Grand Wines Wireless Devices For Data Entry

Question: Discuss About The Grand Wines Wireless Devices For Data Entry. Answer: Introduction Grand Wines is an organization that holds a remarkable name in the market and has a lot many sales representatives performing sales operations and services over an extremely large area. The current system that is associated in the management of the company sales involves a number of different issues and problems. The project includes the solution to the problems of the existing system by providing all the sales representatives of the company with the wireless data entry devices which would allow them to provide information from any location and the same will be reflected and updated in the company database. SWOT Analysis (Strengths, Weaknesses, Opportunities and Threats) Strengths The company holds a reputable position in the market and has the sponsors to sponsor the entire project and provide funds for the same The skill set that would be required for the project are available with the organization to ensure that the project activities are completed as per the allocated budget and as per the expectations Weaknesses Due to the presence of a large number of employees and associated parties, there shall be resistance to the changes emerging with the project and the same may adversely impact the productivity and efficiency of the internal workforce The project activities are required to be completed in a maximum duration of six months which may cause project risks in terms of the project schedule Opportunities Sales representatives will be able to provide order information in a timely manner which would allow faster processing of the same leading to the increased number of order received and completed The quality of services will also improve which would lead to the improvement of the customer trust The project will add the components of technology and latest innovation in the management of sales which would provide a competitive edge to the organization Threats There may be emergence of a number of security threats associated with the properties of information such as information confidentiality and availability. There will be increased access points for the attackers which would lead to increase in the number of network attacks The reputation of the organization in the market may also get affected in a negative manner with the increase in the occurrences of security attacks and violation of the privacy and security of the customer information (Ommani, 2011) Project Charter Title Grand Wines Wireless Devices for Data Entry. Project Manager Details Name: XYZ Email: xyz@grandwines.com Project Duration The project shall be completed in a maximum duration of six months. High Level Project Budget The allocated budget for the project shall be AUD 60000 and the costs that will be associated with the project are as listed below. Category of Cost Cost (AUD) Tools and Equipment Cost One-time 17500 Development, Integration and Design Cost 10400 Cost of Implementation 12000 Cost of Resources 13000 Marketing and Advertising Cost 7100 Project Objectives To equip all the sales representatives associated with the company with wireless devices for data entry and integrate the devices with the database of the organization as well To integrate the newer system with the existing operations and services in the other fields and departments To accomplish all of the project activities in the estimated schedule of six months To accomplish all of the project activities in the estimated budget of AUD 60000. To achieve enhanced level of customer trust and satisfaction along with the improvement of the organization in the market as well. Project Benefits The current system that is being used at Grand Wines for handling of the sales services and operations include a number of issues such as occurrence of human errors and mistakes while entry of the order in the system, enhanced duration in the processing of the orders, incorrect updates regarding the stocks and inventories, deterioration of the customer trust and many others. The project will not only overcome all the issues that have been stated but will also allow the organization to stay upfront in the technological advancements and innovation. List of Deliverables Project Plan: The deliverable would include the details of the planning phase of the project such as project strategy, project roles and responsibilities, schedule and budget along with the steps to assess and manage the project risks. Design and Development Plan: The deliverable would include the details on the design and development activities for the wireless data entry devices and their implementation and integration with the rest of the systems. Implementation Plan: The deliverable would include the steps to implement the entire system and the details on testing the system and devices as well in terms of their functionality, usability, reliability and security. Marketing Strategy: The deliverable would include the marketing approach and plan along with the marketing platforms that will be covered. Project Closure Report: The deliverable will include the set of activities covered in the project and the documentation of the lessons learned as well (Palmerini, 2014). Project Limits The activities that will not be covered during the project would include the negotiation with the suppliers, distribution tasks and support services. Success of the project will be decided on the basis of the factors such as delivery dates of the deliverables, adherence to the project schedule and budget, list of outstanding issues and conflicts, increase in the number of orders handled by the sales team after the implementation of the project and the time involved in the lifecycle of a single order. The milestones and deliverables associated with the project include the project plan, marketing strategy, implementation plan, design and development plan along with the closure report of the project. The delivery dates of the deliverables are specified in the table below. Name of the Deliverable Date of Delivery Project Plan 17th December 2016 Design and Development Plan 31st January 2017 Marketing Strategy 15th March 2017 Implementation Plan 1st May 2017 Project Closure Report 17th June 2017 List of Assumptions and Constraints The allocated schedule for the project is six months with start and end dates as 17th December 2016 and 17th June 2017 respectively. The allocated budget for the project is AUD 60000. The funds and environment required by the team members will be arranges and made available well in advance. Stakeholder Information Stakeholder Role and Responsibilities Project Sponsor Arrangement of the funds for the project, providing requirements and specifications to the project team Project Manager Project planning, scheduling, selection of team, reviews and inspections, risk management and communication tasks Chief Finance Officer Budgeting of the project System Analyst System design along with the technical and operational feasibility analysis for the project System Developer Development of the system for the implementation of the new sales management system Database Engineer Setting up of the database and its integration with the wireless data entry devices along with the setting up of database credentials Implementation Engineer Management of the changes and implementation planning and execution Test Analyst Test planning and execution Marketing Expert Decision and design of marketing strategy and platforms (Missonier, 2014) Lessons Acquired The project team acquired lessons on the effective project management methodology and its significance in the project success. Also, the team got an opportunity to develop skills in the fields such as project scheduling and budgeting, assessment of the risks in various areas along with the importance of effective communication as well. Communication Plan Purpose of the Plan The purpose of the communication plan is to develop clarity on the communication guidelines and activities during the project timelines. Information of Stakeholders Project Sponsor Project Manager Chief Finance Officer System Analyst System Developer Database Engineer Implementation Engineer Test Analyst Marketing Expert Information Exchange Business Specifications: The specifications will be provided in the form of requirements covering the functional and non-functional set to be handed over by the Project Sponsor. Project Status Report: Daily and weekly status will be provided by the team members and the manager respectively. Project conflicts and disputes: The information will be shared by all the team members during the team meetings. Sales Information: This information would include the order information, order history, inventory details and likewise (Alatalo, 2012). Information Exchange - Frequency Business Specifications: In the initial phase of the project Project Status Report by team members: Daily Project Status Report by Manager: Weekly Project Conflicts and Disputes: On a weekly basis Sales Information: On a daily basis Information Exchange - Location All the project reports will be places at a SharePoint location and the internal communication will take place over emails and phones. Interactions with the sponsor will be accomplished through emails and teleconferencing mediums. Communication Purpose The communication activities will allow the development of clarity among the team members regarding the requirements to be fulfilled and would also allow easier resolution of conflicts and disputes (Zulch, 2014). Communication Mechanism All the internal communication will be done through the use of emails and phones and the interactions between the team members will be done in the meeting rooms. There shall also be informal and one on one discussions between the manager and the team members (Muszynska, 2015). Communication between the sponsor and the rest of the team members would include the use of audio/video conferencing mediums and use of emails as well. Change Management There will be a lot of changes that will be introduced with the execution of the project for the employees as well as for the customers (Tripon, 2011). These changes shall be handled and managed in three broad phases as preparation, management and reinforcement. The preparation phase would include the creation of the change requests that shall be approved and authorized. The next two phases shall include the execution and implementation of the changes. The wireless data entry devices and their operation would be new for the sales representatives and there will also be corresponding changes in the front end for the customers as well. These changes shall be managed by design of a training schedule along with making assistance options available for the end users (Suresh, 2016). Agenda of Project Meetings Project Manager shall send the meeting invitation to all the required members including the agenda in terms of points to cover in the meeting along with dedicated time slot for each point. The meeting invite shall be acknowledged by all the team members by sending an acceptance and rejection as applicable. The rejection must include the reason as well (Rebori, 2016). Minutes of meeting shall be recorded by one of the meeting attendees which shall be decided in a round robin manner. The members shall raise their concerns in a polite manner. There shall be active participation from all the meeting attendees. References Alatalo, U. (2012). Communication Strategy in Projects. Retrieved 15 December 2016, from https://www.dphu.org/uploads/attachements/books/books_5840_0.pdf Missonier, S. (2014). Stakeholder analysis and engagement in projects: From stakeholder relational perspective to stakeholder relational ontology. Retrieved 15 December 2016, from https://fenix.tecnico.ulisboa.pt/downloadFile/845043405428939/12%20Stakeholder%20analysis%20and%20engagement%20in%20projects.pdf Muszynska, K. (2015). Communication Management in Project Teams - Practices and Patterns. Retrieved 15 December 2016, from https://www.toknowpress.net/ISBN/978-961-6914-13-0/papers/ML15-266.pdf Ommani, A. (2011). Strengths, weaknesses, opportunities and threats (SWOT) analysis for farming system businesses management: Case of wheat farmers of Shadervan District, Shoushtar Township, Iran. Retrieved 15 December 2016, from https://www.academicjournals.org/article/article1380639652_Ommani.pdf Palmerini, E. (2014). Regulating Emerging Robotic Technologies in Europe: Robotics facing Law and Ethics. Retrieved 15 December 2016, from https://www.robolaw.eu/RoboLaw_files/documents/robolaw_d6.2_guidelinesregulatingrobotics_20140922.pdf Rajablu, M. (2015). Managing for Stakeholders: The Role of Stakeholder-Based Management in Project Success. Retrieved 15 December 2016, from https://www.researchgate.net/publication/271138669_Managing_for_Stakeholders_The_Role_of_Stakeholder-Based_Management_in_Project_Success Rebori, M. (2016). How to organize and run effective meeting. Retrieved 15 December 2016, from https://www.unce.unr.edu/publications/files/cd/other/fs9729.pdf Suresh, H. (2016). Change Management Must for todays Organization. Retrieved 15 December 2016, from https://www.providersedge.com/ehdocs/transformation_articles/Change_Management_-_A_Must_for_Today-s_Organization.pdf Tripon, C. (2011). Change Management and Organization Development. Retrieved 15 December 2016, from https://www.apubb.ro/wp-content/uploads/2011/02/OD_Suport_de_curs_masterat.pdf Zulch, B. (2014). Communication: The Foundation of Project Management. Retrieved 15 December 2016, from https://www.sciencedirect.com/science/article/pii/S2212017314002813