Project Plan Doc 1 MBA 509

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Illinois State University *

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509

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Management

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Feb 20, 2024

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Project Management Plan: Project Charter & Stakeholder Analysis Project Assignment 1: Project Charter & Stakeholder Analysis A project charter is a formal project authorization which documents the shared understanding of a project’s scope, development, and objectives, while also defining the roles and responsibilities of each party involved. Part 1: Select a project of your own that you will use throughout the duration of the course. The project you select should fit the following project criteria:  The project is a temporary endeavor with a beginning and an end; it is not an ongoing operation, process, or job activity.  The project must create a final product (a specific end-deliverable) that will benefit an end user.  The project can address a problem within the current situation and when completed, add value to the organization and its key stakeholders. Description of your Project: Setting up accounting procedures and practices for monthly closing and driver payroll for Douglass Logistics. Part 2: Complete the Project Charter on the behalf of your Project Sponsor. Use the template on the following pages. Part 3: Perform a Stakeholder Analysis (last two pages of this document) to help you establish the appropriate level of communication you should have with your stakeholders relate to their influence and interest in your project. Submit the above assignments by the due date. Below are the grading criteria. Distinguished / Outstanding 250 points Competent 175 points Below Expectations 0-125 points  Submit deliverable by due date  Complete summary of the Project Charter where all elements are thoroughly documented  Thorough Stakeholder Analysis where the details for each stakeholder are completed and it is evident that an analysis of each stakeholder’s level of power and interest towards the project was completed  Submit deliverable by due date  Created the Project Charter but not all elements were fully developed  Partial Stakeholder Analysis ; Listed the stakeholders and their expertise but did not complete the analysis of each stakeholder’s level of power and interest towards the project  Late submission with no communication to the instructor  Project Charter elements are not clear or missing  Incomplete Stakeholder Analysis 1 | P a g e

Project Management Plan: Project Charter & Stakeholder Analysis Project Charter Project Name: Accounting Procedures for Douglass Logistics Project Sponsor: Mike Deutschmann Project Manager: Aidan Hickey Date of Project Approval: September 10 th , 2023 This Project Charter serves to announce the initiation of the Accounting Procedures for Douglass Logistics. We are undertaking this project to provide consistent and efficient accounting practices for Douglass Logistics. This will make monthly closing and driver payroll easier to manage. Below is a summary of the business need, project goal, and requirements. Business Need (Purpose of the Project) This is a brief description of the overall problem(s) of the current situation. It also includes a brief description of the overall improvements in terms of how the project will add value to the current situation.  Need for a system to be put in place for the proper monthly journal entries.  Need for policies regarding the turning in of bills of lading by drivers.  Investing in the optimization of the payroll process: o Focusing more on finding solutions to bottlenecks. o Creating user-friendly methods of recording expenses, deductions, and invoices. o Removing barriers of communication between logistics and accounting. o Have better reporting for driver settlement pay. Project Objectives Summarize the project’s goals and what impact it will have to the client. KPI (Reduce/Increase by ___) Baseline Goal  Reduce the bill of lading receivable day by one day.  All bills of lading received by the end of the day on Tuesday.  To have all bills of lading be received the day prior to processing driver payroll, ensuring more efficiency.  Reduce the amount of communication channels for receiving invoices by one.  Cutting out the bottleneck of having all bills of lading and invoices scanned, then emailed to the accounting department.  Create a file folder to drop invoices, bills of lading, and other financial notes directly after scanning.  Increase productivity by creating a template for all monthly journal entries.  All journal entries having a specific template (preferably in Excel) to have a reference to.  To have a monthly Excel file that can be used as a template and reference for all journal entries.  Increase efficiency by creating a list of all accounting procedures and practices for Douglass Logistics.  All the important accounting procedures and practices are referenced on one document.  To have a word document that clearly outlines what needs to be done a daily basis, and what needs to be done monthly. 2 | P a g e

Project Management Plan: Project Charter & Stakeholder Analysis Initial Project Scope and Deliverables This is a summary of what the client is requesting from the project team. On behalf of the client, the project team will produce …  A template for recording monthly journal entries.  A system of communication between logistics and accounting personnel.  A list of accounting procedures and practices regarding driver payroll.  A written document detailing the daily activities for Douglass Logistics’ payroll.  A comprehensive list of what needs to be done to record Douglass Logistics’ financial statements accurately. Stakeholders and Project Team List the project team resources you will need to secure in order to meet the expected project objectives and deliverables. In addition, list all key stakeholders that have an interest in the success of this project. Core Project Team Members Other Stakeholders Name Role Name Role  Mike Deutschmann  Project Sponsor  Bradley Davidson  VP of Finance of UPG Enterprises  Aidan Hickey  Project Manager  Shawn Dennison  CFO of UPG Enterprises  Emma Ilukhin  Project Team Member  Jamie Martin  CEO of UPG Enterprises  Milan Davitkov  Project Advisor  Bill Douglass  Owner of UPG Enterprises  Bruce Zohfeld  Logistics Leader  Tami Nyman  Accounting Specialist for Maksteel  Darren Blakely  Logistics Advisor  Driver Manager  Gina Davidovich  Accounts Payable Manager  Rupali Roperia  Project Team Member  Gary Stamatkin  Tax Director 3 | P a g e

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Project Management Plan: Project Charter & Stakeholder Analysis Assumptions List assumptions the Project Manager is making as he/she is proposing the final deliverables. Requirements beyond the project scope that impact the overall project (i.e. schedule or budget), will need to be addressed under the Change Management process.  All financial statements from Douglass Logistics close approximately 10 days after the previous month.  Douglass Logistics will operate with 9 drivers.  All bills of lading, invoices, remittances, and other financial notes will be processed through QuickBooks.  All payments will continue to be processed through Signature Bank.  All financial statements will be approved by the controller. Constraints (In priority order) List any known project constraints the project team will face in order of priority.  Availability of logistics specialists on certain weeks.  Availability of accountants with direct knowledge of driver payroll. Risks List any potential risks to the project.  Upsetting drivers because of the changes in the system.  Breakdowns in communication resulting from the changes in the communication procedures. Milestones List key milestone dates and their target completion dates including the overall project start & completion date. Milestone Projected Due Date  Create a template of all necessary monthly journal entries.  10/1/2023  Create a quicker system for receiving bills of lading.  9/30/2023  Make a list of monthly closing procedures.  12/1/2023  Set up a document listing daily activities.  11/1/2023  Create a weekly meeting addressing any issues or concerns.  10/5/2023 Initial Budget Provide an estimated budget amount. $5,000 Aidan Hickey has been selected to lead this project. Please provide your complete cooperation to the project and to Aidan Hickey. We will discuss the Project Charter at the project’s kick-off meeting, Thank you. Mike Deutschmann This Project Charter formally authorizes the Project Manager and is sent out from the Project Sponsor or Project Selection Board. 4 | P a g e

Project Management Plan: Project Charter & Stakeholder Analysis Stakeholder Register Create a list of key stakeholders you know you will need to manage. Once you have determined their level of power and interest with the project, plot their names on the grid on the following page. Name Area of Expertise Project Role Expectations/Interest w/ Project Influence Level (Power & Interest) 1. Mike Deutschmann Accounting Controller Oversees and approves financial statements. Power: H – M - L Interest: H – M - L 3. Bruce Zohfeld Logistics VP of Logistics Keeps communication with drivers. Notifies the accounting department when major news/purchases are coming in. Power: H – M - L Interest : H – M - L 5. Darren Blakely Logistics Logistics Coordinator Deals directly with the drivers. Sends bills of lading to the accounting department for driver payroll. Power: H – M - L Interest: H – M - L 7. Emma Ilukhin Accounting Staff Accountant Gives advice on payroll, journal entries, and anything accounting-related. Power: H – M - L Interest: H – M - L 9. Milan Davitkov Accounting Staff Accountant Gives advice when needed on journal entries and invoice inputs. Power: H – M - L Interest: H – M - L 10. Rupali Roperia Accounting Accountant Sends invoices to customers to receive payments. Power: H – M - L Interest: H – M - L Complete the Stakeholder Assessment on the following page to determine the appropriate level of communication with your stakeholders. 5 | P a g e

Project Management Plan: Project Charter & Stakeholder Analysis Stakeholder Assessment (Power and Interest) Keep Satisfied (Know their Communication Preference) Mike Deutschmann Bruce Zohfeld Darren Blakely Manage Closely (Fully Engage and Satisfy Them) Monitor (Avoid Excessive Communication) Milan Davitkov Keep Informed (Consult with Them) Rupali Roperia Emma Ilukhin 6 | P a g e H Power L L H Interest

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Project Plan Doc 1 MBA 509

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