2022F: CPL 5559 9 [B-222 CPL]

Project Code: PMIT - 1

Date: October 04, 2022

Instructor: Ms. Sahar Ahadi

Group Members
1. Amanpreet Kaur (C0822624)
2. Dheerja (C0822848)
3. Pavitardeep Singh (C0820613)
4. Prabhjeet Kaur (C0819755)
5. Rahul Arora (C0822246)

Project Narrative: Upgrade of ERP Software.

1. Project Overview

Vitasense is a successful pharmaceutical company with headquarters in Toronto. The president

of the company has expressed interest in modernizing the hardware and software infrastructure

of the ERP system. Vitasense has decided to work with our company to deliver the ERP X

software and integrate it with the company's various business operations. One of the reasons our

company was chosen is because its software can be tailored to meet specific corporate

requirements. The project is expected to be completed within the next 15 months with an

allocated budget of $8 Million.

2. Communication Strategy

You have described the present condition of communications within your team. The next stage

defines the future state that will be obtained by implementing this strategy.

2.1 Objectives

Vitasense has established the following objectives for internal and external communication.

• Increasing the effectiveness and productivity of the team

• Securing the sponsorship and buy-in of management

• Altering people's impressions of your team

• Enhancing the culture and behaviour of the team.

• Raising the level of awareness among stakeholders

2.2 Communications Guidelines

Create a list of all the guidelines that are applicable to the transmission of communications

messages within your team, as this will assist you in fulfilling your goals and attaining success.

For instance, the following could be incorporated into your organization's communications

guidelines:

• The team will make sure that all important information is conveyed properly and through

the proper channels

• Every message will be tailored to the specific audience.

• No one other than the communications team will be authorized to disseminate official news

releases.

• Every communication will be personalized to its appropriate receivers

• Upper management must first authorize any urgent messages before they are sent out.

• The team will make sure that everyone is informed of what they need to know well in

advance of when they need to know it.

• Meetings with the entire project team will take place at each significant milestone.

• There will be reporting done on a consistent and objective basis

• The team working on the project will pay attention to and respond to feedback.
3. Planned Team

ERP SOFTWARE TEAM

• Project manager

• Software team lead

• Manager

• Web application developers

• Software engineer

• Software tester

• Designer

• Software architect

• Manufacturing manager

• Sales and marketing manager

• HR (human resources)

• BA (business analyst)

• Customer relationship manager

• Supply chain manager

• Inventory manager

• Finance manager

• Distributor

• Procurement manager

• Scheduler
 • Employees

• Sponsor

4. Stakeholder and their requirements

At this point, you have identified the person or people with whom you will be formally

communicating. The next action that needs to be done is to determine the information that they

have to get. Below is a list of all stakeholders, their roles, and methods of their communication

Stakeholder
ID Role Methods Frequency Project information needs
Name

1. One to one

meeting (briefing
Provide Approval and
Sahar Ahadi Project Sponsor session) Weekly,
1 Funding
2. Project Status Monthly

Reports

1. Project meetings

2. Team building
Initiation, Planning,
Amanpreet activities. Daily,
Project Manager Execution, Monitoring,
3. Plans, Status Weekly
2 Kaur
and Controlling, Closure
updates.
 1. Structure, plan Software Design and

Rahul Arora Designer 2. Specific Weekly Listing Hardware

3
deliverables. Interface Requirements

3. Design modifies

1. Face to Face

2. Daily standup
Development of the user
Software meetings.
Dheerja Daily interface and working of
Developer 3. Project Status
4
EPR software
Reports

1. Project Meetings

Paviterdeep 2. Team building

5 Finance Manager Weekly Managing Finances
Singh activities

3. Workshops

1. Emails

2. Video Testing Software and

Prabhjeet Tester Weekly
6 Conferencing giving feedback

3. Face to Face

Procurement 1. Face to Face Planning, supply, find a

7 Maria Weekly
Manager 2. Video call cost-effective deal
 3. Meeting

1. Email

8 Dean Human Resource 2. Meeting Weekly Hiring Manpower

3. Face to Face

Inventory finance,
9 Warring Inventory Manager 1. Daily meetings Weekly
operations,

Gather, Review, and

1. Meetings Weekly,
10 Saneha Business Analyst analyze data including
2. E-mails Monthly
KPIs and finance reports.

1. Face to Face Weekly, Check the quality of

11. Charnie Quality Manager
2. Video Call Monthly software and hardware

Stakeholders’ frequency is mentioned in above given table, but they can also talk to each other

whenever they need to.

 5. Communication Plan

Deliverable /
Purpose Medium Frequency Owner Audience
Description

Project Group
Introduce project, review Project
Kick-off meeting Meeting Once Delivery
objectives and goals Manager
Associate

Project Team Status review and progress Project

Meeting Weekly Team Members
meetings of the project Manager

Discuss, review technical Project Manager

when Delivery
Demonstration and design problems and Workshop Project Team
needed partner
solutions. Members

Detailed report on project

status including progress,

costs, and problems.

Sponsor
Project Status E-mail, Project
1. Commentary Monthly Steering Group
Reports Presentation Manager
2. Status Indicators
Members
3. Schedule Summary

(Phases & Key

Milestones)
 4. Risks and Issues

Controlling points to

determine whether a

Phase Gate project is adhering to Project

Meeting Milestone Team members
Meeting project management rules Manager

and producing quality

outputs.

6. Conclusion

This document presents that effective communication is essential to achieve success in any

project. A communication plan is important for the project team so that they also understand and

communicate with stakeholders from time to time and politely. Listen to them carefully and

work according to their needs. Make a good relationship with each stakeholder so that whenever

you need them, they will also be available for you. It helps you save time and money, increases

your profitability, and it is logical.

6.1 Assumptions

• Sufficient resources are available to perform the specified tasks.

• The timeframes listed in the Communications Schedule are adequate.

• The necessary budget is available to execute the relevant tasks.

6.2 Risks

• Crucial personnel in charge of communications are lost midway through the project.

• As the project progresses, so will the communication needs.

• As the project progresses, the list of those involved in it will evolve.

7. Sponsor Acceptance:

Approval of the Communication Management Plan indicates an understanding of the purpose

and content described herein. By signing this deliverable, each individual agrees that the

communication plan has been analyzed effectively.

Project Sponsor: Project Manager:

Sahar Ahadi Amanpreet Kaur

 REFERENCES

Manifera Custom ERP 2021, https://www.manifera.com/custom-enterprise-resource-planning-

erp-system/.

ERP Requirement 2022, https://www.selecthub.com/enterprise-resource-planning/erp-

requirements-checklist-cheat-sheet/.

Foan, C. & Parslow, J. (2006). Lost in translation. Paper presented at PMI® Global Congress

2006—EMEA, Madrid, Spain. Newtown Square, PA: Project Management Institute.

https://www.pmi.org/learning/library/managing-diverse-project-teams-communication-

effective-8215.

Project Manager, 2022 https://www.projectmanager.com/templates/communications-plan-

template.
WEEK 2

Deliverables
1. Minutes of your kick-off meeting (meet-n-greet) with all the stakeholders
2. Business Requirement Document (MS-Word or Excel)
3. Project Charter including your project team names and responsibilities
4. Create a team charter/team canvas to define team expectations
5. Weekly Status Report

1. Minutes of Meeting

MOM Minutes of the Meeting Date 10-Jan-23

Project Name ERP System Upgrade Project Number PMLT-1

Project Manager, Project Team, Client, Project Sponsor, Discussions Project Scope
Participants
Stakeholders. Budget, Timeline
Deliverables Customized ERP
software.
Points Discussed Remarks
1 Statement of Work
2 Project Scope
3 Project Timeline
4 Project Budget
5 Project Purpose
6 Project Plan
7 Roles
8 Mission Statement
9 Next Steps before execution.
10 Collaboration

Points Agreed Remarks Responsible Completion Date

1 HR to start interviewing applicants HR 15-Jan-23
2 The budget was determined Finance Manager 30-Jan-23
3 Deliverable milestones set Project Manager 15-Feb-23
4 Project resources were assured by the sponsor Sponsor 1-Mar-23
5 The procurement process was agreed on Procurement Manager 15-Mar-23

MOM submitted as a supporting document (Excel).

 2. BUSINESS REQUIREMENT DOCUMENT AND PROJECT CHARTER

Executive Summary

Project Name Upgrade of ERP Software at Vitasense

Project Sponsor Sahar Ahadi

Project Manager Amanpreet Kaur

Date of Project 15 Sep 2022

Approval

Last Revision date 10 Sep 2022

Project Description Vitasense is a successful pharmaceutical company with headquarters in Toronto.

The president of the company has expressed interest in modernizing the hardware

and software infrastructure of the ERP system. Vitasense has decided to work

with our company to deliver the ERP X software and integrate it with the

company's various business operations. One of the reasons our company was

chosen is because its software can be tailored to meet specific corporate

requirements. The project is expected to be completed within the next 15 months

with an allocated budget of $8 Million.

Goals

Vitasense has established the following objectives for internal and external communication.

• Increasing the effectiveness and productivity of the team

• Securing the sponsorship and buy-in of management

 • Altering people's impressions of your team

• Enhancing the culture and behaviour of the team.

• Raising the level of awareness among stakeholders

Risks and Issues

Risks Issues

Ongoing maintenance for software editions that Customization

the ERP provider no longer supports.

The ERP solution is not supported by the Cost

hardware

Due to outdated software that cannot address Data Security

contemporary security risks, there are security

lapses, such as cyberattacks.

The seller would not know how to fix the Data Migration

earlier, incompatible version of the software in

the event of a crash

Project Scope

In-Scope Out-of-Scope
 Modify and enhance existing features of ERP Complicated Customizations

software.

Add new features according to business Workshops training for employees

requirements.

Configuration to include support for third-party Improved capacity for evaluation and

functions planning

Workshop training for employees

Integrating ERP software with day-to-day

business functions.

Team Structure
Shahar Ahadi (Project Sponsor)

Paviterdeep Singh (Finance)

Paviterdeep Singh (Finance)
Amanpreet Kaur (PM)
Charnie (Quality
Manager)
Rahul Arora Maria
(Designer) (Procurement
Manager) Dean (Human
Dheerja (Software Resources)
Developer)
Warring
Prabhjeet (Tester) (Inventory
Manager)
Stakeholders, their roles, and responsibilities

Stakeholder Responsibility
ID Role
Name

Project Provides resources and support for the project and is

Sahar Ahadi
Sponsor accountable for enabling success.
1

Coordinates project effort from start to finish. Applies

Amanpreet Project project management methodologies and tools to ensure

2 Kaur Manager the project delivers the expected results within scope,

time, and budget.

Design the ERP customizations.

Rahul Arora Designer
3

Develop algorithms for ERP customization and upgrade

Software
the ERP software.
Dheerja
4 Developer

Paviterdeep Finance Assist project manager with appropriate funds to

5
Singh Manager execute the project.

Test the upgraded ERP software before deployment.

Prabhjeet Tester
6
 Procurement Help in the procurement of Work, Cost, and Material
7 Maria
Manager resources

Human Hiring appropriate staff for the project.

8 Dean
Resource

Inventory Keep the inventory in check.

9 Warring
Manager

Business Perform specific tasks such as research work.

10 Saneha
Analyst

Quality Make sure the project quality is high.

11. Charnie
Manager

Financial Plan

CATEGORY COST VALUE

PEOPLE Salaries of the project team $ 2M

PEOPLE Contractors and outsourced $ 500,000

parties

PROPRIETARY $ 1.5M

SOFTWARE

HARDWARE FOR $ 1.5M

UPDATED ERP

MARKETING PR and Communications $ 500,000

 ORGANIZATIONAL Operational downtime $ 500,000

ORGANIZATIONAL Short-term loss in $ 500,000

productivity

CONTINGENCY $ 1M

Stakeholders Business Departments Business Requirements

• Project manager • Overall Management • Decision Making and Approval

• Guiding team and
• Software team lead • Leadership Communicating orders
• Managing internal matters in
• Manager • Management in between company
teams • Developing assigned projects
• Web application developers • Web Development • Building Software

• Software engineer • Engineering • Testing the software

• Software tester • Testing • Designing software

• Software designer • Designing • Building software model

• Software architect • Architecture • Manufacturing finished product

• Escalation of sales with required
• Manufacturing manager • Manufacturing marketing techniques

• Sales and marketing manager • Sales • Hiring Firing Employees

• Analysis and Predicting future
for betterment of company
• Taking feedback from customers
• HR • Human Resources for betterment of product
delivered
• BA • Business Analysis • Managing production & supply
accordingly demand of product
• Customer relationship manager • Stakeholder Engagement • Resource availability and supply
resources in demand
• Supply chain manager • Supply Chain
Management • Financial Approvals
• Inventory manager
• Inventory • Distribution of resources and
• Finance manager products in and out
• Managing money that need to be
• Distributor • Finance sanctioned for project
• Assigning people their schedules
• Procurement manager • Distribution and time management
• Working accordingly
• Scheduler • Finance qualification in different
departments
• Employees • Scheduling • Sponsoring the projects

• Sponsor • Software Development

Team
• External/Internal

3. Team Canvas
4. Weekly Status Report
 REFERENCES

Project cubicle, (July 25, 2019) https://www.projectcubicle.com/kickoff-meeting-agenda-

template-for-successful-projects/.

Smartsheet https://www.smartsheet.com/content/weekly-status-report-templates.

Project Charter Template. (2022, October 3). ProjectManager. Retrieved October 4, 2022, from

https://www.projectmanager.com/templates/project-charter-template