You have been asked to be the project manager for the development of an information technology (IT) project. The system to be developed will allow a large company to coordinate and maintain records of the professional development of its employees. The company has over 30,000 employeesÂ who are located inÂ four sites: Florida, Colorado, Illinois, and Texas. The system needs to allow employees to locate and schedule professional development activities that are relevant to their positions. Sophisticated search capabilities are required, and the ability to add scheduled events to the employees’ calendars is desired. The system needs to support social networking to allow employees to determine who is attending conferences and events. This will promote fostering relationships and ensure coverage of conferences that are considered of high importance.
Once an activity has been completed, employees will use the system to submit the documentation. The system should support notifications to management personnel whenever their direct reports have submitted documentation. The system should also notify employees if their deadline to complete professional-development requirements is approaching and is not yet satisfied.
Project Scope Management Plan
For the given scenario, create a project scope management plan that will detail how the project scope will be defined, managed, and controlled to prevent scope creep. The plan may also include how the scope will be communicated to all stakeholders.
After you have the project scope management plan developed, define the project scope.
Sample Answer – Information Technology Project Scope Management Plan
This project scope management plan provides the framework of scope for this project. The plan details the scope definition, management and control to prevent creep. Any communication that pertains to the project should strictly adhere to the project scope management plan as outlined.
This project is for the development of an Information Technology system that allows the company to coordinate and maintain records of over 30000 employee professional developments. This includes sophisticated search capabilities and social networking to allow employee interactions. The project shall include the design of the software, programming, coding, testing and implementation. It is anticipated that neither external resources nor any form of outsourcing shall be involved in the project.
The Project Scope Definition
This project encompasses design, programming, testing of an information technology system that will allow a large company to coordinate and maintain records of the professional development of its employees. The project deliverables include a cover of over 30000 employees located in Illinois, Texas, Colorado and Florida. The system will allow the company employees to locate and schedule professional developments that are important for their positions. Moreover, the system will include sophisticated search capabilities that will enable the employees to schedule events to their calendars.
The other deliverables include support for social networking, to foster relationships and cover conferences, and a support for notifications that will allow employees to get feedback as well as submit documentations to the relevant management.
The new information technology system will be accepted once it has been tested and found to be operational and compatible with the existing information technology infrastructure in all the departments. The project excludes maintenance, and that only internal staff and resources will be employed to its completion. In addition, the project time should not exceed 3 months, and with a budget not exceeding $500,000. The project sponsor and respect departmental heads will be responsible to provide for the support.
The success of any information technology project depends on the how the scope is communicated (Dalcher, 2015). If the project scope is under communicated, then it may lead to scope creep. The scope communication shall involve documentation of tasks and regular review of requirements. The scope definition and documentation shall involve all the relevant stakeholders, the project sponsor and the end-users. This shall ensure that the projected is effectively communicated to all the relevant stakeholders and the project team.
The effective management of the project will be achieved through subdivision of the project into individual work packages. The separate work packages shall be performed by designated members of the project team and shall not exceed 45 working hours. This will offer the project manager with the best chance to manage the project scope in an effective way, as the project team works towards completion of the system.
The subdivision of the project shall result in the creation of three phases. The first phase will involve the initial development of the system, which includes all the design work. The second phase shall involve testing, while the final phase shall involve implementation of the information system within the whole organization. However, for effective delivery of the project deliverables, each of the phases will be subdivided into smaller packages that would require between 10-40 hours of work. This will allow effective control and management of the project scope by the project manager.
How Project Scope Creep will be Controlled
According to (Mirza, Pourzolfaghar, & Shahnazari, 2013), any variations that are likely to alter the project deliverables will case project to creep. In order to control scope creep in the project, the information system shall be under the control of the project manager, who will work together with the project team. With the directions of the project manager, the project team will ensure that only those tasks described in the work breakdown structure are performed. Additionally, the project team will generate the deliverables for each defined work breakdown structure.
Finally, the project manager will oversee and manage the processes during the project progress to ensure that the scope control process is adhered to. Any changes in the project will be forwarded only to the project many for determination on whether they are within the project intent or not. The project manager will then make recommendation after reviewing the proposed changes.
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