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Creating a Website

Boyle Practical Project Management (BPPM)

 Document Version: 2.0

Date of Issue:  06/03/12
 

1      Create a Website

This Project Plan was updated several times during the duration of the project. This Plan provides an overview of the project using plain and un-ambiguous terms, such that it can be used as a reference for all stakeholders.  This document outlines the Project Planning elements necessary to produce a website that will launch Boyle Practical Project Management (BPPM) to a global audience and ensure that BPPM services become accessible and purchasable 24 hours a day, 365 days a year. 

The Project Initiation section serves as an introduction for stakeholders who only wish to know the basics or the project summary in two pages. The rest of the document serves as a reference for the website project team and for any- who may wish to examine this plan in greater detail.

1.1    Project Initiation

Boyle Practical Project Management (BPPM) started a business to provide project management consultancy services to businesses and designed a Project Management course to help business people help themselves. The course is aimed at individuals involved with or commencing a project.  BPPM decided that creating a website was the most professional, effective, and cost efficient way to promote its business on a world-wide stage.

1.1.1    Project Charter

This Charter gives authority to the project manager to create a website for Boyle Practical Project Management (BPPM).

Goal

The Goal of creating the website is to “Promote Boyle Practical Project Management (BPPM)”. The purpose is to (a) Attract Customers, (b) Transact Business and (c) Give Information

Stakeholders

The primary stakeholders are the project sponsor, company employees, and project team. The secondary project stakeholders are the website hosting company, current and past clients, and our suppliers.

Budget & Funding

The budget for the project is €6,000 and is funded from current expenditure. This is exclusive of the costs of internal plant and machinery, heat power and light and use of equipment. The “Success Framework” analyzes the metrics that drive a return on this investment.

Timescale

The website go-live is planned for April, 2013.

Project Team Resources

The Project Team Resources required are project manager, and a website specialist.

Signed 

                                            Date: 

Project Sponsor

 

1.1.2      Success Framework

This stage commences officially following Project Charter Approval.  The preparatory work for this stage is done while drawing up the charter for approval. The basis for succeeding with this project is through satisfying the success criteria. The critical success factors are represented in the middle of the Theoretical Success Framework Diagram, representing their relationship to achieving both project and product objectives and their influence on satisfying the success criteria. The objectives, the success factors and the success criteria are agreed by the primary stakeholders following a series of brainstorming sessions and a consultation process.

Success Framework

         

1.1.2.1     Select Project Team Resources

The business requirements are the specifications that describe the functions that the website is expected to provide. The selection of Project Team Resources is the first order of business for creating a website that best meet those requirements.

Contractor Selection

BPPM does not have the in-house website building skills, so it is procuring website consultancy services. The process for identifying the website contractor to meet current and future needs is to be conducted in accordance with BPPM’s procurement policy.   The main criteria for choosing a company in this case are:

1.         Availability of resource for brainstorming sessions.

2.         Cost. The budget for consultancy services is €3,000

3.         Website design and construction start to finish.

4.         Track record in search engine optimization (SEO).

5.         Company portfolio.

Release Request for Proposal

A Request for Proposal (RFP) is released to those vendors that best meet the criteria based on recommendations and from local company profiles.  This exercise is undertaken in order to reduce the potential vendor list to a manageable number. The RFP involves a structured evaluation approach with specific deadlines and processes. Replies are requested within a week from date of issue. The responses to the Request for Proposal RFP are measured against the above criteria. The RFP document for the website is included in Appendix 1.

Select Preferred Provider

From the RFP returned and subsequent discussions BPPM select those companies that best meet requirements, then choose the best one based on reference checks and cost. Information on the preferred Provider is communicated to the primary stakeholders.

 

1.1.2.2     Project Outputs

The product objectives and the project management objectives are:

Look Professional Provide AccessTarget Audience
Sell Material Register Clients Advertise Services
Give Free Samples Register ClientsSeek Feedback
Share Knowledge Update Material  Meet Stakeholder Needs
Deliver Within TimeframeOperate Within Budget

 

1.1.2.3     Critical Success Factors

The Critical Success Factors for Creating a BPPM Website are:

● Clear Goals and Objectives 

 ●Management of Expectations

 

1.1.2.4     Success Criteria

The criteria as drawn up by the stakeholders are in the table below.  The units of measurement are taken each quarter after go live for the 1st year to determine the success rate against the targets. The website itself is not sufficient to satisfy the specifications as set out as criteria for success. An advertising campaign commences directly after the website is live.

 

Project Outputs

Success Criteria  Measurement Units

Time Base

Target

Look Professional

Opinion of stakeholders

July 2013

n/a

Provide Access

%  of total time site is accessible

July 2013

98%

Target Audience

Number of visitors

July 2013

3000

Sell Material

Number of sales made

July 2013

15

Register Clients

Number of clients registering for course

July 2013

5

Advertise Services

Number  of pages viewed per visit

July 2013

3

Give free Samples

Number of downloads

July 2013

6

Answer Questions

Number of questions asked

July 2013

6

Seek Feedback

Number of reviews left

July 2013

6

Share Knowledge

Requests to include more information

July 2013

6

Update Material

Number of site updates each month

July 2013

2

Website Go-Live Date

The Go-Live Date for Website

April, 2013

11th April, 2013

Cost

The cost of creating BPPM website

April, 2013

€6,000

 

1.1.2.5     Risk

The risks, their likely impact and the necessary response are set out in the following table:

 

Risk No.

Risk Identified

Likely Impact

Risk Response

1

Scope creep/change to scope

Changes to scope may occur and delay timelines.

Mitigate.

Outline in specific detail the boundaries to scope.

2

Project exceeds time schedule

Will have knock on impact on other schedules.

Accept.

Draw up contingency plan

3

Cost escalation

Extra funding will be needed.

Mitigate.

Keep check on cost through detailed management plan.

4

Capacity of IT hardware

Slow processing of data & operation of communications.

Avoid.

Assess current hardware against requirements.

5

IT infrastructure not sufficient

High volumes of traffic may slow up communications network & data input process.

Accept.

Draw up contingency plan

 

Risk 1 Scope

 

The following conditions apply to the scope of the project:

 

1.      No enhancements or additional functionality with the capacity to extend the project end date or increase cost shall be considered, without the prior approval of the project sponsor.

2.      For transacting business online, the initial payment method and registration shall be via pay-pal and email respectively. 

3.      For giving information, answering questions and seeking feedback shall initially be in the form of “frequently asked questions” and via email respectively.

 

 Risk 2 Schedule

 
The contingency is the number of days calculated with Project Evaluation and Review Technique (PERT). The website marketing shall be delayed by the number of days the project is behind schedule. Any delay to the project will affect the final cost.

 
Risk 3 Cost

 
The project sponsor must be notified regarding any circumstance that the actual costs are greater than planned by more than 5%. 

 

Risk 4 Hardware

 
Assessment of current hardware against requirements is outlined in the following table:

  

Component

Requirements for Office 2010

Current

Computer and processor

500 MHz

2.6GHz

Hard disk

3 GB

4GB

 

   

Risk 5 Infrastructure

 

This contingency is for exceptionally high volumes of business and will not come into play until a period has elapsed after the project is complete. The contingency for this risk shall be approached on three fronts:

 

a.       Upgrade Plan with Host Provider.

b.      Upgrade Broadband capacity from Service provider.

c.       Recruit resources to deal with high levels of activity.

 

1.1.3      Constraints

The project inputs explain how the product will be done and are defined, by the work breakdown structure, responsibility chart, schedule, and budget. These inputs are further decomposed into work package activities and tasks.

 

1.1.3.1     Work Breakdown Structure

The activities required to deliver the output objectives are:

 

Create Content Complete Registration Apply Design
Carry-Out Development Conduct TestsGo-Live

 

These product work inputs are decomposed into work packages. The WBS below is a picture of the project inputs subdivided into hierarchical units of work, and represented as a tree.

             Product WBS

-- End of preview --

To access the remainder of this plan, please contact BPPM.

 

 

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