Project Initiation Phase
The project initiation phase is the beginning stage of the project which includes the idea of the project or the goal to check the feasibility of the project. In this phase, the project manager identifies and allocates the parties who will be involved in project activities (Besner & Hobbs, 2006). This phase mainly consists of the project charter, project initiation document, and project scope statement.
The ABC company is a courier service, experiencing issues in tracking products shipped for delivery. Usually, the products are priceless goods and customers want to stay informed regarding the product delivery status due to the sensitive nature of the products. To address the rising concerns of customers the management has decided to implement an RFID tracking system to effectively track every individual product and upload its data in real-time to customers via the website.
The RFID tracking system will be automated with intelligent computer systems hence when a courier item leaves the organization’s boundaries, computer systems automatically start uploading its location data for users to track their products in real-time. The feature is very high in demand and a recent survey conducted by ABC company’s marketing department shows it will be the top reason why will the customer be willing to pay a premium price.
Project Charter
In the courier business of priceless goods, failure means the end of business which is never an acceptable outcome in any case. The purpose of implementing an “RFID product tracking system” is to achieve the optimum level of customer satisfaction i.e. .01 % complaints within a total of products delivered in a month. The project will improve the company’s progress as management will also be able to track the progress to measure performance.
Assigning project manager: ABC Company has selected Mr. Paulker to deliver the project .
Business Need: The implementation of the new “RFID product tracking system” with intelligent computing is designed to improve customer satisfaction to 99.99%. Implementation of the project will also result in a 25% increase in customer base/market share. It will reduce failure rate to a negligible level while improving the success factor to 100%.
Project organization. The project management team will be responsible for the achievement of the project tasks. The project manager will monitor all the activities of the project team in order to ensure project success. However, project steering committee will be monitoring and recording the project key elements i.e. time, scope, and budget. Besides, the project team will include:
| Position | Name | Quantity |
| Project Manager | Mr. Paulker | 1 |
| Procurement manager | Mr. John Cor | 1 |
| Database Manager | Mrs. Ellie Calien | 1 |
| System Analyst | Dr. Reed Cath | 1 |
| System Designer | Mrs. Alien and Mrs. Lora | 2 |
| Asst. Designer | Mr. Panday and Mr. Ali | 2 |
| Project Coordinator | Mrs. Flora Kathien | 1 |
Stakeholder Influence. Stakeholders in this project will be provided with relevant data as per requirement. A Detailed stakeholder and communication matrix will be designed to relay systematic information. The stakeholders are a key aspect of project success hence close collaboration will be maintained with them so that they can get engaged.
Project Scope Statement
The scope of the project is concerned with the implementation of the RFID tracking system in ABC Company in order to enhance their product tracking system and facilitate customers with efficient product deliveries. The RFID tracking system will help ABC Company in tracking their couriers when they will leave the premises of the organization. It will be operated automatically after the data regarding the product will be uploaded into the system. Furthermore, RFID tracking systems address the concerns of customers as through RFID systems product information gets uploaded effectively.
More transparency in the organizational system will highlight process shortcomings to be continuously improved. The courier product will be tracked as soon as it exits the organization’s boundaries. A timeline will be maintained in real-time for customers to track their products. The project involves the following key deliverables
- RFID tags on courier packages.
- Fully automated database management system synced with the online website to display real-time data.
- RFID tags and tracking system procurement and setup
Constraints Recognised
- The project is time constrain as it cannot be a delay after December 31, 2017
- RFID has to be integrated with online server and offline database this will require advance and stable technology
- Project is also a cost constraint since the company has already invested a lot in other services.
Project Objective
- Improve and achieve 99.99% of customer satisfaction via online real time tracking information sharing.
- Improving courier package successful delivery to 100% success rate.
- Provide ABC company with the ability to monitor and track each delivery.
- To provide a working RFID tracking system with online integration by December 31, 2017
Work Breakdown Structure
| WBS | Task Name | WBS | Task Name |
| 1 | RFID Tracking System | 1.3.3.1 | Design system |
| 1.1 | Project initiation Phase | 1.3.3.1.1 | Integrate RFID devices |
| 1.1.1 | Project Charter | 1.3.3.1.2 | Assign Unique IDs to devices |
| 1.1.1.1 | Create a Mindmap for requirements | 1.3.3.1.3 | Automatic data sharing system |
| 1.1.1.2 | Select Cross functional teams | 1.3.3.2 | Hardware Installation |
| 1.1.1.3 | Complete documentation of work | 1.3.3.2.1 | Install RFID devices |
| 1.1.1.4 | Publish project Charter | 1.3.3.2.2 | Inspect RFID for connection stability |
| 1.1.2 | Project Scope Statement | 1.3.3.2.3 | Create a report informing RFID connections |
| 1.2 | Project Planning Phase | 1.3.3.3 | Integration of System |
| 1.2.1 | Planning RFID tracking System | 1.3.3.3.1 | RFID with cloud system to track from anywhere |
| 1.2.1.1 | Map RFID | 1.3.3.3.2 | User profile integration |
| 1.2.1.2 | Use case diagram for RFID interaction | 1.3.4 | Initiate a Test Phase for RFID |
| 1.2.1.3 | Map all requirements | 1.3.5 | Train Staff in managing RFID |
| 1.2.2 | Procurement plan for RFID | 1.3.6 | Launch of RFID Tracking System |
| 1.2.2.1 | Publish RFID requirement | 1.4 | Project Closure Phase |
| 1.2.2.2 | Contract manufacturer | 1.4.1 | Record Lessons Learnt |
| 1.2.2.3 | Share Requirement | 1.4.2 | Project Acceptance |
| 1.2.2.4 | Develop Prototype to ensure integration | 1.4.3 | Project Sign off |
| 1.2.2.5 | Manufacturer deliver product | ||
| 1.2.2.6 | Run QA and QC to inspect delivery | ||
| 1.3 | Project Execution Phase | ||
| 1.3.1 | Project Kick off meeting | ||
| 1.3.2 | Install manufactured RFID devices | ||
| 1.3.3 | RFID Tracking System Design |
Project Budget
A total of $1 million has been allocated to achieve the project
| Asset required | Required Units | Estimated Fixed Cost |
| Software system for online and offline information integration | 1 | $50,000 |
| Courier Boxes with embedded RFID tags | 1500 | $260 |
| Equipment to read RFID (RFID Readers) | 3 | $460 |
| Power Up Antennas to receive RFID signals | 3 | $300 |
| Offline Server/Data management System | 1 | $100,000 |
Project Planning Phase
Project Schedule Planning
Project scheduling management refers towards one of essential phase which contributes in project completion and success. The project has been allocated budget and the start date is decided for product initiation is 1st April 2017 where the project will be live by the end of the year till December 31st. project scheduling will be done in an appropriate manner where all tasks will be aligned.
Project scheduling has been fully integrated while using maximum resources in order to ensure project success. The project team will enjoy free hand through an easy and comfortable project schedule.
PERT estimation and Gantt chart will be done in order to identify critical path and tools and techniques applied. Through the Gantt chart, critical activities will be monitored and recorded so that delays could be avoided and costs could get saved.
Project Gantt Chart
Project Gantt chart is an effective technique that is used for project scheduling. It makes the project activities more efficient and saves cost by identifying the critical path. Activity on node diagram is used to calculate early start and late start time for better scheduling.
The critical path calculations will help in assigning the resources to the more important tasks and activities that cannot be delayed. The project management for project manager becomes easier and is always fully cognizant of the progress to respond to changes and other requirements.
Project Cost Management
Cost management involves the division of the budget or cost of the project into different sub-activities of the project. Effective project cost management system ensures that project useless cost than the estimated and allocated budget.
Project HR Plan
The organization is a matrix structured the resources are shifted on project activites from their functional departments. The project team will be engaged using organizational normal calender. Week will be considered of 5 working days, where each day will comprise of 8 hours of working time. All national and international holidays are accounted i.e. Chrismas, New Year etc. The team will be relocated to a new project or returned to the respective functional unit to resume work until new project is initiated within the organization.
Responsibility Assignment Matrix
| Mr. Paulker | Mrs. Flora Kathien | Mr. John Cor | Mrs. Ellie Calien | Dr. Reed Cath | Mrs. Lora | Mrs. Alien | Mr. Panday | Mr. Ali | |
| Technical Requirements | A | R | R | C | C | I | M | S | S |
| RFID Coding Design | A | C | C | R | C | I | M | S | S |
| Equipment Coding Input | A | C | S | R | S | S | R | S | S |
| Software Design | A | C | C | R | I | I | R | S | S |
| Software Integration | A | I | I | R | A | R | M | S | S |
| Hardware installation | A | S | S | C | C | C | M | S | S |
| Software and Hardware Testing | A | C | C | C | C | C | M | S | S |
| Network Preparation | A | C | R | R | I | I | S | S | S |
| Implementation | A | C | R | C | C | C | M | S | S |
| Conduct Training | A | A | A | R | C | C | R | S | S |
R= Responsible
A= Accountable
I= Informed
C= Consult
S= Support
M= Monitor Progress
Project Implementation Phase
The implementation or execution phase involves the construction or practical implementation of the planned parameters of the project. During this phase, the focus of the project manager gets transferred from planning to the monitoring of the project performed tasks (Martinelli & Milosevic, 2016). This phase maintains the momentum of the project and enables the project manager to earn value through efficient tasks.
Project Status Reporting
Project status reporting includes the monitoring and reporting regarding project activities through using the earned value management system. The project manager uses the technique to ensure and identify project progress i.e. earned value against planned value. In this phase, the project manager monitors that whether the project is going according to the plan or not. Furthermore, through using the monitored progress, the project manager i.e. Mr. Paulker updates the project stakeholders.
Issue Management Process
In order to manage any issue that arises during the project following follow of activities will be carried out. The first issue will be identified and then analyzed to priorities the issue.
The project manager will be responsible for providing an issue response plan and assign resources to execute the response plan in order to maintain project alignment and to ensure that issues do not convert into crisis. The project manager will continuously monitor the progress and report it. The result will determine if the issue needs further action or if it is sufficiently resolved.
The project manager during the process will also monitor risks and will update the risk register as needed to ensure the team is able to understand and respond to issue while being fully cognizant of the risks involved.
Managing Risk via Problem Solving
Risk management strategies are also an imperative part of project success as projects do not always go as planned. The project manager in the RFID tracking system will adopt effective risk mitigation strategies which can improve and strengthen project performance.
Project Closure Phase
The closure phase is the end phase of the project in which the project manager delivers the project to the client (Rahschulte, Martinelli, & Milosevic, 2016). Before the closure phase, the project manager will make a testing report which will present to the client at the end of the project completion. The closure phase will get completed when the customer will get satisfied with the delivered project.
Record lessons Learnt
Through the project of the RFID tracking system, the project manager will learn a lot which will help him in adding value to the organizational processes. Lessons learned through this project will enhance understanding of the organization regarding new technologies and their usage. It will open the way for critical thinking and knowledge.
Project Acceptance
At project acceptance level, project will be accepted by client with their full satisfaction. It will be done after successful clearance of assessment report regarding project success.
Project Closure
Final closure will be done with the signoff of the project manager at the end of the entire process. At this level, resources allocated for the project will be returned to the functional department which will finally close the project activities.
. This phase mainly consists of the project charter, project initiation document, and project scope statement.){kind=link}