High-Level Work Breakdown Structure for the CMS Project - Example

Section 3 Name Date Course Section 3 High level Work breakdown structure for the CMS project Activity No Tasks Best case estimates (OD days) Probable case Estimates (ED Days) Worst case estimates (PD Days) Duration 182 days A Initiating 21 A1 Holding meetings for the kick off of the project 1 2 3 2 A2 Selection of the project manager 1 1 1 1 A3 Selection and recruitment of the team members 1 2 3 2 A4 Assigning the team members their roles 1 2 3 2 A5 Explaining the project concepts to the team members 1 2 3 2 A6 Development of discussion groups 1 1 1 1 A7 Brief seminar and training of the project member 2 3 4 3 A8 Preparation of the project templates for the implementation 1 2 3 2 A9 Preparation of a detailed business case 2 3 4 3 A10 Preparation of a charter 1 1 1 1 A11 Signing of the contract by the team members 1 1 1 1 A12 Clearing any other issue that may arise with the team members 1 1 1 1 B Planning 32 B1 Holding meeting with the members to determine the implementation issues 1 1 1 1 B2 Determination of all the activities required for the project 2 3 4 3 B3 Preparation of the project planning documents 1 2 3 2 B4 Preparation of the master program 2 3 4 3 B5 Determining the resources required for the task 2 3 4 3 B6 Determination of the crucial and critical project tasks 1 2 3 2 B7 Establishing any dependencies between the tasks 1 1 1 1 B8 Development of Gantt chart to govern the project 1 1 1 1 B9 A review of the project planning activities 1 1 1 1 B10 Carrying out a review of the project planning activities 1 1 1 1 B11 Carrying out operational feasibility of the project 2 3 4 3 B12 Carrying out technical feasibility 1 2 3 2 B13 Carrying out economic feasibility 1 2 3 2 B14 Carrying out schedule feasibility 1 2 3 2 B15 Determination of any issues related to cultural feasibility 1 2 3 2 B16 Approval of project plans 2 3 4 3 C Project execution 110 C1 Determination of hardware needs 1 2 3 2 C2 Determination of the software needs 1 2 3 2 C3 Documentation of the hardware and software needs 1 1 1 1 C4 Design of the new website that will meet the needs of the client 4 5 6 5 C5 Approval of the website design 2 3 4 3 C6 Building of the website 4 5 6 5 C7 Obtaining the permission to connect to the server 2 3 4 3 C8 Testing of the new website 2 3 4 3 C9 Installation of the new system 2 3 4 3 C10 Training of the users on the new website 2 3 4 3 C11 Design of the new smartcards 2 3 4 3 C12 Sourcing of the card scanning software 3 4 5 4 C13 Modification of the card scanning software 3 4 5 4 C14 Installation of the card scanning software 2 3 4 2 C15 Testing of the card scanning software 1 1 1 1 C16 Sourcing of the card scanning hardware 2 3 4 3 C17 Installation of the card scanning hardware 2 3 4 3 C18 Programming of the card scanning hardware 2 3 4 3 C19 Testing of the card scanning hardware 2 3 4 3 C20 Installation of the card scanning hardware 2 3 4 3 C21 Integration of the software and hardware 1 1 1 1 C22 Addressing the security issues related card scanning hardware and software 1 1 1 2 C23 Development of the new smart cards to store the information of the patron 2 3 4 2 C24 Testing of the new smart cards 1 1 1 1 C25 Developing the new compatible smartcards for the organization 1 1 1 2 C26 Putting in place fallback procedures for the system 1 1 1 1 C27 Developing the user guide 1 1 1 1 C28 Determining the user requirement for mobile app 1 1 1 1 C29 Design of the mobile phone app 2 3 4 3 C30 Determination of the system requirement 1 1 1 1 C31 Development of the mobile app 2 3 4 3 C32 Testing of the mobile app 1 1 1 1 C33 Development of the user manual for the mobile app 1 1 1 1 C34 Launching of the mobile app 1 1 1 1 C35 User training 1 1 1 1 C36 Determination of user needs for accounting system 1 1 1 1 C37 Design of the accounting systems 2 3 4 3 C38 Determination of the system need 1 1 1 1 C39 Development of the accounting system 2 3 4 1 C40 Testing of the accounting system 1 1 1 1 C41 Determining the user and system needs for data mining and modeling software 2 3 4 3 C42 Design of the data mining and modeling software 2 3 4 3 C43 Development of the data mining and modeling software 2 3 4 3 C44 Testing of the data mining and modeling software 1 1 1 1 C45 Integration of the system 2 3 4 3 C46 Determination of the security needs for the integrated system 1 1 1 1 C47 Sourcing of the security software 2 3 4 3 C48 Installation of the security software and systems 1 1 1 1 C49 Testing of the security system 1 1 1 1 C50 User training 1 1 1 1 C51 Developing back up processes for all the data captured in the system 1 1 1 1 C52 Replacement of all the EDF center websites 1 1 1 1 D Controlling 3 D1 Development of the status report 2 3 4 3 E Project closing 16 E1 Testing of all components to determine reliability 3 4 5 4 E2 Developing a disaster recovery plan 1 2 3 2 E3 Setting up contracts for ongoing maintenance 2 3 4 3 E4 Preparation of final project report 1 1 1 1 E5 Preparation of final project presentation 1 1 1 1 E6 Report on lesson learned 1 1 1 1 E7 Final meeting with the stakeholders 1 1 1 1 E8 Signing of legal documents 1 1 1 1 E9 Disbanding the project team 1 1 1 1 E10 Project completion 1 1 1 1 Task sequencing using Activity-on-Node The project is divided into 5 main tasks that need to be performed. Each of the tasks has other subtasks that have been outlined in the Work breakdown structure. The main tasks that has have been highlighted Activity-on-node diagram includes Start, planning, initializing and closing. In an activity-on-node diagram, some of the tasks can be performed together. However, others tasks can only be performed after the previous one has been completed. The initializing activities during the project as well as planning has to be carried out before the execution activities. The execution task mainly forms the bulk of the project. This is due to the high number of activities that are time consuming. The control also needs to be carried out during the implementation of the project execution tasks. The closing activities mark the end of the project. It is expected that the project will be completed after a maximum period of 6 months. In project management, the sequence has to be correct in order to ensure that project is successfully implemented. A wrong sequence has the ability of impacting negatively on the end results (Lukyanenko, et al, 2014). Gantt chart Identification and discussion of the key milestones In project management, the key milestones include the key activities indicating that the project is taking off successfully (O’Brien, 2011). At the initiating stage, one of the main key milestones is the selection of the project manager. The presence of a project manager is an indication that the project is ready for kick off. The project manager plays an important role in terms of ensuring that the project commences. It is the responsibility of the project manager to ensure that the planning and execution of the project takes place in a timely manner. The selection of the project manager is thus an important milestone during the initial phase of the project. Preparation of the master program is the second key milestone in the project. This task is during the planning phase of the project. It involves identifying all the activities that will be undertaken during the project and documenting it. A program for implementation together with the timelines and duration is usually available in the master program. It therefore acts as a guide during the project implementation. The success of the implementation is dependant on an effective master program (Shaul & Tauber, 2013). A master program can also be effective in ensuring that the timeline is clearly understood and followed. The third key milestone for the project involves the determination of the hardware and software that is required in the development of the new CMS. In order to meet the goals and objectives of such a project, different types of software and hardware that supports the new system has to be identified (Stallings, 2013). This process will play an essential role in enabling the project manager about the costs as well as possible time required. The existing software as well as hardware in the organization will require replacement in order to support the new system. The fourth key milestone is the building of the new website that will support the planned activities of the organization. The new website is essential to the project and it will be an indication that the project is already taking shape. The presence of the website will indicated that the project is headed towards the right direction. It will be possible at this point to determine the challenges as well as the constraints that are associated with the project implementation. The building of the website will be crucial to the project due to its requirements. A lot of expertise as well as time are required in the process of building a new website (Schwalbe, 2013). The fifth stage in the network development is putting in place a new scanning unit. The new scanning unit forms a vital part of the project this is because the employees and other stakeholders will be required to use the new cards for carrying out their operations including capturing of data. It is also important to note that this will form part of the new system that will enhance the registration process as well as the ability to capture data. The success of the project is dependent on the ability of the new system to facilitate the online registration of the patrons. The sixth milestone for the project involves launching the mobile app. The use of the mobile apps is on the increase in different sectors and parts of the world (Ren, Kinsy & Zheng, 2015). It is one of the most efficient technological tools that enable the stakeholders to effectively carry out their transactions. The mobile app will enable the patrons to carry out their transactions at any time or location at their own convenience. The presence of the app will be a key milestone for the project as it is one of the main requirements. The seventh key milestone for the project is the installation of the data mining software. The data mining software is part of the integrated system. It will form part of the system that will enable the personnel o the company working in different departments including the personnel at the accounting and human resource management department. The presence of this software is thus a key milestone for the project. It will also be an indication that the system is almost complete. The key milestones must also be in a position to meet the required deadline in order to indicate the success of the project (Sutcliffe, 2013). Preparation of the final project report within the required time will also be a key milestone. It is expected that all the activities related to the implementation process will have been carried out. This will therefore mark the end of the project. The project completion report is usually developed after the project and it has all the information related to the project. This includes the challenges that were encountered during the project. An organization can utilize the project completion report for the purposes of planning and implementing future projects. Identification of the critical path dependencies The critical path involves the path with the activities that will take the longest duration of time (Feng, et al, 2011). In a critical path, there is a dependency between the activities. This means that some of the activities cannot be performed before certain activities. The task at the initiation stage has to be conducted in at the initial stage. All the activities at the planning stage have to be carried out before the execution stage. At the execution stage, the levels of dependency regarding the activities are not high. Some of the activities can be performed as the same time or in any order. This is due to the independence of each of the activity at the execution stage. At the execution stage, the building of the website can only be carried out after the software and hardware are in place. The mobile app and the data mining software can be installed after the website has been built and it is fully functional. This is an indication that any failures in the building of the website will cause delays to the whole project. The time allocated for the activities in the critical pat cannot be adjusted as it will lead to delays in the completion of the project. The activities at the closing stage are not critical. This means that the time allocated can be adjusted in order to cover up for any lost time during the implementation of the critical activities (Biocca & Levy, 2013). Best estimate of time duration Top down budget Activity no. Main Tasks Amount ($) A Initiating 50,000 B Planning 250,000 C Execution 1,650,000 D Controlling 10,000 E Project closing 40,000 Total 2,000,000 Bottom up estimates Activity no. Key phases Amount ($) Total 2,000,000 A Initiating 50,000 B Planning 250,000 C Execution 1,650,000 D Controlling 10,000 E Project closing 40,000 The bottom up and the top down method of estimation are commonly used in the project management (Collier, 2011). The use of the two methods has led to the provision of similar results for the project. However, each of the key phases in the project has different requirements in terms of the amount. The two methods indicate that the sum of $ 2,000,000 allocated for the project is adequate. Each of the activity will require a different amount in order to be completed. The initiation stage requires $ 50,000 and is the first stage and it marks the beginning of the project. At this phase, the main activities involves meeting with the only cost involving payment of the allowances for the members who will be in attendance. It will also be used for hiring a proper venue for the meeting as well as the equipment that will be used to aid the discussion process. The mount will be enough for the entire duration of the 21 days. The nature of the activity as well as its requirement during the project is an important aspect that influences the costs. The planning phase is crucial for the project as it influences how the activities will be carried out. During the project at total of $ 250,000 will be required to complete all the activities. All the activities will be carried out within a period of 32 days. The high costs are associated with the need to hire experts. Experts have to be involved in some of the aspects associated with the planning process (Feng, et al, 2011). Hiring the experts is quite expensive and hence an increase in the costs. Documentation as well as preparation of documents related to the project also needs to be developed at this stage. High levels of accuracy is required during the planning process and hence the need for experts. The execution stage will require the highest amount of money. This phase will require $ 1,650,000 due to the high number of deliverables. Experts will also be involved in the execution stage and hence the high amount required. Different equipment will also be required during the execution stage and it has to be ordered from different places and hence the high amount required. The activities in the execution stage are in the critical path. This means that they have to be fully implemented in accordance with the requirements (Biocca & Levy, 2013). A total of 110 days will be required in order to complete the activities and hence the high costs. The control stage will require the least amount as it mainly involves documentation. The last phase of the project will last for 16 days and it will require a total of $ 40,000. The bulk of the amount will go to the legal services. The amount will be adequate and there will be no need for a contingency sum. Each of the estimates is higher by 10% which is an indication that it will be adequate. Human resource needed In project management, the number of personnel required is dependent on the number of days as well as the tasks that need to be carried out (Biocca & Levy, 2013). During the project, a total of 12 personnel will be required. Out of the 12 personnel 9 will b experts in the field of information technology or information systems. The other two will mainly be involved in carrying out errands and supporting the activities of the experts. An accountant will form parts of the team and will be strictly involved in the process of monitoring the finances. A supervisor who will also be part of the experts will be involved in the coordination of the activities. The personnel will work on a contract basis for a period of six months. References Lukyanenko, R. et al. 2014. The IQ of the crowd: Understanding and Improving Information Quality in Structured User generated content. Information Systems Research 25(4), 669-689. O’Brien, J., 2011. Management Information Systems (MIS). McGraw-Hill. Shaul, L., & Tauber, D., 2013. Critical success factors in Enterprise Resource planning systems: Review of the last decade. ACM Computing Surveys, 45(4), 35. Stallings, W., 2013. Operating systems: Internals and Design principles: International Edition. Pearson Higher education. Schwalbe, K., 2013. Information technology project management. Cengage Learning. Ren, P., Kinsy, M. A. & Zheng, N., 2015. Fault-aware load balancing routing algorithm for 2D mesh and tours on chip network topologies, IEEE Transactions on Computers. Sutcliffe, A., 2013. Human-computer interface design. London: Springer. Feng, D. G., et al., 2011. Study on cloud computing security. 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