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Project Management Plan
for
ADP System
Project Management Plan
Version 1
Contents
I. Introduction
4
·
A. Document Purpose 4
·
B. Definitions, Acronyms and Abbreviations 4
II. Project Fundamentals
·
·
·
·
·
5
A. Project Stakeholder 5
B. Project Scope 5
C. Project Schedule / Milestones 6
D. Project Cost Estimates 6
E. Project Success Factors 7
III. Project Management Processes
·
·
·
·
·
·
·
·
·
8
A. Risk Management 8
B. Issue Management 8
C. Issue and Risk Escalation 8
D. Project Communication Channels 9
E. Change Request Process 10
F. Change Management Control Board 10
G. Project Dependency Management 10
H. Project Monitoring and Control 11
I. Procurement Management 12
List of Tables
Table 1: Project Stakeholder Engagement Plan. 5
Table 2: High-Level Milestones. 6
Table 3: Project Cost Estimates. 7
Table 4: Project Success Factors. 7
Table 5: Issue Prioritization. 8
Table 6: Issue and Risk Escalation. 9
Table 7: Communication Channels. 9
Table 8: Change Request Process. 10
Table 9: Change Management Control Board. 10
Table 10: Dependency Management 10
Table 11: Project Monitoring and Control 12
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Project Management Plan
Version 2
Table 12: Procurement Management 12
I. Introduction
A. Document Purpose
This Project Management Plan (PMP) is the controlling document for managing a project. This
PMP defines the technical and managerial processes necessary to satisfy the project
requirements, tracks the major milestones of the project, and discusses the assumptions and
constraints that affect the project effort. This document focuses on how the project will be
managed, including the processes such as issue and risk management that will be used to
manage the project. This PMP serves as the contract between Project Management and
Business Services/Product Leads and is the document of record for the project.
The PMP should be viewed and used as a working document, first created in the initial phase of
the project lifecycle.
Notes to students:
1.
All students taking MGMT 576 should have completed MGMT 565. This first
assignment is to re-use the project information that students have completed MGMT
565. Preferably, the project that you have chosen in MGMT 565 is “your” project – which
means that you have more detailed knowledge of the project.
2.
This Project Management Plan spans across two of the five project assignments.
a.
For Assignment #1, complete Section I and II and as much of the Section
III of the template.
b.
For Assignment #4, review and update Section I and II and complete the
remaining sections.
B. Definitions, Acronyms and Abbreviations
Term
PM
Explanation
Project Management
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Project Management Plan
Version 3
Automatic Data Processing, it’s a payroll processing
company
ADP
PMP
Project Management Plan
CFO
Chief Financial Officer
IT
Information Technology, Department
UAT
User Acceptance Testing
II. Project Fundamentals
[Instruction: The purpose of Section 2 is to identify the stakeholder, scope, schedule, resources,
costs, constraints, and assumptions that will serve as input into how the project will be
managed.]
A. Project Stakeholder
[Instruction: List the important stakeholders from the stakeholder analysis. Leverage the content
from MGMT565 Assignment #2]
#
Stakeholder /
Group
Scor
e
Role
(from the
initiative
perspective)
Status Blocker,
Pessimist /
Disinterested,
Supporter
Level of
Support
Required
(Necessary,
Desirable,
Unnecessary)
1
2
Stakeholder Needs /
Expectations
(What do they want
from the Program
Management team?)
CFO
64
Sponsor
Supporter
Desirable
Low cost software
implementation and
effective time tracking
system for everyone
Communicati
64
Team
Members
Supporter
Necessary
Clear agenda and
deliverables
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Project Management Plan
Version 4
ons team
3
Board of
Trustees
56
Sponsor
Blocker
Desirable
Implementation with
minimum interruption
to school business
and budget
HR Team
56
Team
Members
Supporter
Necessary
Verify employee’s
union and pension
plan to identify the
proper amount of days
each employee should
obtain based on their
contract
IT department
56
Team
Members
Supporter
Necessary
Clear instructions and
deadlines
ADP
56
Team
Members
Supporter
Necessary
Smooth conversion
transition to their new
system
Accountants
52
Team
Members
Neutral
Necessary
Less time-consuming
employee time
tracking system
Administrative
staff
52
Team
Members
Pessimist
Necessary
Less time-consuming
employee time
tracking system
Necessary
A more accurate time
tracking system for all
employees and more
efficient process for
the people in
management and
administration
4
5
6
7
8
9
Managers
52
Team Leader
Supporter
Table 1: Project Stakeholder Engagement Plan
B. Project Scope
Minimize customization. The time and attendance module is a module already
available through ADP and will not require any customization by the IT area.
The Attendance Reporting Project is intended to convert the current employee time and attendance tracking system
to ADP. The current system does not produce any reports for employees and has no supervisor approval functions.
Since ADP is already providing payroll processes this project will add an additional module for the time and
attendance tracking and reporting. The conversion of time and attendance reporting from our current system needs to
be transferred to the reporting system in ADP. Parameters for the data elements and supervisory approvals need to
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Project Management Plan
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be set up in ADP. This will allow employees to access their vacation, sick and comp days balances in a timely
manner. This will provide proper approval on a timely basis and allow employees to access their vacation, sick and
comp days balance at any time.
C. Project Schedule / Milestones
[Instruction: Based on the integrated project schedule created in MGMT565, summarize the
schedule at the milestone level. Enter the high-level milestones completion dates for the project.
The list of milestones under the mandatory section below is the minimum required for reporting
consistency. Please provide the Target Dates with each baseline, and once the milestone is
achieved, enter the Actual Date. Insert additional columns between the last baseline and the
Actual Date column as needed.]
Milestone
Names
Target
Start
Target
Complete
(WBS)
(Duration)
Actual Start
Actual
Complete
Project Plan
1.1
45 days
Tue 1/3/2018
Tue 2/21/2018
System
Requirement
Analysis
1.2
20 Days
Tue 2/22/18
Tue 3/13/2018
Vendor Selection
1.3
45 Days
Wed 3/14/18
Tus 5/15/18
System
Implementation
1.4
40 Days
Wed 5/16/2018
Mon 7/16/2018
System
Integration
1.5
25 Days
Tue 7/17/2018
Mon 8/20/2018
System
Configuration
1.6
25 Days
Tue 8/21/2018
Tue 9/18/2019
Explanation
for
Discrepancy
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Project Management Plan
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Data Conversion
1.7
10 Days
Wed 9/19/2018
Tue 10/2/2018
Data Migration
1.8
15 Days
Wed 10/3/2018
Tue 10/23/2018
System Testing
1.9
10 Days
Wed 10/24/2018
Tue 11/6/2018
User Acceptance
Testing
1.10
10 Days
Wed 11/7/2018
Tue 11/20/2018
Training
1.11
10 Days
Wed 11/21/2018
Thu 12/6/2018
Go Live
1.12
15 Days
Fri 12/7/2018
Mon 12/31/2018
Table 2: High-Level Milestones
D. Project Cost Estimates
The scope of the project
This project will involve the provision of securities to homeowners from their business. This
particular project will be through November 2009; the services will include the provision of
security, giving good platforms for reporting cases and motivating households and assuring
them about the well-being of the business.
Project Estimates
Description
Estimated
Cost
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Project Management Plan
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Budget:
Managers
$9,000
Internal FTE Costs:
CFO
$8,000
HR Team
$8,000
IT department
$15,000
Accountants
$5,000
Administration staff
$5,000
ADP managers
$10,000
ADP training
$10,000
ADP implementation charge
$20,000
External Costs:
Totals cost
$90,000
Savings
Upgrade discount
$10,000
Budget approved
The entire budget
$80,000
Table 3: Project Cost Estimates
E. Project Success Factors
These metrics are measured out of 5, 5 is an excellent achievement. 4 is good results, 3
average expectations, 2 slightly average performance, 1 poor result, 0 is a failure of the
expected.
Success Factor
Metrics
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Project Management Plan
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Improved accountability time taken
such as vacation, sick, and comp
days by employees.
4
Reporting system available to
employees including remote access.
3
Security profiles for approval
processes will eliminate incorrect data
being entered as it is in current
environment.
4
Online access to current information.
No overnight updating or waiting until
the time keepers enter the time
absence information
4
Implementing an approval process
for time off.
3
Table 4: Project Success Factors
III. Project Management Processes
This project has several activities that form the foundation of the project and that continue
throughout the lifecycle of the project. These activities and the team organization of the task are
described in the following sections.
A. Risk Management
[Instruction: The risks would be identified by the project manager along with the team leads at
the beginning of the project. As risks are identified, project manager should assign a risk owner.
Collectively, this information can be managed in the Risk Register.
However, to effective plan for risk response, it’s important for the project manager to understand
the risk appetite of the organization. Use the space below to discuss the organization and/or
sponsor’s risk appetite.
Creating a new system for the school is a great idea when it can take responsibilities from one
particular person and put it on another. The new ADP system will now allow the staff to make
adjustments to their schedule by allowing them to put their time in and check their hours at the
clock. With this new system comes risk. Some of the risk that the project manager or team may
see is:
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Project Management Plan
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●
●
●
●
●
●
push back from employees due to a new system
Putting spending longer times at the clock (stealing time)
the system may end up not working
Managers and staff have to be trained
The remote access won’t work
No Customization
B. Issue Management
[Instruction: Issues are immediate problems that should be resolved as quickly as feasible.
Unresolved issues are escalated to the appropriate managers. Issues can be prioritized by
High, Moderate, and Low. Use the table below to describe how the project will tackle issues
and its priorities. ]
Priority
Resolution Plan
High
·
If the staff or managers is not able to use the
system, then they will have to be trained.
Moderate
·
If the system does not work correctly, then ADP
will have to come back to fix it.
Low
·
If the system becomes outdated, then they will
need to pay for a new one.
Table 5: Issue Prioritization
C. Issue and Risk Escalation
[Instruction: For issues, risks, and other challenges outside the immediate control of the project
team and the project manager, it is the responsibility of the project manager to quickly and
properly escalate these issues and risks to the right party. Describe the escalation path here. ]
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Project Management Plan
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Individual
Group Name
Typical Issues
Name
Steering Committee
Payroll
Department
Business priority, budgets, interorganizational conflicts
Sponsor
Bergen County
Community
College
Business priority, budgets,
resources, scope, technology
options, inter-organizational
conflicts
Project managers
ADP Project
Manager
Intra-team conflicts, resources,
budgets, processes, business
options
Team Leads
Human Resources
Managers
Task conflicts, schedule, technical
options
Table 6: Issue and Risk Escalation
D. Project Communication Channels
[Instruction: Communication in the project will be based on the pre-established channel. The
table below shows the standard project management communication plan. It is prefilled for your
convenience; please customize for your project.
In MGMT565, a communication plan was created in Template 2. Build the following plan by
leveraging the earlier communication plan.]
Communicati
on Channel
Frequency
Stakeholder (see Section
Error! Reference source not
found.)
Meeting
Description
Expected
Outcome
Weekly
Track
Meeting
Weekly
Project Team
Project
Progress,
Change
Requests
Information
al; status
meeting
slides
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Project Management Plan
Version 11
Steering
Committee
Monthly
Team/Sponsor/Managem
ent/Customer
Project Status
Update
Issue and
risk
escalation,
Meeting
Slides
Defect
Review
Meeting
Daily
Team/Sponsor/Managem
ent/Customer
Defect review
Plan to
resolve
defects
Project
Health
Meeting
Weekly
Team/Sponsor/Managem
ent/Customer
Risk review,
Project
progress
Information
al, Meeting
Notes
Table 7: Communication Channels
E. Change Request Process
[Instruction: Describe how changes will be managed from identification, evaluation, prioritization,
and approval (or refusal). If using another tool, insert a reference below.]
Priority
Resolution Plan
1. Identification
·
The project team will identify the change
2. Evaluation
·
The project manager will evaluate if the change
needs to be made by determining the budget,
resources, and time.
3. Prioritization
·
The budgeting department will prioritize the
change and see if there is any money to make the
change.
4. Approval (Refusal)
·
Human Resource Manager will approve or refuse
or changes to the project.
Table 8: Change Request Process
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Project Management Plan
Version 12
F. Change Management Control Board
[Instruction: Any deviation from how the Change Management Control Board operates, as
described below, must be documented in this section.]
Contact Details
Individual or Role Name
Human Resource Manager
Cynthia Rug
Email:[email protected]
Table 9: Change Management Control Board
G. Project Dependency Management
[Instruction: Identify all major project dependencies and describe them in the table below. Focus
on the major dependencies, such as shared resources, integration with other projects or
programs, and potential sharing of scarce resources.]
Table 10: Dependency Management
Dependency
Name
Dependency
With
Description
Plan approval
Set the budget
No plan
Identify key
approval
stakeholders
without budget who can set
the budget
Vendor
selection
Project plan
and system
requirement
analysis
Without
project plan
and the
requirement of
the system
vendors can
not apply
Mitigating
Action
Comments
Ensure both
project plan
and system
requirement
analysis is
done timely.
Have
vendors to
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Project Management Plan
Version 13
provide what
information
they need to
submit their
proposal.
System
configuration
System
implementation
and integration
No
configuration
without
implementatio
n and
integration
Build project
plan with
buffer and
also track
their
progress
tightly
User
acceptance
testing sign off
User test
scripts and test
functionality
Both test
scripts and the
functionality
need to
happen prior to
sign off
Make sure
the required
documentati
on is
completed
timely and
add buffer for
due dates
H. Project Monitoring and Control
[Instruction: In this section, describe how the project manager will monitor and control the
progress of the project. It is especially important to specify any activities outside of common
practice. ]
Name
Description of
Monitoring & Control
Activity
Stakeholders Expected Action
Involved
and Outcome
Project
Estimation
Monthly reforecast,
updating cost and
schedule.
Project Team,
Business
Services,
Project
Sponsor
Projection of revised
costs;
communication to
establish
expectation
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Project Management Plan
Version 14
Schedule
Variance
Schedule development
begins in the initial phase
of the project. The
schedule is baselined
before the main
implementation phase.
Weekly schedule updates
are made by PM with
input from teams.
Project Team, Communication to
Business
establish
Services,
expectation
Project
Sponsor
Change
Control
Impact
Included in monthly
reforecast
Project Team,
Business
Services;
Project
Sponsor
Product
Quality
Defect reports when
testing begins.
Project Team, Quality of
Business
application intended
Services,
for deployment
Project
Sponsor
Risk and
Issues
Management
Identify risk and issues
early in the project and
continually updated
throughout project until
closure. Any risk that will
impact delivery date
requires immediate
notification to Project
Manager.
Project Team, Communication to
Business
establish
Services,
expectation
Project
Sponsor
Reporting
Status
Weekly Portfolio
Management Updates for
Phase, Status and
Deployment Dates;
Weekly Project Health
Report updates of Risk
Rating; Weekly Project
Status Meetings slides.
Project Team, Communication of
Business
project progress
Services
and status.
Projection of revised
costs;
communication to
establish
expectation
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Project Management Plan
Version 15
All reporting begins in
once a schedule has been
agreed.
Deliverable
Management
Identification of all
required project
deliverables by end of
Justify Phase by PM and
Project Team. Posting of
all required
documentation by end of
each Phase, Project
Mgmt. documents
updated weekly.
Project Team
Communication to
establish
expectation and
progress
Deviation
from Plan
All deviation from
baselined accepted plan
which impact schedule,
cost or scope are entered
into Risk Register/Issue
Log. Change Control
Management as required
Project Team
Communication to
establish
expectation
Stakeholder/
Product
Meetings
Complete if required.
Table 11: Project Monitoring and Control
I. Procurement Management
[Instruction: This section gives the consolidated list of all the suppliers involved in the project
and the scope of their work with respect to the deliverables expected. This section is optional,
use this as the situation requires it.]
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Project Management Plan
Version 16
Team
Supplier
Supplier
Deliverables
Monitoring and
Tracking Procedure
Comments
HR
ADP
Software
upgrade package
According to the
implementation plan
CFO approval
required
IT
Third
Party
Additional server
for data storage
IT tracking sheet
CFO and
Project
manager
approval
required
Project
Management
ADP
Training material
HR confirms volume of
material needed
CFO approval
required
Table 12: Procurement Management
Page 16
MGMT576: Assignment #2
Project Risk, Issue, Change, and Assumption Template
Project Name:
Project Manager:
Project Sponsor:
Updated Date:
Category
Risk
Issue
Change Requests
Category
Assumption
Open
0
0
0
Pending
0
0
0
Potential Degree of Change
Low
Moderate
0
0
Closed
0
0
0
Total
0
0
0
High
0
Total
0
Note: Make changes in the Yellow shaded fields only.
Filename: 20190315010330mgmt576___template_2___project_risk__issue__change__and_assumption_template__1_.xlsx, Summary
Printed Date: 3/15/2019
MGMT576: Assignment #2
Project Risk Register
Category
Risk
ID #
1
Name
Description
Open
0
Status
Pending
0
Closed
0
Total
0
Risk Owner
Implication
(+/-)
Impact
Level
(H, M, L)
Probability of
Occuring
(H, M, L)
Response Plan
Contingency Plan
2
3
4
[Insert above this row]
Filename: 20190315010330mgmt576___template_2___project_risk__issue__change__and_assumption_template__1_.xlsx, Risk
Printed Date: 3/15/2019
MGMT576: Assignment #2
Project Issue Log
Category
Issue
ID #
1
Name
Description
Open
0
Status
Pending
0
Closed
0
Total
0
Issue Owner
Issue
Severity
(H, M, L)
Issue Implication
Action Plan
2
3
4
[Insert above this row]
Filename: 20190315010330mgmt576___template_2___project_risk__issue__change__and_assumption_template__1_.xlsx, Issue
Printed Date: 3/15/2019
MGMT576: Assignment #2
Project Assumption Log
ID #
1
Name
Category
Assumpti …
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