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Group 03 Concave Inventory system and ordering system
- Group 03 Concave : Project Title : Inventory system and ordering system
| Name | Position | |
|---|---|---|
| Jose Eugenio Quesada | Subject Professor | [email protected] |
| Name | Position | |
|---|---|---|
| Roselle Wednesday Gardon | Project Adviser | [email protected] |
Project Team
| Name | |
|---|---|
| Stefano Franco Binay | [email protected] |
| Ken Angelo Carangan | [email protected] |
| Ryan Gabriel Candari | [email protected] |
| Marcus Jorell Medina | [email protected] |
| Jan Terence Francisco | [email protected] |
The Inventory system and Ordering system is a web-app and a mob-app base for Torrecamps Company. Initially, they had their attention to "pandemic essentials" such facemasks, alcohol, tissues, and gloves. The application will serve as their main medium for processing the customer’s order. The mobile application for the customer will be limited only to android OS. For customers that walk-in, the admin will process their order using the ordering system that the group develops. Their mode of payment will be limited also to cash on delivery or COD in short. Currently the client is doing their transactions manually, getting the orders manually, relying on Microsoft excel for its inventory, and no database of their customer and supplier makes it to have a human error of 30% out of 100% when they produce handwritten receipts. Integrating their current transaction process into the digitalized set up by developing the system for inventory and ordering system that would make it more efficient and transparent way for the customer’s end.
The client “Torrecamps Marketing” experienced a rise in sales during the pandemic, and because of that needed to grow their inventory. The problem with this is currently the client mainly uses manual methods for their inventory and for their ordering processes, it leads to slower processes and leads to human error.
The group expects that the implementation of the project would help the company run smoother, with automated inventory and an ordering system that will take and tally orders for them. This will make the company run smoother because this will free up manpower for them to allocate to more important tasks.
To address these challenges, Torrecamps should invest in an Inventory System and Ordering System that can automate inventory management and ordering processes, streamline workflows, and reduce errors. The new system should be scalable, user-friendly, and provide real-time inventory information to customers.
An Inventory System and Ordering System for Torrecamps Company is necessary to automate inventory management, streamline workflows, enhance customer satisfaction, reduce costs, and improve scalability. The new system will provide Torrecamps with a competitive edge, enabling the company to grow its business and enhance its brand reputation in the long run.
| Name | Position | Description |
|---|---|---|
| Stefano Franco Binay | Project Manager | The project manager is responsible for leading and managing the project team to achieve the project objectives within the constraints of time, budget, and scope. |
| Jan Terence Francisco | Developer | Ensures that the Developing and implementing the project's software or application according to the defined requirements. |
| Marcus Medina | Scrum Master/QA | They provide coaching and guidance to the team members on self-organization, cross-functionality, and continuous improvement. Perform various types of testing, such as functional testing, integration testing, performance testing, and user acceptance testing, to ensure software quality. |
| Ryan Gabriele Candari | Project Documentation Manager | Create, review, edit, and manage project documentation such as project plans, requirements documents, user manuals, technical specifications, and other relevant documentation |
| Mr. Jabb Torrecampo & Ms. Maria Theresa Reyes | Project Sponsor | Responsible for providing input, feedback, and making critical decisions related to the project to ensure its success. |
| Ken Angelo Carangan | Product Owner | Ensuring that the product meets the needs and expectations of stakeholders |
Since 2017, Torrecamps Marketing has been in business and has been selling essentials. They began selling "Pandemic Essentials" including alcohol and tissues during the pandemic. As a result, they gained more customers and stock, began working with other businesses, and expanded their selection of products. Their system remained static while their inventory and client base grew, making it challenging for them to keep up with the increase in orders that needed to be handled.
Having this project developed by the group can have a lot of impact if it's approved. The first one is Torrecamps Marketing. The impact this system will have on Torrecamps Marketing will be that the clients can serve customers more quickly and effectively when it comes to producing printable and digital receipts for every transaction. Next is the impact of this system on the customers. In the customers’ side, the proposed system will now produce printed receipts. This is crucial since printed receipts cannot be changed.
Torrecamps Marketing currently uses desktop computers, laptops and printers for their main hardware. They also use Facebook messenger, Microsoft Excel and a 25 MBPS Converge internet provider as their main network. These tools provide a lot of things going for the client. Like facebook they post pictures with prices to advertise them. Next is customers can order their desired items using facebook messenger. And lastly there will be Microsoft Excel. Excel provides the client with a lot of things like listing customer information and listing orders. Next is printing receipts and fixing orders. Lastly there is the inventory and total sales per day. Now that the group is tasked to create a system that helps the clients. The proposed solution of the team that will be implemented is an inventory and an ordering system. The website will be able to present the items that the client is selling. Then every order of the customer will be recorded into the inventory and the ordering system. The team will use Bootstrap studio, Visual Studio Code and XAMPP to develop the project. The website will intergrate CAMSS. The system will have a cloud-based database server. Next is tye project will have an inventory and ordering system where they can create, edit, or delete all items and information that are needed to change on the website. 3rd will be that the team plans to integrate the system in both desktop and mobile devices. The Facebook part will not be removed since it is used for their advertisement. Lastly the team will continue monitoring the website and install anti-malware software on the computer to ensure their security.
The Inventory System and Ordering System project is a software solution designed for Torrecamps Company to efficiently manage their inventory and ordering processes. The project will be customized to meet Torrecamps' specific business requirements and will be developed to ensure seamless integration with their existing business processes.
The number of clients and the volume of stock increase together with the company's growth. Torrecamps Marketing has assigned the group the duty of developing an inventory system and an ordering system for them since keeping up with the quantity of additional work that comes with growing is not a simple task. This will significantly increase the company's ability to automate its transactional and inventory processes.
To ensure that the project meets Torrecamps' expectations, the following performance criteria will be used:
• The system should be able to track inventory levels accurately and provide real-time updates
• The system should generate inventory reports that are easy to understand and interpret
• The system should have a clean and intuitive interface that is easy to navigate
• The system should allow customers to place orders seamlessly and receive real-time inventory information
• The system should be able to handle a large volume of orders and transactions
The following assumptions will be considered during the project's development:
• Torrecamps has an existing IT infrastructure that can support the new system
• Torrecamps' staff members are adequately trained to use the new system
• The project team has access to all the necessary data and resources required to develop the system
The following constraints will be considered during the project's development:
• The project will be constrained by Torrecamps' budget and timeline
• The project will be developed to work within Torrecamps' existing business processes and constraints
| Phase | Date |
|---|---|
| Project Start | 08/15/2022 |
| Planning | 08/15/2022 - 11/09/2022 |
| Analysis and Design | 11/26/2022 - 03/8/2023 |
| Coding | 03/23/2023 - Present |
| Beta Testing | 2023 |
| Project Complete | 2023 |
Torrecamps Marketing is currently looking to grow their business in terms of their inventory to keep up with their already growing customer base. The system that they currently have in place has multiple flaws that leads to them needing time to compensate and cover for their mistakes, this is where the group’s project comes in as it automates their transactional tasks and inventory tasks giving them more time and manpower to focus on other tasks that they need to be focusing on in order to improve their company.
The only expense in the project would be the price for the URL which is usually around Php 2-5k. With this expense a system that could automate the inventory and ordering processes will be given to the client. The system would free up the staff so that they can focus on other aspects of their business, and this will then lead to better sales for the company. While currently they are not paying the 2-5k mentioned before they are losing on possible sales and business by allotting their time to fixing the problems that their current system brings them.
After the group communicated with the client, they found out that the client was planning on doing nothing to solve their current problems and that the only reason they wanted an upgrade was because the group went up to them. If they would have chosen not to do anything their current problems would be plaguing them deep into their future as a company.
The completion of the Inventory System and Ordering System project for Torrecamps Company will be authorized solely by the project client, Torrecamps Company. The project will only be considered complete when Torrecamps Company approves the system's functionality and determines that it meets the project goals and objectives. Any changes or modifications to the project scope or timeline must also be approved by Torrecamps Company.
1. Collect Requirements – The project team will use a number of methods to collect, and the system's requirements should be documented via user interviews with the client, adviser and consultant meetings and subject professor meetings.2. User Stories – The project team will create user stories to describe the functionality of the system from the perspective of the end user. These stories will be prioritized based on business value and will be used to guide the development process.
3. Scope Statement – The scope statement will be developed using the user stories created and requirements as input. It will provide a high-level overview of the project scope, including the deliverables, and constraints.
4. Scope Baseline - The user stories and scope statement will be added to a project management plan to create the scope baseline. It will be frequently updated as the project develops to allow for scope changes.
The scope of I.O System will be documented by the methods listed here:
1.Requirements documentation: The system requirements will be documented that outlines the system’s functional and non-functional requirements.
2.Project management plan: This will include information about the scope of the project, also includes scope statement and the scope baseline. Other relevant information about the scope of the project is also part of this project management plan.
3.Change log: This will be added and maintained to track all changes to the scope of the project, this includes the description of the change, project impact and required approvals. The scope of this project is controlled throughout these following activities:
1.Scope Verification: The agile testing techniques will be the project team’s desired method to verify that the deliverables of the project will meet the requirements and align with the scope statement.
2.Scope change control: Any changes to the scope of the project will be directed through a formal change control process, which will include an assessment of the impact on the project schedule, budget, and quality.
3.Scope change review: This will be held for each change request to ensure that the change is necessary, feasible, and aligned with the project objectives.
Authority and responsibility for the scope management will be in the hands of the project manager of the group concave which is Stefano Franco Binay. He will be the one setting up appointments with the project adviser, which is Miss Gardon and also the clients to manage the project’s scope. The scope statement, Work Breakdown Structure and the Statement of work will be the ones defining the scope of the project. With these documents, it will explain the tasks and requirements and then it will be reviewed by the project sponsor and other stakeholders before the work begins. The scope is measured using quality checklists, measurements of work performance and regular monitoring of project’s advancement in relation to the original scope. Once there are differences from the scope baseline, it will be addressed to the scope change process. The scope change process for Concave’s I.O System will require the project manager to send a request for scope change that needs to be approved by Ms. Roselle Gardon and it will be approved lastly by the project sponsor. Any changes brought to it will be checked to ensure that it is aligned by the project objectives. The completion of the Inventory System and Ordering System project for Torrecamps Company will be authorized solely by the project client, Torrecamps Company. The project will only be considered complete when Torrecamps Company approves the system's functionality and determines that it meets the project goals and objectives. Any changes or modifications to the project scope or timeline must also be approved by Torrecamps Company.
The scope of the project includes the development of the system which is named I.O System. The proposed system will implement an inventory and ordering system. The system includes a website that will show the selling items of Torrecamps Marketing. This project will help in automating their transaction process and allows the user to order within the system, which is far more efficient.
Product Scope Description – The team is tasked with developing an inventory system and ordering system for their client, which is Torrecamps Marketing. This will automate the transaction and allows the users to order inside the system which brings more efficiency and removes the inconvenience of manually handling their transactions and inventory stuff. The I.O System is an inventory and ordering system. The website will be presenting the items that Torrecamps Marketing is selling. Every order will be recorded into the inventory and ordering system.
To address these challenges, a stakeholder management strategy has been developed to identify and analyze stakeholder needs, develop a communication plan, address stakeholder concerns, involve stakeholders in decision making, and monitor stakeholder engagement. The stakeholder management strategy will ensure that the right message is delivered to the right audience at the right time and that stakeholder needs are met throughout the project's lifecycle. This document outlines the stakeholder management strategy for the Inventory System and Ordering System project for Torrecamps Company. The strategy aims to maintain stakeholder engagement and involvement throughout the project's lifecycle to ensure that the project meets its goals and objectives. By doing so, we believe that the project will achieve its intended outcomes and bring about significant benefits for Torrecamps Company.
To identify the stakeholders, the group thought of examining the hierarchy within the company, Torrecamps Marketing, and identifying the people with the most influence and the people that the group thinks would provide the best insight into the project. The group thought this would be an effective way to identify the stakeholders because the more influential people would be leading the company, thus setting the path that the company would go through to progress. The people with the best insight are the people that understand the inner workings of the company and would be able to guide the group on what functions/features of the project would be needed for the project to be as useful as possible to the company and their workers.
CEO - Mr. Jabb Torrecampo holds a key role in the company's decision-making processes and overall strategic direction. He is likely to have a significant interest in the success of the Inventory System and Ordering System project, as it will impact on the company's operations and bottom line. Additionally, as the CEO, he is responsible for ensuring that the company's stakeholders are informed and satisfied with the project's outcomes.
COO - Ms. Maria Theresa Reyes is responsible for the company's day-to-day operations and ensuring that the company runs efficiently and effectively. She may have a more hands-on interest in the Inventory System and Ordering System project, as it may impact the company's operations in a direct way. As such, she may play a critical role in ensuring that the project is implemented effectively and in a way that aligns with the company's goals and objectives.
| Name | Department/Company | Position | Adviser | Objectives, requirements, Interest | Influence | Project Contribution | Resistance |
|---|---|---|---|---|---|---|---|
| Jabb Torrecampo | Torrecamps Marketing | CEO | COO | Improve transactional processes, improve inventory management, provide a better experience for the customers, and provide the company workers with better software for smoother transactions |
High | Provided insight on the team on how the company currently works to provide inspiration for the group to come up with features of their own |
Limited technological knowledge, cost concern, production time concerns |
| Maria Theresa Reyes | Torrecamps Marketing | COO | CEO | Improve transactional processes, improve inventory management, provide a better experience for the customers, and provide the company workers with better software for smoother transactions |
High | Contacted the team and provided insight on what features the program is required to have for the best outcome for the company |
Limited technological knowledge, cost concern, production time concerns |
A schedule management plan is important in the pathing of the project because it guides the team on when a part of the project should be done. The schedule management plan will include what date a certain part of the project should be done and will also include suggestions on what percent of each part should be finished at a certain time. This will help discipline the members and put them in the proper mindset, as well as to help each member not feel burnt out. This schedule management plan will be vital for the project, while it does not provide outlines or guides it provides something just as important, a timeline in which they can use as a guide in prioritizing their projects needs and properly do all tasks without feeling overwhelmed
The project schedule will be based on the Work Breakdown Structure (WBS) that is constructed as part of the Scope Management Plan. The WBS will help the group in, as stated in the name breakdown the work for each part of the project, this will help in the prioritization of each part of the project. Using the WBS would simplify the process of creating the schedule management plan by helping the project manager and whoever is assigned to the scheduling to identify the task durations associated with each task.
As stated in the previous part the WBS will be used to structure the project and a weekly review with the adviser would be held to update the schedule and so that any needed adjustments will be implemented easier. The main people that influence the schedule will be the project manager and the scheduler and they will control the schedule the most, they are the people who will be relied on in discerning what tasks to push later in the schedule and which tasks should follow the set schedule and be completed in the given deadline.
Any changes in the schedule must be done by the project manager and scheduler and must be approved by the project adviser and the acceptable threshold of 10% will be implemented. These are the rules that the group needs to follow to change anything in the schedule, these rules will help the group be more disciplined and follow the schedule as it is difficult to change, and the threshold is put to discourage “Procrastination” as the 10% threshold does not give too much time unless the member assigned is almost done with their part. Any scheduling changes must have proper reasoning as just being “lazy” or as stated before the habit of “procrastinating” will not be accepted.
In situations where the scope changes most if not all parts of the project needs to be revised, and this will lead to the project needing many minor and major revisions. The group decided that major revisions will be prioritized as those will take up more time compared to the minor revisions. This decision was made because the group thought that putting the minor revisions first will hurt the group time wise as the time that will be allotted for the major revisions will be limited by the minor revisions. It was also decided that the group would prioritize revisions rather than the unfinished documents/tasks for the project because there is a chance that the previous documents/tasks have an effect or contribute to the future documents/tasks.
A cost management approach for an inventory and ordering system would involve a set of practices and procedures designed to optimize inventory levels, reduce costs associated with ordering, and improve overall efficiency. Here are some key steps you would take to develop a cost management approach for an inventory and ordering system:
1.Analyze inventory levels: Start by reviewing your current inventory levels and identifying any excess or obsolete inventory. This will help you determine the optimal inventory levels for your business.
2.Forecast demand: Use historical sales data and market trends to forecast demand for your products. This will help you order the right amount of inventory at the right time, avoiding stockouts and excess inventory.
3.Set reorder points: Establish reorder points for each product based on demand forecasts and lead times. This will help you know when to reorder to avoid stockouts and minimize the need for rush orders.
4.Evaluate suppliers: Review your supplier relationships and negotiate better pricing and terms where possible. Consider consolidating orders with fewer suppliers to reduce administrative costs.
5.Implement inventory tracking: Implement an inventory tracking system to monitor inventory levels and ensure accuracy. This will help you identify potential issues such as overstocking or stockouts.
6.Use technology: Consider implementing technology such as automated ordering systems
7.Continuously monitor and adjust: Continuously monitor your inventory and ordering processes and make adjustments as needed to improve efficiency and reduce costs.
By following these steps, we can develop a cost management approach for our inventory and ordering system that helps us optimize inventory levels, reduce costs, and improve efficiency.
To measure the project cost for an inventory and ordering system, you should consider the following cost categories:
•Development Costs: This includes the cost of software development, database design, hardware procurement, and any other expenses related to building the inventory and ordering system.
•Implementation Costs: This includes the cost of installing the inventory and ordering system, configuring it, and integrating it with other systems.
•Training Costs: This includes the cost of training employees on how to use the inventory and ordering system, including any training materials or manuals.
•Maintenance Costs: This includes the cost of ongoing system maintenance, including software updates, hardware upgrades, and any necessary repairs.
•Operating Costs: This includes the cost of running the inventory and ordering system, including any software licenses, hosting fees, and other operating expenses.
To measure the project cost, you should estimate the cost for each of these categories and add them together. You can also break down the costs into more detailed subcategories, such as labor costs, equipment costs, and software costs, to get a more accurate estimate.
It's also important to note that the project cost is not a one-time expense; there will be ongoing expenses associated with the inventory and ordering system, including maintenance and operating costs. Therefore, it's essential to factor in these ongoing costs when determining the project's total cost.
By accurately measuring the project cost, you can ensure that the project is financially feasible and that the benefits of the inventory and ordering system outweigh the costs.
When designing a reporting format for an inventory and ordering system, it's important to consider the needs of different stakeholders, including management, operations, and finance teams. Here are some key elements to include in a reporting format for an inventory and ordering system:
1.Inventory Levels: Include data on current inventory levels, including stock on hand, stock in transit, and reorder levels. This data can help the operations team manage inventory and avoid stockouts.
2.Inventory Turnover: Include data on inventory turnover, which is the number of times inventory is sold and replaced within a period. This metric can help the finance team assess inventory efficiency and profitability.
3.Sales Data: Include data on sales by product, location, and channel. This data can help the management team understand which products are selling well and which ones need to be reordered or discontinued.
4.Order Data: Include data on order volume, order frequency, and order lead time. This data can help the operations team optimize the ordering process and reduce costs.
5.Cost Data: Include data on the cost of goods sold, including the cost of inventory, transportation, and any other associated costs. This data can help the finance team assess profitability and make informed pricing decisions.
6.Forecast Data: Include data on forecasted demand, including historical sales data and market trends. This data can help the operations team plan inventory levels and optimize the ordering process.
7.Alert Data: Include any alerts related to inventory or ordering issues, such as stockouts, low inventory levels, or delayed orders. This data can help the operations team address issues quickly and avoid disruptions to operations.
By including these key elements in the reporting format for an inventory and ordering system, stakeholders can gain insights into inventory levels, sales data, order data, and cost data. This information can help teams make informed decisions, optimize operations, and improve overall efficiency.
Here is a detailed cost variance response process for an inventory and ordering system:
•Identify the variance: Compare the actual costs incurred with the budgeted costs to identify the variance.
•Analyze the cause: Investigate the root cause of the variance, including any deviations from the plan, changes in demand, supplier issues, or unexpected costs.
•Assess the impact: Determine the impact of the variance on the project's overall budget, timeline, and quality.
•Develop a plan: Develop a plan to address the cost variance. The plan may involve making changes to the inventory and ordering system, negotiating with suppliers, or adjusting the budget.
•Evaluate the plan: Evaluate the plan for its effectiveness, feasibility, and impact on the project. Consider the risks, costs, and benefits of implementing the plan.
•Implement the plan: Implement the plan as quickly and efficiently as possible. This may involve making changes to the inventory and ordering system, communicating with suppliers, or making other adjustments.
•Monitor and report: Monitor the results of the plan and report on progress. Track key metrics, such as inventory levels, order volume, and cost savings, and report regularly to stakeholders.
•Re-evaluate and adjust: If the cost variance persists, re-evaluate the plan and make further adjustments. Consider alternative approaches and seek input from stakeholders.
By following this cost variance response process, you can effectively manage cost variance for an inventory and ordering system and ensure that the project stays on track financially.
A cost change control process is necessary to manage changes to the cost baseline of a project, including changes to the inventory and ordering system. Here's a process for managing cost changes in an inventory and ordering system:
1.Identify the change: The first step is to identify the proposed change to the inventory and ordering system. This may include changes to the system itself, changes in demand, or changes in supplier costs.
2.Assess the impact: Determine the impact of the proposed change on the project's budget, schedule, and quality. Consider the risks, benefits, and costs associated with the proposed change.
3.Evaluate alternatives: Consider alternative approaches to the proposed change, such as using a different supplier or changing the inventory management strategy. Evaluate each alternative for its feasibility, effectiveness, and impact on the project.
4.Develop a plan: Based on the assessment and evaluation, develop a plan for managing the proposed change. This may involve adjusting the budget, renegotiating contracts, or changing the project schedule.
5.Obtain approvals: Obtain approvals from key stakeholders, including the project sponsor, project manager, and any other stakeholders impacted by the change. Document the approvals in the project management plan.
6.Implement the change: Once the change is approved, implement it as quickly and efficiently as possible. Communicate the change to all stakeholders and update the project management plan accordingly.
7.Monitor and report: Monitor the results of the change and report on progress. Track key metrics, such as inventory levels, order volume, and cost savings, and report regularly to stakeholders.
8.Re-evaluate and adjust: If the change does not have the intended impact, re-evaluate the plan and make further adjustments. Consider alternative approaches and seek input from stakeholders.
By following this cost change control process, you can effectively manage changes to the cost baseline of an inventory and ordering system and ensure that the project stays on track financially.
The budget for this project is detailed below. Costs for this project are presented in various categories...
| PRODUCT | PRICE |
|---|---|
| Manpower Cost | ₱205,668.88 |
| Maintenance Cost | ₱15,000.00 |
| Contingency Cost | ₱30,850.332 |
| Total Project Budget | ₱251,519.212 |
Work breakdown structure is a tool in project management to divide larges projects to get things done faster and efficiently. The WBS structure gives a clear knowledge of the project scope, deliverables, and activities at each level, representing an increasingly precise description of the project work. The work breakdown structure (WBS) acts as a roadmap for project managers to plan, execute, and monitor project activities, and it helps to guarantee that all project requirements are satisfied within the time and budget constraints. The Work Breakdown Structure presented here represents all the work required to complete this project.
OUTLINE VIEW
The outline view presents an easy to view and understand layout for the Ordering system and Inventory system.
1. Ordering System and Inventory System
1.1 Project Planning
1.1.1 Define project scope and objectives
1.1.2 Identify project stakeholders
1.1.3 Develop project schedule
1.1.4 Define project budget
1.1.5 Establish project team roles and responsibilities
1.2 Requirements Gathering
1.2.1 Define system requirements
1.2.2 Identify inventory system requirements
1.2.3 Identify ordering system requirements
1.2.4 Define user requirements
1.2.5 Conduct stakeholder interviews
1.3 System Design
1.3.1 Design ordering system
1.3.2 Design inventory system
1.3.3 Define user interface design
1.3.4 Determine software and hardware requirements
1.3.5 Develop system architecture
1.4 System Development
1.4.1 Code ordering system
1.4.2 Code inventory system
1.4.3 Integrate system components
1.4.4 Develop test plans
1.4.5 Conduct testing
1.5 System Implementation
1.5.1 Deploy system in test environment
1.5.2 Train system users
1.5.3 Resolve any issues found during testing
1.5.4 Deploy system in production environment
1.5.5 Perform system maintenance and support
1.6 Project Management
1.6.1 Monitor and control project progress
1.6.2 Manage project risk and issues
1.6.3 Communicate project status to stakeholders
1.6.4 Ensure project deliverables meet quality standards
1.6.5 Obtain project acceptance from stakeholders
The process and procedures for managing changes throughout the course of a project's duration are described in the change management plan. It seeks to decrease interruptions, preserve project stability, and guarantee successful change implementation. This plan will include instructions on how adjustments are found, considered, accepted, and put into action to effectively complete the project's goals.
The goal of CCB’s change management strategy is to make sure that proposed changes are thoroughly assessed, managed, and controlled to reduce risks, keep projects aligned, and allow effective project delivery. It encourages openness, responsibility, and well-informed decision-making within the context of change control.
The Change Management Process, which will be covered in more detail in this plan, should not be confused with the Change Management Approach.
The Change Management approach consists of three areas:
• Ensure changes are within scope and beneficial to the project
• Determine how the change will be implemented
• Manage the change as it is implemented
Change could appear because of new requirements, adapting to business demands, new dangers, or development possibilities. According to their impact, viability, hazards, and alignment with project goals, proposed modifications must be reviewed, evaluated, and approved or rejected by the CCB. Types of changes include:
• Ensure changes are within scope and beneficial to the project
• Determine how the change will be implemented
• Manage the change as it is implemented
Any accepted changes must be shared with the project stakeholders, according to the project manager. The project manager must also make sure that if changes are authorized, they are recorded in the project documentation as needed. The project team and other stakeholders must then be informed of these document revisions.
The Change Control Board is responsible for reviewing and approving proposed changes. The CCB consists of key stakeholders and decision-makers who assess the impact, risks, and benefits of proposed changes.
| Name | Position | CCB Role |
|---|---|---|
| Maria Theresa Reyes | Project Sponsor | CCB Chair |
| Stefano Franco Binay | Project Manager | CCB Member |
| Ken Angelo Carangan | Product Owner | CCB Co-Chair |
| Marcus Medina | Scrum Master/QA | CCB Member |
| Jan Terence Francisco | Developer | CCB Member |
| Ryan Gabriel Candari | Project Documentation Manager | CCB Member |
The table below shows the respective responsibilities of each member of the project that in the change management process:
| Name | Project Role | Responsibilities |
|---|---|---|
| Maria Theresa Reyes | Project Sponsor | Submit change request if deemed necessary review the change request log and reports to ensure alignment with changes. |
| Stefano Franco Binay | Project Manager | Assess and verify the impact of change request along with the product owner & QA and reports to ensure alignment with changes. |
| Ken Angelo Carangan | Product Owner | Discuss the necessary changes and can approve or reject changes that do not align with the product objectives. |
| Marcus Medina | Scrum Master/QA | Facilitating the change control process within the Scrum framework and evaluating change requests to assess their impact on quality, functionality, and overall project objectives. They analyze the potential risks and benefits of proposed changes. |
| Jan Terence Francisco | Developer | Execute the technical aspect of the change request action plan to ensure alignment with changes. |
| Ryan Gabriel Candari | Project Documentation Manager | Will update the Change Log and create a Change Status Report and will send out the final Change Status Report across the team and stakeholders. |
The Change Control Process outlines the procedures throughout the project. It ensures that changes are properly evaluated, approved, and implemented in a controlled and systematic manner. The process typically involves the following stages:
Change Identification → Change Evaluation → Change Approval → Change Implementation → Change Documentation
| Process step | Description | Change Log Status |
|---|---|---|
| Change Identification | 1. The Project Manager and sponsor will fill out and submits the change request form to initiate the request. | Submitted |
| Change Evaluation | 1. After receiving the request, the Project Manager, QA, and Product Owner will assess the impact of the change request. 2. If the impact is high, the Project Manager will then prepare a recommendation to approve. 3. The Change Coordinator will update the Change Log and create a Change Status Report. |
In Review |
| Change Approval | 1. Product Owner can accept or reject an approval. | Approved or denied |
| Change Implementation | 1. After the approval the changes are subject to be implemented in the system. | In Progress |
| Change Documentation | 1. Project Manager verifies that the changehas been implemented and reports to the Change Control Board. 2. The Change Coordinator will update the change Log and create a Change Status Report. |
Verifying |
| Change Request Closure | The Change Coordinator will send out the final Change Status Report across the team and stakeholders. | Closed |
To keep track of the change request progress, each step has a corresponding change request status as show on the table below:
| Status | Description |
|---|---|
| Submitted | A change request log was submitted by a member of the project development team or by important stakeholders; the project manager has not yet evaluated for impact analysis |
| In Review | Impact analysis is currently being done. |
| Approved | The change request has been approved and will now be implemented. |
| Denied | The Change request is denied. |
| Change request is denied. | The changes to the request's action plan is being implemented |
| Verifying | Review of proper implementation of change request |
| Closed | Updates have been made available after the change request work was finished and all tests were passed. |
The human resource management strategy is critical for finding, assigning, and managing resources are described in the staffing management plan. It guarantees that the correct people with the necessary experience and abilities are given project roles and responsibilities. This strategy is to maximize resource use, encourage good communication, and support the project's successful execution.
By following this plan, the product owner and development team can successfully manage the project by making sure that everyone on the team is aware of their respective roles and responsibilities, that communication is clear and effective, and that performance is tracked and managed in a way that supports the project's success.
| Role | Authority | Responsibility | Competency |
|---|---|---|---|
| Project Sponsor | The one’s responsible for initiating, ensuring, and approving of the project. | Ensures that the project funding model and approves sources of financing. Assists the team and the product owner. | Maintaining strong leadership qualities and the capacity for strategic thought, as well as the capacity for effective stakeholder communication. |
| Product Owner | Has the authority to make decisions regarding the product backlog, product vision and the prioritization of requirements and features. | To represent the interests of the stakeholders and ensure that the product meets their needs and expectations. They are responsible for defining and prioritizing the product backlog, ensuring that it is visible, transparent, and understood by the development team. | The Product Owner should have the ability to prioritize effectively, balancing competing interests and managing the product backlog to maximize value. |
| Project Manager | Making the decision for the project and responsible for designating task | Control and oversee all aspects of the project, including its planning, requirements gathering, system design, system development, implementation, and project management. Make sure that the project’s goals are attained on schedule, within budget, and with the appropriate level of quality. | Has a solid understanding of project management principles, methodologies, and best practices |
| Project Documentation Manager | The Project Documentation Manager has the authority to establish and enforce documents management policies and procedures within the project | The Documentation Manager is responsible for planning the documentation activities throughout the project lifecycle. This includes identifying documentation needs, setting priorities, and establishing timelines | The Documentation Manager should possess strong writing skills, technical understanding, and knowledge of industry-specific documentation standards. |
| Scrum Master | The Scrum Master has the authority to facilitate the Scrum process, ensuring that the team adheres to Agile principles and follows Scrum practices. | The primary responsibility of a Scrum Master is to facilitate the Scrum process, including organizing and facilitating Scrum events to ensure effective collaboration and progress | The Scrum Master must have a deep understanding of Agile principles and Scum practices. They should be well-versed in Scrum artifacts, ceremonies, and roles. |
| Quality Assurance | Has the authority to ensure that established quality standards, processes, and methodologies are followed throughout the project lifecycle. | Perform various types of testing, such as functional testing, integration testing, performance testing, and user acceptance testing, to ensure software quality. | Effective communication and collaboration skills to work closely with development teams, stakeholders, and other project members. |
| Developer | Developers have the authority to identify and resolve technical issues, bugs, and challenges encountered during the development process. | Collaborate with team members, including business analysts, designers, and testers, to ensure effective coordination and delivery of project tasks. | Areas enables a developer to effectively carry out their responsibilities, contribute to the successful implementation of software solutions, and ensure the delivery of reliable and high-quality software. |
Project organizational chart of the Inventory and Ordering system provides a visual representation of the project team and the relationships between the key stakeholders. They show the duties and tasks of those participating in the project. The charts enable efficient communication and decision-making while clearly illustrating the project team's makeup.
The Staffing Management Plan for the Inventory and Ordering System project is a critical component in ensuring the successful execution of the project. It outlines the strategies and processes for acquiring, managing, and releasing human resources throughout the project lifecycle.
• To address any skill gaps identified, appropriate training will be provided to enhance knowledge and capabilities. This includes both on-the-job training and formal training programs.
• Regular performance reviews will be conducted to evaluate team members' performance and identify areas for improvement. These reviews will provide feedback on how well team members are meeting project expectations and objectives.
• To acknowledge and motivate outstanding performance, a rewards and recognition system will be implemented. This may include bonuses, promotions, and other incentives.
| Role | Project Responsibility | Skills Required | Number of Staff | Performance Reviews | Recognition and Rewards |
|---|---|---|---|---|---|
| Product Owner | Ensuring that the product meets the needs and expectations of stakeholders. | Excellent communication and collaboration skills. Strong problem-solving and analytical skills. Strong leadership and decision-making skills. |
1 | The project manager will conduct regular performance reviews with team members to assess their progress, provide feedback, and address any issues. | The product owner will implement a recognition and rewards system to motivate team members and encourage high performance. |
| Scrum Master | They provide coaching and guidance to the team members on self-organization, cross-functionality, and continuous improvement | Leadership Communication Problem Solving Analytical Skills |
1 | The project developer will work with team members to set achievable performance goals and track their progress | This can include acknowledgment for exceptional coding skills, solving complex technical problems, delivering high-quality software, and meeting project milestones. |
| Project Manager | Collaborating with stakeholders to gather requirements and understand project goals. Participating in project planning, estimation, and task allocation. |
Technical skills related to the project. Communication Collaborationand teamwork Problem-solving Time management |
1 | These reviews evaluate their technical skills, teamwork, adherence to project timelines and quality standards, problem-solving abilities, and overall project delivery. | Rewards may include bonuses, promotions, certificates, or opportunities for career growth within the organization. |
| Project Sponsor | Allocate resources and secure funding for the project. Act as the primary point of contact between the project team and senior management Monitor project progress and provide guidance and support to the project team |
Leadership Strategic thinking Communication |
2 | The review process may consider the Sponsor's ability to contribute to project success and stakeholder satisfaction. | Rewards may include acknowledgment from senior management, promotions, bonuses, or other forms of recognition based on their contribution to project success and overall organizational benefits. |
| Project Documentation Manager | Create, review, edit, and manage project documentation such as project plans, requirements documents, user manuals, technical specifications, and other relevant documentation. | Communication Collaboration and teamwork Riskmanagement |
1 | Focus on the quality and accuracy of project documentation, adherence to documentation standards, ability to meet deadlines, and effective communication and collaboration with team members. | Opportunities for career advancement, such as promotions or leadership roles in documentation management. |
| Developer | Collaborate with team members, including business analysts, designers, and testers, to ensure effective coordination and delivery of project tasks. | Technical skills related to the project. Communication Collaboration and teamwork Problem-solving |
1 | Focus on technical proficiency, ability to meet project deadlines, code quality, and collaboration within the team. | Opportunities for career advancement, such as promotions or specialized roles in software development |
| Quality Assurance | Perform various types of testing, such as functional testing, integration testing, performance testing, and user acceptance testing, to ensure software quality. | Ability to analyze complex problems, troubleshoot issues, and provide effective solutions. | 1 | Focus on the accuracy and testing, defect identification and management, adherence to quality standards, and collaboration within the team. | Opportunities for career advancement, such as promotions or specialized roles in quality assurance or software testing. |
| Project Cost Summary | ||
|---|---|---|
| August 24,2022 - February 7,2023 | 3 months and 28 days | |
| Roles | Total Salary | |
| Project Manager | PHP 25,207.93 | |
| Product Owner | PHP 13,500.27 | |
| Scrum Master | PHP 108,265.12 | |
| Developer | PHP 52,268.16 | |
| Project Documentation | PHP 4,627.40 | |
| QA Tester | PHP 1,800.00 | |
| Maintenance | ||
| Maintenance Cost | PHP 15,000.00 | |
| Contingency Cost | ||
| Estimated Contingency Cost | PHP 30,850.332 | |
| Indirect Cost/Miscellaneous | ||
| Computers Microsoft OS Internet Connection |
Covered by Torrecamps Marketing | |
| Estimated Total Cost | PHP 220,668.88 | |
| Estimated Total Cost with Contingency | PHP 251,519.212 | |
The Communications Management Plan plays a vital role in the successful implementation and operation of an inventory and ordering system. Effective communication is essential for ensuring smooth collaboration, managing expectations, and addressing issues promptly throughout the project lifecycle. This plan outlines the communication strategies, channels, stakeholders, and protocols that will be employed to facilitate efficient communication within the project team, with stakeholders, and with system users.
The purpose of this Communications Management Plan is to establish a structured framework for communication that supports the implementation, maintenance, and continuous improvement of the inventory and ordering system. It aims to foster clear and timely information exchange, promote transparency, and mitigate potential risks and misunderstandings.
This plan identifies the key stakeholders involved in the inventory and ordering system, their roles and responsibilities, and the relevant communication channels and methods for engaging with them. It defines the frequency and formats of communication, as well as the escalation procedures for handling issues or concerns that may arise.
Furthermore, the Communications Management Plan outlines the mechanisms for sharing project updates, documenting decisions, and disseminating information related to system enhancements, maintenance activities, and training requirements. It also addresses the coordination of communication efforts among different teams, such as development, support, and management.
The successful implementation of the Communications Management Plan will facilitate effective collaboration, ensure that stakeholders are well-informed, and enable timely resolution of issues. It will enhance the overall efficiency and productivity of the project team, promote user adoption and satisfaction, and contribute to the long-term success of the inventory and ordering system.
This plan will be reviewed and updated periodically throughout the project to accommodate changes in stakeholder needs, system requirements, and communication technologies. It will serve as a guide for all communication activities, providing a structured approach to keep all stakeholders informed, aligned, and engaged in the inventory and ordering system's development, deployment, and ongoing operations.
The Communications Management Approach for an Inventory and Ordering System outlines the strategies and methods that will be employed to ensure effective communication throughout the project. This approach encompasses the stakeholders, communication channels, frequency, and key protocols for exchanging information. Here's an example of a Communications Management Approach for an Inventory and Ordering System:
1.Stakeholder Analysis:
-Identify the key stakeholders involved in the inventory and ordering system, such as project team members, system users, management, suppliers, and customers.
-Analyze their communication needs, expectations, and preferred modes of communication.
-Classify stakeholders based on their level of influence, interest, and involvement in the project.
2.Communication Objectives:
-Define the communication objectives for the inventory and ordering system project, such as promoting transparency, sharing progress updates, resolving issues, and gathering feedback.
-Ensure alignment between project goals and stakeholder expectations.
3.Communication Channels:
-Determine the appropriate communication channels for different types of information and stakeholders.
-Common channels may include email, project management tools, meetings, collaborative platforms, and documentation repositories.
-Consider the accessibility and preferences of stakeholders when selecting communication channels.
4.Communication Frequency:
-Establish a regular communication schedule to keep stakeholders informed and engaged.
-Define the frequency of communication based on project milestones, deliverables, and stakeholder needs.
-Consider both formal and informal communication methods to facilitate timely updates and ad hoc discussions.
5.Communication Protocols:
-Establish protocols for communication, including response times, information sharing formats, and documentation standards.
-Define roles and responsibilities for project team members and stakeholders regarding communication tasks.
-Determine protocols for issue escalation, decision-making processes, and conflict resolution.
6.Reporting and Documentation:
-Define the reporting requirements for the inventory and ordering system project, such as progress reports, status updates, and issue logs.
-Determine the format, frequency, and recipients of reports.
-Establish a documentation management system to store and share project-related information and artifacts.
7.Stakeholder Engagement:
-Develop strategies to actively engage stakeholders throughout the project lifecycle.
-Plan for stakeholder meetings, workshops, and feedback sessions to gather input and address concerns.
-Foster open communication channels to encourage stakeholder participation and collaboration.
8.Change Management Communication:
-Develop a strategy for communicating system changes, enhancements, and updates to relevant stakeholders.
-Provide clear and concise information on the impact, benefits, and training requirements associated with system changes.
9.Communication Evaluation:
-Regularly assess the effectiveness of communication strategies and channels.
-Seek feedback from stakeholders to identify areas for improvement.
-Adjust communication approaches based on lessons learned and changing project needs.
By following this Communications Management Approach, the project team can ensure that stakeholders are well-informed, engaged, and have their communication needs met throughout the implementation and operation of the inventory and ordering system. It promotes efficient collaboration, mitigates risks, and enhances the overall success of the project.
When developing a Communications Management Plan for an Inventory and Ordering System, it's essential to consider the constraints that may impact communication within the project. These constraints can affect the availability of resources, the nature of the project, and the communication channels and methods used. Here are some common Communications Management constraints to consider:
1.Time Constraints:
-Limited project timelines can restrict the amount of time available for communication activities.
-Deadlines and tight schedules may reduce the frequency of communication or limit the time allocated for meetings and discussions.
2.Resource Constraints:
-Limited availability of resources, such as personnel or budget, can impact the communication efforts.
-Inadequate staffing may result in challenges in maintaining regular and effective communication with stakeholders.
3.Geographical Constraints:
-If project team members, stakeholders, or system users are located in different geographical locations, communication can be hindered by time zone differences, language barriers, or connectivity issues.
-Remote or distributed teams may require additional effort to establish effective communication channels.
4.Technological Constraints:
-Insufficient technological infrastructure, outdated communication tools, or unreliable network connectivity can hamper effective communication.
-Compatibility issues between different systems used by stakeholders can create challenges in information sharing.
5.Organizational Constraints:
-Organizational policies, procedures, and hierarchies may impose constraints on communication channels and protocols.
-Complex decision-making structures or bureaucratic processes can slow down communication and decision-making.
6.Stakeholder Constraints:
-Stakeholders with conflicting interests or competing priorities may impact the flow of communication.
-Difficulties in engaging or obtaining input from certain stakeholders can create communication challenges.
7.Regulatory or Legal Constraints:
-Compliance requirements, privacy regulations, or confidentiality constraints can restrict the type and extent of information that can be shared.
-Legal considerations may impact the communication of certain project details or sensitive information.
8.Cultural or Diversity Constraints:
-Cultural differences, diverse backgrounds, or language barriers among project team members and stakeholders can impact communication effectiveness.
-Additional effort may be required to ensure messages are understood and interpreted correctly.
It is crucial to identify and understand these constraints upfront and plan communication strategies accordingly. By acknowledging and addressing these constraints, the Communications Management Plan can be tailored to mitigate potential challenges and ensure effective and efficient communication within the inventory and ordering system project.
When developing a Communications Management Plan for an inventory and ordering system, it's essential to identify and address the specific communication requirements of the stakeholders involved. Stakeholders are individuals or groups who have an interest or influence in the project and can significantly impact its success. Here are some common stakeholder communication requirements to consider:
1.System Users:
-Regular updates on system features, functionalities, and improvements.
-Clear instructions on how to use the system effectively.
-Timely notifications about system downtimes or maintenance activities.
-Channels for reporting issues, providing feedback, or suggesting enhancements.
2.Management and Leadership:
-High-level project updates on progress, milestones, and key deliverables.
-Detailed reports on project status, risks, and issues.
-Strategic insights into the impact of the inventory and ordering system on business operations.
-Decision-making information for resource allocation, budgeting, and project prioritization.
3.Project Team Members:
-Regular project meetings and communication channels for collaboration and coordination.
-Detailed project plans, task assignments, and deadlines.
-Information about changes in requirements, scope, or timelines.
-Clear expectations regarding roles, responsibilities, and deliverables.
4.Suppliers and Vendors:
-Communication on order placements, delivery schedules, and inventory availability.
-Updates on changes in pricing, terms, or conditions.
-Channels for addressing queries, resolving disputes, or negotiating contracts.
-Collaboration on forecasting, demand planning, and supply chain management.
5.Customers:
-Communication about new product offerings, promotions, or discounts.
-Order confirmation and status updates.
-Assistance with order modifications, returns, or refunds.
-Channels for addressing customer inquiries, complaints, or feedback.
6.Regulatory Authorities:
-Communication on compliance requirements and regulations.
-Timely submission of necessary reports or documentation.
-Updates on any changes in legal or regulatory frameworks affecting the inventory and ordering system.
7.Internal IT and Support Teams:
-Collaboration on technical specifications, integrations, and system maintenance.
-Communication on system upgrades, patches, or bug fixes.
-Incident reporting and resolution processes.
-Channels for sharing knowledge, best practices, and training materials.
It is crucial to engage with stakeholders early in the project to understand their specific communication needs and preferences. Regular communication assessments and feedback mechanisms should be in place to ensure that the stakeholders' requirements are met throughout the implementation and operation of the inventory and ordering system. Adapting the communication plan to cater to the unique requirements of each stakeholder group can enhance engagement, satisfaction, and project success.
| Role | Responsibility |
|---|---|
| Project Sponsor | Ensures that the project funding model and approves sources of financing. Assists the team and the product owner. |
| Product Owner | To represent the interests of the stakeholders and ensure that the product meets their needs and expectations. They are responsible for defining and prioritizing the product backlog, ensuring that it is visible, transparent, and understood by the development team. |
| Project Manager | Control and oversee all aspects of the project, including its planning, requirements gathering, system design, system development, implementation, and project management. Make sure that the project’s goals are attained on schedule, within budget, and with the appropriate level of quality. |
| Project Documentation Manager | The Documentation Manager is responsible for planning the documentation activities throughout the project lifecycle. This includes identifying documentation needs, setting priorities, and establishing timelines |
| Scrum Master | The primary responsibility of a Scrum Master is to facilitate the Scrum process, including organizing and facilitating Scrum events to ensure effective collaboration and progress |
| Scrum Member | Scrum Team members are responsible for collaboratively working towards achieving the sprint goals. They contribute to the planning, development, testing, and delivery of product increment |
The following table presents contact information for all persons identified in this communications management plan. The email addresses and phone numbers in this table will be used to communicate with these people.
| Name | Project Role | Contact Information |
|---|---|---|
| Mrs. Maria Theresa Reyes | Project Sponsor | [email protected] |
| Ken Angelo Carangan | Product Owner | [email protected] |
| Stefano Franco Binay | Project Manager | [email protected] |
| Marcus Jorell Medina | Scrum Master / QA | [email protected] |
| Jan Terence Francisco | Developer | [email protected] |
| Ryan Candari | Project Documentation Manager | [email protected] |
When considering communication methods and technologies for an inventory and ordering system, it's important to choose approaches that enable efficient and effective communication among stakeholders. Here are some commonly used methods and technologies:
1.Email:
-Email is a widely used communication method for exchanging formal messages, notifications, and documentation.
-It allows for clear and detailed communication, attachments, and the ability to reach multiple recipients simultaneously.
2.Meetings and Workshops:
-In-person or virtual meetings and workshops facilitate interactive discussions, brainstorming, and problem-solving.
-They are ideal for addressing complex topics, gathering feedback, and ensuring effective collaboration among stakeholders.
3.Project Management Tools:
-Project management software platforms, such as Jira, Trello, or Asana, provide centralized communication and collaboration features.
-These tools allow for task assignments, progress tracking, document sharing, and team discussions, promoting transparency and accountability.
4.Instant Messaging and Chat Platforms:
-Instant messaging and chat platforms, such as Slack, Microsoft Teams, or Google Chat, enable real-time communication and quick information exchange.
-They offer features like group chats, direct messaging, file sharing, and integration with other project management tools.
5.Video Conferencing:
-Video conferencing tools, such as Zoom, Microsoft Teams, or Google Meet, enable face-to-face communication and virtual meetings.
-They facilitate remote collaboration, screen sharing, and visual presentations, enhancing engagement and understanding among stakeholders.
6.Collaboration and Document Sharing Platforms:
-Online platforms like Google Drive, Microsoft SharePoint, or Dropbox allow for collaborative document creation, editing, and sharing.
-They ensure that stakeholders have access to up-to-date documentation, reducing version control issues and facilitating concurrent work.
7.Intranet or Portal:
-An intranet or web portal dedicated to the inventory and ordering system provides a centralized location for sharing information, updates, and resources.
-It can include FAQs, user guides, training materials, and announcements, promoting self-service and easy access to relevant information.
8.Mobile Applications:
-Mobile applications designed specifically for the inventory and ordering system can provide real-time updates, order tracking, and instant communication.
-They offer convenience and accessibility for system users and stakeholders on the go.
9.Notification Systems:
-Automated notification systems, such as SMS alerts, push notifications, or email notifications, can provide timely updates and notifications regarding order status, system changes, or important events.
10.Help Desk and Support Ticketing Systems:
-Help desk systems and support ticketing platforms enable efficient communication between system users and the support team.
-They provide a structured way to log, track, and resolve issues, ensuring timely support and resolution.
The choice of communication methods and technologies should align with the needs and preferences of stakeholders, the complexity of the information being shared, and the level of urgency for communication. A combination of different methods and technologies may be necessary to accommodate diverse stakeholder requirements and ensure effective communication within the inventory and ordering system.
| CHANNEL | PURPOSE | MEDIUM | FREQUENCY | AUDIENCE |
|---|---|---|---|---|
| Project Planning Meeting | Introduce the project, its goals, and its expectations. | Video Conference | At the start of the project | Project Team, Project Sponsor, Product Owner |
| Team Meetings | Coordination, collaboration, and project task reviews | Video Conference | Regularly | Project Team |
| Technical and development Meetings | Discuss the project's system development and technical aspects. Remove any obstacles or technological issues to advance. | Video Conference | Regularly | Scrum Master, Scrum Member, Project Team |
| Sprint Meeting | Plan and review sprint activities | Video Conference | During Sprint | Project Team |
| Project Status Report | Provide updates regarding the project progress and milestones | Video Conference | Regularly | Regularly |
When conducting meetings for an inventory and ordering system, it's important to follow guidelines that promote efficiency, effectiveness, and active participation from all stakeholders involved. Here are some guidelines to consider:
1.Purpose and Agenda:
-Clearly define the purpose of the meeting and communicate it to participants in advance.
-Develop an agenda that outlines the topics to be discussed and the time allocated for each item.
-Share the agenda with participants before the meeting to allow for preparation.
2.Participant Selection:
-Invite stakeholders who have a direct impact on the inventory and ordering system or those who can provide valuable insights.
-Keep the number of participants manageable to ensure productive discussions.
3.Preparation:
-Encourage participants to review relevant documents or materials beforehand to facilitate informed discussions.
-Assign pre-meeting tasks or reading materials to ensure everyone comes prepared.
4.Timeliness and Punctuality:
-Start and end the meeting on time to respect participants' schedules.
-Set expectations for punctuality and encourage all participants to join the meeting promptly.
5.Facilitation and Ground Rules:
-Designate a meeting facilitator responsible for maintaining focus, managing time, and ensuring everyone has an opportunity to contribute.
-Establish ground rules for respectful and inclusive discussions, such as listening to others, avoiding interruptions, and staying on topic.
6.Agenda Management:
-Follow the agenda and allocate time appropriately for each agenda item.
-Encourage discussion while ensuring that conversations remain focused and aligned with the meeting objectives.
-If an agenda item requires further discussion, consider scheduling a separate meeting to address it in detail.
7.Active Participation:
-Encourage all participants to actively contribute their ideas, insights, and concerns.
-Provide opportunities for each participant to speak and share their perspectives.
-Seek input from relevant stakeholders to ensure comprehensive discussions.
8.Decision-making:
-Clearly communicate the decision-making process and criteria.
-Ensure that decisions are documented, including the rationale behind them, and communicated to all relevant stakeholders.
9.Action Items and Follow-up:
-Assign action items with clear responsibilities, deadlines, and expectations.
-Summarize action items at the end of the meeting and share them with participants.
-Follow up on action items in subsequent meetings or through other communication channels.
10.Meeting Documentation:
-Appoint someone to take meeting minutes or notes to capture key discussions, decisions, and action items.
-Share the meeting minutes or notes with participants after the meeting for reference and clarification.
11.Evaluation and Continuous Improvement:
-Regularly evaluate the effectiveness of the meetings by gathering feedback from participants.
-Use feedback to identify areas for improvement and adjust meeting processes or formats accordingly.
By following these guidelines, meetings for an inventory and ordering system can be structured, focused, and productive, ensuring that stakeholders are actively engaged and contributing to the project's success.
Communication standards for an inventory and ordering system help ensure consistency, clarity, and effective communication among stakeholders. These standards define the guidelines and protocols for communicating information related to the system. Here are some key communication standards to consider:
1.Language and Terminology:
-Use clear and concise language that is easily understood by all stakeholders.
-Define and maintain a common terminology and vocabulary to avoid misunderstandings.
2.Documentation Format:
-Establish a standard format for documents, reports, and communication materials related to the inventory and ordering system.
-Include consistent headers, sections, and formatting guidelines to facilitate easy reading and comprehension.
3.Document Version Control:
-Implement a version control system to manage document revisions.
-Clearly indicate the version number, date, and authorship of each document.
-Ensure that stakeholders are always accessing the latest version of relevant documents.
4.Communication Channels:
-Define preferred communication channels for specific types of information or interactions.
-Clarify when to use email, meetings, project management tools, or other communication platforms.
-Ensure that stakeholders are aware of the appropriate channels for different purposes.
5.Response Time Expectations:
-Establish response time expectations for communication.
-Define the timeframe within which stakeholders are expected to acknowledge and respond to messages or inquiries.
6.Information Security:
-Implement security measures to protect sensitive information related to the inventory and ordering system.
-Clearly communicate data protection protocols, confidentiality agreements, and any legal or regulatory requirements.
7.Escalation Procedures:
-Define escalation procedures for urgent or critical communication situations.
-Establish clear guidelines on when and how to escalate issues or concerns to higher levels of authority or support.
8.Meeting Standards:
-Establish standards for conducting meetings, including agenda preparation, meeting facilitation, and minutes/notes documentation.
-Ensure that meetings adhere to the established standards to maintain consistency and efficiency.
9.Change Management Communication:
-Establish guidelines for communicating changes, enhancements, or updates to the inventory and ordering system.
-Clearly communicate the impact, benefits, and potential disruptions associated with changes, ensuring stakeholders are informed in a timely manner.
10.User Training and Support Communication:
-Define standards for communicating user training programs, support resources, and assistance channels.
-Clearly communicate how users can access training materials, seek support, or report issues related to the system.
11.Stakeholder Engagement:
-Define standards for engaging and involving stakeholders throughout the project.
-Establish communication protocols for gathering feedback, addressing concerns, and soliciting input from stakeholders.
By establishing communication standards for an inventory and ordering system, you can ensure consistent, effective, and reliable communication among stakeholders. These standards provide a framework for communication activities and contribute to the overall success of the project by fostering clarity, transparency, and collaboration.
The communication escalation process for an inventory and ordering system outlines the steps to follow when there is a need to escalate communication issues or concerns to higher levels of authority or support. This process helps ensure that critical or urgent communication matters are addressed promptly and effectively. Here is a general outline of a communication escalation process:
1.Define Escalation Levels:
-Identify the different levels of escalation based on the severity or urgency of the communication issue.
-Determine the roles or positions associated with each escalation level, such as project manager, team lead, or executive sponsor.
2.Establish Escalation Criteria:
-Define the criteria that warrant an escalation. These criteria may include factors such as unresolved issues, missed deadlines, critical system failures, or significant impact on business operations.
Primary Contact Resolution:
3.Encourage stakeholders to first attempt to resolve the communication issue at the primary contact level.
-This involves direct communication with the person or team responsible for addressing the issue.
4.Escalation Notification:
-If the issue remains unresolved or reaches a critical level, the primary contact should notify the next escalation level.
-Clearly communicate the details of the issue, the efforts made to resolve it, and the potential impact on the inventory and ordering system.
5.Escalation Response Time:
-Establish a timeframe within which the next escalation level should acknowledge and respond to the escalation notification.
-This ensures that the communication issue receives prompt attention and prevents unnecessary delays.
6.Communication Channels:
-Determine the appropriate communication channels for escalating the issue, such as email, phone calls, or designated project management tools.
-Clearly communicate the preferred channels to all stakeholders.
7.Escalation Resolution:
-The escalation level responsible for addressing the issue should investigate and resolve it as promptly as possible.
-Collaborate with relevant stakeholders, subject matter experts, or decision-makers to find a solution.
8.Communication Feedback Loop:
-After the issue has been resolved or addressed, communicate the resolution and any necessary follow-up actions to all relevant stakeholders.
-Close the feedback loop by seeking feedback from the primary contact and stakeholders involved in the escalation process.
9.Documentation and Lessons Learned:
-Document the details of the communication escalation, including the issue, the actions taken, and the resolution.
-Identify any lessons learned from the escalation process to improve future communication practices.
It is important to tailor the communication escalation process to the specific needs and structure of the organization implementing the inventory and ordering system. Regular review and refinement of the escalation process can help ensure its effectiveness in addressing communication challenges and preventing potential disruptions in the project.
The Project Team conducted a Risk Management Plan which includes all possible risk that can be mitigated with various steps.
To further develop a risk management plan for IO System, the following information should be considered:
Risk Identification: The team will be identifying potential risks that are connected to all operations of the IO System. These potential risks include data breaches, system failures, supplier disruptions, inaccurate inventory tracking, and insufficient user training.
Risk Assessment: The team will evaluate the identified potential risks for its occurrence and potential impact. These risks will be assigned based on rating of the risk, considering factors such as severity, frequency, and detectability.
Risk Mitigation Strategies: The team will develop strategies to mitigate the identified risks. It can be preventive, detective, and corrective measures. Example:
Providing comprehensive user training and documentation to minimize errors resulting from insufficient user knowledge.
Establishing alternative supplier options or maintaining safety stock to mitigate the risk of supplier disruptions.
Contingency Planning: The team will develop contingency plans for high-risk events that cannot be eliminated. For example, prepare backup systems or backup computers to maintain operations during system outages.
1. Data Breaches and Security Threats: The risk is having unauthorized access to sensitive data, customer information, or financial records can lead to data breaches, identity theft and/or reputational damage. The mitigation of this is implement security measures such as encryption and secure authentication mechanisms such as MFAs. Moreover, conduct regular security testing to identify vulnerabilities.
2. Performance Issues: The risks are system failures, unplanned downtime, and/or slow performance. It can impact the customer experience and can lead to revenue loss. The mitigation is to regularly monitor system performance, optimize code, and database queries for efficiency. Moreover, implement a scalable infrastructure to handle increased traffic during peak periods.
3. Inventory Management Issues: The risk is dependencies on suppliers for inventory, raw materials, or product availability can lead to disruptions in the supply chain, delay of orders, and customer dissatisfaction. The mitigation is to establish strong relationships with suppliers and maintain alternative supplier options. Implement effective inventory management practices such as real-time tracking, and demand forecasting to ensure optimal stock levels.
The following steps will be taken to manage risks in the IO System project:
- Risk Identification: The team will be identifying potential risks that are connected to all operations of the IO System. These potential risks include data breaches, system failures, supplier disruptions, inaccurate inventory tracking, and insufficient user training.
- Risk Assessment: The team will evaluate the identified potential risks for its occurrence and potential impact. These risks will be assigned based on rating of the risk, considering factors such as severity, frequency, and detectability.
- Risk Prioritization: The team will prioritize risks based on their ratings to determine which ones are required to act on and identify mitigation. Focusing on higher risks can help the system to be more efficient and accurate.
- Risk Mitigation Strategies: The team will develop strategies to mitigate the identified risks. It can be preventive, detective, and corrective measures. Example:
Providing comprehensive user training and documentation to minimize errors resulting from insufficient user knowledge. Establishing alternative supplier options or maintaining safety stock to mitigate the risk of supplier disruptions.
- Continuous Improvement: The team will regularly review and update the risk management approach based on changing circumstances, emerging risks, and lessons learned. This can help improve the system’s resilience and minimize risks over time.
Some of the potential risks identified for the IO System project include:
-Data Security
Risk of data breaches, unauthorized access, or theft of sensitive information such as customer data and financial information.
- System Availability and Performance
Risk of system failure, downtime, and/or slow performance that can disrupt operations and impact order processing or inventory management.
- Inventory Accuracy and Management
Risk of inaccurate inventory tracking, leading to stockouts, overstocking, or inventory discrepancies.
- User Error and Training
Risk of human errors in order processing, inventory management, and/or data entry that can lead to incorrect orders, stock discrepancies, and/or system malfunctions.
- Change Management
Risk of resistance to system changes or updates, such as adding new categories, brands, products, and/or product quantities.
| Risk ID | Risk Description | Category | Likelihood | Impact | Mitigation |
|---|---|---|---|---|---|
| 1 | System security flaws lead to unauthorized access or data breaches. | Technical | High | High | Strengthening security through encryption, access restrictions, and regular audits. |
| 2 | problems integrating with current systems or outside services. | Technical | Medium | Medium | Test interfaces, compatibility, and establish clear communication routes for problem resolution. |
| 3 | Data loss or corruption | Technical | Low | High | Automated backup, recovery, redundant storage systems, and routine data backups. |
| 4 | User experience issues can lead to poor adoption and customer dissatisfaction. | Technical | Medium | Medium | Conduct usability tests, gather user input, and refine interfaces. |
| 5 | Heavy user loads cause performance barriers. | Technical | Medium | High | Load testing, optimize design, code, caching, resource allocation. |