functions of Book Soup and allow readers to purchase books whenever there is a launch scheduled
There is a need for integration of all the departments of the store to fulfil the desired goal and also maximize the brand identity.
d. Determine project scope.
Answer: The web portal to be developed for Book Soup has a vast scope as it stays as per the trend and will uplift the usability and interactions with the readers.
The proposed project will ensure security authentication so that unauthorized users do not gain access to the internal data (Phillips, 2003). This portal has to accept orders round the clock and also give the option for people to get the books home delivered.
e. Work breakdown structure (WBS)
Answer:
It is evident that there are 13 activities in this project and the duration is about 4 months.
f. Time and resource needs
Answer: In order to develop this web portal for Book Soup, it is expected to start tomorrow which is 29th May 2019 and complete by 30th September 2019. This implies duration of 4 months to receive the complete web-based system for the firm.
Here are the resources that are needed to accomplish this project:
• Project manager (PM) - this person will take care of planning, communicating with stakeholders, collaborating teammates, assessing results, developing report
• Web developer (WD) - this person is responsible to develop this portal
• Designer (DE) - this person creates wireframes and interface design for the proposed portal
• Tester (TE) - the results are tested for different use cases by this resource
• Business analyst (BA) - this person works with client and project manager to identify if the needs are all met.
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g. Gantt chart
Answer:
h. Network diagram
Answer:
i. Cost
Answer: The costs incurred for this project are as follows:
|
Name
|
Actual Cost
|
Remaining Cost
|
Baseline Cost
|
Cost
|
Cost Variance
|
|
requirement planning
|
$0.00
|
$640.00
|
$0.00
|
$640.00
|
$640.00
|
|
scope definition
|
$0.00
|
$160.00
|
$0.00
|
$160.00
|
$160.00
|
|
budget planning
|
$0.00
|
$560.00
|
$0.00
|
$560.00
|
$560.00
|
|
schedule planning
|
$0.00
|
$560.00
|
$0.00
|
$560.00
|
$560.00
|
|
resource planning
|
$0.00
|
$560.00
|
$0.00
|
$560.00
|
$560.00
|
|
wireframe development
|
$0.00
|
$720.00
|
$0.00
|
$720.00
|
$720.00
|
|
first meeting with booksoup
|
$0.00
|
$320.00
|
$0.00
|
$320.00
|
$320.00
|
|
first level development
|
$0.00
|
$1,440.00
|
$0.00
|
$1,440.00
|
$1,440.00
|
|
implementation
|
$0.00
|
$3,600.00
|
$0.00
|
$3,600.00
|
$3,600.00
|
|
testing
|
$0.00
|
$720.00
|
$0.00
|
$720.00
|
$720.00
|
|
change implementation
|
$0.00
|
$960.00
|
$0.00
|
$960.00
|
$960.00
|
|
final deployment
|
$0.00
|
$5,600.00
|
$0.00
|
$5,600.00
|
$5,600.00
|
|
project report
|
$0.00
|
$960.00
|
$0.00
|
$960.00
|
$960.00
|
| Total |
|
|
|
|
$16,800 |
j. Quality management
Answer: In order to ensure quality in the results, we would perform the following:
• Focus on the needs of the client and manage resources accordingly
• Regular measurement of the results in accordance to the objectives to understand if there are deviations
• Client feedback and satisfaction are measured for each phase (PMI, 2010)
• During the project report submission, it is important to highlight the compliance to web standards so that the client can implement immediately.
We shall also ensure adequate scope for continuous improvement.
k. Project stakeholders
Answer: The internal stakeholders for this project include project manager, business analyst, web developer, designer and tester. The project sponsor - Book Soup will also act as yet another stakeholder for this project. The communication between stakeholders will happen on Wednesdays and Fridays every week. The external stakeholders for this project will include buyers/users who would be interested to test the system and inform the feedback so as to maximize the overall productivity. These users will be required to be a part of the lifecycle at the final stages.
l. Communications and risk management plan
Answer: The communication plan for this project is as follows:
|
Deliverable information
|
Recipient
|
Delivery method
|
Schedule
|
Who's responsible
|
|
Project requirements
|
Project team
|
Team meeting
Conference call
|
As per the need
|
Project manager
|
|
Wireframe development
|
Project manager
Client
|
Meeting
Email
|
As per the need
|
Designer
|
|
Agenda
|
Project team
|
Email
Sharepoint
|
Weekly
|
Project manager
|
|
Project status
|
Project manager
Client
|
ePortfolio
Email
|
By 3PM every Wednesday and Friday
|
Project team
|
|
Project updates
|
Project manager
Business analyst
Client
|
Team meetings
Email
|
By 3PM every Wednesday and Friday
|
Project team
|
|
Project risks
|
Project team
Project sponsor
|
Meeting minutes
Documents
|
As per the need
|
Project manager
|
The risk management plan is already in place for this project and is given below.
|
Risk
|
Implications
|
Risk level
|
Impact
|
Contingency
|
|
Delayed start of the project
|
Limited time available for development
Can lead to financial overheads
Quality can be compromised
|
Medium
|
High
|
Evaluate full impact
Enable mutual decisions before the start
Keep the client in loop
|
|
More changes than expected
|
Major change in the project
Resource and budget overheads
|
Low
|
High
|
Get client's response whenever there is a progress
Evaluation of resource's competency
Provide clear documents for quality development
|
|
Financial/operational overheads
|
Can lead to loss
Can lead to quality compromises
|
Medium
|
High
|
Regular communication
Receipt of every operation carried out towards the project
Strategic development by business analyst
|
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m. Responsibility matrix
Answer: The RACI matrix for this project is presented below.
|
|
Project manager
|
Business analyst
|
Web developer
|
Designer
|
Tester
|
|
Requirement planning
|
R
|
A
|
I
|
I
|
I
|
|
Scope definition
|
R
|
A
|
I
|
I
|
I
|
|
Budget planning
|
A
|
R
|
I
|
I
|
I
|
|
Schedule planning
|
A
|
R
|
c
|
c
|
C
|
|
Resource planning
|
R
|
a
|
c
|
c
|
C
|
|
Wireframe development
|
a
|
c
|
i
|
r
|
I
|
|
First meeting with booksoup
|
r
|
a
|
i
|
i
|
I
|
|
First level development
|
C
|
c
|
r
|
i
|
i
|
|
Implementation
|
c
|
C
|
r
|
a
|
i
|
|
Testing
|
C
|
a
|
i
|
i
|
r
|
|
Change implementation
|
C
|
a
|
r
|
i
|
i
|
|
Final deployment
|
r
|
c
|
a
|
i
|
I
|
|
Project report
|
r
|
a
|
c
|
c
|
c
|
n. Project deployment
Answer: Having discussed about roles and responsibilities, risks and communication structure, the final step is to deploy the project and this happens in 4 steps (PMI, 2010).
• Planning
• Testing
• Launching
• Supporting
In the planning stage, the necessary setup, resources and the platform are all identified and they are made available so that the client can display consent for the subsequent step.
In the testing stage, the project sponsor and a couple of stakeholders shall be brought in. This is ideally an effort to go live in due course of time. This phase is important as any issues identified during testing will have to be amended before they are available for a large scale use. If the support resources are required in higher numbers, it can be arranged. A convenient date and time will have to be scheduled and the testing can happen.
In the launching stage, the web portal is implemented and is made available for use by end users. In this case, the project development team will act as a help desk to solve queries. There are 2 types of users in this portal - customers and administrator. While the customers place orders, the administrator travels throughout the lifecycle of the project.
Supporting stage indicates transferring necessary knowledge to run the site, monitoring the usage trends, communicating with the client or the administrator to understand if there are issues and offering guidelines to maximize overall efficiency.
o. Project signoff
Answer: Project name: Development of a web-based portal for Book Soup, a retail store
Start date: 29 May 2019 End date: 30 Sep 2019
Project deliverables: user access pins, web based portal along with source code, manual and report
Client: Book Soup
By signing this sign-off document, I acknowledge that all the deliverables have been achieved in the desired quality levels.
Project manager name and signature
By signing this sign-off document, I acknowledge that deliverables received have met the quality goals.
Sponsor name and signature
Remarks
This is the sheet that will be submitted as soon as we come to know that the project is completed (Phillips, 2003).
p. Post project review and recommendations
Answer: Project outcomes: A web based portal
Benefits: Simplified operations and higher sales for Book Soup
User satisfaction: High
Project performance: The performance of the project shall be tested on 4 aspects - scope, time, cost and quality. The comparison between actual performance and expected performance along with reason for deviations shall be listed.
Lessons: • Improved coordination is needed between stakeholders
• Requirements need to be accurate
Recommendations: • Focus more on business model and create an operational model simulation before actually developing the system
• Meet the project sponsor frequently
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q. Conclusion
Answer: It is evident that the web portal for Booksoup can double the sales and those who have walked in can also understand the value given by the store to the customers. This project is completed in the least period of 4 months and all the costs mentioned are within the budget. Quality is never compromised throughout the lifecycle of the project.
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