Team x

Revised Project Management Plan

Project Name:

Video Delivery

Client Organisation:

Video Game 2U

Project Start Date: 10/10/11

Project Finish Date: 21/09/12

Project Manager: Belinda Love

blove@email.net

xxxxxxxx

Team:

acotton@email.net
sguston@email.net
cgroworld@email.net
rknocks@email.net

xxxxxxxx
xxxxxxxx
xxxxxxxx
xxxxxxxx

Andy Cotton
Sandy Guston
Carrin Groworld
Robin Knocks

Table of Contents
Table of Contents ................................................................................................................................. 2
Executive Summary .......................................................................................................................... 3
1.0 Project Objectives ....................................................................................................................... 4
1.1 Approach .................................................................................................................................. 4
1.2 Roles and Responsibilities .................................................................................................... 4
2.0 Stake Holders .............................................................................................................................. 5
3.0 Scope Statement......................................................................................................................... 5
4.0 Organisational Chart .................................................................................................................. 6
5.0 Milestone Report ......................................................................................................................... 6
6.0 Work Breakdown Structure ....................................................................................................... 7
7.0 Gantt Chart .................................................................................................................................. 8
8.0 Network Diagram ........................................................................................................................ 9
9.0 Risk Management ..................................................................................................................... 11
9.1 Risk Register ......................................................................................................................... 11
9.2 Probability Impact Matrix ..................................................................................................... 18
9.3 Responsibility Assignment Matrix ...................................................................................... 18
10.0 Revised Budget....................................................................................................................... 19
10.1 Budget Summary ................................................................................................................ 19
10.2 Detailed Budget .................................................................................................................. 19
10.3 Resource Work Summary Report .................................................................................... 20
10.4 Resource Graphs ............................................................................................................... 21
11.0 Change Request From........................................................................................................... 27
11.1 Change Request Process ................................................................................................. 28
12.0 Lessons Learned Report ....................................................................................................... 29

Executive Summary
This Project Management Plan has been created by 'Team Two' project group, to
develop a Web-Based system for customers to rent video games, for Video Game 2U.
This system is designed for users to rent video games on a monthly basis For
example, a customer might pay a monthly fee and then be able to order several video
games over the Internet, receive the games via express mail, return those games via
express mail, and keep receiving additional games. The system is estimated to bring in
$1million the year after completion and $2million the following two years.
The following document contains the project plan for the Video Delivery system that
includes the projects objectives, relevant stakeholders and their contact information, the
projects scope statement, the work break down structure of the project, potential risks that
the project may encounter and the budget that the project is going to follow.

Sponsor Details:
Lori White
VP, Marketing
04 1001 666 123
loriwhite@email.net

1.0 Project Objectives

Develop and produce a web based service that allows customers to rent video games. The
system must include several important features, such as the main focus on sports and
educational games. Payment options should not be limited to credit cards, support multiple
consoles, other than just PC, to send the games via express mail and be available in
multiple different languages.

1.1 Approach
1. Team 2 will gather information on task that is given and document then provide
the report for reviewing by sponsor
2. Requirements will be looked at, and appropriate documentation will be finalised
for project start
3. Budgets will be finalised before any purchasing or large payments are made
4. Major design brief will be developed and finalised, allowing room for changes
5. While software is implemented, user testing, server testing, payment system
tests and general integration tests will be performed
6. Meeting with sponsor to address the systems progress, to check the project is
on the correct path and meets sponsors standards and standards by the P.M.P
are met
7. Finalisation of project before closing, last minute changes and/or testing

1.2 Roles and Responsibilities

Belinda Love

Project Manager

blove@email.net
0000111222

Sandy Guston

Financial Advisor

sguston@email.net
0000111222

Robin Knocks

IT Professional

rknocks@email.net
0000111222

Andy Cotton

Marketing Specialist

acotton@email.net
0000111222

Carrin Groworld

Web Master

cgroworld@email.net
0000111222

2.0 Stake Holders

Lori White

Julie & ECF

Team 2

ABC Corp

Organisation

Video Game Delivery Educational

Consulting Firm

Project Management Web Application

Team
Provider

Role in Project

Sponsor of project

Determining user
requirements

Delivering the
complete package

Providing a web
application for the
project

Level of
Interest

High

Medium-Low

High

Medium

Level of
Influence

High

Medium-Low

Medium

Medium

Suggestions
on Managing
Relationship

Maintain good
communication and
offer update on
deliverables when
able

Make sure to update

on how the help
provided is being
used

Good communication
and checking in with
team members on a
daily basis

Open dialogue with

company as
application is
implemented

3.0 Scope Statement

Description:
The Project aim and goal is to create a web-based service that allows customers to
rent video games via the internet on a monthly basis. Certain and varying types of
fees would apply per different game that is offered and able to order several
different games at a time.
Games would mainly; the main focus for game themes will be sports and
educational games. Allowing access to all platforms. The games would be delivered
via express mail and returned in the same fashion.
The systems design will allow for international marketing, access to multiple
languages and offer great user-friendly options. Highlighting the importance of a
search function, able to track the delivery of the rental items as well as the
referrals/advertisements and offer more than just online payment options, keeping a
dynamic memory of customer rental patterns.
The project is assumed to take twelve months to complete with a total budget of
$500,000 with the potential to earn $1M in the first year.

Characteristics and Requirements:

Web-site must focus on games designed for education and sports

Games must be available on different platforms, not just PC
A detailed but simple searching feature with multiple options
There must be options for user input on the games featured
Language features for countries other than English
ABC Corp will be developing the Web-Based application
Julie and colleagues from the educational consulting firm will be aiding in

determining user requirements

Project Acceptance Criteria

A project is assumed to take 12 months to complete

The project is expected to cost $500,000
Monthly costs are expected to be around $50,000 and increase to $60,000 the
following
The payment system must have more than one working method of payment
The method these games will be delivered, is by express mail delivery and return

4.0 Organisational Chart

(TBA)

5.0 Milestone Report

Prepared by: Andy Cotton

Milestone
Finalize
Project
Charter
Close
Initiating
Phase
Sign off
team
contract
Client sign
off scope
statement
Finalize
Gantt Chart
Close
Planning
Phase
Resources
ordered
3.3.5
Search
Engine
Close
Executing
Phase
Close
Project

Scheduled
Completion Date

Date: 24/10/11

Status

Responsible

Fri 18/11/11

Incomplete

Belinda Love

Fri 2/12/11

Incomplete

Team 2

Fri 9/12/11

Incomplete

Team 2

Fri 9/12/11

Incomplete

Belinda Love

Fri 3/02/12

Incomplete

Robin Knocks

Fri 10/02/12

Incomplete

Team 2

Fri 9/03/12

Incomplete

Mary Knowls

Fri 6/04/12

Incomplete

Carrin Groworld

Fri 20/07/12

Incomplete

Team 2

Fri 14/09/12

Incomplete

Team 2

Issues/Comments

6.0 Work Breakdown Structure

7.0 Gantt Chart

8.0 Network Diagram

9.0 Risk Management

9.1 Risk Register
No.
Rank

R001
1

Risk

Going over the estimated budget ($500 000)

Description

Real cost of the games delivery project exceeding initial budget

Category

financial risk

Root Cause

Inaccuracies in initial budget

Triggers

cost overrun(s)

Risk Response

Develop accurate budget estimates by seeking out reliable sources. Belinda to review
the budget periodically & request additional funding when required

Risk Owner

Belinda Love

Probability

High

Impact

High

Status

February 2012: Software customisation to cost $100,000 over initial budget. Funding
approved by senior management.
At close of project: Final cost for system was $120,000 over initial budget ($20,000
over revised budget).

No.
Rank

R002
2

Risk

Disagreement between team members

Description

There may be conflict in regards to the team's approach to completing each task

Category

people risk

Root Cause

Differences in expertise and work ethic amongst team members

Triggers

Lack of team morale, wasted time, time overruns

Risk Response

Team members to raise any issues with Belinda. Belinda to mediate any conflict and
find a solution

Risk Owner
Probability
Impact
Status

Belinda Love
Medium
High
February 2012: Purchasing specialist Ryan replaced by Mary due to disagreement
about suppliers

No.
Rank

R003
3

Risk

Project going overtime (over 12 months)

Description

Date of closing project (21/09/12) exceeded

Category

market risk

Root Cause

Unrealistic / inaccurate schedule

Triggers

Deadlines being missed. Starting of tasks delayed

Risk Response

Develop an accurate schedule. Identify the critical path. Team to assess progress and
identify schedule delays. Client to be consulted on requests for more time allocated to
the project

Risk Owner

Belinda Love, Team 2

Probability

Medium

Impact

High

Status
Project completed on schedule. Functionality limited to ensure timely completion

No.
Rank
Risk

R004
4
Inaccurate functionality of the web application

Description

The final product may contain errors that inhibit usability or render the application
useless

Category

technology risk

Root Cause

Script errors, bugs, server crashes

Triggers

User complaints

Risk Response

User testing (30/04/12 - 08/06/12). Checking of errors. Back up power for server.
Belinda to consult client on what downtime will result from errors present at launch

Risk Owner
Probability
Impact
Status

Carrin Groworld, Robin Knocks

Medium
High

No.
Rank
Risk

R005
5
Achievement of the projected NPC, ROI and Payback estimates

Description

Lower returns on investment than forecast

Category

financial risk

Root Cause

NPC, ROI and payback estimate inaccurate. Unforeseen change in global financial
environment

Triggers

Project missing projected forecasts. Lower investor confidence.

Risk Response

Sean to report on financial performance of project on a regular basis. Belinda to

consult with client to assess project performance

Risk Owner

Sandy Guston

Probability

Medium

Impact

High

Status

No.
Rank

R006
6

Risk

Lack of communication between team members

Description

There is a risk that communication amongst the project team is poor.

Category

people risk

Root Cause

Poor comm skills / lack of clear comm channel

Triggers

Team members unaware of proj updates / missing meetings & milestones

Risk Response

Beau to establish clear channel of communication. Team to be informed that it is each

member's responsibility to ensure contact details are correct

Risk Owner

Belinda Love

Probability

Low

Impact

High

Status
Accurate team contact details provided. Good attendance to meetings

No.
Rank
Risk

R007
7
Dispute with the client

Description

Dispute with Video Game Delivery may include issues involving budget, time & quality
constraints

Category

people risk

Root Cause

Changes made to project w/o prior consent by Video Game Delivery

Triggers

Lack of client confidence, wasted time, time overruns

Risk Response

Client to sign off project scope statement. Lori to be kept informed on project status.
Belinda to call meeting with Lori when project updates need to be discussed

Risk Owner

Belinda Love

Probability

Low

Impact

High

Status

No.
Rank

R008
8

Risk

Lack of user involvement

Description

Little or no consultation with end user

Category

structure/process risk

Root Cause

Poorly planned testing regime of the web application

Triggers

Little or no user feedback

Risk Response

Web application testing period 30/04/12 - 08/06/12 to be worked towards and adhered
to. Feedback to be communicated to Belinda

Risk Owner

Carrin Groworld, Robin Knocks

Probability

Low

Impact

High

Status

No.
Rank
Risk

R009
9
Lack of support from executive management

Description

A risk to project failure is inadequate support from Lori and the executive management
of Video Game Delivery

Category

structure/process risk

Root Cause

Lack of communication and/or mistrust between exec management and proj manager

Triggers

Hostile communications between management. Rejected requests for funding/time

extensions. Generally poor outlook for project completion

Risk Response

Belinda to maintain communication with Lori (sponsor) regarding project status. Team
to work in a professional manner

Risk Owner

Belinda Love, Team 2

Probability

Low

Impact

High

Status
Considerable degree of support from executive management. Additional funding
approved and a follow-up project to be proposed

No.
Rank
Risk

R010
10
Product quality not meeting client needs

Description

Video Game Delivery may be dissatisfied with the quality of the web application

Category

market risk

Root Cause

Quality metrics undefined

Triggers

Client showing dissatisfaction with web-application at project completion

Risk Response

Requirements to be signed and understood by client. Belinda to negotiate with client if

further time and funds are required to meet client needs

Risk Owner

Belinda Love, Team 2

Probability

Low

Impact

High

Status
Pending response from final project presentation. It is hoped top management will be
satisfied with the minimum functionality of the web application

No.
Rank

R011
11

Risk

Unforeseen risk

Description

Any circumstances that could not have been foreseen (for example a natural disaster)

Category

environmental risk

Root Cause

Unknown

Triggers

Project disruption. Compromised safety of staff

Risk Response

Depending on severity, Belinda to discuss with client suitable delay period for
recommencing project. All staff to be made aware of local emergency procedures.

Risk Owner

Belinda Love, Team 2

Probability

Low

Impact

High

Status

No.
Rank
Risk

R012
12
Technical incompetency of the staff

Description

Team members not qualified to do the technical work

Category

people risk

Root Cause

Hiring of staff that are not qualified for the task

Triggers

Lack of professionalism. Inefficient completion of deliverables. Lower staff morale

Risk Response

Project manager (Belinda) to hand picks project team. Skills required by staff to be
communicated to outsourced services

Risk Owner

Belinda Love

Probability

Low

Impact

High

Status
Belinda hand-picked project team, negating this risk amongst the team

No.
Rank
Risk

R013
13
No accessibility to hardware and software at proper time

Description

Scheduling conflict in regards to team member access to project resources

Category

technology risk

Root Cause

Miscommunication b/w team members. Schedule clashes

Triggers

Conflict amongst team members

Risk Response

Team members to coordinate with each other to ensure each has access to resources
at the appropriate time. Belinda to mediate any conflict arising

Risk Owner

Belinda Love, Team 2

Probability

Low

Impact

Medium

Status

No.
Rank
Risk

R014
14
New technology roll out over duration of project

Description

With developments in games technology, new hardware may need to be marketed for

Category

market risk

Root Cause

Computing and games technology development

Triggers

Demand for particularly new product

Risk Response

Marketing specialists (Sandy & Andy) to keep Belinda appraised of any new technology
announcements

Risk Owner

Sandy Guston & Andy Cotton

Probability

Low

Impact

Low

Status

9.2 Probability Impact Matrix

IMPACT
Low

R013

High

R001

High

R002 R003
R004 R005

Med

R006 R007
R008 R009
R010 R011
R012

Low

9.3 Responsibility Assignment Matrix

PROBABILITY

R014

Med

10.0 Revised Budget

10.1 Budget Summary
The budget for the Video Game Delivery Project has been broken down into the three
following areas: Hardware, Labour and consulting and outsourcing. This is a revised
budget with an extra $100,000 dollars allocated to the budget.
Total hardware cost: $6,475.45
Total labour cost: $249,972.45
Total consulting and outsourcing cost: $ 363,552.10
Total cost for project: $620,000.00

10.2 Detailed Budget

Hardware Budget
Amount Allocated $6,500
Purchases
Dell
PowerEdge
T710
Uninterruptible
Power Supply
External
Information
Back up

Quantity

Description

Cost
(AU$)

Cost
Type

This server will host

the application that
1
ABC Corporation are 2,799.00 Variable
producing for this
project.
Will maintain a suply
1
648.87 Variable
of power to the server
Backs the servers
information up at an
1
3,027.58 Variable
external location
@$252.3 per month
Total Hardware costs
6,475.45
Percent of Budget
1%

We are assuming that Belinda is contracted to be paid for 1,000 hours even though he
only worked 970 hours as long as he works a minimum of 960 hours.
Staff Budget
Amount Allocated $250 000
Total
Hourly
Members
Hours
Cost
Resources
Rate
Name
Worked Type
(AU$)
(Hrs)
Project
Belinda
$80
1,000
Fixed
Manager
Love

Total Cost
(AU$)
80,000.00

Finance
I.T.
Specialist
Marketer
Web
Master
Sales
Expert

Sandy
Guston
Robin
Knocks
Andy
Cotton

$57.50

522

Fixed

30,015.00

$60.50

780

Fixed

47,190.00

$57.25

497

Fixed

28,453.25

Carrin
Groworld

$60

724

Fixed

43,440.00

Fixed

20,433.60

Mary
$52.80
387
Knowls
Total Staff Payments
Percent of Budget

$249,531.85
49.91%

Consulting and Outsourcing Budget

Amount Allocated $343,552.10
Outsourced
Purchase
Quantity
Description
Cost (AU$)
Cost Type
Company
This web based
aplication alows
Web Based
ABC
consumers to
1
265,564.10
Variable
Aplication
Corporation
hire video
games over the
internet
This company
will provide
consultation on
Education
user
Consultation
1
Consulting
98,428.60
Variable
requirements
firm
for the web
based
application
Total Consulting and Outsourcing costs
363,992.70
Percent of budget
61%
Total Expenses on project
$620,000.00

10.3 Resource Work Summary Report

(TBA)
This Graph shows how much work (hours) was done in comparison to how many hours
were available to work on the project.
ABC Corporation: 421 hours
Andy Cotton: 497 hours
Belinda Love: 970 hours

Carrin Groworld: 724 hours

Education Consulting Firm: 124 hours
Robin Knocks: 780 hours
Ryan Smith: 387 hours
Sandy Guston: 522 hours
We are assuming that Belinda was contracted to be paid for 1,000 hours even though he
only worked 970 hours in the end she has to work a minimum of 960 hours though.

10.4 Resource Graphs

Belinda Love Project Manager

Sandy Guston - Finance

Robin Knocks IT Specialist

Andy Cotton Marketer

Carrin Groworld Web Master

Mary Smith Sales Expert

11.0 Change Request From

Project Name:
Submitted By:
Severity:

Date:

Change Request Title:

Type of Change Request:

(dd/mm/yyyy)

Change Request Number:

Description of the problem:

Description of the solution to the problem:

Future impacted on the project:

Required Approval:
Name
Lon White
Belinda Love

Position
Vice President
Project Sponsor
Project Manager

Date
00/00/0000

Accept/Reject

Signature

11.1 Change Request Process

The change request form is freely available to all team members and sponsors in the
project.
These are the steps that are required before a change can be added or implemented in to
the project.
1.
2.
3.
4.

Fill in the information in the change request form.

Submit the change request form to your manager.
The change request form will be addressed in the weekly sponsor meeting.
If the change request form is agreed to and signed by the sponsor and all
managers.
5. Then the change will be implemented as soon as possible to minimum the
down time for the project.

12.0 Lessons Learned Report

Project Name: Video Delivery
Project Sponsor: Lori White
Project Manager: Belinda Love
Project Dates: 10/10/2011 21/09/2012
Final Budget:
$620,000
Did the project meet scope, time, and cost goals?
This project met the schedule time but didnt meet the scope or the cost goals.
What was the success criteria listed in the project scope statement?
The criteria for this project were:
A project is assumed to take 12 months to complete
The project is expected to cost $500,000
The payment system must have more than one working method of payment
The method these games will be delivered, is by express mail delivery and return
If we meet all these criteria then all the goals set for by Lori White would have been
meet and the project would be a success.
Reflect on whether or not you met the project success criteria.
The project criteria that are listed above was not all met. The criterias that was
meted was:
That the project was produced in the schedule time, which was 12 months.
That the program has more than one payment method.

The criterias that wasnt met was:

That the project didnt cost $500,000 but instead the cost of the project was
increase two times first by $100,000, then by $20,000 making the total cost of the
project $620,000.
That the monthly cost was more than $50,000.

In terms of managing the project, what were the main lessons your team learned?
The main lesson that was learned during this project was:
8. How to use Microsoft project and how easy it is to see the timeline of the project.
9. That using the project management tool help simpler and improve the making of
a project management plan.
10. The challenge of getting everyone in the team all together at the same time.
11. Learned some of the principles and technique on how to create a project
management plan and how working with others makes a more in-depth plan.
Describe one example of what went right on this project.
That the team didnt waste time discussing who would do which deliverables for the
project management plan, because we didnt argue over the deliverable we just
choose another one to do if someone else want to do the same one. This made the
making of the project management plan run smoothly.
Describe one example of what went wrong on this project.

A problem that come up during the project was an issues to do one of the team
member who was unhappy with the supplier, which raised their prices in the middle
of the project. This causes that team member to become very hostile with the rest of
the team who were happy with the supplier. That team member couldnt convince
anyone else to see his way, so he went over the project manager head to the senior
management to suggest terminating the supplier. This causes more problems
between the project manager, the team and that team member.
This whole issues or problem was resorted by firing that team member who had a
problem with the supplier and replacing that team member with another person.
This made the project and everyone else is the team to settle down and get the
back on track.
What will you do differently on the next project based on your experience working
on this project?
What the team would do different on the project if it was done again was to do a
better job at planning the time and budget of the project before starting it. This
would allow the team to meet all the goals of the project stated by the sponsors.
What would be done differently on making the project management plan if the
project was done again was to work out the available time of everyone sooner. This
would mean the project team could meet sooner and regally to plan the project
management plan quick and easier.