Task
Various tasks as outlined below after the case background.
Case Background
As the project manager you are required to present an initial project report to the project sponsor that
shows how you propose to implement this project. As the project manager you may make any
assumptions you think are necessary.
Case study – Grand Wines
You are an employee of Grand Wines Ltd and project leader of a proposed project to equip each of the company’s 20 sales representatives with a wireless data entry device by which they could instantly communicate customer orders to the company’s central sales database in Sydney. The sales representatives operate over all areas of NSW and service around 400 independent wine and liquor stores in the state.
Currently, the sales representatives complete customer orders manually and after leaving a copy with the customer, they forward the customer orders by mail or fax to the sales department in Sydney, where the orders are entered into the sales database and processed through the inventory system for shipment to the customer.
The problems with the current process are:
• At least one-day is lost in supplying customers with products because of the delays in getting orders into the system.
• Sales representatives do not know the latest inventory position of their products when they accept orders from the customer. Delays in delivery can result when orders are placed on “back-order” because of a lack of stock.
• Orders are often “lost” or entered into the sales database incorrectly through human error.
• The sales representatives and many customers are dissatisfied with the current situation.
Competitive wine companies have improved their order systems and are outperforming Grand Wines Ltd in terms of delivery speed, order accuracy, availability of ordered stock and overall customer satisfaction.
Your CEO has stressed the importance of the project to the company and asked you to use your skills as a project manager to make sure the project is successful by following the relevant project management processes.
You have been assigned a project leader of this project. Your manager has given you guidance that the project needs to be completed within 6 months and that costs should be minimised wherever possible with given budget of AUD 60000.00.
Task 1: SWOT ANALSIS – 10 marks
Conduct SWOT analysis giving 5 points each for S, W,O,T as per descriptions below to help project managers.
Task 2: Prepare Project Charter as per below template – 5 marks per topic – 30 marks
Template for Project Charter
Basic details Including: Title of the project, Name and email of the Project Manager(yourself), Duration of the project, and High level budget
Project Objectives
o Clear, concise reasoning for why the project is being performed
o Clear, concise definition of what the project’s activities will entail
o Brief description of primary deliverable(s)
o Clear description of the project’s benefits to the organisation
o Recognition and description of any limits that the project will not cover and address
Acceptance Criteria
o Identification of specific factors against which the project can be compared to determine success/failure
o Identification of specific deliverables not only for class, but for the project as a whole
o Agency-specific deliverables
o Inclusion of due dates for the deliverables
o Clear identification of milestone and milestone exit points
o Factors should include a specific metrical comparison
Assumptions and Constraints
o Any assumptions made during the course of the project
o List of constraints that entail the limitations that are required to be addressed
Stakeholder List
o Complete list of stakeholders including the sponsor, PM, executive members and few important members that are required to contribute to high level decisions
Lessons Learned
o Identification of pitfalls to be avoided, based on the student’s past experience
o Evidence of thought as to what can and cannot affect the project in terms of how the project will run
Charter Sign off
Task 3: Prepare Communications Plan as per the template given- 20 marks
Communication Plan Template
• Plan purpose – A brief description of why and how the plan was developed, and an overview of the overall team communication philosophy. Also states types of communications planned, for lateral, downward, and upward communication.
• Identification of stakeholders – The “who” in the project that requires information, (i.e. team members, project sponsor, class professor, etc.) and also the responsible parties to receive and/or communicate information.
• Information to be shared – The “what” in terms of project information communication. Describes types of information that the team uses to communicate amongst its own team members, and also to the agency sponsor and the class professor.
• Frequency of information exchange – The “when” describes how often communications will be held (i.e. daily, weekly, monthly, as needed, etc.)
• Location of information exchange – The “where” states the location of the meeting or other interactions
• Purpose of communication – The “why” description assures that communications are held effectively.
• Mechanism for communication – The “how” describes the media for communication (i.e. physical meeting, email, phone, message group, etc.)
• Change management – Description on how the team will handle changes in the project, whether it is in terms of project scope, schedule, or resources. This includes how the team plans to communicate changes as well as how the team plans to make decisions about changes.
• Meeting agenda – Gives a brief overview of what the team plans to accomplish in each of its meetings, how it documents goals and objectives for meetings, and defines and assigns actions for the team to accomplish project objectives