1 Running head: TWO RIVERS COMMUNITY BANK

Two Rivers Community Bank Your Name Here CMGT/410 June 7, 2011 Roy Barnes

TWO RIVERS COMMUNITY BANK 2 Two Rivers Community Bank Proposal Learning Team A (LNTA) will be working on a project that could be found in a real world scenario. The project will focus on a small local bank located in a town with approximately 50,000 people. The bank is housed in a single building, with no outside branches or locations other than a few ATMs located throughout the town. This bank has scheduled a business meeting with LNTA to consult with and help facilitate an upgrade to their operation systems and networking capabilities. Currently the bank has only basic Internet access limited to just two computers, in which the bank manager has exclusive access and one other terminal. The rest of the computers located in the bank are basically stand-alone stations due to the banks constant fear that outside people may have the ability to hack customers private information and identity to access have access to documents and funds illegally. The bank tellers do all of their transactions on paper copy, which are then filed at the end of the day and stored in a back room, which is starting to fill up very quickly. The employees clock in and out manually by writing their times on a timecard and then turning that timecard into the HR director twice a month. The bank basically relies on the honor and ethnic system that is becoming very obsolete in todays present times, due to the fact that some employees may steal time by manipulating the hand writing timecards to benefit their individual pockets. The bank has had a few employees in the past that has done so, but there is no exact amount of money that can be verified missing due to individuals writing more hours on their timecards for the end of the month that can accumulate to hundreds over a short period of time.

TWO RIVERS COMMUNITY BANK 3 The bank recognizes the need to upgrade their business system including additional hardware and software. They want to up grade to a secure intranet with Internet access for customers. LNTA has agreed to provide the upgrade to meet the needs of Two Rivers Community Bank at a reasonable cost in as short a time as possible with minimum interruptions throughout the day-to-day workings of the Bank. Background and Statement of Need Two Rivers Community Bank, (TRCB) has been serving their community for over twenty years. The bank has become a town landmark and is a staple of the community. Business is booming, and the banks customers are loyal and numerous. The main problem that TRCB has now is that they are running a bank in a modern business environment with outdated technology. The bank is behind in technology and in order to stay competitive, there is an urgent need to implement new systems: connectivity, infrastructure and applications. The Bank is ready to invest the needed budget and resources to implement the necessary technology and applications to improve all areas of the business. Once the project is completely implemented the Bank expects to increase the number of customers and customer satisfaction, drastically reduces paperwork and data storage space, and establishes secure lines of communication with providers and customers to automate transactions. The successful completion of this project will translate into future profitability and continued integration of new technologies to improve efficiency and effectiveness. The bank would like to see all of their computers on a local, secure network with more than two stations having access to the Internet. The bank would also like the

TWO RIVERS COMMUNITY BANK 4 employee time clock system to be automated, so that employees will have to clock in and out digitally utilizing an ID card system. The bank is lacking in customer service, human resources management, and effective accessibility to important information. The bank is behind in technology and in order to stay competitive, there is an urgent need to implement new systems: connectivity, infrastructure and applications. Project Objectives This project will consist of three main objectives. Each will have their own subset of deliverables, and will constrain to a strict budget and timeline. Due to the fact that the bank needs to remain open during this upgrade, each objective will be mapped out together at the initial planning phase, but will be broken down into three work phases so that only a small portion of the bank will have limited capabilities at one time. The three objectives that the bank wishes to see accomplished; 1. A complete overhaul and upgrade of the internal network setup between all

workstations and the main server. This includes hardware and operating system installations to keep pace with modern standards. Each workstation will also have full accessibility to the main server database and access to the Internet. Since this is a financial institution, nothing will go online without full security checks and the prior approval of the banks IT manager. 2. An analysis, design, and implementation of a paperless transaction tracking

system. The bank wishes to utilize software that will take the place of their current paper system used to keep records of all financial transactions.

TWO RIVERS COMMUNITY BANK 5 3. A digital employee time clock and payroll system. The bank wants all of

their employee time cards and leave tracked through a digital system rather than on paper punch cards. Project Mission and Goals 1. Install local secure intranet. a. Provide Internet access to bank workstation computers. b. Decide which computers need software or hardware upgrades. c. Design and implement security protocols for all workstations. d. Design and implement network framework to connect all stations. 2. Provide a business software system for digital processing and storage of transactions. a. Analysis of current paper tracking and storage system. b. Research and design or purchase tracking software. c. Merge current server database with new tracking software. d. Implement software on all teller and transaction workstations. 3. Provide a business software system for digital processing of hourly employees timecards. a. Analysis of current timecard system. b. Research and design or purchase of new system. c. Install timecard system on server. d. Create manager and employee access levels. e. Implement and support digital timecard hardware. Project Approach

TWO RIVERS COMMUNITY BANK 6 The approach method Learning Team B will utilize consists of defining, analyzing, designing, implementing and supporting the new operations and networking systems abilities. In the define phase, the team and bank managers will come together to talk and write down all of the functions that need updating, as preliminary meetings commence. Meeting documentation will serve as a point of reference to stay on point with the different tasks. The tasks will cover networking the different stations, electronic filing, and electronic time clocks for clocking in and out from work. Analyzing the present system gives the team groundwork to know what is needed to get the project off to a good start. Documentation of the changes that are required will be used in the continued meetings to keep all team members focused and on target to reach the goal. The design portion of the project goes into the type of hardware, software, databases, and networking that is feasible for the functions the bank wants to employ. Ease of usage for the customers and the employees must be an important point because of customer satisfaction. After the design, the team will setup the hardware, software, database, and physical networks during the implementation phase. Throughout each phase, all team members will test and test again to smooth out any issues within the system. LNTA will produce a prototype of the functions to test for usability. The team will document each aspect of this process to assist with any problems. If any found, the team will comply with all needed changes. The bank's management will have the final approval on the project. Finally, the last phase the team has to complete is training the bank officers on how to use the new equipment and software. There will be training and usability issues at first, but with time most employees should become comfortable with the new systems.

TWO RIVERS COMMUNITY BANK 7 Documentation from the beginning to the end of the project can be used as a blueprint for any problems that may develop. Project Organization Project organization identifies team members, their functions, responsibilities, qualifications, and reporting relationships. In the case of the Two Rivers Community Bank there are in-house and outsourced team members. The following organization chart shows the team members and all their relationships.

TWO RIVERS COMMUNITY BANK 8 EMBED Visio.Drawing.11

Two Rivers Community Bank Project

Bank CEO

In-House Resources Out-sourced Resources

Human Resources Manager

Project Manager

Payroll Manager

Administrative Assistant

Internet Provider

Analyst

Designer

Trainer

TWO RIVERS COMMUNITY BANK 9 Two Rivers Community Bank Project

Bank CEO

In-House Resources Out-sourced Resources

Human Resources Manager

Project Manager

Payroll Manager

Administrative Assistant

Internet Provider

Analyst

Designer

Trainer

TWO RIVERS COMMUNITY BANK 10 Project Task/Responsibility Matrix Project Phase Planning Statement of Work (SOW) Tasks Identify Bank Needs Complete Schedule and Budget Analysis Examine Current Network and Timekeeping System Design new network map Design new or upgraded transaction software Research or design digital timekeeping system Install new physical network and new workstations. Install or upgrade workstations for new network and transaction software Install hardware and server software for timekeeping system Integrate transaction software and timekeeping software with server database Support Train employees on new timekeeping system Train employees as needed on new transaction system Monitor network for Project Manager Administrative Assistant Trainer Project Manager Designer Analyst Administrative Assistant Key Team Members Project Manager HR and Payroll Lead Software Designer Project Manager Designer Analyst Administrative Assistant

Design

Implementation

Project Manager Designer Analyst Administrative Assistant Trainer

TWO RIVERS COMMUNITY BANK 11 needed upgrades or adjustments

Project Reporting The project manager will create periodic reports and will distribute to stakeholders, project sponsor, budget holder, senior users, and to all project team members. A project Work Breakdown Structure, Cost Report, a Gantt chart and a progress report will be maintained and will be accessible to all project team members to use as a reference to complete tasks on time and in a logical sequential manner. To create progress reports the project implementation team will meet every week to discuss issues related to the project and update the Project Manager. The project manager will advise the team members of timelines and any needed adjustments or changes to the original plan. Progress, budget status, and other issues concerning the project will be documented and adjusted if necessary to maintain consistent progress (Marchewka, 2009). The project manager is responsible for updating, evaluating, and documenting progress. A progress summary report will be created and distributed every week. Additional Progress reports may be required at the discretion of the project manager or the Bank CEO. Performance Measurement Project performance is monitored and measured using milestones shown on the project management Gantt chart. Milestones are identified early in the planning process as well as being added during the projects progression. Milestones are critical path items that

TWO RIVERS COMMUNITY BANK 12 have a definite measureable status, therefore making them good indicators of a projects state at any given time. Milestones in the Two Rivers Bank Project include: 1. Meetings 2. Schedule meetings 3. Meet with bank management 4. Meet with project team 5. Meet with analyst 6. Meet with designer 7. Meet with programmer 8. Meet with trainer 9. Meet with service provider 10. Hire staff 11. Hire analyst 12. Interview potential analysts 13. Review interview information 14. Hire analyst 15. Hire programmer 16. Interview potential programmers 17. Review interview information 18. Hire programmer 19. Hire designer 20. Interview potential designers

TWO RIVERS COMMUNITY BANK 13 21. Review interview information 22. Hire designer 23. Hire trainer 24. Interview potential trainers 25. Review interview information 26. Hire trainer 27. Install Local Secure Intranet 28. Provide Internet access to bank workstation computers 29. Gather Internet Provider Quotes 30. Present Quotes to Owner for Selection 31. Make an offer 32. Negotiate prices 33. Approve Internet Provider 34. Interview installation competitors 35. Hire best installation candidate 36. Schedule meeting with lead installer 37. Schedule Internet Installation 38. Install Internet Connection 39. Decide which computers need software or hardware upgrades 40. Meet with Owner to identify potential workstation upgrades 41. Develop quote for workstation upgrades 42. Present Owner with upgrade quotes 43. Approve upgrade quotes

TWO RIVERS COMMUNITY BANK 14 44. Design and implement security protocols for all workstations 45. Design and implement network framework to connect all stations 46. Provide Software for digital processing and storage of bank transactions. 47. Analyze current paper tracking and storage system 48. Research and design or purchase new software 49. Merge current server database with new software 50. Implement software on all teller and transaction workstations 51. Provide a digital system for processing of hourly employee timecards. 52. Analyze current timecard system 53. Research and design or purchase new time clock hardware 54. Install timekeeping system on server 55. Create manager and employee access levels 56. Implement and support digital system The responsible party will monitor the above items and will report them daily to the project manager, who can update the project schedule through Microsoft Project Manager. A project manager can use Microsoft Project to generate status reports showing the various stages of completion of critical path items. These reports compared to the original projected timeline of the project will show if additional resources are required or re-allocated if a certain phase is ahead of schedule. Project Evaluation and Reporting The projects progress will be evaluated by monitoring, documenting and reporting and by maintaining constant communication. In order to document and maintain consistent progress, periodic meeting will be held. The Project Manager will maintain and provide

TWO RIVERS COMMUNITY BANK 15 reports to all involved in the project; to include stakeholders, project sponsor, budget holder, managers and to all project implementation team members. Team members will submit individual progress reports directly to the Project Manager, he/she will update the reports and will distribute appropriately. The software Project Manager will be used to maintain progress and to generate reports to keep every aspect of the project documented. This tool will help monitor progress; maintaining consistent and efficient progress. A weekly summary progress will be generated to keep top management updated on progress and to review any challenges to be resolved outside of the planned schedule. Keeping a log of open issues will also help to make sure all pending issues are resolved in a timely manner by setting up appropriate priorities and assigning specific tasks. Reports distribution: An initial report will be issued to top management defining the project including the needs, benefits, time line, and budget requirements. This report will be issued to seek approval of the project, and it will be adjusted as needed until approval is final. A monthly report will be distributed to top management and stakeholders to show progress and the status of cost, training and resources needs. This report will be used to keep people updated as well as to seek approval of any adjustments necessary, if any. Weekly reports will be generated by each project team member and will be forwarded to the Project Manager. The Project Manager will gather this information plus other information showing cost up to date and work completed to update appropriately on the Project Manager system. The Project Manager will use a Projector to show this information on the weekly meeting and keep everyone updated. A visual report

TWO RIVERS COMMUNITY BANK 16 summarizing progress, pending tasks and responsible team member for each task will be distributed. Two final reports will be created after the project is complete: The first one, will defining every step taken to complete the project, people involved, challenges encountered and an explanation of how this challenges were overcome. This report will also define system structure, processes, procedures, and will also include training manuals. The other report will summarize completion success, final budget investment and pending or additional work needed or helpful customization. This will be the final report to all involved in the project and will document the end of the project. All reports will be managed and distributed by the Project Manager and will be updated accordingly in a timely schedule. Time management and organization of data will assist in the success of the project. Documentation and reporting is an important part of a successful project implementation. Project Termination Once the Two Rivers Bank project meets all of its goals and objectives and all designated interests accept the project results, the termination process will begin to close out the project. Projects usually are terminated for two basic reasons: project success or project failure. Senior managers, who own the project and who see the project as a building block in the design and execution of organizational strategy, must create a cultural ambience that encourages projects to be successful, but also allows a project to fail if it has lost its strategic fit in the organizations plans for the future (Project Termination, 2009).

TWO RIVERS COMMUNITY BANK 17 There are several steps that will be taken to ensure there is a successful termination as it plays a vital role in the overall success of the project. The steps are the following: 1. Finalize installation and presentation: Ensure that all project deliverables have met the standards of the stakeholders and are approved. This includes fully testing all the hardware and software of the new business system. 2. Finalize all outstanding contracts: This will ensure all project team members and outsourced members have completed their tasks and are paid for it. 3. Finalize project accounting: Total up and double check the final cost of the project including labor and materials so that it can be paid off. 4. Transfer project responsibilities: Two Rivers Bank will take on responsibility of training employees as needed on the new transaction system and the new timekeeping system. 5. Release remaining resources: All unused materials used in the project will be returned to respected owners including but not limited to hardware, software and monies unless noted to keep the materials. 6. File project reports: All the annual and final project reports need to be stored to future use such as anticipated problems and solutions for future projects.

7. Schedule annual check-ups: Analysts and project designers will meet with Two Rivers Bank annually for system maintenance and upgrades. When all items on the checklist have been addressed and/or completed, the project will be deemed terminated successfully.

TWO RIVERS COMMUNITY BANK 18 According with Wideman (n.d.) a project is successful when:

The objectives of the project have been achieved to the full satisfaction of the users, All closeout activities have been completed, and All designated interests, including the project's sponsor and/or initiator officially accept the project results or products and close the project In conclusion, when looking at all the aspect of the project management plan, one

of the many lessons that stand out is the importance of team work. Success or fail does not ride completely on one person, but stead a group of people who complete their given tasks to the best of their ability. What also ties in with that is time management to assure each phase of the project is being done in a timely manner and more importantly on time.

TWO RIVERS COMMUNITY BANK 19 References Marchewka, J. T. (2009). Information Technology Project Management. Retrieved from https://ecampus.phoenix.edu/content/eBookLibrary2/content/eReader.aspx Project Termination. (2009). Project Termination. Project Management. Retrieved from http://www.mydeskdrawer.com/projectmanagement/terminiation.html Wideman, M. (n.d.). Wideman Comparative Glossary of Project Management Terms v3.1. Retrieved from http://www.maxwideman.com/pmglossary/PMG_O01.htm