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Project Charter
Project Description Deploying ERP Supply Chain Module and Human Resource
Our project is about deploying ERP system in The gourmet company is deploying ERP system in their brand, they
the gourmet foods. We need this system are having trouble in keeping record of the items. This can keep
because to control human resource and supply check and balance on the food product. After this they can check
chain. The gourmet foods wants deploy what details just from one click.
inventory system because it is still done
manually which creates a lot of problems. As
they have huge inventory system they can’t
keep complete check on it.
.
Team Members
Name Role
Training and
Areeb Implementing
Report 23-Jan-19
Implementation 24 -Jan-19
Project Planning:
Scope management planning
Project Scope Statement
The gourmet company is deploying ERP system in their brand, they are having trouble in
keeping record of the items.
Scope Verification
We are deploying ERP system in gourmet foods. In scope verification, we will send the owner
the statement which we have mentioned above so that approve and the sign the project
statement after that we will start our work of deploying the ERP.
Work Breakdown Structure
Firstly, we will gather the information that require to deploy the ERP system
Data analysis of the organization
Secondly, we will manage the team member
Thirdly, we will make a complete report about the gourmet foods.
Fourthly, we will implement that solution which we will prepare by looking at the terms and
conditions
Fifthly. We will integrate the results
End of the project.
GATHERI
DATA TEAM
NG THE IMPLEME INTEGR
START ANALYSI MANAG REPORT END
IMFOR NTATION ATION
S EMENT
MATION
Gantt chart
Human Resource Management Plan
Organizational Structure
STUDYING DATA R
DIVIDING TASK R N N N N
TEAM
MANAGEMENT
FORMING R N N N N
NORMING R N N N N
STORMING R N N N N
PERFORMING A R R R R
REPORT
IMPLEMENTATION
DATA ENTRY A R R R R
INTEGRATION
COMBINING S S R S R
TESTING S S R S R
END
HANDLING THE R S C C C
POWER
CLOSURE R
KEYS
R: Responsible
S: Support required
C: Must be consulted
N: Must be notified
A: Need approval
Project Communication Management Plan
Communication Matrix
FROM TO PROJECT TEAM CONTROL CUSTOMER SUPPLIER OTHER
MANAGER MEMBERS BOARD STAKE
HOLDERS
PROJECT YES YES YES YES YES
MANAGER
TEAM YES YES YES YES
MEMBERS
CONTROL YES
BOARD
CUSTOMER YES YES YES
SUPPLIER YES YES
OTHER YES YES
STAKE
HOLDERS
Escalation Mechanism
CEO
Project
Manager
IT project manager
Cost Manager
Quality manager
up to 5 working
Total 20% 20% 35% 25%
days
Conception/design 10% 4% 6% 2%
UAT 2% 2% 5% 4%
Support 2% 2% 4% 5%
Stage Cost
As after forwarding this summary to gourmet they can provide funds near to baseline estimate
it can be more or less
Nasreen the internal quality auditor will in sure the iso 9001 standards is helping hira
understand all sort of quality set at gourmet nasreen will also regularly audit the project and
give regularly report to the stakeholders
Quality metrics
~ Deliver the product fresh
~ Separate the defected pieces
~ Customer satisfaction
~ Customers complains
Quality metrics for our project
~ Is to provide the better understanding of the project
~ Give them good training how to operate the systems
~ Server downtime should not be less the 1 hour
~ User friendly interface
Kickoff meetings:
The kickoff meeting is a tool and technique of the develop project management plan. This
meeting can include the high-level project stakeholders such as the project sponsor,
management, and the project manager, as well as the team members and the project manager.
This meeting plays an important role as it provides an opportunity for a project manager to
define the common goal and purpose of completing the project and build a consensus.
We are going to conduct not more than 2 meetings of kickoff because we know the people that
are working with the planning phase be the same for execution in making things done.
This helps in execution by letting them all know their deadlines with according to the
requirements.
Acquire project team:
Hence the goals are predefined, so everyone knows their tasks, team building can make people
working around to feel more comfortable. Trying to work accordingly to the needs. Project
team should work by keeping in mind the tasks.
The project leader must manage the people, right person for the right job and hence the
perfection will come. In addition to toe goal of diversifying the team and acquiring team
members that bring differing assets to the team, a number of other factors should be
considered when choosing the team members. Once the team has been properly staffed, the
next steps (or outputs) of the process involve staffing out assignments to the team, determining
availability of our resources, and updating your staffing management plan.
Acceptance of deliverable:
this includes the requirements for the deployment of the systems, checking the deliverable are
managed by the reqirements by giving the best need. System requirements and networking,
and all the logistics that will help them in making project successful.
Quality assurance:
quality management plays a unique role in it, by checking the end to end coding, system
generated codes and finding the error on the basis of try and error by making system more
reliable. Quality control team has to check the bugs and the checks the systems is working
properly and if there is any ambiguity then the quality team will make the possible changes to
be more flexible.
Update project schedule and management plan:
This part of the execution will give us an idea of where we are and did, we meet the
requirements? This will blow us if we did the exact of what was expected,then their should only
be the step to check the scheduling that includes project deadlines, project prospects and it
totally in lights us on the mission and vision of the company i-e Gourmet.
Conducting status review meeting:
This part of the execution helps us in making the people more interactive with the co partners
and the leader can schedule the minutes to meetings just to make sure everyone done their
task accordingly by checking and acquiring the stable needs for the company/organization. The
best way to conduct the meeting is in the informal way get to know the people are working
with the flow as they are required to do.
Test run:
Test run help us in finding the best practices while deployment because it will give us the best
results when the it has been deployed, by this mean we can get to know the bugs, flexibility,
complexity, reliability and user friendliness of the system. We put the data that has no impact
on the inventories but it will give us as idea how the end user will see the results and the
changing dynamics of system generated queries.
Training:
yes training should be the mandatory thing to do for the employees that are going to use the
systems, for that purpose training programs will be organized just make them friendly with the
systems. this will help them in understanding the system and help them in organizing,
implementing and code run.
50
40
30
20
10
0
Requirement Data Analysis Team Implementation Integration
Gathering Management
Duration
Quality assurance:
quality management plays a unique role in it, by checking the end to end coding, system
generated codes and finding the error on the basis of try and error by making system more
reliable. Quality control team has to check the bugs and the checks the systems is working
properly and if there is any ambiguity then the quality team will make the possible changes to
be more flexible.
Cost Control
So we have met with the representatives of Gourmet, and now we will be implementing ERP
there. The cost estimates have been done, and the management has approved the project
costs. However, in ERP implementations, there is always some major risks associated with the
costs, and that need to be controlled. Some of these are following:
Labor costs
In ERP implementation, one of the biggest cost is the Labor cost. You know in advance you will
spend a great deal of cash on the labor force for the execution however it is far-fetched you will
estimate it right.
You would have to change the data from your old format into the type of data that your new
ERP can support. Each ERP holds a great deal of information.
Gourmet will have to pay the team working on the project, and also have to pay the overtime
charges when required. We along with Gourmet will decide if we should enhance their IT staff
also.
We along with Gourmet will contract advisors from SAP to play out a portion of the work and to
share their ability as the project goes along. That ability is priceless and will take a very long
time for the Gourmet staff to secure on their own. Those experts are very expensive, and
probably they will cost us a lot.
Training costs
The main hidden cost throughout this project will be the training cost. We do realize it is
required however assessing that cost with any exactness is troublesome.
We will teach the employees of Gourmet some new expertise. E.g. the same task that they did
before was done in a different way and now it will be done in a different way. Another example
is that, they manually entered the data into the spreadsheet, now what they’ll do is, just
analyze the data with small number of clicks in ERP.
The vast majority of the Gourmet employees will require extra preparation before they can
totally exemplify the exercise. They will be prepared with optional preparing after some time
passes – even after the execution is completed. We’ll surely be taking some tests and check the
ability or the level of expertise the employees have achieved, as some of the employees may
need some extra attention on using ERP software. That usually depends on the education they
have received before. This is because in Gourmet, there are all types of employees, with
different standards of education completed.
ERP execution extends regularly take over a year to finish. A few people will leave the process
before its completion and that period and their substitutions must be prepared to similar
benchmarks or the achievement of the whole project can be endangered. These ERP costs, and
the expense of enlistment, will be laid out and discussed with Gourmet beforehand.
Testing, retesting and testing again
We will be testing our ERP again and again, even during the deployment phase. We will start
with some basic tests, and as time goes on and the project is in the next stage, we’ll test its
ERP continuously during the implementation. We will also be testing that how will all the data
Gourmet has be transferred into the ERP, and it should also remain secure during this time, in
order to maintain their trust with us. During the testing phase, we will also face some errors
and difficulties, however these are normal at any stage and can be easily resolved with
expertise. After that problem is fixed, we will again do the testing and this process will continue
till we make the perfect product for Gourmet.
Re-engineered processes
In Pakistan, especially in the local industries, Business Process Re-engineering is not considered
as an important thing, however, is one of the main phases of ERP implementation. The motive
is to complete the ERP implementation into Gourmet within the shortest timespan, and at the
same time, also try to minimize the change in their processes, however in some cases, the
change is necessary and if avoided, can cause some serious trouble for both us, and Gourmet
itself. SAP has the best ERP in the world right now, and it will completely fulfill every
requirement Gourmet has, so we will not be customizing the ERP too much, rather than that,
we will change the business process of Gourmet in order to achieve a successful final project.
If Gourmet has already agreed to implement ERP, they will also be agreed on changing some
business processes of their organization, in order to achieve maximum efficiency. This will be a
lot cheaper, and a lot fruitful in the wrong run, rather than customizing the SAP ERP.
Employee resistance to adopting a new ERP
One of the major hurdle that typical Pakistani organizations face in implementing ERP is the
employee resistance. The implementation of ERP standardize the processes, and ensures
transparency. This is the major part where the employees resist, because the under the table
dealings, the kickbacks, and every other thing, can be easily found out in ERP.
Usually, the employees don’t see ERP as an improved version of the software they are already
using, they see it as a software that has been implemented to have a look on the employees
and their outputs. So, when we will be implementing ERP in Gourmet, we are absolutely sure
that we’ll face some hurdles from the Gourmet employees, and we will try to satisfy their
concerns, and make sure that everyone is on the same page.
The best option to cure this issue would be to contact the Union leaders in Gourmet, because
as we have already found out, that in Gourmet there are some workers’ unions, and their
leaders make final decision on behalf of the whole organization.
First of all we will hire a change management phycologist. He/she will be in charge of the
employee satisfaction thing. They will find out who are the employees of Gourmet that are
causing trouble, and their concerns will be solved. If people will be necessarily creating hurdles
in our way, then with the help of Gourmet top management, we will be taking action against
those people, because if these employees remain in Gourmet, they will try hard to decrease the
efficiency of the employees, as well as the ERP.
Ongoing support and maintenance costs
The money you pay up front is only a down payment. ERP providers typically charge
maintenance fees that cover support calls and which your users will need. Support costs also
include bug fixes and continued improvements to the basic system. Many projects require costs
to upgrade hardware and infrastructure to allow the ERP to deliver the benefits you want. That
hardware wears out and will require upkeep and maintenance over time.
I hope that identifying these ERP costs will help you budget for your project. It will be expensive
and will provide you with a valuable tool to help your business. Remember too, there are some
hidden benefits to cancel out some of your hidden costs.
Cost Comparison Over Time
Stage Cost
Cost Comparison
Cost Comparison
Training
Tests
Data Migration
Interconnection
Development
0 50000 100000 150000 200000 250000 300000 350000 400000 450000 500000
Cost
Tornado Analysis
Stage Minimum Cost (Prices Maximum Cost (Prices Average Cost (Prices in
in USD $) in USD $) USD $)
Total 520300 550900 535 600
Development 400000 460000 430 000
SV(%)=100*
PV AC EV SV (SV/PV) CV
Day 7 53560 10000 42848 -10,712 -20% 32848
Day 14 107120 20000 101764 5356 5% 81764
Day 21 133900 25000 25000 -108900 -81.32% 0
SV: EV-PV
EV: (% work completed x BAC)
CV: EV - AC
Day 7:
PV: 10% of the work should have been completed by day 7.
AC: By completing 8% of the work, we have also spent $10000
EV: We have completed 8% of the work by day 7.
Day 14:
PV: 20% of the work should have been completed by Day 14.
AC: By completing 19% of the work, we have also spend $20000.
EV: We have completed 19% of the work by day 14.
Day 21
PV: 25% of the work should have been completed by Day 21.
AC: By completing 25% of the work, we have spent $25000
EV: We have completed 25% of work by Day 21.
Quality Dashboard:
Project Closure
Final Project Performance
Sr. # Variable Status
7 Documentation Done
Customer Satisfaction Survey.
1. What is your designated level in the company?
Operational staff
Management
Executive level
2. Are you an end user of the ERP System in the both departments?
Yes
No
3. Does this system help you in any way?
Yes
No
4. Is this system easy to use and user friendly?
Yes
No
5. Does the report generation ability of this CMS has helped you in achieving the goals of
your business?
Yes
No
6. Would you recommend this to the other companies?
Yes
No
7. Was this a good package in 1.5 million or was it expensive?
Over
Under
Worth it
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