Project Management 2
Anureet kaur
Task 5
Responsibility Matrix
Name
Role
Report Project Sketch Hardware Software Contingency
Charter
Plan
Anureet Ldr
x
x
Matthew Consult
x
x
Andrew Consult
x
x
Risk
Analysis
x
x
x
Report
Names: Anureet Kaur, Andrew Mella and Matthew Brady
What is continuous improvement?
Continuous Improvement Process (CIP or CI) is an ongoing effort to improve products,
services or processes. These efforts can seek "incremental" improvement over time or
"breakthrough" improvement all at once
How continuous improvement may be used in the development of this project
Contingency improvement can be achieved through the use of a regular review cycle
during the project lifecycle where issues can be discussed between the client and project
team. For example converting existing manual invoice to an integrated electronic invoiced
accounting package and system, also the conversion of the existing manual reservation
system to electronic reservation system or program.
Classify risks associated with this project
1.
2.
3.
4.
5.
escalation of project cost
project schedule running overtime
vendor or product supplies shortages
training of client and client staff
project staff shortage (illness)
Classify each identified risk as per table
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Identified risks
Inadequate planning
Poor definition of scope
Absence of leadership
Poor cost estimates
Poor time estimates
Loss of stock through theft
Failure of internet access
Failure of IT Hardware
Hijacked web presence
Loss of personnel
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Assessed risk
Proposed Project and the Analysed Requirements for the Proposed Project Scope
Possible Project Problem for Rufus Kennels
Client requirements:1. customer database
2. computer based accounting and bas reporting system
3. email
4. online security
5. EFTPOS facilities
6. website
Problems:1. escalation of project cost
2. project schedule running overtime
3. vendor or product supplies shortages
4. training of client and client staff
5. project staff shortage (illness)
Create a Contingency Plan that addresses how the risks will be monitored and
overcome and evaluate risk minimisation alternatives.
A contingency plan is created to serve as plan to recover business operations after
potential disasters. The backup plan is capable to restore proper function of the primary
business operations. Disaster could be man-made disaster; mistakes can cause data loss,
power outages, and a wide variety of other problems, while malicious attacks like
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hackings can compromise data or render it unusable. A good disaster recovery plan also
accounts for these types of situations, as planning and response to man-made disasters is
different than that for natural disasters.
Project Charter
Terms of reference for the Rufus Kennels office update project will state all of the
objectives and participants in a project including the scope of the project. The Project
Charter will provide a preliminary report of roles and responsibilities; it will outline the
project objectives, identify the main stakeholders, and define the authority of the project
manager.
The Project Manager will be assisted by the consulting project team have total control the
projects management with the aim of achieving to complete the project to the industries
best practice standards.
The purpose of this project charter is to document:

Rationale for undertaking the project
o

Upgrade Rufus Kennels business operations to use modern office
procedures
Objectives for the project
o Recording client and vendor details into a database
o Electronic recording and reporting of all business financial records into an
accounting software package
o Redundancy solutions for potential risk to the businesses continuity

Constraints
o
o
o
o

Cost, keeping project costs to within the projected agreement
Time, the ability to complete the project promptly
Man power, completing the project
Risk management, identifying and finding solutions for risks
Stakeholders
o
o
o
Rufus Kennels
Project Manager
Consultants
The creating a detailed term of reference is critical to Rufus Kennels Project, as it defines
the project vision, the overall objectives, scope of the project and deliverables to satisfy
Project Management 2
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the identified business requirements. This Charter has identified all of the stakeholders
and their required roles and responsibilities in the bounds of the project. The Project
Charter also establishes the required resources and any financial or quality plans for the
success of the project, including a work breakdown structure and schedule for all of the
projects tasks.
PO Box 2010
Gotham City NSW 2200
Phone: 0411 222 000
E-mail: info@ictconsultancy.com.au
ABN: 83022601939
Project Name:
Rufus Kennels
Client Name:
ABN :
Contact Person:
Phone:
Fax:
Email:
Address:
Existing Hardware:
Existing Software:
Sketch:
Proposed Hardware:
Proposed Software:
Budget:
Purchasing Authority:
Timing:
Concurrence
Consultant: Anureet Kaur
for ICTconsultancy
Client: R.U. Barker
for Rufus Kennels
Rufus Kennels
555 666 333 22
Dr. D Barker
5555 1234
5555 1337
barker@rufuskennels.com.au
1234 Random Street, Woofdale TAS 7000
no hardware ( 2 telephone lines)
none
See attachment A
See attachment B
See attachment C
$5000
R.U.Barker
3 weeks
Signatures
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Rufus Kennel Project topology outline
Hardware
Brand
Desktop
System
HP
Printer
Fujixerox
VoIP
Wireless
Modem
Router
iinet
CISCO
Proposed Project Hardware Costs
Description & URL
HPZ400 Workstation W3505
http://www2.hp.com/product/desktops/audesktops.asp
Price $
$2499.00
Multifunction colour laser printer
http://www.fujixerox.com.au/products/multifunction/mu
ltifunction-colour/DocuPrint-C1190FS/dpc1190
Voice over ADSL vendor is iinet
VoIP is 9.95 per mth plus calls
Standards ADSL service $50.00 per mth
http://www.iinet.net.au/business/broadband/plans.html
http://www.iinet.net.au/business/voip/call-rates.html
$600.00
Model # SRP527W-K9G4 VOIP-ready modem, 4-port
switch, integrated wireless access point
http://www.iinet.net.au/business/hardware-andsoftware/modems-and-routers.html
$429
Total:
$3667
$139
connection
plus ongoing
fees
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Software
Office
Document
and
Database
System
Brand
Open Office
Base
Computer
BAS system
BAS Agent
Portal
Financial
records
accounting
software
GST
Accounting
1.0.2
Email
Online
Security
Gmail
AVG
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Proposed Project Software Costs
Description & URL
BASE is a fully featured desktop database management
system.
http://www.openoffice.org/product/base.html
Online BAS lodging available from the ATO website.
Free
http://www.ato.gov.au/businesses/content.asp?doc=/con
tent/71504.htm
Program that is designed to maintain complete and
accurate accounting of income and expenses.
http://www.owlsoftware.com/
$100
Online “Cloud” stored email accounts easily
manageable.
http://www.google.com
Free
AVG anti-virus and firewalls will help keep Rufus safe
whilst online.
http://free.avg.com/au-en/homepage
Free
Banking is done with ANZ and EFTPOS will be
provided by the bank.
EFTPOS
facilities
Website
ANZ
Independent
Price
Free
http://www.anz.com/small-business/productsservices/merchant-services/eftpos-terminals/
Provided by an offsite company that will allow remote
access for changes and configuration by Rufus Kennels
as needed.
Set monthly
fees + a
deposit on
the EFTPOS
terminal.
ongoing
http://www.dreamhost.com
Total
$100.001
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Contingency Plan
Risk Assessment
Identified risks
Project Budget
Cost Overrun
Classification
How they will be
monitored and
overcome
Risk minimisation
alternatives
Medium
Project Team
Briefings
Adhere Project Scope
And Schedules
Vendor Supplies
Medium
Checking If Stock
Is In Supply And
Contract Conditions
Make Provisions For
Alternate Source Of
Supply
Absenteeism
Low
Use Contract Staff
Have Alternate Plans
For Staff Provisions
Medium
Team Briefing To
See If Tasks Are
Following Project
Schedule
Plan To Staff MultiSkilled Contactors
And Build Into
Project Overrun
Time
Hardware
Breakdown
Low
Use The Warranties
Provided With The
Vendors Product
Using Extended
Warranty Vendor
Deals
Internet Stoppage
Low
Use QoS Provisions
With The Vendor
Have A Wireless
Vendor As A Backup
Database Crash
High
Back Up Often And
To Multiple
Sources
Use Of A Online
Backup Vendor
Malicious SW
High
Use Trusted
Antivirus
Backup System
Often
Natural Disasters
Medium
Insure Business
Equipment And
Backup Vital Data
Smoke Alarms,
Security Systems
And Backup Systems
Task Schedule
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Evaluation of Risk Minimisation and Alternatives to
Enable Continuous Improvement in Quality Outcomes
Risk minimisation
alternatives
Work Effort
Required
(Hours)
Staff Budget
(internal &
external)
Risk Assessment
Planning
2hrs
$60
Project Team
Meetings
3hrs (1hr per wk)
$270 (3*[3*$30])
Quality Testing
6 hrs
$360 (2*[6*$30])
Documenting
Project Conclusion
3hrs
$90
Client Training
3hrs
$90
Recommendation
Planning for possible
risk minimisation
solutions
Estimation of the
projects schedule and
task phase
End of projects
lifecycle testing
Documenting all the
vital information in
the creation of the
business system
Training the client in
the operations of the
new applications and
communications
system