Project Problem Evaluation And Project Charter Essay

Question:

Discuss about the Project Problem ,Evaluation and Project Charter.

Answer:

Introduction

The report is based on Jazz & Co, which was established in late 70's. The owner of the company has the vision to expand their organization so that they can gain profitability and productivity in Australia and makes a competitive advantage in the marketplace. The report reflects on current state assessment of the situation of the company due to an implementation of the new system with a project charter to show the progress of their project plan.

Current state assessment of Jazz & Co’s situation

The business of Jazz & Co Hair faces some issues in their operations due to lack of technological advancement. The company does not use Facebook and Twitter account to reach their customers. The vision of the company is to expand their salons around Melbourne Victoria in coming ten years. The owner of Jazz & Co Hair, Jordon has the vision to introduce new technologies. Then technology requires introducing a new system to support appointments by the customers. Due to implementation of the new system, many changes occur in the business operations of Jazz & Co Hair as follows:

Change in business culture and process: Customer loyalty system should be used by Jazz & Co Hair to build trust and honesty for the customers. The paper-based cards are replaced with an online system (Young 2013). It helps to attract more customers towards their hair cut services. In order to reduce the staffing cost, this is increasing on a yearly basis. Due to the use of a new system, there is a change in business process and culture as the customers should appoint specific type of services online using online system and mobile phone application.

Change in organizational structure: Due to an implementation of new system, there is a requirement of system analyst who analyzes if the proposed system should meet their business requirements. Executives require looking at an entire business system in order to ensure all the changes are implemented to support strategies (Schwalbe 2015). Hierarchical organizational structure with strict processes requires management approval to implement the new system.

Change in business and revenue model: As the customers can buy their products online at anywhere and anytime. Therefore the organization should promote and sell new hair care products to gain revenue. The cash register system should use to have payroll automated. The business model of Jazz & Co is centralized by their new system’s functions and decentralized by their hair cut services.

Change in business capability: Income report should automatically generate on a weekly basis to monitor the income of Jazz & Co Hair. The new system should have the capability to manage product order management to send a list of ordered products to high-level managers.

Role of project management

The project team is one of the keys to manage system implementation project. Communication and resource allocation are other key factors of the project plan to utilize time and skills (Young 2013). The project management team should be responsive to change the business requirements of Jazz & Co. They have strong communication and problem solving skills. The main role is the project manager who should establish the plan with input from the vendor, system specialist and customers.

Key Schedule milestones

Milestone

Duration

Start date

End date

Start the project plan

3 days

8/29/2016

8/31/2016

Gathering of system requirements

12 days

9/01/2016

9/12/2016

Design of the system

15 days

9/13/2016

9/27/2016

Testing of the system

5 days

9/28/2016

9/02/2016

Implementation

10 days

9/03/2016

9/12/2016

Risk identification

9 days

9/13/2016

9/21/2016

Go and live support

6 days

9/22/2016

9/27/2016

Budget information

Items

Cost (in $)

Project Planning

6300

Tools and equipment cost

5890

Internal production cost

9168

Standard items cost

46,17

Server

3000

Backup unit

1200

Software

10,000

Services (in-house trainer)

50,000

Design, development, and testing

95,000

Total cost of the project

185175

Project Objectives

To implement an online system for making customer’s appointment
To generate income report and payroll using cash register system
To save time of the employees
To keep the information system up-to-date
To interact with the customers with the use of Facebook and Twitter account

Main project success criteria

The success criteria are as follows:

The factors are involvement of the users, support from the high-level managers, and identify the system requirements and internet access in a business environment of Jazz & Co Hair.

Proper schedule, as well as budget estimation, is required.

Technical training is given to the employees to handle the new system.

Proper estimation of resources is required to implement the new system.

Project Management Approach

This particular project plan consists of a traditional approach that the scope and goals of the project are remaining constant until the completion date of the project plan. The project manager plans as well as requires the project resources based on their assumption. The traditional approach consists of five project phases. The phases are:

Project Initiation: The project manager requires clarifying the requirements of the new system in Jazz & Co Hair and its project scope.

Planning and Design: Estimation of schedule and budget is required. Project team selection is made and planning for project risks (Kerzner 2013). Then, the system administrative designs the system as per the business requirements.

Monitoring and Control: As the project is kicked off, the project team members start to work on deliverables of the project. The project manager requires tracking the progress, interacting with senior management (Marcelino-Sadaba et al. 2014). In order to monitor and control the project plan, collection the progress updates, check the deliverables for quality and take regular feedback from team members.

Project Execution: During this phase, the project should have clear requirements and avoid project scope creep.

Project Completion: At the final phase, the issues are identified, train the trainer and run a pilot (Young 2013). The project should complete with estimated time and budget.

Roles and Responsibilities

Stakeholders Role

Respective Responsibilities

Project Manager

The manager ensures that the project should complete on time and budget. The project objectives are met and hire project people to achieve a set of specific objectives (Eskerod and Jepsen 2013).

System Administrator

The person is responsible for setting up and maintaining the system. Monitoring of system performance and create backup policy are required.

IT Consultant

The person works in partnership with clients to meet business objectives (Whitaker 2016). Overcome with problems and improve the structure of IT system are the roles.

Project Sponsor

The project sponsor is responsible for securing spending and resources for the project. The person collects funds for the project.

System Analyst

The person is responsible for the development of hardware and software solutions. Interacts with the customer to identify problems, give a solution to it and implement the new system (Schwalbe 2015).

Risk Officer

The person can manage the implementation of aspects of risk functions, development of risk policies and monitor the risk issues.

Sign-off

Stakeholder

Signature

Project Manager

System Administrator

IT Consultant

Project Sponsor

System Analyst

Risk Officer

Conclusion

It is concluded that the project manager handles the plan efficiently so that Jazz & Co Hair should meet with their future vision to expand their business in coming ten years. The business also plans to reduce their staffing cost and innovating new technological and online system for the customers. The project charter completes with proper monitoring and controlling techniques. All the components are captured correctly.

References

Eskerod, P. and Jepsen, A.L., 2013. Project stakeholder management. Gower Publishing, Ltd..

Kerzner, H.R., 2013. Project management: a systems approach to planning, scheduling, and controlling. John Wiley & Sons.

Marcelino-S?daba, S., P?rez-Ezcurdia, A., Lazcano, A.M.E. and Villanueva, P., 2014. Project risk management methodology for small firms. International Journal of Project Management, 32(2), pp.327-340.

Schwalbe, K., 2015. Information technology project management. Cengage Learning.

Whitaker, S., 2016. Stakeholder Management. In Pass the PMP® Exam (pp. 445-474). Apress.

Young, T.L., 2013. Successful project management (Vol. 52). Kogan Page Publishers.

How to cite this essay: