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PROJECT MANAGEMENT PLAN
Project title / Version / Date / File nameWHS Reporting Mobile App / 1.0 / 26/04/2016 / Project Management Plan_WHS Reporting Mobile App
Project Sponsor / Project Manager / Project Client
Ben Russell (Chief Executive Officer GSE) / Sean Nguyen / GSE
Prepared by
Document owner(s) / Project/organisation role /Sean Nguyen / Project Manager
Ashok Tadulker / GM Project Management
Staff Management Plan version control
Version / Date / Author / Change description /1.0 / 26/04/2016 / Sean Nguyen / Document created
TABLE OF CONTENTS
1. Project Business Case 4
Business Issue/Opportunity 4
Business Benefits 4
Project Objectives 4
2. Project Scope Statement 4
3. Primary Project Deliverables 5
4. Project Exclusions 5
5. Project Team Organisation 5
6. Team Roles and Responsibilities 5
7. Project team governance 6
Project governance overview 6
Project governance roles and responsibilities 6
8. Project Interdependencies and Inputs 7
9. Project Conditions 7
Project Assumptions 7
Project Constraints 7
Project Risks 8
Project Specifications 8
10. Milestones 9
11. Project Budget 10
12. Cost Control Strategy 10
13. Procurement Strategy 10
Preferred Vendors 10
Vendor Management 10
14. Stakeholder Communication Strategy 11
15. Monitoring and Control Strategy 12
Project Performance Metrics 12
Project Data Collection 12
Project Reporting Requirements 12
16. Critical Success Factors 12
17. Project Closure Strategy 13
Financial Obligations 13
Legal Obligations 13
Contractual/ Procurement Obligations 13
Deliverable Handover Process 13
18. APPROVALS 14
1. Project Business Case
Business Issue/Opportunity
The implementation of the WHS Reporting Mobile App is in direct response to the following issues identified based on feedback from WHS personnel:· The hazard management and incident reporting processes are currently paper-based and handled from an office location, making worker consultation, communications and reporting processes time consuming and arduous, especially when issues frequently occur away from the office, such as in the manufacturing plant or warehouse
· Access to paper-based hazard/ incident and notifiable incident reports are time consuming which contributes to a “reporting reluctance” as well as time delays and inaccurate reporting, leading ineffective controls and investigation processes
· Hazard and incident reporting are legal duties of PCBUs (persons conducting a business or undertaking) under the model WHS legislation and regulations – therefore the potential for a simpler and more cost effective process of meeting our reporting obligations is always beneficial
Business Benefits
The WHS Reporting Mobile App will aim to deliver the following benefits for GSE:· Greater access to hazard and incident forms – anywhere, anytime
· Increased automation of reporting processes saving time and money on WHS systems
· Improved organisational capability and efficiency for reporting hazards and incidents
· Increased safety performance through higher performing communication and reporting mechanisms
· Elimination of paper trails, unnecessary waste and complicated filing systems
Project Objectives
· Source a suitable WHS Reporting Mobile App that enable a simple, efficient and effective reporting process for all GSE staff, regardless of position, rank or literacy skills· Successfully integrate the selected tool into the existing GSE WHS management system across all departments and sites
2. Project Scope Statement
The project focuses on sourcing a suitable mobile application software product from the market and integrating this application into the existing GSE WHS management system within the set budget and time allocations. The selected WHS Reporting Mobile App product must be based on consultation with GSE staff and WHS representatives to ensure the selected product meets the requirements of the business. The App must provide GSE staff, managers and WHS teams with the ability to meet their hazard and incident reporting obligations using a smart mobile device. The Mobile App must provide GSE staff, management and WHS teams with the capabilities to perform a range of administrative functions including completion of timely reports, access and review of completed reports, sharing documents and following-up issues. Once sourced, the training and WHS teams will be responsible for integrating the App into work operations using communication, training and administration processes.3. Primary Project Deliverables
· WHS Reporting Mobile App that meets specifications stated in the PMP· Implementation of the App into the existing GSE WHS management system
4. Project Exclusions
· The product must not provide for the full scope of functions and features as found in a full WHS management system, nor does it intend on replacing the existing system in full· GSE is not responsible for developing the Mobile App product
5. Project Team Organisation
6. Team Roles and Responsibilities
Work package / Role/person assigned / Deliverables to be produced /1. Consultation with GSE staff on user issues and needs / David De Souza (HSR)
Peter Habib (WHS Manager)
Shane Alcorn (Project Support Officer) / · Consultation report with recommendations
2. Develop and confirm selection criteria / Sean Nguyen (Project Manager)
Gina Johnson (Project Officer) / · Project Management Plan
· Selection criteria/ product specifications
3. Financial resources / Sean Nguyen (Project Manager) / · Project budget
4. Vendor selection / Sean Nguyen (Project Manager)
Gina Johnson (Project Officer) / · Vendor proposal and contract
· Product overview
5. Integration into WHS management system / Peter Habib (WHS Manager)
Gina Johnson (Project Officer)
Shane Alcorn (Project Support Officer) / · Implementation strategy including schedule, communication and training plan
6. Review and evaluation / David De Souza (HSR)
Peter Habib (WHS Manager)
Gina Johnson (Project Officer) / · Project finalization/ review report
7. Project team governance
Project governance overview
The project management plan has been developed in consultation with the GM of Project Management. This plan establishes the accountabilities, reporting obligations of the team and project controls for financial management. The project team is accountable to the GM of Project Management and the Chief Executive Officer of Global Star Enterprises. The requirements listed in this plan must be followed by the project team and Project Manager at all times. The project team will take all necessary steps to follow the allocated baseline schedule, budget and scope and follow the agreed change management procedures to apply for extensions as required. The project team is required to abide by all GSE project management, finance and human resources policies and procedures and uphold the image and values of the organisation in all of its dealings with GSE staff, vendors and other stakeholders.Project governance roles and responsibilities
Project team role / Project team member(s) / Responsibilities /Project Manager / Sean Nguyen / · Complete and disseminate the project management plan
· Maintain ongoing communications with project team and stakeholders
· Ensure timely and accurate reporting using progress and status reports to project team, GM of Project Management and CEO of GSE
· Approving change requests as per the agreed change management procedures
Project Officer / Gina Johnson / · Complete progress and status reports and submit to Project Manager within agreed timeframes
· Managing project schedule and budget
· Managing the change management processes as required
Project Support Officer / Shane Alcorn / · Leading consultation processes with WHS teams and GSE staff
8. Project Interdependencies and Inputs
To successfully achieve the project objectives, the following inputs are required:· Reliable and valid feedback from WHS teams, staff and other stakeholders
· Incident and hazard data, metrics and measures
· Market research data to determine performance of potential products and suppliers
No other GSE projects are currently in progress that may impact on resource allocation, budget or scheduling.
9. Project Conditions
Project Assumptions
· GSE is requiring a quicker, simpler and more cost effective way of fulfilling their legal responsibilities and maintaining a safe workplace· The project will be based on the assumption that every worker has access to a smart phone
· GSE staff will all have some basic I.T. knowledge
· The selected product will require very little ongoing maintenance
· Free telephone/ online support is available from the supplier to assist with product issues as required
Project Constraints
· Time – The project must be completed within three (3) months and only minimal time can be allocated from project and WHS staff according to budget constraints· Cost – The allocated budget is small in terms of human resources and purchasing and does not allow for ongoing expenses for maintenance and upgrades.
· Quality – The product must be simple, easy to use and able to be accessed from an iPhone and Android device. It must be centred around users with little experience in I.T.
Project Risks
# / Risk area / Rating / Risk owner / Project impact-mitigation plan1 / Upfront and ongoing costs exceeding budget. / High / Gina Johnson / Follow monitoring and control procedures. Use of change management and risk management procedures.
2 / User reluctance due to new technology and some users not having a smart phone. / High / Peter Habib / Training and communication plan. Development of reward and recognition plan. Incentives to purchase a smart phone device.
3 / Mobile App product does not perform as expected. / Medium / Sean Nguyen / Follow-up reviews with vendor. Testing with sample group. Consultation and ongoing feedback with users.
4 / Schedule and allocated hours is exceeded. / Medium / Gina Johnson / Follow monitoring and control procedures. Use of change management and risk management procedures.
Project Specifications
The selected WHS Reporting Mobile App product must achieve the following criteria:· Be user friendly for a worker with low LLN skills to operate with ease
· Ability to take photos of the hazard/ incident site which be form part of the hazard/ incident reports
· Capture hazards and incidents in less than three minutes
· High level of automation using drop-down lists, pre-populated date/ time and user details fields
· Customisation to add/ remove fields, add a company logo and add user contact details
· Ability to share completed reports with other users within GSE
· Data entered in the fields of the app will be converted to a PDF or Word doc report
· Reports must be able to be viewed on the device and via a nominated email account
· Users receiving a report must be advised on their phone of an alert notification
10. Milestones
Milestone / Optional or Mandatory / Verification / Date of Completion1. Development and authorisation of project management plan / Mandatory / Signed PMP / 26/04/2016
2. Development of selection criteria based on issues and user needs / Mandatory / Agreed selection criteria mapping to results from consultation process / 20/05/2016
3. Identification of suitable product that meets specification criteria / Mandatory / Product overview and proposal / 15/06/2016
4. Development and authorisation of vendor contract / Mandatory / Signed contract documentation / 28/06/2016
5. Integration of WHS reporting Mobile App into WHS management system, including communications and training / Mandatory / Official launch through communication and training plan / 25/07/2016
11. Project Budget
12. Cost Control Strategy
The budget for this project will be monitored and controlled using the following processes:· Ongoing communication with project team and stakeholders using email, telephone and formal reporting processes
· Use of monthly budget v actual report
· Use of monthly project progress report
· Update of budget and completion of cost variance analysis on a fortnightly basis
· Adherence to GSE Budget Policy and Procedure
13. Procurement Strategy
Preferred Vendors
· My WHS – Easy to use product, able to complete hazard and incident reports with additional reporting and notification capabilities, ongoing support free of charge, instant updates, access to administration functions via a designated website, ongoing subscription fee based on number of users, file sharing and editing from mobile device.· WHS Tool Box – Slightly complex system with basic reporting capabilities, upfront fee based structure, instant updates, file sharing and editing from mobile device, free online support only.
Vendor Management
· Development of vendor contract outlining expectations and responsibilities of supplier including product specifications and ongoing support· Formal review with vendor two (2) months after integration into work processes with intention of implementing continuous improvements
14. Stakeholder Communication Strategy
Stakeholder / Information Needs / Frequency / Medium / Responsibility /Project Manager / Progress against baselines
Changes to scope, budget or schedule
Feedback from consultation processes / Each day / Change management forms
Progress reports
Status reports
Budget v actual report / Shane Alcorn
Project Sponsor / Progress against baselines
Changes to scope, budget or schedule / Weekly / Change management forms
Progress reports
Status reports
Budget v actual report / Sean Nguyen
Project Team / Progress against baselines
Feedback from consultation processes / Communication as needed with project manager / Project plans, meetings, email / Sean Nguyen
Gina Johnson
GSE staff, WHS teams (users) / Project objectives and outcomes
Selected mobile app product
User instructions and expectations / Beginning of process, prior to consultation
At point of integration / Email notifications
Agenda item in team meetings / Shane Alcorn
15. Monitoring and Control Strategy
Project Performance Metrics
· 100% staff trained in use of mobile app by 25th July 2016· 70% of all incident and hazard reports submitted via mobile app within the first three months
· 100% of all incident and hazard reports submitted via mobile app within the first six months
· 80% positive user feedback based on initial review two months after implementation
Project Data Collection
· WHS Mobile reporting App reports· WHS Management system/ manual reports
· User surveys
· Management/ HSR feedback
Project Reporting Requirements
Report type / Stakeholders / Frequency / Medium / ResponsibilityProgress reports / Project team
Project Manager
Project Sponsor / Monthly / Email / Sean Nguyen
Budget v actual report / Project team
Project Manager
Project Sponsor / Monthly / Email / Gina Johnson
Status reports / Project team
Project Manager
Project Sponsor / When problems arise or identified new tasks / Project Team meetings / Sean Nguyen
16. Critical Success Factors