In reviewing the current project and the deliverables intended, I make the following recommendations to address the issue of scope creep that the ABC Department has experienced on its current computer system upgrade project.
Forthwith, a review of the initial impressions of the project scope, with input from all respective parties to include the CEO, Controller, Department Heads, and Amazing Software. By discussing and compiling everyone’s feedback into a cohesive outline of a Project Charter, once developed and edited, to then create a new Project Scope Document. Some recommended points of discussion are:
1. What is the purpose of the new computer system?
2. What are everyone’s perceived short and long term project deliverables?
3. What is a department need and what is a wish? 4. What are the anticipated risks and the previous risks experienced during the current development? 5. What quality controls are currently in place and what new controls are needed? 6. How do we develop a new project budget to bring costs into alignment with the initial allocated amount for this project? 7. What costs are Amazing Software willing to forgive in order to bring the current budget into alignment with the initially determined amount for the project? 8. What is the current approval process for changes to the project deliverables? 9. Can the current systems meet deadlines, budget, and quality of deliverables for this project? 10. Holding regularly scheduled meetings with all stakeholders involved, as is appropriate to their particular phase of the project. Consequently, with the information gathered from these 10 questions, I recommend the following controls and the processes to implement for the remainder of the project’s life cycle. As well, in the final analysis, I recommend processes that Amazing Software should continue to use in future projects. Firstly, establishing a common understanding as to what the new computer system should look like and what problems it is designed to solve. Then to document the anticipated benefits. This helps everyone to understand what each department hopes to receive in the new system and identify whether there is an overlap of functionality across departments. This step alone can eliminate duplicate work in the R&D and have positive effects on the use of resources, time, and budget. Once completed this information is used to develop a Project Charter and Scope Document. Secondly, everyone must understand the constraints of time, budget, and resources for this project. Although Amazing Software is doing the work to develop the new computer system and testing, it is essential that no one believes there are no project parameters. A project baseline is useful, not only to establish a look forward, but also a retrospective to help to identify pitfalls to avoid as the project progresses. An AOA or AON chart can help to create a high-level breakdown which will act as a catalysis for a more detailed baseline of the project deliverables. Thirdly, I recommend utilizing a Change Control Process overseen by the Change Review Board, which includes the CEO and Financial Controller of ABC Department as well as senior managers of the software development firm, to approve all changes considered reasonable to the project scope and budget. The software development firm is included in this process because they have opted to use this project for future development opportunities. Fourth, documentation of risks which …show more content…
In conclusion, based on the recommendations I have listed above and the utilization of Project Management Techniques, I believe this project reasonably able to achieving its intended goals.
These same techniques can be developed into the organizations culture for future projects and employed to make current processes more efficient. Should it become necessary to employ a project manager on future projects, I recommend hiring a PM who has worked previously on the type of project under consideration. This project manager will bring their unique skill set to the organization.
Furthermore, I recommend the following tools should be utilized, by Amazing Software, for all future projects in order to maintain the integrity of their business model.
1. A project Charter and Scope Document identifies the purposed of the project, who has a stake in the project’s success or failure, the budget for the project, and processes implemented for project
Forthwith, a review of the initial impressions of the project scope, with input from all respective parties to include the CEO, Controller, Department Heads, and Amazing Software. By discussing and compiling everyone’s feedback into a cohesive outline of a Project Charter, once developed and edited, to then create a new Project Scope Document. Some recommended points of discussion are:
1. What is the purpose of the new computer system?
2. What are everyone’s perceived short and long term project deliverables?
3. What is a department need and what is a wish? 4. What are the anticipated risks and the previous risks experienced during the current development? 5. What quality controls are currently in place and what new controls are needed? 6. How do we develop a new project budget to bring costs into alignment with the initial allocated amount for this project? 7. What costs are Amazing Software willing to forgive in order to bring the current budget into alignment with the initially determined amount for the project? 8. What is the current approval process for changes to the project deliverables? 9. Can the current systems meet deadlines, budget, and quality of deliverables for this project? 10. Holding regularly scheduled meetings with all stakeholders involved, as is appropriate to their particular phase of the project. Consequently, with the information gathered from these 10 questions, I recommend the following controls and the processes to implement for the remainder of the project’s life cycle. As well, in the final analysis, I recommend processes that Amazing Software should continue to use in future projects. Firstly, establishing a common understanding as to what the new computer system should look like and what problems it is designed to solve. Then to document the anticipated benefits. This helps everyone to understand what each department hopes to receive in the new system and identify whether there is an overlap of functionality across departments. This step alone can eliminate duplicate work in the R&D and have positive effects on the use of resources, time, and budget. Once completed this information is used to develop a Project Charter and Scope Document. Secondly, everyone must understand the constraints of time, budget, and resources for this project. Although Amazing Software is doing the work to develop the new computer system and testing, it is essential that no one believes there are no project parameters. A project baseline is useful, not only to establish a look forward, but also a retrospective to help to identify pitfalls to avoid as the project progresses. An AOA or AON chart can help to create a high-level breakdown which will act as a catalysis for a more detailed baseline of the project deliverables. Thirdly, I recommend utilizing a Change Control Process overseen by the Change Review Board, which includes the CEO and Financial Controller of ABC Department as well as senior managers of the software development firm, to approve all changes considered reasonable to the project scope and budget. The software development firm is included in this process because they have opted to use this project for future development opportunities. Fourth, documentation of risks which …show more content…
In conclusion, based on the recommendations I have listed above and the utilization of Project Management Techniques, I believe this project reasonably able to achieving its intended goals.
These same techniques can be developed into the organizations culture for future projects and employed to make current processes more efficient. Should it become necessary to employ a project manager on future projects, I recommend hiring a PM who has worked previously on the type of project under consideration. This project manager will bring their unique skill set to the organization.
Furthermore, I recommend the following tools should be utilized, by Amazing Software, for all future projects in order to maintain the integrity of their business model.
1. A project Charter and Scope Document identifies the purposed of the project, who has a stake in the project’s success or failure, the budget for the project, and processes implemented for project