Project Problem Evaluation and Project Charter

Question: Discuss about the Project Problem ,Evaluation and Project Charter. Answer: Introduction The report is based on Jazz Co, which was established in late 70's. The owner of the company has the vision to expand their organization so that they can gain profitability and productivity in Australia and makes a competitive advantage in the marketplace. The report reflects on current state assessment of the situation of the company due to an implementation of the new system with a project charter to show the progress of their project plan. Current state assessment of Jazz Cos situation The business of Jazz Co Hair faces some issues in their operations due to lack of technological advancement. The company does not use Facebook and Twitter account to reach their customers. The vision of the company is to expand their salons around Melbourne Victoria in coming ten years. The owner of Jazz Co Hair, Jordon has the vision to introduce new technologies. Then technology requires introducing a new system to support appointments by the customers. Due to implementation of the new system, many changes occur in the business operations of Jazz Co Hair as follows: Change in business culture and process: Customer loyalty system should be used by Jazz Co Hair to build trust and honesty for the customers. The paper-based cards are replaced with an online system (Young 2013). It helps to attract more customers towards their hair cut services. In order to reduce the staffing cost, this is increasing on a yearly basis. Due to the use of a new system, there is a change in business process and culture as the customers should appoint specific type of services online using online system and mobile phone application. Change in organizational structure: Due to an implementation of new system, there is a requirement of system analyst who analyzes if the proposed system should meet their business requirements. Executives require looking at an entire business system in order to ensure all the changes are implemented to support strategies (Schwalbe 2015). Hierarchical organizational structure with strict processes requires management approval to implement the new system. Change in business and revenue model: As the customers can buy their products online at anywhere and anytime. Therefore the organization should promote and sell new hair care products to gain revenue. The cash register system should use to have payroll automated. The business model of Jazz Co is centralized by their new systems functions and decentralized by their hair cut services. Change in business capability: Income report should automatically generate on a weekly basis to monitor the income of Jazz Co Hair. The new system should have the capability to manage product order management to send a list of ordered products to high-level managers. Role of project management The project team is one of the keys to manage system implementation project. Communication and resource allocation are other key factors of the project plan to utilize time and skills (Young 2013). The project management team should be responsive to change the business requirements of Jazz Co. They have strong communication and problem solving skills. The main role is the project manager who should establish the plan with input from the vendor, system specialist and customers. Key Schedule milestones Milestone Duration Start date End date Start the project plan 3 days 8/29/2016 8/31/2016 Gathering of system requirements 12 days 9/01/2016 9/12/2016 Design of the system 15 days 9/13/2016 9/27/2016 Testing of the system 5 days 9/28/2016 9/02/2016 Implementation 10 days 9/03/2016 9/12/2016 Risk identification 9 days 9/13/2016 9/21/2016 Go and live support 6 days 9/22/2016 9/27/2016 Budget information Items Cost (in $) Project Planning 6300 Tools and equipment cost 5890 Internal production cost 9168 Standard items cost 46,17 Server 3000 Backup unit 1200 Software 10,000 Services (in-house trainer) 50,000 Design, development, and testing 95,000 Total cost of the project 185175 Project Objectives To implement an online system for making customers appointment To generate income report and payroll using cash register system To save time of the employees To keep the information system up-to-date To interact with the customers with the use of Facebook and Twitter account Main project success criteria The success criteria are as follows: The factors are involvement of the users, support from the high-level managers, and identify the system requirements and internet access in a business environment of Jazz Co Hair. Proper schedule, as well as budget estimation, is required. Technical training is given to the employees to handle the new system. Proper estimation of resources is required to implement the new system. Project Management Approach This particular project plan consists of a traditional approach that the scope and goals of the project are remaining constant until the completion date of the project plan. The project manager plans as well as requires the project resources based on their assumption. The traditional approach consists of five project phases. The phases are: Project Initiation: The project manager requires clarifying the requirements of the new system in Jazz Co Hair and its project scope. Planning and Design: Estimation of schedule and budget is required. Project team selection is made and planning for project risks (Kerzner 2013). Then, the system administrative designs the system as per the business requirements. Monitoring and Control: As the project is kicked off, the project team members start to work on deliverables of the project. The project manager requires tracking the progress, interacting with senior management (Marcelino-Sadaba et al. 2014). In order to monitor and control the project plan, collection the progress updates, check the deliverables for quality and take regular feedback from team members. Project Execution: During this phase, the project should have clear requirements and avoid project scope creep. Project Completion: At the final phase, the issues are identified, train the trainer and run a pilot (Young 2013). The project should complete with estimated time and budget. Roles and Responsibilities Stakeholders Role Respective Responsibilities Project Manager The manager ensures that the project should complete on time and budget. The project objectives are met and hire project people to achieve a set of specific objectives (Eskerod and Jepsen 2013). System Administrator The person is responsible for setting up and maintaining the system. Monitoring of system performance and create backup policy are required. IT Consultant The person works in partnership with clients to meet business objectives (Whitaker 2016). Overcome with problems and improve the structure of IT system are the roles. Project Sponsor The project sponsor is responsible for securing spending and resources for the project. The person collects funds for the project. System Analyst The person is responsible for the development of hardware and software solutions. Interacts with the customer to identify problems, give a solution to it and implement the new system (Schwalbe 2015). Risk Officer The person can manage the implementation of aspects of risk functions, development of risk policies and monitor the risk issues. Sign-off Stakeholder Signature Project Manager System Administrator IT Consultant Project Sponsor System Analyst Risk Officer Conclusion It is concluded that the project manager handles the plan efficiently so that Jazz Co Hair should meet with their future vision to expand their business in coming ten years. The business also plans to reduce their staffing cost and innovating new technological and online system for the customers. The project charter completes with proper monitoring and controlling techniques. All the components are captured correctly. References Eskerod, P. and Jepsen, A.L., 2013.Project stakeholder management. Gower Publishing, Ltd.. Kerzner, H.R., 2013.Project management: a systems approach to planning, scheduling, and controlling. John Wiley Sons. Marcelino-Sdaba, S., Prez-Ezcurdia, A., Lazcano, A.M.E. and Villanueva, P., 2014. Project risk management methodology for small firms.International Journal of Project Management,32(2), pp.327-340. Schwalbe, K., 2015.Information technology project management. Cengage Learning. Whitaker, S., 2016. Stakeholder Management. InPass the PMP Exam(pp. 445-474). Apress. Young, T.L., 2013.Successful project management(Vol. 52). Kogan Page Publishers.