MASC Training Consultants Corporate Training Project - Case Study Example

MASC Training Consultants (MTC). Corporate Training Project Project Team: 1. Date ______________ Signature: _____________ 2. Date ______________ Signature: _____________ 3. Date ______________ Signature: _____________ 4. Date ______________ Signature: _____________ 5. Date ______________ Signature: _____________ Due Date: __________________ Executive Summary Purpose of the report The following document provides the charter for the MASC Training Consultant (MTC) internal information system infrastructure sub project for the newly established ultra modern corporate training center. The project is to be undertaken by the Project Manager and has already been approved by the sponsor who happens to be the companies C.E.O. It is also scheduled to be completed by May 2011 within the allocated budget of $A 10 million. Key Findings The MTC project team comprises various stakeholders drawn from different departments of the company in which the project sponsor has to retain final approval authority for the major phases of the project. Project manager will liase with the MTC staff and trainers to define the new technological requirements to be deployed within the new premises. The project manager will guide in designing, implementing and testing the new training system and provide training to MTC staff and trainers. The manager will also oversee the migration of the existing information system with the new system and will finally hand over operations on May 15th 2011. Key issues or Impacts The new facilities will enable MTC to supply corporate training solutions in Australia and eventually become a dominant training solutions provider. According to the available market research, there is a huge market for corporate training solution forcing MTC to move expediently in order to tap into this emerging and lucrative field before it is too crowded, therefore it is very possible for MTC to take advantage of this initiative and seize the outstanding opportunity. Table of Contents 1.0 Introduction ………………………………………………………………………………………….5 1.1 Document Purpose…………………………………………………………………………5 1.2 MTC Training enterprise Business……………………………………………………….5 1.3 Assumptions………………………………………………………………………………..5 2.0 Project Mission………………….……………………………………………………………………6 2.1 Business Drivers……………………………………………………………………………6 2.2 Measurable organization value……………………………………………………………6 2.3 Project Objectives………………………………………………………………………….6 2.4 Project Scope……………………………………………………………………………….6 2.41 Business Objectives…………………………………………………………………...8 2.42 In Scope Items………………………………………………………………………...8 2.43 Out of Scope Items……………………………………………………………………10 2.5 External Dependencies…………………………………………………………………..…10 2.6 Constraints…………………………………………………………………………………..11 2.7 Project Budget……………………………………………………………………………….11 2.8 Measurable organization Value …………………………………………………………….12 3.0 Project Organization Structure …………………………………………………………………..…...12 3.1 Project Resources……………………………………………………………………………12 3.12 Stakeholders…………………………………………………………………………….12 3.2 Work Breakdown Structure……………………………………………………………….15 4.0 Project Strategy……………………………………………………………………………………….20 4.1 Testing Strategy…………………………………………………………….…………..…..20 4.2 Risk Management Strategies………………………………………………………………20 4.3 Risk Analysis………………………………………………………………………………..21 5.0 Implementation Methodology………………………………………………………………………..21 5.1 Implementation Strategy…………………………………………..………………………21 5.2 Project Success criteria……………………………………………………………………..21 6.0 Summary and Recommendations…………………………………………………………………....22 6.1 Project Charter Summary…………………………………………………..…………….22 6.2 Recommendations………………………………………………………..…………..…… 22 1.0 Introduction MTC has already reviewed the business case for moving to an ultra modern state of the art training facility. 1.1 Document Purpose This particular document is the project charter for the MTC information systems infrastructural project sub project for the new training facility. 1.2 MTC training Enterprises Business MTC provides various corporate training solutions. Its excellent and solid reputation has enabled it to offer its services to some global fortune 100 companies operating in Australia and it is by the mantra of innovation that MTC has emerged as an iconic corporate training solution partner n Australia. 1.3Assumptions The following assumptions are already in place at the start of the project The following assumptions are in place at the start of the project. MTC is already a dominant corporate training provider. Refurbishment of the new training premises to MTC company standards is going to be on schedule. MTC has capable project managers MTC IT and non-IT staff are trainable to meet the demands of the envisaged Information systems. All relevant documentations have been approved by the county council. MTC will purchase the new hardware, network infrastructure and security solutions from reputable vendors 2.0 Project Mission The upgraded facility will enable MTC to offer the best service offering in corporate training solutions and make it the dominant player in Australia by end of 2011. 2.1 Business Driver MTC has been expanding rapidly since its inception and has managed to establish a footprint in the corporate training solutions. MTC has expanded the industry segments in which it offers training services. Over the last three years MTC has managed to attract some of the world’s fortune 100 companies operating in Australia. Both internal and external market research analysis indicates that the demand for corporate training solutions will soar. In order to meet its new demand , then MTC has to triple or at least double its current capacity which will also be enhanced by using technological solution to facilitate expedient delivery of course materials in between lecturers, thereby saving time and money for both the organization and its clients. 2.3 Project Objectives Provide a modern facility that will make MTC dominate and increase its market share. Increase MTC training capacity so as to order more training groups at once. Enhance MTC corporate image. 2.4 Project scope As elaborated, the project is mainly concerned with the technological components for the proposed facility. This includes the IT infrastructure such as the software, hardware, network infrastructure and security solutions. a. An elaborate IT architecture plan for the facility has to be developed. b. There should be wireless internet access in all the existing areas within the facility. c. Software has to be acquired to aid in: Theatre remote management Course Development Content Management Booking training facilities Any other niche area that will be identified by MTC staff over time a. The organization will also require training facilities for Technical training with a capacity of 35 participants Management training with a capacity of 20 participants Executive training with a capacity of 15 participants There should also be breakout rooms such as smoking lounges, newspaper parlor, Wi-Fi hot spots, and cafeterias. All the existing facilities will have to be migrated to the new facility. With a budget of only $A10 million for the entire project which has to be completed on schedule by May 2011. Underneath there is a Gant chart indicating various deadlines of key tasks involved with the project on a monthly basis. 2.41 Business Objectives Ensure the project is timely delivered and its business objectives fully met and all the technological functions are fully working. 2.42 In Scope Items Enumerated below are the in scope items that will be performed by the technological implementation team. In Scope Statement 1.   IT architectural plan 1.1 Analyse requirements 1.2 Structure design Deliver the architectural design 2. Outsourcing 2.1 Present system requirements to Grace Software 2.2 Create contract with Grace Software 2.3 Identify reporting structures Sign contract with Grace 3. Statement of equipments 3.1 Create RFP for hardware Create requirements document for equipment 4. Buy database 4.1 Consult Grace Software on database requirements Purchase and prepare database 5. Install software 5.1 Prepare database 5.2 Prepare networking 5.3 Prepare software 5.4 Test deployment 5.5 Migration of data 5.6 Integrate components System is ready for test 6. Test. Test. Test 6.1 Prepare test cases 6.2 Recruit customers (500) to test 6.3 Requirements testing 6.4 Implementation of test cases Report on results of test 7. Training staff 7.1 Determine training needs 7.2 Design courses 7.3 Training materials, manuals 7.4 Print manuals Schedule training courses 8. Implementations 8.1 System configuration 8.2 Live data migration Implement a running system 9. Current system analysis (customer’s evaluation) 9.1 Identify faults in the current system 9.2 Analyse customer feedback 9.3 Expert evaluation 9.4 Identify power users Report on the current system and planned improvements 10. Best practice across industries 10.1 Perform research 10.2 Publish results of research 10.3 Comparison of current system with best practice (gap analysis) Report on best practice 11. Security 11.1 Identify statutory requirements 11.2 Develop security policies and procedures 11.3 Prepare non-disclosure agreements  12. Compliance 13. Time constraint 14. Budget constraint 15. Specifications 16. Pilot scheme 2.43 Out of Scope Items Enumerated below are the activities that will not be managed by the project management team System maintenance after handover Procurement of new technological solutions Administration of the deployed Information Systems infrastructure. Recommendation of newer versions of technological solutions required in the facility. 2.5 External Dependencies Listed below are factors that are likely to affect the project in one way or another. Network Infrastructure Provider: winning bidder from the network RFP. Software provider: Winning bidder from the Software RFP. Systems Security: Winning bidder from the security system RFP. Hardware provider: Winning tender from hardware RFP. 2.6 Constraints Some of the project constraints that are likely to limit the project entail: A meager budget of $A 10 million has been allocated considering modern technological solutions are expensive and this figure includes purchase of computer software licenses and servers. There should a sate of the art training facility operational by Mid June 2011 in which the time frame can be described as being too constrained. 2.7 Project Budget A budget of $A 10 million has been allocated to the project. The suggested components are as follows: Suggested Component $A (millions) Software (purchase & implementation) 2 Database (purchase & implementation) 1 Training (MTC staff) 0.5 Hardware and network infrastructure (purchase & implementation) 2 Security components (purchase & implementation) 1 Project staff costs (MTC staff only) 2 Training Centre Refurbishment 1 Contingency 0.5 Total 10 2.8 Measurable Organization Value (MOV) A projects MOV is usually based on the concept on the amount of value that it is adding to the organization. MCT envisaged new value ma y entail; Increased market penetration: This is likely to be realized from the clients acquired through the new training facility. Enhanced Services to the clients: Enhanced satisfaction from clients arising from the newly installed state of the art facilities. For instance a 10 % rise in customer numbers annually. Process Streamlining: Since most of the facilities will be under one roof, there is enhanced operational efficiency with lower operational costs. For instance 10% decrease in operational expenses can be easily achieved within the first year. Increased Profits: With increased market satisfaction, and improved business climate, increased profit margins are likely to be increased. For instance a 10 % increase to the profit margin can be increased within the first year of operation. 3.0 Project Organization Structure 3.1 Project Resources 3.12 Stakeholders The project consists of a number of individuals and different organizations that are either directly or indirectly involved. Some of the Key project stakeholders include: The team is to consist of full time members of staff for the entire duration of the project in which there specific job descriptions are listed below. C.E.O She is the project sponsor and has an interest in the expansion of the organization. The organizations board together with her has committed full support for the entire project and they have pledged to provide anything required to ensure that the project becomes a success. Contact Number: Email ID: Address: Overall Project Manager His responsibilities include; he is in-charge of all aspects of the project, he oversees and report in all technical and non-technical work, manages the production of all the project documentation, he coordinates all the project resources, he monitors and controls project schedules and cost. Contact Number: Email ID: Address: Hardware Manager His overall responsibility entails designing, procurement, implementing hardware, producing hardware documentation and supervising the technical staff. Contact Number: Email ID: Address: Software Manager His overall responsibility includes designing, procuring, implementing software and producing software documentation. Contact Number: Email ID: Address: Network Manager His responsibility includes designing, procuring and implementing networks. Others entail producing network documentation and supervising the technical staff. Contact Number: Email ID: Address: Security Manager She is responsible for designing, procuring, implementing security systems and producing system documentations. Contact Number: Email ID: Address: Customer Service They are very integral to the organization; they gauge the customers satisfaction level and pass feedback to the team for further improvements. They therefore will provide valuable input regarding frequent customer requirements hence they become stakeholders in the project because increase value derived from the project. Contact Number: Email ID: Address: Sales & Marketing The state of the art facility will be a key selling point for the marketing team and enhanced training quality from the facility will help the sales & marketing team to attract and retain clients. Contact Number: Email ID: Address: 3.2 Work breakdown Structure Key Sponsor: Chief Executive officer (C.E.O). PM: Project Manager GM-T: General Manager Training CIO: Chief Information Officer CFO: Chief Financial Officer XE: Security Engineer SE: Software Engineer NE: Network Engineer HE: Hardware Engineer TSO: Technology Support Officer LC: Legal Consultant FC: Financial Consultant The two major deliverables that are to be used include: 1. Actual Technology: This entails the new technological infrastructural system to be used within the new facility and they include: i. Wireless internet access ii. Systems networking iii. Database solutions iv. Training software solutions v. Security solutions vi. A customized application that supports report generation for periodic reviews 2. Support Systems: This is required to ensure that applications are moved and there is smooth flow of operations and the support system entails; i. Backup maintenance including the server system ii. Existing Business Applications have to be seamlessly integrated with the proposed system to avoid data redundancy and duplications. These includes payroll, accounting & client files, procurement information e.t.c iii. Receptionist- This entails telephone services, intercoms, public address systems, automated access to trainer/trainee information together with schedules. iv. Customer Service- This entails automatic update of clients feedbacks, providing reports, review e.t.c v. Marketing/Sales- This also entails telephone services, automated access to trainee information, automated client feedback system e.t.c On the basis of these reviews we have managed to come up with a 3 level work breakdown structure. The second and third level will entail different stages pertaining to: Planning and research Request for purchase Approvals Purchase Implementation Initial Testing Training Final Testing It is on this basis then that a three level work breakdown will have to be devised as follows. 4.0 Project Strategy 4.1 Testing Strategy This is basically a plan of how the team is going to conduct testing of their proposed system and it will basically consist of two main parts. Test Plan in proof of concept: Here the project team will meet and define a test plan. The stakeholders will meet and the Information Systems solutions will be tested in a real life scenario using role play techniques and the results will be evaluated and if the achieved solutions are not up to the required standard, the system will be re-tested again until the project team is satisfied with the overall progress. The Plan for Final Test: Here the project manager together with his entire team is going to brainstorm. The project manager will then meet with the primary stakeholders to finally review the test result in which they will again test the different technological solutions being implemented. After all the solutions have passed the test to exceptional levels, the project manager is going to prepare a final result report together with the presentation file. The project manager will then finally ask for a meeting with the primary stakeholders to present them with the final result report. 4.2 Risk Management Strategy Most large projects of such a nature are susceptible to unexpected problems which are likely to affect its progress. This has forced us to design the project in such a way to minimize on risk posed. This strategy is focusing on; Pre-Analysis of the risk: During the projects planning stage it is being assumed that various risks will emerge with time depending on the level of the project. This forces the stakeholders involved with the project to determine the tasks related to the risks, the size of the risks and their probability of occurrence. 4.3 Risk Analysis 5.0 Implementation Methodology The MCT project team seeks to transfer the entire project from management to operation in an efficient manner that users will seamlessly adapt to the new system. 5.1 Implementation Strategy After all the phases of the Information systems are fully implemented. They are going to be tested individually in which afterwards they will be integrated to ascertain how they synchronize and operate as a unit and training of MCT trainers is going to commence immediately 5.2 Project Success Criteria 1. The Project should be completed in time 2. The project should be completed within the budget 3. Project should be completed with the highest standard desired by the organization 4. The MTC staff should be appropriately involves in decision making in areas pertaining to the project completion. 5. Providing the required training to MTC staff 6.0 Summary and Recommendations 6.1 Project Charter Summary This project charter has been developed and drawn by the MCT team leader mainly to assist them manage the design, conduct procurement and implement state of the art infrastructural training Information System for MTC within their new premises while at the same time it will also act as a guide to prepare MTC trainers and other member of staff who will be using the new system. This charter assumes that the project will be completed on schedule and within budget and also deliver all the described functionalities in the RFP documents. 6.2 Recommendations With MCT striving to become the foremost corporate training provider in Australia By end of 2011, then the new facilities have to be classically re-modeled to provide MCT customers with a meaningful and memorable experiences when their training session are in progress. These facilities will also enhance MCT staffs in conducting their training hence providing them an enabling working environment which eventually will ensure that talent is retained throughout the organization hence inevitable success for the company. Read More