Project Initiation

Value: 15%
Due date: 25-Apr-2016
Return date: 17-May-2016
Submission method options
Alternative submission method
Task
Various tasks as outlined below after the case background.

Case Background
Willow brook School is a small, private school in the Midwest United States. As an independent
systems analyst, you work as an IT consultant, specializing in developing IT solutions for small
businesses. You have been contacted by the director, Victoria Owens, to discuss the possibility of
setting up an information system to handle some of the schools administrative and financial tasks.
You agree to meet with Victoria and the principal, Kathy Gilliard next week to discuss the schools
need for an information system.
Victoria explains her role as the executive director of the school. She administers the activities of the
school in accordance with the mission, vision, and policies established by the Board of Directors. She
supports the educational staff and oversees the financial, payroll, and human resources functions for
the school. Susan Brown is the vice principal. She is responsible for the after-care program. Michelle
Madrid is the administrative assistant reporting to Victoria. There are six part-time after-care teachers,
three for the pre-school/kindergarten group, and three for the primary grades. After-care teachers
report to Susan Brown. The following activities are undertaken by the school, Admission, Enrolment,
Attendance management, Accounts, Transport Management and the Library Database. The school
also supports the local charity by selling artefacts and toys made by the students and maintains an
online website where people can buy and look at the new toys and crafts made by the students, which
is user friendly and has images of the artefacts, toys and crafts. Willowbrook school being a small
private school is looking to expand and develop into one of the niche school with a unique selling
proposition of having few number of students per class. Use of technology and providing IPADS to
students and eliminate the need of notebooks. Michelle, the administrative assistant, in particular is
feeling the strain of the increased workload associated with the rapid growth in the student population.
The system that she has been using, of spreadsheets and word processing documents, worked well
when enrolments were smaller, but now the amount of time spent copying information from one place
to another is daunting, and the possibility of errors is increasing. An information system is necessary
to cope with the growing administrative workload.
Based on your initial conversation and the work that you prepared, you begin planning to conduct a
preliminary investigation. You call Victoria and discuss with her the strategic plan for the school
including its mission and vision. You explain to her that planning IT systems and projects requires a
similar approach to strategic planning as the school likely took when it initially created its mission,
vision, and strategic plan. She begins to ask you questions about the next steps for developing the
information system. After discussions it is decided that school would invest $80000.00 and 3 months
for developing this system. You have also decided to consider taking inputs on this projects from PWC
and Co. PWC and Co have been in the field of administration system for years and have expertise in
doing administrative activities for schools and colleges.
Task 1: SWOT ANALSIS 10 marks
Conduct SWOT analysis giving 5 points each for S, W,O,T as per descriptions below to help project
managers.
Task 2: Prepare Project Charter as per below template 5 marks per topic 30 marks
Template for Project Charter
Basic details Including: Title of the project, Name and email of the Project Manager(yourself),
Duration of the project, and High level budget

Project Objectives

Clear, concise reasoning for why the project is being performed

Clear, concise definition of what the projects activities will entail

Brief description of primary deliverable(s)

Clear description of the projects behefits to the organisation

Recognition and description of any limits that the project will not cover and address

Acceptance Criteria

Identification of specific factors against which the project can be compared to determine
success/failure

Identification of specific deliverables not only for class, but for the project as a whole

Agency-specific deliverables

Inclusion of due dates for the deliverables

Clear identification of milestone and milestone exit points

Factors should include a specific metrical comparison

Assumptions and Constraints

Any assumptions made during the course of the project

List of constraints that entail the limitations that are required to be addressed

Stakeholder List

Complete list of stakeholders including the sponsor, PM, executive members and few
important members that are required to contribute to high level decisions

Lessons Learned

Identification of pitfalls to be avoided, based on the students past experience

Evidence of thought as to what can and cannot affect the project in terms of how the project
will run

Charter Sign off

make sure all the stakeholders have signed off the project charter document making
comments on this project.

Task 3: Prepare Communications Plan as per the template given- 20 marks

Communication Plan Template
Plan purpose A brief description of why and how the communication plan was developed, and an
overview of the overall team communication philosophy. Also states types of communications
planned, for lateral, downward, and upward communication.
Identification of stakeholders The who in the project that requires information, (i.e. team
members, project sponsor, class professor, etc.) and also the responsible parties to receive and/or
communicate information.
Information to be shared The what in terms of project information communication. Describes
types of information that the team uses to communicate amongst its own team members, and also to
the agency sponsor and the class professor.
Frequency of information exchange The when describes how often communications will be held
(i.e. daily, weekly, monthly, as needed, etc.)
Location of information exchange The where states the location of the meeting or other
interactions
Purpose of communication The why description assures that communications are held
effectively.
Mechanism for communication The how describes the media for communication (i.e. physical
meeting, email, phone, message group, etc.)
Change management Description on how the team will handle changes in the project, whether it is
in terms of project scope, schedule, or resources. This includes how the team plans to communicate
changes as well as how the team plans to make decisions about changes.
Meeting agenda Gives a brief overview of what the team plans to accomplish in each of its
meetings, how it documents goals and objectives for meetings, and defines and assigns actions for
the team to accomplish project objectives.
Length, format, references and writing style - 5 marks
Rationale
This assessment task covers first five topics and has been designed to ensure that you are engaging
with the subject content on a regular basis. More specifically it seeks to assess your ability to:

Identify the responsibilities of a Project manager when participating in a real world project;

Define the role of management in projects, particularly from the view point of the practitioner
as a member of the project team;

Apply project management skills, methods, techniques and tools to a real world problem
typical of a project manager;

Explain areas of knowledge relevant to project management; and

Discuss the many problems facing the project manager and to note the "best practices" being
utilised in order to produce effective, efficient and quality projects on time and within budget

Marking criteria
SWOT Analysis

Strengths what the organization currently has the capability to do well.

Weaknesses areas in which the organization is not competitive.

Opportunities possible things a project team can do for additional success.

Threats areas where outside competition may limit effectiveness.

Each of these provides insight into the possible choices of projects as well as how to
structure each to capitalize on strengths and opportunities and to avoid or overcome
weaknesses and threats.

Project Charter
The criteria on the following page pertain to the charter. The PMPs judge each component on a fivepoint scale.

Criteria
Task1 SWOTStrength (5
marks)

STANDARDS
FL
P
C
Weak attempt at Some attempt at Average attempt at
strengths of the strengths of the strengths of the
chosen
chosen
chosen
organisation, 1-2 organisation, 2-3 organisation, 3-4
points given
points given
points given

D
Good attempt at
strengths of the
chosen organisation,
all 4-5 points given

Task 1 SWOTweakness (5
marks)

Weak attempt at
weaknesses of the
chosen
organisation, 1-2
points given

Some attempt at
weaknesses of the
chosen
organisation, 2-3
points given

Average attempt at
weaknesses of the
chosen
organisation, 3-4
points given

Good attempt at
weaknesses of the
chosen organisation,
all 4-5 points given

Task1 SWOTOpportunity (5
marks)

Weak attempt at
opportunity of the
chosen
organisation, 1-2
points given

Some attempt at
opportunity of the
chosen
organisation, 2-3
points given

Average attempt at
opportunity of the
chosen
organisation, 3-4
points given

Good attempt at
opportunity of the
chosen organisation,
all 4-5 points given

Task1 SWOTThreats (5
marks)

Weak attempt at
threats of the
chosen
organisation, 1-2
points given

Some attempt at
threats of the
chosen
organisation, 2-3
points given

Average attempt at
threats of the
chosen
organisation, 3-4
points given

Good attempt at
threats of the chosen
organisation, all 4-5
points given

Task 2 Project Not Considered

Charter :Project
Objectives (5
marks)

Objectives are
defined but
unclear.

Objectives are
Objectives are
defined but do not defined and limited
cover business
to business need.
need.

Task 2 Project
Charter
Acceptance
Criteria (5
marks)

Check-list is
defined but
unclear

Check-list criteria Check-list criteria

are defined but do are defined with
not cover signoff signoff process
process

Not Considered

HD
Excellent attempt
at strengths of the
chosen
organisation, all 5
points relevant to
the case study
given
Excellent attempt
at weaknesses of
the chosen
organisation, all 5
points relevant to
the case study
given
Excellent attempt
at opportunity of
the chosen
organisation, all 5
points relevant to
the case study
given
Excellent attempt
at threats of the
chosen
organisation, all 5
points relevant to
the case study
given
Objectives are
defined including
need, ROI, benefits
to stakeholders and
success factors.
Check-list criteria
are defined with
signoff process
including template/
forms/approvals.

Task 2 Project Not Considered

Charter
Constraints /
Assumptions (5
marks)
Task 2 Project Not Considered
Charter
-Stakeholder list
(5 marks)

Task 2 Project Not Considered

Charter
-Charter Signoff
(5 marks)
Task 2 Project Not Considered
Charter- Lessons
learned (5
marks)

Task 3Not Considered

Communication
Plan: Purpose $
Team Meetings
Agenda (5
marks+)
Task
Not Considered
3- Communicatio
n Plan (5 marks)
(Who, What and
When,)

Task
Not Considered
3- Communicatio
n Plan (5 marks)
Where, Why and
How)

Task
Not Considered
3- Communicatio
n Plan Change
Management (5
marks)

Defined but
unclear.

Only Assumptions Few Assumptions

or only Constraints and Constraints are
are defined.
defined, but not
detailed enough.

Only Student
team is covered.

Student team and

Customer are
covered.

Student team,
Customer and
Sponsoring agency
are covered.

Most Assumptions
and Constraints are
defined with
required details.

Student team,
Customer,
Sponsoring agency
and other
stakeholders (e.g.
Vendors) for the
project are covered.
Defined Charter
Defined Charter
signoff process but
signoff process
unclear.
with
forma/templates /
approvals
Only considered Considered lessons In addition to past Considered lessons
personal
learned from past projects, on-going learnt / best
experiences.
projects / best
learnings from
practices and
practices.
current project have applied to project
been considered.
appropriately &
developed
contingency plan.
Defined but
Internal team
Meetings are
Meetings are
unclear.
meetings are
planned, conducted planned, conducted
planned and
followed by Minute followed by
conducted as per a of the Meetings
Minute of the
schedule.
Meetings and
Action items.
Defined but
Defined Who and Defined Who (most Defined Who (all
unclear.
What
stakeholders), What stakeholders- to
communication
and When
receive and to
will take place.
(Frequency)
communicate,
communication will When, What (all
take place.
types of
information)
communication
will take place.
Forms / Templates
are covered.
Defined but
Defined Where and Defined Where
Defined Where
unclear.
How
(location of the
(clearly and
communication
meeting or other
appropriately states
will take place.
interactions), Why the location of the
and How (method) meeting or other
communication will interactions),
take place.
Why(description),
How (i.e. physical
meeting, email,
phone, message
group, etc.)
communication
will take place.
Forms / Templates
are covered.
Escalation method Escalation method Escalation method is Escalation method
is defined but
is defined, but
defined including
is defined
unclear
without process
process
including process
documentation
documentation.
documentation &
Issue log template

Length, Format,
References and
writing style.
(5 Marks)

No references
given.

Exceed word or Exceed word or

page limit criteria page limit criteria
by over 1 page. by 1 page. Font,
Font, spacing, and spacing, or APA
citation format are format is mostly
incorrect or needs correct.
refinement.

Exceed word or
Adheres to word or
page limit criteria by page length
less than 1 page.
criteria, font,
font or spacing and spacing, and APA
APA are correct.
or similar citation
format are correct.

Requirements
Students are required to submit the range of documents describing their proposed project solution for
the above tasks.
All referencing in the project material must be in accordance with the APA style guide. A guide to the
APA style of referencing (the style now used by the Faculty of Business) is available
at:http://student.csu.edu.au/study/referencing-at-csu
Online submission via Turnitin is required for this assignment.