Term Assignment #2 - Group 8

Assignment #2 1 Group Project DEVELOPING A CAR APP Prepared by PUT YOURS HERE

Group Assignment: Developing a Car App 2 Table of Contents I. Project Scope List .................................................................................................................... 3 1. Project Objective: ......................................................................................................................... 3 2. Product Scope Description: .......................................................................................................... 3 3. Deliverables: .................................................................................................................................. 3 4. Milestones: .................................................................................................................................... 3 5. Technical Requirements: ............................................................................................................. 4 6. Limits and exclusions: .................................................................................................................. 4 7. Review with customers: ................................................................................................................ 4 II. Organizational Structure .................................................................................................... 4 III. Project Priority Matrix ........................................................................................................ 4 IV. Work Breakdown Structure (WBS) ........................................................................................ 5 V. Project Responsibility Matrix ................................................................................................. 5 VI. Communication Plan .......................................................................................................... 8 VII. Stakeholders Communication ............................................................................................ 9 VIII. Gantt Chart ....................................................................................................................... 10 1. Project Network: ......................................................................................................................... 10 2. Project Critical Path and Total Slack: ...................................................................................... 10 IX. Cost Analysis ..................................................................................................................... 11 X. Risk Analysis ......................................................................................................................... 11 1. Likelihood Scale .......................................................................................................................... 11 2. Risk Analysis ............................................................................................................................... 12 3. Risk Severity Matrix ................................................................................................................... 13 XI. Project Possible Implementation Problems and Solutions ............................................. 14 1. Possible Problems: ...................................................................................................................... 14 2. Impact .......................................................................................................................................... 15 3. Potential Solutions ...................................................................................................................... 15 4. Impact & Implementation: ........................................................................................................ 16

Group Assignment: Developing a Car App 4 4. Milestones:  Project Kickoff (March 6th): Initial meeting and project planning.  Database Collection Start (March 20th): Begin gathering provider data.  App Design Begin (April 1st): Start of app interface design.  Database & Design Completion (April 15th): Finalize provider data and app design.  Development of First Prototype (May 15th): Start building the app prototype.  Internal Testing (May 30th): Evaluate initial app version internally.  Preparation for User Testing (June 15th): Ready app for external testing.  User Testing Commencement (June 30th): Collect feedback from selected user group.  Feedback Review and Revisions (July 15th): Analyze user feedback for improvements.  Finalize App Updates (July 31st): Complete all app refinements.  Pre-Launch Checks and App Store Submission (August 15th): Final review and submission to app stores.  Launch Preparation (August 30th): Finalize launch plan and marketing materials.  Official Launch (September 6th): Release app to public and initiate marketing activities. 5. Technical Requirements:  Compatibility with the latest versions of Android and iOS.  Strong database capable of handling extensive data and user traffic.  GPS integration for location-based services.  High-standard user interface and experience design.  Data security and privacy compliance  User Authentication and Security  Compliance with Legal Standards 6. Limits and exclusions:  The app will only cover service providers within the GTA.  Limited to mechanics and parts providers, no other services.  The project does not include research for similar apps or a feasibility study.  Ongoing maintenance and updates post-launch are not covered under this budget.  No integration with any third party like insurance services.

Group Assignment: Developing a Car App 5 7. Review with customers:  Regular updates and reviews will be scheduled with the XYZ company stakeholders.  A beta version of the app will be released for selected users for feedback.  Final review and approval by the XYZ company before official launch. II. Organizational Structure For the XYZ app project, a dedicated team structure is adopted. This structure is chosen for its efficiency and agility, essential for a tech project with a strict six-month timeline. The projectized organization enables the project manager to have full authority and dedicated focus, streamlining decision-making and problem-solving processes. Key Points:  Full Authority to Project Manager: Enables quick decisions and effective team leadership.  Dedicated Team: Team members work exclusively, ensuring focused efforts.  Rapid Response: Flexible structure allows for timely adaptation to challenges or changes.  External Support: Non-core functions like HR or marketing are outsourced for efficiency. III. Project Priority Matrix TIME PERFORMACE COST CONSTRAIN X ENHANCE X ACCEPT X Explanation:  Time (Constrain): The project has a fixed timeline of 6 months for development and launch, making time a constraining factor. There is no flexibility to extend the time period.  Performance (Enhance): The quality of the app, including its functionality, user interface, and overall user experience, is an important aspect. Enhancements in

Group Assignment: Developing a Car App 7 parking, payment, insurance, etc.)  Asking for Government permission  R           Contacting and signing contracts with suppliers to get the cars shipped to Ontario  R     S     Renting storage for cars before event day (different from Bronte Creek Provincial) R   S       Looking for sponsors, meeting negotiations, and making contracts with them R   S       Designing marketing tools & advertising the event     R S     Opening registration gate, and collecting/offering payment (for participants, vendors)     R S     Recording registration details (participants' name and vehicle information, vendors' detail) R   S       Preparing raffles, awards, goodie bags, etc. R Recruiting event coordinator(s) and staff + volunteers for the event S     R    

Group Assignment: Developing a Car App 8 Providing mandatory training, making schedule, and assigning responsibilities for the team  S     R     Booking caterers (food), entertainers and panel of judges (raffle, awards, goodie bags, etc.) S R         Setting up separate spaces for Car display area + stage    S     S R Setting up separate spaces for Food court + entertaining + spectators registration entry        S R S Reviewing parking arrangement, insurance, safety checklist, etc. R S         Officially executing old British car show one-day event R S         Checking guests and participants in to the event   S     R S Opening ceremony and providing guests with detailed event timeline, site map, prochure, etc. S R     S S Handling the car show   R S       Handling the entertaining area       S S R

Group Assignment: Developing a Car App 10 VI. Communication Plan   INFORMATION OBJECTIVE TARGET AUDIENCE FREQUENC Y METHOD PROVIDER Project Updates Keep stakeholders informed of progress and issues Stakeholders, Project Team Bi-weekly Email, Meetings Project Manager Technical Developments Share technical progress and challenges Development Team Weekly Virtual Meetings, Internal Chat Technical Team Lead Testing Feedback Discuss test results, get feedback QA Team, Developers After each test cycle Email, Meetings QA Lead Marketing Strategies Align on marketing initiatives and materials Marketing Team Monthly Email, Marketing Meetings Marketing Lead Financial Reports Update on budget and financial status Executive Team Monthly Email, Financial Meetings Finance Manager Stakeholder Feedback Share feedback from stakeholders for improvements Project Team As needed Meetings, Email Project Manager Compliance and Legal Updates Ensure project aligns with legal standards Project Team, Legal Advisor As needed Email, Legal Briefings Legal Advisor Customer Support and Feedback Updates on customer queries and feedback Support Team, Project Team Weekly Internal Reports, Email Customer Support Lead App Store Submission and Launch Inform about submission status and launch plans Stakeholders, Project Team At key milestones Email, Press Releases Project Manager

Group Assignment: Developing a Car App 11 VII. Stakeholders Communication  

Group Assignment: Developing a Car App 13 2. Project Critical Path and Total Slack: The total slack of each activity can be observed within the above screenshots of the Gantt Chart. Also, the Critical activities have been highlighted in Yellow in the above chart. The critical Path of the Project includes the following activities– List classic British cars for the event – 1 day Reserve, date, confirm parking and make payment – 1 day Government permission – 10 days Contact suppliers – 7 days Car shipment – 30 days + 44 day lags Rent storage and store cars – 10 days Set up cars display area and stage – 1 day Set up specially ordered cars from storage – 1 day Set up tents, food court, entertainment, and spectators registration processing – 1 day Event day – 1 day Site after-cleaning – 1 day Closing accounts and paying bills/wages/salaries – 1 day Event Evaluation – 1 day Creating a Final Report - 1 day IX. Cost Analysis   As the size of our cost analysis does not fit in appropriately with the word file, a separate pdf version of it will be submitted beside our report to make it easier for viewing in detail. Column1 Expected Cost Actual Cost Direct Cost $ 339,000.00 $ 364,000.00

Group Assignment: Developing a Car App 14 Indirect Cost Project Manager Salary ($7,000 per month) $ 37,000.00 $ 37,000.00 Office rental ($2000 per month) $ 12,000.00 $ 12,000.00 Utilities $ 7,500.00 $ 7,500.00 Total direct and indirect $ 395,500.00 $ 420,500.00 Overhead (15% of total direct and indirect) $ 59,325.00 $ 63,075.00 Management Reserve (5% of total direct and indirect) $ 19,775.00 $ 21,025.00 Total budget $ 474,600.00 $ 504,600.00 Notes: The project is divided into 5 months process The project manager and team members are paid biweekly. Part-timers and volunteers will be paid after the event. All the insurance, legal fees and shipping fees will be paid in full of a one-time payment. Contractors will be paid in full according to the Gantt chart. X. Risk Analysis 1. Likelihood Scale Likelihood Measure 1. Rare 2. Unlikely 3. Possible 4. Probable 5. Highly probable 6. Certain 2. Risk Analysis

Group Assignment: Developing a Car App 16 Likelihoo d 5 4 Staff Exhaustion (Shortage of staff) Limited parking availability Car- participant s not showing up to the event 3 i)Technical issues, ii)Entertainer/ DJ canceling at the last moment Miscommunicatio n among stakeholders Cars getting damaged during loading and unloadin g Not all the cars are being delivered on time 2 One of the judges not being able to come to the event Health and safety issues 1 Adverse weather condition 1 2 3 4 5 Impac t XI. Project Possible Implementation Problems and Solutions The risk response matrix provided insight into examining possible problems that can occur at 80% of the completion of the project. As follows, we will be identifying 2 problems with the likelihood of occurring in addition to solutions in rectifying one critical problem.   1. Possible Problems:   Problem 1: At the onset the problem of one of the British Cars failing to be delivered on time for the car show arises. The car is the focus of the car show event because of its simplicity, style, and

Group Assignment: Developing a Car App 17 reputation. Therefore, as a matter of priority and being the key car for the show there is a need to bring forth interventions to ensure that it makes it for the event. Without the car, the theme of the event would be affected, as well as the publication efforts that were done around the car.   Problem 2: The event is happening at a provincial park and the parking is blocked due to the city construction works going on near the park.   Given that it is a car show event, car enthusiasts are likely to form the majority of the participants in the event and adequate parking is critical for this kind of event. The parking challenge is not only for the audience coming to the event but also for the organizers. Hence, the parking issue raises concerns about the need to decide on a different parking spot. Also, the safety safeguards of the parking lot in the park are questionable; hence, the need to make informative procedures such as the use of flyers and signage. 2. Impact : Selected problem and possible solutions: The first problem illustrates the project priorities based on the risk severity matrix. If the main car does not show up at the event this can compromise the project by delaying the event. The project cannot compromise in time therefore allocation of resources would increase to ensure no constraints, helping the team come to this decision.   3. Potential Solutions Solution 1: The main issue concerns the probable missing out of the British car that is the hallmark of the event. Therefore, there is a need for effective solutions to help salvage the event from failure.

Group Assignment: Developing a Car App 19 The course of action will involve the allocation of resources as highlighted above to address the uncertainty, precipitated by the unavailability of viable options due to a time constraint. Therefore, transporting the car via air to the event would be the only feasible option. The prioritization to bring the car to the event will be a significant step to take to effectively keep track of the event as conceptualized. In the implementation, $25,000 would be allocated to cater for the shipping of the British car.   When establishing the project priorities and trade- offs, reducing the time the car is delayed will increase our cost as these objectives are interdependent. The shipping quotation will help find the most suitable shipping company for the transportation order. The team will carry out an environment scan for the best shipping company near the location of the car, reach an agreement with them and have it delivered on time for the event.