Kevin Smith Sample Paper
Kevin Smith Sample Paper
Kevin Smith Sample Paper
To form the agreement between the project team and the sponsor team
Green Forest is a book company, which also sells stationary and related products. It
currently only deals with, and has systems in place for walk in customers. They have planned
to expand their business by installing an E-Commerce system and by interconnecting all the
other UK branches.
The existing system has features like sales forecasting, catalogues and descriptive
material; financial accounting ledgers which include sales, purchases etc. and the existing
system can handle only the walk-in customers in one outlet.
GHI existing software package can sell books and get orders placed through the
Internet. Here the transaction is carried out using an electronic commerce transaction
system called PAYPAL. By using this transaction system users have a secure payment
method.
In this project management many members in our group are from an information
technology (IT) background which is very helpful to our project
The cost of all products such as hardware and software are given, which is useful for
cost estimation
In this project we are use the latest technologies and software for the profitability of
the company.
The online system of the organisation will increase the company’s profitability and
sale of the product.
As the company is small and has few competitors, we can easily promote the
company in the market
The most important objective of this project is to transform the present web service
to the most recent technology and software
The project should meet all the requirements of the company such as business
objectives and profitability of the company
To make all the work by the stakeholders completed in time in in order to achieve
the business goals of the company.
Better quality control and management for each milestone in the project
The current project needs co-ordination and the support of stake holders and
sponsors in order to achieve the project goals and objectives of the user or
organisation.
Once the team meets all the user requirements then it can immediately start its
operation on the project
The work break down structure is required for proper project planning in and division
of the roles between project members
The green ocean team will have to look at all the requirements such as software,
hardware and online web services to get proper solutions.
The green ocean team will have to test and control the project before they produce it
to the sponsor and proper testing is to be done by the senior project management.
1. Project is initialised:
PID is prepared and all the required information is gathered to begin. Identify key
stakeholders, project sponsors and assign project manager. Scope document is
prepared.
6. Project is reviewed:
The project will be reviewed and this will assess the final quality of system. This
ensures the system is working as per customer requirements.
6.2 PROJECT SCOPE:
World wide web(www) server to host music tracks and subscription date
Links to the main catalogue of the old system
Electronic commerce transactions processing system for subscriptions
Secure payment processing system
Purchasing and tracking orders online
The required bespoke modifications identified are:
GHI should develop the module to interconnect the Green Forest branches all
over UK.
This system should support getting the stock from the different branches when
there is a situation like out of stock, as well as interconnecting the database
dealing with availability and storage of books.
The books will be delivered to the customers through the private courier service
by using the home delivery system, which takes less than two days from the date
of the orders placed. A module will be needed to track the delivery system.
The application should also include integrating the online catalogue of the
existing system.
The data entry about the books and stationary should be provided by the
required system.
1. Initialise
3. Implementing stage
3.3 Network
3.3.1 hardware
3.3.1.1 servers
3.3.1.2 workstation
3.3.1.3 printers
3.3.1.4 routers
3.3.1.5 cabling
3.3.2 Software
3.3.2.1 Windows XP OS
3.3.2.2 Graphic designers
3.3.2.3 PHP programmers(developers)
3.3.2.4 Tomcat web server
3.3.2.5 Database designers
3.4 Testing team
3.5 Prepare user guidelines
4. Closure stage
Install server
The project should be completed in the given time by the team members to meet all
the requirements
The green ocean team will complete the project goals and objectives in a given time
and will minimise the total cost applied in the project
Budget
Availability of the required technical skills for the whole project life cycle
Hardware, software and web hosting costs and availability
For estimating the project cost we need to first identify the variable and fixed costs.
Fixed costs:
Internal server
Developer’s computer
Variable Costs:
Contract labour
Maintenance contract
Operational contract
Design - £8,000
Graphic designing £8,000
Software Developing Programming - £10,000
Particulars Amount
Note: A group of internal staff are working on the project. A detailed document showing the
income and expenditure plan for six years is attached in the appendix section.
9.3 INCOME AFTER ONE YEAR:
1 Subscriptions
during the first _ 700,000 1,500,000 1,500,000 1,500,000 1,500,000
year of operation
2 Advertising and
promotion of 10,000 66,000 66,000 66,000 66,000
green forest
comes from
existing budget
3 Profits from 90,000 103,000 110,500 121,000 132,000
advertisements
8,00,000 16,69,000 16,76,500 16,87,000 16,98,000
Net benefits
= 1year 3 months
Graphical representation of benefits and costs
2000000
1500000
1000000
current value
total benefit
500000
0
0 1 2 3 4 5
-500000
Cost rationalization
The estimated cost is based on the current market value of hardware, software, web
server hosts and maintenance costs
The net present value analysis gives positive results for N.P.V.
The newly implemented system should be compatible with existing and upcoming
technologies. The system design is made according to this vision. This is the reason
why the total cost exceeded 10 % of the financial budget
The calculated payback period shows that the newly developed system gives profit
from the second quarter of second year
Positive N.P.V and low pay back periods support the fact that the project is feasible.
Future focus
Since IT technologies are changing day by day, some factors and risks that may affect our
cost calculation are listed below.
The income and expenditure plan for next six years may vary since the software
products are unpredictable
When new innovative technologies come in the ecommerce field in the future, the
newly revamped system could become obsolete
When new method of payment come in addition to the existing methods, the system
could become incompatible
10. TIME MANAGEMENT
The project manager identifies all the tasks and estimates how long each should take
to complete, ensuring the project can finish on time and trying avoid delays.
Milestone Date
The Project Manager manages internal project communication and spends 90% of his
time communicating with clients, team members, vendors and functional managers
within the organisation and has frequent interaction with key stakeholders to keep
them in loop.
Updating project status reports to teams, project sponsors and other stakeholders
Managing and monitoring project budget, risk involved in the project and project
schedule
Resolving issues that arise in the project and their impact on system and other
activities
Only one person is allowed to speak one at a time, and everyone must pay attention
The Quality Manager will take care of the quality process from stage 1 to stage 5 and
ensures that the E-Commerce is deployed in time and satisfies both the customer
and the end users.
The main objective of the Quality Manager is to ensure that the project will meet the
set standards on all the deliverables.
Documents will be made at every stage and have to be reviewed at every stage.
Project initialisation
Monitoring phase
Quality Control
Project closure
Templates: Specific templates are being developed according to the Green Forest
standards.
Guidelines: being formed in accordance with the Green Forest view to be followed
throughout the project
Checklist: prepared for both the management and engineering team for their work
Documentation Control: Standards have been set for the documentation for every
stage of the project.
Quality Audit: Being arranged at the end of every stage in the project to ensure that
quality has been maintained.
Quality Events:
Minutes of meeting template should be used for the formal team meeting
Quality audits of the user requirements and conformance the user requirements
Senior managers should sign off quality requirement reports before proceeding to
next stage
Quality Certified hardware and software should be chosen for the system
The testing team will certify the quality and produce the detailed report to the
quality team, then the software can be delivered and user acceptance testing can be
done
Proper documents should be maintained and obtain sign off from all the relevant
people
Quality Assurance team will be reviewed by the certified external quality team
They will review all the checklist, guidelines, templates and quality plan
The outcome of the review can be one among the below three:
1. Approved: No change is required
2. Further changes may be required and again quality review has to do be made
3. Changes may also be required in the E-Commerce system developed
They will record the process with date, time and sign off for future reference
Quality assurance by the certified body will increase the confidence in the customers
for the product been developed.
This helps in mutual understanding and smooth execution of the project as we will
earn customer confidence and loyalty.
Once new requirements are collected, reports should be produced to the project
board and should be signed for approval
This will affect all the three constraints: time, scope and cost.
Project related documents will be created, circulated in time with date and version
number
Suppliers should strictly adhere to quality process and standards of both internal and
external quality bodies
Suppliers will also have to document all the relevant data and should get it approved
Quality control will help to take corrective actions in case of quality failures.
1. If any problems are identified with hardware or software then immediate
actions should be taken to fix the problem without affecting the schedule
of the project, as this will be the internal quality problem.
2. Always back-up of all the documents in case of database crash.
1. Lack of common understanding about the project goals among the team members
3. Change in the user requirements and the scope in the middle of the project.
Project controls:-
The green ocean team has to prepare the work breakdown structure in order to achieve the
project goals and control the project from the planning made by the work break down
structure. In this structure the whole planning and work to be completed in the project is
described.
Communication:-
A better communication with the stakeholders and the sponsor will help to direct the project
in a better way.
Project check:-
A certain check has to be done by the senior management in the team for better control of
the project within specific period of time.
Project Assessment:-
The project assessment has to be done at various stage of the project by the team members
to get new ideas which can be implemented in the project.
Final report: -
The green ocean team will test the project, such as the online web service, before submitting
the final report.
15. PROJECT SUPPORTING DOCUMENTS
SWOT analysis report
Scope statement
Resource allocation
Gantt chart
Organisation chart
Network diagram
Communication plan
2. Hilton, R. W., Maher, M. W., & Selto, F. (2007). Cost management strategies. Mc-Graw Hill
Book.
Year 0 1 2 3 4
Costs
1 New IBM - - - - -
Server with 10,000 £
backing store,
terminals,
printers.
2 Desktops for
software
developers. 2000£
Internet
3 connection
hardware 4800£
including
modems, hub
and networking
cables
4 Annual -
hardware 10,200 £ 10,200£ 10,200 £ 10,200 £
maintenance 10,200 £
costs
5 Secure server - - - - -
system for
World Wide 11,000
Web £
6 Secure database - - - - -
connectivity 8,100 £
system
7 Annual support
fee 4500 £ 4,500 £ 4,500 £ 4,500 £ 4,500 £ 4,500 £
Software 5400 £ - - - - -
10 license
11 yearly usage fee
after starting 500 £ 500 £ 500 £ 500 £ 500 £ 500 £
live use
Yearly support
13 fee (initial 12
month is free) 9200 £ 9200 £ 9200 £ 9200 £ 9200 £
Staff’s salary - - - - -
15 involved in the 120,000
project £
Additional -
16 operator 19,500 £ 19,500 £ 19,500 £ 19,500 £ 19,500 £
salary.(including
overheads)
The Gantt chart is created by using the Microsoft Project 2010 tool.
The screenshot for Stage-2 activities with Start Date and Finish Date is attached below:
The screenshot for Stage-3 activities with Start Date and Finish Date is attached below:
The screenshot for Stage-4 activities with Start Date and Finish Date is attached below:
The screenshot for Stage-5 activities with Start Date and Finish Date is attached below:
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