•• IrPM 2010 Case study

SEM4-ITPM/Case Study

1. Who are the main stakeholders in this project?

• System owner (Investor of eCourier- Colombo)

• eCourier Staff v 1-n-\;:&n(1..\ g·lf·
~. Members of the Project Team (including the Project Manager)
) • Potential ,suppliers of equipments (GPS equipment, handheld computer) or
") Softwares ( MS Sal Server, Web server etc) k:. e::~:-k:e'rho.l
.~t\• r I! t:. Couriers 0'1" OrO-cle
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• Customers
,,~ • International courier partners
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2. State the success criteria of eCourier-Colombo project
*Q u.a\ f'\;. y sy<:>te h') rnu.'j '3Clti~~ the a.1! -the re't-ull'e'r'»e nt9
• Delivery of a quality system that meets the eCourier Colombo's business objective
a system facilitating delivery transparency & automated customer interaction.
• Completion of the project and rolling out the system for operational use before the
'stipulated dead line f C"l.'l::·U I'X3 \n-cc 0pero..tro r).
• Project completed within the stipulated budget
• A smooth acceptance and the use of the eCourier systems by its staff and
customers &. CO(.;.)"ie't"5.

3. What are the main deiiverables of this project?

• Intelligent dispatch & fleet management system (AlBA system)

• A website for ordering & package tracking
• Hand held computers, GPS equipments and the necessary communication
infrastructure
• Server(s) (implementing business logic ,databases)with necessary software
installed
• User manuals, System Documentation etc.
• User training

4. Identify key factors which could have contributed to the success of this project

• Technology was successfully tied up to meet the business objectivel the three spheres
of the project (business, organization & technology) where handled effectively
• Experienced (highly qualified) project manager
• A team with the necessary - diverse (complementary) skills & experience
• Use of the standard software tools &:::- in j sq, f
• Proper source selection for equipments & software
• Proper application of project management skills across all key project areas and
processes ego good scope control, cost control
• Ability to interface the system with the international partners' systems

lecturer: Mr.Ragukumar 1
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SEM4·ITPM/Case Study

. 5. List 5 negative risks in this project and suitable strategies to handle those risks
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• Requirements changes
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- user involvement, prototyping, incremental development, good change control
Procedures

.' • Inaccurate cost estimation

- perform a bottom up estimation with expert input and compare the cost with cost
arrived through alternative estimation techniques ego Parametric modeling
• . Personnel shortfalll some project staff leaving
- staffing with top talent, career development & other suitable incentives, contractual
arrangements with staff, considering outsourcing
• Defects in Handheld computers! GPS devices
- contractual agreements (warranty & service), formal speCification, inspections
• Perfonnance shortfalls

- good systems design, quality assurance

• Communication channel failure between eCourier systems and international partner

systems
- have alternative channels ( Leased lines, Wireless Broadband connectivity)
• Delay in delivery of handheld devices, GPS devices, Server ,DBMS s/w
- Proper source selectionl contractual agreement

6. Project communication is key to the success of a large scale project like this. List down
the project communication management processes?

~ 1. Communications
planning
2. Infonnation distribution
3. Perfonnance reporting
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14. Managing stakeholders
Determining the information and communications needs of
the stakeholders.
Making needed information available to project
stakeholders in a timely manner.
Collecting and disseminating performance information,
including _tus reports, progress measurement, and
forecasting. ~(\ive:n d.Ct-t~ 5~\:U.5 ~ljjveh pe ToJ.
Managing communications to satisfy the needs and
expectations of project stakeholders and to resolve issues.

7. State what would be included in the project communication management plan?

• Stakeholder communications requirements.

• Information to be communicated - format, content, and level of detail.
• The people who will receive the information and who will produce it.
• Suggested methods or technologies for conveying the information. - how
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• Frequency of communication.
• Escalation procedures for resolving issues.
• Revision procedures for updating the communications management plan.
• A glossary of common terminology.

Lecturer: Mr.Ragukumar 2
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.una...~c ... e· . SEM4-ITPM/Case Study

a.List down the different conflict handling modes?

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. Directl face a conflict usin a roblem-solvina approach.
Use a ive-and-take a roach
De-emphasize areas of difference and emphasize areas of

nJ' ;}.C:>€... 5. Withdrawal'") from an actual or potential I

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9.List down the Project Risk Management Processes?

Risk management planning:
Deciding how to approach and plan the risk management
activities for the project.
Risk identification:
Determining which risks are likely to affect a project and
documenting the characteristics of each
i Qualitative risk analysis:
Prioritizing risks based on their probability and impact of
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occurrence .
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Quantitative risk analysis: Numerically estimating the effects of risks on project
objectives.
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~ 1;.0.~ i \I e. <to I Risk response planning:
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Taking steps to enhance opportunities and reduce
threats to meeting project objectives.
Risk monitoring and control: Monitoring identified and residual risks, identifying new
risks, carrying out risk response plans. and evaluating
the effectiveness of risk strategies throughout the life of
the project.
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10. List down 3 Risk identification tools and techniques?

• Brainstorming
• The Delphi Technique
• Interviewing
• SWOT analysis

11. State 2 types of plans project managers use in handling risks

Contingency plans are predefined actions that the project team will take if an identified
risk event occurs.

Fallback plans are developed for risks that have a high impact on meeting project
objectives, and are put into effect if attempts to reduce the risk are not effective.

12. State what is resource leveling and list the benefits of dOing it

Resource leveling is a technique for resolving resource conflicts by delaying tasks.

Benefits:
• When resources are used on a more constant basis, they require less management. ­
• It may enable project managers to use a just-in time inventory type of policy for using
subcontractors or other expensive resources.
• It results in fewer problems for project personnel and the accounting departm'ent.
• It often improves morale.

Lecturer: Mr.Ragukumar 3
 ~.:
-'-"­ SEM4-ITPMlCase Stud)

13. State what are the different options for acquiring the needed project staff
• Head hunting
• Recruitment
• Internal promotion
• Taking staff by reference
• Campus reach programmesl apprentice
• Contract hire (consultancy)

14. Different types of tontracts for procurement

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Fixed price or lump sum contracts: Involve a fixed total price for a well-defined
product or service.
~C2-V\ce. \ S Cost reimbursable contracts: Involve payment to the seller for direct and indirect
\:> J. L3' '(> c;) • costs.
• Time and material contracts: Hybrid of both fixed price and cost reimbursable
.. contracts, often used by consultants.
Unit price contracts: Require the buyer to pay the seller a predetermined amount
per unit of service.

15. Mention 2 types of documents used to solicit seller response in project procu'rement

Request for Proposals: Used to solicit proposals from prospective sellers.

A proposal is a document prepared by a seller when there are different approaches
for meeting buyer needs.

Requests for Quotes: Used to solicit quotes or bids from prospective suppliers.

A bid, also,called a tender or quote (short for quotation), is a document prepared by

sellers providing pricing for standard items that have been clearly defined by the buyer.

16. List of PM skills:

• Communication skills: Listens, persuades,

• Organizational skills: Plans, sets goals, analyzes.
• Team-building skills: Shows empathy, motivates, promotes esprit de corps.
• Leadership skills: Sets examples, provides vision (big picture), delegates, positive,
energetic.
• Coping skills: Flexible, creative, patient. persistent.
• Technology skills: Experience, project knowledge.

17. What steps you would take in procuring the necessary equipment such as the Hand
held computers IGPS devices?

• Determine how many units what specification and when to be supplied etc
• Describe the requirement ~ identify potential suppliers
• Request seller response from identified suppliers-send a request for quotation
(RFQ)
• Obtain and evaluate quotes according to the evaluation criteria
• Perform technical evaluation with sam pie devices

~ Select the supplier and inform

• Have a final negotiation and make a contract for supply (purchase order for the
units, warranty & maintenance)
• Receive units, perform acceptance testing
• Issue payments & close contract

Lecturer: Mr.Ragukumar 4
 JP~,- o· SEM4-ITPM/Case Study

18. What are the characteristics that make up a good project manager?

• Having knowledge & experience in all applicable project management. knowledge

areas and processes
• Able to apply suitable tools and techniques
• Posses a range of skills- communication, team building, leadership, negotiating etc
• Having a working knowledge in different technologies, but not necessary an expert
,in each technology
,,; • Should have sufficient domain knowledge - b ut \'!Ot yY")",b-t,
• leads by example
• Take calculated risks
• Earns and command respect

19. How a project of a large scope like eCourier could be completed successfully even
though some of the members did not possess a complete set of skills?

Project was carried out by the team, and what is important is'the skill set of the team
rather than each individual possessing a complete set of skills.

Success of a project needs a team with an able Project Manager & skillful developers,
(when other conditions are favorable) and it is evident these requirements were met in
the eCourier Project.

It is evident
• eCourier had head hunted and recruited top employees with skills and
experience.
• The staff responsible for project management, business risk management and
systems development were highly qualified.
• Others were with lower and varying skills

Here the individual member skills were not complete but complementary. Thus there
was a team with a blend of skills & experience and the way those staff were acquired
had made it the right blend of skills set.

Further team must have gain more strength through Group Think and synergy

20. State the critical success factors of eCourier Colombo Project

• Market research
• Project plan _ coveriYlC) 0.-1\, o.Yr2c:.n ot -lhe p:rojec. t,
• Technical issues
• Change management
• Stakeholder management
• Risk management
• Communications management
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lecturer: Mr.Ragukumar 5