AWARD

: INTERNATIONAL ADVANCE DIPLOMA IN COMPUTER STUDIES : MANAGING BUSINESS PROJECTS STAND-IN PROJECT MANAGEMENT DECEMBER 2010 SUZAN J. LAISER

MODULE TITLE

ASSIGNMENT TITLE : EXAMINATION CYCLE: CANDIDATE NAME NCC EDUCATION CANDIDATE NO : :

SUBMISSION DATE :

30 TH NOVEMBER, 2010

MARKERS COMMENT: MODERATORS COMMENT: MARK: MODERATED FINAL

MARK:

MARK:

Programmed/Qualification name:

International Diploma in Computer Studies

Each NCC Education assessed assignment submitted by you must have this statement attached to the assignment as the cover page or it will not be accepted for marking. Please ensure that this statement is either firmly attached to the cover of the assignment or electronically inserted into the front of the assignment. Student declaration I have read and understood NCC Educations Policy on Academic Dishonesty and Plagiarism. I can confirm the following details: Student ID/Registration number: Name: Centre Name: Module Name: Module Leader: Number of words: I confirm that this is my own work and that I have not plagiarized any part of it. I have also noted the assessment criteria and pass mark for assignments. Due Date: Student Signature: Submitted Date: 29/11/2010 21/10/2010 SUZAN J. LAISER Learn IT Managing Business Projects Mr. Christopher Hizza

TABLE OF CONTENT

Task 1 Reviews on what are required concerning the project. Task 2 Description of activities and network plan:.. Task 3 Event planning and briefing note for participants Task4 Risks faced by a manager taking over an existing project in a critical deadline Task5 Combinations Reference and bibliography

Acknowledgments To accomplish this assignment has never been easy and without the support I got from various people it wouldnt have been finished successfully as it is. Foremost I am honored to thank the Almighty Heavenly God for being my best and most encouragement during my hard working. He had and will never leave me a step; he practically led me all the way and manages my activities. Glory Be To Him today and forever. Secondly, I would like to thank the Learnit Management for bringing such a program to Tanzania and indeed empower me through ICT. Thirdly, my gratitude goes to the module tutor Mr. Hizza who has been willingly ready to assist me in learning, understanding and finally lead to successful end of this assignment. I owe big thanks to my family especially my Father who has been more than supportive and a role model in all my life. She sponsored my studies because she knows how useful they will be in my future. I would be ungrateful if Ill not appreciate my fellow colleagues who have participated in one way or another to let me do the best I have done so far. I cant mention all more the less name after name but I am gladly thanking everyone for any contribution no matter how tiny it is, surely without it I wouldnt have made it through.

Be grateful you all.

TASK ONE REVIEWING THE REQUIREMENTS CONCERNING ON THIS PROJECT Project means: -Is a temporary end over (effort) undertaken to create a unique product or service OR -Is about an assignment of running a project on a day to day, base on behalf of the steering committee. Every task related to the project manager should make sure that the projects produce the predictable product in a mandatory average and within the specific restriction of time and cost. Tools and Development Methodology Project methodologies are those methods applied during the development of the system. A developer has choice on the use of methodology essential for the system to be developed. Despite of varieties of the methodologies that can be chosen from, the following are common in use. There are special method used in development of the system a) Waterfall model b) System Development Life Cycle (SDLC) c) V-Model d) System Analysis and Design Methodology WATERFALL MODEL and the second one is SYSTEM DEVELOPMENT LIFE CYCLE (SDLC), where by each phase will be finished before another phase/stage and the project job can be divided into different stages The third one is V-MODEL: This is another kind of method used in developing the system, it shows the product which is being approved from one phase to another. Its more beneficial over this stage cause of the product comes an recognized on each phase and the process of testing can take place at every stage The fourth one is (SSADM) STRUCTURED SYSTEM ANALYSIS AND DESIGN METHODOLOGY; this method provides an understandable business system. These different way used by Structured Analysis and Design methodology comprise Logical Data Modeling, Data Flow Modeling and Entity Behavior Modeling

A PARTICULAR APEARANCE OF THIS PROJECT

TECHNIQUE AND TOOLS OF THE PROJECT A project manager must be attentive of all necessary tools required at some stage in planning and development. Project plan should clear state all tools which are very sensitive to the successful completion of the project and describe necessary of its ease of use. Knowledge provided in tools, a person or company offering those tools and versions, the all operational ability and safeguarding cost, is necessary to the project manager so that she/he can aspects be aware of the technology which is dealing with it. General knowledge about systems development surroundings and system working environment is very important so as to handle compatibilities. Having knowledge of whether necessary resources are imported from out of the country or bought around town, so that she/he can position privileges on which method to carry on. To arrange the suitable estimation of the modern skill in practice and excellence of tools to be used A project manajer supposed to be attentive of the development method recommended to be used and justified real reasons why it was selected. Being aware of method in use, he/she can decide the mandatory technical support in family member to the predefined technologies Be understandable of the development, project manajer can quickly developments techniques determined on the teams skills change

Project manager must be aware of the process of developing methodologies, so that he/she quickly decides how much effort or broadmindedness of built very important systems.

DOCUMENT OBTAINED
In view of the fact that, Project Manager is not conscious of the company; he/she has never worked with it before, so the PM wants to be updated about the business and enable to recognize a range of necessary documentatiions. Here are the documents recommended for the Project Manager to review and reasons accordingly. o Business case plan:- that help the PM to be aware of the reason to carry out the project; projects payback, project benefit, projects duration, projects extend and costs and asset returns Risks Plan: - helps the PM to be aware with potentiates risk, their size, level, impact they might cause and suggested countermeasure. Project Control Plan: - Will helps the PM to be attentive of suitable criterion and supply clear guide concerning the release of product which meet customers expectation. Change Control Plan: - That must be assessed strongly by the PM. It provides a process of making decision on changes request and criteria to be followed to approve or reject request for changes. Configuration Plan: - Helps the PM to supervise and organize projects product and satisfying all project issue. Quality Plans: - Enables PM to understand superiority products, examine the accuracy procedures, audits practice, standard used to show products developments and superiority control amount. Testing Plan: - Enables PM to decide what is required to be tested, by whom, when and which tools and method to be applied.

RISK ASSESSMENT
Risk is the situation which can happen in the project and prevent from continuing in terms of cost, time & quality although such situation is not assured to take place. To analyse risks, PM need to recognize risks level, determines the possibility of risks occurring and impact they might effect. In this way, risks evaluation will allow PM to:i. ii. iii. iv. v. vi. vii. viii. Determine on the most successful measure against each risks Recommend suitable alternatives to remove or even reduce risks effects Identifying company loss as a result of each risk Laws of examine and improve risk plan against business case Determine whether to deal with the risk or accepting it and do nothing Move the risks to the third party Make contract procedure Suggesting training requirements

PERSONNEL INVOLVED
The PM is not aware of the team, which is regarding to work with, to increase understanding about the team he is assigned to control, and he desires to review his team so as to:i. ii. iii. iv. v. vi. vii. Know the skills of his team Know how to carve up every day jobs to each team member Be aware of challenges he is concerning to face and technique he will use to administer Determining right of inspire his team to work harder and harder Determining teaching constraint before and after projects conclusion, which needs trainings, when and how the teaching meeting should be held. Understand the ability and supervision of his team require Determining the team quality to make this project successfully in time.

MODES AND LINES OF COMMUNICATIONS

The projects can be broken-down into steps and every step is assigned number of activity to put into operation. These activitiez are performed by group member and reports to the Project Manajer. Project Manajer needs recognize these modes and lines of communications inside of the project team so that:The sstructure flows of informations inside the team Analyze the active and non functional members Improve the quality of communications btn partiez Settle all communications inconvenience and initiate proper approach of communications within team members

TERMINATION A. The explanation detailed above provides the general idea of what Project Manager wants to recognize and why these description are essential to familiarize his understanding worried the projects of increasing the help desk system to the company. B. These details above generate total basics of valuable projects. Winning project is strong-minded by competent and supportive team, satisfactory property and full project members obligation to their assigned task.

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TASK TWO

REALISTIC PLAN
As a fresh project manager who is going take over the project which was been developed by previous PM, I suppose to get ahead of some activities that has been done before; in order to understand this project, I have to settle my mind physically and mentally. Among the activities which I suppose to understand are the main points of consideration which will help me in direction on how the help desk personnel function. Incorporated stages are as follows:1) To understood how help desk carry out their daily workings 2) To examine their response about the new system 3) To determine users experience with the current system 4) Be sensitive on how rapid they want a new method 5) Comprehend managements view on how the existing help desk system affect the companies business Below is the table that shows the plans which contains activities and time plan. The plan is based on seven working hours per day. Also it is for five days.

Days

Task name Reading feasibility

label

Document Feasibility report

Description Estimated materials cost and

People

Time 2hours

1st day

Reason for new system Reading business case Business case Reading all contract Reading company legal Studying requirements Reading project plan Project plan Reading resource plan Reading risk plan 3hours 5hours

2ndday

Observe the system work (requirement)

Observe how system work

current Help 4hours desktop supporters

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3rd day

Meeting with project team

Company documents

Talking about experience and skills

Project Discussing on what they teams done in previous phase Talking about previous tasks

4hours

Meeting with Suppliers 4th day Design

Suppliers contract

Increasing or reducing suppliers the contract Designing of input and Project output team

3hours

Business case

7hours

Preparation

Preparation for next day His/her work self Arranging activities for the next day

4hours

5th day Distribution of work I

3hours

Project Provision of activities to team responsible group or person

Below is the table express the tasks, description, time and their dependence. This table comes from plan of activities and time in the previous table above

S no 001 002

Description Feasibility Business case

Tasks A B

Dependencies non A

Time 2 5

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003 004 005 006 007 008 009

Project plan Requirement Meeting Meeting Design preparation Distribution

C D E F G H I

A B and C D D E and E G H

3 4 4 3 7 4 3

Activities diagram bellow The activities diagram shows activity and its dependence

Diagram shows the paths which can be conduct Paths are A-B-D-E-G-H-I A-B-D-F-G-H-I A-C-D-E-G-H-I A-C-D-F-G-H-I

Among those paths there is critical path which is important to for the project manager to follow. Critical path is way that all activities float is equal to zero (o). So according to activities diagram critical path is A-B-D-E-D-H-I and it will take hours to complete the familiarize to read and speck with people.

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TASK THREE

EVENT PLANNING AND BRIEFING NOTE FOR PARTICIPANTS A. PART OF THE DESIGN
Days 1st Day Event Finding and allocating the place for meeting (place) Arranging meeting agenda Arranging and preparing the invitation cards Equipment Venue address book Price list

Sending the invitation card to member of a meeting 2nd Day Check the prototype if available Familiarize yourself methodology about project

Computer, printer, internet

internal Plain papers Envelop Computers printers

3rd Day

Arrange the equipment for meeting Explain the data structure. Collect user views.

4th Day

Explain about the storage and data warehouse If there is an additional requirement collect it

Agenda plan paper and pens Agenda plan paper and pens

5th Day

Collecting the information from developers Users and developers must agreed to work together

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For the meeting to complete successful and smooth as the project manager which is chairman of the meeting I would like to insure the following instrument. Another source of electric power to insure that no lack electric power. Availability of internet connection in and out of the meeting room. Member to have agenda very early. To have a prototype and other aid material which help for understanding

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NOTE FOR PARTICIPANTS

Objectives: a. Talk about the systems contribution requirement concerning inputs flow, source of input, format etc. b. Dialogue the way of predictable system is going to functions, how rapid reply is performing, its data volume and validation? c. How to recognize error & receive a corrective to produce predictable outputs to satisfactory quality. d. To have a position point, decided on users requirement of a system from both parts of the system developers and the users of the system.

AGENDA Agenda:a. The manufactured goods requirements are the things that are significant have the implication of developing the system b. Users qualifications

WAYS OF GETTING INFORMATIONS FROM USERS Questioners

This is the piece of paper provided with questions that is prearranged in proper mean of getting some most suitable from users. This mode of conduct has advantages of participations of many users

Interviews
You can find informations by asking a system user some questions physically. This way wants enough time to communicate with different staffs level. Feedback assurance that developers can understand well as users requirements are:-

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Prototype: - It is an easy feedback that Project Manager can ensure system developer to understand users requirements. If users use the system and accept it, the prototype those developers can understand soon as possible

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TASK FOUR

INTRODUCTION
Risk is the thing that might happen and affect negatively in terms of cost, period and worth. In order control risks, as a Project Manager I suppose to:1. Design a suitable risk plan and 2. Resources plan, 3. Monitoring and controlling procedures As a new Project Manager to whom I suppose to take over a project which has a critical closing date, it is a serious risk itself related with many others similar to:Project team collaboration This as well is hazardous as it is not definite that the team will cooperate with the new manager. It is possible that some members if not all will work inefficiently because the manager has little knowledge on the team members and what each individual does. All in all the whole idea of taking over an existing project is not easy. Selection of Technology The technology used is chosen by the new manager to develop software depend on the experience, the selection of tools can be a challenge to him and a danger to the failure of the project. At any time a Project manager is not happy with the technology used to develop the system; without doubt he will run in excess of budget, time and produce low quality products. Project complexity Complexity of the project normally comes if there is a number unskilled and mode of communication used. If there is a number of skilled people the project manageable. If the project has many people to participate and normally it has many process and task. For the new project manager to take control in a short time will be a risk. Managements dedication Commitment of the management is to support a project; it is very decisive to undertaking it successful. PM report to the Senior Management (SM) about the growth of the project, in case of any important deviation, manager must encourage managements by tangible reasons whether to continue sponsor the project or not. If the managements is not totally committed from the beginning, the PM work becomes very hard.

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Team Knowledge Project Manager got challenges factors through knowledgeable and skilled team. Sometimes the team can lack some qualified skills sensitive to run the project and PM might select to hire of time human resources to carry exact task only. Supporting Users The Project Manager (PM) who take over an existed project would require to check with the system users and understood their experience, examines troubles and determines their interest for the new system. Users must provide encouraging reply to the manager whenever their shore up is enquired. It is fairly likely for users to be fewer helpful and construct managers work strong enough and perhaps less successful.

Conclusions Sensitiveness of the Project Manager should be done when deciding to take over the existing project or not. The PM must be conscious of all possible risks for his choice and be ready on how he will supervise them and still run the project to its successful end.

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References Managing Business Project Second Edition By Colin Bentley ISBN 1-90234-353-0

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TASK FIVE Work arrangement from Table of contents up the reference page.

Reference and Bibliography http://www.softwaretestinghelp.com/types-of-risks-in-software-projects/

http://www.linkedin.com/answers/business-operations/projectmanagement/OPS_PRJ/740884-59607346/

Bentley C. (2002) Managing Business Project Second edition Galatea Training Services Limited

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