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Creating a Website
Boyle
Practical Project
Management (BPPM)
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.
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 Access | Target Audience |
| Sell Material | Register Clients | Advertise Services |
| Give Free Samples | Register Clients | Seek Feedback |
| Share Knowledge | Update Material | Meet Stakeholder Needs |
| Deliver Within Timeframe | Operate 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 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.
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 Tests | Go-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.
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