Project Recreation and Wellness Intranet Web site Project Documents INTRODUCTION Manage Your Health, Inc. is recently updated its strategic plan, with the goals to reducing internal costs, increasing cross-selling of products, exploiting new Web-based technologies to improve the development and delivery of health care products and services. With these, the information technology department has developed some ideas for supporting these goals, which are Recreation and Wellness Intranet Project, Health Coverage Costs Business Model, Cross-Selling System and Web-Enhanced Communication System. Each of these projects has their purposes that support the company business strategies, together with the benefits provide, which are attach in the table-summary of project. The Recreation and Wellness Intranet Project provides application through intranet, where employee could improve their health by registered the company- sponsored program via current internet. This project helps company reduce the premium costs, increase employees health as well as saving about $30/employee/year for full-time employees over the next four years. Health Care Coverage Costs Business Model helps to
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Project Recreation and Wellness Intranet Web site
Project Documents
INTRODUCTION
Manage Your Health, Inc. is recently updated its strategic plan, with the goals to reducing internal costs, increasing cross-selling of products, exploiting new Web-based technologies to improve the development and delivery of health care products and services. With these, the information technology department has developed some ideas for supporting these goals, which are Recreation and Wellness Intranet Project, Health Coverage Costs Business Model, Cross-Selling System and Web-Enhanced Communication System.
Each of these projects has their purposes that support the company business strategies, together with the benefits provide, which are attach in the table-summary of project.
The Recreation and Wellness Intranet Project provides application through intranet, where employee could improve their health by registered the company-sponsored program via current internet. This project helps company reduce the premium costs, increase employees health as well as saving about $30/employee/year for full-time employees over the next four years.
Health Care Coverage Costs Business Model helps to keep track of employees health care expenses and company health care costs. This may easy the managers and analysts, where they could access to the current intranet and download selective data for further analysis. It should be import data from current systems that track employee expenses submitted to the company, and the companys costs to the insurance provider. The project may cost about $100,000 to develop.
Cross-Selling System is an application that improves the company cross-selling to the current customers. The company will increase sales to current customers by providing them discount every time they purchase multiple products or services. The project may cost about $800,000 each year for development and maintenance.
Lastly, the Web-Enhanced Communication System is a Web-based application that improves the company development and delivery of products and services. The project will take one year and $3 million to develop and
required 20 percent of development costs each year to maintain.
Charter
Project Title: Recreation and Wellness Intranet Project
Project Start Date: March 1, 2004 Project Finish Date: September 1,
2004
Budget Information: The Company has allocated RM 200,000 for this project.
I believe that this project will be beneficial to many people. Tony Prince,
Project Manager.
The participation of staff is also a key that improve the project successfulness.
Hopefully they are many supports from them. Michael Liu, VP Human
Resources Department.
Team Contract
Project Name: Recreation and Wellness Intranet Project
Project Team Members Names and Sign-off:Name Sign-off on Team ContractTonyJaenPatrickNancyBonnieJamesCassanda
Code of Conduct: As a project team, we will: Work proactively, anticipating potential problems and working to
prevent them Keep other team members informed of information related to the
project Focus on what is best for the entire project teams
Participation: We will: Be honest and open during all project activities Encourage diversity in teamwork Provide the opportunity for equal participation Be open to new approaches and consider new ideas Have one discussion at a time Let the project manager know well in advance if a team member
has to miss a meeting or may have trouble meeting a deadline for a given task.
Communication: We will: Decide as a team on the best way to communicate. Since a few
team members cannot meet often for face-to-face meetings, we will use e-mail, a project Web-site, and other technology to assist in communicating.
Have the project manager facilitate all meetings and arrange for phone and videoconferences, as needed.
Work together to create the project schedule and enter actual into our enterprise wide project management system by 3PM every Tuesday.
Project ideas clearly and concisely Keep discussions on track and have one discussion at a time
Problem Solving: We will: Encourage everyone to participate in solving problems Only use constructive criticism and focus on solving problems,
not blaming people Strive to build on each others ideas
Meeting Guidelines: We will: Plan to have a face-to-face meeting the first and third day
morning of every month Meet more frequently the first month Arrange for telephone or videoconferencing for participants as
needed Hold other meetings as needed Record meeting minutes and send them out via e-mail within 24
hours of all project meeting, focusing on decisions made and action items from each meeting
Develop an agenda before all meetings with our project sponsor and client advisors
the project and send them out via e-mail to all team members and the project sponsor
Updated: Scope Statement
Project Title: Recreation and Wellness Intranet Project
Date: March 1, 2004 Prepared by: Tony Prince, Project Manager,
Project Justification: Jaen Tan, CEO of JWD Consulting, requested this
project to assist the company in meeting its strategic
goals. This project provides application through intranet, where employee
could improve their health by registered the company-sponsored program via
current internet. This project helps company reduce the premium costs,
increase employees health as well as saving about $30/employee/year for
full-time employees over the next four years. The budget for the project is
$200,000. An additional $100,000 will be requested every year for
operational expenses after the project is completed. Estimated benefits are
$600,000 each year. It is important to focus on the system paying for itself
within one year.
.
Product Characteristics and Requirements:
1. Templates and tools: The intranet site will allow authorized users to
download files they can use to create project management
documents and to help them use project management tools. These
files will be in Microsoft Word, Microsoft Project, or in HTML or
PDF format, as appropriate.
2. User submissions: Users will be encouraged to e-mail files with
sample templates and tools to the Webmaster. The Webmaster will
forward the files to the appropriate person for review and then post
the files to the intranet site, if desired.
3. Articles: Articles posted on the intranet site will have the appropriate
copyright permission. The preferred format for articles will be PDF.
The project manager may approve other formats.
4. Links: All links to external site will be tested on a weekly basis.
Broken links will be fixed of removed within five working days of
discovery.
5. The Help feature must be user-friendly and capable of soliciting
questions and immediately acknowledging that the question has been
received in the proper format. The feature must also be capable of
forwarding the question to the appropriate expert (as maintained in
the systems expert database) and capable of providing the status of
questions that are answered. The system must also allow for payment
for advice, if appropriate.
6. Security: The intranet site must provide several level of security. All
internal employees will have access to the entire intranet site when
they enter their security information to access the main, corporate
intranet. Part of the intranet will be available to current users based
on verification with the current user database. Other options of the
intranet will be available after negotiating a fee or entering a fixed
payment using preauthorized payment methods.
7. Search feature: The intranet site must include a search feature for
users to search by topic, keywords, etc.
8. The intranet site must be accessible using a standard Internet
browser. Users must have appropriate application software to open
several of the templates and tools.
9. The intranet site must be available 24 hours per day, 7 days per week,
with one hour per week for system maintenance and other periodic
maintenance, as appropriate.
10. The authorized users can access the intranet and register for
company-sponsored recreational programs, and health-related issues
classes and programs.
11. Track data on employee involvement in these recreational and health-
management programs.
Summary of Project Deliverables
Project management-related deliverables: business case, charter, team
contract, scope statement, WBS, schedule, cost baseline, status reports, final
project presentation, final project report, lessons-learned report, and any
other documents required to manage the project.
Product-related deliverables: research reports, design documents, software
code, hardware, etc.
14. Survey: Survey current users to help determine desired content and
features for the intranet site.
15. Files for templates: The intranet site will include templates for at
least twenty documents when the system is first implemented, and it
will have the capacity to store up to one hundred documents. The
project team will decide on the initial twenty templates based on
survey results.
16. Examples of completed templates: The intranet site will include
examples of projects that have used the templates available in the
intranet site. For example, if there is a template for business case,
there will also be an example of a real business case that uses the
template.
17. Files for tools: The intranet site will include information on how to
use several project management tools, including the following as a
minimum: work breakdown structures, Gantt charts, network
diagrams, cost estimates, and earned value management. Where
appropriate, sample files will be provided in the application software
appropriate for the tool. For example, Microsoft Project files will be
available to show sample breakdown structures, Gantt chart, network
diagrams, cost estimates, and applications of earned value
management. Excel files will be available for sample cost estimates
and the earned value management charts.
18. Example application of tools: The intranet site will include examples
of real projects that have applied the tools listed in number 4 above.
19. Articles: The intranet site will include at least ten useful articles
about relevant topics in project management. The intranet site will
have the capacity to store at least one thousand articles in PDF format
with an average length of ten pages each.
20. Links: The intranet site will include links with brief descriptions for
at least twenty useful sites. The links will be categorized into
meaningful groups.
21. Expert database: In order to deliver a Help feature, the system must
include and access a database of approved experts and their contact
information. Users will be able to search for experts by predefined
topics.
22. User request: The intranet site will include an application to solicit
and process request from users.
23. Intranet site design: An initial design of the new intranet site will
include a site map, suggested formats, appropriate graphics, etc. The
final design will incorporate comments from users on the initial
design.
24. Intranet site content: The intranet site will include content for the
templates and tools section, articles section, article retrieval section,
links section, Help section, User Request feature, security, and
payment features.
25. Test plan: The test plan will document how the intranet site will be
tested, who will do the testing, and how bugs will be reported.
26. Promotion: A plan for promoting the intranet site will describe
various approaches for soliciting inputs during design. The
promotion plan will also announce the availability of the new intranet
site.
27. Project benefit measurement plan: A project benefit plan will
measure the financial value of the intranet site.
Project Success Criteria: Our goal is to complete this project within six
months for no more than $200,000. The project sponsor, Jaen Tan, has
emphasized the importance of the project paying for itself within one year
after the intranet site is complete. To meet this financial goal, the intranet
site must have strong user inputs. We must also develop a method for
capturing the benefits while the intranet site is being developed, tested, and
after it is rolled out. If the project takes a little longer to complete or costs a
little longer to complete or costs a little more than planned, the firm will still
view it as a success if it has a good payback and helps promote the firms
image as an excellent consulting organization.
VI. Lesson-Learned reportPrepared by: Tony Prince Date: 25/3/2004Project Name: Recreation And wellness Intranet ProjectProject Sponsor: Mange Your Health Inc. (MYH)Project Manager: Tony PrinceProject Dates: 1/3/2004Final Budget: $576000
1. We meet the project scope and schedule goal, and the final cost for the whole system was about $500000 even though it cost about $100000 more than planned the top management pleased with the results.
2. Our goal is to complete this project within nine months for no more than $500,000. The project sponsor, Jean Tan, has emphasized the importance of the project paying for itself within one year after the intranet site is complete. To meet this financial goal, the intranet site must have strong user inputs. We must also develop a method for capturing the benefits while the intranet site is being developed, tested, and after it is rolled out. If the project takes a little longer to complete or costs a little longer to complete or costs a little more than
planned, the firm will still view it as a success if it has a good payback and helps promote the firms image as an excellent consulting organization.
3. We didnt meet all the project success criteria. The project cost is over what we expect. However the system is finally complete on dated and the sponsor is satisfying the output.
4. The main lessons we learned is the sponsor may be changing some requirement about the system. The sponsor would also please the problem of over cost if the whole system were satisfied what their needed. The communication between manager and sponsor is important to keep the project running smoothly.
5. We were gone right in understanding the sponsor requirement to the project output. The system we design were according to the research we done in early. This aspect were make the sponsor please with the over cost problem.
6. The wrong aspect we done are in estimate the cost of the project. The cost is over $100000 of what we estimated. This is more than 20% of the whole project cost. If the sponsor didnt please with the result we will meet huge problem in it. The project may be stop by sponsor.
7. We must estimate the project cost actually and write the cost more 10% of what we expected. This will solve the over cost problem and the sponsor will not call stop to the project base on the financial problem that caused by project manager.