PHENIKAA UNIVERSITY

FACULTY OF COMPUTER SCIENCE

FINAL REPORT
SUBJECT: IT PROJECT MANAGEMENT

Project name:
“Development of Real-time Marketing Analytics App for
Acme Health Innovations (AHI)”

Supervisor : TS. Mai Xuan Trang

Group : 04

Name Student code

1. Nguyen Gia Hao Kiet 20010872
2. Phan Thi Thuy Linh 20010873
3. Vu Trung Anh 20010842
4. Hoang Tuan Anh 20010839

Hanoi, 03/2024
 INSTRUCTOR’S FEEDBACK

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Final Report: IT Project Management Supervisor: TS.Mai Xuan
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CONTENTS

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TABLE LISTS

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CHAPTER 1. PROJECT CHARTER

Section I: General Project Charter Information

Table 1. General Project Charter Information

Charter Item Comments

Development of Real-time Marketing Analytics App for

Project Name
Acme Health Innovations (AHI)
1. Improve AHI's understanding and analysis of its target
market on a real-time basis through the development of a
comprehensive marketing analytics app
2. Enable faster introduction of new and updated products
Project Goal 3. Improve overall customer experience
4. Facilitate better positioning through individual product
sales analysis
5. Enable better business decisions through real-time data
insights
Value proposition: Enhance market responsiveness and
competitiveness by leveraging real-time data analytics
Benefits:
 Enable faster introduction of new and updated
products
Project Value  Improve overall customer experience
Proposition and  Facilitate better positioning through individual
Benefits product sales analysis
 Enable better business decisions through real-time
data insights
 Accelerate testing of new product concepts
 Gain insights into current shoppers and
demographics.
 Improve brand tracking
Problem or Opportunity Problem: AHI's marketing analytics relies on disconnected
Statement systems, hindering real-time understanding and adaptation to
market changes
Opportunity: Develop a centralized, real-time marketing

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analytics app to address this challenge and enhance market
responsiveness
Planning Start: 28 Jan 2024
Project Schedule
Event Date: 27 Mar 2024

Project Manager Cary Manning

Approval
Mary Smithers
Authority/Sponsor

Section II: Additional Clarifying Information

Table 2. Additional Clarifying Information
Assumptions:
 All stakeholders will actively engage in the app
development process
 The app will effectively address the identified needs
of both internal and external users
 Adequate resources will be allocated to ensure the
successful development and implementation of the
Assumptions or app
Constraints Constraints:
 Budget: Total budget allocated for the app
development is $250,000
 Time: The app must be developed and launched
within a 3-month timeframe
 Technical limitations: The app must be compatible
with existing IT infrastructure and comply with
security standards
Proposed solution:
 Conduct detailed requirements gathering and analysis
 Develop the app in iterative phases, focusing on core
Proposed solution(s)
functionalities first
high-level overview  Conduct thorough testing and quality assurance
processes
 Deploy the app with necessary training and support
for users

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Project priorities:
 Functionality: Ensure the app addresses all identified
stakeholder needs effectively
Project priorities  Security: Implement robust security measures to
protect user data and ensure compliance with
regulations
 Timeliness: Adhere to the project timeline to meet the
launch deadline
Expected ROI:
 Cost: Initial cost estimates for app development and
Return on Investment associated IT expenses total $250,000
(ROI)  Revenue: $13,000/mo
 Benefits: Enhanced customer experience, improved
market insights, and competitive advantage
Risks (Potential):
 Technical challenges: Integration issues with existing
Risks systems or compatibility issues may arise
 User adoption: Resistance or reluctance from users to
(Potential)
adopt the new app may impact its effectiveness
 Budget overruns: Unexpected expenses or scope
changes could lead to exceeding the allocated budget
Resources required:
 App development team: Developers, designers,
project managers, etc
 IT support: Infrastructure setup, security
implementation, technical assistance
 Marketing team: Promotion and communication
Resources Required strategies for app launch
 Finance team: Budget management and financial
analysis
 Customer focus group: Feedback and testing from
targeted user groups
 External vendors: Hardware/software suppliers,
security consultants, etc

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Section 3: Stakeholder Register

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Table 3. Stakeholder Register Format

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CHAPTER 2. WORK BREAKDOWN STRUCTURE (WBS)

Table 4. Work Breakdown Structure (WBS)

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CHAPTER 3. RISK REGISTER

Table 5. Risk Register Review Template

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CHAPTER 4. PRODUCT BACKLOG

Table 6. Product Backlog Template

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CHAPTER 5. STATUS REPORT

Table 7. Project Status Report Template

Project: Development of real-time marketing analytics app for Acme Health
Innovations (AHI)
Date: 27 March 2024

Name/Organization: Acme Health Innovations (AHI)

Overall Project Status of Your Deliverables

Deliverable Status:
Objectives Current Health Forecast/Trending
(Red, Yellow, Green)
 Green: On track for Scope Green Yellow
completion as planned
 Yellow: Some risks and Schedule Yellow Green
issues present
 Red: Will not achieve Budget Green Yellow
desired results
MUST HAVE:
 App Development
 IT Software and Hardware
 App Security Upgrades
 Enable Secure Invoicing and Order Processing
(External)
Help Needed (Requirement and
SHOULD HAVE:
Sources): Describe as “MUST
 Data Feeds
HAVE”, “SHOULD HAVE”,
 Financing of App Security
and “LIKE TO HAVE”
 IT Personnel (HR)

LIKE TO HAVE:
 IT Storage
 Financing of Additional Storage Capability
 Two New Hires (Technicians)

Risk: New risks and changes Add:

since last report (Add, Change,  Increased Competition in the Market: With the
Delete) dynamic nature of the skincare industry, there
is a new risk of heightened competition

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emerging from new entrants or existing
competitors intensifying their efforts.

 Data Privacy and Security Concerns: As the

app will handle sensitive customer data, there
is a new risk associated with data privacy
breaches and security vulnerabilities, leading
to potential legal and reputational damages.
Change:
 Technological Risks: Given the evolving
nature of technology, there might be changes
in the risk landscape related to technological
advancements, such as new cybersecurity
threats or compatibility issues with updated
software/hardware.
 Regulatory Compliance: Regulatory
requirements and standards may change over
time, introducing new compliance risks that
need to be addressed to avoid penalties or
legal issues.
Delete:
 Market Acceptance: If the product has already
gained traction and acceptance in the market,
the risk associated with market acceptance
may decrease or become less significant
compared to earlier stages.
 Initial Development Risks: Since the app
development has progressed, some of the
initial risks related to development delays or
technical challenges may have been mitigated
or resolved, reducing their relevance in the
current context.
Issues: Risks that occurred or Increased Competition: There is a need to propose
questions you need responses new strategies to cope with the escalating
for competition in the skincare industry.

Data Privacy and Security Concerns: It is essential to

identify and implement security measures to protect
customer information and mitigate legal risks.

Technological Risks: Assessment and identification

of new threats from technological advancements are
necessary, along with developing suitable coping

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mechanisms.

Regulatory Compliance: Monitoring regulatory

changes and ensuring AHI complies with new legal
requirements are imperative.
Competition Strategy Decision: Decisions regarding
new competitive strategies or measures to counteract
existing competition will impact the project's
direction.

Recent/Pending Decisions Technology Decision: Decisions regarding the

Impacting Project implementation of new technologies or upgrades to
existing technology may affect the development and
integration of the application.

Budget Decision: Any changes in the project budget

or decisions regarding resource allocation may
impact the project's schedule and scope.

Progress is steady with some deliverables on track,

though challenges like heightened competition and
data security concerns demand attention. Decisions
Comments
on competition strategy, technology, and budget
allocations will shape project outcomes significantly,
requiring careful monitoring and proactive measures

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CHAPTER 6. CLOSE-OUT REPORT

Table 8. Key Information Template

Development of Real-time Marketing Analytics App for Acme Health Innovations
(AHI) Project Close-Out Report
Report Date: 27 Mar 2024
KEY INFORMATION
Project Name Development of Real-time Marketing Analytics App for
Acme Health Innovations (AHI)
Division/Department Marketing
Project Sponsor Mary Smithers
Project Manager Cary Manning

Table 9. Project Goals Template

PROJECT GOALS
Document the original goals from the project charter.
1. Improve AHI's understanding and analysis of its target market on a real-time basis
through the development of a comprehensive marketing analytics app.
2. Enable faster introduction of new and updated products.
3. Improve overall customer experience.
4. Facilitate better positioning through individual product sales analysis.
5. Enable better business decisions through real-time data insights.

Table 10. Project Goal Success Analysis Template

PROJECT GOAL SUCCESS ANALYSIS
Highlight the success or failure in meeting the project goals from the original plan and
explain deviations. (Success, Partial Success, Not Accomplished)

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1. Improve AHI's understanding and analysis of its target market on a real-time basis
through the development of a comprehensive marketing analytics app.

Success: The marketing analytics app has been successfully developed and
implemented, providing AHI with real-time insights into its target market. The app
offers comprehensive analytics capabilities, allowing for the continuous monitoring of
market dynamics and competitor activities.

2. Enable faster introduction of new and updated products.

Success: Tools integrated into the app have streamlined the product development and
launch processes, enabling AHI to introduce new and updated products more quickly.
Predictive analytics features have also helped anticipate market demand, contributing
to faster decision-making.

3. Improve overall customer experience.

Success: The app's enhanced user interface and functionality have resulted in an
improved overall customer experience. Personalized recommendations and targeted
marketing campaigns based on customer behavior have led to increased engagement
and satisfaction.

4. Facilitate better positioning through individual product sales analysis.

Partial Success: While the app provides tools for analyzing sales data at the
individual product level, there have been challenges in fully leveraging this analysis
to facilitate better positioning. Some aspects of market segmentation analysis and
tailored positioning strategies may not have been fully realized due to limitations in
data granularity or resource constraints.

5. Enable better business decisions through real-time data insights.

Success: The app has successfully delivered real-time data insights, enabling better

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business decisions across AHI. Data visualization techniques have effectively

presented complex information, facilitating understanding and decision-making.
Integration with other business systems has enhanced data sharing and collaboration.

Table 11. Scope Review Template

SCOPE REVIEW
Call out any variances to the original scope plan and briefly describe why they happened.
Can these variances be prevented in future projects? If so, how?

Issue Description Prevention

Original scope Conduct thorough budget
Insufficient
underestimated app estimation and risk analysis.
funding
development costs. Allocate budget accordingly.
Conduct comprehensive technical
Technical Unforeseen technical issues
feasibility studies. Allocate time
challenges arose during development.
buffers in schedule.
Conduct resource planning.
Resource Limited IT resources caused
Allocate resources efficiently and
constraints delays.
adjust schedules accordingly.
Implement data quality assurance
Poor data quality affected
Data quality issues measures. Diversify data sources
market analysis.
and validate reliability.
Conduct thorough security
Unanticipated security
Security assessments. Implement robust
vulnerabilities were
vulnerabilities security protocols and regular
discovered.
audits.
Prioritize customer engagement
Some customer
Customer and feedback. Conduct regular
requirements were not
requirements reviews to ensure alignment with
adequately addressed.
expectations.

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Table 12. Schedule Review Template

SCHEDULE REVIEW

Call out any variances to the original schedule plan and briefly describe why they
happened. Can these variances be prevented in future projects? If so, how?

Issue Description Mitigation Measures

Establish a strong change
Changes in client New or modified
control process. Adjust
requirements requirements post-initiation
schedule flexibly.
Conduct thorough feasibility
Unexpected technical
Technical challenges studies. Allocate contingency
issues slowing progress
time for solutions.
Implement precise resource
Lack of resources causing
Resource shortages management. Adjust schedule
delays
based on resources.
Delayed feedback from Define clear communication
Stakeholder response
stakeholders affecting plans. Continuously remind
delays
schedule stakeholders of the schedule.

Table 13. Cost Review Template

COST REVIEW
Call out any variances to the original budget plan over or under and briefly describe
why they happened. Can these variances be prevented in future projects? If so, how?
During the development of the application, it was discovered that integrating a new
feature to collect competitive analysis data required a level of complexity and
resources larger than initially anticipated. This led to the need for enhanced
application security and the purchase of additional data storage capacity to ensure that
the system could effectively handle and store analytical information.

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As a result, the costs for items such as upgrading application security and expanding
data storage exceeded the original budget estimates. This variance arose due to
unforeseen requirements that needed to be addressed to ensure the completeness and
effectiveness of the application.

To prevent similar variances in future projects, a tighter control process could be

established to identify and assess new requirements, along with developing
contingency reserves within the budget to deal with unexpected demands.

Table 14. Risk Analysis Template

RISK ANALYSIS
Call out anticipated or unanticipated risks that impacted the project. Could these risks be
prevented in future similar projects? If so, how? Refer to the Risk Register to review or link
to register directly.

Anticipated
Risk Unanticipated Risks Prevention Measures
Risks
- Conduct thorough
financial planning.
Lack of financial Budget Unexpected costs or - Establish a contingency
resources constraints revenue shortfalls fund.
- Explore alternative
funding sources.
- Develop robust backup
Critical system and maintenance
Lack of backup
Data loss or failures without procedures.
systems or
system proper backups - Regularly test backup
maintenance
downtime causing significant systems.
protocols
disruption - Invest in redundant
systems.

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- Research and validate
Dependence on Unexpected changes reliable data sources.
Incomplete or incomplete or in data sources or - Establish protocols for
outdated data sources outdated data dependencies can data validation.
sources disrupt operations - Monitor data sources for
updates.
- Implement strong security
measures.
Weak app security Insufficient Emerging threats or
- Stay informed about
measures or cyber security sophisticated attack
security threats.
attacks measures vectors
- Train staff on security best
practices.
- Conduct user research and
Poor user
usability testing.
Poor user interface or interface or Rapid changes in
- Develop a comprehensive
lack of marketing ineffective user or market
marketing strategy.
strategy marketing preferences
- Monitor user feedback and
strategy
adapt strategies.
- Stay updated on market
Changes in trends and technological
Changing consumer
consumer Disruptive developments.
preferences or
preferences or innovations or - Foster innovation and
technological
technological industry changes adaptability.
advancements
advances - Develop flexible solutions
and partnerships.

Table 15. Outstanding Items Template

OUTSTANDING ITEMS
List any outstanding project-related follow-up items, how they are being addressed, and
who is responsible.
Issue Planned Resolution Assigned To
Integration of Data Feeds Planned Resolution: Coordinate IT Lead - Priya Service
with data providers to ensure
seamless integration of external ate
feeds into the app's analytics
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module.

Complete the implementation of

Finalization of App additional security measures to
IT Lead - Priya Service
Security Upgrades safeguard user data and transactions
within the app.

Expedite the hiring process to fill

Recruitment of IT vacant technician positions required HR Department (IT
Personnel for app development and Personnel Recruitment)
maintenance.

Conduct thorough testing and

Testing and Validation of validation procedures to ensure the
IT Team - Priya
Secure Invoicing and reliability and security of the
Service
Order Processing invoicing and order processing
functionalities.

Implement a mechanism within the

Implementation of
app to solicit and analyze customer Marketing Director -
Customer Feedback
feedback regarding product Ram Samuels
Mechanism
experiences and preferences.

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Table 16. Lessons Learned Template

LESSONS LEARNED
DID WELL
Note what aspects of the project went well or better than expected, and share your
thoughts on how this positive outcome could be replicated in future projects.
ITEM NOTES
Project management processes were executed in a timely
Strong Execution Activities and effective manner, ensuring project progress and work
quality were maintained.
The flow of information among stakeholders was
Effective Communication maintained transparently and regularly, facilitating quick
issue resolution and accurate decision-making.
Risks were identified and managed closely, ensuring
Good Risk Management preparedness for unforeseen events and minimizing
negative impacts.

DO BETTER
Note what aspects of the project went poorly or worse than expected, and share your
thoughts on how this less-than-desirable outcome could be avoided in future projects.
ITEM NOTES
Some tasks were not clearly assigned, leading to
Lack of Clear
ambiguity in responsibility and causing delays in task
Responsibility Assignment
execution.
Lack of a training and development plan for staff resulted
Insufficient Training and
in a deficiency of necessary skills to perform certain tasks,
Development
leading to suboptimal work efficiency.
Issues with materials and supply management resulted in
Materials and Supply
delays in ensuring continuous and stable supply,
Management Issues
impacting project timelines.

RECOMMENDATIONS
Note any recommendations for future project managers managing similar projects.
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 Strengthen clear and transparent responsibility assignment among project team

members to ensure everyone understands their tasks and takes proactive
ownership.
 Develop a training and development plan to enhance skills and work efficiency
of the team.
 Establish an effective materials and supply management process to ensure
continuous and stable supply for the project.

Table 17. Project Archives Template

PROJECT ARCHIVES
Note where those wanting to reference documents related to this project in the future
will be able to find them.
All documents related to this project, including project plans, schedules, meeting
minutes, reports, and any other related documents, will be stored in the central
financial management system. company data. Access to these repositories will be
provided to authorized personnel within the organization.

For future reference, team members and stakeholders can access the project repository
through a designated folder or repository on the company intranet. Additionally, a
detailed index or directory will be maintained to facilitate easy navigation and
retrieval of specific documents.

By centralizing project-related documents into the company's document management

system, we ensure that valuable information and resources are retained and easily
accessible for reference and use.

Table 18. Project Closeout Template

PROJECT CLOSEOUT

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• Lessons Learned Conducted: 26 Mar 2024

• Closeout Review Complete: 27 Mar 2024

CHAPTER 7. RESULTS

Through the process of exploration and research based on the hypothetical project
provided by our instructor, our group has successfully completed the assigned tasks
within our capabilities. We have undergone a challenging yet enlightening journey,
gaining a deeper understanding of the specific project management process.
From initial planning to the execution phases of the project, we have come to
appreciate the importance of managing time, resources, and costs effectively. We have
learned how to identify and mitigate risks throughout the project development process,
applying measures to both avoid and minimize potential risks.
Throughout our collaboration, we have also recognized the various roles and
responsibilities of a project manager (PM). A PM is not only a coordinator of tasks but
also a visionary who shapes and maintains the project's objectives. To excel in this role, a
PM must possess essential project management skills such as leadership, communication,
time management, and problem-solving abilities.
Overall, this course has provided us with not only a solid foundation in information
technology project management but also an opportunity to apply and refine practical skills
within a project environment. This experience will serve as a crucial cornerstone for our
future careers in this field.

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