Secure-Any Systems Company's Project Process Planning and Control - Case Study Example

Project Process Planning and Control Name: Date: Table of Contents 1.0 Introduction 3 2.0 Business Case 3 2.1 Strategic Business Objectives 3 2.2 Project Objectives 4 2.3 Key Performance Indicators 4 2.4 Major Deliverables and Major Mile Stones 5 3.0 Stakeholder Management 5 i.Lachlan Bank – Client 5 ii.Suppliers / Subcontractors 6 iii.Employees and other internal stakeholders 6 4.0 Work Based Schedule 6 5.0 Change Control 8 6.0 Project Schedule 9 7.0 Project Budget 9 8.0 Risks 10 9.0 Quality Controls 11 10.1Procurement 12 11.0 Conclusion 12 Project Process Planning and Control 1.0 Introduction Secure- Any Systems Company has the capacity to secure the contract with Lachlan Bank to produce and install a minimum of 25, 000 smart card readers for use in various security authentications for computers and banking terminals in about 600 offices and Branches in Australia and other countries of operation. The following report gives an insight into various aspects involved in the project’s planning and control. 2.0 Business Case 2.1 Strategic Business Objectives The strategic business objectives are: i. To secure the contract to produce and install the 25,000 smart card readers in Lachlan offices and branches ii. Secure the contract to iii. Produce and install an additional 35,000 smart card readers. iv. Secure the after sales service provision for maintenance of the security systems. The company stands to make a net profit of $ 350, 0000 from the first phase of the contract. It is worth noting that delivering high quality systems and services in the first phase of 25,000 smart card readers would have a significant influence on the likelihood of the company getting the successive contract of producing and installing an additional 35,000 smart card readers. Additionally, securing the after sales contract of maintaining the security systems will ensure that the company secures sustainable business. 2.2 Project Objectives The objectives of the project are to: Objectives Description Produce 25,000 smart card readers As at now, the bank wishes to get 25,000 smart card readers in the first phase of installing security features in its banking points and computer systems. Upon successful implementation and run of the first batch, the company is expected to make a requisition for an additional 35,000 smart card readers for other bank branches. Systems upgrade The project also aims at upgrading the current networking system at Lachlan bank so as to enable it to have the capacity to handle smart card readers. Hardware Upgrade There is also a need for minimal hardware upgrade at the bank so as to make it compatible with the smart card readers that will be used as attachments to security applications at the bank. Cost Analysis Secure- Any Systems engineers should evaluate the cost of manufacture of 25,000 units and submit it to the business development staff who will add mark up to the cost and identify the unit price offered to Secure- Any Systems. Contract There is a need for Secure- Any Systems to come up with a good contract outlining engagements with Lachlan Bank and suppliers/ subcontractors so as to ensure that there are minimal breaches. 2.3 Key Performance Indicators The key performance indicators in the project will be: i. Timely design, manufacture and on site supply of 25,000 smart card readers ii. Successful upgrade of the hardware and software systems to make them compatible with Secure- Any Systems’ smart card readers. iii. Successful installation of the 25,000 smart card readers iv. Successful running of the smart card readers with minimal negative impacts on current bank’s operations. 2.4 Major Deliverables and Major Mile Stones The major deliverables and milestones in the project are: i. Securing the contract ii. Timely design, manufacture and on site supply of 25,000 smart card readers iii. Successful upgrade of the hardware and software systems to make them compatible with Secure- Any Systems’ smart card readers. iv. Successful installation of the 25,000 smart card readers v. Successful running of the smart card readers with minimal negative impacts on current bank’s operations. vi. Securing the 2nd phase of the project. 3.0 Stakeholder Management The main stakeholders in this project are: i. Lachlan Bank – Client Lachlan Bank is the main stakeholder in the project. The bank is the stakeholder with the highest bargaining power. Some of the challenges that re expected while dealing with the bank are contract breaches and operations interferences during systems installations. So as to deal with this stakeholder efficiently, the company will develop a highly detailed contact to govern interaction between the bank and the company. The company will also form a joint implementation committee with the banks operations team that will be responsible of ensuring that there is a smooth flow of processes with minimal collisions with the bank’s operations. ii. Suppliers / Subcontractors Secure- Any Systems will require suppliers and subcontractors to supply it with various products and also offer specific business services in the project such as software development and upgrade. The major challenge that will be faced while dealing with subcontractors and suppliers will be contract breaches and quality product and service delivery. So as to be able to counter this challenge, the Secure- Any Systems will secure the services of a contract attorney to help it come up with a good contract that would outline key engagement guidelines. iii. Employees and other internal stakeholders Secure- Any Systems’ employees and shareholders are also important stakeholders. The company has in place good human resources management systems in addition to good work place and work process designs that provide employees with a good environment that enhances performance and personal growth. The company will use this time tested principles in the project. The project will also address business profitability and sustainability concerns so as to address client concerns. 4.0 Work Based Schedule Key work Key delivery milestone Design of smart card readers Customized to Lachlan’s needs. Correction of X 156’s mistakes Prototype Correcting any mistakes identified Manufacture of smart card readers On time manufacture of: Enough units for pilot program. Additional units to make it 25,000 Upgrade of Lachlan’s systems Compatibility with smart card readers Upgrade of Lachlan’s hardware Compatibility with smart card readers Supply of smart card readers to various sites On time delivery. Supply of right equipment and numbers Installation of smart card readers in one region Pilot test run to rectify any emergent problems Testing of new security systems in the pilot region Correction of emergent problems Addressing any challenges identified Eliminating all errors identified Rolling out the installation of smart card readers in the entire bank’s network Timely installation. Minimal interference with bank’s operations The following figure represents the work break down schedule (WBS) 5.0 Change Control There are possible changes in the bank’s hardware and systems. This is due to the upgrades that will be required to ensure that they are compatible with the smart card readers that will be added on to the security system. A joint team comprising of project engineers and executives from Secure- Any Systems and from the bank will oversee the changes. Any change requests will be forwarded to the bank’s executive management and the execution will be done by the engineering team. Factors that will be considered in project decision making are sustainability and interference with bank’s daily operations. 6.0 Project Schedule Key work Person responsible for providing estimates information Estimates method Design of smart card readers Design Engineer Unit analysis Prototype Design Engineer Unit analysis Manufacture of smart card readers Manufacturing engineer Unit analysis Upgrade of Lachlan’s systems Software engineer and subcontracting company Expert Judgment Upgrade of Lachlan’s hardware Engineers Work breakdown Supply of smart card readers to various sites Logistics team Work breakdown Installation of smart card readers in one region Engineers Unit analysis & Work breakdown Testing of new security systems in the pilot region Engineers Work breakdown Addressing any challenges identified Engineers Work breakdown Rolling out the installation of smart card readers in the entire bank’s network Engineers and logistics team Work breakdown and Unit analysis 7.0 Project Budget Key work Resources required Design of smart card readers Human resources Prototype Human resources and Manufacturing materials Manufacture of smart card readers Manufacturing materials Upgrade of Lachlan’s systems Human resources (Subcontractor) Upgrade of Lachlan’s hardware Human resources (Secure- Any Systems) Supply of smart card readers to various sites Logistics company Installation of smart card readers in one region Human resources (Secure- Any Systems) Testing of new security systems in the pilot region Human resources (Secure- Any Systems and subcontracting company) Addressing any challenges identified Human resources (Secure- Any Systems and subcontracting company) Rolling out the installation of smart card readers in the entire bank’s network Human resources (Secure- Any Systems and subcontracting company) and logistics company 8.0 Risks Risks are undesired events that have negative effects once they occur. It is recommended that good project management practices have in place conducive strategies aimed at ensuring that risks are classified according to their possibility of occurrence. The classification of the risks in this project will be done with respect to the control that Secure Any Systems has on reducing their occurrence. The major risks in this project are: Risk Mitigation Strategy Risk of Contract Breaches Secure Any Systems will seek the services of an attorney to develop an appropriate contract that will guide the engagements between the company and other stakeholders involved Risk of the systems not being compatible with X 156 Secure Any Systems will subcontract the software upgrade and related work to a strategic partner so as to transfer the risk to a company with core competences in software engineering Risk of failure after installation Secure Any Systems will subcontract software related work to a strategic partner. A pilot program will also be run so as to identify any possible shortcomings that were not perceived during the design phase. Risk of defective smart card readers Secure Any Systems will have in place a strict quality control and assurance system in its manufacturing plant so as to produce high quality products Risk of damage during transportation Subcontracting transportation to a transport and logistics company will reduce the risk of device damage during transportation 9.0 Quality Controls The quality controls that will be used in the project include: i. Total quality management in the design and manufacture of the smart card readers to ensure that they satisfy the design and performance requirements. ii. Ensure that all activities are undertaken as per the contractual agreements. iii. Safe transportation and storage of devices iv. Installation of devices as per the practices outlined by the design engineer. Key Deliverable Quality Standard Quality control Design and manufacture of 25,000 smart card readers Timely, performance as per required specifications Total quality management in the manufacturing processes Upgrade of Lachlan software systems Compatibility with Secure Any Systems’ X 156 smart card reader. Ability to handle the full running traffic load of all the card readers Outsourcing software services a company with core competencies in this area. Upgrade of Lachlan hardware Compatibility with secure Any Systems’ X 156 smart card reader Testing in the pilot run Pilot run Successful installation and running of smart card readers Correcting all mistakes identified in the pilot run. Installation of all 25,000 smart card readers in the roll out program Successful installation and running of smart card readers Work progress done according to the work procedures developed after the pilot run 10.1 Procurement Secure-Any Systems will subcontract software upgrade function to a reputable software design company so as to increase the odds of project success. Partner selection will be done on the basis of capacity, cost and reliability. Logistics and transport will also be outsourced to a well networked transport company that would be able to transport devices and human resources to the Banks branches and offices. 11.0 Conclusion In conclusion, Secure-Any Systems has a high chance of securing the tender to produce and install 25,000 smart card readers at Lachlan Bank. The engineering, manufacturing and sales team needs to come up with an appropriate costing structure and place a bid for the proposal. The project is within Secure-Any Systems’ capacity and would be a great addition to the company’s profile. Read More