Project Creation & Design

I. Project Definition Document

Businesses in the contemporary times continue to experience intensive competition between and among firms that operate from global and local levels. The globalization concept has opened markets that have prompted increased competition that has forced business entities to reciprocate to such pressures and take drastic steps that would enable them to remain competitive and meet their business goals and objectives with ease even in an environment that continues to experience intense competition. Innovation and invention of newer products by business have been one of the strategies that business entities have adapted to help them remain relevant and competitive. It has enabled businesses to expand and grow beyond the local markets to international markets that have enabled businesses to meet its goals and objectives related to matters of growth and expansion, and Blue Nova Company is no exemption. Innovation in the technology sector has also continued to increase and experience a rapid transformation that has shaped the changes that many business entities have experienced in the recent past in an environment described as a global village where communication between and among different people and organization has been made easier enhancing quicker business decision and actions. The development and rapid spread of internet and supported technology have enhanced the online business noted in the e-commerce platforms of many businesses. Customers have been able to communicate and transact with business and organizations using online platforms from any part of the world. The rapid rise of e-commerce, thus, has contributed to shaping the strategies that business entities employ in the short and long-term so that they remain relevant and competitive. Blue Nova, a bicycle designs firm, is also not exempted from the reality and changes experienced in the business world. It has prompted it to focus on the project of developing a website that would enable it to increase its business transactions. Moreover, continue satisfying its customers’ needs by providing unique design aesthetic that would allow customers to requests custom designs based on a series of custom templates provided online.

The overview of the project, therefore, would entail the design of a website that meets all the requirements and expectation of the client that provides value for money for the client as well as help the client meet the expectations projected from the project when successful and completely handed over and delivered to the client. The goal of the project would be determined by the project expectations derived from the client’s interest and demands related to the project. The project has to be completed within the given timeframe to enable the client benefit from the expected season that experiences high sales and revenue generation in the business. The project has to meet and conform to the proposed budget where there shall be clear deliverables set goals and objectives to be accomplished within given timeframes.

The stakeholders in the project must be identified with each stakeholder’s role or contribution towards the project clearly defined and timeframe for realizing or delivery of expected contribution from the stakeholders stated clearly. The client (Blue Nova Company) is a critical stakeholder in the project that determines the directions and scope that the project takes. The stakeholder is responsible for submitting the finance for the projects in time to enable successful completion of the project and reduce the risks and possible chances of delay. The client has to plan in advance and set aside the finance or money for the project to avoid any possible delays that might impact on their business negatively as the business targets to capitalize on the coming season to maximize on is profit and expansion programs. The stakeholder has also the responsibility to specify and define the type of product they expect from our company and the expected standards that would earn them value for the money they spent on the project. The company developing and implementing the project of developing the website for Blue Nova is also a key stakeholder. The company has the responsibility to produce an end product that would meet the client expectations and set standards enabling the business to realize its goals and objectives with ease. The company has the responsibility of planning and managing the formulation of the website within the set timeframe (3 months). The implementer of the project also has the responsibility of updating and informing concerned stakeholders of the stages and phases that the project has reached and be in constant communication with the stakeholders updating them on the progress of the project. Third, the team chosen by the firm to implement the project is a primary stakeholder. Since the company handles many different projects, the team chosen to produce the specific project for Blue Nova would play a direct and important role that would ensure timelines are met, the quality of the product is beyond expectations and doubt, and the product functions properly all to be done within the set timeframe of 3 months. The suppliers and trading partners of the hardware’s and software to be used in designing the website is also an important stakeholder. They have the responsibility of providing the hardware and software that would allow the company develops an exceptional product that meets the client expectations and value for money. The implementer of the project has to give a detailed specification on the materials and resources they expect from the suppliers so that they can reduce the risks from the third party that might bring discrepancies and difficulties in realizing the project set goals and objectives. Lastly, the clients of Blue Nova that would use the website directly and interact with it are also critical stakeholders. Their expectations from the website also are important as it would determine the overall success or failure of the project in the short and long-term. They have to give in their contribution and expectations on the quality and services they expect from a website with ease of use and interaction with that enables or has compatible features with most of the modern electronic devices such as smartphones. The security concerns about the safety of the website that would help protect their information and sensitive personal data and information from possible fraudsters would also be important when considered. Clients expect to input personal information concerning their credit cards and financial documents when they are making their purchases and orders through the e-commerce platform that the website would provide.

Blue Nova Company has grown rapidly due to its ability to create comfortable bicycles with sleek and fantastic designs. The project to be conducted intends to improve on such characteristics by incorporating the customer aspects and views in the custom templates that would be provided online by accessing the website. The solutions provided by the project, therefore, enhance the initial goals and objectives set by the company that enhances customer satisfaction with creative designs.

The Blue Nova website project like all other projects in the world has its potential risks, constraints and dependencies that might have a direct impact on the project. The potential of a delay in acquiring hardware and software’s required for the project might bring the risk of delayed delivery and compromise on quality. It is when the client might fail to avail funds on time bearing in mind that the project has to be completed within the set timeframe of 3 months. There is also the risk of suppliers to possibly not deliver the required resources on time. There is also the risk of a shortage of personnel as there are numerous multiple projects conducted by the firm that is working on the project. Lastly, there is also the possible risk of the system malfunction resulting from external factors such as poor quality of hardware and software applications used in the project purchased by the third parties. The proper functioning of the project, when completed, would depend on the software and hardware’s used. When the right quality of input products is used, it increases the chance of successfully completing the project that would meet the client expectation with ease. The project also would be determined by the client specification that would limit the possible additional features that the implementer of the project would have added and, thus, the success of the project would depend on the customers using the web satisfaction as well as the realization of the project goals and objectives by Blue Nova firm. The constraints likely to be experienced in the project delivery might be related to limited time (3 months) that the project has to be completed. The personnel working on the project might also be strained and overworked in the process of meeting the strict deadline that the project to be completed and handed over to the client. The potential counters to risks and constraints to be prepared in advance and mitigation measures put in place with the alternative option of resource acquisition and management in order to enhance the chances of successful project completion.

II. Project Plan 

The project plan entails executing the project definition that establishes project goals and objectives. It is described as working out the plan and transition of talk and paperwork into practical work to result in the project completion and delivery to the user (client). 

Work Breakdown Schedule (WBS) 

Task 1. Selection of the team that would work on the project and ensure it is delivered within the set and expected the timeframe of 3 months. Work package 1: Select 3 software specialists that have handled a similar project in the past to be part of the team. Work Package 2: Select 3 hardware specialists and experienced people to work in the team.

Task 2. Interview with critical stakeholders that include the client (Blue Nova) and their possible clients on expectations they would anticipate from the website to determine the resources that can facilitate such expectations. Work package 1: Set interview date and time with the client to discuss issues concerning the project. Work Package 2: Set interview date and time with clients that would use the services to determine their expectations to help in designing and implementation of the project.

Task 3. Training of personnel that will handle the management and servicing of the facility as the firm would host the website. Work package 1: Selection of the personnel to be trained that would handle the project as it is a long-term business opportunity. 

Task 4. The setting of minimum standards to be used in the project in all aspects to ensure implementers and stakeholders that would help project members as well as stakeholders in tracking and executing the project steps and progress. Work package1: develop standards for team members and steps that the project would follow. Work package 2: Develop standards for stakeholders that would provide steps to follow and help to monitor the project.

Task 5. Purchase of hardware for use in the project. Work package 1: Purchase the right hardware as recommended by the technical side of the team in bulk to save on costs. 

Task 6. Purchase of software for use in the project. Work package 1: purchase software on bulk that would work effectively on the acquired hardware that would ensure successful completion of the project as recommended by experts. 

Task 7. Testing and commissioning of the infrastructure after mounting all the required hardware and software of the project. Work package 1: test and ensure that the hardware functions well and is in good condition. Work package 2: Test and ensure the software functions effectively that ascertains the client’s expectations in the project. 

Task 8. Outsource for backup services from competitive firms in the markets to cater for possible risks involved with such technological supported infrastructure. Work Project 1: Analyze of bids and service rendered by different companies that offer back up services and choose one that meets the budget expectations and provide quality services and has a good reputation. 

Task 9. Handing over of the project to Blue Nova Company. Work package 1: hand over of critical information including security passwords to the management of the company and orienting the administrators of the project on the best practices and best approaches to use the project effectively.  

Project Time line with Tasks and Milestones

Task	Milestones
Task 1	1day
Task 2	3 days
Task 3	week 4
Task 4	week 2
Task 5	week 3
Task 6	Week 6
Task 7	Week 8
Task 8	Week 10
Task 9	Week 12

Resource Plan 

The resources that would ensure the plan is implemented in full have to be planned to avoid wastage and increase the efficiency of the team handling the project. The resources include the human capital that would be working on the project, the financial aspects that would cater for the budgetary needs and the stakeholders that would act as the monitoring and evaluation team to ensure the project is on schedule as indicated in the plan to meet the set timeframe of 3 months. The money to pay suppliers of the different resources required would be fully settled after they have delivered the goods and the products conform to the set standards in terms of quality and quantity. Materials and facilities to train the human capital and team that would be working on the project have to be set aside and included in the budget process. The right number of workers that would be working on a particular issue has to be determined and set in order to avoid wastage of resources and time. Tasks that require more manpower and special professionalism would be assigned the right number of resources to help facilitate them and enable them to realize desired goals with ease. Acquiring of resources would be based on the priority they have in the implementation of the project. For example, hardware’s that would support the project implementation would be acquired first before the software as that would be installed in the hardware’s to enable the proper functioning of the system. 

III. Additional Project Planning Elements Necessary or Important for Project Success. 

Communications Plan

A clear set communication channel has to be established that would show the timelines and guidelines to be followed in the implementation of the project to the completion. Communication between and among the different stakeholders has to be consistent and done in the professional way to increase the chances of eliminating possible conflict that might result due to miscommunication. The timeframe that stakeholders involved would be informed of the project progress has to be established. For example, in the stated project, due to the limited timeframe that the project has to be completed, weekly brief and communication of the project development and progress have to be established so that all people concerned with the project can read from the same page in terms of the project progress and development. The team working on the project has to establish or have a leadership that shows clear communication and hierarchy in the team to enhance communication aspects and increase efficiency in the process of delivery of the different project goals and objectives in the team and tasks assigned to them. The communication channels have to be clear and state the person responsible in communicating aspects that touch on the project to eliminate ambiguities and eliminate the creation of gaps that might jeopardize the project goals and objectives resulting from poor communication strategies. 

Budget 

The budget has to be clear that show the distribution of the funds to be used in the project with each tasks indicating and showing the allocation of money required to complete each task. The budget is critical in this project as it will eliminate the possibility of overspending in one area at the expense of others that might bring hitch in the project implementation resulting in a budget deficit and inconveniences. A supplementary budget has to be considered to act as a caution and possible mitigation measures in the event that there is a deficit in budget allocation or emergency and unexpected outcomes arise in the course of project implementation. The budget plan has to consider the nature of tasks and work packages that have to be completed and estimated costs before an allocation set aside for the completion of the project and individual tasks.

Activity/Tasks	Estimated Costs
Purchas of hardware’s for the project	$ 25,000
Purchas of software’s for the project	$15,000
Training of personnel to handle management and servicing of the project	$20,000
Outsourcing for backup storage services	$5,000
Logistics and mobility	$5,000
Emergencies ( supplementary)	$ 5,000
TOTAL	$ 75,000

Risk Management Plan

Managing risks is an integral part of any successful project implementation and delivery. Risks are dynamic and continue to exist. Risks related to system malfunction of the website and acquired resources that include hardware and software’s would be managed by purchasing products from suppliers and dealers that have warranties that enable the products to replaced or refunded when they experience difficulties and malfunction. The project also would be insured as part of the company security measures since it is a long-term project where the company would host and provide backup for the project. Have more than one company to provide the backup services that would ensure the risks involved are spread across and limit the chance of total failure to recover data in case of system malfunction and related possibilities. Establish a good relationship with a financial institution to provide cover and emergency funds in the event the client (Blue Nova Company) fails to provide funds on time to complete the project. Implement stronger and modern security measures that would protect the website and its users from possible attacks and abuse by hackers and related groups to enhance efficiency and business goals of the company by reinforcing the security measures in software applications as physical measures.