Question Automation Contract Management For Davis & Associates Submitted By: Marcia Cannon Kerry-Ann Davis Sanket Desai Michelle Austin-Dor Nelson Gonzalez Keller School of Management Project584 Professor: Dr. Karen Johnson October 5 2014 Table of Contents Introduction..4 Executive Summary.4 Project Scope & Objective.5 Statement of Work:5 Major Functions.6 Performance Issues.6 Management and Technical Issues.6 Development Process and Methodology..7 Phases of SDPM Process.7 Plan and Launch..7 Design Build and Test8 Degree of Stakeholder Involvement in the SPDM Process.8 Project Estimates:9 Sources of Historical Data Used for Estimates.9 Estimation Techniques.10 Estimates of Effort Cost Duration..11 The cost of the project is shown below:13 Risk Management Strategy..14 Risk Table (lists risks identified for your project (identify at least 20) with a risk score for each) 14 Risk Evaluation..15 Discussion of Risks to be Managed (plan to manage at least five?the top five risk scores from above) 18 Risk Mitigation Monitoring and Management Plan..20 Risk Management Strategy ? General Description..20 Risk Identification Strategy..20 Risk Analysis and Prioritization Strategy..20 Risk Response Planning and Implementation Strategy..21 Risk Monitoring and Tracking Strategy..21 Roles and Responsibilities.21 Tools and Templates.21 Monitoring Managing Mitigating and Controlling.22 Schedule.26 Project Work Breakdown Structure.26 Task Network.27 Timeline Chart (Gantt Chart).28 Resource Table.29 Responsibility Matrix.29 Major Milestones and Target Dates.32 Introduction Executive Summary Davis & Associates was founded in 2010 and has been processing and handling contracts for various organizations which includes States Local and Federal Government. Davis & Associates would like to implement a process where the organization moves from manual process to automating because this process has proved to be inefficient time consuming and ineffective. The company will implement a new contract management system that will be able to automate the functions. The new system will generate approvals automatically for Request for Proposal (RFP); approve contracts or reject contracts that are lacking the necessary requirements. This project overall cost is $300000 and is schedule to begin on September 29 2014 and launch on April 15 2015. The objective is to implement a process that will automate 95% of contract management streamline the laborious manual effort eliminate and minimize human error to 2%. With careful planning our team will include five (5) Subject Matter Experts (SMEs). The team members have been identified and responsibilities have been assigned to each individual. The risk that is foreseen is the current staff may lack the skills to handle the automated process. The new software will be developed with current technology; management may not be able to estimate the financial budget and staying within budget. Davis & Associates expects to increase its business during the first year of implementing the new process. Being on task is the key to achieving this goal of implementing a process that will make contract management cost effective and efficient. Project Scope & Objective Project Name: Automation of Contract Management (ACM) Project Managers:Marcia Cannon Kerry-Ann Davis Michelle Austin-Dor Sanket Desai and Nelson Gonzalez Owners: Davis & Associates Project Number:121311 Prioritization: High Statement of Work: The purpose of this project is to implement an Automated Contract Management process for our Contracting Department. We intend to accomplish this by developing the automated software that handles contract management within six (6) months. The first phase of the project will focus on the requirements and functionality of the system. When the requirements and functionality has been identified and approved the development phase will kick-off. Upon completing the development stage various testing of the system and functionalities will be the next stage. The final stage will be full production of the functionalities based on the testing results and feedback received. In Scope Create an automated process for Contract Management. The new process will include automated approval of Request for Proposal (RFP) automated document uploading of contract documents and reports. This system will be easy to use give complete visibility E-signature saving and be used as a central repository for all contract documentation. The new system will also collaborate efficiently and control the processes whenever a document has been approved or any changes have been made to the document. Out Scope The project limitation that is foreseen is current employees adapting to the new system and processes. Major Functions Implementing an automated contracting system will minimize human errors; generate more income for the company. The development team will develop a system that will allow external clients to upload their RFPs and make minor changes create electronic signatures and check the status of their RFPs. The system will handle all different file types to include txt files PDF Excel and Word document. The system will offer a central repository on a server and also the option to store their data in the Cloud. As a growing company staying abreast of technology and also using convenient ways where our internal and external customers can access data from a smartphone iPad or any tablet that has internet connectivity. Performance Issues Both internal and external clients will use the contract management automation system. One of the many issue that this project will face after deployment is the employees will not be able to adapt to the new process in a timely manner. Another issue that we foresee is moving from manual process to an automated process the execution of the application may differ in functionality. Management and Technical Issues Technical constraints would include software configuration and technical failure in developing this contract automation system. The architecture may not be flexible for expansion and easy to use for some of our clients. Another issue that management anticipates is how the RFPs are prioritizing. Task that needs to be executed as priority may foresee delay in the delivery because the system is not able to identify task that are a priority. Since Davis & Associates chooses to automate the contract management process there will be staff members who are available to assist the external clients with any issues they experience. Also the internal clients will receive training to develop their technical skills in order to assist the external clients with quality service and any technical issues that may develop. Development Process and Methodology The project team decided to use the Agile Methodology. Agile methodology is typically used in project environments where the business is sometimes unpredictable. Using the Agile method the project will be delivered in phases which will be tested after testing the daily scrum call will be held highlighting any issues or updates with the program. The approach that will be taken is to choose a flexible architectural model that will be able to withstand the constant changes. The application will be implemented on the company?s newest server and then deployed to the internal team for use or production. Phases of SDPM Process The first phase will define and explain why implementing an automated contracting system will benefit the company. Once approval is granted on the implementation and development the work will begin after the approval is received. Plan and Launch In this phase the requirement for the automated system will be given consideration on how to build and deploy. The developer will launch the application to the server; once that step is complete the project team will explain the reasons for implementing the new system and the benefits to both internal and external clients. Design Build and Test Designing the automated contracting system has met the requirements and business needs of Davis & Associates will be addressed. The design for system will be developed in the test environment where the developers will have access to the application to make the necessary changes or modifications before final development. The developers will not need any further approval has all the requirements have been approved any testing of the application will be done in the testing environment. Degree of Stakeholder Involvement in the SPDM Process The stakeholder plays a major role in the development of this new system. The stakeholder secured most of the funding for the project. The amount that was secured for the project is $300000 hence the reason for getting the stakeholder involved and also giving them daily update as the project progresses. Because the application is being built in an agile environment the stakeholder participation is necessary. According to Agile Modeling ?project success often requires a greater level of involvement by project stakeholders: domain and technical experts should be actively involved with modeling.? In order for the any development or decisions to be made it is necessary to get approval from the stakeholder before the project can move forward. Project Estimates: Sources of Historical Data Used for Estimates Software development effort estimation is the process of predicting the most realistic amount of effort (expressed in terms of person-hours or money) required to develop or maintain software based on incomplete uncertain and noisy input. Effort estimates may be used as input to project plans iteration plans budgets and investment analyses pricing processes and bidding rounds. Historical data is needed for any form of consistent estimation. The problem with historical data is that gathering the data requires effort time or money. The need to expend resources to generate collect or purchase historical data is often used as a bugaboo to resist collecting the data and as a tool to avoid using parametric or historical estimating techniques. For instance estimating at the project level you need data at a project level. If you are estimating at a task level you need to collect historical data at the task level. The best data is data is data from your organization projects. This means that you have to define the information you want collect the data and analyze the data. The collection of data also infers that someone needs to record the data as it happens (time accounting and project level accounting). Only collect the information you need and only at the level you are going to use. In this project the main source of the project is the automation of the existing manual process. Below are the sources of historical data: 1. Estimation of the time taken during handling of one case manually 2. The effort estimation of the project on similar lines 3. Estimation on the basis of the earlier written lines of codes with respect to the man days 4. Cost involved in handling such small projects with respect to changes in the company workflows 5. Effort involved in imparting training to the staff members on any process changes in the organization 6. Turnaround time to handle and close one contract by a single executive 7. Time involved in the movement of files from one approval to another approval table 8. Failure cost due to failure of existing projects 9. Time involved in moving from failure cases to the workarounds or the rollover plans 10. Effort estimations of the existing ongoing projects in the organization Estimation Techniques There are various kinds of estimation techniques involved in the project: 1. Analogous estimation – it depends on the estimation of the project cost and timelines on the basis of the historical data. Suppose company has done any similar kind of projects then the analogous estimation depends on the using of similar figures for the cost and time involved. This helps in reducing the effort in doing estimation and one can use the same estimates and refine them as the process moves on 2. Parametric estimation – it depends on the estimation on the basis of the defining the parameters involved in the estimation. Here the input parameters say code lines; number of developers/testers is used and is changed accordingly with respect to the scope and complexity of the project. Once these parameters are changed they help to change the estimates of the new project from the old project. So the company uses estimates of the old projects but makes changes in them on the basis of the changes in the parameters involved in the same. 3. Judgmental estimation – here the expert?s advices are taken to come onto the estimates of the cost and the timelines. In this scenario as the complexity of the project is high and company is new such kind of projects so the best estimation technique will be judgmental technique. In this company can use various experts from the company and SMEs to come to final estimates. Estimates of Effort Cost Duration The estimates of effort cost and duration depends on the activities involved in the project. Below are the broad level activities involved in the project: a) Kick off the project b) Preparing a requirement document c) Preparation of High level and low level design documents d) Discussion of system architecture with the development teams e) Coding and development of the application f) Testing of the application g) Preparation of unit and functional test cases h) Showcasing the application to the stakeholders i) Taking approvals from the stakeholders j) Releasing the application in production environment The above mentioned activities can be subdivided on the task level and then the effort estimation depends on the effort involved in the same. On the basis of assumptions the above figure shows the effort involved in the project. The total effort of the project is around 148 days. The duration against each task is shown in above figure. The above figure shows the resource utilization against the same. Suppose the cost of Project Manager is $ 40/day Sponsor is $60/ day Developer is $20/day Tester $15/day and Development Head is $35/day. The cost of the project is shown below: Activity Resources Cost Kick off the project Sponsor (1) 60 Preparing a requirement document Project Manager (1) 40 Preparation of High level and low level design documents Project Manager (1) Development Head (1) 75 Discussion of system architecture with the development teams Development Head (1) Project Manager (1) 75 Coding and development of the application Developers (5) 100 Testing of the application Testers (2) 30 Preparation of unit and functional test cases Testers (1) Development Head (1) 50 Showcasing the application to the stakeholders Stakeholders (10) 40 Taking approvals from the stakeholders Project Manager (1) 40 Releasing the application Project Manager (1) Development Head (1) 75 Celebrations All Total 585 With the above cost of $585 per day the total cost of the project is 148*585 = $86580 Risk Management Strategy Risk Table (lists risks identified for your project (identify at least 20) with a risk score for each) Risk Evaluation S.No Project Risks Risk Evaluation Probability Cost Schedule Scope Quality Risk Score 1 The internet connectivity is low and down 40% 4 3 4 5 6.4 2 There is issue in the installation of the network 20% 4 4 2 5 3 3 The cost of the project is not within budget 30% 5 3 2 2 3.6 4 The resources are not available on time and allocated on time 60% 4 4 2 2 7.2 5 The data security is vulnerable and not on lines with the organization policies 45% 5 2 5 5 7.65 6 The database is not up to mark and full of issues 5% 4 4 5 5 0.9 7 The training of the resources is not complete on time 70% 2 2 2 2 5.6 8 The technical support is not feasible due to maintenance issues 5% 2 2 3 3 0.5 9 The Wi-Fi to access the systems is down 15% 3 3 4 5 2.25 10 The budget allocated to the project is less as compared to the actual spending 40% 5 2 2 2 4.4 11 There is mismatch in the requirements documents leading misunderstanding and wrong developments 60% 5 5 5 5 12 12 The development is not on track and leading to delay 40% 4 5 4 4 6.8 13 The project resources are over allocated 50% 4 2 2 4 6 14 The walkthroughs of the requirement documents was not adequate 20% 2 2 4 4 2.4 15 There is delay in the testing process due to delay in coding 20% 2 4 2 4 2.4 16 The testing is not up to mark and the bugs are in the final delivery stage 40% 4 4 2 5 6 17 There is change in the scope of the project 60% 5 5 5 5 12 18 The project is of bad quality 70% 4 4 2 5 10.5 19 There are network issues leading to delay in the approval process 20% 2 2 2 2 1.6 20 The central drive to store the documents is inadequate leading to storage issues 40% 4 2 2 4 4.8 21 The training for the process was inadequate for people to change from manual to automatic process 40% 4 4 2 2 4.8 22 The server speed is slow and approvals takes time 20% 5 5 2 2 2.8 23 The download and upload of documents takes time 20% 2 2 2 2 1.6 24 The technology used is irrelevant as compared to the organization requirements 40% 4 2 2 2 4 25 Skills issues among the employees 60% 4 2 2 5 7.8 Discussion of Risks to be Managed (plan to manage at least five?the top five risk scores from above) Risk Type S. No from above table Risk Response High Level Risk Score 1 If there is an issue in the internet connectivity then the application will not work as the same will be hosted on the public Internet. In order to avoid such issues the company should have a backup Internet connection which in case of any downtime should be up and able to handle the application load. 4 If the resources are not available on time then it will lead to delay in the completion ad slippages of the activities on the critical path of the project. In order to avoid the same there should be proper planning with respect to the resource allocation and usage. It will lead to proper resource assignment and will avoid any last changes in the resource allocation. 5 As the automated process leads to upload and download of documents related to contracts and bank details. It might lead to data security issues the same can be mitigated by using appropriate security measures of individual logins and password change policy. 11 This is big level risk and the wrong requirements gathered at the first place will lead to wrong developments and loss of both time and cost. It can be mitigated by taking sign offs from the concerned stakeholders on the requirement document and also showcasing the templates to be developed to the stakeholders. In such a way the confidence of the stakeholders will be there to handle the project. 12 If the development is not on track then there will be slippages leading to both loss of effort and cost. This can be avoided by regularly tracking the project milestone and in case of any deviations raining the same with the top management. 17 If there is any change in the scope of the project then it will impact the timelines and this will impact the cost of the project. This risk can be mitigated by freezing on the scope of the document through mutual meetings and consent. 18 If the project quality is bad then it will lead to rework and thus increase in cost and effort. This can be avoided by doing regular testing and involving the stakeholders ate each point of the delivery. Also the good and iteration testing will lead to elaborate testing and finding of issues at the early stage of the project. 25 If the skills of the employees are not matching the usage of the application then the application is of no use. This can be mitigated by doing regular and stringent trainings for the employees of the organization. This will help them understand the functionality and also helps them to use the same with efficiency. Risk Mitigation Monitoring and Management Plan Risk Management Strategy ? General Description Promptly identify all possible risks and prioritize according to the likelihood it will happen and the impact it will have on overall project. Risk Identification Strategy Identify all stakeholders. Then use documentation reviews and information gathering techniques such as brainstorming using the nominal group technique. In addition interview high power stakeholders to extract additional stakeholders that can quickly point out hidden risks within the project. Another strategy is to use the Delphi technique where a facilitator will prepare and send questions to subject matter experts and the responses will be circulated until consensus is reached. Risk Analysis and Prioritization Strategy In order to prioritize the risk and impact of the risk the team must determine the impact and likelihood that a risk event will happen. One such tool would be to use the risk severity matrix where the risk events will be plotted to determine the high risk high impact of a particular risk event. Additionally it must be determined the severity of impact on the triple constraints; cost scope scope and quality. Next each risk event that is plotted a probability number must be assigned to give definitive assessments to the risk event. Risk Response Planning and Implementation Strategy Risk response planning will be assigned to key stakeholders in the project. Mainly it will be all project managers as they are all have vested interests in the successful completion of the project. Risk Monitoring and Tracking Strategy As Project Managers monitoring and controlling the risk events will involve getting constant feedback from all vested parties including the project sponsor all high power team members. The type of information that we seek as project managers will be looking for is the timeline of completed work processes measured against deadlines. We will seek input from available resources to help this process and to monitor all predecessors and successors to see if available resources can be allocated to different areas of the project. Roles and Responsibilities All major roles are shared by all Project Managers. However the sponsor for this project is CEO of company who will be providing all funding that is needed for successful completion. Tools and Templates Tools used in the project will include interviews brainstorming techniques meetings software such as Microsoft Project Word Visio etc. Monitoring Managing Mitigating and Controlling Risk Event Monitoring Planning/Management Controlling Mitigation Strategy = RL; RI; AD; CT; TR; or AC The internet connectivity is low and down Welcome feedback from end users about connectivity experience Keep a log of complaints from end users Perform weekly virus scans and deleting of unnecessary files to clean files Reduce Likelihood There is issue in the installation of the network Defer to (outsource) Network Administrators which will be contractors for the project Defer to Network Administrators which will be contractors for the project Defer to Network Administrators which will be contractors for the project Transfer The cost of the project is not within budget Make sure sponsor has weekly updates and get approval for the scope of project during the planning phase Level resources regularly and make sure predecessors and successors are completing on time Update MS Project with overruns and cost changes to resources Avoid The resources are not available on time and allocated on time Have weekly ten minute check points to get updates on the availability of resources and update MS project to mirror the updates Have monthly meetings with Team Managers to make sure their resources are sufficient and find ways to level resources better Get accountability from Team Managers to carry out the plans set forth in meetings Reduce Likelihood The data security is vulnerable and not in lines with the organization policies Partner with the IT Manager and CIO to make sure the policies are in line with organizational policies Have the IT Manager and CIO to attend monthly project meetings Get accountability from the IT Manager that the security measures will be followed as outlined and is in sync with policies Reduce Likelihood The database is not up to mark and full of issues Make sure the database is being updated with the latest information and that information input is useful Constantly provide feedback to all departments about what the other need to document properly Have Managers of every department to gain accountability from end users that they will update information as it becomes available Reduce Likelihood The training of the resources is not complete on time Outsource Outsource Outsource Transfer The technical support is not feasible due to maintenance issues Partner with IT Manager to make sure all maintenance is done on time and properly Have IT Manager attend meeting to relay to all department manager what is needed to perform maintenance on all systems Document all issues and how they were fixed Avoid The Wi-Fi to access the systems is down Outsource to Internet Provider Outsource to Internet Provider Outsource to Internet Provider Transfer The budget allocated to the project is less as compared to the actual spending Make sure sponsor has weekly updates and get approval for the scope of project during the planning phase Level resources regularly and make sure predecessors and successors are completing on time Update MS Project with overruns and cost changes to resources Avoid There is mismatch in the requirements documents leading misunderstanding and wrong developments Look for any sudden changes especially in the critical path to make sure all tasks are completed on time Communicate to all Managers and make sure scope is understood and reiterated during all meeting as well as outline all project changes Get accountability from all managers that all resources are understanding the requirements of the project Avoid The development is not on track and leading to delay Hold short bi-weekly meetings just to make sure the resources and time is there to get the job done Have a meeting with all team members to bring back into focus the scope of the project and that all resources are trained and available to carry out the statement of work. Make sure that all contractors are on fixed contracts with incentives to complete the task on time with penalties for being late Reduce Likelihood and Impact The project resources are over allocated Look for a pattern of working overtime and weekends to ensure no resource is overstretched (can be accomplished by looking at the resource sheet in MS Project) Hire more resources to help out so that the quality of the project is not compromised Hire more resources to help out so that the quality of the project is not compromised Reduce Likelihood The walkthroughs of the requirement documents was not adequate Make sure that all changes in requirements are documented and updated and dispersed to all managers Make sure that when the sponsor is interviewed there are persons available to record all requirements are documented and available to all teams members Make sure that all changes in requirements are documented and updated and dispersed to all managers Avoid There is delay in the testing process due to delay in coding Partner with Programmers to make sure all coding is done during the development phase Partner with Programmers to make sure all coding is done during the development phase Use Agile method and release in increment so that bugs are found early so as to correct the coding problem Avoid Avoid Avoid The testing is not up to mark and the bugs are in the final delivery stage Partner with Programmers to make sure all coding is done during the development phase Partner with Programmers to make sure all coding is done during the development phase Use Agile method and release in increment so that bugs are found early so as to correct the coding problem Avoid Avoid Avoid There is change in the scope of the project Have regular meetings with Managers who is needing more resources or a process in not working for the good of the project Work closely with the sponsors and g=keep documentation of every change no matter how small so that if the scope changes the project will likely survive because of informed sponsors Have regular meetings with Managers who is needing more resources or a process in not working for the good of the project Reduce Impact The project is of bad quality Hire Independent Quality Assurance Teams to monitor plan and control Hire Independent Quality Assurance Teams to monitor plan and control Hire Independent Quality Assurance Teams to monitor plan and control Transfer There are network issues leading to delay in the approval process Defer to (outsource) Network Administrators which will be contractors for the project Defer to (outsource) Network Administrators which will be contractors for the project Defer to (outsource) Network Administrators which will be contractors for the project Transfer Skills issues among the employees Have employees meet once a month to see how a process can be modified so that everyone can perform their roles more efficiently Include employees in the planning process and group skills according to tasks so that everyone understands their role and job in the project Get accountability from each employee about their roles and responsibilities Reduce Likelihood RL = Reduce Likelihood RI = Reduce Impact AD = Avoid CT = Contingency TR ? Transfer/AC = Accept Schedule Project Work Breakdown Structure Task Network Timeline Chart (Gantt Chart) Resource Table Resource Name Type Material Label Initials Group Max Units Std. Rate Ovt. Rate Cost/Use Accrue At Base Calendar Developer Work M.J 100% $50.00/hr $75.00/hr $0.00 Prorated Standard IT Manager Work A.T 100% $55.00/hr $90.00/hr $0.00 Prorated Standard Designer Work T.J 100% $45.00/hr $65.00/hr $0.00 Prorated Standard Architect Work S.M 100% $85.00/hr $120.00/hr $0.00 Prorated Standard Engineer Work K.K 100% $95.00/hr $130.00/hr $0.00 Prorated Standard QA Manager Work N.M 100% $45.00/hr $65.00/hr $0.00 Prorated Standard Project Manager Work M.C 100% $70.00/hr $100.00/hr $0.00 Prorated Standard Contract End User Work C 100% $30.00/hr $55.00/hr $0.00 Prorated Standard Team Leader Work T 100% $50.00/hr $75.00/hr $0.00 Prorated Standard Responsibility Matrix Work / Task Resource Responsible Planning Project Manager Project Leads Tech Lead Business Analysis / Requirements Project Manager Business Analyst Tech Lead User(s) Software Architecture Tech Lead Architect Code Development Web Developer Backend developer Database design Lead Database Administrator Tech Lead Testing Quality Assurance (QA) Team Users Deployment Infrastructure Team Post Implementation Review Project Manager Project Leads Tech Leads Above responsibility matrix outlines the major actors involved in execution of the project. It starts with project planning task wherein project manager will plan the work after meeting with project leads and tech leads. Tech lead will provide estimation and feasibility of technical direction for implementing a customized application software development. Capturing business requirements will require participation of business analyst to capture and document requirements in a pre-defined template. Tech Lead will evaluate the technical feasibility of requirements. User(s) will ensure that the requirements captured conform to the existing procedures of handling contract management. The requirements documents will be available in a central repository so that all the team members will have access to it. Once requirements are captured and signed off by user(s) software architecture can begin. This will set the foundation for technical development and future enhancement. Software architecture will be flexible to accommodate future expansion and integration with other sub-systems. Architecture artifacts like UML diagrams sequence diagrams will be produced for future reference. Code development will begin once architecture is stabilized and accepted to meet the system specifications. Project manager will assign tasks to developers working with tech lead. Tech lead will monitor the progress of assigned tasks to developer(s) and update project manager on a weekly basis. Tech lead will bring forth any anticipatable technical risks in completing the tasks. Database design will be a coordinated effort between lead database developer and tech lead. Tech lead will choose the database system considering the size of the project and possible future expansion. Database design will be in alignment with software architecture and software tools used for code development. Lead database administrator will help development team with performance of database with fin
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