Project Requirements, Risk, and Cost

Week 2 – Project Proposal – Group 5



















Project Overview

This team project is to bring the company up to current technological standards by

upgrade every office-based employee to Windows 10. This will allow for new faster programs,

better collaboration and more reliable machines and operating systems for everyone in the


Project Objectives

Some of the objectives this project will achieve include:

• Improved security features to prevent against computer viruses

• Faster configuration of user configuration settings

• Personal and work computer syncing

• Continued technical assistance from Microsoft after January 14, 2020

Project Stakeholders (and how they will benefit)

Internal and external stakeholders will benefit in several ways from the software

upgrade. Internal stakeholders like the employer who owns the business will benefit from

improved performance, stability and enhanced security (Business Stakeholders, n.d). The new

software will improve efficiency of his staff as well as streamline business operations improving

performance. It will prevent or tackle latest security vulnerabilities enhancing security. It will

improve stability by building on the ability to remain unchanged under different conditions over

time. Employees who are other key internal stakeholders will benefit from expanded

potentialities and functionalities of the upgraded software. This is because Windows 10 is

equipped with new features thus improved functionalities to its users. They will enjoy extra

speed, better collaboration and quality user experience improving their performance.

Investors who are external stakeholders are likely to benefit from protection of the

business as well as its continuity. Upgrade to Windows 10 helps prevent unnecessary failures.

Customers are other external stakeholders who will benefit from software upgrade. They will

enjoy increased efficiency from the improved functionality due to the new features. They will

also build trust on the business due to such efforts that help protect the systems as well as

applications from malicious software such as spyware and viruses that can steal their data


Project Team Resources, Roles & Responsibilities

The resources we need as a team to upgrade our company from Windows 7 to 10 is to

make sure everyone has the hardware system that can accept the software update and if not

then we’ll change out their computers. The roles and responsibilities needed from teammates

would be to send out emails to everyone in the company to make sure their hardware is backed

up and all-important files are update, so when the rollout starts no data will be lost. We will

perform a test to make sure all programs were added and are running at a faster speed. In the

end we will conduct a training for all employees to show them how to use the new software.





Tasks & Timeline

Id Task Description Start End

1 Define Project Scope January January

2 Establish Project Stakeholder Team February February

3 Obtain Budget from Finance February February

4 Secure Project Team Resources March March

5 Create Task Plan & Timeline March March

6 Conduct Kick Off Meeting with Project Team March March

7 Secure Test Environment to Test Upgrade Process April April

8 Complete Upgrade Testing April April

9 Develop Communication Plan to the Users April April

10 Notify Users of Windows 10 Upgrade May May

11 Execute Windows 10 Upgrade May May

12 Provide Post Upgrade Support June June

13 Close Project July July


Cost & Funding

The “cost” of computer software would include in the installation, training, maintenance,

upgrades, troubleshooting throughout this project. The company when cover the cost for all

employees to enjoy the upgrade. We have reached out to many vendors to see who has the

cost-efficient price and still receiving a great product.

Project Success Criteria

To track the success of this project we would have a few different levels of criteria:

• First, how many of the computers successfully took to the windows 10 upgrade.

We are reaching for all the computers to be successfully transferred within the


• How many of the employees successful completed training on the new upgrade.

• How efficiently our employees can complete their work after the transition we are

looking for matching or preferably lower IT complaints.






Importance of Project Sponsorship & Leadership (During Execution Phase)

During project execution the project sponsor is responsible for initiating, ensuring,

approving, and establishing a series of key aspects in relation to the project, such as vision,

governance, and value/benefits. They are vital in keeping the project high on the list of priorities

for an organization and provides the resources to complete the project. This person is often a

manager or executive who is responsible for the overall project. He or she is primarily concerned

with ensuring that the project delivers the agreed upon business benefits and acts as the

representative of the organization, playing a vital leadership role throughout the project stages.

Project leadership is essential during the execution phase to effectively communicate the vision

from the project sponsor and stakeholders to the project management team. Project leadership

is essential in being the liaison between those two groups of individuals and successfully

completing the project.

Cover Sheet

Project Requirements/Risk/Cost Paper
Project Management

Requirements Matrix

Id Requirement Project Phase Responsible Party Cost to Complete Duration to Complete
1 Define Project Scope Initiation Project Manager $250 3 days
2 Establish Project Stakeholder Team Initiation Project Manager $0 15 days
3 Obtain Budget from Finance Planning Project Manager $250 5 days
4 Secure Project Team Resources Planning Team leader $25,000 10 days
5 Create Task Plan & Timeline Planning Project Manager $250 3 days
6 Conduct Kick Off Meeting with Project Team Planning Project Manager $3,500 1 day
7 Secure Test Environment to Test Upgrade Process Execution Project Manager $10,000 2 days
8 Complete Upgrade Testing Execution Project Manager $15,000 15 days
9 Develop Communication Plan to the Users Execution Project Manager $250 5 days
10 Notify Users of Windows 10 Upgrade Execution Project Manager $250 3 days
11 Execute Windows 10 Upgrade Execution Project Manager $35,000 21 days
12 Provide Post Upgrade Support Execution Project Manager $5,000 3 days
13 Close Project Closure Project Manager $1,500 2 days
Total Requirements Cost $96,250

Cost Summary

Id Budget Line Item Planned Budget Actual Spend (To Date) Remaining Budget
1 Software update $24,063 $24,063 $0
2 Vendor Fees $24,063 $12,131 $11,932
3 New Hardware (Out of date computers) $11,550 $11,550 $0
4 Storage upgrade $11,550 $2,300 $9,250
5 Backup solutions $5,775 $3,200 $2,575
6 Program Testing $5,775 $0 $5,775
7 IT Support $4,813 $0 $4,813
8 Proper Team Training $4,813 $0 $4,813
9 Apps downloads $1,925 $0 $1,925
10 Optional Mobile Technology $1,925 $0 $1,925
Total Cost $96,250 $53,243 $43,007

Risk Matrix Proposal

Id Risk Description Risk Owner Probability Of Risk (High, Medium, Low,Very Low) Level of Impact (High, Medium, Low,Very Low) Mitigation Strategy
1 Additional Requirements Required to start Project Sponsor Very Low Very Low Re Evaluate collect additional requirements submit
2 Project approval taking longer than anticipated Project Sponsor Very Low Low Prepare as much positive information as possible to present to board to encourage their approval
3 New system not compatable with company logos Technical Lead Low Medium Change image format to a compatable image (ex. pdf, jpg, etc.)
4 Unknown hiccups Project Manager Low Medium Handle all additional challanges one thing at a time.
5 Overly optomistic schedule Project Sponsor Medium Medium Re-evalute schedule, try to change what you can to reach deadline.
6 Computers need additional maintanance Computer Hardware Lead High Medium Have extra IT on stand by to assist with any other issues
7 Going over budget Project Sponsor Medium High Cut additional costs as you can, prepare a “emergancy” fund
8 Project will be delayed; delaying work Project Sponsor High High Have staff share tasks & computers as needed.
9 Computers do not meet standards to upgrade properly Technical Lead Medium High Confirm all required replacements as early on and spread out the spending over time
10 Certain software/applications being incompatible Technical Lead High Low Upgrade or replace applications that are not compatable
11 Not having available computers that meet specs Computer Hardware Lead Medium Low Find additional manufacturers who can build/encrypt more computers

Write a 1,400- to 1,750-word paper in which you provide a full project summary.

Include the following, modified based on instructor feedback, in your paper:

  • Project Proposal
  • Project Requirements, Risk, and Cost
  • Project WBS and Gantt Chart
  • Method of measuring and reporting project progress and performance
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