Upgrade to Legacy Billing System

Group Project, Alpha Group Bob Young, Group Leader Olga Botero Mike Lamb Cynthia Thompson Tim Watkins Professor Gigi Smith Project Planning, Execution, and Closure PM610-1001B-01-Group A-P5 T1 March 19, 2010 Upgrade to Legacy Billing System

Group leader helped assign sections to each member Group used email, discussion boards, chats and Adobe Connect to have planning and other group meetings. Each group member shared their draft and final slides with the group for acceptance Project Scope and Plan (Charter) were done with group inputs but finalized by assigned people.

The Project Charter: Background conversion of legacy billing system to new web based version. The Problem Statement Old billing system and customer cannot pay or view on line. Justification New technology presents options for paying on line and viewing of customer accounts Slide Contributed by Tim Watkins

The Sponsor IRTC Billing Department and IRTC Senior Management. Stakeholders IRTC Senior Management, Billing Department, Program Manager, Project Team, Vendors and IRTC customers. Slide Contributed by Tim Watkins

Created in MS Project to be able to expand each item for project plan Slide Contributed by Olga Botero

A project scope progressively elaborates the characteristics of a product or service (PMBOK, 2008, p. 115) Slide Contributed by Olga Botero

Slide Contributed by Olga Botero Major Milestones Milestone Detail Changes to Schedule Deliverables Effort Resource Dependencies Duration Resource Escalation Resolution

Obtain number of customers Bill delivery time Bill pay average time Customer contact history CS response time Customer satisfaction rating Slide Contributed by Olga Botero

Planning Stage Vendor plan IRTC plan Acquire Human resources Acquire hardware Acquire software Slide Contributed by Olga Botero

Installation Part 1 Install system software Security programs Install vendor software Test with raw data

Migrate company data Test with current data Contact web security Certificate of Authority Contact beta testers (clients to test new system) Slide Contributed by Olga Botero

Documentation Customer announcements Training Close contracts Migrate final data Deactivate system Slide Contributed by Olga Botero

Change Management Approach Authorization Documentation Changes to project schedule Slide Contributed by Olga Botero

Slide Contributed by Mike Lamb Procedural errors with new software Vendor not meeting deadline Budget will be exceeded Identifying hardware and software problems Customer loss of information Double billing or not billing a customer Hackers and viruses

Slide Contributed by Mike Lamb Impact Low Low Med Medium Med. High High Probability Low Low Medium Medium Medium High High

Viruses and Hackers Causes Easy passwords Virus scanner not up to date Software exploits Risk Mitigation Efforts IT department ensures virus scanners are up to date Frequent virus scans Work with vendor to patch software exploits Strong customer passwords Use only approved software on computers Frequent checks of software logs Slide Contributed by Mike Lamb

Loss of Customer Data/Double billing Causes Data in wrong format Incorrectly entered data Risk Mitigation Efforts Continue to run legacy system Keep backups from legacy system Procedural Errors Causes New look and different data required Risk Mitigation Efforts Formal training, informal training, and on the job training Slide Contributed by Mike Lamb

Slide Contributed by Mike Lamb Software / Hardware Issues Causes Documented issue Failed parts Risk Mitigation Efforts Report software / hardware issues to IT department Work with vendor for patches List of known problems to end users Budget Exceeded Causes Unnecessary work Risk Mitigation Efforts Remove optional tasks Reduce material costs Vendor Off Schedule Causes Not prioritizing work Risk Mitigation Efforts Milestones vendor must meet Weekly status meetings

Slide Contributed by Mike Lamb

Slide Contributed by Cynthia Thompson

Slide Contributed by Cynthia Thompson

Slide Contributed by Cynthia Thompson

DEFINE BUSINESS REQUIREMENTS EVALUATE VENDOR PROPOSALS ENGAGE & EMPLEMENT NEGOTIATE CONTRACT TERMS & CONDITIONS SELECT BEST VENDOR & PROPOSED SOLUTION Slide Contributed by Cynthia Thompson

Slide Contributed by Cynthia Thompson

Who are the Stakeholders? Project Sponsor (Senior Management) Project Manager Project Team Billing Department IT Department Vendor The Clients Slide Contributed by Tim Watkins

Communication type: Stakeholders All Project Team IT Team Billing Dept. Technical Staff Vendor PM Project Team Billing/IT Team Vendor Sponsor PM Project Team Type Kickoff Meeting Project Team Meetings Technical Staff Meetings Monthly Project Meetings Project Status Reports Slide Contributed by Tim Watkins

Medium Stakeholder Type Medium All Project Team IT Team Billing Dept. Technical Staff Vendor PM Project Team Billing/IT Team Vendor Sponsor PM Project Team Kickoff Meeting Project Team Meetings Technical Staff Meetings Monthly Project Meetings Project Status Reports Face to Face Face to Face Conference Calls Face to Face Face to Face Conference Calls Email Slide Contributed by Tim Watkins

Frequency Stakeholder Type Medium Frequency All Kickoff Meeting Face to Face Once Project Team IT Team Billing Dept. Project Team Meetings Face to Face Conference Calls Weekly Technical Staff Vendor Technical Staff Meetings Face to Face Weekly PM Project Team Billing/IT Team Vendor Monthly Project Meetings Face to Face Conference Calls Monthly Sponsor PM Project Team Project Status Reports Email Monthly Slide Contributed by Tim Watkins

Slide Contributed by Tim Watkins Responsible Party Stakeholder Type Medium Frequency Responsible Party All Project Team IT Team Billing Dept. Technical Staff Vendor Kickoff Meeting Project Team Meetings Technical Staff Meetings Face to Face Once Project Manager Face to Face Conference Calls Weekly Project Manager Face to Face Weekly Technical Team Lead PM Project Team Billing/IT Team Vendor Sponsor PM Project Team Monthly Project Meetings Project Status Reports Face to Face Conference Calls Monthly Project Manager Email Monthly Project Manager

Total Cost Budget Slide Contributed by Bob Young

Risk Cost Final Budget Scope Baseline Cost Baseline Project Schedule Time vs Cost HR Plan People Vendor Slide Contributed by Bob Young

Time People Application Cost Slide Contributed by Bob Young

Final Approval Determination Project Manager Team Leader Sponsor IRTC Internal cost IRTC Asset Other Vendor Cost Vendor Slide Contributed by Bob Young

Total Project Budget Internal IRTC Costs Vendor Costs IRTC Resources Budget People Software Vendor Budget People Software Slide Contributed by Bob Young

2001 the Denver International Airport started the Denver International Runway Project Fast Tracking Work done at the same time instead of sequentially Risk Management Runway collapse 9/11 terrorist attacks Loss of funding Completed project under budget and 18 days early Slide Contributed by Mike Lamb

The deliverable plain and simple will introduce expedited business transactions for IRTC clients, this will position the company in a COMPETITIVE ADVANTAGE Ultimately the success of any system implementation is dependent on the ability of the end users to use the system effectively. (Schindelbeck, F, Masterson, B, 2008, p.46) The project plan outlined on this document will accomplish these objectives with great clarity and with the commitment of a great project management team Slide Contributed by Olga Botero

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