EPM5700
Project Management &
Information Technology
Unit: EPM5700 – Project Management and Information
Technology
Lecturer: Vinayaga Sarma
Date: 2020
Vinayaga(Vin) Sarma
Course Coordinator – Masters of Project
Management
Contact
Phone: +61 3 99194714
Email: vinayaga.sarma@vu.edu.au
CONTACT DETAILS
EPM5700
Project Management
& Information TEchnology
Group Assignment
2020
The Project
DEVLEOPMENT OF A NEW
INFORMATION TECHNOLOGY
CENTRE
Your Role
Assume that your team has been appointed
as the Information Technology (IT) project
planners for the delivery of new IT Centre
The Project
Development of A New IT Centre
• Your group has been appointed by a potential client to build a
new Information Technology Centre in your capital city. The
land owned by the client with an approved budget of $40
million only for the new IT Centre. In addition to the Centre,
the client allocated additional fund of 25 million for the latest
IT Technology support to cater for the IT needs for the next
five years.
• As the Project Manager of the project you are requested to
submit a Project Execution Plan (PEP) for this development.
• The group has to develop a project execution plan to manage
the activities required to deliver the IT Centre.
The Task:
• The tasks required include:
• Develop a scope – Project Charter of this project. This requires to
develop the scope for the facilities and IT support independently
• Developing a budget for construction of the IT centre and ensuring
that the owner can provide the funds and are committed to funding
the project ( Assume that the client is own this land)
• Obtaining planning permits and approvals from the relevant
authorities.
• Design and construction of the IT Centre.
• Procurement and installation of IT Support Services
• Completion and handover.
The project is expected to carry out in FOUR stages:
Stage 1: Prepare project Charter (20%)
Stage 2: – WBS and Manual Scheduling (25%)
Stage 3: Computerized Planning (25%).
Stage 4: Oral Presentation: (30%)
The Project
Development of A New IT Centre
Importance of Stage 1 Work
• Need to understand the process of the
proposed project and develop a project
charter before starting Stage 2 work.
• Without Stage 1 approval you should not
commence Stage 2 work – until Stage 1 work
is fully completed and approved.
Stage 1 – Prepare project Charter
• This Section must include the following:
Preparation of a Project Charter. (Refer
additional Handout)
• List of assumptions used in the project (if any).
• Planning methodology – outline the technique
for the delivery of the project.
Stage 2 – WBS & MANUAL SCHEDULING
This Section must include the following:
Project calendar showing start and finish dates,
weekends, RDO’s, and public holidays, etc.
Develop a Work Breakdown Structure (WBS),
an Organisation Break Down Structure (OBS)
and a Responsibility Assignment Matrix (RAM).
List of tasks, durations and their logical
relationship.
Execution program (a manual PDM diagram or
a Gantt chart).
Stage 2 – WBS & MANUAL SCHEDULING
This Section must include the following:
(Cont’d)
Estimate the cost of the project as per the
WBS and listed activities.
Develop a risk register using RBS as per WBS
to identify and prioritize all risk associated with
this project.
Sub-contractors schedule for the project.
References if any.
• Each group must obtain the costs for carrying
out each activity
• The minimum number of activities to be allowed
is 30-40 to the project as a whole.
Stage 2 – WBS & MANUAL SCHEDULING
This Section must include the following:
Stage 1 & 2 – Preliminary Planning
Work and this Section must include
the following:-
• Provide a Stage 1 & 2 report detailing all preliminary
planning manual planning work.
• The main report must be typed and submitted in a
professional format. Only the diagrams may be drawn
manually.
Submit Stage 1 & 2 Report for Review
Due on or before Week 8 Computer Lab Class
• Submission: One hard copy to your facilitator & upload a
soft copy in Word.doc format to the appropriate Dropbox.
• Without any approval you should not commence Stage 3
work until Stage 1 & 2 work is completed.
Stage 3 – Computerised Planning
• A list of tasks and work breakdown schedule for the
project including activity durations
• A project Calendar
• A PDM diagram and a Gantt Chart
• A weekly Gantt Chart of all activities sorted by WBS
• A list and cost of all resources (own and/or
subcontracted).
Prepare the following by utilising Project Management
software – Microsoft Project 2016:
• Final cost and detail budget reports
• Various resource schedules in the form of Gantt Charts
• A budget and cost forecast. Also develop an “S” curve
using the software
• Other relevant reports to support the PEP
Stage 3 – Computerised Planning
(cont’d)
Project Planning Methodology
WBS Serves as the Framework
for Integration of Planning and
Control
• WBS enables:
• Responsibility assignment
• Schedule summarisation
• Resource/Cost aggregation
• Risk assessment of various
levels
• Performance measurement
summarisation
• Proactive cycle of control by
aggregation
Project Managers & Line
Managers
The project manager answers these questions:
• What is to be done? (using the Scope/SOW, WBS)
• When will the task be done? (using the summary
schedule)
• Why will the task be done? (using the Scope/SOW)
• How much money is available? (using the
Scope/SOW)
Project Managers & Line
Managers
The line manager answers these questions:
• How will the task be done? (i.e., technical
criteria)
• Where will the task be done? (i.e., technical
criteria)
• Who will do the task? (i.e., staffing)
Project Managers & Line
Managers
• Project managers may be able to tell
line managers “how” and “where,”
provided that the information appears in
the scope as a requirement for the
project.
• Even then, the line manager can take
exception based on his technical
expertise.
What is Work Breakdown
Structure (WBS) ?
• In planning a project, the project manager must
structure the work into small elements that are:
• Manageable, in that specific authority and
responsibility can be assigned.
• Independent, or with minimum interfacing with and
dependence on other ongoing elements.
• Integrable so that the total package can be seen
• Measurable in terms of progress
Importance of WBS
• The first major step in the planning process after project
requirements definition is the development of the work
breakdown structure (WBS).
• A WBS is product-oriented family tree subdivision of the
hardware, services, and data required to produce the
end product.
• The WBS is structured in accordance with the way the
work will be performed and reflects the way in which
project cost and data will be summarized and eventually
reported.
Importance of WBS (Cont’d)
• Preparation of the WBS also considers other areas
that require structured data, such as scheduling,
configuration management, contract funding, and
technical performance parameters.
• The WBS is the single most important element
because it provides a common frame work to plan the
project.
WBS
The WBS is the single most important element because
it provides a common framework from which:
• The total program can be described as a summation
of subdivided elements.
• Planning can be performed.
• Costs and budgets can be established.
WBS (Cont’d)
• Time, cost, and performance can be tracked.
• Objectives can be linked to company resources in a
logical manner.
• Schedules and status-reporting procedures can be
established.
• Network construction and control planning can be
initiated.
• The responsibility assignments for each element can
be established.
Levels in the WBS
• The work breakdown structure acts as a vehicle for
breaking the work down into smaller elements, thus
providing a greater probability that every major a minor
activity will be accounted for.
• Although a variety of work breakdown structures exist,
the most common is the six-level indentured structure
below:
Levels in the WBS
• Managerial Levels:
• Level 1: Total Program
• Level 2: Project
• Level 3: Task
• Technical Levels:
• Level 4: Subtask
• Level 5: Work Package
• Level 6: Level of Effort
Was there a reason for the
cost overrun?
Was there a reason for the
cost overrun?
• No matter how good
the cost and control
system is, problems
can occur. Below are
common causes of
cost problems:
Cost Overrun
• Poor estimating techniques and/or standards, resulting
in unrealistic budgets
• Out-of-sequence starting and completion of activities
and events
• Inadequate work breakdown structure
• No management policy on reporting and control
practices
• Poor work definition at the lower levels of the
organization
• Management reducing budgets or bids to be
competitive or to eliminate “fat”
Common causes of cost problems:
Cost Overrun (Cont’d)
• Inadequate formal planning that results in unnoticed, or
often uncontrolled, increases in scope of effort
• Poor comparison of actual and planned costs
• Comparison of actual and planned costs at the wrong
level of management
• Unforeseen technical problems
• Schedule delays that require overtime or idle time
costing
• Material escalation factors that are unrealistic
The Cost Account Intersection
WBS/OBS Links
WBS versus OBS
Time Management
Effective Time Management?
Submission of Final Report
• Final Report should include Stage 1, Stage 2 and
Stage 3 of the assignment.
• Final Submission Deadline:
• On or before Week 11 during your
allocated computer lab class.
• Submission: One hard copy to your
facilitator and upload a soft copy in Word
.doc format to the appropriate Dropbox in
your VU Collaborate on or before due
date
•
Assessment: Report Content
The final reports including Stage 1 and 2 are
expected to contain:
• Cover sheet.
• Group member contributions in detail.
• Executive summary.
• Table of content with page numbers
• Report aims / objectives
• Project description.
• List of assumptions ( if any).
Assessment: Report Content
• Planning Methodology – Outline the technique
for the delivery of the project.
• Project calendar showing start and finish dates,
weekends, RDO’s , and public holidays, etc.
• Develop a Work Break Down (WBS) structure
and Organisation Break Down structure (OBS)
and Responsibility Assignment Matrix (RAM).
• List of tasks, durations and their logical
relationship.
• Execution program (a manual PDM diagram or a
Gantt chart).
• Estimate the cost of the project as per the WBS
and listed activities.
• Develop a risk register to identify and prioritize
all risk associated with this project
• Sub-contractors schedule for the project.
• Bill of quantities and cost estimates as per WBS.
Assessment: Report Content
Assessment: Report Content
• PDM diagram printouts from MS Project 2016.
• A weekly Gantt chart of all activities sorted by WBS
• Final cost and detail budget reports
• Resource schedules in the form of Gantt Charts.
• Resource profiles (histograms) by day for each
resource.
• References if any.
• Acknowledgement if any.
• Appendices containing materials used in the project.
Oral Assessment:
• Oral presentation will be held on week 12 for all
Groups.
• 20 minutes per group is allotted time for the oral
presentation.
• Any Syndicate Group or Group members are failed
to attend the oral assessment then no marks will be
given.
Steps to Take to Complete the Project
In order to achieve the above objectives, the students
are strictly expected to follow the following steps:-
• Step 1: Working group (group of four)
• Step 2: Familiarize the Microsoft Project 2016
– Attend Scheduled Training Sessions.
• Step 3: Working on the assignment –
Preparing the Project Chatter & Manual
planning works as per the brief. This Step 3
can be done in conjunction with Step 2
• Step 4: Once you have completed the
manual planning works then your group is in
a better position to work with the assignment
– Stage 3.
Steps to Take to Complete the
Project
• The students who failed to complete the project
charter and manual planning (Stage 1 & Stage
2) work then they struggle to complete the work.
• Each syndicate group is expected to work as a
team not an individuals.
• Do not under estimate the amount of work
involved in this project.
Steps to Take to Complete the
Project
Important Points to Note
• Stage 1 the assignment must be fully
completed & approved before starting Stage 2
of the assignment.
• Assistance for Stage 2 will be given those
groups successfully completed Stage 1 of the
assignment.
• Workshop sessions will be held in the
allocated classrooms until completion of Stage
1 of the assignment.
Important Points to Note
• Strictly follow the Four Step process in order
to complete the assignment.
• Each group will be expected to work on their
own.
• Assistance will be given during the class
time only if required.
• Do not under estimate the amount of work
load involved in this assignment.
• Need individual commitment to complete this
assignment.
Assignment Brief
• Assignment brief document and
stage marking rubrics are available
in VU Collaborate.
Any Questions?
Thank You
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