Project Name: Project Plan for Establishment of Online Grant Management System for Polka Inc.
Project Version: G-10-009
Document type: Project Plan
Designed By: Project Manager
Project Initiation Phase
Burke and Barron (2014) explain the project initiation phase as the mark of project birth, in this phase the project takes its form formally. The phase usually comprises of project initiation document, project charter, and project scope statement.
Polka Inc. is managing grants from various institutions, academics and NGOs are main clients. Due to recent successful grants flow, many governmental institutions have shown interest in outsourcing grant management to Polka Inc. This is a great opportunity for Polka Inc. to extend their vision and achieve more. However, management at Polka Inc. is worried that its basic system is not enough to manage effectively the future scope of work. The company has initiated an internal project to automate the grant management system and achieve cost efficiency while gaining the capability to serve more clients and work as a service provider for grant management systems to other potential clients.
Project Charter
The project charter is design to mark the formal approval of grant management system to be installed for Polka Inc. to achieve better management and increased efficiency.
Delegation of Authority. Polka Inc. has delegated the authority to Mr. Wilken to formally initiate the project and formulate a complete project plan.
Business Need. Managing grants is labor-oriented work where meticulous management is required. The increased amount of paperwork creates productivity bottlenecks and determining all the requirements and management of progress becoming time-consuming. The organization wants to reduce paperwork hence less physical storage and increased efficiency. Furthermore, via user dashboards, every stakeholder can remain cognizant of the progress and increase customer satisfaction with rendering the organization a competitive advantage over its competitors. The system will increase the project success rate and will impact outcomes positively.
Project organization. The project will be part of the overall program “Organizational Sustainability and New Product Development”. The program manager “Ben Ito” will monitor the progress however will not be part of the project team. The project steering committee will be directly responsible to above time, budget, scope, and any change resulting in the project lifecycle. The project team will have the following members
| Position | Name | Quantity |
| Project Manager | Mr. Wilkins John | 1 |
| Grant Technician | Prof. David Vila | 1 |
| Database Manager | Mrs. Sonia Afzal | 1 |
| System Analyst | Prof. Dr. Tom Moody | 1 |
| System Designer | Mr. James and Mrs. Katherine | 2 |
| Asst. Designer | Mr. Sanjay and Mr. Usman | 2 |
| Project Coordinator | Mrs. Sarah Jake | 1 |
Stakeholder Influence. The project is intended to achieve better future sustainability hence it is targeted towards current and potential customers to ensure their involvement so that they are aware of new advancements so that they can be engaged and stronger bonding can be developed hence project communication should involve stakeholders effectively so that proper outcome can be achieved.
Project Scope Statement
The scope of the project is concerned with the implementation of an online grant management system that has capabilities to provide users with a portal to apply for grants and provide Polka Inc. with sufficient capabilities to manage the grant and their progress using an online system and getting rid of extensive paperwork. The applicant of the grant are dispersed globally hence need for an online system is imperative for the organization to remain consistent with the changing market trends and to keep it a sustainable competitive advantage to remain high.
The online grant management system is designed to achieve a user profile online that has options for grant request submission, and delivers the request directly to the Polka Inc. for assessment and approval. Hence, making it a paperless environment to achieve the best globally. The system would help in submission, approval and payment process of the organization. The key is to create a portal that has ability to ensure that user can connect and perform functionalities such as to submit request for grant, upload progress reports etc. The key is that stakeholder will be involved online and information flow will become much more effective.
Objectives of the Project
- To increase productivity by elimination of paper work
- To improve success rate in project grants management.
- To develop a collaborative environment for stakeholders.
- To improve competitive advantage via achieving cost effectiveness.
Project Constraints
- There is limited budget for the project due to which scope is limited, however management want to invest more in second phase after 1st project is achieved successfully.
- Since time is critical hence no holidays will be allowed during the project life cycle other than weekends. Project can be jeopardised if more than 1 resource falls sick during the project.
- The implementation of the project must be completed in 160-180 days
Allocated Budget
The project budget allocated is USD 600,000. The project mainstream tasks are allocated a budget of USD 525,000, whereas, USD 75,000 is allocated as risk contingency budget only to be used if approved by Project Steering Committee.
Project Planning Phase
Project Schedule Planning
Project scheduling management is a primary success factor for any project. The present Online Grant Management project is already a time constraint where Polka Inc. has instructed that the project must be completed in 160-180 days. The project schedule will be done in such a manner that project tasks are logically aligned in parallel to gain the most effective results.
The project team has decided since there are few hard logic criteria involved hence team will enjoy more freedom in designing the project schedule on the preferential logic basis and would make efforts to design a project plan that is fully integrated into parallel to utilize its maximum resources.
The tools and techniques applied will be PERT estimation, and the Gantt chart will be prepared to determine a critical path. The critical path will be given the most priority. The resources working on critical activities will be closely monitored and no delay will be tolerated.
PERT Estimation
PERT can be used to perform time estimation, using the WBS (Appendix 1). Time estimation was critical for this project and project manager wanted to ensure that a technique with most reliability must be chosen. Yong (2012) regard PERT estimation as a valid technique that can provide most accurate estimation. To calculate duration, the formula used is (Optimistic+ 4 (Most likely) + Pessimistic)/6. To further strengthen the estimation, the project manager decided to gain estimates for an expert, 4-5 experts provided their optimistic, most likely, and pessimistic estimates which were then average and used in the project.
| Estimation | PERT Estimation | |||
| Optimistic | Most likely | Pessimistic | Duration | |
| Grant Management System | 343 | |||
| Project initiation Phase | 19 | |||
| Project Charter | 11 | |||
| Requirement Gathering | 2 | 3 | 4 | 3 |
| Assigning Project Team | 1 | 2 | 3 | 2 |
| Documentation | 3 | 4 | 5 | 4 |
| Approval for Charter | 1 | 2 | 3 | 2 |
| Project Scope Statement | 8 | |||
| Prepare WBS | 3 | 4 | 5 | 4 |
| Project strategic benefit analysis | 2 | 3 | 4 | 3 |
| Project management methodology | 0.5 | 1 | 1.5 | 1 |
| Signing project Scope Statement | 0 | 0 | 0 | 0 |
| Project Planning Phase | 34 | |||
| Planning Grant Management System | 22 | |||
| Current System Analysis | 4 | 5 | 6 | 5 |
| Mapping Future requirement | 4 | 6 | 8 | 6 |
| Defining System Gap | 2 | 6 | 10 | 6 |
| Propose strategy for online Grant Management System | 3 | 5 | 7 | 5 |
| Plan System Procurement | 12 | |||
| Send RFP | 1 | 1 | 1 | 1 |
| Evaluate Potential Suppliers | 1.5 | 2 | 2.5 | 2 |
| Select Qualified | 0.5 | 1 | 1.5 | 1 |
| Demand Technical Solution | 1 | 5 | 9 | 5 |
| Select the most suited for the Job | 1 | 2 | 3 | 2 |
| Sign Contract | 1 | 1 | 1 | 1 |
| Project Execution Phase | 282 | |||
| Project Kick off meeting | 1 | 1 | 1 | 1 |
| Procurement of required material | 7 | 14 | 21 | 14 |
| Grant Management System Design | 231 | |||
| Design Online Grant Portal | 159 | |||
| Design Award Page | 10 | 20 | 30 | 20 |
| Application Form | 12 | 22 | 32 | 22 |
| Account Setup | 15 | 22 | 29 | 22 |
| Design Grant management Database | 30 | 35 | 40 | 35 |
| Design User Interface | 30 | 60 | 90 | 60 |
| Hardware Installation | 31 | |||
| Install Hardware | 5 | 7 | 9 | 7 |
| Inspect connections | 9 | 12 | 15 | 12 |
| Finalize all connections | 7 | 12 | 17 | 12 |
| Integration of System | 41 | |||
| Integrate online Server with offline hardware | 3 | 7 | 11 | 7 |
| Integrate with database | 3 | 8 | 19 | 9 |
| Test Run | 12 | 25 | 38 | 25 |
| Train Staff | 7 | 10 | 19 | 11 |
| Launch of Grant Management System | 1 | 2 | 3 | 2 |
| Project Closure Phase | 8 | |||
| Record Lessons Learnt | 3 | 5 | 7 | 5 |
| Project Acceptance | 2 | 3 | 4 | 3 |
| Project Sign off | 0 | 0 | 0 | 0 |
Note: Duration in summary tasks is the sum of all sub-tasks and activities hence this table only represents estimation and not scheduled duration.
Project Gantt Chart
Gantt Chart is an effective technique for project scheduling it helps the project team to identify critical tasks and schedule activities using hard and preferential logic. The sequenced activities allow the project manager to have a birds’ eye view of the project and maintain the progress accordingly. The resource allocation becomes much easier the grant management project’ Gantt Chart is as follows.
Following table shows the summary task and their schedule dates for detailed analysis complete Gantt Chart is attached in (appendix 2).
| WBS | Task Name | Duration | Start | Finish |
| 1 | Grant Management System | 169 days | Mon 4/10/17 | Thu 11/30/17 |
| 1.1 | Project initiation Phase | 32 days | Mon 4/10/17 | Tue 5/23/17 |
| 1.1.1 | Project Charter | 9 days | Mon 4/10/17 | Thu 4/20/17 |
| 1.1.2 | Project Scope Statement | 29 days | Thu 4/13/17 | Tue 5/23/17 |
| 1.2 | Project Planning Phase | 34 days | Fri 4/21/17 | Wed 6/7/17 |
| 1.2.1 | Planning Grant Management System | 22 days | Fri 4/21/17 | Mon 5/22/17 |
| 1.2.2 | Plan System Procurement | 12 days | Tue 5/23/17 | Wed 6/7/17 |
| 1.3 | Project Execution Phase | 118 days | Thu 6/8/17 | Mon 11/20/17 |
| 1.3.3 | Grant Management System Design | 76 days | Thu 6/29/17 | Thu 10/12/17 |
| 1.3.3.1 | Design Online Grant Portal | 60 days | Thu 6/29/17 | Wed 9/20/17 |
| 1.3.3.2 | Hardware Installation | 31 days | Thu 6/29/17 | Thu 8/10/17 |
| 1.3.3.3 | Integration of System | 16 days | Thu 9/21/17 | Thu 10/12/17 |
| 1.4 | Project Closure Phase | 8 days | Tue 11/21/17 | Thu 11/30/17 |
The project is taking 169 days to complete and start date is Monday 4/10/17 to Thursday 11/30/17. The schedule has been kept tight for better management and control however the team has 11 days extra in back-up to schedule, this time cannot be utilised unless change request is approved by the steering committee.
Fast Tracking. The schedule is already optimized to meet the fastest possible time to complete without compromising the quality of the project. In this project fast-tracking is not an option.
Crashing. Crashing is possible on this project with a contingency cost of $75,000. The project manager will ensure the project meets the desired standards in the current project and if needed the project activities can be crashed using the contingency risk allocation of the budget.
Project Cost Management
The following table shows the cost arrangement of the project the total budget allocated was $600,000 for the project from which the steering committee for the project decided to keep USD 525,000 for the project and USD 75,000 as risk contingency budget to be approved with proper justification for sanction. The following table shows the cost of the project to be $506,880, which is USD 18,120 less than allocated. The project is using less cost than budgeted is due to cost reduction in equipment to be procured. The procurement was initially thought to cost USD 125,000 however, market conditions change in favour and presently procurement contract is signed for USD 100,000. Refer to Appendix 3 for detailed cost breakdown.
| WBS | Task Name | Fixed Cost | Total Cost | Baseline | Variance | Actual | Remaining |
| 1 | Grant Management System | $0.00 | $506,880.00 | $506,880.00 | $0.00 | $0.00 | $506,880.00 |
| 1.1 | Project initiation Phase | $0.00 | $12,320.00 | $12,320.00 | $0.00 | $0.00 | $12,320.00 |
| 1.1.1 | Project Charter | $0.00 | $7,120.00 | $7,120.00 | $0.00 | $0.00 | $7,120.00 |
| 1.1.2 | Project Scope Statement | $0.00 | $5,200.00 | $5,200.00 | $0.00 | $0.00 | $5,200.00 |
| 1.2 | Project Planning Phase | $0.00 | $36,320.00 | $36,320.00 | $0.00 | $0.00 | $36,320.00 |
| 1.2.1 | Planning Grant Management System | $0.00 | $29,800.00 | $29,800.00 | $0.00 | $0.00 | $29,800.00 |
| 1.2.2 | Plan System Procurement | $0.00 | $6,520.00 | $6,520.00 | $0.00 | $0.00 | $6,520.00 |
| 1.3 | Project Execution Phase | $0.00 | $451,240.00 | $451,240.00 | $0.00 | $0.00 | $451,240.00 |
| 1.3.3 | Grant Management System Design | $0.00 | $162,100.00 | $162,100.00 | $0.00 | $0.00 | $162,100.00 |
| 1.4 | Project Closure Phase | $0.00 | $7,000.00 | $7,000.00 | $0.00 | $0.00 | $7,000.00 |
Project Human Resource
The following table shows the work load of each resource assigned to the project and shows their hourly rate and total cost to be expended on their services.
| Resource Name | Max. Units | Std. Rate | Ovt. Rate | Cost/Use | Work | Cost |
| Project Manager | 100% | $100.00/hr. | $32.00/hr. | $0.00 | 176 hrs. | $17,600.00 |
| Grant Technician | 100% | $80.00/hr. | $45.00/hr. | $0.00 | 440 hrs. | $35,200.00 |
| Database Manager | 100% | $65.00/hr. | $65.00/hr. | $0.00 | 328 hrs. | $21,320.00 |
| System Analyst | 100% | $50.00/hr. | $32.00/hr. | $0.00 | 680 hrs. | $34,000.00 |
| System Designer | 200% | $70.00/hr. | $45.00/hr. | $0.00 | 896 hrs. | $62,720.00 |
| Asst. Designer | 200% | $50.00/hr. | $32.00/hr. | $0.00 | 632 hrs. | $31,600.00 |
| Project Coordinator | 100% | $65.00/hr. | $22.00/hr. | $0.00 | 176 hrs. | $11,440.00 |
Project Execution Phase
The execution phase of the project defines the execution of the project according to the planned parameters (Kerzner, 2013). In execution phase the focus shifts from planning to the monitoring of the project. The project manager uses earn value management technique (EVM) to manage the project and to understand projects parameters.
Project Status Reporting
During execution phase the project manager will perform status reporting and will be monitoring project using earn value management technique. In this technique the project manager maps earned value against planned value to map the project health. By calculating Cost variance and Schedule Variance the project manager is able to understand if the project is going according to the plan or there are some issues. The technique allows project manager to remain aware of any happenings that need immediate attention. Using this similar information, the project manager reports the project status to the stakeholder.
Problem Solving and Risk Management
In execution the project does not always go as planned identified risks often escalate or mitigation strategy need improve or better alternatives surface the project manager in Grant Management project will continually try to improve the performance system and proactively address issues that arise in a project. Issue escalation plan will be followed to achieve better results.
Project Closure Phase
Every project is unique, has a definite start and end time, hence closure phase is also of great significance for the project success (Young, 2013). It is the time where project manager delivers the project to the client. In grant management project the acceptance criteria agree will be mapped against the deliverable. The project will create a testing report from the execution phase of the project and will present the product with full report to the client. The client will experience the system and will have the authority to request an external audit for independent analysis. When the product delivered is satisfactory to the client project can initiate formal closure of the project.
Record lessons Learnt
Continuous learning is a critical part of the project, since online grant management system is part of an overall program hence it lessons learnt are of great value to understand in what ways organization can further improve the processes to gain better results. The lessons learnt will assist in planning the future project in similar domain and learn critical knowledge regarding it.
Project Acceptance
The project will be formally accepted and cost of the project will be cleared an assessment report regarding the project success will be submitted. The activity will conclude with formal signatures on project acceptance form.
Project Closure
The project activities will be concluded at formal signoff of the project designating the project closure. The resource assigned to the project will be relocated to other functional department or will be shifted to other ongoing projects.
References
Burke, R., & Barron, S. (2014). Project management leadership: building creative teams: John Wiley & Sons.
Kerzner, H. R. X. (2013). Project management: a systems approach to planning, scheduling, and controlling: John Wiley & Sons.
Yong, J. (2012). Application of Improved PERT in Schedule Mmanagement of Large and Complex Project. Machinery, 10, 002.
Young, T. L. (2013). Successful project management (Vol. 52 %@ 0749467215): Kogan Page Publishers.
Appendix 1 Work Breakdown Structure
| WBS | Task Name |
| 1 | Grant Management System |
| 1.1 | Project initiation Phase |
| 1.1.1 | Project Charter |
| 1.1.1.1 | Requirement Gathering |
| 1.1.1.2 | Assigning Project Team |
| 1.1.1.3 | Documentation |
| 1.1.1.4 | Approval for Charter |
| 1.1.2 | Project Scope Statement |
| 1.1.2.1 | Prepare WBS |
| 1.1.2.2 | Project strategic benefit analysis |
| 1.1.2.3 | Project management methodology |
| 1.1.2.4 | Signing project Scope Statement |
| 1.2 | Project Planning Phase |
| 1.2.1 | Planning Grant Management System |
| 1.2.1.1 | Current System Analysis |
| 1.2.1.2 | Mapping Future requirement |
| 1.2.1.3 | Defining System Gap |
| 1.2.1.4 | Propose strategy for online Grant Management System |
| 1.2.2 | Plan System Procurement |
| 1.2.2.1 | Send RFP |
| 1.2.2.2 | Evaluate Potential Suppliers |
| 1.2.2.3 | Select Qualified |
| 1.2.2.4 | Demand Technical Solution |
| 1.2.2.5 | Select the most suited for the Job |
| 1.2.2.6 | Sign Contract |
| 1.3 | Project Execution Phase |
| 1.3.1 | Project Kick off meeting |
| 1.3.2 | Procurement of required material |
| 1.3.3 | Grant Management System Design |
| 1.3.3.1 | Design Online Grant Portal |
| 1.3.3.1.1 | Design Award Page |
| 1.3.3.1.2 | Application Form |
| 1.3.3.1.3 | Account Setup |
| 1.3.3.1.4 | Design Grant management Database |
| 1.3.3.1.5 | Design User Interface |
| 1.3.3.2 | Hardware Installation |
| 1.3.3.2.1 | Install Hardware |
| 1.3.3.2.2 | Inspect connections |
| 1.3.3.2.3 | Finalize all connections |
| 1.3.3.3 | Integration of System |
| 1.3.3.3.1 | Integrate online Server with offline hardware |
| 1.3.3.3.2 | Integrate with database |
| 1.3.4 | Test Run |
| 1.3.5 | Train Staff |
| 1.3.6 | Launch of Grant Management System |
| 1.4 | Project Closure Phase |
| 1.4.1 | Record Lessons Learnt |
| 1.4.2 | Project Acceptance |
| 1.4.3 | Project Sign off |
Appendix 2 Detailed Gantt Chart
| WBS | Task Name | Duration | Start | Finish | Pre |
| 1 | Grant Management System | 169 days | Mon 4/10/17 | Thu 11/30/17 | |
| 1.1 | Project initiation Phase | 32 days | Mon 4/10/17 | Tue 5/23/17 | |
| 1.1.1 | Project Charter | 9 days | Mon 4/10/17 | Thu 4/20/17 | |
| 1.1.1.1 | Requirement Gathering | 3 days | Mon 4/10/17 | Wed 4/12/17 | |
| 1.1.1.2 | Assigning Project Team | 2 days | Mon 4/10/17 | Tue 4/11/17 | |
| 1.1.1.3 | Documentation | 4 days | Thu 4/13/17 | Tue 4/18/17 | 4,5 |
| 1.1.1.4 | Approval for Charter | 2 days | Wed 4/19/17 | Thu 4/20/17 | 6 |
| 1.1.2 | Project Scope Statement | 29 days | Thu 4/13/17 | Tue 5/23/17 | |
| 1.1.2.1 | WBS | 4 days | Fri 4/14/17 | Fri 4/21/17 | 4 |
| 1.1.2.2 | Project strategic benefit analysis | 3 days | Wed 4/19/17 | Tue 5/23/17 | 6 |
| 1.1.2.3 | Project management methodology | 1 day | Thu 4/13/17 | Thu 4/13/17 | 4,5 |
| 1.1.2.4 | Signing project Scope Statement | 0 days | Thu 4/20/17 | Thu 4/20/17 | 7,11 |
| 1.2 | Project Planning Phase | 34 days | Fri 4/21/17 | Wed 6/7/17 | |
| 1.2.1 | Planning Grant Management System | 22 days | Fri 4/21/17 | Mon 5/22/17 | |
| 1.2.1.1 | Current System Analysis | 5 days | Fri 4/21/17 | Thu 4/27/17 | 12 |
| 1.2.1.2 | Mapping Future requirement | 6 days | Fri 4/28/17 | Fri 5/5/17 | 15 |
| 1.2.1.3 | Defining System Gap | 6 days | Mon 5/8/17 | Mon 5/15/17 | 16 |
| 1.2.1.4 | Propose strategy for online Grant Management System | 5 days | Tue 5/16/17 | Mon 5/22/17 | 17 |
| 1.2.2 | Plan System Procurement | 12 days | Tue 5/23/17 | Wed 6/7/17 | |
| 1.2.2.1 | Send RFP | 1 day | Tue 5/23/17 | Tue 5/23/17 | 18 |
| 1.2.2.2 | Evaluate Potential Suppliers | 2 days | Wed 5/24/17 | Thu 5/25/17 | 20 |
| 1.2.2.3 | Select Qualified | 1 day | Fri 5/26/17 | Fri 5/26/17 | 21 |
| 1.2.2.4 | Demand Technical Solution | 5 days | Mon 5/29/17 | Fri 6/2/17 | 22 |
| 1.2.2.5 | Select the most suited for the Job | 2 days | Mon 6/5/17 | Tue 6/6/17 | 23 |
| 1.2.2.6 | Sign Contract | 1 day | Wed 6/7/17 | Wed 6/7/17 | 24 |
| 1.3 | Project Execution Phase | 118 days | Thu 6/8/17 | Mon 11/20/17 | |
| 1.3.1 | Project Kick off meeting | 1 day | Thu 6/8/17 | Thu 6/8/17 | 25 |
| 1.3.2 | Procurement of required material | 14 days | Fri 6/9/17 | Wed 6/28/17 | 27 |
| 1.3.3 | Grant Management System Design | 76 days | Thu 6/29/17 | Thu 10/12/17 | |
| 1.3.3.1 | Design Online Grant Portal | 60 days | Thu 6/29/17 | Wed 9/20/17 | |
| 1.3.3.1.1 | Design Award Page | 20 days | Thu 6/29/17 | Wed 7/26/17 | 28 |
| 1.3.3.1.2 | Application Form | 22 days | Thu 6/29/17 | Fri 7/28/17 | 28 |
| 1.3.3.1.3 | Account Setup | 22 days | Mon 7/31/17 | Tue 8/29/17 | 28 |
| 1.3.3.1.4 | Design Grant management Database | 35 days | Thu 6/29/17 | Wed 8/16/17 | 28 |
| 1.3.3.1.5 | Design User Interface | 60 days | Thu 6/29/17 | Wed 9/20/17 | 28 |
| 1.3.3.2 | Hardware Installation | 31 days | Thu 6/29/17 | Thu 8/10/17 | |
| 1.3.3.2.1 | Install Hardware | 7 days | Thu 6/29/17 | Fri 7/7/17 | 28 |
| 1.3.3.2.2 | Inspect connections | 12 days | Mon 7/10/17 | Tue 7/25/17 | 37 |
| 1.3.3.2.3 | Finalize all connections | 12 days | Wed 7/26/17 | Thu 8/10/17 | 38 |
| 1.3.3.3 | Integration of System | 16 days | Thu 9/21/17 | Thu 10/12/17 | |
| 1.3.3.3.1 | Integrate online Server with offline hardware | 7 days | Thu 9/21/17 | Fri 9/29/17 | 31,32,33,34,35,39 |
| 1.3.3.3.2 | Integrate with database | 9 days | Mon 10/2/17 | Thu 10/12/17 | 41 |
| 1.3.4 | Test Run | 25 days | Fri 10/13/17 | Thu 11/16/17 | 42 |
| 1.3.5 | Train Staff | 11 days | Fri 10/13/17 | Fri 10/27/17 | 42 |
| 1.3.6 | Launch of Grant Management System | 2 days | Fri 11/17/17 | Mon 11/20/17 | 43,44 |
| 1.4 | Project Closure Phase | 8 days | Tue 11/21/17 | Thu 11/30/17 | |
| 1.4.1 | Record Lessons Learnt | 5 days | Tue 11/21/17 | Mon 11/27/17 | 45 |
| 1.4.2 | Project Acceptance | 3 days | Tue 11/28/17 | Thu 11/30/17 | 47 |
| 1.4.3 | Project Sign off | 0 days | Thu 11/30/17 | Thu 11/30/17 | 48 |
Appendix 3 Project Cost
| WBS | Task Name | Fixed Cost | Total Cost | Baseline | Variance | Actual | Remaining |
| 1 | Grant Management System | $0.00 | $506,880.00 | $506,880.00 | $0.00 | $0.00 | $506,880.00 |
| 1.1 | Project initiation Phase | $0.00 | $12,320.00 | $12,320.00 | $0.00 | $0.00 | $12,320.00 |
| 1.1.1 | Project Charter | $0.00 | $7,120.00 | $7,120.00 | $0.00 | $0.00 | $7,120.00 |
| 1.1.1.1 | Requirement Gathering | $0.00 | $2,400.00 | $2,400.00 | $0.00 | $0.00 | $2,400.00 |
| 1.1.1.2 | Assigning Project Team | $0.00 | $1,040.00 | $1,040.00 | $0.00 | $0.00 | $1,040.00 |
| 1.1.1.3 | Documentation | $0.00 | $2,080.00 | $2,080.00 | $0.00 | $0.00 | $2,080.00 |
| 1.1.1.4 | Approval for Charter | $0.00 | $1,600.00 | $1,600.00 | $0.00 | $0.00 | $1,600.00 |
| 1.1.2 | Project Scope Statement | $0.00 | $5,200.00 | $5,200.00 | $0.00 | $0.00 | $5,200.00 |
| 1.1.2.1 | Prepare WBS | $0.00 | $3,200.00 | $3,200.00 | $0.00 | $0.00 | $3,200.00 |
| 1.1.2.2 | Project strategic benefit analysis | $0.00 | $1,200.00 | $1,200.00 | $0.00 | $0.00 | $1,200.00 |
| 1.1.2.3 | Project management methodology | $0.00 | $800.00 | $800.00 | $0.00 | $0.00 | $800.00 |
| 1.1.2.4 | Signing project Scope Statement | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 |
| 1.2 | Project Planning Phase | $0.00 | $36,320.00 | $36,320.00 | $0.00 | $0.00 | $36,320.00 |
| 1.2.1 | Planning Grant Management System | $0.00 | $29,800.00 | $29,800.00 | $0.00 | $0.00 | $29,800.00 |
| 1.2.1.1 | Current System Analysis | $10,000.00 | $12,000.00 | $12,000.00 | $0.00 | $0.00 | $12,000.00 |
| 1.2.1.2 | Mapping Future requirement | $5,000.00 | $7,400.00 | $7,400.00 | $0.00 | $0.00 | $7,400.00 |
| 1.2.1.3 | Defining System Gap | $2,000.00 | $4,400.00 | $4,400.00 | $0.00 | $0.00 | $4,400.00 |
| 1.2.1.4 | Propose strategy for online Grant Management System | $0.00 | $6,000.00 | $6,000.00 | $0.00 | $0.00 | $6,000.00 |
| 1.2.2 | Plan System Procurement | $0.00 | $6,520.00 | $6,520.00 | $0.00 | $0.00 | $6,520.00 |
| 1.2.2.1 | Send RFP | $0.00 | $520.00 | $520.00 | $0.00 | $0.00 | $520.00 |
| 1.2.2.2 | Evaluate Potential Suppliers | $0.00 | $1,040.00 | $1,040.00 | $0.00 | $0.00 | $1,040.00 |
| 1.2.2.3 | Select Qualified | $0.00 | $520.00 | $520.00 | $0.00 | $0.00 | $520.00 |
| 1.2.2.4 | Demand Technical Solution | $0.00 | $2,600.00 | $2,600.00 | $0.00 | $0.00 | $2,600.00 |
| 1.2.2.5 | Select the most suited for the Job | $0.00 | $1,040.00 | $1,040.00 | $0.00 | $0.00 | $1,040.00 |
| 1.2.2.6 | Sign Contract | $0.00 | $800.00 | $800.00 | $0.00 | $0.00 | $800.00 |
| 1.3 | Project Execution Phase | $0.00 | $451,240.00 | $451,240.00 | $0.00 | $0.00 | $451,240.00 |
| 1.3.1 | Project Kick off meeting | $500.00 | $1,300.00 | $1,300.00 | $0.00 | $0.00 | $1,300.00 |
| 1.3.2 | Procurement of required material | $100,000.00 | $100,000.00 | $100,000.00 | $0.00 | $0.00 | $100,000.00 |
| 1.3.3 | Grant Management System Design | $0.00 | $162,100.00 | $162,100.00 | $0.00 | $0.00 | $162,100.00 |
| 1.3.3.1 | Design Online Grant Portal | $0.00 | $98,800.00 | $98,800.00 | $0.00 | $0.00 | $98,800.00 |
| 1.3.3.1.1 | Design Award Page | $0.00 | $11,200.00 | $11,200.00 | $0.00 | $0.00 | $11,200.00 |
| 1.3.3.1.2 | Application Form | $0.00 | $8,800.00 | $8,800.00 | $0.00 | $0.00 | $8,800.00 |
| 1.3.3.1.3 | Account Setup | $0.00 | $8,800.00 | $8,800.00 | $0.00 | $0.00 | $8,800.00 |
| 1.3.3.1.4 | Design Grant management Database | $0.00 | $36,400.00 | $36,400.00 | $0.00 | $0.00 | $36,400.00 |
| 1.3.3.1.5 | Design User Interface | $0.00 | $33,600.00 | $33,600.00 | $0.00 | $0.00 | $33,600.00 |
| 1.3.3.2 | Hardware Installation | $0.00 | $19,400.00 | $19,400.00 | $0.00 | $0.00 | $19,400.00 |
| 1.3.3.2.1 | Install Hardware | $5,000.00 | $7,800.00 | $7,800.00 | $0.00 | $0.00 | $7,800.00 |
| 1.3.3.2.2 | Inspect connections | $2,000.00 | $6,800.00 | $6,800.00 | $0.00 | $0.00 | $6,800.00 |
| 1.3.3.2.3 | Finalize all connections | $0.00 | $4,800.00 | $4,800.00 | $0.00 | $0.00 | $4,800.00 |
| 1.3.3.3 | Integration of System | $0.00 | $43,900.00 | $43,900.00 | $0.00 | $0.00 | $43,900.00 |
| 1.3.3.3.1 | Integrate online Server with offline hardware | $7,500.00 | $17,860.00 | $17,860.00 | $0.00 | $0.00 | $17,860.00 |
| 1.3.3.3.2 | Integrate with database | $12,000.00 | $26,040.00 | $26,040.00 | $0.00 | $0.00 | $26,040.00 |
| 1.3.4 | Test Run | $25,000.00 | $52,000.00 | $52,000.00 | $0.00 | $0.00 | $52,000.00 |
| 1.3.5 | Train Staff | $22,000.00 | $33,440.00 | $33,440.00 | $0.00 | $0.00 | $33,440.00 |
| 1.3.6 | Launch of Grant Management System | $100,000.00 | $102,400.00 | $102,400.00 | $0.00 | $0.00 | $102,400.00 |
| 1.4 | Project Closure Phase | $0.00 | $7,000.00 | $7,000.00 | $0.00 | $0.00 | $7,000.00 |
| 1.4.1 | Record Lessons Learnt | $2,000.00 | $4,600.00 | $4,600.00 | $0.00 | $0.00 | $4,600.00 |
| 1.4.2 | Project Acceptance | $0.00 | $2,400.00 | $2,400.00 | $0.00 | $0.00 | $2,400.00 |
| 1.4.3 | Project Sign off | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 |
