326ISEV : Computer Project Management Assignment 1

Meeting Minutes – 1^st May 2008

Opening:

The regular meeting of the Project Management Team was called to discuss the project of re-locating of GetItFast Limited and what we need to do to complete the group assignment. We met in the computer room on 1^st May 2008.

Present: Jon Tolin, Hayden Webb, Emma Ryan and Craig Stewart

Apols: Ayman Adly

Agenda…..

1. Welcome Craig to the group and discuss his roles and responsibilities.

2. Review the project to ensure all elements are completed as required.

3. Discuss the finalisation of the document.

Minutes of meeting…..

1. Craig asked to join our group as he hadn’t contributed to any other Project Management group assignments and felt he could offer us some help, advice and a new perspective on ours, to help us finalise it. As we had a few final tweaks to be made to our assignment and we thought we could benefit from another persons perspective on our document we agreed that Craig’s assistance would be beneficial to our assignment.

We welcomed Craig to the group and explained to him what our assignment entailed and what approach we had taken. We felt that Craig would be best to look at our collated document and change it is as required. Any other changes to the document should also be sent to Craig for him to change in the document.

2. As a group we reviewed the project to ensure all elements were completed as required. Below is a list of changes or additions to the document we need to do before submission:-

• Changes have been made to the Risk Analysis table and WBS diagram; these revisions would need to be changed in the final document. Jon would do these changes and send them to Craig to up issue the document.

• Craig would need adding to the roles and responsibilities part of the assignment. Craig’s roles and responsibilities were discussed and it was decided that he would add this to the final document.

• The Project Specification, plan, explanation and the layout of the document was discussed with Craig and decided that his help would be beneficial to us for him to give his perspective on the final document. The document was emailed to Craig for him to review and for him to do the changes and additions as discussed previously.

3. The finalisation of the document was discussed and we decided that after Craig has amended the document as previously stated, then he would email this to the group for their perusal. Craig would then be the group member to upload the final document after group agreement.

Next Meeting…..

There is no more meetings organised but if there is a meeting needed before the submission date then it will be agreed by the group members by email.

Minutes submitted by: Emma Ryan

Approved by: Ayman Adly

Hayden Webb

Jon Tolin

Craig Stewart

Page 1 of 2

1. The price of a Server

PowerEdge TM Starter Network Solutions - PowerEdge Server T105 £739

2. The price of the network Storage

Dell Network Storage £799 Dell PowerVault NF100

3. The Price of the network switches

Web managed switches £92

4. The Price of one PC

Vostro 400 Minitower desktop £399

Bibliography

1. Project Management , Mike Field and Laurie Keller, ISBN-10 :1-86152-274-6.

2. The project management Life Cycle, Jason Westland, ISBN:0 7494 4555 6.

3. Project management Made easy ,Entrepreneur press and Sid Kemp ISBN 1-932531-77-7

4. A guide to the project management body of knowledge, PMBOK guide 3^rd ed, ISBN 1-930699-45-x

5. Microsoft Office Project 2003 Bible, Wiley Publishing, Inc. ISBN: 0-7645-4252-4.

Statement of requirements

The client’s Statement of Requirements are:

“to oversee the work required working with the various parties involved in order to achieve a successful implementation of the re-location. Tasks are to include the purchase, supply and installation of furniture, telephones, server, PCs, printers, cabling and commissioning of the PC's with an appropriate operating system, business software, office automation software, network and link to internet.”

To achieve this each department will have a meeting to give us a list of their specific requirements. From this we will assess the time management, risk management, costing and resource areas involved. This coupled with other factors involved will determine the project package which must be delivered on 1^st May 2008.

Equipment List

A list of equipment so far includes (broken down by contractor):

Furniture:

Chief executive’s Office (1) – 1 x Chief Executive

• 1 x executive desk £ 159,00

• 1 x executive chair £ 65,00

• 3 x Office chairs for staff to sit at meetings 3x £ 49,99

• Filing cabinet £ 79,99

• Coffee table £39,00

Sales Office (3) – 1 x Sales Manager, 2 x Sales Staff

• 3 x Office desks 3x £ 129,00

• 3 x Office chairs 3x £ 49,00

• 3 x Filing cabinets 3x £ 79,00

Reception Area (1) – 1 x Clerical Staff

• 1 x large reception desk £ 210,00

• 1 x Office chairs £ 49,00

• 1 x Filing cabinet £ 79,00

Office Area (4) – 1 x Accountant, 1 x IT Technician, 2 x Clerical Staff (1 used for Reception Area)

• 4 x Office desks 4 x £ 129,00

• 4 x Office chairs 4x £ 49,00

• 4 x Filing cabinets 4x £ 79,00

Warehouse (4) – Stores Manager, 3 x Warehouse Staff

• 1 x large desk £ 199,00

• 2 x smaller desks in warehouse (1 x receipting, 1 x dispatch) 2x £ 99,00

• 3 x Office chairs (1 for each desk) 3x £ 49,00

• 3 x Filing cabinets 3x £79,00

IT Equipment:

Chief executive’s Office (1) – 1 x Chief Executive

• 1 x PC system networked

Sales Office (3) – 1 x Sales Manager, 2 x Sales Staff

• 3 x PC systems networked

• 1 x Networked Printer

Reception Area (1) – 1 x Clerical Staff

• 1 x PC system networked

Office Area (4) – 1 x Accountant, 1 x IT Technician, 2 x Clerical Staff (1 used for Reception Area)

• 4 x PC systems networked

• 2 x Networked Printers

Warehouse (4) – Stores Manager, 3 x Warehouse Staff

• 3 x PC systems networked

• 1 x Networked Printer

**Main Server required with backup facility

**Relevant Software needed

Phone System:

Chief executive’s Office (1) – 1 x Chief Executive

• 1 x Phone connected to switchboard

Sales Office (3) – 1 x Sales Manager, 2 x Sales Staff

• 3 x Phones connected to switchboard

Reception Area (1) – 1 x Clerical Staff

• 2 x Phones connected to switchboard

Office Area (4) – 1 x Accountant, 1 x IT Technician, 2 x Clerical Staff (1 used for Reception Area)

• 4 x Phones connected to switchboard

Warehouse (4) – Stores Manager, 3 x Warehouse Staff

• 3 x Phones connected to switchboard

Electrical / Cabling Requirements

326ISEV : Computer Project Management Assignment 1

Meeting Minutes – 24^th April 2008

Opening:

The regular meeting of the Project Management Team was called to discuss the project of re-locating of GetItFast Limited. We met in the computer room on 24^th April 2008.

Present: Jon Tolin, Ayman Adly, Hayden Webb and Emma Ryan

Agenda…..

1. Review the project to ensure all elements are completed as required

2. Discuss the Quality Review Form and the uploading of the final document.

Minutes of meeting…..

1. As a group we reviewed the project to ensure all elements are completed as required.

Assigned to	Description	Notes
Emma	Description and scope of Project Cost and days to be entered into Final Document	The total no of days = 40 days Cost will be filled in when we have completed the Gantt Chart and the costs have been entered from the costing document.
Emma	1.6 Project Deliverables	Jon produced a project deliverables document and we reviewed it as a group. We decided to add this to the final document as we could not find any problems with it.

Assigned to	Description	Notes
Hayden	1.8 Risk Analysis	We discussed the risks and produced a list as a group. Hayden is to write these up before next Tuesday so we can add them to the final document
Ayman	Bibliography/Reference	To write up a list of books and ebooks used to add to the final document
Ayman	Costs for Resources and Hardware	Ayman to send his costs to Jon and also to cost the Hardware PC’s Servers etc off the Dell or HP Business website.
Jon	2.1 Gantt Chart	We reviewed the Gantt Chart that Jon sent out. We decided that the tasks were OK but there are the following changes for Jon to make on the Gantt Chart as follows:- Add Resources Required Add Deliverables Add Relevant Resource Costs (From Aymans List of prices) Add Snagg list after hardware Add Snagg List after Computer Systems Change Wording tendering to contracting and tender to contract. Add Cost column to add Aymans costs into. Change Ofiice to Office We need to review this and insert into the final Document
Jon	2.2 Explanation of the project plan	Jon is going to write up the explanation of the project plan as discussed by the group.

2. We discussed the Quality Review Form and the uploading of the final document. We decided that the QRF form is to be filled in individually to be added to our individual assignment. We looked at the Webct website and we could not find anywhere to upload our assignments to so we decided to email the assignments to the lecturer unless we are told any different.

Next Meeting…..

The next meeting will at 7-00 pm in the usual computer room on Tuesday 29^th April 2008.

Agenda for Next Meeting….

The agenda for next meeting will be as follows:-

1. Review the project to ensure all elements are completed as required.

2. Discuss the amendments to the final document and the uploading of the final document.

Minutes submitted by: Emma Ryan

Approved by: Ayman Adly

Hayden Webb

Jon Tolin

Page 1 of 3

326ISEV : Computer Project Management Assignment 1

Meeting Minutes – 17^th April 2008

Opening:

The regular meeting of the Project Management Team was called to discuss the project of re-locating of GetItFast Limited. We met in the computer room on 17^th April 2008.

Present: Jon Tolin, Ayman Adly, Hayden Webb and Emma Ryan

Agenda…..

1. Review project so far and ensure that all of Part 1/Section 1 is complete.

2. Discuss Part 2/Section 2, assign tasks as necessary.

Minutes of meeting…..

1. As a group we reviewed all the tasks allocated last week and discussed the areas to address to complete Part 1 section 1 as follows:-

Assigned to	Description	Notes
Ayman	To cost/estimate PC’s and hardware equipment	Look at websites such as Dell or HP business websites for the cost of the items on the requirements list and produce a rough estimate.
Jon	Review the Risk Analysis	Review the list of risks for the group to discuss at the next weeks meeting.
Emma	Collate Document	Collate all tasks completed so far into one document.

2. The Project Plan (Part 2/Section 2) was discussed and broken down into over thirty tasks. As a group we listed the tasks and allocated the resources and time as a rough guide as a basis to build the Gantt Chart.

We decided on the appropriate milestones and looked at the critical path.

The rest of the project deliverables were discussed and the tasks to complete the assignment were distributed amongst the group as follows:-

Assigned to	Description	Notes
Ayman	To cost/estimate PC’s and hardware equipment	To be sent to group for Jon to add to the Gantt Chart.
Jon	Tasks to manage the risks analysis	Review the risks to produce tasks to manage the risk analysis.
Jon	Develop Gantt Chart	Using the rough notes made in the group meeting to produce a Gantt Chart showing the resources, deliverables, resource costs, milestones and Critical Path.
Emma	Collate Document	Collate the final document

Next Meeting…..

The next meeting will be after class on 24^th April 2008, location to be decided.

Agenda for Next Meeting….

The agenda for next meeting will be as follows:-

1. Evaluate the risks and compile a risk analysis and tasks to manage the risks identified.

2. Review the project to ensure all elements are completed as required.

3. Discuss the Quality Review Form and the uploading of the final document.

Minutes submitted by: Emma Ryan

Approved by: Ayman Adly

Hayden Webb

Jon Tolin

Page 1 of 2

326ISEV : Computer Project Management Assignment 1

Meeting Minutes – 10^th April 2008

Opening:

The regular meeting of the Project Management Team was called to discuss the project of re-locating of GetItFast Limited. We met in the computer room after class on 10^th April 2008.

Present: Jon Tolin, Ayman Adly, Hayden Webb and Emma Ryan

Agenda…..

1. Review all tasks allocated from last weeks meeting and ensure all tasks are completed and allocate amendments to complete Part 1 Section 1.

2. Discuss Part 1/Section 2 tasks.

Minutes of meeting…..

1. As a group we reviewed all the tasks allocated last week and discussed the areas to address to complete Part 1 section 1 as follows:-

Assigned to	Description	Notes
Hayden	Statement of requirements and Specification to be amended as necessary.	To amend the statement of requirements and specifications as discussed during the meeting.
Ayman	To cost/estimate all the items on the list of requirements as per Hayden’s previous task.	Look at websites such as Staples, Dell or Viking for the cost of the items on the requirements list and produce a rough estimate.
Emma	Complete the Project Management roles and responsibilities as per the group discussion	Produce a document with all the roles and responsibilities of the group members as per the discussion.
Jon	Project Deliverables and WBS	Amend the Project Deliverables and WBS as per discussion.
Hayden	Amend the office plan	Tweak the office plan as per group requirements.
Jon	Risk Analysis	Produce a list of risks for the group to discuss at the next weeks meeting.
Emma	Collate Document	Collate all tasks completed so far into one document.

2. Part 2/Section 2 was discussed and the group is to look at part 2 of the assignment and come up with ideas for next weeks meeting.

Next Meeting…..

The next meeting will be after class on 17^th April 2008, location to be decided.

Agenda for Next Meeting….

The agenda for next meeting will be as follows:-

1. Review project so far and ensure that all of Part 1/Section 1 is complete.

2. Evaluate the risks and compile a risk analysis as a group or delegate this task to one member of the group.

3. Discuss Part 2/Section 2, assign tasks as necessary.

Minutes submitted by: Emma Ryan

Approved by: Ayman Adly, Hayden Webb, Jon Tolin

Statement of requirements

The client’s Statement of Requirements are:

“to oversee the work required working with the various parties involved in order to achieve a successful implementation of the re-location. Tasks are to include the purchase, supply and installation of furniture, telephones, server, PCs, printers, cabling and commissioning of the PC's with an appropriate operating system, business software, office automation software, network and link to internet.”

To achieve this each department will have a meeting to give us a list of their specific requirements. From this we will assess the time management, risk management, costing and resource areas involved. This coupled with other factors involved will determine the project package which must be delivered on 1st May 2008.

Equipment List

A list of equipment so far includes (broken down by contractor):

Furniture:
Chief executive’s Office (1) – 1 x Chief Executive
1 x executive desk
1 x executive chair
3 x Office chairs for staff to sit at meetings
Filing cabinet
Coffee table

Sales Office (3) – 1 x Sales Manager, 2 x Sales Staff
3 x Office desks
3 x Office chairs
3 x Filing cabinets

Reception Area (1) – 1 x Clerical Staff
1 x large reception desk
1 x Office chairs
1 x Filing cabinet

Office Area (4) – 1 x Accountant, 1 x IT Technician, 2 x Clerical Staff (1 used for Reception Area)
4 x Office desks
4 x Office chairs
4 x Filing cabinets

Warehouse (4) – Stores Manager, 3 x Warehouse Staff
1 x large desk
2 x smaller desks in warehouse (1 x receipting, 1 x dispatch)
3 x Office chairs (1 for each desk)
3 x Filing cabinets

IT Equipment:

Chief executive’s Office (1) – 1 x Chief Executive
1 x PC system networked

Sales Office (3) – 1 x Sales Manager, 2 x Sales Staff
3 x PC systems networked
1 x Networked Printer

Reception Area (1) – 1 x Clerical Staff
1 x PC system networked

Office Area (4) – 1 x Accountant, 1 x IT Technician, 2 x Clerical Staff (1 used for Reception Area)
4 x PC systems networked
2 x Networked Printers

Warehouse (4) – Stores Manager, 3 x Warehouse Staff
3 x PC systems networked
1 x Networked Printer

**Main Server Required with back up facility
**Relevant Software required
Phone System:
Chief executive’s Office (1) – 1 x Chief Executive
1 x Phone connected to switchboard

Sales Office (3) – 1 x Sales Manager, 2 x Sales Staff
3 x Phones connected to switchboard

Reception Area (1) – 1 x Clerical Staff
2 x Phones connected to switchboard

Office Area (4) – 1 x Accountant, 1 x IT Technician, 2 x Clerical Staff (1 used for Reception Area)
4 x Phones connected to switchboard

Warehouse (4) – Stores Manager, 3 x Warehouse Staff
3 x Phones connected to switchboard

Electrical / Cabling Requirements: