King County: Telephone System Upgrade Project Proposal Robin Richards CPMGT/303 August 29, 2016 Chanda Sanders Telephone System Upgrade: Project Plan Outline Purpose of the Plan Introduction • Background Information • Project Approach • Success Criteria Goals and Objectives Scope • Definition • Not in Scope • Risk Assessment • Program Budget • Predicted Milestones Assumptions/Constraints • Project Assumptions • Program Constraints • Related Projects • Critical Program Barriers Project Management Approach • High-Level Timeline • Roles & Responsibilities • Issue Administration • Communication Plan Approvals Introduction Telephone System Upgrade is a process where institutions replace their telephone gadgets into modern and improved versions, with intent to intensify the effectiveness and efficiency of the systems (Nivet, 2011). Telephone System Upgrade: Purpose of the Plan • The telephone system upgrade is a project that will seek to upgrade King County Enterprise telephones systems to modern channels that ease communication, a task by the company team of telecommunication engineers. • The primary objective of carrying out the project will be upgrading the company traditional telephone systems to a modern Voice over IP ( VoIP). Cont. • The telephone system upgrade project at King County will be executed in agreement with various stakeholders who believes in the worthiness of overhauling the company’s traditional mode of communication into a VoIP platform. • The project stakeholders include; Project Sponsors, the Steering Committee, Project Manager, Program team as well as the King County Enterprise staff members. Telephone System Upgrade: Background Information • Telephone system upgrade is imperative to ease communication by adopting modern platforms, which possess various abilities, such as teleconferencing option and multimedia session, using internet connection. • The stakeholders have reached an agreement on implementing the Voice over IP (VoIP) platform, a program that would commence after relevant approvals by the King County top administration. Telephone System Upgrade: Project Approach • Telephone upgrade initiative approach Phase 1 Phase 3 Phase 2 Program Planning and Design Project Initiation Project execution Monitoring and controlling Program Inauguration Telephone System Upgrade: Project Success Criteria • The project success will be established in various line as shown in the diagram below. Project completed on Schedule Project Success Criteria Project completed on the appropriated Budget Over 90% of effective volume of work Over 90% of effective quality of work Over 90% of satisfaction by the stakeholders Telephone System Upgrade : Goals and Objectives Business Goals and Objectives (SMART) • Upgrade to the organization’s current legacy telephone system Project Goals and Objectives (SMART) • Complete project within timeline and budget • Provide training to employees on new system Telephone System Upgrade : Scope Scope Definition • Identify cost • Identify equipment and IT requirements • Project timeline Not in Scope of Project • Destruction of old system Telephone System Upgrade : Scope Risk Assessment Risk Risk Impact Level (L/M/H) Probability of Event (L/M/H) Mitigation Strategy Cost exceeding goal M M Constantly monitor procurement and estimates Technology being delayed or not available H L Ensure the vendor has the necessary equipment ready to go Employees not understanding new system H L Training NOTE: The Risk Assessment will be continuously monitored and updated throughout the life of the project, with monthly assessments included in the status report (see Communications Plan) and open to amendment by the Project Manager. Telephone System Upgrade : Scope Projected Budget • $1,000,000 for the new system • $50,000 to train employees on the new system Telephone System Upgrade : Scope Projected Milestone The following represent key project milestones, with estimated completion dates: Milestone Estimated Completion Date Contractor & materials scheduled August 31, 2016 Installation complete September 30, 2016 Testing complete October 31, 2016 Employee training complete November 30, 2016 Project complete December 30, 2016 Telephone System Upgrade : Assumptions/Constraints Project Assumptions The following assumptions were made in preparing the Project Plan: • Current phone system(s) outdated, inflexible, no longer support by IT; new system will enhance customer experience and service levels • Stakeholder(s) demand for new system • Sufficient budget available to fund project Project Constraints The following represents known project constraints: • Availability of quality & competent resources in amounts needed according to timeframe indicated • Project will have significant impact on IT department and staff resources • Employees ability to transition to new technology within timeframe allowed with little to no disruption to business dealings Telephone System Upgrade : Assumptions/Constraints Related Projects The following are known aging infrastructure related projects: • • Expansion of telecommunications hub closets including new network switches and battery/generator back up power for system upgrades New interior wireless access points added Critical Project Barriers Critical project barriers are insurmountable issues that can be destructive to a project’s initiative. Should any of these events occur, the Project Plan would become invalid: • • • • Removal or transference of project funding to other company initiatives Contractor abandons project, breaking contract Complete failure of IT technology interfaces Unforeseen events such as natural disasters Telephone System Upgrade : Project Management Approach August 2016 Project initiation • Approval from Project Sponsor • Cost analysis • Order Materials and Contractors Project Timeline Installation • New cable and wiring. • Upgrade software and security. • New servers and routers. October 2016 • Inspect Quality of installations. • Run security software test. September 2016 Quality Inspections November 2016 Online December 2016 Project Closeout • Communication system is online • Train Employees on the new system • Assist with any questions and difficulties • Closeout all contracts • Ensure contracts are closed out properly • Conduct brainstorm to find improvements for future projects King County Telephone System Upgrade: Project Management Approach Project Roles and Responsibilities Name Role Responsibility Phone/email Robin Richards Project Sponsor Ultimate decision maker and tie breaker (987) 321-0789 Jennifer Baxter Project Manager Manages project in accordance to Project Plan (654) 321-9870 Scott Orate Assistant Project Manager Draws up status reports and relays information of daily tasks to the Project Manager. (987) 654-3210 Michael Hanna Project Coordinator Schedules and ensures all outsourcing is conducted properly according to contracts. (123) 456-7890 King County Telephone System Upgrade: Project Management Approach Issue Management When a change is presented to the project team it will follow a strict routing through the chain of supervisors. It will first be discussed and written up with the project manager. Then sent to the Senior Project Manager, who will present the changes to the Project Sponsor and Stakeholders. No changes can be made to the project without the approval of the Stakeholders, Project Sponsor, and Senior Project Manager. This will reduce the risk of changes to scheduling, cost, and scope. Allowing the project team to move ahead as scheduled in a smooth and cost effective fashion. King County Telephone System Upgrade: Project Management Approach Communication Plan • • • Daily Update Meeting • What stage the project is in • What has been completed • The days Maintenance Plan • Safety and Hazmat Procedures Weekly Progress Meeting • Budget Status Report • Project Status Report • Safety/Mishap Status • Milestone needs and goals Monthly Status Meeting • Budget • Passed and Upcoming Milestones • Safety and Hazmat • Stakeholder needs and updates King County Telephone System Upgrade: Project Management Approach Sign-Off Sheet I have read the Project Plan and will abide by its teams and conditions and pledge my full commitment and support for the Project Plan. Robin Richards ________________ Project Sponsor August 29, 2016 _________ Date ________________ Project Manager _________ Date ________________ TBD _________ Date References Kremlacek, R. (2016, February). Learn How an Outdated Phone System is Hurting Your Business. Retrieved from http://www.teledynamic.com/blog/learn-how-an-outdated-phonesystem-is-hurting-your-business Nivet, M. A. (2011). Commentary: Diversity 3.0: A necessary systems upgrade. Academic Medicine, 86(12), 1487-1489.
Purchase answer to see full attachment