Project-Management-PlanSpecifications.pdf

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Project Management Plan

Disclaimer: The information provided below cannot contain enough information to complete the
Project Management Plan template provided for this assignment. The goal of this assignment is to
understand the process of creating a Project Management Plan. When enough detail is not provided,
use your best judgement to fill in the blanks.

The IT Project that was completed earlier in the semester involved the implementation phase of a
new building project. This assignment goes beyond the earlier project to look at the project from the
Analysis phase to the Evaluation phase.

Your organization plans to acquire additional facilities in the future. Your experience makes you the
perfect overall Project Manager for the future projects, as well as for the IT Department. As Project
Manager, you must develop a generic Project Management Plan that covers all aspects of any future
projects as outlined below.

The state notifies your Chief Executive Officer (CEO) when legislation approves the acquisition of new
facilities. The CEO then notifies the Chief Operations Officer (COO) and Chief Financial Officer (CFO).
THE COO acts as the project sponsor and approves the opening of all facilities. The CFO commits the
necessary funds to pay for the facility. The COO identifies the divisions/departments that will occupy
the facility and they assign representatives to work on the project team. The COO then tasks the
Project Manager to begin the analysis phase. The scope of the project includes analyzing, designing,
developing, implementing, and evaluating the project.

The Project Manager works with each division/department and IT to document all their requirements
(office structure, furnishings, IT, etc.). The Project Manager then forwards all requirements to the
Operation division’s Facility Manager who works with the architect to design the building and with
vendors to acquire the furnishings, etc. The Project Manager works with the IT department to procure
the IT requirements. All buildings have standardized requirements (and costs) that are also included in
the analysis (i.e. entryways, hallways, restrooms, IT communication closets, IT network interface ports,
a telecommunications demarcation room for phone, internet, audio video and other public service
hookups, etc.). The Facility Manager will hired a building contractor to build the facility and ensure all
internal electrical and network cabling is routed from the communication closets to every room/area.
The building contractor will also ensure all communication closet racks needed for the network
infrastructure is acquired and installed. The building contractor will work with the public service
telecommunication provider (phone company) to provide the telecommunication cabling to the
demarcation point within the facility. The cost of these services is determined by facility size and
structure and provided by the Facility Manager to the Project Manager to be included in the Project
Management Plan. It is estimated that $50,000 will be needed to analyze the project, $150,000 to
design the project, $5,000,000 to develop/construct the facility, $200,000 to implement the project
and $20,000 to evaluate and report on the project. Once a final budget is established, it is the
responsibility of the project sponsor to approve any changes to cost, schedule, quality and scope.

The typical of execution includes analysis and documentation of the requirements, budget,
scope, assumptions, constraints, etc.; followed by the review and signoff from the

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divisions/departments who will occupy the facility along with the operations and finance divisions;
followed by approval of budget and project management plan by the COO; followed by
execution/implementation of the project; and followed by an after-action evaluation of the project.

All milestones (and only the milestones) from the earlier IT Project Plan will be incorporated into the
Project Management Plan schedule. The additional milestones listed above must also be included in
the Project Management Plan schedule. The Project Manager creates and updates the project
schedule, using MS Project, based on feedback provided by all affected divisions/departments and
team members.

During development, the Facility Manager will notify the Project Manager, on a monthly basis, via
email, the status of the facility’s construction. Thirty days before construction is completed, the
Facility Manager will notify the Project Manager and provide the estimated date of delivery. The
Project Manager will immediately notify the IT department of the project status, via email, to ensure IT
acquisition and preparation steps are completed prior to the implementation of IT
equipment/resources. During the last month of the project, in-person meetings will be scheduled on a
weekly basis with all affected divisions/departments and assigned personnel. These meetings will be
facilitated by the Project Manager who will ensure meeting notes are captured and distributed. The
Project Manager will also communicate with senior management when requested. The Project
Manager is responsible for monitoring the budget expenditures and report to the project sponsor
should costs exceed the budget OR should costs be significantly lower than the budget.

The Facility Manager will continuously monitor the construction of the facility to ensure it meets the
requirements and industry quality standards. Once the facility is completed, the operation’s division
(security, janitorial, grounds, etc.) will prepare the facility for occupancy to include supervising the
installation of furniture, working with vendors to install vending machines, and custodial maintenance.
Once this phase is completed, the facility will be turned over to IT for equipment installation.

The assignment includes identifying at least 10 risks that might be documented and tracked during the
project implementation.