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
