ITC505 Project Management

ITC505 Project Management
This is your Assignment 2 Case Book.

Every assignment will come with a similar case book, you can download it from Interact2 subject site (DOCX format).

Name of Student: _________________________________________________________

Checklist for Assignment 2


This checklist serves as a list so that you do not forget. You do not have to hand this casebook up to your lecturer/tutor.
Please check deadline for submission in the subject Interact2 site. You are expected to complete each section on the week indicated in the Subject Outline. Scan the QR for Topic Delivery Dates or click the link in the subject Interact2 site.

  • Task 2.1 – Team Logistics and First Meeting (2 marks)

  • Task 2.2 – Read the Case and Assumptions (1 mark)

  • Task 2.3 –  Project Charter (8 marks)
  • Task 2.4 – Identifying Stakeholders and Communication  (3 marks)

  • Task 2.5 – Case Reflection (2 marks)

The learning outcomes of this assignment is to enable you to:

– identify, critically analyse, reflect on and synthesise the key elements of the IT project management framework, including project stakeholders, communication management, the project management knowledge areas, common tools and techniques, and project success factors;

– critically analyse the role of IT project management within a professional workplace, from the viewpoint of the member/leader of the project team;

Task 2.1  :   Team Logistics & First Meeting              (2 marks)                                         

You will work in a team.
Your student ID last digit determines your group.

If your student ID ends in :

1 and 2, you are in Team A
3 and 4, you are in Team B
5 and 6, you are in Team C
7 and 8, you are in Team D
9 and 0, you are in Team E

If you have an alphabet at the end of your student ID, just use the last digit before the alphabet.

Some teams will be bigger, some teams will be smaller. You cannot change teams unless you happen to be the only person in that team. In that case, please contact your lecturer. For Study Centres where classes are large, your lecturer may need to move a few students around so that there is equity for teams.

At the end of your meeting with your lecturer for the week indicated, you should know which team you are in.

This subject operates on the premise that your presence in class is very important.
For online students, attendance at Online Meetings are encouraged. If you are unable to attend, view the recording and check the postings in Discussions.

I am in Team  __________

(Suggestion: The first three alphabets is the airport code of your city.
Melbourne groups will start with MEL-01, MEL-02, etc.
Sydney, Brisbane and Port Macquarie (SYD, BNE and PQQ)
Online Students will start with CSU-01, CSU-02, etc.

This is to prevent confusion later when assignments are moderated.

The members of my team are as follows and this is how we want to contact each other :

  1. (My name) __________________________________

  2. ___________________________________________

  3. ___________________________________________

  4. ___________________________________________

  5. ___________________________________________

  6. ___________________________________________

Six members is maximum per team; contact your lecturer if you have more than six.
Team numbers and members may be moved by the lecturer as we expect late students or students leaving the subject.

The methods you choose to contact each may vary. For Face-to-Face meetings, Skype and any online chat software – please provide a short summary of your meeting. You can write this in point form and provide the date and time of the meeting.

You can use this template. Or you may choose to use the one from the textbook (p. 194-199.)
Online Students: For time recording, please ensure you use Sydney time only.

Team _________    Meeting No. _________

Meeting Format:  Face to Face /  Skype  /  (state method)_____________________

Date: ___________________  Time:  __________ to ___________

Attendance: _________________________________________________________

If someone arrived late, indicate time of arrival in brackets after his/her name.

Meeting Notes:

1.

2.

3.

Add numbers if you require them.

At the end of each meeting, please rate yourselves for participation.
This is your Rating Scores for each meeting and it is to be posted after each meeting.
(You would have learnt about this from Assignment 1)

  1. (Your name)_________________________________  (  _______ out of 10 )

  2. _____________________________  (  _______ out of 10 )

  3. _____________________________  (  _______ out of 10 )

  4. _____________________________  (  _______ out of 10 )

  5. _____________________________  (  _______ out of 10 )

  6. _____________________________  (  _______ out of 10 )

The leader for this meeting is _________________________________.

This leader is responsible for posting Meeting Minutes and entering these marks onto the spreadsheet as well, and then posting this spreadsheet up. Leaders must be rotated. It is left to the group to decide how rotation is to be done.

When you have completed this Meeting Summary, cut and paste it into Discussions within 24 hours. This becomes an evidence of your team meeting. If you are chatting via text online, please summarise your discussions; do not cut and paste hundreds of lines of chat. If you submit it an hour or a day before assignment deadline, it does not provide much validity that you have done your work in a consistent manner. In this case, the whole group may be penalised.

If someone arrives late for a meeting without suitable reason or cause, points may be deducted. If you participate wholeheartedly, please give 10 out of 10. The marker will take this into consideration for your final mark for this assignment. Students who do not participate or absent themselves will get low ratings and marks scaled accordingly. If no mark is entered, the marker will assume it to be zero.

Example:
If there were 5 meetings, the perfect participation score should be 5 x 10 = 50.
If a student scored a total of 25, it means that half the participation marks will only be awarded. This was taught in detail in Assignment 1 Casebook.

Note : Two important items to be posted to Discussions : Minutes and Rating Scores.
Every member must copy-and-paste Meeting Minutes into Journal so marks can be allocated. The FINAL Rating Score sheet must be posted to Discussions as well, just
before date due.
Rating Scores for meetings posted after each Meeting, but only the FINAL Master Rating
Sheet is posted just before due date.

(End Task 2.1)

Task 2.2  :   Read the Case and Assumptions           (1 mark)                   

Please note that this case will be used in the final exam. The case as printed here will be printed in the exam booklet. You do not have to remember case details here.


A philanthropist has decided to renovate and equip state-of-the-art buildings near a university campus in the following areas:
For Melbourne students: Building located on Little Collins Street in Melbourne CBD
For Sydney students: Building located on Riley Street off Oxford Street in Darlinghurst
For Brisbane students: Building on Albert Street in Brisbane CBD
For Port Macquarie students: Building on Major Innes Road in Port Macquarie
For Online students:  Building is along Estella Road, Estella (Wagga Wagga)

This person, who wishes to remain anonymous is planning to give an entire building space for the purpose of university students’ accommodation and related amenities which will include a dining café, recreation area, library, mini-theatre, underground multi-level secure bicycle and car park, gym and indoor pool. There is also a floor dedicated to health and beauty services, medical & dental clinic and a multi-faith prayer room and counselling services. These amenities and space is available to all 500 resident students only.

A building next door which is accessible to the public includes a supermarket, pharmacy, a newsagent, an event hall and a 24-hour restaurant. Public bus services and taxis are available easily outside the building.

For the project this session, your focus is on developing a system for entry-exit into the 24-hour dining café which serves a number of cuisines round the clock. All food and drink is included in the annual residential fee. However, for kitchen control purposes, a recording system of some sort is required and this is part of the task.

The project also seeks to poll residents the type of cuisines they want so that an appropriate changeover can happen in the next quarter.
For the purposes of this assignment if you do not want to name the cuisines – you may use Cuisine A, Cuisine B and so on. It can be provisioned in a multi-caterer environment or a single contractor environment. You will need to plan how to roll out services of this dining café starting January 2020.

Unfortunately, a previous company running this project has gone bankrupt and this project is now abandoned. All their company executives and ex-employees are no longer around. Here are some of the conditions that they have worked upon which your team must continue to honour due to contractual obligations with the university.

  1. The café is to be operated by four big food providers:

Australia Fried Chicken (serving fried chicken, chips and salad)
SandwichWay (serving open sandwich with a multitude of add-ons)
Hungry Kebabs (serving kebabs and meat platters)

Rice, Lentils & Curries (serving savory food from the Asian sub-continent)

  • All outlets will have to be open 24 hours, 7 days per week. However, menu may vary after hours.
  • All food and drinks are included in the annual residence charge. There is not to be any financial exchange. No takeaways are allowed. Guests may be permitted into the café area if accompanied by a resident student.

Project Team Assumptions:

This will be similar for all members of the group. Leader to minute discussion and post to Discussions.

  1. Your team will have all the residents email contact for the year 2020.
  • ____________________________________________________________________
  • ____________________________________________________________________
  • ____________________________________________________________________
  • ____________________________________________________________________

(End Task 2.2)

Task 2.3  :   Project Charter                    (8 marks)     


This is an individual effort. It is expected you attempt this after attending the lecture on this topic and discussion with your group.

The previous company has written up a partial Project Charter for this project. Please feel free to change or it (except items of contractual obligations mentioned above). There are mistakes which you should also correct. These mistakes are written in by a previous team member that did not pass Project Management. This sort of work mistake happens in the industry very often.

For this task, you do not have to fill in the sections that has a strikethrough. They are important but are not evaluated in this section of your assignment.

Enter in the Journal, all sections with a reference.

2.3.1.1  Just the answer. Do not include question.

2.3.1.2  Just the answer. Do not include question.

2.3.2.1  Just the answer. Do not include question.

and so on.

Unnumbered sections are displayed to show you the document as a whole but you are not required to complete them in this assignment.

The entire Project Charter is displayed but sections of this are reserved for future assessment items. It is provided to you in full so you can view the other sections ahead.


Project Charter

University Café Control System (UCCS)
Contract 2019-07

2.3.1 PROJECT INFORMATION  
2.3.1.1
Sponsor Name & Title
     
2.3.1.2
Sponsor Contact Information
     
2.3.1.3
Project Manager Name
   
2.3.1.4
Project Manager Contact Information
   
Project Charter Version     Version # Date (MM/DD/YYYY) Comments  (Draft, Signed, Revised etc.)
     
     

For 2.3.1.1 to 2.3.1.4, you may refer to page 18 to understand their roles.

PROJECT NAME: University Café Control System
DEPARTMENT/UNIT: Student Services Unit
PREPARED BY:  

DOCUMENT PURPOSE

The Project Charter documents the formal conversation between the Project Sponsor and the Project Manager/Team Leader, including identifying metrics of success for the project. Once approved, the Project Charter communicates the current agreement between the Project Sponsor and the Project Team throughout the lifecycle of a project. The Charter provides a high-level overview of the project including the definition of project success, and project resource (people and funds) requirements.
Requests and additions to the project scope are considered “out-of-scope” for the current project. When a scope change is required, document a change request that includes an impact analysis of project cost, resources, schedule, and risk.  The Project Sponsor then formally approves the scope change request. The project manager will retain additional documents that provide detail on the management of the project, including a communications plan, an issues log, a risk log, a change management plan, a budget, and a work schedule.

REVIEW & APPROVAL   (The Project Sponsor’s signature indicates approval of the Project Charter and acceptance of the Sponsor’s responsibilities identified in the Project Charter. The Project Sponsor’s signature also authorizes the Project Manager and Team to use the identified resources to proceed with the detailed planning and execution of the project, using this charter as guide.)
Project Sponsor(s) Name Signature Date
     
     
2.3.2 PURPOSE & GOALS (Describe the current challenges and opportunities that the project is addressing.  In your response, please be sure to answer the following four questions: What problems will be addressed by the project? What goals will be achieved by the project? What benefits will the project deliver and which constituencies will receive these benefits? How does the project align with the strategic priorities of the campus, college, school, or unit?)  
    
2.3.3 SCOPE  (Describe the scope of the project. The scope defines the boundaries where the project begins and ends. The scope describes what will be delivered including where, when, and how.  It describes the services, functions, systems, solutions, or tangible products that are approved by the Sponsor(s) to be created during the course of the project, as well as the business process impacts.
         
2.3.4 OUT OF SCOPE  (List any deliverables including services, functions, systems, solutions, or tangible products that the sponsor has determined to be outside of the project’s scope. It may include specific deliverables to be created during a future project.)   
                 
2.3.5 MEASURES OF SUCCESS  (Describe what success looks like for the project. How will the Sponsor(s), Functional Owner and Technical Owner know that the products and services created by the project have addressed the problems, delivered the needed benefits to members of the community, and achieved the goals that are described in the Purpose section of this Charter?)
# Description of the Measure of Success How Measured Deadline to Achieve the Measure of Success Is this measurement designed to determine if specific project goals described in the Project’s Purpose section have been achieved? If yes, which goals?
1        
2        
3        
4        
PROJECT CONSTRAINTS & ASSUMPTIONS (List the known and anticipated constraints, and the initial assumptions for the project.)
# Description
1 This is already covered in your team work
2  
3  
4  
FINANCE DESCRIPTION   *this section – leave blank* (Provide a high-level overview of the financial resources required to complete the project and operate the products and services created by it. This includes the project expense, funding sources, estimated revenue and saving goals, and ongoing operational expenses.)
Project Expenses & Funding (Describe the project expenses and funding sources needed to successfully complete the project.  Do not include the operational expenses, which should be entered in the Operating Expenses and Lifetime section.)
Project Expenses   Describe the expenses required to complete the project including all labour. Expense Description Amount   Timing of Expense (e.g. FY2016)
  $  
  $  
  $  
  $  
Total Project Cost  (What is the total estimated cost to complete the project?  The total cost should equal the sum of the project expenses.) $
Project Funding   (What are the sources of funding to conduct the project? For each funding source, indicate the amount of funding that will be provided. If the funding source is a loan, indicate this in the Notes column.) Source of Funding Amount of Funding Notes
  $  
  $  
  $  
  $  
Total Provided Project Funding.  (Should equal the sum of the Project Funding amounts described above.) $
Project Loan (If the Project Funding section includes a loan as a funding source, please describe the terms of the loan.) Name of Loan Provider Loan Amount Duration to Pay Back the Loan Other Loan Conditions
       
Revenue and Saving Goals  (Describe all the revenue and savings that will be produced by the products and services created by the project.)
Revenue  (What is the estimated annual new revenue produced by the products and services created by the project?) Year 1 FY20__ Year 2 FY20__ Year 3 FY20__ Year 4 FY20__ Year 5 FY20__
         
         
Savings   (Describe any savings that the project is designed to achieve. For each saving goal, note whether this is a hard or soft savings and whether this is a one-time or recurring savings. ) Source of Savings   Amount of Savings Hard or Soft Savings? One-time or Recurring Savings?
  $    
  $    
  $    
       
Annual Operating Expenses & Lifetime (Post Implementation)
Annual Operating Expenses  (What are the annual expenses required to operate the products and services created by the project, and how will these expenses will be funded?) Expense Description Amount  Funding Source
  $  
  $  
  $  
  $  
Total Annual Operating Expenses  (What is the total annual operating expense? Should equal the sum of the annual operating expenses described above. ) $
Estimated Operating Lifetime (What is the estimated lifetime in years that the products and services created by the project will be operated?)  
2.3.6 PROJECT MILESTONES & DELIVERABLES  *this section – leave blank* (List the major project milestones. Describe what will be delivered for each milestone and when it will be delivered.)  
Milestone Deliverables Date
     
     
     
     
     
     

2

2.3.7 VENDOR CONTRACTS & DELIVERABLES  *this section – leave blank* (List any vendors that will be used. Describe what will be delivered and when it will be delivered.)    
Vendor Name Deliverable(s) Date Due
     
     
     
     
     
     
HIGH-LEVEL RISKS  *this section – leave blank* (Identify the high-level project risks and the strategies to prevent them from becoming issues.)
# Risk Description  Risk Management Strategy
1    
2    
3    
PROJECT COMMUNICATION ACTIVITIES   (Describe the project’s communication activities that will be conducted to ensure there is effective project communications among the Sponsor(s), the members of the project team including the project manager, and other key stakeholders. Note who will participate in the meetings and receive project documents.    
Description of the Communication Activity Meeting Participants & Document Recipients Frequency of  Communication Activity  Person Responsible for the Communication Activity Distribution Method Archive Location
Project Team Meetings  Project Team  Weekly Project Manager Meeting notes distributed via the team’s email list. Notes stored on the project’s Share Site
Sponsor Meetings  Sponsor and Project Manager Monthly  Project Manager Meeting notes emailed to the Sponsor. Notes stored on the project’s Share Site
Project Status Report Sponsor &  Project Team Monthly Project Manager Reports distributed via email using the project team’s mailing list and the Sponsor’s email address Reports stored on the project’s Share Site
Project Planning Document Including the Charter, Schedule, Budget, Risk Register, and Risk Plan Sponsor &  Project Team As Needed Project Manager Notification of document creation and updates emailed to the project team Reports stored on the project’s Share Site
  Only the first section (marked as 2.4.10 is required); you do not need to do the rest of the sections.  
2.4 CHANGE MANAGEMENT REQUIREMENTS AND ACTIVITIES   (Please answer the questions below to identify the change management requirements and activities to help members of the community transition successfully to using the new services and products created by the project so that the campus, school, college or unit will achieve lasting benefits from the investment of resources. Identify the training and communications needed for staff providing operational support for the services and products created by the project.)  
2.4.10 Describe the groups that will be impacted by the services and products created by the project and how they will be impacted. If there are particular units or departments that will be impacted, please identify them.    
Briefly describe the training that is needed to help the impacted members of the community transition to use the new services and products and to adopt new business processes. Describe both the training needed for the customers of the services and products and the staff that provide operational support.  
Briefly describe the kinds of communication and outreach activities that are needed to help the impacted members of the community prepare for the transition to use the new services and projects and to adopt new business processes. Such activities could include newsletters, project web sites, town hall meetings, and presentations to specific departments or campus groups.    
Are there any other change requirements or activities that need to be conducted to help the impacted members of the community transition smoothly and successfullyto achieve the intended and lasting benefits from the project?    
     

*this section – leave blank*

APPENDIX A – PROJECT ROLES & RESPONSIBILITIES

Name the members of the project team. 

PROJECT SPONSOR: Provides overall direction, guidance, and funding for the project.   RESPONSIBILITIES include setting the vision and strategic direction, approving the project charter and plan; securing resources for the project; confirming the project’s goals and objectives; keeping abreast of major project activities; making decisions on escalated issues; and assisting in the resolution of roadblocks.
NAME  
NAME  
FUNCTIONAL OWNER: Manages the impact of the project in their functional area.   RESPONSIBILITIES include ensuring agreed-upon project tasks and deliverables are completed, incorporating the views of their customers, providing functional expertise in a particular area, articulating requirements, and working to ensure that business needs are met.
NAME  
NAME  
NAME  
PROJECT MANAGER: Leads the team in planning and implementing the project from initiation to closure.   RESPONSIBILITIES include scope and change management, keeping the project plan current (deliverables, schedule, and resources), issue and risk management, maintaining project documents, reporting project status, and facilitating conflict resolutions within the project and between cross-functional teams…
NAME  
NAME  
A SUBJECT MATTER EXPERT (SME) provides expertise on project elements including business process and current or new technical solutions.     RESPONSIBILITIES include maintaining up-to-date experience and knowledge on the subject matter, validating recommendations, and providing advice on what is critical to the performance of a project task.
NAME  
NAME  
NAME  
NAME  
NAME  
NAME  

Describe the roles and responsibilities of the project participants. 

PROJECT TEAM MEMBERS   RESPONSIBILITIES include Understanding the work to be completed, completing the research, data gathering, analysis, and documentation, •        Informing the project manager and team members of issues, scope changes, risks, and quality concerns, and  Proactively communicate status and manage expectations.
NAME   ROLE  
NAME   ROLE  
NAME   ROLE  
NAME   ROLE  
NAME   ROLE  
NAME   ROLE  
NAME   ROLE  

APPENDIX B – KEY TERMS & DEFINITIONS FOR THIS PROJECT CHARTER

Define key terms unique to this Project Charter.

         

Task 2.4  :   Identifying Stakeholders and Communication          (3 marks)     

It is expected you attempt this after attending the lecture on this topic. Provide the answers following the numbering system given below. This part is team effort (meaning all the members in your team will have the same answer) but you must enter this into the Interact Journal using the numbering system shown.
Leader – Type this out and send it out to your team members to be copied onto their Journal. Ratings to be posted in Discussions.

2.4.1 List all your identified stakeholders.

2.4.2 For each stakeholder group, identify the method of communication your team will conduct with them.

This section onwards is an individual effort. Enter in the Journal.

2.4.3 Provide one example of such communication in full.

2.4.4 Comment on the following communication strategy that was drafted by the previous company.

2.4.5 Comment on the following statement that was submitted by the previous company. A sample of a response style has been provided.

The reason such a question is given is that most new employees join an existing project, or become part of a company project team that inevitably has to carry on or continue a previous project. This requires a student of this subject to critically analyse, reflect on and synthesise the key elements of the project.

Each floor will have a student representative appointed by the company. Called the floor manager, there will be one appointment for every floor of the residential block. For all changes and updates that affects the residents, the management will only communicate with the floor manager. The floor manager will then be responsible for all information dissemination, implemented in a manner as they wish. Some may prefer to knock on doors and deliver messages personally, some will just put up a notice on their respective floor and some might call for weekly meetings. The management will leave this to the initiative of the respective floor representative. This enhances the relationship of the various residents of the same floor and will allow them to be kept informed of changes from a person that they see and trust. For this purpose the floor representative may request the use of a meeting room or a notice board at no charge, subject to availability. The management company will then not be held responsible for keeping residents notified of changes and adjustments to their living arrangements. Floor representatives will be given a discount of 40% off their rates for their services per year, to be pro-rated if they do not wish to continue or have been relinquished of their service. Floor managers do not have the right to pick residents as this remains the prerogative of the management company.

Sample of Expected Response to another issue:

The company will set up a suggestion box for residents complaint/s about food or service. This box will be secured in a public area and the management executive will empty this box once a quarter (every 3 months) and then provide a statistical breakdown of all complaints received by residents about the dining hall. This report will then be brought up at the annual meeting between the management company and food providers. Food providers should be given at least 30 days notice in writing to respond at the annual meeting.   Response: Food services response time is considered critical. The critical incident technique outlined by Hoffman, K.D., Kelley, S.W. & Rotalsky H.M (1995) identifies and uses information to service recovery. This methodology also proves customer retention rates, making patrons happier. The complaint box should be cleared at a more frequent rate so that deficiencies can be addressed. Customer reports received in passive surveillance mode as reported by Dubrawski, A., Elengerg, K., Moore, A. & Sabhnani, M. (2006) helps in identifying brands and sources of the food involved, symptoms of possible sickness, and characteristics of foreign objects which could have been found in food. The communication method of providing statistics to stakeholders is very restricted in the communication management plan. Customer loyalty factors critical to success as mentioned by Kandmpully, J. & Suhartanto, D (2000) correlates satisfaction with performance of […] food and beverage. The company has failed to communicate to its stakeholders, the residents in the plan as well as other suppliers who may not have been responsible but as a need to know basis for purposes of food safety.   References: Dubrawski, Artur, et al. (2006) Monitoring food safety by detecting patterns in consumer complaints. Proceedings of the National Conference on Artificial Intelligence. 21(2) Menlo Park, CA; Cambridge, MA; London. Hoffman, K.D., Kelley, S.W, Rotalsky, H.M., (1995) Tracking service failures and employee recovery efforts, Journal of Services Marketing, 9(2), pp.49-61, https://doi.org/10.1108/08876049510086017 Kandampully, J., Suhartanto, D., (2000) Customer loyalty in the hotel industry: the role of customer satisfaction and image, International Journal of Contemporary Hospitality Management, 12(6), pp.346-351, https://doi.org/10.1108/09596110010342559  

Task 2.5  :   Case Reflection                   (2 marks)

This section onwards is an individual effort. Enter in your journal.

2.6.1 Answer the following question below.

You would have participated in a few team meetings now and part of a good Project Manager is the ability to read, reflect on the tasks you have chosen. Write your thoughts here (in about 300 words) on what you have achieved, or what you (or your team) has missed out (no marks deducted for this as it is a reflection – we want you to learn and do better!). Focus on the key elements of the framework, knowledge areas and success factors. You can use referencing to support your thoughts.
This is not a complaint section about your team members.