his is the third of three assignments which, as a whole, will cover all aspects of the project life cycle relevant to your selected project. Now, it is time for you to discuss your project’s challenge
Running head: PROJECT PROPOSAL: INITIATING & PLANNING 0
Project Proposal: Initiating & Planning
Infinity is a well-known American consultancy firm; the firm has been operating in the U.S for the last 20 years. Despite the long-term services, the business model of the firm is still old and traditional. The organization is making use of manual procedures and methods for recording, storing, and retrieving all the data related to the potential candidates; the firm uses this data for recommendation purposes. As technology has emerged prominently in the past few decades, it has compelled Infinity to plan to change the business model and workplace operations (Abramova, Pires & Bernardino, 2016). For embracing new technological changes, the company has hired an external project management company known as Elite Project Limited. The new company will help Infinity to undertake a new project at its workplace. The project management company is allocated a project involving the development of a new knowledge management system for Infinity, which will allow automatic recording, storing, and retrieving all the data related to the potential candidates. The project team is also expected to convert all the available manual data in a digital form so that the organization can use the same at the time of need without any transition. This study aims to develop the project scope for confining the project within certain limitations so that the project team can complete the project successfully.
Project goals and Project ObjectivesThe goals of the project include;
To improve the consistency of Infinity’s operations through active Knowledge Management System
To deliver better and quality services to the clients concerning recommendations of best potential candidates in the market
To improve the overall process efficiency for maximum resource utilization and profit generation
The SMART objectives of the project include;
To develop and deliver 100% knowledge management system till September 2020 absorbing a budget of $4,200
To carry out 100% conversion of hard documents into digital form till November 2020 absorbing a budget of $1,300
To develop and deliver 100% user manual for effectively using KMS till Dec 2020 absorbing a budget of $1,700
Infinity Organization: They are sponsoring the project and will gain final deliverable
Infinity Potential Clients: The successful completion of the project will benefit them in gaining access to the best talent available in the market as per their requirement
Elite Projects Limited: Direct stakeholders as they are responsible for completing the project within the limitations of time, cost, and quality (Muller, 2019)
Infinity Employees: Direct Stakeholders are responsible for providing the project team's desired support for completing the project as per deliverable requirements.
Potential Candidates in the Market: Indirect stakeholders as their chances of being recommended to the relevant organization will improve because of the improved technological knowledge management system at the Infinity Organization (Heerkens, 2015).
Development of complete Knowledge Management System – September 30, 2020
Transfer of all the manual or hard form data into digital form - September 30, 2020
User manuals supporting the operating team to active utilize KMS – December 02, 2020
| Project Start-up | Project Scope Sign-off | May 15, 20 – 20 May 20 |
| Project Planning | May 20 20 – 27 May 20 | |
| Shifting to resources to project site | May 27 20 – 30 May 20 | |
| Milestone 1: Development of a complete Knowledge Management System | Completing the requirements documentation | June 01, 20 – 20 June 20 |
| Developing KMS files and database | June 20, 20 – 10 July 20 | |
| Developing visual interfaces and dialogues for KMS | July 10 20 – 30 July | |
| Designing KMS program structure | August 01, 20 – 20 Aug 20 | |
| Testing the KMS system | August 20, 20 – 15 Sep 20 | |
| Making necessary changes | September 15 20 – 30 Sep | |
| Milestone 2: Transfer of all the manual or hard form data into digital form | Gathering all the resources from the Infinity organization | October 01, 20 – 15 Oct 20 |
| Carrying out complete screening of the hard-form documents | October 15 20 – 30 Oct 20 | |
| Storing all the digital data in the electronic devices | 01 Nov 20 – 15 Nov 20 | |
| Carrying out an audit of the documents conversion | 15 Nov 20 – 30 Nov 20 | |
| Milestone 3: User manuals supporting the operating team to active utilize KMS | Gathering technical data related to Knowledge Management System | December 01, 20 – 05 Dec 20 |
| Gathering reviews from the users regarding their expectations from KMS | December 05, 20 – 08 Dec 20 | |
| Developing and printing manual user document | December 08, 20 – 15 Dec 20 | |
| Sharing the user’s manual document with the complete workforce | December 15, 20 – 18 Dec 20 | |
| Arranging the training for the end-users | December 18, 20 – 22 Dec 20 | |
| Project Closure | Project Handing Over | December 22 20 – 25 Dec 20 |
| Project Closure | December 25 20 – 27 Dec 20 | |
| Project Sign-off | December 27 20 – 30 Dec 20 |
Activity-Based Budgeting technique is being used for calculating overall project cost
| Activity | Cost |
| Project Scope Sign-off | $ 200 |
| Project Planning | $ 200 |
| Shifting to resources to project site | $ 200 |
| Completing the requirements documentation | $ 1000 |
| Developing KMS files and database | $ 1000 |
| Developing visual interfaces and dialogues for KMS | $ 500 |
| Designing KMS program structure | $ 1000 |
| Testing the KMS system | $ 500 |
| Making necessary changes | $ 200 |
| Gathering all the resources from the Infinity organization | $ 300 |
| Carrying out complete screening of the hard-form documents | $ 500 |
| Storing all the digital data in the electronic devices | $ 200 |
| Carrying out an audit of the documents conversion | $ 300 |
| Gathering technical data related to Knowledge Management System | $ 500 |
| Gathering reviews from the users regarding their expectations from KMS | $ 300 |
| Developing and printing user’s manual document | $ 200 |
| Sharing the user manual document with the complete workforce | $ 200 |
| Arranging the training for the end-users | $ 500 |
| Project Handing Over | $ 100 |
| Project Closure | $ 100 |
| Project Sign-off | $ 100 |
| The total cost of the project | $ 8100 |
There are various resources required for the project including
Project Manager: Responsible for managing an overall project within time, cost, and quality (Muller, 2019)
Finance Manager: Responsible for managing overall project cash flow ensuring the availability of cash for each activity and avoiding overflow of cash in the project
Technical Manager: Responsible for developing and implementing KMS at the organization
HR Manager: Responsible for hiring, retaining and motivating the project force
Procurement Manager: Responsible for purchasing quality material for the project
Programmers: Responsible for supporting the technical manager in carrying out KMS programming
Coders: Responsible for supporting the technical manager in carrying out KMS coding
Computer Systems: Required for the development of KMS, user manuals
External Hard Drives: Required for storing digital data.
Licensed Software: Required for developing KMS software
Scanner: Required for scanning hard form documents
Trainer: Responsible for training the end-users of the project
Projector: Required for training purpose
References
Abramova, V., Pires, F., & Bernardino, J. (2016). Open Source vs. Proprietary Project Management Tools. New Advances in Information Systems and Technologies Advances in Intelligent Systems and Computing, 331-340. doi:10.1007/978-3-319-31232-3_31
Heerkens, G. R. (2015). Project management. Place of publication not identified: Mcgraw-Hill Education.
Müller, R. (2019). Relationships Between a Project Management Methodology and Project Success in Different Project Governance Contexts. Project Management Methodologies, Governance, and Success, 111-140. doi:10.1201/9780429071416-7
