PROJECT APPROVAL

The project has been approved and authorised by the senior leadership committee. Below is a copy of the Project Management Plan Approvals Signatures Form PROJECT MANAGEMENT PLAN APPROVAL SIGNATURES FORM Project Name: E-Commerce Website

Date: April 12, 2011 Project Manager: David Rose Approvals: Robert Matalon Chief Executive Officer David Rose Project Manager Mark Green VP, Sales & Marketing Marcia Brown Director of Finance Isaiah Solomon Project Sponsor (VP, Operations) Shawn Williams User Management Audrey Freeman Client Relations Manager

The above signatures represent agreement with the attached plan including agreement with the activities, the risks, the effort and the cost of the associated project.

Project Overview
Horizons Pharmaceutical Distribution Company is a medium-sized organization that has the potential for growth. The management of the company believes that the company can expand by retaining the present customers and attracting new customers. Research has shown that a websites are beneficial to organizations and many organizations have rapidly increase sales through this medium. The management of Horizons Pharmaceutical Distribution Company have given its approval for the development of an e-commerce website. The goal of the project as mentioned in the Project Charter is to develop and provide, in a timely manner, an e-commerce website that will allow customers to purchasing our products online. The website will also facilitate the updates by sales staff. The aim is to fully inform and motivate visitors to the site and thus converting them into customers.

PROJECT ORGANIZATION
Executive Sponsor Robert Matalon

Project Sponsor Isaiah Solomon

Project Manager David Rose Website Designer Tamara Gor n Database Developer Maxine McKay

Web Consultant Dwight Thomas Programmer Kevin Richards

Graphic Designer Kerry Foster

Data Entry Clerk Kahim Jones

IT Technician Henry Samuels

WORK TO BE PERFORMED The project will be undertaken in different phases. Each stage is as important as the next. A description of the tasks that are to be undertaken in each phase is outlined below. 1. a. Initiation. Collect information on the organization.

This task will enable the designers to achieve the following: Understand the organizations goals and dreams Understand how the web site can be utilized to help to achieve those goals. Know about the target audience It will involve: Asking a lot of questions Obtaining copies of company documents such as reports, brochures, organization chart, photographs b. Research websites of similar organizations.

This is not to copy from other websites, but rather to get an understanding of the benefits that have been gained by these organizations through their websites. It is also important to find out if there are things in those websites that impact negatively on those organizations, so that such things can be avoided by our team. c. Collect details about the companys design preferences. This will involve: Allowing stakeholders in the organization to view similar websites Allowing company stakeholders to give their ideas on what they desire in terms of colour, layout, text, graphics etc Finding about the desired/most suitable content for the site 2. Planning

During this phase the following will be achieved: Allow communication between the company stakeholders and the designers to ensure that the final web site will match their needs and taste. Helping the company to decide what technologies should be implemented.

The following tasks will be done: a. Develop template This is a layout of the design. It will show how the content, products, other information and other features will be displayed online.

b. Develop site map or hierarchy chart This is a list of all main topic areas of the site, as well as sub-topics. This serves as a guide as to what content will be on the site, and is essential to developing a consistent, easy to understand navigational system. The organizations customers must be kept in mind when designing the site. A good user interface creates an easy to navigate web site. c. Digitize the photographs and find other images This is simply transforming the hardcopy, physical photographs and other images into softcopy. 3. Execution/Controlling Both execution and control work together. Execution involves doing the actual work on the website according to the tasks planned and control involves the comparison of the actual performance with the planned performance and taking appropriate corrective action to get the desired output. The tasks involved in this phase are: a. Create individual web pages b. Testing the pages and web site c. Implementing website on companys web server d. Getting user feedback e. Incorporating changes f. Create training manual g. Train company staff 4. Closure This involves winding-down the project by releasing staff, handing over deliverables to the customer and completing a post implementation review. The tasks that will be done at this stage include: a. b. Reviewing the project Crash testing website

Horizon Pharmaceutical E-commerce Website

1. Initiation 2. Planning 3. Execution/Controlling 4. Closure

1.1. Collect organizational information

2.1 Develop template

3.1 Create individual web pages

4.1 Include project review

1.2 Research Websites

2.2 Develop site map or hierarchy chart

3.2 Test pages and web site

4.2 Crash test website

1.3 Collect details about companys design preferences

2.3. Digitize the photographs and find other images

3.3 Implement website on companys web server

3.4 Get user feedback

3.5 Incorporate changes

3.6 Create training manual

3.7 Train company staff

MILESTONE LIST Milestone Project initiation completed System development completed System implemented System tested, project closed Start Date Friday, April 15, 2011 Thursday, April 28, 2011 Tuesday, June 21, 2011 Thursday, August 4, 2011 End Date Wednesday, April 27, 2011 Monday, June 20, 2011 Wednesday, August 3, 2011 Friday, August 4, 2011

ACTIVITY LIST Activity Activity No. Name 1.1 Collect Information Activity Name Description Collect information on the organization in hardcopy and digital form. Collect detailed information about the companys design preferences Research websites of similar organizations Develop a template for the company to review Create a site map or hierarchy showing the flow of web pages Digitize the photographs and find other images for the web page Create individual web pages for the site. Test the pages and the web site Implement the websites on the No. Start of Date Days 4 April 15 Dependency Milestone

1.2

Company preference

April 27

1.3

Research websites Develop template Create site map

April 21 April 28 May 12 1.2

Project initiation completed

2.1

10

2.2

2.3

Digitize

May 13

1.3

System development completed

3.1

Create web pages Test pages Implement

21

May 16 July 29 June14

1.2, 2.2, 2.3

3.2 3.3

2 1

3.1

10

Activity Activity No. Name

3.4 3.5 3.6

User feedback Changes Training material

3.7

Train staff

4.1

Review project

5.3

Crash test

Activity Name Description companys web server Get user feedback Incorporate changes Create training material for the company on how to update the web Train the companys staff on updating the web pages Include project review that will that will be recurring over the life of the project Crash test the website

No. Start of Date Days 5 5 5 June 15 June 22 June 29

Dependency

Milestone

3.2 3.3

10

July 6

3.6

System implemented

July 20 3.3

August 3,3 2

System tested, project closed

11

Budget
Task Project Initiation Phase Collect information on the organisation in hardcopy and digital form (brochures, reports, organisation charts, photographs, and so on) Research web sites of similar organisations Collect detailed information about the companys design preferences and access to space on a web server Project Development Phase Develop a template for the company to review (background colour for all pages, position of navigation buttons, layout of text and images, typography, including basic text font and display type and so on). Create a site map or hierarchy chart showing the flow of web pages Digitise the photographs and find other images for the web pages Create the individual web pages for the site Test the pages and the site Implementation Phase Implement the web site on the companys web server Get user feedback Incorporate changes Create training materials for the company on how to update the web pages Train the companys staff on updating the web pages System testing & Closure Project review (will be recurring over the life of the project) Crash test the web site GRAND TOTAL Cost per task J$3,200.00 J$3,200.00 J$800.00 J$7,200.00 J$6,400.00 Total Cost

J$3,200.00 J$640.00 J$13,440.00 J$640.00 J$24,320.00 J$640.00 J$4,000.00 J$6,400.00 J$4,800.00 J$9,600.00 J$25,440.00 J$2,240.00 J$2,240.00 J$4,480.00

J$61,440.00

12

Quality Management Plan

Purpose Quality Management Plan enables the documentation of quality systems of the Ecommerce Project. These quality systems include the organizational structure, responsibilities, procedures, processes, and resources needed to implement quality management for the project. A project of this type requires careful project quality planning, quality assurance and quality control. Project Quality The project scope/activities have been clearly defined (in the Work to be Performed section of the Project Plan). Any change to project scope will be made through the standard change control process. Project schedules have been prepared for the Initiation, Development, Implementation and Testing phases have been developed using MS Project 2003. This will be baselined upon review and approval by the Project Sponsor and the Project Manager. Processes have been implemented to ensure the project team will meet target dates, or as necessary, revised dates are established. Project Budget A project budget was developed as part of the plan with several performance objectives defined as in terms of cost. Status Meetings Ongoing regularly scheduled status meetings will be held by the Project Managers and his team to discuss project progress, milestones, deliverable completions, costs, staffing, earned value reporting, issues and risk factors. These meetings are held weekly, with more frequent informal meetings held as necessary. Monthly Meetings Monthly meetings are held with the Senior Leadership Committee to discuss project progress, answer questions, identify issues and concerns. Quality Assurance Quality will be a primary consideration during each meeting. The project team believes that the stability of project quality will remain constant. Quality Control Quality has been identified as a set of processes that occur throughout the project. The project management team will continue to emphasize the importance of quality as a consistent activity rather than a final check. It is expected that product quality will be built in from the beginning rather than as an afterthought. Pre-launch Checklist A pre-launch checklist has been developed. 2

The pre-launch checklists below ensure accuracy and accountability by requiring names and dates, not just checkmarks. Dates also indicate which elements need to be rechecked if changes have been made. This should give the assurance that nothing is missing. The items in each list can be completed in any order, but the lists themselves are organized chronologically: before, immediately after and long after launch. Not every item may be appropriate. (See appendix A)

Communications Management Plan

Purpose Communications Management Plan documents the methods required to ensure timely and appropriate generation, collection, dissemination, storage, and ultimate disposition of project information. It is intended for the internal use of the E-Commerce project team with the expressed purpose of controlling communications in the administration of project team efforts. It is also intended to be used as a guide to communicating with Leadership Committee. Channels of Project Communications 1. Project Team Roster The roster will include team members contact information: Name Address Work telephone, pager, cell phone E-mail address 2. Face to face Meetings These are necessary and appropriate. Meetings will be held between the Leadership Committee and the Project Team and also among the team members. These will be between project team members. Team meetings are to be held at least every two weeks (or as necessary). Other meetings are to be held once per month. 3. Telephone Use of telephones is encouraged where geographic location makes direct, faceto face meetings impossible. Teleconferencing is a useful alternative available to the project team. 4. Other Formats All important communications should be made in an acceptable written format. Acceptable formats would include: e-mail letter memorandum