Project Management Plan

Project Title: Boutique Build Australia Website design.

1. Introduction: Boutique Build Australia seeks to enhance its online presence by developing a new
website that aligns with its vision and values, while effectively showcasing its products and
facilitating customer engagement. This project management plan provides a roadmap for the
successful execution of the website development project.

2. Project Methodology Agile Software Development Model (Scrum Framework)

3. Objectives

 Develop a simple, engaging, and stylish website for Boutique Build Australia.

 Showcase company information, product details (including videos), contact information, and
a blog page.

 Implement a call-to-action strategy focusing on watching videos and purchasing products.

4. Scope

 Fully functional website with intuitive navigation and responsive design.

 Pages for company information, product details (including videos), contact information, and
a blog.

 Integration of call-to-action elements throughout the website.

 Testing and quality assurance to ensure functionality and performance.

 Handover of website assets and documentation to Boutique Build Australia.

5. Assumptions and Constraints

 CEO sign-off required for acquisition.

 Project budget: $10,000.

 Training required for staff.

 Minimize downtime during installation .

 Project completion within allocated time frame.

6. Deliverables

 Website Design and Layout:

o A visually appealing and engaging design for the website, reflecting the company's
brand image and values.

o Layouts for various pages including the homepage, product pages, contact page, and
blog page.
  Content Creation and Integration:

o Information about the company, its vision, values, and history.

o Details of the products, including descriptions, images, and ideally, videos

showcasing each type of house.

o Integration of a blog page for the latest news and updates from the company.

 Functional Website:

o Functional navigation menus and user-friendly interface for seamless browsing.

o Interactive elements such as forms for contacting the company or requesting

information.

o Integration of multimedia elements like videos for product showcases.

 Responsive Design:

o Ensuring the website is responsive and compatible with various devices and screen
sizes (desktops, tablets, smartphones).

 SEO Optimization:

o Implementation of search engine optimization (SEO) best practices to improve the

website's visibility and ranking on search engine results pages (SERPs).

7. Stakeholders

 CEO: Judith Lee

 Operations Manager: Ishtar Kahn

 HR Manager: Erin Close

 Marketing and Sales Manager: Susan Morgan

 Customer Service Manager: Lucas Ngan

 Customer Service Officers: Ben Nguyen, Sasha Quinn, Salma Vallin

 Site Managers: Ingrid Kowalski, Anwar Chen, Manuel Hermes

 Mushraf Mohammed (Senior IT Project Manager)

 Ben Nguyen (Project Assistant)

 Dani Chen (Software Specialist)

 IT Biz Solutions Team: Drew Bursey (and other team members involved in the development
and deployment of the website)

8. Project Schedule
Include the information based on this.
PROJECT 1: Include name of the Project

Work Task Description Start Date End Date

Breakdown 1. Project Initiation Phase
Structure 1.1 Kickoff Meeting 8/4/2024 8/4/2024
1.2 Define Project Scope 8/4/2024 8/4/2024
Include the title
1.3 Stakeholder Identification 8/4/2024 8/4/2024
of your Work
2. Planning Phase
Breakdown
Structure here 2.1 Requirements Gathering 8/4/2024 10/4/2024
and attach it to 2.2 Website Design and Structure Planning 11/4/2024 13/4/2024
your Portfolio. 2.3 Content Creation 14/4/2024 17/4/2024
2.4 Technology Stack Selection 18/4/2024 19/4/2024
2.5 Procurement of Domain and Hosting 20/4/2024 21/4/2024
2.6 Define Development Framework 22/4/2024 23/4/2024
2.7 Risk Management Planning 24/4/2024 24/4/2024
3. Development Phase
3.1 Frontend Development 25/4/2024 26/4/2024
3.2 Backend Development 27/4/2024 28/4/2024
4. Testing and Quality Assurance
Phase
4.1 Functionality Testing 28/4/2024 28/4/2024
5. Deployment Phase
5.1 Final Review and Approval 28/4/2024 28/4/2024
5.2 Website Deployment 28/4/2024 28/4/2024
6. Project Management and
Documentation
6.1 Progress Reporting Throughout Throughout
6.2 Documentation of Project Activities Throughout Throughout
Project effort Pessimisti Most
Task Description Optimistic c Likely
and duration
1. Project Initiation Phase
Use your WBS 1.1 Kickoff Meeting 1 day 1 day 1 day
to go through 1.2 Define Project Scope 1 day 1 day 1 day
the project
1.3 Stakeholder Identification 1 day 1 day 1 day
activities
2. Planning Phase
required and
2.1 Requirements Gathering 3 days 5 days 4 days
identify the
2.2 Website Design and Structure
following:
Planning 3 days 5 days 4 days
 Optimistic 2.3 Content Creation 4 days 6 days 5 days
estimation 2.4 Technology Stack Selection 2 days 4 days 3 days
of each 2.5 Procurement of Domain and
activity Hosting 2 days 3 days 2 days
(best case 2.6 Define Development Framework 2 days 3 days 2 days
scenario). 2.7 Risk Management Planning 1 day 2 days 1 day
 Pessimisti 3. Development Phase
c 3.1 Frontend Development 2 days 4 days 3 days
estimation 3.2 Backend Development 2 days 4 days 3 days
of each 4. Testing and Quality Assurance
 activity Phase
(worst 4.1 Functionality Testing 1 day 2 days 1 day
case 5. Deployment Phase
scenario). 5.1 Final Review and Approval 1 day 1 day 1 day
5.2 Website Deployment 1 day 1 day 1 day
 Most likely
6. Project Management and
time (best
Documentation
guess).
6.1 Progress Reporting - - Throughout
6.2 Documentation of Project
Activities - - Throughout

PERT estimation (TE) = (O + 4M + P) / 6

Most Pessimis PERT

Task Description Optimistic Likely tic Estimate
1. Project Initiation
Also use the Phase
PERT formula 1.1 Kickoff Meeting 1 day 1 day 1 day 1 day
to develop and 1.2 Define Project
document the Scope 1 day 1 day 1 day 1 day
task estimation 1.3 Stakeholder
here. Identification 1 day 1 day 1 day 1 day
Hint: 2. Planning Phase
Remember you 2.1 Requirements
will need to
Gathering 3 days 4 days 5 days 4 days
have watched 2.2 Website Design
and Structure Planning 3 days 4 days 5 days 4 days
the video in
your learning
2.3 Content Creation 4 days 5 days 6 days 5 days
materials about 2.4 Technology Stack
Selection 2 days 3 days 4 days 3 days
estimating
2.5 Procurement of
tasks and
Domain and Hosting 2 days 2 days 3 days 2 days
dependence.
2.6 Define 2 days 2 days 3 days 2 days
 Most Pessimis PERT
Task Description Optimistic Likely tic Estimate
Development
Framework
2.7 Risk Management
Planning 1 day 1 day 2 days 1 day
3. Development
Phase
3.1 Frontend
Development 2 days 3 days 4 days 3 days
3.2 Backend
Development 2 days 3 days 4 days 3 days
4. Testing and
Quality Assurance
Phase
4.1 Functionality
Testing 1 day 1 day 2 days 1 day
5. Deployment
Phase
5.1 Final Review and
Approval 1 day 1 day 1 day 1 day
5.2 Website
Deployment 1 day 1 day 1 day 1 day
6. Project
Management and
Documentation
Throughou
6.1 Progress Reporting - - - t
6.2 Documentation of Throughou
Project Activities - - - t
Gantt Chart
Create a Gantt
Chart based on
your work. This
will be the
Project
Schedule.
List the name
of your
document here
and attach it to
your Portfolio.

Work Breakdown Structure ☐

Gantt Chart ☐
Attach:
9. Project budget

Complete this section for each project. If you are completing this for the case study organisation, use
the Simulation Pack information. If you are completing this for your own workplace projects, you will
need to include the information based on this.

PROJECT 1: Include name of the Project

Areas Resource Category Estimated Cost

of Physical Resources
project - Hardware components $0
spend - Software licenses $0
- Installation tools $0
List all
- Data backup devices $0
the
- Testing equipment $0
resourc
- Office supplies $0
es that
are Human Resources
require - Project manager $2,000
d for - Hardware procurement specialist $1,000
the - Software acquisition specialist $1,000
project - Data migration and backup specialist $1,000
and - Testing and quality assurance
that will specialist $1,000
incur - IT support staff $1,000
costs. - Trainers $500
- Senior IT project manager $1,000
Remem
- Project team members $1,500
ber to
include
- Administrative staff $500
physica Vendor Services
l - Hardware procurement and
installation $2,000
resourc
es, as - Software acquisition and setup $1,500
well as - Data migration and backup services $1,000
human - Testing services $1,000
resourc - Training services $1,500
es. Travel and Logistics
- Travel expenses $1,000
- Shipping $500
- Logistics $500
- Accommodation expenses $1,000
Training and Development
- Training materials $1,000
- Resources $500
- Courses $1,000
- Workshops $1,000
- Certification programs $1,000
Contingency Fund
- Reserve budget for unforeseen $2,000
 expenses or emergencies
Total Estimated Costs: $10,000

Project
costs
estimati
on
For
each of
the
items
you
have
listed
above,
include
the
dollar
amount
.
Further,
outline
when
the
budget
for the
project
will be
receive
d so as
to be
clear on
cash
flow.

Budget
control
As the project manager for the "Developing Boutique Build Australia's New Website"
Docum project, here are three actions I will take to ensure budget control:
ent
1. Regular Monitoring and Reporting:
here
how  Implement a robust system for monitoring project expenses in real-time.
you will  Regularly review actual expenditures against the budget to identify any
ensure discrepancies.
that the
budget  Generate budget status reports on a weekly basis and distribute them to
you key stakeholders, providing clear visibility into spending trends and
have variances.
develop 2. Cost Management Processes:
ed is
 Establish clear guidelines and procedures for managing project costs,
kept to
including approval processes for expenditures and spending limits for
i.e.
different project activities.
budget
controls  Conduct regular reviews of project costs to ensure adherence to
. budgetary constraints.

List at  Implement measures to track and control scope creep, ensuring that any
least changes to the project scope are evaluated for their impact on the
three budget before approval.
actions 3. Contingency Planning:
that you
will take  Develop contingency plans to address potential budget overruns or
to unforeseen expenses.
ensure  Allocate a portion of the budget as a contingency fund to cover
budget unexpected costs.
control.
 Continuously assess project risks and proactively mitigate any threats to
budgetary constraints, adjusting the contingency plan as needed.
By implementing these budget control measures, I will ensure that the project stays
within the allocated budget and delivers value to the organization while meeting its
objectives effectively.

Estimated
Resource Category Cost ($) Actual Spending ($)
Physical Resources
- Hardware components $0 $0
- Software licenses $0 $0
- Installation tools $0 $0
- Data backup devices $0 $0
- Testing equipment $0 $0
- Office supplies $0 $0
Human Resources
- Project manager $2,000 $1,800
- Hardware procurement
specialist $1,000 $900
- Software acquisition specialist $1,000 $950
- Data migration and backup
specialist $1,000 $850
- Testing and quality assurance
specialist $1,000 $950
- IT support staff $1,000 $900
- Trainers $500 $400
- Senior IT project manager $1,000 $950
- Project team members $1,500 $1,400
- Administrative staff $500 $450
Vendor Services
- Hardware procurement and
installation $2,000 $1,800
 - Software acquisition and setup $1,500 $1,400
- Data migration and backup
services $1,000 $900
- Testing services $1,000 $950
- Training services $1,500 $1,400
Travel and Logistics
- Travel expenses $1,000 $950
- Shipping $500 $450
- Logistics $500 $400
- Accommodation expenses $1,000 $900
Training and Development
- Training materials $1,000 $900
- Resources $500 $450
- Courses $1,000 $950
- Workshops $1,000 $900
- Certification programs $1,000 $950
Contingency Fund
- Reserve budget for unforeseen
expenses $2,000 $1,800
Total Estimated Costs: $10,000 $9,300

10. Risk Management

Risk Likelihood Severity Treatment/Control Methods

- Conduct thorough testing of the website's functionality. - Implement

robust quality assurance processes. - Maintain open communication
Technical Issues Moderate High with the development team.

Delays in Content - Establish clear timelines and requirements. - Regularly communicate

Delivery High Moderate with stakeholders. - Implement content management tools.

- Define a comprehensive project scope. - Establish a formal change

Scope Creep Moderate High control process. - Monitor project progress closely.

- Implement rigorous budget monitoring and reporting processes. -

Budget Overrun Moderate High Regularly review project costs. - Develop contingency plans.

Integration Issues with Moderate Moderate - Conduct thorough compatibility testing. - Maintain open
 Risk Likelihood Severity Treatment/Control Methods

communication with third-party vendors. - Implement fallback

Third-Party Systems mechanisms.

- Conduct regular security assessments and audits. - Implement robust

Security Vulnerabilities Low High security measures. - Stay informed about the latest security threats.

Stakeholder - Establish clear communication channels with stakeholders. - Hold

Misalignment Moderate Moderate regular meetings and status updates. - Address conflicts promptly.

10. Communication Plan:

Objective: To ensure effective communication among project team members and stakeholders to
keep everyone informed about project progress, changes, and issues.

Key Components:

 Stakeholder Communication Matrix:.

Stakeholder Communication Needs Preferred Channels Frequency

CEO: Judith Lee High-level updates, major decisions Email, Weekly Meetings Weekly

Detailed progress reports, resource Email, Project

Operations Manager: Ishtar Kahn allocation Management Tool Bi-weekly

HR Manager: Erin Close Training schedules, staff availability Email, In-person Meetings As needed

Marketing and Sales Manager:

Susan Morgan Website updates, marketing materials Email, Project Dashboard Bi-weekly

Customer Service Manager: Lucas

Ngan System functionality, user feedback Email, Feedback Sessions Monthly

Customer Service Officers Training schedules, system updates Email, Training Sessions As needed

Installation schedules, site-specific

Site Managers requirements Phone, On-site Meetings As needed

 Communication Channels:

o Email: For formal updates, announcements, and documentation.

o Project Management Tool (e.g., Trello, Asana): For task assignments, progress
tracking, and collaboration.

o Meetings: Regular meetings for status updates, problem-solving, and decision-

making.

o Phone/Instant Messaging: For urgent matters and quick communication.

o In-person: For critical discussions, training sessions, and major decisions.

  Meeting Schedule:

o Weekly Stakeholder Meeting: Every Monday, to discuss overall progress, issues, and
decisions.

o Bi-weekly Team Meetings: Every Wednesday, for detailed progress updates and task
assignments.

o Ad-hoc Meetings: As needed for urgent matters or specific discussions.

 Documentation:

o Meeting Minutes: Document decisions, action items, and responsibilities after each
meeting.

o Progress Reports: Regularly update stakeholders with detailed progress reports.

o Issue Log: Track and resolve project issues, documenting actions taken and
resolutions.

 Feedback Mechanism:

o Open Door Policy: Encourage stakeholders to voice concerns, provide feedback, and
suggest improvements at any time.

o Feedback Surveys: Periodically collect feedback from team members and

stakeholders to evaluate communication effectiveness and make necessary
adjustments.

 Escalation Procedure:

o Define a clear escalation path for addressing unresolved issues or conflicts.

o CEO serves as the final escalation point for significant project-related matters.

11. Quality Management Plan:

Objective: Ensure that project deliverables meet defined quality standards and customer
requirements.

Quality Management Plan: Developing Boutique Build Australia's New Website

Quality Objectives:

 Ensure the website meets industry standards for design, functionality, and security.

 Minimize defects and bugs to enhance user experience and reliability.

 Achieve high customer satisfaction through responsive design and user-friendly interface.

Quality Standards:

 Adhere to web development best practices and coding standards.

 Comply with relevant regulations and guidelines for website accessibility and data
protection.
  Regularly conduct testing and quality assurance activities to identify and address defects.

Quality Assurance Activities:

 Code Reviews: Regular peer reviews to ensure code quality, readability, and adherence to
coding standards.

 Testing:

 Unit Testing: Developers test individual components/modules to verify functionality.

 Integration Testing: Test the interaction between integrated components/modules.

 System Testing: Validate the overall system against requirements and specifications.

 User Acceptance Testing (UAT): Engage end-users to evaluate the website's usability
and functionality.

 Security Testing: Conduct security assessments to identify vulnerabilities and ensure data
protection measures are in place.

 Performance Testing: Evaluate website performance under various conditions to optimize

speed and responsiveness.

Roles and Responsibilities:

 Project Manager: Overall responsibility for quality management, ensuring adherence to

quality standards and processes.

 Development Team: Responsible for coding, testing, and ensuring the quality of the website.

 Quality Assurance Team: Conduct testing activities, including functional testing, security
testing, and performance testing.

 Stakeholders: Provide feedback during UAT and participate in quality improvement

initiatives.

Quality Control Measures:

 Defect Tracking: Use a defect tracking system to log and monitor reported issues, track their
resolution status, and prevent recurrence.

 Change Management: Implement a formal change control process to manage modifications

to project scope, requirements, and deliverables.

 Documentation: Maintain comprehensive documentation for all project artifacts, including

requirements, design specifications, test plans, and user manuals.

 Continuous Improvement: Regularly review project processes and performance metrics to

identify areas for improvement and implement corrective actions.

Quality Reviews and Audits:

 Conduct periodic quality reviews and audits to assess compliance with quality standards and
identify opportunities for improvement.

 Involve stakeholders in quality review meetings to gather feedback and ensure alignment
with project objectives.
Training and Skills Development:

 Provide training sessions to enhance team members' skills and knowledge in areas such as
coding standards, testing techniques, and security best practices.

 Encourage continuous learning and professional development to stay updated with the
latest technologies and industry trends.

Quality Documentation:

 Maintain a Quality Management Plan document outlining quality objectives, standards,

processes, and responsibilities.

 Document test plans, test cases, test results, and other quality-related artifacts to ensure
transparency and traceability.

12. Change Management Plan:

Objective: Manage changes to project scope, schedule, and resources effectively to minimize
disruption and ensure project success.

Key Components:

Change is inevitable in any project, including the development of Boutique Build Australia's New
Website. This Change Management Plan outlines the processes and procedures to effectively
manage changes to project scope, requirements, deliverables, and timelines. The goal is to minimize
disruptions, maintain project focus, and ensure successful delivery within the defined constraints.

 Change Management Team:

 Project Manager: Responsible for overall change management oversight and

decision-making.

 Development Team: Assess the impact of proposed changes on technical aspects

and provide input on implementation feasibility.

 Stakeholders: Review and approve changes based on their alignment with project
objectives and requirements.

 Change Request Process:

 Submission: Any stakeholder can submit a change request using the designated form
or tool, providing detailed information about the proposed change, rationale, and
potential impact.

 Evaluation: The Change Management Team evaluates each request to assess its
feasibility, impact on scope, schedule, budget, and risks.
  Analysis: If necessary, the team conducts a thorough analysis to determine the
implications of the proposed change and identify alternative solutions.

 Approval: Approved changes are documented, and stakeholders review and provide
formal approval before implementation.

 Rejection: If a change request is rejected, the reasons for rejection are

communicated to the requester along with any recommended alternatives or
modifications.

 Change Impact Assessment:

 Scope: Evaluate how the proposed change will impact project scope, objectives, and
deliverables.

 Schedule: Assess the potential effect on project timelines, milestones, and critical
path activities.

 Budget: Determine if the change will require additional resources, funding, or

budget reallocation.

 Resources: Identify any implications for staffing, skills, or resource allocation.

 Risks: Analyze potential risks associated with the change and develop mitigation
strategies.

 Change Implementation:

 Planning: Develop a detailed implementation plan outlining tasks, responsibilities,

timelines, and dependencies.

 Communication: Notify all relevant stakeholders about approved changes, their

impact, and the planned implementation approach.

 Execution: Implement the change according to the approved plan, monitoring

progress and addressing any issues or obstacles as they arise.

 Testing: Conduct testing and validation to ensure that the implemented change
meets quality standards and fulfills the intended objectives.

 Documentation: Document the change, including any updates to project

documentation, requirements, or deliverables.

 Change Control Process:

 Formalize Change: All approved changes are incorporated into the project's baseline
documentation, such as the project plan, requirements document, and risk register.

 Configuration Management: Maintain version control of project artifacts to track

changes and ensure alignment with approved baselines.

 Communication: Keep stakeholders informed about changes, their status, and

implications through regular updates, meetings, and reports.

 Monitoring: Continuously monitor the project environment for potential changes

and assess their impact on project objectives and constraints.
  Training and Support:

 Provide training and support to project team members and stakeholders on change
management processes, tools, and procedures.

 Foster a culture of adaptability and resilience to facilitate smooth transitions and

minimize resistance to change.

 Continuous Improvement:

 Conduct regular reviews and evaluations of the change management process to

identify opportunities for improvement.

 Solicit feedback from stakeholders to assess the effectiveness of change

management activities and implement enhancements as needed.

 Approval Authority:

 The Project Manager has the authority to approve changes within predefined
thresholds.

 Changes exceeding these thresholds require approval from the project sponsor or
steering committee.

By following this Change Management Plan, we aim to facilitate effective decision-making, maintain
project alignment with stakeholder expectations, and ensure successful delivery of Boutique Build
Australia's New Website.

13. Documentation and Reporting Procedures:

Objective: Establish clear guidelines for documenting project activities and reporting progress to
stakeholders.

Key Components:

 Document Repositories:

 Centralized storage on platforms like Google Drive or SharePoint.

 Organized into folders based on project phases and categories.

 Document Naming Conventions:

 Consistent format: [Document Type][Date][Version].

 Example: ProjectPlan_2024-04-01_v1.0.

 Version Control:

 Maintain version control for tracking changes.

 Clear indication of version number and revision history.

  Document Approval Process:

 Formal approval process by Project Manager or designated approver.

 Review for accuracy, completeness, and compliance.

 Reporting Frequency and Format:

 Weekly status reports and monthly progress reports.

 Standardized format including key metrics, accomplishments, issues, and upcoming

activities.

 Distribution List:

 Maintain a distribution list for each type of report or document.

 Timely distribution to stakeholders for decision-making support.

 Meeting Minutes:

 Detailed minutes for all project meetings.

 Capture discussions, decisions, action items, and responsible parties.

 Change Documentation:

 Document changes using designated change request form.

 Include rationale, impact, and approval status.

 Archiving and Retention:

 Archive project documents according to policies.

 Retain for future reference and knowledge transfer.

 Accessibility and Security:

 Ensure authorized access while maintaining security.

 Implement access controls and permissions.

Adhering to these procedures will ensure transparency, accountability, and effective communication
throughout the project.