Imperial College Union Implementation Project

Transcription

1 Imperial College Union Implementation Project The Project Plan is the controlling document for the project scope, deliverables, timescale, resources, responsibilities and project controls applied to the project. Date: 11 th April 2005 Version: 1.1 Status: Draft Produced By: Marina McGovern Mobile: Project Plan Page 1 of 10

2 1 CONTENTS 1 CONTENTS PROJECT SCOPE PROJECT OBJECTIVES Phase I Phase II Phase III PROJECT PRIORITIES SCOPE OF WORK OUT OF SCOPE PROJECT SCHEDULE & RESOURCES PROJECT TIMINGS TARGET PROJECT MILESTONES TIME CONSTRAINTS & RISKS ORGANISATION ROLES & RESPONSIBILITIES PROJECT CONTROLS PROJECT REVIEW MEETINGS CONTROL SHEET DOCUMENT INFORMATION REVISION HISTORY Project Plan Page 2 of 10

3 2 PROJECT SCOPE 2.1 Project Objectives The project is to install Finance software replacing the current Pegasus software. The project will be installed in three phases Phase I The objectives that need completing for phase 1 are as follows Install New Server Data transfer from current Pegasus companies. Design and implement a new Nominal Ledger coding structure. Design and Implement new budget reporting on the web pages Install & enable live operation of the following finance modules: General Ledger Accounts Payable Accounts Receivable Cash Book Phase II The objectives that need completing for Phase II (31 Oct 05) are as follows Fixed Assets Register BACS payments to Trade suppliers Invoice printing Reminder letters to Customers Determine the requirements for purchase orders to be implemented Phase III The objectives that need completing for Phase III (31 Dec 05) are as follows Pilot On line Expense Claim for Clubs Pilot BACS payments for clubs Project Plan Page 3 of 10

4 2.2 Project Priorities Time To Go Live on August 1 st 2005 as if this does not happen the transactional data for the clubs reporting will have to be re-keyed, or wait until the next financial year. Cost Deliver the project within budget. Functionality To deliver a product that meets all of the key requirements and to find suitable workarounds for any gap between required and not standard. 2.3 Scope of Work Hardware The following areas of hardware installation require completion. New server to be provided by???. The finance software installed. All PC s and laptops requiring access have the client software loaded. All printers, which need to print from system, have been set up. Support modem is set up. Software To enable live running of the Line 200 modules the following stages must be complete. Test & live data transfers are completed, then validated & signed off by the Project Owner. Design new Chart of Account. Fixed Assets keyed User training completed. Budget and other Reports recreated and on web Conference room pilot completed & signed off by the Project Owner. Stationery set up complete & signed off by the Project Owner. Live running acceptance & sign off by the Project Owner 2.4 Out Of Scope Project Plan Page 4 of 10

5 As there will be a new nominal structure, only the closing 2005 balance can be entered. All previous year NL transactions will be held in the current Pegasus database need to discuss any others Project Plan Page 5 of 10

6 3 PROJECT SCHEDULE & RESOURCES 3.1 Project Timings The project kick off meeting held on 14 th April A detailed Gantt chart indicating tasks & responsibilities for phase 1 is in progress??? 3.2 Target Project Milestones Milestone Date Phase I Committee sign off spec 29/4/05 Hardware / software installed 18/5/05 Pilot and data transfer tested 30/6/05 Training Completed 19/7/05 System Rehearsal complete 21/07/05 Review Go Live Status 25/7/05 Live Data Transfer 29/7/05 System Live 01/08/05 Phase II Live 31/10/05 Phase III in pilot 31/12/05 Project Complete 31/03/ Time Constraints & Risks Year End is 31 st July. Holidays Project Plan Page 6 of 10

7 4 ORGANISATION 4.1 Roles & Responsibilities Role Description Responsibility Project Sponsor Project Owner Project Manager Project Team Defines the business case. Approves changes to the project scope Participates regularly in the project. Has authority for the project budget Assists in developing the project plan. Approves changes to the project scope Manages ICU team Ensures the Project Sponsor, project team members & the suppliers are aware of their responsibilities. Develops & maintains the project plan. Agrees the project plan. Controls the day-to-day aspects of the project. Manages the supplier project team. Manages the project review meetings. Monitors, controls & reports on progress against plan. Tracks issues & change requests. Escalate risks & issues to the project sponsor for resolution when required. Identify risks & issues that may jeopardise the plan. Resolve risks & issues when required. Take responsibility for quality deliverables Provide skills & experience that are essential to the project. Monitor progress against plan. Commitment to deliver tasks assigned. Ensure they have been trained and understand all aspects of their job in relation to the new system Mustafa Arif Dave Parry M McGovern Aziz Chinyere Zona Aisha Will Project Plan Page 7 of 10

8 5 PROJECT CONTROLS 5.1 Project Review Meetings The project manager, who will publish an agenda prior to the meeting & minutes with actions after the meeting, will chair project review meetings. The project manager, all ICU team members & any other invitees should attend. The meetings should focus on the following areas. Project status Project progress reporting Review project risks Review project issues Review change control Agree forward plan Project Plan Page 8 of 10

9 6 Control Sheet Approval of the project plan Name Project Team Role Project Sponsor Signature Conditions N / Y (See below) Date Project Manager Project Owner CONDITIONS Acceptance is conditional of the following: Project Plan Page 9 of 10

10 7 Document Information Information Required Name File Name Original Author(s) Version 1.0 Marina McGovern. Plan Session Participants 8 Revision History Version Date Author(s) Revision Notes 1.0 Draft For Discussion 11/04/05 M. McGovern Project Plan Page 10 of 10