Assumptions and Limitations with Justifications based on Project Requirements

The report is based on developing a business case for tourist attraction into major Australian highway. The private tourist business decides to develop business information system to attract domestic as well as international customers. The proposed core information system should accommodate fixed as well as wireless devices. Currently, the approach for tourist attraction, updating and managing of information are manual, error prone as well as time consuming. It deals with various huge quantities of information that are generated from hundreds of sources across the tourist business. The existing system for managing of data is inefficient for the tourists as it is not providing access to information in timely way. The implementation of proposed system will provide efficiency, improve over communication and increase accuracy of tourist attraction. The system provided support to staff and management towards tourist attraction. The project manager develops this particular business report for CEO to provide the management board with complete project plan for outlining the project plan.

The project plan develops the financial modeling aspects, human resource requirements, scheduling tasks and customer interface requirements. It also summarizes the assumptions and limitations of the project and provides a scope statement respond to the problem that the tourist business faces due to its existing system. Scheduling tasks, work breakdown structure and project milestones are deploying the project work. Initial project cost is estimated to meet with business requirements within project scope. Finally, recommendations and conclusion are provided based on the development of proposed system into private tourist business.

Following are the assumptions of the project plan:

1. After the implementation of core information system is developed, there is no requirement of use of InDesign software for implementation.
2. Completion of development of information system for tourist business will no longer required of longer printing of supply of paper and manual brochures as well as catalogs.
3. After development of proposed system into the business, there is no acceptance of paper and manual process.
4. The project plan should complete with time as well as budget.
5. The implementation of information system should consist of required human resources and equipments to complete it within schedule time.
6. All the project stakeholders should be present into the weekly meeting to discuss the project related issues. The key stakeholders on project and client terms should perform sufficiently.
7. The project deliverables submitted for the approval will return into 10 working days.

Following are the limitations of the project plan:

1. The key staff resources are available on the part time basis only. The key client resources are to be available on restricted basis.
2. The deliverables which are submitted for the approval will require at least of 5 working days for purpose of review.
3. The order lead time of the equipments and raw materials are not specified with priper precision.
4. The project plan does not consist of executive sponsor as well as steering committee.
5. The development of the system is new and the components are not successfully incorporated.

The success of tourism business in Australia is based on capability of the country to develop, manage as well as marketing of tourism facilities in the country. The project is based on developing a project case on major tourist attraction along the highway of Australia. The management board of the private tourist business identified some of the issues such as the process for the customers to gain of entry into the business is slow. The customers are not getting proper information about their tourist business. Even the cost of printing brochures as well as maps to inform the customers about various attractions are rising and the tourist attraction brochures are out of data as it is not upgraded and maintained about various attractions. There is manual facility management and all the problems are manually tracked as well as assigned to the technicians. The manual process is very time consuming and therefore the business decides to develop a core information system that would provide full services to the customers through latest handheld wireless devices. The management board likes to develop an integrated and up-to-date system for developing of staffs as well as management towards tourist attraction. The objectives of this project study are:

• To increase efficiency and effective operations of private tourist business
• To improve the customer service and attract domestic and international customers
• To provide better capability to adjust of expansion and changes
• To install and implement of core information management system
• To modify and simplify of administrative processes with reliable capabilities of the software

The scope of this particular project plan is to implement of core information system for private tourist business that combines with online and integrated catalog system. The “Tourist information database management system” will help the employees to improve their tourism. The main scope is to develop of information system related to tourism and leveraging of employ as well as profits for common people of Australia. The system consists of fixed as well as wireless devices. The work of management as well as employees becomes easier. The tourist business maintains of accurate database for the tourism personnel increases the safety. A digital database is required to be prepared for the tourist destinations.

Background of the Project

In-scope Statement:

Following are the in-scope factors of the project plan:

1. Providing of online information to the customers on the tourist spots and time
2. The proposed infrastructure consists of support of mobile devices such as Smartphone and tablets.
3. Upgradation and maintenance of brochures for various tourist attractions
4. The system is efficient to prepare of management reports.
5. It includes of project guidelines for the project manager and business analyst to follow and conduct the assigned activities.
6. It does not consist of mandatory requirements.
7. The project related framework, guidelines as well as tools are developed and it is implemented by October 2017.
8. It includes of recognition activities for all the project departments.
9. Electronically tracking of the tourist attractions and manage of changes from preliminary request throughout final authorization.
10. Review of the current printed as well as online brochures to be revised.
11. Development of detailed requirements of proposed system
12. Documentation of project goals, budget and project deliverables

Out of Scope Statement:

It is not in the scope to implement of recommend information system solution. Following are the out of scope factors of the project plan:

1. Automated updates of changes that are made into information system
2. Automated updates of the audit requirement system when the system is updated.
3. Publishing the past issues of the current core information system.
4. Managing as well as tracking of the learning project outcomes
5. Development of training materials to be offered to the system users
6. Implementation of accurate methods for design, development purpose and also for quality control
7. The proposed information system will support of operational activities needed for processing of tourist registration
8. A follow up of the implementation project is created and includes of implementation of wireless technology
9. Development of maintenance plan for use of the technology at private tourist business

Completion of the upgrade of information system will provide with a dependable as well as secured high speed networking environment for the tourists to gain access to the information online. It makes the entire process into timely manner and there is reduction of operational cost. The scope of this particular project study is dependent on initial survey on the benefits of information system to assure that all project assumptions are precise.

The project plan is based on development as well as resolve of issues related to its current information system. The project outcomes are to identify the impact of information technology into performance of private tourist business. The management board of the business wants to implement an integrated and up-to-date system mainly developed for the staff as well as management team of tourist attraction. The propped system provides latest handheld wireless devices. Project management software such as Ms Project is used to control design, implementation, testing and final closure of this project plan efficiently. There is proper estimation of project budget and schedule and then regulate of project variables.

The integrated information system provides the customers information related to different tourism destinations and their respective offers and prices. The custom format of the information system makes it efficient as the data are easier to use. It provides with real time information to the customers that help to function of business operations quickly. The benefit of this system is that it provides with instant data conversion into functional information. The proposed information system is flexible and it is programmed for efficient growth and profitability of tourist business of Australia. The individual parts of the system is upgraded as well as installed with no distraction of the entire system.

The proposed information system is a cost effective solution of the business as it reduces the time and cost of entire project plan. The project team members communicate with each other having exactly similar information accessible to them at every time. It saves mis-matching among the system as well as departments. As the entire tourist’s personal data are kept secured within information system, therefore proper data are easier for the employees to access it. All the project stakeholders should be present into the weekly meeting to discuss the project related issues. The key stakeholders on project and client terms should perform sufficiently. The tourist business maintains of correct database for the tourism workers increases the safety. A digital database is necessary to be ready for the tourist destinations.

Resource	Skill level/ Material required	Associated tasks	Duration required	Available time period	Cost	Level of risk
Project Team Members
Project Manager	Project management, hands on experience with technical writing	1. Review the project documentation 2. Plan, manage and approve the entire project plan	3 months	8 hours a day excluding Saturday and Sunday	$15/hr	Medium
Project Sponsor	Cost estimation	1. Estimate the project cost 2. Review the funding requirements	1 month	8 hours a day excluding Saturday and Sunday	$10/hr	Medium
IT Staff	Technical project management and implementation of information system	1. Development of hardware documentation specifications 2. Installation of hardware	3 months	8 hours a day excluding Saturday and Sunday	$9/hr	Low
Functional lead	Knowledge on functional requirements of information system for tourist attraction	1. Accurately represents of the business needs of tourism 2. Providing  and sharing of feedbacks on the project deliverables 3. Providing of testing support	2 12 months	8 hours a day excluding Saturday and Sunday	$7/hr	Medium
Business Analyst	Analyzing the business needs	1. Analyzing and developing of understanding of current state of the business 2. Development of present and future needs of the business	2 months	8 hours a day excluding Saturday and Sunday	$9/hr	Low
Equipments used for development of information system
Hardware	Input/output devices, operating system, external hard drive	1. The hardware devices are used to do daily business management as well as administrative tasks. 2. External hard drives are required to store various types of information into PC or laptop	3 months	———–	$ 200	Medium
Software	Programs and systems	1. Ensure of successful completion of maintenance and monitoring tasks 2. Security of the data and information	3 months	———–	$400	Medium
Network	Hubs, network devices as well as communication medias	1. The network devices are required to communicate and interact between the devices on the computer network. 2. Hubs are used to connect of Ethernet devices to act as single networking segment	3 months	———–	$150	Medium
Facilities for development of information system
Mechanized warehouse	Storage room	1. Designed for storage as well as handling of project materials 2. Unload and stored of receiving of goods	3 months	———–	$70	Low

Task Name	Duration	Start	Finish	Resource Names
Implementation of core information system for private tourism business	70 days	Mon 9/4/17	Fri 12/8/17
Initialization project phase	11 days	Mon 9/4/17	Mon 9/18/17
Development of business case	2 days	Mon 9/4/17	Mon 9/18/17	Project Manager, Project Sponsor
Business requirements	1 day	Mon 9/4/17	Mon 9/4/17	Business Analyst, Project Manager
Project specification based on business case	3 days	Tue 9/5/17	Thu 9/7/17	Business Analyst, Project Manager
Meeting with management board	1 day	Fri 9/8/17	Fri 9/8/17	Project Manager
Milestone 1: Completion of initialization phase	0 days	Mon 9/4/17	Mon 9/4/17
Vendor selection for project plan	26 days	Mon 9/4/17	Mon 10/9/17
Vendor identification based on business requirements	6 days	Mon 9/11/17	Wed 9/20/17	IT Staff, Project Manager
Vendor capability	2 days	Thu 9/21/17	Mon 10/9/17	Functional lead, IT Staff
Budget plan	4 days	Mon 9/11/17	Fri 9/15/17	Project Manager, Project Sponsor
Project scheduling	3 days	Mon 9/11/17	Wed 9/13/17	Project Manager
Milestone 2: Completion of vendor selection phase	0 days	Mon 9/4/17	Mon 9/4/17
Design phase of information system	61 days	Mon 9/4/17	Mon 11/27/17
Improving labor managing	6 days	Mon 9/18/17	Mon 9/25/17	IT Staff
Installation of system process	5 days	Fri 10/13/17	Thu 10/19/17	IT Staff
Hardware installation	7 days	Fri 10/20/17	Mon 11/27/17	Functional lead, IT Staff
Software installation	5 days	Tue 9/26/17	Mon 10/2/17	Functional lead, IT Staff
Designing of the system	2 days	Tue 10/3/17	Wed 10/4/17	IT Staff
Building of the system	1 day	Thu 10/5/17	Thu 10/5/17	IT Staff
System requirements identification	1 day	Fri 10/6/17	Fri 10/6/17	Functional lead, IT Staff
Milestone 3: Completion of Design phase	0 days	Mon 9/4/17	Mon 9/4/17
Implementation of system	35 days	Mon 9/4/17	Fri 10/20/17
Implement based on project objectives	1 day	Mon 10/9/17	Mon 10/9/17	Project Manager, Project Sponsor
Modify the implement phase	3 days	Tue 10/10/17	Thu 10/12/17	Functional lead, IT Staff
Resource and equipments requirements	4 days	Fri 10/13/17	Wed 10/18/17	Functional lead, Project Manager
Equipments store	2 days	Thu 10/19/17	Fri 10/20/17	Business Analyst, Functional lead
Milestone 4: Completion of Implementation phase	0 days	Mon 9/4/17	Mon 9/4/17
Testing phase of the system	57 days	Mon 9/4/17	Tue 11/21/17
Start to test	9 days	Mon 10/23/17	Thu 11/2/17	Functional lead, IT Staff
Review the testing plan	5 days	Fri 11/3/17	Thu 11/9/17	Functional lead, IT Staff
Analyzing the test outcomes	6 days	Fri 11/10/17	Fri 11/17/17	Functional lead, IT Staff
Compare the outcome with project scope	2 days	Mon 11/20/17	Tue 11/21/17	Business Analyst, Project Manager
Milestone 5: Completion of testing phase	0 days	Mon 9/4/17	Mon 9/4/17
Risk managing phase	64 days	Mon 9/4/17	Thu 11/30/17
Recognize the risks	2 days	Wed 11/22/17	Thu 11/23/17	Project Manager
Address the risks	2 days	Fri 11/24/17	Mon 11/27/17	Business Analyst, Project Manager
Mitigate the risks	2 days	Tue 11/28/17	Wed 11/29/17	Business Analyst, Project Manager
Risk register	1 day	Thu 11/30/17	Thu 11/30/17	Business Analyst, Project Manager
Milestone 6: Completion of risk management phase	0 days	Mon 9/4/17	Mon 9/4/17
Final closure of the plan	70 days	Mon 9/4/17	Fri 12/8/17
Evaluation of success criteria	3 days	Fri 12/1/17	Tue 12/5/17	Project Manager
Delivery of final documentation	1 day	Wed 12/6/17	Wed 12/6/17	Project Manager, Business Analyst, Project Sponsor
Final review	1 day	Thu 12/7/17	Thu 12/7/17	Project Manager, Project Sponsor
Sign off the project document	1 day	Fri 12/8/17	Fri 12/8/17	Project Manager, Project Sponsor
Milestone 7: Completion of Final closure phase	0 days	Mon 9/4/17	Mon 9/4/17

Figure 1: Gantt Chart

(Source: Created by author)

 

Figure 2: Work Breakdown Structure

(Source: Created by author)

Task Name	Start
Milestone 1: Completion of initialization phase	Mon 9/4/17
Milestone 2: Completion of vendor selection phase	Mon 9/4/17
Milestone 3: Completion of Design phase	Mon 9/4/17
Milestone 4: Completion of Implementation phase	Mon 9/4/17
Milestone 5: Completion of testing phase	Mon 9/4/17
Milestone 6: Completion of risk management phase	Mon 9/4/17
Milestone 7: Completion of Final closure phase	Mon 9/4/17

The private tourist business will receive the following mentioned deliverables:

1. Detailed project plan as well as schedule into Ms Project
2. Regularly the scheduled reports detailed on project progress on the plan
3. Upgraded information management system to accommodate of fixed and wireless devices
4. Wireless solution allows for internet connectivity
5. VPN solutions allow for remote access to the internal network

WBS	Task Name	Duration	Slack
0	Implementation of core information system for private tourism business	70 days	0 days
1	Initialization project phase	11 days	0 days
1.1	Development of business case	2 days	59 days
1.2	Business requirements	1 day	0 days
1.3	Project specification based on business case	3 days	0 days
1.4	Meeting with management board	1 day	0 days
1.5	Milestone 1: Completion of initialization phase	0 days	70 days
2	Vendor selection for project plan	26 days	5 days
2.1	Vendor identification based on business requirements	6 days	44 days
2.2	Vendor capability	2 days	44 days
2.3	Budget plan	4 days	0 days
2.4	Project scheduling	3 days	2 days
2.5	Milestone 2: Completion of vendor selection phase	0 days	70 days
3	Design phase of information system	61 days	10 days
3.1	Improving labor managing	6 days	0 days
3.2	Installation of system process	5 days	9 days
3.3	Hardware installation	7 days	9 days
3.4	Software installation	5 days	0 days
3.5	Designing of the system	2 days	0 days
3.6	Building of the system	1 day	0 days
3.7	System requirements identification	1 day	0 days
3.8	Milestone 3: Completion of Design phase	0 days	70 days
4	Implementation of system	35 days	25 days
4.1	Implement based on project objectives	1 day	0 days
4.2	Modify the implement phase	3 days	0 days
4.3	Resource and equipments requirements	4 days	0 days
4.4	Equipments store	2 days	0 days
4.5	Milestone 4: Completion of Implementation phase	0 days	70 days
5	Testing phase of the system	57 days	35 days
5.1	Start to test	9 days	0 days
5.2	Review the testing plan	5 days	0 days
5.3	Analyzing the test outcomes	6 days	0 days
5.4	Compare the outcome with project scope	2 days	0 days
5.5	Milestone 5: Completion of testing phase	0 days	70 days
6	Risk managing phase	64 days	57 days
6.1	Recognize the risks	2 days	0 days
6.2	Address the risks	2 days	0 days
6.3	Mitigate the risks	2 days	0 days
6.4	Risk register	1 day	0 days
6.5	Milestone 6: Completion of risk management phase	0 days	70 days
7	Final closure of the plan	70 days	64 days
7.1	Evaluation of success criteria	3 days	0 days
7.2	Delivery of final documentation	1 day	0 days
7.3	Final review	1 day	0 days
7.4	Sign off the project document	1 day	0 days
7.5	Milestone 7: Completion of Final closure phase	0 days	70 days

Task Name	Duration	Resource Names	Cost
Implementation of core information system for private tourism business	70 days		$11,432.00
Initialization project phase	11 days		$1,088.00
Development of business case	2 days	Project Manager, Project Sponsor	$200.00
Business requirements	1 day	Business Analyst, Project Manager	$192.00
Project specification based on business case	3 days	Business Analyst, Project Manager	$576.00
Meeting with management board	1 day	Project Manager	$120.00
Milestone 1: Completion of initialization phase	0 days		$0.00
Vendor selection for project plan	26 days		$1,464.00
Vendor identification based on business requirements	6 days	IT Staff, Project Manager	$576.00
Vendor capability	2 days	Functional lead, IT Staff	$128.00
Budget plan	4 days	Project Manager, Project Sponsor	$400.00
Project scheduling	3 days	Project Manager	$360.00
Milestone 2: Completion of vendor selection phase	0 days		$0.00
Design phase of information system	61 days		$2,288.00
Improving labor managing	6 days	IT Staff	$432.00
Installation of system process	5 days	IT Staff	$360.00
Hardware installation	7 days	Functional lead, IT Staff	$512.00
Software installation	5 days	Functional lead, IT Staff	$640.00
Designing of the system	2 days	IT Staff	$144.00
Building of the system	1 day	IT Staff	$72.00
System requirements identification	1 day	Functional lead, IT Staff	$128.00
Milestone 3: Completion of Design phase	0 days		$0.00
Implementation of system	35 days		$1,544.00
Implement based on project objectives	1 day	Project Manager, Project Sponsor	$200.00
Modify the implement phase	3 days	Functional lead, IT Staff	$384.00
Resource and equipments requirements	4 days	Functional lead, Project Manager	$704.00
Equipments store	2 days	Business Analyst, Functional lead	$256.00
Milestone 4: Completion of Implementation phase	0 days		$0.00
Testing phase of the system	57 days		$2,816.00
Start to test	9 days	Functional lead, IT Staff	$1,152.00
Review the testing plan	5 days	Functional lead, IT Staff	$640.00
Analyzing the test outcomes	6 days	Functional lead, IT Staff	$640.00
Compare the outcome with project scope	2 days	Business Analyst, Project Manager	$384.00
Milestone 5: Completion of testing phase	0 days		$0.00
Risk managing phase	64 days		$1,200.00
Recognize the risks	2 days	Project Manager	$240.00
Address the risks	2 days	Business Analyst, Project Manager	$384.00
Mitigate the risks	2 days	Business Analyst, Project Manager	$384.00
Risk register	1 day	Business Analyst, Project Manager	$192.00
Milestone 6: Completion of risk management phase	0 days		$0.00
Final closure of the plan	70 days		$1,032.00
Evaluation of success criteria	3 days	Project Manager	$360.00
Delivery of final documentation	1 day	Project Manager, Business Analyst, Project Sponsor	$272.00
Final review	1 day	Project Manager, Project Sponsor	$200.00
Sign off the project document	1 day	Project Manager, Project Sponsor	$200.00
Milestone 7: Completion of Final closure phase	0 days		$0.00

Following are the suggested recommendation for the project plan:

Development of Communication Plan: A communication plan is required to transmit of project related information among project manager and other project team members. The messages should transmit as well as distribute to the intended audiences.

Scope of the Project

Risk Assessment: The risks are required to identify and mitigate them before it will harm the business operations of the tourist industry. Risk register should be used to overcome with the identified risks.

Quality Control: The quality of the hardware and software equipments used to develop the information system should require reviewing on time. Best quality equipments should be selected for the system.

Conclusion

It is concluded that the plan develops the system within scheduled time and budget. The project schedule table contains all the project tasks with its respective start and finish date. Budget will help to estimate the entire cost of the implementation of proper system. Project outcomes will provide all possible results and benefits due to development of the system for tourist attractions.

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