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Red Apple Inc Project # 2020-1108
Red Apple Inc #2020-1108
Implementing New Software
Red Apple Inc. an Early Childhood Learning Center in Seattle, WA needs
to transition from written documentation to digital documentation.
Red Apple Inc has two locations.
Kristen Bullard
Capella University
November 2020
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Red Apple Inc Project # 2020-1108
Executive Summary
[Executive Summary Description]
[GUIDANCE – EXECUTIVE SUMMARY
Executive summaries are exactly what they imply, a brief description of the project that a busy executive
may read to understand the purpose, main points, and deliverables of a project. They are tailored so
upper management understands how the project fits into the mission and goals of the organization.
Unlike the aforementioned templates in this document the executive summary is known for its brevity.
However, the importance of this template is to be able to recognize and report the most important things
the executives need to know so there are no “surprises” during the project run.]
[Insert Executive Summary narrative here.]
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Red Apple Inc Project # 2020-1108
Table of Contents
Executive Summary....................................................................................................................................... 1
Version Control ............................................................................................................................................. 3
Project Charter .............................................................................................................................................. 4
Risk Identification Questions ........................................................................................................................ 7
Technical Risks .......................................................................................................................................... 7
Management Risks.................................................................................................................................... 9
Commercial Risks .................................................................................................................................... 12
External Risks .......................................................................................................................................... 13
SWOT Analysis (Strengths, Weaknesses, Opportunities, & Threats)...................................................... 15
Known Project Risks, Constraints, & Assumptions ................................................................................. 15
Roles and Responsibilities:...................................................................................................................... 16
Team Contract............................................................................................................................................. 20
Project Scope .............................................................................................................................................. 23
Work Breakdown Structure (WBS) ......................................................................................................... 26
Risk Breakdown Structure (RBS) ................................................................................................................. 28
Budget ......................................................................................................................................................... 29
Communications Matrix.............................................................................................................................. 30
Stakeholder Communications Analysis ....................................................................................................... 30
Glossary [Description of Glossary] ............................................................................................................. 31
RACI Matrix ................................................................................................................................................. 31
Risk Matrix .................................................................................................................................................. 32
Risk Stakeholder Roles and Responsibilities ............................................................................................... 34
Risk Management Process and Activities ................................................................................................... 35
Project Schedule ......................................................................................................................................... 36
References .................................................................................................................................................. 37
Appendices.................................................................................................................................................. 40
Reflections: What I Learned ........................................................................................................................ 41
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Red Apple Inc Project # 2020-1108
Version Control
Version Number
1.0
1.1
PM-FP4060_A2_BullardKristen_1
Assignment
Unit 1
Unit 2
Date
11/10/2020
11/15/2020
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Red Apple Inc Project # 2020-1108
Project Charter
This project charter is for Red Apple Inc. an Early Childhood Learning Center with 2 facilities in Seattle,
WA. This charter includes the implementation of ProCare Connect a childcare facility management
solution. Red Apple Inc would like to transition from written documentation to digital documentation
within the next three months.
Project Title: Red Apple Inc Project # 2020-1108
Project Start Date: Tuesday January 5, 2021
Project Finish Date: Friday April 2, 2021
Budget: The overall budget/expense for this project is $110,000.00.

Project Management & Admin Fee = $ 44,100.00

Design & Engineering = $ 26,800.00

Installation of all System Hardware = $ 23,500.00

Additional Costs ie: travel, communications, training = $ 15,600.00
This High-Level budget will be broken down by task/deliverables that will help develop our project
scope. This budget does not include our contingency amounts.
Project Manager: Kristen R Bullard
Project Objectives:
Our project objective is to supply Red Apple Inc with a high quality childcare management system with
all the capabilities the company needs. This project is requested for the purpose of switching from
written documenting to digital documenting and streamlining the system for both facilities. Some of the
systems capabilities will include:

Parent/Guardian Sign In & Out thru system with attendance tracking

Medication Forms with reminder notifications on allergies, upcoming refills, dose, etc.

Student Files – Includes Photo and All Legal Information Needed
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Red Apple Inc Project # 2020-1108

Staff Time Sheets
The new capabilities will help the Childcare Facility concerning safety, easy to pull information and
smoother transmission of information between management and classrooms.
Project Deliverables:
Project 2020-1108 forecasted deliverables at this early stage of the project. This list will likely be
updated moving forward, if so, approvals will be required first:
Initiation & Planning:
 Proposal Delivered
 Stakeholder Conference (Virtual)
 Project Contracting Approvals
 Project Management Plan
 First Team Meeting (Face-to-Face)
Execution:







Requirement specification Documents
User Interface
Backend Development
Set up of Test System
Set up of Live System
Data Migration – All New Data for Red Apple Inc
User Training
Control & Monitor:
 Monitor Budget
 Monitor Timelines
 Progress Reports
 Schedule Changes
 Change Orders
 Weekly Team Meeting
 Weekly One to One Meeting
 Stakeholder Updates
Closing:




Final Approval
Final Sign-Off
Post Mortem Document
Archive Project Documents
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Red Apple Inc Project # 2020-1108
Approach:
The objectives will be completed utilizing our IT Team in cooperation with ProCare Software Systems
while maintaining industries best standards of approved technology.





The on time project completion will be controlled by monitoring of the projects outlined budget,
timeline, milestones and advanced schedule.
Budget will be estimated with looking at prior similar projects plus an additional 5% total
estimate contingency.
The project team will accomplish all execution deliverables per the work schedule they
committed too.
Training will be performed by a project team member with extensive knowledge in these
systems.
Compliance & project closure procedures will be accomplished by reviewing new system test
results and stakeholder satisfaction.
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Red Apple Inc Project # 2020-1108
Risk Identification Questions
RBS ID
Question
Answer
Mitigation
Assigned
Examples Preliminary Action
Validate with the Client
and Sponsor
Project Manager


Scope changes may arise during project.
Duration may be over-estimated.
Have checked by
overhead - Sponsor
Project Manager

Client may introduce significant change
during project (positive or negative).
Internal inconsistencies may exist within
requirements.
Key requirements may be missing from
formal requirement specification.
NO
Technical Risks
1.1 Scope
Definition
1.2
Requirements
Definition
1.3
Estimates,
Assumptions &
Constraints
1.4
Technical
Processes
Scope of the project and the
duration of the project have
been clearly defined?
Project deliverables or
requirements been clearly
identified?
Have all estimates,
assumptions, and
constraints been vetted?
Are the current support
facilities and infrastructure
sufficient for successful
completion of the project?
YES
YES


TBD
YES
Check-In
Follow-ups
Deadline on Returns
Project Manager or
Associate Project
Manager

Confirm
Project manager or
Sponsor


Standard processes will meet
requirements of specific solution.
Processes may be improved and made
more effective.
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Red Apple Inc Project # 2020-1108
1.5
Technology
1.6
Technical
Interfaces
1.7
Design
1.8
Performance
1.9
Reliability &
Maintainability
1.10
Safety
1.11
Security
Will current IT systems
support or integrate with
this project?
Do other projects or
systems depend on this
project?
Is the design aligned with
the requirements,
constraints, and
assumptions?
Will the project deliverables
meet performance
requirements?
How stable with the
solution be and is it easily
maintainable?
Is the solution within safety
guidelines?
Will the new system or
product keep information
secure?
ProCare Software
N/A
YES



N/A
N/A


NO

TBD
Will meet stakeholder,
sponsor and client needs
Project Team
Confirm
Project Team

YES
Project Team
TBD
YES


Test
TBD



Technology changes may invalidate
design.
Technology not updated to current version.
Legacy technology in use
Unexpected interactions may occur at key
interfaces.
Data inconsistencies across interfaces
may require rework.
Key interfaces may be reduced or
expanded.
Reuse of existing design elements may be
possible.
Current system design documentation not
available or incomplete. Written Form
Final solution should meet performance
requirements.
Some performance requirements may be
mutually exclusive.
Target reliability criteria may be
unattainable with chosen solution.
The use of innovative technology may
improve or degrade reliability.
Test
Project Team

A low-cost solution may impose additional
cost.
Test
Project Team

Government regulations may change
during project.
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Red Apple Inc Project # 2020-1108
1.12
Test and
Acceptance
Is there a standardized test
regimen in place?
Run Test

Project Team

YES

Test protocols may reveal significant
design error requiring rework.
Test is only conducted at the end of the
project.
Client may withhold final acceptance for
reasons outside contract.
Management Risks
2.1
Project
Management
Is the discipline of project
management part of the
organization?
2.1.1
Project
Manager
Has a full-time project
manager been identified?
2.1.2
Project
Manager
Does the project manager
have knowledge of both the
business and project scope?
2.1.3
Project Team
Have the project team and
their responsibilities been
clearly defined and
accepted?
Has a corporate project
sponsor been identified?
2.1.4
Project
Sponsor
Confirm with Docs

PM provides

YES


Name & Contact Info
PM provides Sponsor


YES

See written scope
Sponsor

YES
TBD
YES

PM and Sponsor work
together or PM alone
Project Manager
Send welcome note and
initial information about
project plan
Executive



Poor decision-making may result in
inappropriate task allocation.
Adoption of best practice risk process may
improve project performance.
Is project management standardized. YES
Are “best practices” documented and
implemented in subsequent project? YES
Is there a pool of trained project
managers? YES
Will the project manager be an outside
contractor? NO
Has the project manager worked for the
organization on past projects? YES
Does the project manager have a track
record with the organization? YES
Does the project manager have
experience with the departments within the
organization? YES
Have team members worked with the
project manager in the past? YES
Have team members worked on a project
before? YES
Has the sponsor had a track record with
the organization? NO
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Red Apple Inc Project # 2020-1108
2.1.5
Project
Manager/Sponsor
2.2
Program/Portfolio
Management
2.2.1
Project Repository
2.3
Operations
Management
2.4
Organization
2.4.1
Executive
Management
2.4.2
Organization
Structure
2.4.3
Organizational
Morale
2.4.4
Operational
Managers
Is there a good working
relationship between the
corporate project sponsor
and project manager?
Does the project have a
high priority to get
completed?
Is historical information
available for project
estimates?
Will this project impact
upon the day-to-day
operations of the
organization?
Is the organization’s
management structure and
processes stable?
Does execute management
support the project?
Is your organization’s
current structure adequate
to support this initiative?
Does the organization have
excellent employee morale?
Have all managers for the
project been designated?
N/A
N/A

Has the sponsor worked with the project
manager? NO
Will watch timeline
Adjust Schedule if
necessary


Other projects may divert key resources.
Other projects may be cancelled and
release resources.
Will look at past similar
project plans
Project Manager

Has this kind of project been done
before? YES
It will take team
members away from any
other tasks
We may need to recruit

Design may expose weaknesses in
existing products or processes.
Business-as-usual demands may reduce
project funding or contingency. TBD
In past 3 years we have
developed a good
management structure
If this starts to fail. We
will readdress
N/A
N/A

N/A
N/A

Is the management structure aligned for a
“projectized” solution? YES
Yes
Keep it up!

Is there general support for the mission
and goals of the organization? YES
N/A
N/A

Is it clear who will be supplying human
resources to the project? YES
TBD
YES
YES
YES
YES



YES
YES
YES
YES
Reorganization may impact project
organization (negatively or positively).
YES
Changes in corporate structure may
affect project (negatively or positively).
YES
Is there a keen interest in the project
succeeding? YES
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Red Apple Inc Project # 2020-1108
2.4.5
Organizational
Departments
2.4.6
Project &
Operational
Managers
2.5
Resourcing
2.5.1
Budget
2.6
Communication
2.6.1
Communication
Managers
2.7
Information
Have all conflicting
organizational objectives
been identified and
resolved?
Have management
authority and
responsibilities been clearly
defined and accepted?
Is there appropriate skillsets
available for the project?
Are the necessary funds
available to make this
project a success?
Is there a clear
communications plan in
place?
Do all managers
communicate in a timely
and effective manner both
up and down the
organizational structure?
Is all project information
available and vetted for the
project to start?
N/A

N/A

NO
PM role assigned

Project Manager

NO
YES
Supervision of skills will
be monitored and based
on similar projects
Project Team
Client Confirmation
Sponsor Confirmed




YES

TBD

TBD
TBD

Once Communication
Matrix is passed out

N/A

YES
NO
Will as project
progresses
More developed project
plan


Are there other projects that may be
attempting the same outcomes? NO
Are there other projects that may be
attempting other outcomes? YES
Is there commitment from department
managers for the project? YES
Are there competing interests between
managers? NO
Key resources may be unavailable when
required.
Specific skills may not be available when
required.
It may be possible to recruit existing
subcontract staff permanently.
Are there contingency funds available to
address risks? YES
Is the budget based on confirmed data?
YES
Project reporting needs may change
during project.
Key stakeholder interests may change
(positively or negatively).
Have the appropriate communication
channels and mediums been
established? YES
Is there a communications matrix
available? TBD
Client may fail to provide required
information on time. TRUE
Client-supplied information may be
inadequate to support project. TRUE
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Red Apple Inc Project # 2020-1108
2.8
Health Safety &
Environmental
2.9
Quality
2.10
Reputation
Have all environmental
factors been taken into
account?
Is there an acceptable rate
of errors? Does the project
need to be error-free at
launch?
What impact will the
success or failure of this
project have on the
organization’s reputation?
N/A
N/A

Health & safety legislation may change
during the project. TBD
Project must pass testing
before fully launched
Testing

Effective quality management may
reduce rework.
N/A
N/A

Senior management may lose confidence
in project team.
Improved reputation may increase
availability of funds and resources.
YES
NO

YES
Commercial Risks
3.1
Contractual Terms
& Conditions
3.2
Internal
Procurement
3.3
Suppliers &
Vendors
What type of contract is it?
Fixed-price? Costreimbursable? Time and
material?
Can internal departments
supply skillsets needed for
the project?
Is the supplier or vendor
stable? Is there an
established relationship?
YES
YES
YES
Fixed Price
4 phased payments
C/O if necessary, on
payment schedule


Team Members should
be able to handle whole
project
No established
relationship yet. There
will be one.

Project Team

Facilitate relationship
Project Manager



Contractual terms may contain internal
inconsistencies.
Harmonized client/subcontractor terms
may reduce risk exposure.
Other departments may not deliver as
expected.
Internal support may increase as the
project progresses.
A key supplier may go out of business.
Mergers between suppliers may erode
competitiveness.
Vendors may be able to deliver ahead of
schedule.
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Red Apple Inc Project # 2020-1108
3.4
Subcontracts
Does the organization have
control over vendor
subcontracting?
3.5
Client/Customer
Stability
Is there commitment by the
client for the completion of
the project?
3.6
Partnerships &
Joint Ventures
Is this a partnership or joint
venture with another
organization?
We choose vendor &
will replace if necessary

Replace vendor

YES

Client Signed Approval
Once Signed there’s a
commitment
YES



N/A
N/A

N/A
N/A

Key subcontractors may refuse to work
together. YES
Subcontract staff may take industrial
action (strike). YES
Collaborating with selected
subcontractors may improve working
relationships. YES
Client may change business focus and
withdraw support for project. YES
Changes in client personnel may require
additional project management effort. NO
Client may be bought out or merge with a
more supportive company. NO UNLIKELY
No Partner
NO
External Risks
4.1
Legislation
4.2
Exchange Rates
4.3
Site/Facilities
4.4
Environmental /
Weather
Is there pending
government legislation that
will impact the project?
Will monetary exchange
rates impact the project?
Is the site or facilities
available for the project?
Will the weather affect the
project? Are there seasons
to consider?
NO
NO
YES

Changes in legislation may impose
changes in the solution (positive or
negative). POSSIBLE
Legal requirements may add unforeseen
design requirements. POSSIBLE
Key suppliers may invoice in foreign
currency. UNLIKELY
N/A
N/A

All sites available
N/A

Site access may prove more difficult than
expected. TBD
N/A
N/A

N/A
NO
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Red Apple Inc Project # 2020-1108
4.5
Competition
4.6
Regulatory
4.7
Political
Are there competing
organizations in the
marketplace?
Are there regulations
pending that could impact
the project?
Are there political
movements, parties, or
candidates that may affect
the project?
4.8
Will the host country impact
Country
the project?
4.9
Is there a social movement
Social /
or public perception that
Demographic
may affect the project?
4.10
Do pressure groups exist
Pressure Groups who may have impact on
the project?
4.11
Is there insurance or
Force Majeure
contract language that
addresses “force majeure?”
A lot of competition
Stand Out through
marketing, word of
mouth & reputation

N/A

N/A
N/A

A key competitor may launch a competing
product and invalidate the project. YES
Key staff may be poached by competitors.
YES
Key competitor may withdraw from the
market. YES
Regulatory requirements may impose
unexpected design constraints.
Significant changes in regulation may
occur during the project (positive or
negative).
N/A
N/A
N/A

N/A
N/A
N/A

Changing social imperatives may impose
additional requirements.
N/A
N/A

N/A
N/A
N/A

N/A
YES
N/A



TBD
NO
NO
NO
NO
NO
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Red Apple Inc Project # 2020-1108
SWOT Analysis (Strengths, Weaknesses, Opportunities, & Threats)
Installing a new software program with WAC (WA State Coding) compliance forms and documentation.
The install will be implemented into two childcare facilities including training. The project budget is at
$110,000.00 plus contingency.




Strengths:
o
All Team Members hold a professional License or applicable education in their field
o
We are well respected in the community – please see feedback on our website
o
Our company has completed over 4million dollars in successful projects
o
Our staff retention is high, so you will have less risk of team changes during your project
Weaknesses:
o
Space is tight
o
We need 2 more developers on staff
o
Business is still young. Established 2017
Opportunities:
o
Rising Demand in IT
o
Growing Technology
o
Large Marketing Channel Options
Threats:
o
Competition
o
WAC Changes
o
Lack of Work due to Economy
Known Project Risks, Constraints, & Assumptions


Risks:
o
Budget Run Overs
o
Delays in Schedule for unforeseen reasons
o
Any work that has to be redone
o
Inaccurate Estimates
o
Stakeholder Expectations
Constraints:
o
Customer Satisfaction
o
Limited Resources
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Red Apple Inc Project # 2020-1108
o

Third-Party Delays
Assumptions:
o
Customer is able to pay fees
o
Third Party will collaborate as needed
o
Team will stay on assigned Task
o
Minimal Corrections
o
Sponsor will be available as needed
o
All Meetings will be held on time
o
The Client will provide needed documents for Install upon request
Roles and Responsibilities:
Name
Role
Position
Nina Wages
The client's role is critical to
the overall success of their
project. The client plays an
active role in approvals,
supplying information,
requesting change orders,
raising any concerns and
approving milestones.
The stakeholder can
positively or negatively
affect the project, including
the customers or users, the
project manager and team,
the project's sponsor,
program and portfolio
managers, the PMO
functional managers within
the organization, and
external sellers that provide
services or materials for the
project. ("Greycampus,"
n.d.)
The project sponsor is the
only one, a level above
the project manager.
Sponsors do not manage
day to day task of
the project. Sponsors will
Client/Owner
nwages@gmail.com
360-324-6574
Stakeholder
wickdan@gmail.com
360-456-3214
Sponsor
melang@gmail.com
360-768-0974
Daniel Wick
Irene Melang
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Contact Information
17
Red Apple Inc Project # 2020-1108
Name
Kristen Bullard
Bob Greene
Amy Gay
Debi Hanson
Role
ensure the resources are
available, they will promote
the project, and sponsors
will hold responsibility for
the project's success.
Lead role in planning,
executing, monitoring,
controlling and closing of
projects.
PM is responsible for the
project scope, project team,
project resources, and
whether its a success or
failure.
Mentor/Supervisor for
lower-level software
developers & programmers.
Member of the
development team.
Performs Processes such as
pair programming, & code
reviews.
Install and maintain the
performance of database
servers.
Develop processes for
optimizing database
security.
Set and maintain database
standards.
Manage database access.
Performance tuning of
database systems.
Install, upgrade, and
manage database
applications.
Diagnose and troubleshoot
database errors.
("Database administrator
job description sample,"
2019)
Network administrator who
is responsible for
maintaining computer
networks and solving
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Position
Contact Information
Project Manager
kbullard@gmail.com
360-675-8977
Lead Programmer
greenebob@gmail.com
360-678-5674
Database Admin
gayamy@gmail.com
360-987-6689
Network Admin
hansondeb@gmail.com
360-765-3802
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Red Apple Inc Project # 2020-1108
Name
Role
problems that occur with
them.
Installing & configuring
computer networks.
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Position
Contact Information
19
Red Apple Inc Project # 2020-1108
[TIPS: Moving Toward Distinguished Performance on the Project Charter
Please add this additional information in the appropriate places in the body of the section above. Here
are some additional things that may be added to the template to customize it or elaborate on information
that is known about the project:




Key Milestones (Examples: Key deliverables such as the design of a Web site or the coding
behind the Web site.)
Describes a changing marketplace that justifies the project. (If we don’t do it, our competition
will!)
Expansion on the roles and responsibilities of team members. (Name, role, responsibilities,
delegation of authority, and so forth.)
Assigning authority to the project manager so she/he may expend organizational assets (human
resources, money, equipment, software, and so forth)]
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Red Apple Inc Project # 2020-1108
Team Contract
Project Name: Red Apple Inc. Project # 2020-1108
Project Manager: Kristen Bullard
Team Members.
A. Commitments.
1.
2.
3.
4.
5.
6.
7.
As a project team we will:
1.
2.
3.
4.
5.
6.
7.
8.
9.
B. Team Meeting.
Nina Wages – Client
Daniel Wick – Stakeholder
Irene Melang – Sponsor
Kristen Bullard - Project Manager
Bob Greene – Lead Programmer
Amy Gay – Database Admin
Debi Hanson – Network Admin
Delivery of a High Quality Product
Delivery on Time
Feedback & transparency
Project that’s on Budget
Adapting based on new info collected
Keep the Customer informed
Deliver a Compliant Software System to WA State WAC Code
Be transparent in with stakeholder
Implement action for adaptation
The participation ground rules include:
1.
2.
3.
4.
5.
6.
7.
8.
Arrive Early
Participation
Active Listening
Topic Focused
Round Table Q & A
Identify & Confirm Team Task on time
Positivity
Get all clarification
The communication ground rules include:
1.
2.
3.
Support open communication
Open to express any concerns, help with solutions
Active listening
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Red Apple Inc Project # 2020-1108
4.
5.
6.
No Over Talking or Disrespect _ Company Policy
Safe & Comfortable Space
Learn others communication preferences
The problem-solving ground rules include:
1.
2.
3.
4.
5.
6.
7.
8.
Clearly define the problem
Very Detailed problem for clarity
Brainstorm “Why this occur”
Brainstorm “How it could have been avoided’
Brainstorm Solution
Effective communication skills imperative
Make Decision
Set Deadline
The decision-making ground rules include:
1.
2.
3.
Consensus from all team members beneficial not required
No unclear decision. Make it and stick with it.
Decisions should be based on data and facts as much as possible.
The conflict-handling ground rules include:
1.
2.
3.
4.
5.
6.
7.
8.
C. Meeting Guidelines.
Create a healthy culture
Establish a common ground in the conflict
Spot the early signs of conflict
Handle conflict right away
Listening and mutual respect required during mediation
Respect others point of view
No one take sides – remain neutral
Compromise
1. Meetings will be held every Monday 9am
2. Meetings will be called by Kristen Bullard PM
3. Meeting agendas will be issued by Kristen bullard weekly every Friday by
3pm via email
4. Meetings will be facilitated by Kristen Bullard
5. Evaluations of meetings will be conducted every 4 meetings
6. Bob Greene will issue minutes within 3 days of the meeting.
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Red Apple Inc Project # 2020-1108
D. Meeting Procedures.
1.
2.
3.
4.
5.
6.
7.
Meetings will begin on time
Please come prepared with any documents including digital
Talk in turn
PM will run the meeting and direct initial intro to topics
Open Communication
Sign Meeting attendance form
Meetings scheduled from 9-10:30am or sooner if done
E. Code of Conduct
1.
2.
Follow Company Code of Ethics Policy when representing the
Company.
Trust, Integrity, Professionalism and Inclusion Required
F. Collaboration Tools
1.
2.
3.
Slack
Proof Hub
Email, Phone, Skype
G. Collaboration Skills
1.
2.
3.
4.
Motivated
Strong Interpersonal Skills
Active Listeners
High Level Communicators
H. Other Organizations
1. ProCare Software Inc
Team Member Signatures:
Kristen Bullard
_______________________________________________________
Project Manager: Kristen Bullard
Nina Wages
_______________________________________________________
Owner: Nina Wages
Irene Melang
_______________________________________________________
Sponsor: Irene Melang
Daniel Wick
_______________________________________________________
Stakeholder: Daniel Wick
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Red Apple Inc Project # 2020-1108
23
Project Scope
Project Red Apple P-2020-1108
Scope of Work
1 Project Information





Project Name – Red Apple Inc. Project # 2020-1108
Project Sponsor – Irene Melang
Sponsor Email – melang@gmail.com
Project Manager – Kristen Bullard
Project Manager Email – kbullard@gmail.com
1.1 Scope Statement
This SOW covers the project management, installation, subcontracted services & training by the
selected vendor in support of Project Red Apple Inc. Red Apple Inc wants too to implement digitized forms
and Client Information using ProCare Software. Red Apple Currently write all documentation.
This accepted SOW will confirm all individuals involved understand project goals










Scope
Objective
Services
Software
Staffing
Fees
Documents
Timeline
Deliverables
Project Standards
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Red Apple Inc Project # 2020-1108
1.2 Project Description
Installing a new software program with WAC (WA State Coding) compliance forms and documentation.
The install will be implemented into two childcare facilities including training. The project budget is at
$110,000.00 plus contingency.
1.3 Business Case
Red Apple Childcare Transitioning from written documents to digital record keeping will enable them to
stay competitive in the childcare industry.
1.4 Location of Work
 Our local office
 Red Apple Childcare on Fremont Street
 Red Apple Childcare on Capitol Hill
1.5 Period of Performance
 (Currently Scheduled for 1/5/21 to 4/2/21)
1.6 Deliverables
Initiation & Planning:









Proposal Delivered
Stakeholder Conference (Virtual)
Project Contracting Approvals
Project Management Plan
(A) PM 2 weeks to create the plan
Choose Team with Sponsor Involvement – Meeting
Send Team chosen Congrats and Project Details via email
Email Chain Confirming first meeting
First Team Meeting (Face-to-Face)
Execution:







Requirement specification Documents
User Interface
Backend Development
Set up of Test System
Set up of Live System
Data Migration – All New Data for Red Apple Inc
User Training
Control & Monitor:




Monitor Budget
Monitor Timelines
Progress Reports
Schedule Changes
PM-FP4060_A2_BullardKristen_1
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



Red Apple Inc Project # 2020-1108
Change Orders
Weekly Team Meeting
Weekly One to One Meeting
Stakeholder Updates
Closing:




Final Approval
Final Sign-Off
Post Mortem Document
Archive Project Documents
1.7 Applicable Standards
 Develop Summary of Software Choice
 Industry or other standards placed on the project deliverables.
 Quality Auditing & Training
 Quality process for implementation
 Design
 Testing
 QA
1.8 Acceptance Criteria
 Zero priority 1 defects
 Test cases executed - #10
 Training
 QA Plan
1.9 Specialized Requirements
 Senior Data Administrator - Masters
 Senior PM – PMP Certified and/or Masters in PM
 Senior Network Administrator - Masters
2.0 Goal
 Install software for Administration, Parents and Staff Documenting. Current system is all in written
format.
2.1 Outside of Scope
 Monitoring & Tracking
 Maintenance or Updates from ProCare
 Future Compatibility with any products released after install
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Red Apple Inc Project # 2020-1108
Work Breakdown Structure (WBS)
Project
Red Apple Inc
#2020-1108
1.0
1.1
1.2
1.3
1.4
Initiate/Plan
Execution
Control & Monitor
Closing
1.2.1
1.1.1
Proposal Delivered
Required Spec Documents
from Client
1.3.1
1.4.1
Monitor Budget
Final Testing
1.1.2
1.2.2
1.3.2
1.4.2
Virtual Stakeholder meeting
User Interface
Monitor Timelines
Team Training
1.1.3
1.2.3
1.3.3
1.4.3
Contracting Approvals
Back End Development
Progress Reporting
Final Approvals
1.1.4
Develop Project Management
Plan
1.1.5
Choose Project Team w/
Sponsor
1.2.4
1.3.4
1.4.4
Set up Test System
Monitor Schedule
Post Mortem Documents
1.2.5
1.3.5
1.4.5
Set up Live System
Sponsor Meeting
Archive Project Documents
1.1.6
1.2.6
Send Chosen Team Project
Plan via Email
Data Migration-Red Apple
Info
1.1.7
Confirm First Team Meeting
via Email
1.3.6
Team Meeting
1.2.7
1.3.7
User Training
1 to 1 Meetings
1.1.8
Initial Team meeting InPerson
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1.3.8
Stakeholder Updates
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Red Apple Inc Project # 2020-1108
WBS Dictionary
1.1 Initiate/Plan
1.1.1 Deliver Proposal
1.1.2 Virtual Stakeholder Meeting
1.1.3 Contracting Approvals
1.1.4 Develop Project Management Plan
1.1.5 Choose Project Team
1.1.6 Send team Project Plan via Email
1.1.7 Confirm First Team Meeting
1.1.8 First Team Meeting In-Person
1.2 Execution
1.2.1 Req Spec Docs from Client
1.2.2 User Interface
1.2.3 Back-End Development
1.2.4 Set Up Test Systems
1.2.5 Set Up Live Systems
1.2.6 Data Migration of Red Apple Info
1.2.7 User Training
1.3 Control/Monitor
1.3.1 Monitor budget
1.3.2 Monitor Timelines
1.3.3 Progress Report
1.3.4 Monitor Schedule & Milestones
1.3.5 Sponsor Meeting
1.3.6 Team Meeting
1.3.7 1 on 1 Meetings/Check-In
1.3.8 Stakeholder Updates
1.4 Closing
1.4.1 Final Testing
1.4.2 Team Training
1.4.3 Final Approvals
1.4.4 Post-Mortem Documents
1.4.5 Archive Project Documents
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Red Apple Inc Project # 2020-1108
Risk Breakdown Structure (RBS)
The RBS is an aid in the identification of the project risk. “The risk management process aims to identify
and assess risks in order to enable the risks to be understood clearly and managed effectively. The key
step linking identification/assessment of risks with their management is understanding. This is, however,
the area where the project manager or risk practitioner gets least help from current guidelines or
practice standards.” ("Use a risk breakdown structure (RBS) to understand your risks," 2002)
Red Apple Inc (RBS)
Project Risks
Procurement
Level 1.0
Vendor
1.1
Client Readiness
1.1.1
Contractural Issues
1.1.2
Project
Management
Level 2.0
Project Execution
Level 3.0
Budget Run Overs
2.1
Change Orders
Inaccurate
Estimates
Customer
Satisfaction
2.1.1
3.1.1
Project team
member
2.1.2
3.1
Limited Resources
3.1.2
Internal
Inaccuracys
Project Sponsor or
Client
Loss of Team
member
1.1.3
2.1.3
3.1.3
Third Party Delays
2.1.4
Schedule Delays
2.1.5
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Budget change
3.1.3
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Red Apple Inc Project # 2020-1108
Budget
Project Budgets are a tool project managers use to estimate total cost of their projects. A project budget
will include a detailed estimate of the costs that will likely or contractually to be incurred before and/or
phased by the projects completion.
PM-FP4060_A2_Bull
ardKristen_1_Budget.xlsx
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Red Apple Inc Project # 2020-1108
Communications Matrix
[Description of Communications Matrix]
[GUIDANCE - COMMUNICATIONS MATRIX
Communications matrices assist the project manager in making sure all information is being distributed
to the correct personnel whether it is the project team, sponsor, upper management, customer or
stakeholders.]
Information
Status Report
Provider
PM
Recipient(s)
Sponsor
Frequency
Bi-weekly
Medium
Email
Location
SharePoint
Stakeholder Communications Analysis
[Description of Stakeholder Communications Analysis]
[GUIDANCE – STAKEHOLDER COMMUNICATION ANALYSIS
Stakeholder communications analysis assists the project manager in specifically spelling out delivery of
specific reports for the project. The communications matrix above helps guide this more specific section
in determining who is receiving project information.]
Stakeholders
Top Management
Document Name
Status Report
Document Format
Hard Copy
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Contact Person
Sheila Thompson
Due
1st Monday
Month
of
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Red Apple Inc Project # 2020-1108
Glossary
[Description of Glossary]
[GUIDANCE - GLOSSARY
Glossaries are used to explain terms specific to the project and to the discipline. For example if you are
installing a network you may need to define terms like “switch,” “fiber optics,” and “domain name.”
Also you should define terms that are indigenous to project management such as “WBS” or work
breakdown structure, gold plating and the like. ]
[TIPS: Moving toward Distinguished Performance on the Glossary
Please add this additional information in the appropriate places in the body of the section above. Here
are some additional things that may be added to the template to customize it or elaborate on information
that is known about the project:



An example explaining the term
Make sure the term is in layman’s terms
May pull terms from dictionary or PMBOK® or textbook but make sure to cite them.
RACI Matrix
[Overview of RACI Matrix]
[GUIDANCE - RACI Matrix
RACI matrices clarify who are responsible, accountable, consulted, and informed. In some cases, a
person who is a subject matter expert (SME) may be consulted with and then will need to be informed
to inspect the completed task. In other words, there may be one or more letters associated with a
person.
This template has the basic project lifecycle phases in it. Tasks will have to be transferred from the
Work and Risk Breakdown Structures as well as additional personnel for the specific project.
RACI Chart
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Red Apple Inc Project # 2020-1108
32
Risk Matrix
[Type in overview of Risk Matrix here]
[GUIDANCE - RISK MATRIX
Risk Matrices are at the core of solving problems before they have an impact on the project scope, cost, schedule, and product quality. Clearly
one may categorize risks on what they are going to impact or the type of risk. For example there may be risks because of the personnel on the
team (they may need training on a new technology or if one team member is sick, his or her contribution and expertise will be lost) or there
have been problems in the past with a certain vendor and so forth.
However another way of looking at it is whether the risks may fit into three different scenarios:



Known, knowns (It is known when the risk may occur and what it is.)
Unknown, knowns (It is unknown when the risk may occur but it is a known entity.)
Unknown, Unknowns (Neither the timing nor the risk is known, a surprise.)
There are many ways to categorize and order risks so that the project manager and the team will be on top of the situation and will be able to
mitigate or control the risks when they occur. The important part of the risk matrix is to make sure that most of the risks are identified and that
there are defined actions to deal with them.]
ID
Rank
Risk
1.
10.
Team skill sets not up to par
Probability
(Low, Medium, High)
Severity (L,M,H)
MEDIUM
HIGH
LOW
PM-FP4060_A2_BullardKristen_1
Mitigation Approach
Train team members on
new technology
STATUS
Category
Watch
List?
Personnel
NO
Choose
an item.
33
Red Apple Inc Project # 2020-1108
Choose
an item.
Choose
an item.
Choose
an item.
KEY
HIGH (RED) – 67% to 100% Chance of Occurring or Impact
MEDIUM (ORANGE) – 33% to 66% Chance of Occurring or Impact
LOW (YELLOW) – 1% to 32% Chance of Occurring or Impact
Status
Green = O.K.
Yellow = Look At
Red = In Trouble
Possible Categories – Budget, Cost, Equipment, Logistics, Quality, Personnel, Scope, Technical, Time, (PMBOK ®
Knowledge Areas, or Make Up Your Own)
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Red Apple Inc Project # 2020-1108
Risk Stakeholder Roles and Responsibilities
[Description of Risk Stakeholders and Responsibilities]
[GUIDANCE – RISK STAKEHOLDER ROLES AND RESPONSIBLITIES
Risk Stakeholder Roles and Responsibilities assist the project leaders in knowing who has been assigned to general and specific risks. This is
helpful because there are now more eyes overseeing risks that could affect project progress. As with all matrices this one can be expanded as
“progressive elaboration” appears during a project. In order to create more table rows, simple place your cursor in the last cell in the lower right
corner of the table and press the Tab Key. ]
Role
Risk Management Responsibility
Project Manager
The project manager is responsible
for the project risk management plan
being implemented and for reporting
to the project sponsor and
management group.
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Specific Risks

Team member
unavailable

Updating risks
statuses
Assignment
Notes
Loran Walker
The project manager
typically oversees all
risks in a project.
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Red Apple Inc Project # 2020-1108
Risk Management Process and Activities
[Risk Management Process and Activities Description]
[GUIDANCE – RISK MANAGEMENT PROCESS AND ACTIVITIES
Risk management process and activities assist the project leaders in knowing how to approach project risks processes. For example there may
be a need to update the risk watch list or it may be helpful to have a procedure in place if a negative risk does occur so that everyone knows the
process and who should be involved. As with all matrices this one can be expanded as “progressive elaboration” appears during a project. In
order to create more table rows, simple place your cursor in the last cell in the lower right corner of the table and press the Tab Key. ]
Risk Management
Activity
Risk Management Task
Description
Ownership (Participants)
Notes
[Risk identification]
[Identify the techniques that are used
to identify risk factors at the beginning
of the project and on an ongoing
basis. This may involve a formal risk
assessment workshop, a
brainstorming session, and interviews
at the beginning of each major
milestone phase.]
[Identify project team members
and key stakeholders to be
involved.]
[Additional detail on the
process.]
Review risk watch list
Update the risk priorities
Project sponsor, project
manager, project team, subject
matter experts (SMEs)
Contact appropriate SMEs for
input. Can be done by phone
or e-mail.
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Red Apple Inc Project # 2020-1108
Project Schedule
[Description of Project Schedule]
[GUIDANCE - PROJECT SCHEDULE
Schedules are used throughout the project. Usually a project manager is told how much time is available
to complete a project. Many times a project manager has to make the project “fit” into the time allotted.
However, when a detailed schedule is created the project manager may have to go back to the sponsor
to discuss a more realistic schedule to achieve the product of the project.
A detailed schedule is not put in place until the scope statement and work breakdown structure (WBS) is
discussed and created by the project team. The schedule emanates from the scope statement and work
breakdown structure.
Part of the reason for introducing students to Microsoft Project software is to enable them to use this tool
to effectively create a project schedule for their assignment. Do not be afraid to use features introduced
in the MS Project Labs such as hyperlinks to relevant websites or using notes or comments to clarify the
milestones or tasks.
Embedded below is a blank Microsoft Project document:]
Microsoft Project
Document
[TIPS: Moving toward Distinguished Performance on the Project Schedule
Please add this additional information in the appropriate places in the body of the section above. Here
are some additional things that may be added to the template to customize it or elaborate on information
that is known about the project:









Separate Word document explaining and clarifying the schedule.
If the Task is greater than 8-10 working days, it may need to be broken down into smaller tasks
Schedule shows predecessors to tasks.
Use of the Note feature in MS Project.
Use of the Comment feature in MS Project.
Use of the Hyperlink feature in MS Project.
Add resources to the tasks.
Customize the look of the Gantt chart.
Create a callout on a specific task that will need attention.]
PM-FP4060_A2_BullardKristen_1
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Red Apple Inc Project # 2020-1108
References
References
10 project constraints that endanger your project's success. (2018, 5).
ProjectManager.com. https://www.projectmanager.com/blog/10-project-constraints-thatendanger-your-projects-success
The 12 rules of problem solving. (2017, September 27). Real-World Business Coach Danny
Creed. https://www.businesscoachdan.com/12-rules-problem-solving/
The 15 best collaboration tools for productive teams. (2020, August 10). Recruiting Resources: How to
Recruit and Hire Better. https://resources.workable.com/tutorial/collaboration-tools
7 steps to nail the project management closure process | Lucidchart blog. (2019, August 19). Online
Diagram Software & Visual Solution | Lucidchart. https://www.lucidchart.com/blog/nailingthe-project-management-closureprocess#:~:text=The%20closing%20phase%20of%20project,off%2C%20approved%2C%
20and%20archived.&text=All%20work%20has%20been%20completed%20according%2
0to%20the%20project%20plan%20and%20scope
Alexander, M. (n.d.). What is a project manager? The lead role for project success.
CIO. https://www.cio.com/article/3224865/what-is-a-project-manager-the-lead-role-forproject-success.html#:~:text=a%20project%20manager%3F,Project%20managers%20play%20the%20lead%20role%20in%20planning%2C%20exec
uting%2C%20monitoring,or%20failure%20of%20the%20project
Code of ethics & professional conduct. (n.d.). https://www.pmi.org/about/ethics/code
37 | P M - F P 4 0 7 0 _ A 1 _ B u l l a r d K r i s t e n _ 1
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Red Apple Inc Project # 2020-1108
Database administrator job description sample. (2019, November 8). Monster Employer Resources |
Monster.com. https://hiring.monster.com/employer-resources/job-descriptiontemplates/database-administrator-job-description/
Greycampus. (n.d.). https://www.greycampus.com/opencampus/certified-associate-in-projectmanagement/role-of-team-and-stakeholders-in-aproject#:~:text=The%20stakeholder%20is%20anyone%20who,services%20or%20mater
ials%20for%20the
Software project charter example. (n.d.). Project Charter – Excel Templates and
Examples. https://projectcharter.net/software-project-charter-example/
Strengths and weaknesses of software developing companies. (n.d.).
https://www.conceptdraw.com. https://www.conceptdraw.com/examples/strengths-andweaknesses-of-software-developing-companies
Team conflict management: Examples and tips • Employment hero. (2020, September 10). Employment
Hero. https://employmenthero.com/blog/leadership-management/team-conflictmanagement/
Use a risk breakdown structure (RBS) to understand your risks. (2002, October 3). Project Management
Institute | PMI. https://www.pmi.org/learning/library/risk-breakdown-structureunderstand-risks-1042
What are project deliverables? Practical examples explained. (2020, March 22). Tactical Project
Manager. https://www.tacticalprojectmanager.com/basics/what-are-project-deliverables/
38 | P M - F P 4 0 7 0 _ A 1 _ B u l l a r d K r i s t e n _ 1
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Red Apple Inc Project # 2020-1108
What are the 10 biggest risks in software development? (2020, April 9).
Codebots. https://codebots.com/library/way-of-working/what-are-the-10-biggest-risksin-software-development
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Red Apple Inc Project # 2020-1108
Appendices
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Red Apple Inc Project # 2020-1108
Reflections: What I Learned
[Within your reflections narrative, answer the following questions:




What did you learn from the project?
What was the most important thing you learned?
Is this information immediately helpful to you now?
How are you able to apply these skills to future IT projects?

Do you have any other relevant thoughts or comments on the course subject matter?]
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