Solutions_Assignment3.docx (1)
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Osmania University *
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MISC
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Information Systems
Date
Nov 24, 2024
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Activities 1.
Carefully read the following: This project requires you to manage project information and communication for a project. You can do this based on the assumption that you are the project manager of a case study business, or you can complete this project at your workplace (if relevant). It’s important that this business has a Project Management Policy and Procedures and has a project that you can work on from beginning to end. Speak to your assessor to get approval if you want to base this on your workplace. You will be collecting evidence for this unit in a Project Portfolio. The steps you need to take are outlined below. Before you begin, complete page 4 of your Project Portfolio.
Answer. The communication plan for project management defines how important
information is communicated to stakeholders during the project. It also determines who receives the message, how these people receive the message, and when and how often they receive the information. For example, a project manager responsible for launching a new website might break the project down into tasks like layout, copywriting, and coding. But do you want to reach stakeholders at every stage of the project? It may not be. A project management communication plan supports the project by creating documents that the team can refer to. This sets expectations for when interested parties will receive updates. Communication plans increase the awareness and status of project stakeholders. The plan also offers the opportunity for interested parties to express their views. This helps teams identify problems early and reduce job losses.
The communication and the information objectives of the project can be
the communication goals like keeping the stakeholders informed about the project timelines, budget of project, and about the needs of the project. The other goal can be to provide clear insight about any decisions needed in the project. It also provides well structured opportunities for feedback from stakeholders to improve the performance of the project. It also aims to provide stakeholders the needed things to gain the project acceptance. 2.
Plan your project’s information and communication processes
You are required to develop a project communication management plan that will support the achievement of the project objectives. You will do this in your Project Portfolio for this unit.
Review the following to identify and analyse the information requirements of the project:
Business information (use the Simulation Pack as necessary and review the Project Management Plan Excerpt.)
Project Management Policy and Procedures of the business
Search the internet for ideas from Project Communication Management Plans created for similar scenarios. Your plan must include the communication responsibilities for:
The Project Steering Committee
The Project Manager
The Project Team
Answer. Project information – Project is about creating a website where user can
do the online shopping and book their orders to get delivered.
Purpose Outline the purpose of the Project Communication Management Plan The purpose of this project is to create a website which contains a shopping platform where users can search and book their products and get delivered to their places. With the help of this website, user do not need to visit to the shops regularly, with the help of a smartphone and a stable internet, they can visit to the shopping website where they can book their orders based on their preference and provides the address to get delivered of their products which will save and cost to the users. This is the most convenient method to do online shopping. Online shopping website provides users a flexibility to choose and book their products anytime and any cost based on their preferences. Users can visit the website and search for their products and after displaying multiple products, users have the flexibility to
choose any of the products based on cost, ratings/review of other customers and provide
their address to get shipped the orders. There
will be multiple ways to make online payment
inside the shopping website, which can save the time for users to perform the faster way of payment.
Shopping website has great variety of
products from mid range to large, based on price, colour, size, availability there are multiple factors with which users can look for their products and can book them easily. Shopping website plays an important role in saving time, cost and other resources, which helps customers as well as the retailers to generate profit. In this project of shopping website, there are three major persons are users/customers who will buy the products, retailers who are the sellers, who sell their products to the customers, and then there will
be the admin who will be intermediate between the customers and the retailers. Communication and information objectives Describe the communication and information objectives for the project. The objectives of the shopping website project is to accomplish the customer oriented goals like :-
Customers should be able to search and
find all of the products related to every segment like wearables, groceries, fashion products, electronics, and many
more categories.
There should be proper distribution of every product based on the category wise. There should be separate categories for men, women and kids.
Customers should be easily picking the product by searching and can be easily booked that product to get it delivered.
Customers should get easy going and secure money transaction inside shopping website.
Customer orders should be properly shipped to their given address in faster mode.
Customer data should be well secured and safe, it should bot be shared with other parties except then the website team.
The process starting from searching the
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order to picking the order and then paying for the order and then to finally shipped the order, whole process should be smooth and easy going.
Communication and information responsibilities Describe the communication and information responsibilities of the project manager, team and steering committee.
Responsibility of Project Manager – Project manager has a very important role in our project. Project manager is the key person in our project who will manage the project working, from handling to the workflow, to managing the team members,
then arranging the meeting with team, then establishing the website handling the failures, motivating to the team, leading the team, every important step is taken by
the project manager. Project manager is the most responsible person in the project.
Project manager monitors project at portfolio level and owns a lot of resources allocated for the project. The project manager is responsible for the overall cost and profitability of the project and requires
more detailed communication than the project sponsor. In our project, shopping website, the project manager will handle all the important task like handling the customer issues, managing the team to complete the project, project manager takes care of successful creation of project, then also responsible for saving the cost and resources in the project which can leads to
the profit to the company.
Responsibilities of Project Team – Project team is the collection of the team members where all team members have the common goal which is creating the successful project. A team is responsible for creating the project, where all the team
members have different roles to perform to make the project successful. A team is a
combination of team members where every member contribute their inputs towards the team so that a team can successfully completes their work and achieve the goal. Project team will discuss the key-points of the project and find the
good and bad points in the project, also find the difficulties can occur in the project.
Responsibilities of Steering Committee – As the name implies, the steering committee helps guide the project
from start finish to end. It may consist only
of employees in the organization develops and implements a project, but usually consists of representative’s number of major organizations that are project partners and / or have specific expertise lending to the project and / or its client is the target user for the output of the project business. It is important (and useful) to include at least one service client, or potential users of the project under development. Because their views can be helpful make sure the project is placed correctly. A steering committee will be working with project manager to help the project to achieve the success.
Communication and information processes
Describe the project communication and information processes Project communication is the important process in completion of the project. Communication plays an important role in discussing with team members, tracking of the work, discussion on important task, helping teammates in problem and many more purposes. Project communication can be done either offline or online. If all the team members can come to a meeting spot, then communication can be done at offline place otherwise if it is not the case then team communication meeting can be organised virtually too in online mode which is much convenient to the project, it will save everyone’s time and resources. Meeting organised in whichever modes helps the team to be together and work together so that everyone can contribute their best towards betterment of the project. Information process means the process of spreading and sharing the
important information with the team like the designing of website, adding new features in the website, correcting the logo and user interface of the website and many more
important features in the project.
Communication
and
information timing Describe the project communication and information timing In a project, information timing is very crucial as the time of information when it is received to the team members helps the project to go smooth and complete it on time. Information timings should be share with all the team members before starting the meeting. A proper calendar should be shared with team, which contains the day, date and time of the upcoming meetings so that meeting member should be ready with their work for meetings. There are various modes to conduct the meetings like conference call, live meeting, audio conference, video conference. A proper remainder system should be given to the meeting members before the meeting so that everyone can be ready for the meeting.
Example – Team Meeting at 5PM IST, 24
th
October 2021, regarding logo designing of website.
Describe the communication and information metrics Project communication and information metrices means measurement of the communication and information shared with team. Metrices means measurement, in our project measurement of the work completed, measuring the team members performance and many more factors. Communication and information metrices means measuring of the communication activities and meetings during the project development stage, by measuring them we can track the project performance and meeting schedules. This is the most important step which should be done and performed during the project development to achieve the project goals and objectives.
Describe the communication and Information Control Mechanisms Project control mechanism means controlling the project management flow and making the project successful by continuously tracking and managing it to achieve the desired goals and objectives. Control mechanisms include Align your project with your portfolio/organizational goals and objectives. Develop a Work Breakdown Structure (WBS). Work together to create an initial
project plan. Create a risk management plan. Project budgets and estimates. Take control of project costs reviews and reports. Optimize your project strategy for better results in the future. Which
project-
management information
We have selected IT based knowledge
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system have you selected?
What is and how can it be used? management information system. This project management system will contain the knowledge and architecture of our shopping website system. IT knowledge management system will use as the system to maintain our shopping website project which will tracks the record of the activities in the project. How are members invited to
the workspace? Members of the project will be invited through the two modes either offline or online way of messaging. The role of team members is very important to the project and when all the team members come together to discuss and work then project will be successful. Meeting members can be invited to the workspace by sending them messages, e-mails, calls, messengers, and many more digital ways to invite. Members can also be invited through physical mode, or the offline modes like by sending them fax, or the invitation cards to all the team members to invite them to the workspace. Meeting members can also be connected to the workspace through digital modes like online video conferencing applications like Zoom meetings, Skype, Google Meet etc.
Attach: Project Management Policy and Procedures ☐
Any relevant project documentation about the project if not using the case study ☐
Proof of project team meeting (if not viewed by your assessor) ☐
3.
Select a project-management information system to manage your project information and continue to work on Section 1 of
your Project Portfolio. You need to explain the use of the system along with its key features and how it will be used throughout the project.
Answer. Purpose Outline the purpose of the Project Communication Management Plan We are using IT based knowledge management information system to manage our project information. The basic idea to use Project management information system is to support a
learning organization by supporting the learning of its members. Through this training, you can use IT security to support some of the knowledge your team members gain on the job. This type of knowledge includes what experiences worked, what didn't, and what we should no longer do. To protect this knowledge, you need an IT-based knowledge management system with full-text search capabilities.
Communication and information objectives Describe the communication and information objectives for the project. Our information system will contain a database which will store our all the data of the project and will make it risk free in case if data is lost from the system, we can fetch the data through the risk-
oriented database. All the completed project, ongoing projects data will be stored in the database. Our shopping website user’s data will be
stored in the database and user can be sure about
the data privacy with the risk-oriented databases. Project contains risks but if we have strong support system like database then risks can be avoided.
Communication and information responsibilities Describe the communication and information responsibilities of the project manager, team and steering committee.
Project Manager Responsibilities –
Project managers play a very important role in our projects. The project manager is
a key person in our project. He manages project work, from processing to workflow, managing team members, organizing team meetings, setting up websites to deal with failures, and motivating. Team, and lead the team. All the essentials All steps are performed by the project manager. The project manager is the most responsible person in the project. Project managers monitor projects at the portfolio level and allocate a lot of resources to those projects. The project manager is responsible for the overall cost and profitability of the project and requires more detailed communication than the project sponsor.
Project Team Responsibilities- A project team is a collection of team members, and all team members share a common goal of creating a successful project. The team is responsible for
creating the project and has different roles
that all team members perform to make the project successful. A team is a combination of team members, and each member gives his/her opinion to the team so that they can complete their work successfully and achieve their goals. The project team discusses the main points of the project, finds out the strengths and weaknesses of the project, and looks for problems that may occur in the project.
Responsibilities of the Steering Committee-
As the name suggests, the Steering Committee helps guide the project from start to finish. It may consist only of employees of the organization that develops and implements the project but is usually the project's partners and/or has special expertise on loan to the project and/or its customers. It consists of several representatives of large organizations. It is
important (and useful) to include at least one potential user who will serve the business customer of the output user project or the project under development. Their point of view helps ensure that the project is properly placed. The Steering Committee works with project managers to
support project success.
Communication and information processes
Describe the project communication and information processes Project communication is an important process in the project completion process. Communication plays an important role in discussing with team members, tracking work, discussing important tasks, and helping teammates solve problems. Project communication can be done offline or online. If all team members can go to the meeting place, they can communicate offline. Otherwise, you can also hold team communication meetings in online mode. This is very useful for projects. And it saves every time. Personal time and resources. Several forms of meetings help the team unite and work together to make the greatest contribution to the improvement
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project.
In our project, there are lot of work packages which contains project descriptions and project data and information. We send our project work packages to the database so that our project data will be safe and can be access anytime and
anywhere. Our project contains user information, their shipping details, their product
details, and many other important details which
should be secured. Communication
and
information timing Describe the project communication and information timing Information timing is critical to a project, as the time for team members to receive information helps the project run smoothly and finish on time.
Time information should be shared with all team members before starting the meeting. You should share an appropriate calendar with your team, including the date, date, and time of the next meeting so that meeting members can prepare for the meeting. Conference has many modes, including conference calling, on-site conferencing,
audio conferencing, and video conferencing. Prior to the meeting, meeting members should be provided with an appropriate rest system so that everyone can prepare for the meeting.
Example – At a team meeting at 5pm IST on October 24, 2021, discussing website logo design.
Describe the communication and information metrics The project communication and information matrix means measuring the communication and information shared with the team. Metrics mean measurements, measures of work done in a project, measurement of team members' performance, and so on. Communication and information indicators mean measuring communication and meeting activities during the project development phase. Through measurement, you can track project performance and meeting schedules. This is the most important step that must be completed and carried out during the project development process to achieve the project objectives.
Our project also contains a database which will store the changes and claims in the project. A project undergoes with a lot of changes during the development phase and in that time, we need to store our project changes to some secured place where we can access them easily and the changes done will be safe and secure. Our project shopping website also undergoes with various changes like user data, their address changes, their phone number changes and their product changes frequently. To store all of those changes we need to make sure our database should be able to store the
changes. We recommend creating a database containing all major changes (change requests and order orders) and/or announcements that do not go directly to a single work package but
are important to the outcome of our project. The relevant content for any changes or approvals is as follows: Potential events, issues, or deviations. Notes; analysis results; proposed solutions; actual decisions; settlement (in case of complaint).
Describe the communication and Information Control Mechanisms Project management mechanism refers to the management of the project management process through tracking and continuous project management to achieve the goals and objectives expected for the success of the project. Control mechanisms include aligning projects with portfolio/organizational goals and objectives. Develop a work breakdown structure (WBS). Together make the initial project plan. Create a risk management plan. Project budgets and estimates. Manage project cost reviews and reports. Optimize your project strategy to get better results in the future.
Our project shopping website has provided with high level management support which is given by
information system to tracks and manages the project efficiency. This support is must for our project to make our project achieve its goals and objectives and can generate better output. According to clients, this is the absolute number one of all criteria for success. The support team emphasizes that this should be done visually and regularly, and not one time. For example, in our project, an organization may assign this support role to a board member who regularly attends review meetings of the team that operates the project management information system.
Which
project-
management information
system have you selected?
What is and how can it be used? You have chosen an IT-based knowledge management information system. The project management system includes knowledge and procurement website systems. IT Knowledge Management Systems purchase project systems for procurement websites that track project activity records.
Quality control is the important step in our project to keep our project performance safe
and effective. Quality control provides the layout to control and apply some policies on the project so that the project shopping website can be designed in quality manner. The information systems management team needs to develop and implement stringent quality standards. These criteria should be reviewed by an experienced project manager regularly to determine what needs to be added and what is inappropriate. For a full-text search system, counting the number
of downloads by different users for each item can be a good indicator of correlation.
How are members invited to
the workspace? Project members are invited via offline or online messages. The role of team members is critical to the project. The project is successful when all team members come together to discuss and collaborate. You can invite meeting members to your workspace by sending messages, emails, phone calls, messengers, and other digital invitations to meeting members. You can physically invite members, invite them offline, such as by faxing, or send invitation cards
to all team members to invite them to your workspace. Meeting members can also connect to their work area via digital modes such as Zoom Meeting, Skype, Google Meet, and other online video meeting applications.
Attach: Project Management Policy and Procedures ☐
Any relevant project documentation about the project if not using the case study ☐
Proof of project team meeting (if not viewed by your assessor) ☐
4.
Meet with the project team. The meeting’s objective is to review the Project Communication Management Plan developed in your portfolio.
During the meeting, you will be required to demonstrate effective communication skills including:
Speaking clearly and concisely
Using non-verbal communication to assist with understanding
Asking questions to identify required information
Responding to questions as required
Using active listening techniques to confirm understanding
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Answer. Meeting plays an important role in the project development.
As in a meeting, team members come together and discuss about the
project, measures the project quality, matching the goals and objectives of the project and distributing the work among the team members based on their skills and requirements. Meeting can be conducted either in physical mode or in the virtual mode whichever is
best for team. Physical meetings conduct either in the office or the place decided by everyone and whereas virtual meetings are the new
way of conducting meeting which can be conduct from their homes where team members need not to come anywhere, just with the help of their phone, they can join the meeting with the help of video conferencing applications. Summary of Project Communication Management Plan – A shopping website development to support the customers to shop and buy the products and get the products delivered to their home.
Our project Shopping website contains all the shopping products which are wise in range and variety and available for every type of genders from small age to old age. Our project is mainly developed to
ease the customers shopping time and cost by making the shopping online so that customers can save their time by shipping it from anywhere just with their phones and can buy the products and can get the delivery to their home with minimal or less cost than outside. The main purpose of our project is to help our customers to save their
resources, either it can be time, money and transportation to visit the
market and many more resources. With the help of online shopping, customers can keep the track of their buying products and can compare the products based on price, brand and can finally track of their product deliveries to their home.
We encouraged our team members to ask us the questions about the project so that many other features can be tested and corrected and as feedback about the work is most required, so please provide your feedback too, what is the project looks like and what can be other changes which can be done to increase the performance of the project so that customers attention can be increased. Feedback on the project helps the team to make the changes based on the input provided by the viewers/customers. We have used the IT based knowledge management information system in our project. This information system will help our project to manages the project workflow and also keep track of the project development so that every task will be monitored separately and can be worked on them. IT based system provides the database supports which will plays an important role in our project. As our project contains the customers data, we need to store that data into a database so that it can be stored safe and secure. During the project development, there are lot of changes and claims to be made and to keep the changes together, there comes a need of the database
which can stores all the changes. Information system provides the management supports which helps to manages the project efficiently.
We are very delighted with the feedback received from the team members on our project i.e., Shopping website. Everyone feedback was so inspiring and motivating which helps the project to produce great outputs. The project has been discussed with team members so
now the project workspace will be setup where the development part will be done, So, we are requesting to team members to join our project workspace and contribute to the project so that project can meet its goals and objectives. A teamwork can make the Dream work. Thankyou. 5.
Review your project communication management plan.
Include the input from the other project team members provided at the meeting to revise the plan, establishing baselines for each item. Your notes from the meeting should inform this work.
Answer. Summary:
A shopping website development
Communication Goals -
Make sure to inform the stakeholders about the project timelines, budget of the project, project progress, and also needs and expectations of the project.
There should be clear insights about the project before taking any project decisions by keeping team members informed too.
There should be proper feedback system in the project to know about the changes about the project and its development.
Maintain a strong database system which stores the data from the project which should be safe and secure.
There should be a proper timeline to maintained to run the project so that everyone will have a track of project development and its completion.
Maintenance of project should be needed by project managers.
Stakeholder Information – There should be a proper maintenance of stakeholder information and communication preferences. Stakeholder information should contain stakeholder name, their role in project, their communication meeting frequency, and the notes prepared by them regarding the project.
For example – STAKEHOLDER
NAME
ROLE
FREQUENCY
NOTES
Mr. Roy
VP of Communications
Monthly
Checks for final documented draft.
Ms. Hughes
Communication Project Lead
Weekly
Final approvals on milestones.
Mr. Williamson
Communication Coordinator
Daily
Checks with team members and manages the day-
to-day tasks.
Communication types –
Communication types explains the meeting or communication with the team needs to be done to maintain the project workflow. Communication types are divided into various categories like weekly check-ins, weekly email reports, major milestones meetings, Daily meetings. Weekly check-ins –
These meetings used to perform on weekly basis, calling with project coordinator and project lead to discuss about the project progress. Weekly email reports – These meeting conduct on weekly basis majorly on every Monday, weekly report will be sent to project lead which contains budget information, timelines specify, next steps to conduct, steps which are on hold.
Major Milestone meetings –
These meetings used to conduct on special occasions like milestone achieving day. Project sets various project
milestones which are basically the short-term goals to achieve, whenever those milestones are achieved then Major milestone meetings used to conduct.
Daily Meetings – Daily meetings conduct on daily basis with client and team members where client feedback is noted and make changes accordingly. 6.
Establish the project information management system.
Follow the instructions within the system you have chosen, set up the workspace for the project. Name the workspace after the company and create a channel for the project.
Answer. We have used IT based knowledge management information system in our project i.e., Shopping website. IT based knowledge management information system provides the wide range of functionality to our project. During our project we need to monitor and manages our project workflow where we need a system who can manipulate the workflow of our project. IT based system contains IT technologies which
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are advanced in nature and helps the project to maintains efficiency and helps to achieve the project goals and objectives. IT based knowledge management information system has a database which is used to stores the data of the customers, their shopping history, their new shopping order details, their personal details, their account details for payment and many more customer related data. Database is also used for storing our project data like the timelines of project, the team member data, the stakeholder’s information, project progress report and project changes and claims. To setup the workspace for the project – Create a new workspace by going to navigator select project management workspace. Create new files for storing the data for customers as well as for project team. After creating the Project Management workspace, notice that it contains main folders like Tasks, Milestones, Files and so on folders. The Project Management workspace home page provides the following features to help you better manage your projects.
Task Summary Accessory - This accessory list all the tasks that are in the Tasks folder in the Project Management workspace. To change the information in this accessory, navigate to the Tasks folder in this Project Management workspace. Workspace Name – Shopping workspace
Creating Channel for the project - Every project should have a dedicated channel in Slack. Suppose you are working on a project that involves many people in your organization. You first create a new channel with the #project- shopping-channel. Before inviting the rest of your team, you need to provide important information about your channel. Post a welcome message to the channel. Describe the purpose of your project and include a rough timeline of the expected travel time. Upload important documents like project overviews and design guides so everyone can understand the scope of future work. Update the channel theme at the top to reflect the status of your project. For example, "Prepare for the initial meeting on June 21."
Now that the channel is properly equipped with important information, it's time to add teammates. When the entire team enters the project pipeline,
everything is in one convenient location and not stuck in the inbox of several people.
Once you've teamed up on a new channel, you can use it in the following ways to organize and advance your project. If you have a question or need
to agree on something, use the @ sign to mention someone. Use emojis to
collect votes and listen to your team before making a decision. Use the Workflow Builder to schedule regular check-ins for your team to share their work.
7.
Implement project information and communication processes.
Set up a reminder in the system for the weekly project team meetings. The reminder should send out an email to the team
requesting project progress reports. As your assessor is a team member, they will be able to check that you have done this.
Answer. Our project shopping website has implemented project information and communication process. Project information means containing information about the project and its workflow. How the project is progressing, what are its stages and what are the deadlines of the project and what are resources required in the project development, these
all are project information. Communication process is the process of communicating to the team members of the project or communicating to the stakeholders or the clients of the project. Communication process means arranging and scheduling the communication meeting between team and client or stakeholders to check the project progress and its workflow.
The ways related to communication are as follows:
Communication Plan:
Define stakeholder requirements and how to achieve these requirements through internal communication with the project team.
Distribute information:
Distribute information properly to appropriate stakeholders.
Performance Reports:
Accurately measure performance and predict project health.
Stakeholder management:
Internal communication between team members and stakeholders regarding project success and problem-solving
communication contributes to success. Weekly Project Meetings Remainder – “Project Communication meeting on every Monday at 2PM AST”.
Email –
Requesting to team members to join the project communication meeting to check project progress. We would like to invite all the team members, stakeholders and clients to attend the weekly project meeting at 2PM AST every Monday to discuss about the project progress report.
We would also request to our one of team member to take the responsibility as Project Assessor and review the project progress and provide the valuable feedback which can be use to implement more features and improves the efficiency of the project. Your feedback will be highly appreciated. Thankyou.
As being the team members, our responsibility is to read and review the project reports which will be send by project assessor so that everyone can review about the project workflow and the feedback provided by project assessor.
8.
Write a Project Status Report. Review and analyse the information in the project progress reports and then prepare a project status report based on all the information provided by the team, in accordance with the Project Communication Management Plan.
Answer. Project status report are the timely updated report which is used to show the status of the project. An effective project status report is the best way to maintain stakeholder coordination and keep abreast of
your project progress. This advanced update allows teams to know ahead of time whether a project is progressing as planned, at risk, or not
as planned, so make corrections as necessary to perform tasks. Can be completed on time at any time. Work status reports are important for keeping our team consistent, proactively identifying risks, and maintaining progress and budgets. However, manually gathering this information from multiple sources is one of the biggest drivers of work. Busy work interferes with meaningful and influential tasks. Instead of manually combining this information, we
will use a project status report to simplify this process. This way, we can spend less time gathering unnecessary data and more time on important tasks, this will help to save the resources.
Project Status Report for our Shopping Website Project-
Report Name - Shopping Website Report
Project Status – Project is on track
Summary – Project is in the last stage of development which will be followed by testing and maintenance. Design team has forwarded the project designs to the development team and they are developing the models. Testing team is on standby to get models to test from development team. Project Maintenance team is creating the system to maintain the final project. Then after all the team will complete their tasks, then final stage will be the deployment stage where the final project is delivered to the customers/clients.
Concept –
There will be a discussion between planning team and resource team.
Ideas are generated and final one will be chosen on next week Monday.
Development team will be followed the work by Design team.
Team members needs to attend the meeting regularly.
Final design prototype should be reviewed by client.
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All needed resources should be documented and presented in the meetings.
Tasks should be distributed to team based on their skills and capabilities.
Content –
The content team should be ready to write down the tasks.
Content team should gather the required information.
The tasks and resources should be noted in the content file.
Design –
Design team will be responsible for designing the project prototype.
All the features, positions of them should be design properly.
Design team should use IT software to create project design.
9.
Carefully read the following. The project is wrapping up. One of your tasks as Project Manager is to write a report on the project’s communication management.
Answer. For project communication management includes timely manufacture, collection, distribution, storage and finalization Interest project information. It provides important connections between people, Ideas and information needed for success Everyone involved in the project must be prepared to send and receive communications in the project "language" And we need to understand how they participate in communication as individuals affect the whole project.
The Report on the Project Communication Management –
The current state of the shipment with reference to progress and costs incurred.
Comparison of actual and planned values related to technical performance, cost performance, and schedule performance.
Performance report formats and templates. Policies and rules that apply to the creation of performance reports.
Measurements and indicators used in the report. Communication methods and techniques used in the project management process.
Analysis of differences that can identify differences between initial performance and actual performance.
Gap analysis includes information on project quality, resources consumed, and work time spent. The analysis can also determine the impact of these differences.
A predictive method that can forecast future results taking into account time, interim indicators, intuitive judgments and other information. A reporting system for capturing, storing, and distributing performance reports.
10.
Review project outcomes. Using the project information management system, send out an email to the team requesting a project closure report from each of them.
Answer. Project Outcomes of our Shopping website Project –
Project should be customer centric, which can help our customers should do easy shopping which can save their time and money.
Shopping website should be secure enough to store all the customer details like phone number, address, account details, their shipping orders and other important data. It also stores project team data regarding project deadline, resources required, next tasks, which should be secured enough.
Our project should provide the easy of doing where our customer should provide a simple user interface which is easy to use and customers can easy buy the products and can get it delivered to their places in secured way.
The aim of this project is to create an application on Android Platform for buying products in existing stores.
To build like that we need to provide your application with full network support. Complete total Efficient web application that can provide online shopping Experience is the basic goal of this project.
Web app Implemented in the form of an Android application with a
web interface.
Email -
Subject - Requesting a project closure report from team members.
Body – Hello Team members,
I would like to request you all the team members of our project i.e., Shopping website that to provide a project closure report that is the final project management project deliverable of our project. We are scheduling the team meeting on Monday at 12PM AST where we will review and discuss the project closure reports and create insights of these reports which will help us to generate better project output which can satisfies the
project goals and objectives. So kindly send us your project closure report in the appropriate format so that project can execute smoothly. Closing -
Thankyou & Regards
11.
Write a project communication management evaluation report. Complete a review of the project’s information and communication processes and systems and recommend improvements for the future.
Answer. Project communication management evaluation report –
Project Name – Shopping website
Project report - Project communication management evaluation report
Date – 31
st
October 2021
How effective was the team meeting –
Team meeting was arranged virtually, which is all the meeting members were invited early on their e-mails and later they connect to the meeting through video conferencing applications i.e., Slack.
Team meeting was the productive phase of the project development where all the team members come together and discuss about the project, all try to make the project better and better so that it can achieve project goals and objectives.
Stakeholders and clients were also there in the meeting which makes the meeting more fruitful by adding their feedbacks towards the betterment of the project.
Team meeting helps the team to create new functionalities in the project which can supports the project to achieve project goals.
The involvement of the steering committee helps the team meeting to be insightful as steering committee is the head committee of the project and they provide feedback to the project which helps the team to make the final product.
The meeting has team members, project lead, project manager, steering committee which comes together to make the better project as multiple peoples involves there will be multiple ideas to accomplish the project efficiency. Discussion of the problems and recommendations for the future –
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There are many shortcomings, or the problems occurred in the project like getting/finding the resources, as many time, resources were not enough and was not get on time which causes halt to the project.
There were other problems too during the initial phase of project
development like lack of coordination of team members. As the project started there seems lack of coordination between team members which later has been resolved with the help of steering
committee. As steering committee helps the team members to manages their task and collaborate.
The future recommendation of the project is to make the project for web version too as this time the project is only available to mobile phones, but in future it can be created as the web version of it.
In coming times, i.e., In future, we can add few more new functionalities to our project like we can create a function/feature to track our product in the application, as there will be live tracking, which will help the customers to find the exact location of their product while getting it delivered.
12.
Finalise and archive project records.
Review the Project Management Policy and Procedures and follow the procedure for finalising and archiving project records.
Answer. While creating a project, proper project management planning is needed to make the project development smooth so that the final product can meet with the client expectations and project goals and objectives too. Project management planning involves five major procedures to do. Those steps are as follows –
Creating Project Scope - The first step is to create a scope and summary statement for your project. Creating an outline and scope is usually the first step in creating technical documentation and specifications. Of course, documentation changes within the scope of project development, but it was originally created by stakeholders and project managers. The first step also includes developing the project's goals and objectives and the business rationale for the project. This is actually the basis for all future work.
Organize the Project Deliverables - Work results need to be prepared to implement project ideas effectively and quickly. Similarly, deliverable creations are part of the WBS, which is a breakdown of project work. The manager is the person who builds the WBS according to the customer's requirements and should cover tasks that are divided into project scope, project tasks, and
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simpler subtasks. This method helps us build our project step by step. Therefore, we need a WBS as our project roadmap.
Know the project dependencies - After associating various parts
of the project with the WBS, create a to-do list for each subtask. At this point, many managers often ignore dependencies, which can create bottlenecks in your project. To avoid bottlenecks, we should plan our tasks considering their dependencies on other tasks and subtasks. It's important to know if there are any subtasks that need to be completed before other tasks, or at least start. With this knowledge, we can easily create a smooth workflow. The project manager is responsible for defining the dependencies in the WBS and ensuring that these dependencies are considered when planning work.
Creating Project Timeline -
A Gantt chart is a very useful tool when planning achievements and dependencies. A Gantt chart allows us to plan your time and tasks and see the status of our project at any given time. Gantt charts are usually created in Excel, but we can usually use whatever method we feel is appropriate. The
main idea is to be specific enough to bring the plan closer to the project requirements so that all dependencies are taken into account when planning these steps.
Plan the Project Budget -
Needless to say, before we start a project, we need to estimate the total cost we can afford. Ideally, we'll need multiple quotes, depending on the timeline and features added to our various projects. perspective. Potentially, this makes our budget more realistic and helps us determine what we want and
what we need to do.
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