Project Management Group Assignment

Scope Statement & Report

for
Technology Associates, Inc.

Table of Contents
Table of Contents..............................................................................................................................................2
Executive Summary..........................................................................................................................................3
Overview..........................................................................................................................................................3
Key Elements of Success..................................................................................................................................3
Benefits.............................................................................................................................................................3
Summary...........................................................................................................................................................3
Organizational Background..............................................................................................................................5
Scope Statement...............................................................................................................................................5
Requirements................................................................................................................................................5
Scope............................................................................................................................................................6
TOTAL.....................................................................................................................................................6
Deliverables..................................................................................................................................................6
Benefits.........................................................................................................................................................7
Risks.............................................................................................................................................................7
Critical Success Factors................................................................................................................................8
Project Timeline (Work Breakdown Structure)................................................................................................9
Project Management Office............................................................................................................................10
Project Management Objectives.....................................................................................................................10
Assumptions...................................................................................................................................................10
Purpose of RFP...............................................................................................................................................11

Executive Summary
This report outlines all the factors associated with the Windows XP User Upgrade
project for Technology Associates, Inc. John Roberts, the CIO for Technology
Associates, is the Project Champion for this project.

Overview
In order to compete in an ever-changing business environment, Technology
Associates must be running on current technologies in order to meet specific
business objectives. This project will upgrade all the desktop and laptop PCs at
Technology Associates, Inc. to the Windows XP operating system. In order to
accomplish this task, all existing PCs will be analyzed for any possible
compatibility issues and upgraded as needed. A schedule will be developed to
ensure the rollout of the PCs and Windows XP is handled with as little
interruption to regular business operations. In addition, all PCs will be tested
prior to delivery to ensure there are no application problems. To minimize the
impact to the employees, this project will include post-delivery support for both
PCs and applications - through the development of on line tutorials, user
manuals, and a fully staffed help desk.

Key Elements of Success

Executive Sponsorship and participation in 100% of all project updates
and reviews
Sign-off by all involved parties of project deliverables
Sign-off of scope definition by management

Benefits
Upgraded technologies - XP is a state of the art operating system in
todays business environment
Enhanced security - XP has much higher security measures than current
platforms
Higher productivity - XP is the fastest Windows system to date and users
will experience less downtime
50% Reduction in Costs - Moving all PCs to a common platform will create
operational efficiencies and a reduction in the number of different support
areas required
Future enhancements Tomorrows application upgrades will be handled
much more efficiently with less system issues
Continued vendor support [Hardware, Software (Operating System) and
Software (Applications)]

Summary
The completion of this project will create one software operating platform across
the company. By the end of the six and a half month project time frame, all users
will have the new operating system running on their machines and been properly
trained on its functions. This will bring Technology Associates, Inc. in line with its
competition. The Windows XP User Upgrade has been mandated by Technology
Associates, Inc.s Chief Information Officer and sponsored by Jim Smith, the
companys Information Program Manager.

Organizational Background
Technology Associates, Inc. was formed in 1988 to be a consulting company that
provides system and application support services for medium sized businesses.
Over the past thirteen years, Technology Associates has evolved as an
organization and now offers support services in the areas of mainframe
operations support, global web hosting, call center operations, and business
services support.
With revenue of approximately $74 million in calendar year 2000, and 23
customers over five states, Technology Associates has seen growth in every
aspect of its business for each of the past five years. This is a trend that is
forecasted to continue for the coming years as well.
There are currently 500 employees at Technology Associates that work in
Finance, Marketing, Sales, Accounting, Support, and other business functions.
We provide continuous learning through training seminars, off-site training
companies, and on-site lecture series. Our employees work mostly on site at the
company headquarters in Detroit, Michigan. We also enable out employees to
work at the clients office and/or from home by providing them with mobile laptop
computers and cellular phones.

Scope Statement
The Windows XP User Upgrade project is an internal project mandated by CIO
John Roberts. The project sponsor is Jim Smith, Information Program Manager
for Technology Associates. A series of discussions were held with each of these
leaders to understand and document the requirements of the project and
ascertain what activities and deliverables were in scope for the project and what
were considered out of scope.
Requirements
Finalized requirements for the project identified the following items as in scope:
PC inventory an inventory of all PCs within the company will be
conducted and a detailed inspection of all pertinent components will be
conducted and documented for use in evaluating whether or not the PC
will need to be replaced.
Application analysis all 17 applications in use within the organization will
be reviewed and tested for compatibility with the new operating system
and applications that are being purchased.
Testing environment a testing environment will be built in order to test
the current/new hardware with the new operating system and applications.

 Application remediation any application that is found to be non-compliant

with the new operating system and/or the new applications will be
remediated prior to rolling out to the users.
User education all users will be provided with user manuals for the new
hardware they receive and any applications that required remediation and
functionality was either changed or added. There will also be training
provided for the new operating system.
PC (hardware) purchases for those PCs that are not viable with the new
operating system, new, updated PCs will be purchased to replace them.
Software purchases a new operating system and software application
suite will be purchased for each user.
Scope
Out of scope items for this project include:
New application development no new application will be developed as a
part of this project.
Peripheral equipment purchases no other hardware devices will be
purchased as a part of this project.
LAN upgrades the existing LAN will not be updated as a part of this
project.
Understanding the scope of the project and the time constraints that were
mandated by the leadership of the organization, budgetary dollars have been
allocated for the project team. The following is a breakdown of the costs
associated with the project.
ITEM
Users
PCs (avg. of Desktop & Laptop)
Microsoft Windows XP License
Testing Environment
Application changes (avg.)
# of Applications

COST
500
$1,500
$100 / license (2 seats)
$15,000
$2,000
17

TOTAL

$824,000

Deliverables
Deliverables for this project include:
Windows XP build for desktop and laptop PCs
Analysis and report of PCS that are:
1. Compatible

2. Need to be upgraded
Analysis and report of application compatibility
New PC delivery schedule
Upgrade deployment schedule
Testing schedule for applications
Help desk materials
User education materials

Benefits
The benefits of this project to Technology Associates include:
Upgraded, current technology the new operating system and application
suite, along with the new PCs, will keep the organization in line with
current technologies and allow for the participation in future upgrades.
Enhanced security the new operating system includes the latest in
technological security software the will better protect the organizations
data and information.
Cost savings from common platform there will no longer be any need for
multiple support groups to handle the varying versions of software and
hardware for the organization.
Improved productivity the functionality that is included within the
operating system and application suite will increase the users ability to
conduct their work and provide greater value to out clients.
Continued vendor support as part of the agreements for hardware and
software purchases from the OEMs, the vendors that have been chosen
have included the costs for support in their licensing agreements for three
years.
Risks
The risks associated with this project are minimal, yet, each of them have a high
level of impact to both the project and the organization. First, the plan calls for
the implementation and rollout to all users by the end of the calendar year. This
concentrates the efforts of all involved and makes for a timeline that cannot allow
for any missed milestones. Second, end users will need to be involved in every
phase of the project, including communications. Without this level of
involvement, the risk to the organization and project is a high level of end user
resistance due to new technologies and lower levels of understanding. Finally,
there is the risk of legacy applications needing remediation. The analysis phase
of the applications will determine the level of risk this poses. It is believed that
the only modifications that would need to be made to any application will be
associated with the new versions of the software, which are minor changes.
However, should testing identify remediation to the applications, there could be
significant impact to the project and its timeline.

Critical Success Factors

Success of this project is based upon having the proper scope for the project
defined and communicated to all parties. Additionally, executive leadership and
support of the project will play an integral role in delivering the results that have
been asked for. Finally, the proper understanding and delivery of the
deliverables outlined above will determine the ultimate success or failure of this
project.

Project Timeline (Work Breakdown Structure)

ID Task_Name
1 Windows XP User Upgrade
2
Analysis Phase
3
PC Analysis
4
Establish standard PC specifications
5
Validate specifications on current PCs
6
Develop report on PCs that need upgrade
7
Application Analysis
8
Establish standard application specifications
9
Validate specifications of current applciations
10
Develop report on applications that need upgrade
11
Application Testing
12
Develop requirements for Application Testing Environment
13
Purchase and Install Testing Environment
14
Create Application Environment for Testing
15
Conduct Individual Application Testing
16
Conduct Complete Application Suite Testing
17
Sign-off on Application Suite
18
Application Upgrade
19
Develop Requirements for Application Upgrade
20
Build Application
21
Schedule Application for Testing
22
Sign-off on Application Upgrade
23
User Education
24
Determine User Training Requirements
25
Develop On-Line Tutorials for PC
26
Develop On-Line Tutorials for Applications
27
Develop Help Desk procedures
28
Develop User Manuals for PC
29
Develop User Manuals for Applications
30
PC Upgrade
31
Schedule Purchase and Delivery of New PCs
32
Build PC with New OS and Applications
33
Schedule PC Deployment to End User
34
Deployment
35
Develop Deployment Schedule by Department
36
Validate PCs on-hand for Deployment
37
Conduct Deployment to End Users
38
Executives
39
Admin. Personnel
40
Finance
41
Marketing
42
Accounting
43
Sales
44
Support
45
Other
46
Post-Deployment
47
Conduct User Survey
48
Prepare results of Survey
49
Report out on Survey Results

Duration
144 days
16 days
14 days
3 days
10 days
1 day
16 days
5 days
10 days
1 day
99 days
5 days
30 days
3 days
60 days
5 days
1 day
99 days
5 days
30 days
1 day
1 day
8 days
5 days
3 days
3 days
2 days
3 days
3 days
97 days
5 days
10 days
1 day
114 days
1 day
1 day
22 days
2 days
1 day
2 days
3 days
2 days
5 days
5 days
3 days
7 days
5 days
2 days
1 day

Start_Date
5/30/2002
5/30/2002
5/30/2002
5/30/2002
6/4/2002
6/18/2002
5/30/2002
5/30/2002
6/6/2002
6/20/2002
5/30/2002
5/30/2002
6/6/2002
7/18/2002
7/23/2002
10/8/2002
10/15/2002
5/30/2002
5/30/2002
6/6/2002
7/18/2002
10/15/2002
5/30/2002
5/30/2002
6/6/2002
6/6/2002
6/6/2002
6/6/2002
6/6/2002
6/4/2002
6/4/2002
6/4/2002
10/16/2002
6/11/2002
6/11/2002
6/11/2002
10/17/2002
10/17/2002
10/21/2002
10/22/2002
10/24/2002
10/29/2002
10/31/2002
11/7/2002
11/13/2002
12/9/2002
12/9/2002
12/16/2002
12/18/2002

Finish_Date Predecessors
12/17/2002
6/20/2002
6/18/2002
6/3/2002
6/17/2002
4
6/18/2002
5
6/20/2002
6/5/2002
6/19/2002
8
6/20/2002
9
10/15/2002
6/5/2002
7/17/2002
12
7/22/2002
13
10/14/2002
14
10/14/2002
15FF
10/15/2002
16
10/15/2002
6/5/2002
7/17/2002
19
7/18/2002
20
10/15/2002
15
6/10/2002
6/5/2002
6/10/2002
24
6/10/2002
24
6/7/2002
24
6/10/2002
24
6/10/2002
24
10/16/2002
6/10/2002
4
6/17/2002
4
10/16/2002
17
11/15/2002
6/11/2002
6/11/2002
31
11/15/2002
10/18/2002
36
10/21/2002
36
10/23/2002
36
10/28/2002
36
10/30/2002
36
11/6/2002
36
11/13/2002
36
11/15/2002
36
12/17/2002
12/13/2002
12/17/2002
47
12/18/2002
48

The project timeline for this project calls for the work to begin at the end of May
and be rolled out to all end users by the middle of December.

Project Management Office

A project management office (PMO) will be set up for this project. This PMO will
be utilized for centralizing the operations associated with the project, as well as
the communications and reporting functions. Project status reviews will be held
on a weekly basis with the following individuals attending:

Project Champion
Project Manager
Application Owners
Testing Manager
End User SMEs
Entire Project Team

Each meeting will encompass a review of the current status on all aspects of the
project as well as upcoming activities and deliverables. There will also be
discussion regarding and identified issues and risk items. Deliverables coming
out of each weekly meeting will include, but not be limited to, a listing of action
items that must be completed for the next meeting.

Project Management Objectives

The objectives of utilizing project management for this project are:
Time this project will be conducted in a compressed time, as mandated
by the CIO
Cost there is a limited budget that has been allocated to the project
based upon the preliminary estimate that was developed
Performance there is an expected improvement in performance and
productivity to the organization that this project will provide

Assumptions
Prior to the start of this project, some assumptions have been made that will
ultimately impact the results of this project. They include:

Leadership involvement and support

Project will not be cancelled due to funding constraints
Vendor capability to meet target delivery dates
End user involvement and availability for testing and training
Minimal software application changes

Purpose of RFP
The purpose of this RFP has been to detail the specifications, requirements,
deliverables, and timeline associated with the Windows XP User Upgrade project
to all interested and impacted parties. This information is valuable to the success
of the project and the approval of all requirements and deliverables is necessary
for the project.
This project is being undertaken for two primary reasons. First, John Roberts,
CIO for Technology Associates, has mandated that the organization upgrade its
in-house technology. Second, the organization needs to improve its capabilities.
Technology has exploded and every sector of the business world. The
customers that Technology Associates services, and those that Technology
Associates pursues, have increasing demands from a technology perspective. In
order to succeed, Technology Associates must be able to utilize the best
applications, operating systems, and other technologies to better serve their
clients.