2229577233 - Project, M Assessment_3_Project

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Romblon State University Romblon - Sawang Campus *

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Nov 24, 2024

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BCO7003 Analytics Project Management Project Plan Template Project Plan Project name: Data Analytics Advancement at The Cage Projected start date: November 1, 2023 Projected end date: June 30, 2024 Project manager: [Insert your name here] Introduction This project plan details the procedures that need to be taken in order to put into action a Data Analytics (DA) project at The Cage, a small and medium-sized business in Singapore that specializes in the renting of sporting facilities. The Cage's decision-making process is presently at a basic level, thus the plan is required in order to add more complex DA into the process. This forced the creation of the plan. Challenges in data discovery, gathering, analysis, modeling, and governance are the focus of this project, which tries to find solutions to those problems. In this document, a summary of the project's scope, goals, deliverables, quality standards, and assumptions is presented, along with a reasonable assessment of deadlines, budgets, and risks. Project Scope Aims and Objectives: 1. Using sophisticated data analysis methods in order to improve The Cage's decision-making skills. 2. to incorporate DA without any noticeable disruptions into the current Enterprise Resource Planning (ERP) system. 3. In order to provide complete data analysis that takes into account consumer behavior, financial projections, and market trends Major Deliverables: 1. Integration of Advanced DA Technologies. 2. A Training Program for Employees Regarding the Use of DA. 3. The establishment of a framework for data governance. Quality Standards for Deliverables: Deliverable Quality Standard Assessment Method Advanced DA System Integration System compatibility with existing ERP, user- friendly interface, accurate data processing User acceptance testing, system performance metrics Employee Training Program Increased employee proficiency in DA tools, positive feedback from participants Post-training assessments, feedback surveys Data Governance Framework Compliance with legal standards, effective data security measures, clear data management protocols Compliance audit, security testing Assumptions and Exclusions: 1. Assumptions include the availability of data for analysis, assistance from The Cage's administration, and an acceptable allocation of budgetary resources. 2. Exclusions include an update to the existing ERP system as well as data sources that are not within the operating scope of The Cage. Page 1 of 7

BCO7003 Analytics Project Management Project Plan Template Timeline, Financial Plan, and Potential Dangers (Estimates) Timeline: It will take eight months, and there will be significant milestones for system integration, training, and the creation of a framework. Budget calls for $1.5 million to be spent on the purchase of software, training, and fees for consulting services. Risks include the possibility of workers being resistant to change, difficulties in integrating new technologies, and worries about the protection of their data. The strategy takes into consideration the logistical hurdles that The Cage must overcome in order to carry out a DA initiative that is not only realizable but also has an effect on its target audience. It is anticipated that the incorporation of DA into The Cage's operations will not only result in the enhancement of company procedures but will also provide strategic insights that will allow for increased development and competitiveness in the sports rental market. Business Case The Need of Business It is essential for The Cage, a sports facility rental firm in Singapore, to complete the project titled "Data Analytics Advancement at The Cage" in order to satisfy various important business requirements. At the moment, The Cage bases its decision-making process on fundamental data analytics, which hinders the company's capacity to completely comprehend the behavior of its customers, maximize the use of available resources, and accurately anticipate changes in the market. It is necessary to complete the project so that The Cage can make the shift from basic to sophisticated data analytics, which will allow for better informed and strategic business choices. This transformation is essential for maintaining competitiveness in the fast developing market for sports rentals, where data-driven insights are becoming an increasingly important factor in determining one's level of success. Expected Benefits Benefit Measure/Process for Assessment Enhanced Decision- Making Track improvements in strategic decisions through KPIs like customer retention rates, resource utilization efficiency, and revenue growth. Improved Customer Insights Use customer behavior analytics to measure changes in customer satisfaction and engagement levels. Efficient Resource Allocation Evaluate improvements in resource utilization and cost savings through resource management analytics Expected Dis-Benefits beginning Productivity Drop The implementation of new DA systems and processes may initially cause routine workflows to be disrupted, which may result in an initial drop in productivity for a limited period of time. Employees' Progression Along the Learning Curve: It's possible that workers may have difficulty adjusting to the new DA tools and procedures, which might possibly slow down operations in the near run. Data Security Threats There is a possibility that advanced DA systems may pose new data security threats, particularly during the transition period. The Danger of Putting Too Much Trust in Data: There is a possibility that decision-makers would place an excessive amount of weight on data analytics, to the point where they will ignore other crucial factors like the connections they have with their customers and the intuition of their workers. This business case demonstrates why it is essential for The Cage to go forward with the project so that it can maintain its growth and remain competitive. Despite the fact that it takes into account the possibility of adverse effects, it is anticipated that the initiative will have a major beneficial influence overall, propelling The Cage into a future that is more data-driven and effective. Project Schedule Brief Synopsis The Data Analytics Advancement project that is being undertaken at The Cage will be carried out over the course of eight months and will be divided into three key parts. This timeline acknowledges the difficulty of incorporating advanced data analytics (DA) into The Cage's operations and takes into consideration the possibility of encountering obstacles during acceptance and deployment of the technology. Each step is intended Page 2 of 7

BCO7003 Analytics Project Management Project Plan Template to provide a seamless transition from the present fundamental DA level of the organization to a more sophisticated and insightful DA practice as the company moves forward. The Different Stages of the Project Phases of Project Preparation and Planning (Months 1-2): During this first stage of the project, the primary emphasis is placed on in-depth planning, which involves gaining an awareness of The Cage's existing data analytics capabilities, determining the most important data sources, and assembling a project team. Meetings with stakeholders, the purchase of the essential data analysis tools and software, and early training sessions for key individuals are among the major operations. The next three to five months will be spent on implementation and integration. The core phase includes the actual installation of DA equipment and the integration of those systems with the IT infrastructure that is already present at The Cage. During this phase, the bulk of the work on the software development, system testing, and data migration will be completed. It is very necessary to do so in order to guarantee that the new DA system will be compatible with the existing Enterprise Resource Planning (ERP) system. Training, testing, and refinement will take place between months 6 and 8: During the final phase, the primary objectives are to provide training for all essential personnel, carry out rigorous testing (including user acceptability testing), and make any required adjustments to the system. During this stage, the norms for data governance are being finalized, and the transfer to the new DA system is being completed in its entirety. Gantt Chart Important Considerations for the Customer The project is broken down into stages that are more manageable, with each phase having its own unique objectives and responsibilities. In order to guarantee that the plan is in sync with The Cage's operating requirements, the agenda includes provisions for regular evaluations and alterations. Training for the personnel and testing of the system are receiving a lot of attention to guarantee a seamless transition with as little disturbance as possible. Page 3 of 7

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BCO7003 Analytics Project Management Project Plan Template Taking into consideration the difficulty of integrating DA in a company such as The Cage, this timetable was developed to be dynamic so that it could accommodate alterations whenever they were required. The strategy ensures that the transition to advanced DA is strategic as well as practical, and that it aligns with the operational requirements and long-term goals of The Cage. Resources Role and Responsibility Matrix Structure:  Roles: Define specific roles required for the project.  Responsibilities: Assign clear responsibilities for each role.  Entries: Include at least 14 entries to cover all aspects of the project. Example Matrix Role Responsibility Project Manager Oversee entire project, manage team, and communicate with stakeholders. Data Analyst Analyze data, provide insights, and ensure data quality. IT Specialist Implement and maintain DA systems, troubleshoot technical issues. Training Coordinator Organize training sessions and ensure staff proficiency in new DA tools. Financial Analyst Manage project budget and financial reporting. HR Manager Handle staffing and personnel-related aspects. Risk Manager Identify, assess, and mitigate project risks. Quality Assurance Ensure deliverables meet quality standards and conduct testing. System Developer Develop and integrate DA software with existing systems. Data Governance Officer Establish data governance framework and policies. Legal Advisor Ensure legal compliance, especially in data handling and privacy. Marketing Specialist Communicate project goals and updates to internal and external stakeholders. Customer Service Manager Gather customer feedback and ensure alignment with customer needs. Procurement Officer Manage procurement of tools and services needed for the project. The function and responsibility matrix guarantees that each and every facet of the project is attended to by a devoted member of the team who is aware of their obligations. In the meanwhile, the reports on resource utilization that are provided by MS Project offer helpful insights into the manner in which resources are being employed, which contributes to the proper management of costs and the optimization of efficiency. These two instruments are very necessary for ensuring that the project is carried out in a clear and effective manner. Budget 1. Advanced Data Analytics Software: This is likely one of the largest expenses. Advanced DA software is essential for sophisticated data processing, analysis, and reporting capabilities, which are at the heart of this project. 2. IT Infrastructure and Hardware: Upgrading or integrating new hardware to support the DA software is crucial. This ensures the system runs efficiently and can handle the increased data processing load. 3. Consultancy Fees: Hiring external experts for their specialized knowledge in data analytics can be costly but is crucial for ensuring the project's success, particularly in areas where The Cage may lack in- house expertise. 4. Training Programs: Providing comprehensive training for The Cage’s employees ensures they can effectively use the new DA tools. This is a critical long-term investment in the company's human resources. Page 4 of 7

BCO7003 Analytics Project Management Project Plan Template Risks Risk Register Introduction: 1. The risk register is a thorough document that has the following purposes: it includes possible hazards that the project might encounter, assesses the likelihood of these risks occurring and the potential effect they could have, and explains techniques that can be used to manage or reduce these risks. 2. Importance, Regarding the Customer: The client is better able to be aware of the possible issues and the preparation of the project team to deal with these challenges when they have a good understanding of the risk register. Risk Probabili ty Impac t Mitigation Strategy Technical Integration Issues High High Pre-implementation testing, backup plans for system failures. Data Security Breaches Medium High Implement robust security protocols, regular security audits. Resistance to Change Among Employees High Mediu m Comprehensive training programs, regular communication, and feedback sessions. Budget Overruns Medium High Regular budget reviews, contingency planning. Project Delays Medium Mediu m Setting realistic timelines, buffer periods for unexpected delays. Inadequate User Training High Mediu m Customized training sessions, ongoing support post-implementation. Regulatory Compliance Issues Low High Consult legal experts, ongoing compliance checks. Data Accuracy and Quality Concerns High High Implement data quality checks, continuous monitoring. Each risk item has a plan for minimizing that risk, ensuring that the team working on the project is ready to face possible obstacles head-on. Because the risk register is a living document, it has to be checked and updated on Page 5 of 7

BCO7003 Analytics Project Management Project Plan Template a frequent basis during the duration of the project in order to take into account any changes that may occur in the project's environment or scope. This method of risk management will assist guarantee that the Data Analytics Advancement project at The Cage is well-equipped to deal with uncertainties and obstacles in an efficient manner by contributing to the overall readiness of the project. Communication Strategies When it comes to the management of a project such as the Data Analytics Advancement at The Cage, the creation of a communications matrix is an essential component. This matrix provides an overview of the most important communication activities, including a breakdown of what will be communicated, who will communicate it, to whom, how often it will be conveyed, and how it will be sent. The following is an example of how you may organize the communications matrix and present it to the client: Communications Matrix Introduction: 1. The purpose of the communications matrix is to serve as a strategic tool that outlines the manner in which information about the project will be shared with the various stakeholders. During the whole of the lifespan of the project, it guarantees that all partners are kept informed and involved. 2. Importance, Regarding the Customer: When a client fully comprehends the communications matrix, they are in a position to understand how the information flow is controlled, which guarantees transparency and maintains continuous stakeholder involvement. Communication Activity Responsible Audience Frequency Method Project Status Updates Project Manager Stakeholders (Internal & External) Bi-weekly Email, Meetings Technical Progress Reports IT Specialist Project Team, Technical Staff Weekly Email, Dashboard Budget Review Meetings Financial Analyst Project Manager, Senior Management Monthly In-person Meetings Risk Management Updates Risk Manager Project Manager, Stakeholders As needed Email, Ad-hoc Meetings Training Session Notifications Training Coordinator All Employees As scheduled Email, Intranet Data Security Updates Data Governance Officer IT Team, Project Manager Monthly Secure Web Portal Change Management Communications HR Manager All Employees As needed Email, Workshops Stakeholder Feedback Sessions Marketing Specialist External Stakeholders Quarterly Surveys, Focus Groups Each element in this matrix has been meticulously worked out to guarantee that there is clear and efficient communication throughout the whole of the project. Building confidence, assuring alignment, and allowing seamless project execution are all helped along by providing regular updates and engaging in focused communication initiatives. This matrix is especially important in a project such as this one, where change management and the participation of stakeholders play an important part in the overall success of the project. Stakeholder Management The strategy for managing stakeholders that was developed for the Data Analytics Advancement project at The Cage places a primary emphasis on the identification of important stakeholders, as well as the interests of those stakeholders and effective engagement tactics. The demands and expectations of stakeholders must be addressed in an acceptable manner over the whole lifespan of the project, and this strategy is vital to achieving that goal. Engagement Plan Stakeholder Type Engagement Method Frequenc y Senior Management Regular update meetings and reports Bi-weekly Page 6 of 7

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BCO7003 Analytics Project Management Project Plan Template IT Department Collaborative workshops and feedback sessions Weekly Project Team Members Daily stand-up meetings and team huddles Daily External Consultants (Data Analytics Experts) Regular coordination meetings and progress reviews Monthly Employees (End-Users) Training sessions and Q&A forums As needed Legal and Compliance Team Regular updates on data governance and compliance issues Monthly Marketing and Communications Team Coordination meetings for external stakeholder communication Bi-weekly Customers (Feedback Groups) Surveys and feedback sessions Quarterly Summary In conclusion, the project plan for integrating data analytics at The Cage is comprehensive, encompassing essential topics such as project scope, business case, timetable, budget, risks, communication techniques, and the management of stakeholders. In order to improve decision-making and gain a competitive advantage in the market for renting sports facilities, the strategy addresses the need for sophisticated data analytics. Important components include a comprehensive timetable with well-defined stages and checkpoints, an itemized budget that focuses on the most important expenses, and a risk register that allows for proactive management of possible difficulties. All of the parties concerned will be kept up to date with accurate information and actively engaged thanks to the communication techniques and stakeholder management strategy. In general, the purpose of this project plan is to steer The Cage through a smooth transition to sophisticated data analytics so that the company may better position itself for future expansion and improved operational efficiency. Page 7 of 7

2229577233 - Project, M Assessment_3_Project

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