Appendix 1 – IT Biz Solutions Case Study

You are a Team Leader at IT Biz Solutions, which offers a range of services a wide range of
Information and Computer Technology (ICT) services to businesses of all sizes.

The company’s Mission is to:

To deliver the best recognized computer services available.

To deliver excellent customer service, continuous improvement, innovative problem-solving,

adherence to standardized information best practices, and collaborative solutions.

The company’s business objectives include:

 To employ highly trained staff

 To be known as an employer of choice
 To support our staff to provide the best possible service

The company has recently made a commitment to improve the education of its staff
members.

The methods of education that have received support among the Management Team are:

 A regular in-house email newsletter to staff that includes interesting news and
relevant articles.
 Sending staff to industry information events
 Encouraging staff to undertake professional development activities

The company’s Operations Manager will be managing the staff education project, and you
have been asked to contribute to it as the Project Officer.

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Appendix 2 – IT Biz Solutions Project Authorisation Form

Project Name Staff Ed: Staff Education Project

Project Manager Operations Manager
1. Intended Outcomes

The goal of this project is to establish and maintain a staff education program that keeps all
employees of IT Biz Solutions up to date on all aspects of their job.

The impact will be better performing staff, and an improvement in the company is perceived
as an employer of choice.

2. Resource Requirements

Resources required to achieve this project will be a financial commitment of approximately

$8,500 subject to receiving quotes. The project officer will need to expend time on setting up
and managing the project.

3. Proposed Schedule

Project authorisation Approved based on project authorisation form

Project scope Developed within 2 weeks of project being authorised.
Project commences On approval of scope management plan.
Project completion Two months from commencement.
4. Changes

All changes to the project must be assessed and then improved.

5. Proposed Project Governance Arrangements

As set out in the project management policy and procedures, the governance arrangement
will be as follows:

A project manager will establish and manage the project assisted by the project team
member. The senior management team are to approve the project management scope and
are to be regularly updated on progress.

We request authorisation to proceed to the detailed planning of the project.

Signature: Project Manager

Name and title: Project Manager

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Appendix 3 – IT Biz Solutions Project Scope Management Plan

Project objectives and requirements

Outline the objectives of the project and requirements

Objectives:

 Develop a technical study that allows quantifying the amount of investments and
operating amounts for the execution of the project.

 Carry out a financial study with which it is possible to efficiently and accurately
evaluate the operating costs involved in the development of each of the products and
services offered.

 Develop the administrative organization of the company, in order to identify business

processes and their organized management

Requirements

 Implementation during this year.

 Maximum implementation budget of 400,000 AUD.
 Have a change management plan that contains the dissemination of the project to
employees, training, information management on performance evaluations and
awareness.
 At least once a month, a project progress meeting should be held with all its
stakeholders.
 The implementation must conform to the actual process of evaluating the
performance of the organization.
 Procedures and policies of the performance evaluation process. Employees clearly
know their objectives.
 Change controls. Requirements prioritization.
 Project management according to PMBOK guidelines.

Project deliverables

Outline the project deliverables

 Contract signed with previously selected supplier

 Project Charter signed
 Identified stakeholders

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  Change management plan approved
 Detailed work program
 Training plan
 Formation of work team
 List of required computer equipment
 Performance appraisal implementation plan
 List of risks
 Performance Evaluation Process
 List of technical process requirements
 Defined requirements
 Infrastructure adaptation plan
 IT security plan
 Project scope management plan
 Schedule management plan
 Cost management plan
 Quality management plan
 Human resources plan
 Communications management plan

Measurable outcomes

Describe the project’s measurable outcomes

 Form of conformation of project members

 Biweekly follow-up meeting format
 Training attendance list format Project progress format
 Deliverable control format Change control format Quality control format
 Supplier Functional Testing Review Form
 Stakeholder control format
 Project documentation control format
 Comprehensive user testing application format

The documents that will be used to control the project are:

 Schedule of activities and milestones of the project Budget executed month by month

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  WBS
 Project benefit / cost analysis

Project constraints

Describe project constraints.

 The duration of the project must not exceed one year.

 The installation of the tool in a productive environment must be carried out under the
policies of the organization's Systems department.

 5% of employees do not have direct access to equipment or computers.

 Simultaneous access limitations due to intranet restrictions in the organization.

Preliminary risk assessment

Describe at least two project risks.

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  Planning omits or underestimates necessary activities. Incomplete definition of
requirements.
 Development tools or external components of
 software are not available at the desired time.
 The group has little experience in software development following a pre-established
structure of tasks and dates.
 Change of requirements.
 End user dissatisfied with the final product.
 Failure to deliver on the part of suppliers
 The analysis performed differs from the thinking of the project leader and sponsor.
 The time needed to respond to the materialized risks is not taken into account.

Project stakeholders

Identify the project stakeholders

 Vice president
 Manager of the Human Management Department
 Software Provider
 Organization Project Manager
 Auditing
 Purchases
 Collaborators
 Head of Infrastructure
 IT Security Chief
 Quality Analyst

Work breakdown structure

Develop and document the Work Breakdown Structure.

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Scope control process

Describe scope control management processes that will be followed.

The first step of control scope process is Measuring performance against scope baseline. In
order to check whether delivered work meets the initially agreed requirements, it is
measured against the scope baseline. The scope baseline stores the last and up-to-date
scope of a project.

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The second step is determining the magnitude of variance. After making the evaluation and
checks, if the delivered work does not meet the agreed requirements and scope, the level of
variance is identified.

The third step control scope process is deciding whether a corrective action or a preventive
action is needed. After the variance against the scope baseline is determined, this variance
must be fixed. These can be defect repairs or preventive actions that will reduce the
possibility of future scope variances.

The fourth step is making the updates to scope baseline, project management plan or
project documents. Regarding documents and plans must be updated, depending on the
corrective and preventive actions that will be taken to fix the variances and get back on track
on the scope baseline.

The fifth and the last step control scope process is the evaluation of the impact of changes.
The output of the control scope process can be change requests. And in order to assess the
outcomes of the change request to the project, impact of these changes should be
evaluated. Because the change control board will determine to approve a change request by
evaluating the impact of changes as well

Appendix 4 – IT Biz Solutions Project Correspondence

Dear Project Officer

Thank you for the email that you sent regarding themes for a new in-house newsletter.

I think that it would be helpful to focus on jobs that we are about to take on, specifically the
programming that will be necessary for any new job. The information could include online courses
and where further relevant information can be found.

This way, by the time we begin a new job, everyone is up to date on all of the relevant
programming issues.

Don’t hesitate if you have any questions about this suggestion.

Regards, Programming Team Leader

Dear Project Officer

I have been thinking a lot lately about the themes that could be included in a new in-house
newsletter, I and I have come to realise that most of the themes that are relevant to me: information

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management and communication, would also be clearly beneficial for several of our clients.

So, I was wondering whether or not it would be a good idea to bundle some of this information into
training sessions that we can offer to clients. This would constitute a new service that IT Biz
Solutions offers, and potentially a new income stream for the company.

I would be happy to coordinate an initial session that we could offer to two of our biggest clients
and see if they are interested.

I would be happy to meet with you to discuss this further if you wish.

Regards, Data Management Team Leader

Dear Project Officer

I think that there are issues, such as recycling and energy conservation, that should be just as
important for staff as the most recent software issues. Make sure that this sort of thing is included
in the newsletter.

Regards, Administration Assistant

Dear Project Officer

There is a Computer Business Review in town in a few months. I know (went to university with) the
keynote speaker, who knows everything there is to know about next generation communication
systems development.

I have asked her if she would be able to speak to our staff in our office on the afternoon following
the event, answering questions and inspiring our younger staff members. This would cost $1,000
for the afternoon, which, I think, is a very reasonable amount for such a well-known speaker.

Let me know what you think.

Regards, Data Analyst

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Appendix 5 – IT Biz Solutions Project Progress Report Template

Work completed to date

Provide a summary of work completed to date

Meetings on the progress of operational monitoring were held weekly, before the technical
and systems committee to monitor the execution of the project. Rigorous methodologies
proposed by the entity's Systems Office for project management and the construction of
information systems were also applied. On the other hand, the procedure for controlling
changes in the execution of the project was defined and the committee in charge of
evaluating the change requirements was formed. Similarly, there is a highly available
technological platform for the implementation of the new information system.

Project costs

Outline any costs or quotes associated with the project.

CONCEPT COST
Locative Adaptations of the work area and 3.500 AUD
computers

Processor license 2000 AUD

Internet Application Server 1500 AUD

Investment supplies (Paper, folders, toner, 1500 AUD

backup tapes)

Preventive and corrective maintenance of 2500 AUD

computers and servers.

Technology adjustments and 3000 AUD

technological infrastructure

Acquisition, installation, and configuration 4000 AUD

of a storage solution according to the
defined technical specifications.

Changes

Discuss any potential/required project changes.

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 - Make adjustments to impacted developments

- Adjust development documentation

- Perform comprehensive tests with users again

- Manage acceptance of tests

Meetings

Discuss any upcoming meetings or meetings that have occurred.

Monthly progress meetings will be held before the steering committee, where the project
manager and area managers will participate, who must present an analysis of the planned
vs. executed budget of the project up to the scheduled dates, also with the percentage of
progress. On the other hand, to monitor the progress of the execution and development of
the system, weekly meetings will be held that will allow the project manager to follow up,
based on the accountability reported by the main members of the project team.

Project Officer

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Appendix 6 – IT Biz Solutions Project Analysis and Request Form Template

Project Name: IT Biz Solutions

Project Manager:
Request filed by: Data Analyst
Date: 1/03/2021
Change Request: Adjust development documentation
Change Request Amount: 1000 AUD
Change Request Analysis: Evaluate the degree of adjustment of the current state mentioned
in the previous point and the possibilities of successful completion
of the project
Authorised by: Project Officer
Signature:
Date: 8/03/2021

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Appendix 7 – IT Biz Solutions Project Scope Management Review Report
Template

The report is to address the following questions to assess the initial and continuing scope
management approach.

1. Did the Project Scope Management Plan include the following?

A clear description of the project ’s YES
end results
A clear description of project  Develop a technical study that allows quantifying the
objectives amount of investments and operating amounts for
the execution of the project.

 Carry out a financial study with which it is possible to

efficiently and accurately evaluate the operating
costs involved in the development of each of the
products and services offered.

 Develop the administrative organization of the

company, in order to identify business processes
and their organized management

A summary description of the  Implementation during this year.

project’s requirements, including  Maximum implementation budget of 400,000 AUD.
budget and timelines.  Have a change management plan that contains the
dissemination of the project to employees, training,
information management on performance
evaluations and awareness.
 At least once a month, a project progress meeting
should be held with all its stakeholders.
 The implementation must conform to the actual
process of evaluating the performance of the
organization.
 Procedures and policies of the performance
evaluation process. Employees clearly know their
objectives.
 Change controls. Requirements prioritization.
 Project management according to PMBOK
guidelines.

A clear outline of project  Contract signed with previously selected supplier

deliverables?  Project Charter signed
 Identified stakeholders
 Change management plan approved
 Detailed work program
 Training plan
 Formation of work team
 List of required computer equipment
 Performance appraisal implementation plan
 List of risks
 Performance Evaluation Process

A Work Breakdown Structure that YES

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clearly identified the tasks to be
undertaken.
2. Was the scope of the project validated with customers and staff?

YES

3. Was the scope of the project controlled during the life time? Were the mechanisms effective?
YES

4. Was the impact of scope creep explored at any time prior to the project commencing? Describe
at least four strategies that could be used to prevent scope creep.
1. Complete a scope of work assessment
In order to manage the scope of a project, you and the client must share a realistic understanding
of the tasks that must be completed to complete it successfully. Although it's easy to create scoping
assumptions based on past experiences, you should talk to the client and let them know about all
aspects of the project to protect yourself from future problems.
This evaluation begins with an informative presentation to the client. The purpose of this meeting is
to gather information on the project requirements, which can be used to make better decisions
about how to allocate resources, such as time, collaborators and costs; with the aim of improving
work flow. You should ask questions about the client's goals, timelines, and needs, and then
compile the results into a design brief.
2. Establish the scope of work in the contract
After conducting the scoping assessment, you should put it in writing in your project contract. The
most common way is to include this information in a statement of work section.
A statement of work describes all the details of the project agreed upon by you, the team, and your
client. This generally includes all project components and their corresponding stages, prices, and
delivery dates. It is important to write the statement of work in plain and unambiguous language to
avoid any misinterpretation by the client.

5. What could be improved in terms of the project scope management approach?

The deliverables defined in the project objectives (expressed in the project charter) must have the
approval and acceptance criteria.
The system must be delivered to the area manager in charge of the system, endorsed by the
systems area manager, as of its implementation. The system must be well received and accepted
by all users who are going to use it.

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