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IFN700 Project Management Assignment - Queensland University of Technology, Australia

LEARNING OBJECTIVES -

1. Critically evaluate different Project Management methods and select which is appropriate to apply to a specific project.

2. Apply a Project Management approach, demonstrating leadership skills within a team environment, to deliver a sophisticated IT system.

Task - Based on the Online Lawyers Scenario create a Project Plan. Select either a DSDM or PRINCE2 Project Management methodology. You will need to justify your decision in the report. Using your selected Project Management method and associated techniques to complete the Project Plan sections.

Answer - Project Management

Revision history

13. 04.19:

The project manager has discussed with Alpha Law. They need a brief overview of the project before starting it. Therefore the documentation is done and the Timebox is added.

11. 05.19:

The company wants to deliver the project within 6 months. Previously the time determined was 8 months and therefore the overall project plan has been reduced to 6 months.

Business driver

Managing legal issues is one of the most complicated issues for general people or organizations or group of people. Compliance with regulations to fighting in a case is an area where the common mass feels helpless and they have to completely rely upon the lawyers. It is also hard to find out a good lawyer. Therefore, people need one easy solution to this. Along with this, people who are working for a law firms and individual lawyers also face issues regarding managing clients or getting access to potential clients. There has to be some way out so that both the clients and the lawyers get access to each others. Along with that, a lawyer take charges based on the time they give to the customers and therefore it is also essential to track timing to use the hours effectively so that both get benefitted. In order to solve all these problems, Alpha Law's plan to develop the digital service would come as an aid. The need to enhance the quality of case law services and accessibility of lawyer or access clients ibis the key problem that could be solved with the digital platform. There is hardly any or no such firms that provides communication between a lawyer and a client. This gap should be considered as an market opportunity and the new platform would help to cease this issue.

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It is essential for Alpha law to develop such platform. In this era, people are becoming mostly digital service oriented. Accepting this major trend may result to loosing stability in the market. The potential client base would also remain out of reach to the lawyers. Like any other traditional law firms Alpha Law would also struggle to communicate to the clients or get clients. Along with that it would also face managing issues with service quality and therefore would remain in a stagnant stage unless the new technological changes is applied and used. For implementing this project, an effective project management plan is required. Otherwise the project may end up in misusing financial and human resources and therefore proper project planning with effective use of project management frameworks and tools should be used to bring success.

Project objectives

The key objectives of the project are:

  • To develop the technological platform within 3 months to improve better communication with clients and greater accessibility
  • To gain competitive advantage by using technological developments
  • To becoming more integrated with current technological changes
  • To improve future potential by creating a strong client base

Business benefits

This project would deliver several busies benefits. The key benefit of the project is analyzed with the help of using SMART framework in the following section.

Specific

Benefit 1 : The technological platform would provide competitive advantage  

Benefit 2 : Integration with current technological changes and be in line with client  needs

Benefit 3 : The future potential would be high and clients would always be able to be in touch with their lawyers 

Measurable

Benefit 1 : The number of additional clients as compared to the competitor gained in the first month would help to measure how much competitive it is becoming  

Benefit 2 : The number of clients communicating via the platform would help to measure this benefit 

Benefit 3 : The growth this platform offers Alpha Law would measure the future potential 

Achievable 

Benefit 1 : This is achievable as consumer would love to have an easy as well as reliable way out to their legal issues 

Benefit 2 : This is achievable as people nowadays seek digital and convenient solution to everything and they spend most of the time looking for solutions in digital platforms

Benefit 3 : With better  up gradation and features, this is achievable       

Realistic

Benefit 1 : This is a realistic attempt to gain competitive advantage as not many other law firm has such facilities which makes  Alpha Law first among its competitors 

Benefit 2 : This is realistic due to the technological advancement

Benefit 3 : This is realistic as technology is the future of modern generation and of any industry

Time frame

Benefit 1 : 6 months

Benefit 2 : 6 months

Benefit 3 : 6 months

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Defining the scope

Scope statements:

This project would include a proper planning for developing technical platform for managing case laws. Alpha law's technological field would work as communication bridge between case lawyers and the clients. This project includes key stages, important elements for the projects, the roles of stakeholders and budgeting.

Prioritised Requirements List

The requirement of the three key stakeholders is mentioned bellow:

The Alpha Law: the requirement of the firm is a bug free platform that they can use to locate as well as collaborate between case lawyers and clients.

The client: They need easy access to lawyers. It is essential to create a sense of reliability among the clients. The client might feel uncertain about whether to rely on the lawyer or not. They need effective information regarding background and professional history of the lawyers.

The lawyer: As a lawyer, they would need a trustworthy platform where they can note down their client information and manage client dealing. They also wants to have a better client base and accessibility to clients.

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User Stories

Story Identifier: STK001

Story Name: seeking for legal suggestion

Description: I need some reliable lawyer to handle my case regarding property issues

Confirmation: Acceptance Criteria:

Functional:

- Can I see the background and previous case related information of the suggested lawyers?

- Can I decline to take advice after the first online meeting?

- Can I see the up to date cost of the service that I would take?

Non-functional: availability:

- Can I consult with my lawyer at any time (24 hours per day or 24/7/365)?

- Can I view the current case progress at any time (24 hours per day or 24/7/365) ?

Non-functional: security:

- Are unauthorised people as well as other users prevented from seeing my presence in the platform?

-Can I hide my personal information for the initial time while taking consultation?

MoSCoW

Following are the stages of Moscow and the application to the project context. It shows some basic requirements required for the project:

Must Have:

  • Compliance with initial regulatory barriers related to starting a project
  • Proper agreements
  • Financial information and support
  • Technical knowledge to develop a software
  • Understanding of proper requirement of the client that is Alpha Law

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Should Have

  • Efficient manpower
  • Better communication between the project team and Alpha Law
  • Proper time management and budget management plan

Could Have

  • Financial support additional
  • Use of other project management tools

Won't Have this time

  • Use of Prince method of project management

Justify the chosen methodology

There are several software development models that could be used for developing a software and implementing it. For Alpha Law, the agile management method of Dynamic System Development model is initiated. The reason behind selecting this process is that, it provides better engagement of the customer, Alpha Law in this case. The project is developed with the interference of the customers and therefore the software would be highly integrated with customer requirements. It is consider that, it also provides better time bound and cost effective completion of projects as compared to other models.

Key stakeholders

The project organizational is given to show the key participant of the project. The stakeholder group is divided into two categories that are internal stakeholders and external stakeholders (agilebusiness.org, 2015 ). In the stage of project development the role of the internal staholders is higher than that of the external stakeholders. The role and responsibilities of the stakeholder are presented in the follow table.

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Project Management Assignment.png

Internal Stakeholders 

Role

Sponsor

Funding the project

Senior management

Initiating the project and work as a communication bridge between the shareholders and other workers of the project   

Project management team (project specialist, project manager and steering committee )

Making blue print of the project, time scheduling, task division and determining expenses  

Technical team (system administrator, system analyst soft ware and hardware engineer)

Working on preparing the platform and its end to end monitoring 

Project support team (platform designer and documenter)

Additional workers and taking care of the needs of technical team

Assisting with platform designing and documentation of the process  

Training and people management team 

Taking care of the workers, payroll, performance measuring and developing required training and development plan

The role of external stakeholders and their categories are described in the follow table:

External stakeholders

Role and responsibility

Clients of case law

To check proper data and background information of the lawyer before booking them. 

To give their review for further improvement of the platform 

Lawyers who would be using the platform to connect to the clients

To be fair while uploading their information

To give timely response to the client

To keep themselves upgraded with the platform and legal changes as well

Project Management Assignment1.png

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Outline solution

The online platform by Alpha law would help the company to deal with some major challenges in the industry. There is a huge gap in communication between lawyer and clients and therefore a stable platform is required that would work as a bridge. The lawyers also face issues with managing customers and keeping track of their cases. Clients also face issues with choosing the right lawyer for their case. The platform that is going to be developed by Alpha law would come as an aid. This would help the lawyers manage their data and update qualification. Along with that help in managing case notes, case agreements, scheduling and many more. Along with that many other facilities like reviewing the lawyer, service quality can be done. This would help the clients to overcome the issue of reliability on the vase law workers. The level of transparency would be improved and the both side users would help solve their issues and confusion associated with transaction as well as time management.

Project Management Assignment2.png

Key risks

The key risks that going to affect the project are

  • Technological glitch or issues
  • Financial issues
  • Cost related issue that is lack of fund or exceeding cost

The risk mitigation strategy is documented in the following section with the help of effective strategies. The mitigation ideas are documented with the help of following 4 strategies. These could be applied to deal with the issues arise during project management.

Avoid risk - 'change the plan to circumvent the problem'(Peldžius, Ragaišis & Valaitis, 2013). Here the platform development is the key plan and therefore the issues with technological glitch are unavoidable. Therefore if the company wants to change the plan, it has to use some other medium to build the software. The existing provider cloud services and other technological aspects could be replaced.

Mitigate risk - 'reduce the probability and/or impact through planned actions'. This strategy could be adopted when the risk is associated with fund shortage. The company can use contingency fund to support the unexpected financial backlog. Along with that proper budget and cost estimation from the beginning stages could help to overcome the risks.

Accept risk - 'take the chance and possible consequences of the threat happening'. This could be used in the case of the third issue (Sani et al., 2013). The lack of coordination between the workers may hamper the project. This project would require participation of employees project the project development organisation and form Alpha law. Therefore chances of miscommunication are there. One possible strategy is completing shifting the key responsibility to the project management team and partial association of the workers from Alpha Law. This would help to avoid issues with people management.

Transfer risk - 'outsource the risk to a third party either through insurance or by outsourcing the responsibility.' This could be done in all of the three issues. For example, to deal with fund shortage, finical help form external funding agencies could be taken. Likewise, technical support or HRM consultant companies can help to transfer risks.

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Delivery and release planning

Project development plan:

The project development and the stages along with the detailed description and time frame are given in the following time box model.

Time boxes

Time box

Nature of the work done 

Suggested timescale

 kick-off 

 

Meeting with Alpha Law and project team members and the investors  

1 month

Investigation

The requirement of the clients

Information regarding local lawyers

Information regarding the technical aspects to frame out the software    

2 month

Refinement

Testing  process

Risk assessment

Reviewing consolidation and governance   

4 month

Consolidation

Reviewing the development

 Crosschecking with Alpha law  

4 month

Close out

Surrendering the platform to Alpha law

Configuration and installation

Closer of financial transactions of the project with Alpha Law   

1 month

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Project control

Trade-off between the project variables scope, time and budget:

These are the 3 key areas of a project management. In order to manage all there areas, several measures could be taken. According to the PMBOK, there are mainly two types of scope control that is project size control and product control (Plonka et al., 2014). All of the three aspects that are time, cost and scope could be managed by using work breakdown structure effectively. Along with that Gantt chart and budget table could help to manage the time and cost. Setting up key performance indicators and measurement at every stage would help to manage the project and make it more time bound as well as cost effective. Recruiting trained as well as professional workers would help to improve this as well.

Ensure product quality during development:

For this purpose, total quality management could be adopted. Total quality management is a process where end to end operations are monitored and loopholes in each step is determeined before proceeding to the next level. For example, after developing the dashboard for lawyers, the project technical team would test the convince of uploading information and privacy of their personal data (Anwer et al., 2017). Otherwise personal information as well professional sensitive information can become vulnerable. The company would personally check authenticity of the data before making them available to the clients.

Tracking of project progress:

A Gantt Chart in excel sheet would help to keep track of the project progress. The along with that critical path can also help to keep track of the progress.

Ongoing business case justification:

The company would prepare a documentation of the whole procedure. This document would include all the necessary information regarding critical stages of the project and cost required. Transaction slips and every other required information would attached in order to maintain transparency.

Project costs

The approximate cost is presented in the following table:

Particulars

Cost (dollar)

The cost for managing employees

743

Technological tools purchase 

634

Consultant fees

962

Electricity and raw material charges 

765

Evaluation cost

776

Others

875

Contingency fund

1630

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