Undertake Project Work

Undertake Project Work

Activity 1

Choose three possible projects for your business:

  1. ERP Software Project
  2. Account Project
  3. Construction Project

Choose one of the above projects and write a brief scope:
Software project.

The project aims to build a complete information management system and front control, back-end monitoring and maintenance system. The final project product should also have menu information function. The company is located in:

The final project product should consist of the following ten systems: ordering system, payment system (including bank transfer), backstage server system, backstage support system, document system, line system, pipeline system, manual service system, distribution system, Data Collection and Analysis System.

 

Activity 2

Choose one of the project in Activity 1 and write some KPIs for that project

ERP Software Project.

When talking about the establishment of KPI system in ERP system in enterprises, the first reflection of many enterprise managers is “the IT department thing”. This thinking inertia is the biggest resistance to the establishment of KPI system in ERP system.

Enterprise KPI system to establish a lot of management consulting projects to promote, when the KPI indicators and integration of ERP systems, KPI system to establish the best organizational model: business unit + ERP consultant + IT department, in the form of matrix project organization, From the business management process control to IT system platform to build and information systems analysis to achieve, the seamless integration of business management and ERP systems.

After confirming by the KPI project organization team, according to the establishment principle of indicators, according to the enterprise management objectives and management needs, it is necessary to formulate a reasonable project promotion plan. The establishment of KPI system is generally divided into three stages: establishment, implementation and revision.

Before the implementation of the project, set several key indicators to confirm the project implementation objectives and scope, and verify the key implementation of the project effectiveness;

  • During the implementation of the project, we design key indicators according to the system and solutions to verify the feasibility of the project, the integrity of the system and the quality of project implementation.
  • At the end of the project, design key indicators of long-term application and maintenance processes to verify long-term, implicit results.

KPI indicator system in the implementation process, designated full-time department or staff to be responsible for monitoring the dynamic indicator data, is responsible for ERP system KPI index information review, ERP system as a platform, KPI indicators as a benchmark, through the KPI indicator data analysis and utilization, improve business Implementation of the efficiency and normative, and to promote the depth and breadth of ERP system.

In the process of enterprise KPI application, pay attention to verify the accuracy, rationality and integrity of KPI data and supervise the quality and efficiency of the work of KPI index management department. According to the effect of KPI application, relevant KPI indexes shall be revised and improved, So as to ensure the rationality and feasibility of the indicator and ensure that the KPI system is synchronized with the goal of enterprise management and development.

3.KPI index release control

KPI indicators of the information release channels are unobstructed? Published information is really used? It is to determine the successful application of the KPI system, one of the key factors.

In the process of application of KPI index system, the management process and system of related KPI information collection and release should be established firstly as a powerful system guarantee for the successful application of KPI system, and secondly, to ensure the accuracy and completeness of KPI index information release and timely The KPI system dynamically reflects the enterprise operation information. Finally, the KPI information query authority and information security should be strictly controlled.

KPI and BI integration

After some KPI projects of some enterprises are successfully implemented and implemented for some time, the KPI indicator gradually loses the management effect because the KPI indicators are not consistent with the enterprises or are the life cycles of the KPI indicators too short? From the perspective of the KPI’s design rigor , These reasons should not be the above, KPI indicators have been fully discussed to establish and confirm, and has been successfully applied in the enterprise. The core of the problem should not be the indicator itself, but the issue of information collection, release process and feedback channel of the indicator. The KPI indicator is just a set of data presentation, but how can the data be submitted to the management staff? How can the abnormal information be timely feedback and response? Responsible for the management and control of these information and how to use the benchmarking of KPI indicators? These key issues have always been the KPI indicators affect the long-term use. In the past, the management methods of “accounting after the fall of Qi” were unable to meet the current needs of enterprise management. The modern enterprises must publish and manage the KPI index information in real time and dynamically.

The KPI management requirements coincide with the expansion of BI construction in the ERP system. Through the integration of the ERP system and the KPI system, the KPI information is managed and released in the BI system. The KPI data is graphically displayed on the BI system platform through the WEB system , And automatically classified and analyzed the abnormal and key indicators to realize the real-time management of the whole operation of the enterprise.

 

Activity 3

Choose one of the project at your workplace and define the stakeholders and state why they are a stakeholder

Project

ERP Software Project

 

Stakeholders

First clear the concept of project stakeholders.

Divided into three levels:

The first level refers to all natural or social groups affected by or affected by the business activities of the organization.

The second level refers specifically to those who have a direct relationship with the organization of natural persons or social groups, which ruled out the government.

The third level refers specifically to natural persons or social groups whose “bets” have fallen into the business and whose interests are closely related to the interests of the enterprise.

In short, stakeholders are individuals or groups that have a certain stake in the organization. They may be affected by the organization or influence the organization. Their opinions must be taken into account when making organizational decisions.

So the stakeholders include: customers, employees, shareholders, and so on.

Activity 4

Choose a risk at your business that could be related to a project and use one of the methods to measure that risk:

 

Organizational cultural risk management

Organizational cultural risk mainly refers to the behavior of resistance to change resulting from employees, managers and the society due to the change of corporate values and working methods caused by ERP implementation. In order to manage and control the cultural risks, we must first strengthen communication. Due to the lack of communication, employees become nervous and uneasy about the future of uncertainty. The natural tendency is that work behaviors are suppressed and unwilling to bear reasonable risks that are beneficial to the enterprise ; Followed by non-formal organizations on the conflict, ERP implementation of the use of information technology to re-design business processes that will change the informal association of members of the organization and interpersonal relationships in order to establish new relationships, which will give informal organizations Members bring psychological pressure, may cause them to conflict; then the social conflict of change, the implementation of enterprise ERP sometimes lead to changes in the relationship between one enterprise and other enterprises and social groups, other organizations from their own interests to consider It may also boycott major changes in the business.

Risk management is the most direct and crucial step in ERP system implementation. In managing risks, there is a need to develop enhancements to the positive effects (potential opportunities) of the risks and to develop coping strategies for the negative effects (potential threats) of the risks [12]. It may not be practical to address all the risks, so priorities should be prioritized for those threats / weaknesses that could have a significant impact on the ERP implementation. Different risks should be controlled or strengthened according to their importance, size of influence and prioritized treatment. In addition, there is a need to be aware of “timeliness” when dealing with risks (ie, judgments and actions taken to deal with a sudden risk in the first place), and “recurrent” (ie, the risk of having occurred or already under control Review) to ensure long-term risk control can be obtained.

To control the risk, you must do the following:

Strict control of the project scope

Once the customer has identified the scope of the project implementation, if the client proposes a new demand, and the project requirements will significantly change the scope of the original project, the project manager must evaluate its impact on the project plan. And reach an agreement with the customer, if you want to meet this new demand, you must extend the project implementation time. If the project manager lacks control over the scope of implementation, accepting new customer requests but not changing project completion dates, it can frustrate project team members because they have to do more in the same amount of time, especially if initially The plan is already very tight when it is even more so. The company is located in:

Put forward a clear milestone

In the implementation of ERP projects, we must formulate clear milestones and the results to be achieved for each milestone. This requires the project manager at the beginning of the project to let all project team members know each milestone goal. The implementation of large-scale ERP projects are often a long time, only a clear goal to be completed on time, in order to ensure the implementation of ERP projects. At the same time a clear goal can also stimulate the enthusiasm of the project team and customers. As the ERP subsystem put into use gradually increases, the level of enterprise information integration continues to improve, and enterprises increasingly benefit from optimizing the use of resources, shortening the procurement lead time and production cycle, reducing the occupation of inventory funds and reducing manufacturing costs. Business leaders should be combined with the status quo and enterprise development strategy, develop long-term ERP implementation plan, a clear ERP implementation of the project scope and objectives. In other words, to determine the long-term ERP applications should cover areas of business processes and business processes to optimize a clear, quantifiable standard.

 

Activity 5

Numeracy

  1. Your project budget shows expenditure of $147000 on wages for the project. You are half way through the project but have spent 65% of the wages.

How much has already been spent on wages?

$ 226153

 

How much money is left in the budget to spend on wages?

$ 79153

  1. The budget for the project shows $12500 for interstate travel costs. The price of oil is high causing a 9% increase in the cost of fuel and airfares. How much money do you now need for interstate travel?

$ 13625

  1. The budget shows that you have $9000 allocated to purchase computer software. The software was purchased for $ 6251.

What dollar amount of saving does this represent?

9000-6251=2749

If the saving were expressed as a percentage what percentage would that be?

30.5%

 

Assignment activity

Develop a comprehensive project plan and documents for a project.

Introduction

As an IT manager of the VUIS CONSULTING PTY LTD. This time, the project team has a new assignment to design a project plan. This time, the team has to implement SAP Business One System (ERP Software) for our client iPics Photography Services which specialise in selling cameras and equipment both in store and online with their later extend business includes supplying landscape and portrait photos for purchase via their eCommerce website. At first, the implementation should be taken based on the project plan. The main goal of this project to implement the SAP Business One System with successful installation and performance. SAP Business One System is a very giant functional ERP software which can not only manage the business processing but also the decision-making work. The process of introducing and implementing this software is the process of reengineering business processes, that is, the process of implementing business solutions. The main task of consultants is to work in accordance with the plan and enterprise management personnel to achieve the configuration of ERP systems and business blueprint design.

Project scope

The implementation of the organization includes an organization: iPics Photography Service

The first is the business process scope: The scope of business included in this implementation includes the following:

Financial accounting. General Ledger Management (FI-G / L): provide voucher input and accounting, accounting book generation and inquiry, periodic entry, accounting

Subject list management, issued balance sheet, income statement;

Receivable Management (FI-AR): Integrates with SAP Sales Modules to provide Receivables Management and Payment Management to Customers; FI-AP: Integrates with SAP Purchasing Module to Provide Supplier Payable Management, Payment Freeze, Clearing management

Asset Management (FI-AM); provides management of fixed assets, increase, decrease, transfer of assets, point, scrap and related depreciation.

Cost Center Accounting (CO-CCA): provides accounting for expenses of each functional department of the company, and expense plan / budget supervisor. Internal Order Accounting (CO-IO): Expenses for managing various company-specific expenses for budgeting and control; CO-PC; accounting for production costs through integration with SAP production modules

Sales Management include Basic Data Management (SD-BD): mainly including customer data management and sales price list management. Single, you can customer information, material information and price information is automatically obtained from the corresponding maintenance master record, to ensure accuracy and consistency. There are also the others models of the ERP should be done for this organization. After that, the trainer of our team will train the client’s users.

 

Business case

As the customers’ requirement, the EPR System should be installed and has function. The organization has no ERP to keep it function so it is necessary for the organization to have an ERP to make itself more efficiency. How to do it? As the client ask us to install the new ERP system SAP Business One, we need to do the following work: Our project scheduled to be complete within plainly10 weeks which start from 4th Dec 2017 and complete at 26 Feb 2018, despite 2 weeks Christmas holiday from 16th Dec 2017 to 2nd Jan 2018. The main goal of this project to implement the SAP Business One System with successful installation and performance. The project scheduled several phases and tasks with respect to milestones on aspect of Installation, Configuration, Data Transportation, Integration, Documentation and Training.

The actual objective, in order to enhance the all operational procedures which will eventually improve the business and customer satisfaction. As this SAP Business Ones Software will help the top management to find real time information to make future decisions.

All that works need good skill exporter, so our team needs to be very professional. It needs the coordinate of our team and the clients.

Project Schedule and approach

Full transportation of SAP Business One System in iPics Photography Services. At first, we need to install the software. Because the ERP is very big, the work required big internal storage. Proper installation, configuration and testing of SAP Business One System in iPics Photography Services.

At second, Full User Manual and Training Programme will be provided for the staff of iPics Photography Services. In this phase, trainer will offer complete Training to staff to learn the SAP System. Lastly, SAP Business One System has to be implemented and integrated successfully    •      SAP Business One System has been analysed and tested with no error. So far, the SAP Business One ERP System has been complicated.  Project has to be finished in decided duration with no missing. The work will last 10 weeks. which start from 4th Dec 2017 and complete at 26 Feb 2018, despite 2 weeks Christmas holiday from 16th Dec 2017 to 2nd Jan 2018.

Schedule of the project

  week 1 week2 week 3 week 4 week 5 week 6 week 7 week 8 week 9 week 10
 Full transportation                    
Proper installation                    
configuration                    
Testing                    
 Training                    
 analysis and test                    

 

Resources

Following are the resources:

Human resource

Project manager The whole project manager who lead the team
Technical writer Who can writer programming code
System Integrator Who test the system
Administrative officer Administrate the whole project
Business analyst Those who analysis the impact of the business

The team needs all aspects ability of people. It is a group which can service for the clients. Business analyst analysis the business process of the organization and use it in the ERP design. Some adjust of the system should be done be the technical writer. When the ERP done, System Integrator should test the system to check whether it can work or not. Administrative officer, look over all the project phase and keep the team work.

Budget

After everything working fine the final payment has to be made to VUISC, install the ERP totally costs about $256,650, it includes three parts: SAP Business One System, Installation of SAP Business One System for 30-50 users, it cost $120,000. IT Construction: modifications to the existing iPics server – materials and labor (4 days) costs $10,500. VUISC Project Manager. Project Manager $195/hr full time in the project (10 weeks), so totally, it costs $79,170.

Risk

Personnel changes affect the progress of the project risk.

How to avoid the implementation of staff changes affect the progress of the project. Personnel changes are inevitable, and documentation of all work performed by the implementers should be documented. Documents verified by the client should be kept by a dedicated person, including paper and electronic media. All requests, commitments and solutions are in writing. Do not change the content of it. Unless done through the same approval process.

About the old and new system data conversion risk.

Data conversion will affect the realization of project system functions, put forward the following risk precautions:

  1. as soon as possible to determine data conversion programs and old and new data table;
  2. adjust system solutions to find alternative sources of data;
  3. find the reasons for the data cannot be provided and try to solve;
  4. the data before the original data audit.

Communication

Meeting of the Business Analysis To analysis the marketing situation and its operational process.
Data Analysis Meeting To settle the organizational data into system data.
Training meeting To teach the co-worker of the team to train them how to use the system.
Client meeting To talk with the client ask for some special sentence or business process.

At first, we need to know the business of the organization, to know that, it requires a meeting face to face talking and discussing with the customers. Secondly, the data should be settle into system, and keep it operates in the ERP System. Training meeting, what we think it is the most important because the users should use the system correctly.

Summary

In this project, we do a lot of works which lead the project come successful and have a good knowledge of the organizational business. Our work is install a new ERP System provided by SAP Company. We use the human resource and materials resource to support the project. This project cost the team 10 weeks, it is a long- time project. At last, we train their employees how to use the SAP Business One System. Some cost and budget requirement related to the project are also mentioned.

 

 

 

 

 

Define project

Q1.  Stakeholders:

Supermarket

Wholesaler

Distributors

 

 

Q2.

weighing machine

calculator

 

Q3.

Ask the manager,

Try the system if it can be access

 

Q4.

It should be treated as cost, so it is reasonable to buy a new strucks.

 

Q5.

Milestone:

Milestone is a major event in the project, does not occupy resources in the project process, is a point in time, usually refers to the completion of a deliverable.

 

KPI

It is a target quantitative management index that sets, samples, calculates, analyzes and measures the performance of the process by setting the key parameters of the input and output of the internal process of the organization. It is a tool to decompose the strategic goal of an enterprise into an operable work target

EEO

 

WBS

WBS: Work Breakdown Structure Creating a WBS: Creating a WBS is the process of breaking down project deliverables and project work into smaller, easier-to-manage components.

WBS is one of the most important terminology in project management. Basic definition of WBS: Delivering deliverables as a guideline for grouping project elements that summarizes and defines a more detailed definition of the project’s work for each and every drop of the project’s entire scope of work. Work breakdown structure (WBS) is one of the most important aspects in project management practice as well as in PMP and IPMP exams. WBS is always at the center of the planning process and is an important foundation for making progress plans, resource requirements, cost budgeting, risk management plans and purchasing plans. WBS is also an important foundation for controlling project changes. The scope of the project is defined by WBS, so WBS is also a comprehensive tool for projects.

 

 

 

 

Q6.

Quality risk management is a systematic process, which is the process of identifying, measuring, controlling and evaluating the product throughout its life cycle. Quality risk management is a systematic procedure used to identify, assess and control quality risks.

Q7. It refers to the face of emergencies such as natural disasters, major accidents, environmental pollution and man-made damage emergency management, command and rescue programs. It should generally be based on a comprehensive disaster preparedness plan.

 

 

Q8.

  1. No working
  2. Not try their best
  3. Lack of meeting
  4. Absence of teamwork

 

Q9.

  1. Use his skill in communication
  2. Do one thing well
  3. Some slogan
  4. The appears of him

 

Q10.

$9899

 

Q11. $1159

 

 

Q12.

Acknowledgement

 

 

 

Q13.

Ask them or email or call

Surfing on the internet

Q14.

  1. The attendance rate
  2. Schedule

 

 

Q15.

  1. Finance manager–Peter
  2. Processor– Luciano

 

Q16.

Scope

Project Scope includes the final product or service of the project and all the work required to implement the product or service. Clearly define the scope of the project, that is, to determine what aspects of the project should be done, what should not be done. It can also be said that it is the process involved in producing all the work included in the project product and the production of those products. The project stakeholders must agree on what kind of product the project will produce and also reach a consensus on how to produce the product.

Objective

Simply put, the expected result of implementing a project, which is the deliverable or service of the project. The implementation process of a project is actually a process of pursuing a predetermined goal. Therefore, in a certain sense, the project goal should be clearly defined and can finally be achieved.

 

Project deliverables

It is the stage or final deliverable in project management. Is any unique, verifiable product, result, or service that must be delivered to accomplish a process, phase, or project.

Work schedule

Project schedule management refers to adopting scientific methods to determine the progress target, preparing the schedule and resource supply plan, and carrying out the schedule control, and achieving the construction goal based on the coordination with the quality and expense targets.

 

 

Q17.

Executive summary

Introduction

 

Main body

 

Conclusion

Reference list

 

Q18.
(1) Bill of quantities project fee.

 

The project cost list project fee is prepared in the form of full cost unit price. Fujian Province calls it the comprehensive unit price, which includes all the necessary expenses for completing the sub-project, including labor cost, material fee, mechanical fee, management fee and profit Including risk gold) and so on. The labor costs, materials costs, mechanical fees refer to the market price of people, materials, machine costs, labor costs should also include the comprehensive base price of labor costs added content. Management fee refers to the costs incurred in the construction of the enterprise, the contents of the integrated base price with the comprehensive cost of the project. Profit (including risk) is determined by the construction unit according to the project conditions and market factors.

 

(2) Construction measures Project fee.

 

Construction measures in list pricing mode The project fee includes two kinds of project cost of construction technology measures and project organization cost of construction measures. Construction Technology Measures The project fee includes the fee for use of scaffolding, the fee for use of the template, the fee for the use of vertical transport machinery, the extra fee for the construction of the building, the entry and exit of large machinery and the cost of installation and demolition. Construction and organization measures The project fee includes material handling fee, additional fee for long-distance construction, shortening construction period increase fee, safe and civilized construction increase fee, general contract management fee and other expenses.

 

(3) special fees.

 

Special fees with the contents of the cost of the integrated base, including social insurance and engineering quota determination fee.

 

(4) Taxes.

 

Taxes are the same as for integrated base prices.

 

Q19.

It is an ACT to protect the wealth of the public workplace

 

Q20.

System risk and no-system risk

 

Q21.

For example, when an ERP Company wants to operate its cloud product in a new country, it need a licence, or it cannot operate.

 

Q22.

Good communication can help a team easier to know what they need and get the goal. When a team undertake a project, the communication is very important.

 

 

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