Project Evaluation & Control

Running head: PROJECT EVALUATION AND CONTROL 1

Project Evaluation and Control

CMGT/410

PROJECT EVALUATION AND CONTROL 2


In an effort to streamline the current processes and incorporate a data system

that will eliminate the use of the current paper system, Tyler’s Cable Company (TCC)

has developed the following project plan, which includes a charter, schedule, cost, and

the evaluation and control processes. The evaluation and control process of a project

plays a vital role for the successful implementation of a project. Through successful

planning and implementation, TCC can ensure the project will also be successful and

prove beneficial for the company and its stakeholders.

Project Charter

To ensure the successful implementation of our project, the first step is to

develop the project charter. This charter contains some background information of TCC

and an explanation of how this project came to be. The charter also contains the goals,

objectives, scope, budgetary limitations, sponsor and stakeholder information, project

team structure, and the approach the project team intends to take to meet the

deliverables of the project.

Background Information

TCC is a contract cable company for Bright Homes Networks and was

established in 2004. As one of the largest contractor’s in the central Florida area, TCC

includes more than 100 technicians and 60 employees. TCC focuses on getting the job

done the right way the first time and prides itself on customer service it provides for the

community. TCC handles all services, from alarms, core cable, internet, and wireless

and land line phone services. TCC technicians go through training courses to be well-

defined cable technicians and are NCTIS certified, a requirement of Bright House


Networks. TCC prides itself in working with Bright House Network’s service technicians

in the hubs for Bright House and we assist Bright House certified technicians by running

fiber optics cable and assist them with specialized equipment that is necessary to

continue to have Bright House Networks working correctly throughout central Florida.

TCC employees support the technicians with billing, escalations, management,

and check-in to improve the Bright House quality for customers. TCC holds the number

one rating in central Florida for providing quality customer service. Bright House

Network’s motto, “Hello Friend” ensures that every job is completed as though we are

working for our friends and families; each job is completed correctly the first time.

Statement of Needs

The problem TCC is experiencing is the lack of ability to have a paperless

environment when dealing with billing. The use of paper dailies of technician work has

made it possible for multiple human errors and billing errors. To fix this issue, TCC has

formulated a project idea that includes consideration of using a cloud-like system that

allows technicians to enter billing information via a new system that will include the work

order and job information and assist with submitting this information to payroll and

check-in. This system will help remove the issue of human errors and lost dailies that

are hurting billable paying jobs for the company. This new system will increase moral

and allow technicians to view their productivity each week and upcoming checks that

were unable to be seen with the use of paper dailies.

The Penguin Data Project will allow for a transition from paper dailies to an online

database system.


Goals and Objectives

The main objective of the Penguin Data Project at TCC is to improve

communications by switching to an online system that includes a database, which will

give TCC the ability to manage its multiple sites and locations. The goal is to make the

transition from paper dailies to an online database that will serve the company with

modules for human resources that will create a paperless department; the database will

also make operations work more efficiently. TCC will be able to tap into the data,

allowing for easy access to track billing and can allow the promotion of information to all

its locations.

Over the next three months, the project team will accomplish these objectives by

setting up training for employees to assist with the transition from a paper-system into

an online database, which will bring the company into an up-to-date service and allow

TCC a savings on time and money. The company TCC will use for this transition is

Penguin Data (Workforce Management, Inc.). Penguin Data will show TCC how to run

the business via the internet. From human resources to payroll, the Penguin Data

Project will simplify this transition by offering training and updating the company as

needed.

Project Scope

The purpose of the Penguin Data Project is to transition from paper dailies to an

online system. This project meets TCC’s need for a paperless process and will improve

productivity and profitability.


The project will include:

The project will include the installation of the software, hardware, and manpower

needed for the transition. Penguin Data will provide the software and help desk to assist

with any problems that may arise after implementation and will keep TCC updated of

improvements made. Penguin Data will assist TCC with training of employees and

technicians; these employees are critical to the success of the project.

The project will not include:

The Penguin Data Project will not include what the budget does not call for. Any

new office locations will not be included in this project implementation. Should any new

project additions come to light, they will need to be approved by the project manager

and sponsor because of possible changes to the budget. Penguin Data will be

responsible for the maintenance of this system.

Budgetary Limitations

This project is set to implement an online database with a cloud-like system for

TCC. The project team will submit an accurate estimate that will include the finances

needed for the software and hardware materials, payroll for technical staff, consulting

fees, and training costs. It is estimated that each technician will need a tablet with Wi-Fi

capabilities to access the internet throughout central Florida. Servers will be installed for

all local offices. Penguin Data will provide the system backups as well as technical

support and updates.

Sponsors and Stakeholders

The sponsors and stakeholders will judge and help shape the Penguin Data

Project’s success. TCC needs to be able to meet the sponsors and stakeholders


expectations when designing a new project. Team members, customers, and

community members generally make up the sponsors and stakeholders for the

company. TCC stockholders will also require information about new projects but they

are not always directly involved in the processes. The project must meet their

expectations and level of importance. The Penguin Data Project is an upgrade for the

company so planning is vital. There will be a determination of the importance level of

each stakeholder that determines organizational and political terms. The stakeholders

must be familiar with the project’s planning, control, and all assurances once

implementation begins.

Project Team Structure

The project team will outline the project requirements and assign to each team

member. This will include creating a schedule, allocating resources, determine

applicable costs, determine the evaluation process performance, evaluation of product

performance, and how overall customer satisfaction should be determined. A project

schedule will be determined and individual components should be placed in a

hierarchical structure. This will help the team with communication to maintain a steady

flow through implementation of the project. The project manager will oversee the roles

and responsibilities of the project and team members. By assigning roles to different

personnel, the confusion of responsibilities and accountability can be eliminated. This

gives the project manager the ability to perform effective evaluations of the project and

the team for future projects.

The project management team for the Penguin Data Project is a diverse group of

five individuals with a variety of expertise, which will enhance the success of the project.


Cardell White, the Sales Manager, is experienced in sales and collections while working

closely with accounting and human resources for TCC contracts. Sue Graham, the

Customer Service Manager, is experienced in customer service and conducts

troubleshooting for TCC. Sue will lead the focus groups for TCC, which will result in

increased customer satisfaction. Cherry Meers, the Accounting Manager, is

experienced in accounting and payroll. Cherry’s background in customer service,

corporate training, human resources, and IT networking makes her a valuable asset to

the company. Melissa Andrus, the Project Manager, is experienced in managing

projects for the company and keeps up with compliance issues on both a state and

national level. Tyler Hobson, the Senior Manager, has ten years’ experience with TCC

and works closely with human resources and database operations.

Project Approach

The Penguin Data Project is created to improve TCC’s communications by

switching to an online system that includes a database, which will give TCC the ability to

manage its multiple sites and locations. To meet this goal the Project Management

Team will need to create a project proposal to present to the stakeholders. This

proposal will need to include, researching the time it will take to complete the project, all

cost including equipment, software, training, and labor, and the project scope. Once the

proposal has been accepted, the Project Management Team will need to create the

project plan.

The approach to this project will include the following:

Monitoring the team progress including time management, objectives, and

milestones.


Keeping records of any adjustments or adding a new requirement

Communication- team communication, completed tasks, updates,

changes, weekly meetings, and monitoring tasks in progress.

All project adjustments must be communicated and documented.

Develop a preliminary plan that tracks objectives and if deliverables have

been met.

Create a Software Development Team.

Research costs associated with equipment, software, labor, and time.

Meet deliverables by creating a Work Breakdown Structure (WBS) which

will define the scope of the project and the tasks that need to be

completed.

Create a Business Requirement Document (BRD) that will set the

expectations of for the project goal.

Monitoring of allocation and cost resources.

A Gantt chart to measure milestones.

Progress reports to stakeholders and project team members.

A method for tracking if objectives have been met.

A method to determine the project success or how it ends.

Project Schedule

TCC developed a project schedule for the management of the new system. This

schedule will include when each activity will occur, what has already occurred for this

project, and the order in which the activities will occur. Included in the project schedule


is the Business Requirements Document (BRD) and the Work Breakdown Structure

(WBS).

Business Requirements Document (BRD)

Problem Definition

The main problem at TCC involves their communication and data system. The

defining issue is that TCC relies heavily on a ‘paper’ system for their daily functions and

billing.

Stakeholders and Their Roles

Tyler Hobson is the manager at TCC and will serve as the project data manager;

making sure that the new data system is compatible with TCC’s. He has been with TCC

over the past ten years and he works closely with human resources and the database

operations. Cardell White works in sales and collections working closely with accounting

and with human resources on the company’s contracts. Cardell will take on the budget

for the project making sure the team stays on budget. Sue Graham works in customer

services and does trouble shooting for the company. She has also been involved in

focus groups for TCC resulting increased customer satisfaction. Sue will help arrange

the training for TCC through the Penguin Data System. Cherry Meers works in

accounting and payroll. Her job is invaluable to the company. She also has a

background in customer service, corporate training, human resources, and IT

networking. Cheery will take on the WBS of the project. Melissa Andrus is a Senior

Project Analyst managing projects for the company and keeping up with compliance

issues on both a state and national level. Melissa will serve as the project manager.


Scope

The project manager, Tyler, has set up the scope of the project so that it can be

completed within the three month timeframe. With 160 employees, it is important that

everyone be trained on the new information system once it is implemented. This three

month time frame will allow the project team to train on the new data system and work

with Tyler and the rest of the information technologists at TCC to implement the new

Penguin Data System. Once the project team has been trained, then Melissa would

provide the board and stakeholders a PowerPoint presentation on the new technology

at TCC. With the board’s approval, the training for TCC’s 160 employees can

commence. This training and schedule is being put together by Sue; the budget has

been approved for all of TCC’s employees. Cherry will make sure the project areas are

flowing smoothly and according to the budgeted scope. The budget is being tracked by

Cardell and will be reflected in the PowerPoint presentation.

Scope Creep

TCC has to have a project scope and be able to stick to it. They want to prevent

the problem of scope creep where a company can go over their timelines and budgets.

Penguin Data Project’s goal in aiding TCC is to prevent such occurrences. The

objective is to still provide quality customer service but not every customer demand can

be met at once. This will take time to transition to all customer requests. TCC wants to

please all customers but scope creep can also occur when trying to meet extra

demands that are not a part of the original project scope.


Business Objectives

TCC objective is to improve overall company communication. They will be

integrating a multi-faceted online system that will have capabilities to manage all of their

multiple sites and locations by utilizing a database. With the help of the Penguin Data

Project; TCC can streamline its communications with this type of system. All locations

will be linked to a centralized online unit and with the database all information will be

categorized together.

Available Resources

The Penguin Data Project and TCC will take an inventory of all available

resources on hand to evaluate what is acceptable for the upgrade to the new system.

Savings costs by not having to purchase equipment already on hand are valuable. The

purpose is to utilize whatever possible to have a successful implementation. With an

online system there computer processors must be high speed and the database has to

be large enough to handle all of the multiple company locations. The Penguin Data

Project will verify that the system’s hardware is acceptable in handling the upgrade and

if it isn’t recommendations will be made for a more suitable replacement.

Constraints

TCC will have a lot of constraints when implementing penguin data. One will be

able to get penguin data to be used on all devices for technicians. Since TCC is

switching from paper to paperless it will be a hard task to make sure all mobile devices

for all employees are able to log into the server and submit the work orders they did for

today. Another constraint that the company will have to incorporate with is making sure

that our company that submits paychecks is able to communicate with the penguin data


program to create paychecks for the employees in TCC. One of the most important

constraints that cannot be over look is that making sure the budget is correct for using

penguin data. That means by making sure the estimate time of completion and budget

are correctly analyzed to make sure that TCC is not going over budget and affecting the

overall quality and outcome of submitting and using penguin data.

List of Assumptions

There are a lot of assumptions that TCC can endure in implementing penguin

data into the company. One assumption is that it could take time for everyone to be on

board on using the program. That means employees will be hesitate to use the

program, due to it being new and employees not wanting to try a new system. Another

assumption would be that penguin data would crash the system and not be able to

improve the work effort for the company. By using penguin data the main goal is to get

rid of a paper in the company and use a paperless system to incorporate less work for

the company and too make work easier for the whole company. Another assumption

would be that the program could go over budget and not meet the completion date. This

is one of the most important assumptions dealing with implementing a new project for

the company. To make sure this is met the project manager will keep in contact on a

weekly basis making sure that the project is still on track to be finish at the right

completion time. Also the project manager needs to let the stakeholders know if any

unplanned expenses are needed to finish the penguin data implementation to make

sure it has great quality and able to use after the completion date.


Specific Requirements

There are a lot of requirements needed to make sure that penguin data is

implemented correctly into the company. One is making sure that penguin data is

compatible with TCC's system. That means for one that all browsers that TCC will need

to be defaulted to either Google Chrome or Firefox. The reason is because the only way

to use and access penguin data is by using chrome or fire fox. To make sure this is

done correctly the project manager will need to make sure all servers on the company’s

network to be switch to fire fox or chrome browser. TCC will also need to make sure to

have internet access and a VPN network to make sure all communication is locked out

from hackers or other intruders that could take information from the company and hurt

and the employee’s information saved on the network. Wireless internet and access

points are needed to make sure the whole company is able to access penguin data

wirelessly thought TCC. Also make sure all phones are able to access penguin data,

and incorporated webinar training for the company to learn how to use penguin data.

That means making a power point presentation about penguin data and showing the

features to the employees about how important and crucial using penguin data is.

Functional Requirements

Functional requirements of the new system for TCC will include applications that

will capture data and produce specific reports, such as a Comparative Analysis and

Trend Analysis. The Trend Analysis will create reports that will compare product

profitability and customer profitability. The application will also report monthly details of

TCC customers and sales analysis by location. A Daily Activity Report will allow users to


view a summary of monthly sales, collections, disbursements, receipts, inventory,

monthly goals versus actual, accounts, and lead times.

Non-Functional Requirements

The new system will run seven days a week for 24 hours each day. The system

will link into an online help desk. This project must be completed within three months of

the development of this system. The project team will consist of five team members.

The testing of the system will be completed by someone other than the programmer.

The system must also be capable of running on operating systems with Windows XP,

Vista, and Mac computers.

Conclusion

The information included in the BRD details the new system for TCC and

includes the needs and expectations of TCC and its customers. This BRD is the

foundation for the project deliverables and the inputs and outputs that are associated

with the implementation of the new system.


Work Breakdown Structure (WBS)

PENGUIN DATA SYSTEM1

MANAGEMENT1.1

Planning1.1.1

Cost and Scheduling1.1.2

Scope Management

1.1.3

Task Management

1.1.4

Communications1.1.5

Human Resource Management1.1.6

Space and Facilities Requirements

1.1.7

Risk Management1.1.8

Procurement Management

1.1.9

Quality Management1.1.10

Planning1.2

Project Team Meeting

1.2.1

Create Scope Statement

1.2.3

Technical Planning

1.2.4

Develop Project Plan1.2.5

Business Requirements

1.2.6

Project Plan Approval

1.2.7

Integration/Development

1.3

Project Team Meeting

1.3.1

Verify and Validate User Requirements

1.3.2

Evaluate Resources1.3.3

Test Software for Upgrades

1.3.4

Design the System

1.3.5

Procure Hardware/Software

1.3.6

Perform Integration Testing

1.3.7

Install Development System

1.3.8

User Training1.3.9

Installation1.4

Develop Installation Plan1.4.1

Site Preperation

1.4.2

Install at Locations

1.4.3

Test System1.4.4

Maintanance1.5

Hardware Maintanance1.5.1

Software Maintanace1.5.2

Control1.6

Project Management1.6.1

Team Project Status Meeting

1.6.2

Risk Management1.6.3

Update Project Plan1.6.4

CLOSEOUT1.7

Audit Procurement

1.7.1

Document Learning

1.7.2

Organize Files and Documentation

1.7.3

Get Final Acceptance

1.7.4


Project Costing

TCC has developed an allocation and cost of the resources needed for the new

data system to be delivered on-time and on-budget. This project report will include the

allocation of resources for both labor and materials needed for the project tasks,

including cost estimates. The Gantt Diagram in this report will show the duration

estimates for all tasks and their sequencing needed for this project. In addition, a

summary of the projects facts on the number and type of resources, task sequencing,

how the duration estimates were arrived at, and any financial implications on the budget

or costs will be reported. Another member of this project team will reveal the

development of a baseline plan of this project so that all future variances are captured.

Allocation of Resources and Cost Estimates

A total budget of $20,408.76 will be needed for the resources and staff needed to

complete the project. The first expense will be for the IT Specialist to make a quality

project. The going rate for an IT Specialist is $20 per hour and $30 per hour for any

overtime. Because the company will use the IT Specialist under a year, this position will

include an hourly rate. If the company were to use the specialist for over a year, it would

prove more beneficial to bring the IT Specialist on salary.

Other expenses will include the VPN system, which will be $268.76 and will allow

the company access to ten licenses. This will allow the company to have licenses as

back up and give stakeholders access to check on the program from home. These

licenses will ensure a secure network for company use only as well. The program itself

will cost $5,000 for the rights to use the web-based program. Technician log-ins will cost

$30 per technician; the company currently has 50 technicians for a total of $1500. When


training begins for the new system we will need trainers, which will cost $15 per hour

plus $22 for any overtime.

For the installation hardware task, the expenses will include the salary for the IT

Specialist, which will total about $1600, plus the VPN, which will total $268.76. The total

for this task is $1868.76.

For the installation software task, the expenses will include the technician’s log-in

cost at $1500, the penguin data expense at $5000, and the rate for the IT Specialist to

setup the program, which will cost about $2240. This task will total $8,740 in expenses.

The testing phase includes an expense for the IT Specialist at $800 and the

salary for the trainers at a total of $600. The implementation will initially begin with an

expense for the IT Specialist at $800 and the trainer’s salary at $600. Finally, the

company wide implementation will include the IT Specialist salary at $4000 and trainer’s

salary at $3000; this will ensure the program goes smooth and everyone understands

what is needed to use the new system for the company. The total expenses for the

testing and implementation phases will be around $9,800, bringing the total estimated

project costs to $20,408.76.


Project Gantt Diagram

The schedule for the project begins with the project team orientation. This is

necessary to give the project team an overview of the processes needed to complete

the system upgrade. There will be an evaluation of the companies’ current resources.

The installation of hardware and software will follow one another. The initial testing

phase will commence. This will test to see if the new hardware and software upgrades

are compatible. The employee training will be conducted to get the employees the

necessary training to be able to operate the new system. The stakeholders will be given

an overview of the entire process and the projected operation of the new system. TCC


will have a review of the budget to make sure costs weren’t overrun. Once all of the

testing is complete the initial implementation will begin. First at the main office and then

the entire company will begin implementation. An MS Project Gantt Chart is included

and details the labor and material resources as part of the evaluation of resources task.

Project Plan Baseline

The baseline on the project consists of start and finish dates, time

measurements, and the costs associated with the project. The duration of the project

will be 90 days. The budgeted cost for the project is $20,408.76. The following baseline

is a blueprint for the project:

Budget-$20,408.76 Timeline=90 days

Implement-paperless system, company training

Project Team Orientation- all team members in attendance. Overview of

project and project plan.

o Duration- 3 Days- Begins on August 6th and ends on August 8th.

o Cost- $0

Evaluation of Resources

o Duration- 5 days- Begins on August 9th and ends on August 15th.

o Cost- $0

Installation of Hardware

o Duration- 10 days- Begins on August 16th and ends on August 29th.

o Cost- IT Specialist at $1600, VPN hardware at $268.76, total cost

$1868.76


Installation of Software

o Duration- 14 days- Begins August 30th and ends September 18th.

o Cost- $1500 for implementing tech’s log, Penguin Data at $5000, IT

Specialists at $2240, total cost is $8740

Testing

o Duration- 5 days- Begins on August 19th and ends on August 23rd. The

testing will occur within the timeline of the hardware and software

installation.

o Cost- IT Specialists with a total of $800

Employee Training

o Duration- 5 days- Begins on August 19th and ends on August 23rd.

o Cost- total cost is $600

Overview to Stakeholders

o Duration- 2 days- Begins on August 21st and ends on August 22nd.

o Cost- $0

TCC Budget Review

o Duration- 2 days- Begins on August 23rd and ends on August 24th.

o Cost- $0

Implementation-Initial

o Duration- 2 days- Begins on August 23rd and ends on August 24th.

o Cost- $800 for IT Specialists and $600 for Training Sups, total cost $1400

Company Wide Implementation


o Duration- 25 days- Begins on September 25th and ends on October 29th.

o Cost- IT Specialists at $4000 and Training Sups at $3000, total cost $7000

TCC believes the above estimated cost for this project clearly defines the

allocation and cost estimation of resources needed and a project baseline that will

ensure the new system will be implemented on-time and on-budget. This project

estimation includes the labor and materials TCC will need to complete the project tasks,

the estimated costs for the labor and materials, a Gantt diagram showing the duration

for project tasks, and a project plan baseline. This information will enable the team to

move forward with the project, understand the estimated timeline for tasks involved, and

help develop the cash flow needs.


Measurable Objectives

Milestones are set for signifying an important event on the Gantt chart timeline.

They are significant as checkpoints for the project and provide momentum for the

project team. They can be used to motivate the team and create a sense of

accomplishment. The first measurable objective of the Penguin Data Project will be the

installation of hardware and software. The first milestone will be the testing of the

hardware and software. The testing is designated as an important deliverable and the

first milestone of the project. The testing milestone will need to be placed prominently

on the Gantt chart for tracking periodically. The testing milestone must be met on time

because it signifies that the hardware/software installation has been completed. If the

objectives are not met on time, then the milestone objective is missed. The second

milestone is the overview to stakeholders. This milestone is measured by the


completion of the first milestone and the objective of the employee training on the new

system. The overview will give the stakeholders a report on how the objectives were

measured and if the milestones were met on time or missed. The last milestone is

measured by the completion of the budget review, initial implementation, and

companywide implementation. The last milestone also signifies the completion of the

entire project. Milestones are set to identify the important events that advance the

project. Each milestone creates a measurable tool for the project team to determine if

project tasks and objectives are met. It also creates a tool for identifying changes that

may need to be implemented if an objective is not on track and may compromise the

milestone. The milestones are set to help inspire the team and set a point where the

team can measure their accomplishments or determine what needs to be adjusted to

meet the milestone.

Risk Mitigation Strategy

TCC needs an updated data system to improve its communication and help

eliminate their paper system for daily functions and billing. A project team was set up to

oversee the implementation of this new system through Penguin Data Company and the

training for TCC’s 160 employees. The project management team at TCC has someone

who has worked with human resources and database operations; another staff member

who works in sales and collections, as well as closely with accounting; one staff

member who is involved with customer services and does troubleshooting for the

company; a senior project analyst whose strengths are in compliance; and another staff

person who works with IT networking, human resources and customer service. The


credentials of these individuals are the strength of this project team which is being

managed by the company manager.

Once the initial Penguin Data project plan was outlined, the team familiarized

themselves with its scope, how long the project would take, along with its budget which

had to be set and approved. As with any project there can be risks, which must be

investigated in order to fulfill the project’s success. Risk mitigation strategies and its

concept were used to come up with a plan for monitoring the risks in this project. It was

during the planning stage that the team utilized a checklist of all possible threats that

could push the project out of scope, in regards to its success, timeframe, and budget,

helped the team form an action plan to stay on-task.

The Penguin Data Project’s biggest risk areas were the budget, and the

completion date. The strategy for the budget was to plan on reviewing the budget

weekly with the project manager and its stakeholders, as well as the team. By

discussing the budget frequently it stayed on target. The other risk of the time factor, or

duration, was a risk that had to be dealt with frequently because of timelines and

budgets. This took strong leadership from the project team to stay on task of a three

month timeframe. The biggest risk on the timeframe was keeping the everyday

functions of TCC flowing while the implementation and training were going on. The

objective was to still provide quality customer service but not every customer demand

can be met at once. This it took time to transition all the customer requests, but with the

support of TCC’s leadership and by following Best Practices, the team finished on time.

Having picked high achieving employees for the team, and the cooperation and support


from the leadership at TCC there were no major issues during the implementation and

training of the Penguin Data System.

Project Reporting Description

By utilizing proper channels of communication the Penguin Data Project Staff

was to complete the TCC’s upgrade for their new data system. The purpose of using

status reporting helps to manage the expectations of the stakeholders and the sponsor.

Keeping surprises from happening is what managing expectations is all about it’s what

the Penguin Data Project Staff strives to prevent. All projects for TCC should utilize

some sort of communication. This will ensure that everyone involved will be kept

informed of any problems that may occur and ways of preventing future can also be

discussed. The Penguin Data Project Staff generally will proper communication to help

with project reporting. The purpose of the reporting is maintaining a level of

professionalism when developing a project.

The team members sending status updates to the project manager is what the

status process includes. The Penguin Data Project staff will provide TCC with a status

summary which will include completion time of project, budget adherence, management

of scope changes and the addressing of any project risks or issues. With this

information TCC can communicate with its stakeholders and advise them of the

project’s status. Team members should send status updates to the project manager

daily. This allows the project manager to make updates to the work plan. The purpose

of this is to allow the project manager to keep up-to-date on all the activities concerning


the project. Then the stakeholders, team members and project manager can have more

productive status meetings.

Meeting Project Objectives

TCC’s new system using penguin data is only complete when the system is

working and all technicians know how to use penguin data. To ensure the project is

complete, beta testing and trying the system out with every technician will make sure

the process is working correctly. Also by beta testing the program we can see if all the

functions are working correctly and working with our system. That means from the

billing department to uploading jobs to ensuring everything is to code and is going to our

database. We will coordinate with the penguin data work force to ensure everything on

their end is working correctly and that communication is working between TCC and the

Penguin Data staff. TCC will also talk with the technicians and employees to get

feedback and things that are needed to be corrected or fixed to make the system work

correctly. With feedback from the staff with the billing will help to determine how penguin

data staff can fix any problems that are needed to ensure the system is working

correctly and to the best of its ability. Training staff will be on site for turnover, because

the turnover will be submitted on Monday after the project to ensure everyone is

committed to changing to the new system. That will stop the employees and staff from

wanting to use the old system and be on board with the new system and understand

and want to learn the system when it's implementing into our company. Following these


steps will help to determine how successful the program will be and how it will work with

the technicians and employees to make TCC function faster and more efficiently.

Conclusion

TCC believes that the above project plan, which includes the charter, schedule,

costing, and evaluation and control processes, will ensure success during the planning

and implementation of the new data system. As the project plan details, the benefits of

implementing the new data system will ensure increased productivity and efficiency for

technicians, payroll, sales, accounting, and other TCC employees. The greatest benefit

includes allowing TCC to move forward, continue to grow, and to effectively meet the

demands of their customers.

Documents

Project Evaluation & Control