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:

326ISEV : Computer Project Management Assignment 1

Meeting Minutes - 1^st 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 during the Easter break.

Present: Jon Tolin and Emma Ryan

Apols: Ayman Adly and Hayden Webb

Agenda…..

1. Look at what is left to complete Part 1/Section 1 of the project assignment.

2. Assign tasks to complete Part 1/Section 1

Minutes of meeting…..

1. Jon and Emma looked at what the group needs to do to complete Part 1/Section 1 of the group project.

The specification was broken down into areas and looked at what had already been completed and what is still to be completed (TBC) as follows:-

Completed?	Code	Description	Notes
Hayden	A	Description and scope of Project	How it is going to be run
Hayden	B	List of stakeholders and their involvement	What we are doing and what we are not doing
TBC	C	Statement of requirements	What GetItFast requirements are
TBC	D	Resources Required	What will be needed? People and things that would be needed
TBC	E	Project Management roles and responsibilities	What are the people going to do?
TBC	F	Project Deliverables	Anything that comes out of a task (A Thing)
Jon	G	Work Breakdown Structure	Breakdown of Work to be completed
TBC	H	Risk Analysis	What Risks are there?
TBC	J	Collate Document	Collate all A-H in one document.

2. The parts of the specification that were still TBC were discussed and allocated to members of the team to look at and write up before the next meeting on 10^th April.

The following was then decided: (See the table below and the text beneath the table explains the reasoning of this and further details)

Completed?	Code	Description	Notes
Hayden	C	Statement of requirements	What GetItFast requirements are
Ayman	D	Resources Required	What will be needed? People and things that would be needed
Emma	E	Project Management roles and responsibilities	What are the people going to do?
Jon	F	Project Deliverables	Anything that comes out of a task (A Thing)
All	H	Risk Analysis	What Risks are there?
Emma	J	Collate Document	Collate all A-H in one document.

Emma would collate the work completed so far (J Collate Document) and the areas C, D, E, F and H were allocated as above, see below for further information. (These items are to be fed back to the group ready for the next meeting).

C - Statement of requirements

This was allocated to Hayden as it is related to the Description and scope of Project and List of stakeholders and their involvement he has already completed (A&B).

D - Resources Required

As Ayman is the man who can it was thought that he could decide what resources would be required. i.e. equipment and people

E - Project Management roles and responsibilities

Emma will look into the roles and responsibilities of the group and what the roles of the people within the project will be doing,

F - Project Deliverables

As the Project Deliverables is part of the WBS (Work Breakdown Structure - G) it was decided Jon would be best to complete this part of the assignment as he constructed the WBS. He is to decide anything to come out of a task as this is a project deliverable.

H - Risk Analysis

This can really only be completed once the tasks (Project Deliverables) have been completed. It was decided that all members of the group would look at the risks and discuss this at the next meeting.

J - Collate Document

As Emma is the administrator of the group she would collate the document as and when tasks are completed.

All tasks that are to be completed need to be fed back to the group ready for the next meeting. This can be done either by email or by uploading information to the blog.

Next Meeting…..

The next meeting will be after class on 10^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

Page 1 of 4

A cost breakdown structure for setting up an office

A product breakdown structure for an office

A WBS for setting up a new office

Warehouse layout

Description and scope of Project & Stakeholders

Description and scope of Project

As a team we the Project Management Team have been invited to instigate the relocation of GetItFast Limited, a small business which sells office equipment to retailers.

We will oversee the work required by liaising with:
WeDoIt, a local consultancy firm, who will transfer and implement the software needed to support the business
Mike Stevens, the IT technician responsible for the installation of the hardware, software and network
A local firm to supply the essential office furniture
A phone company to install all the phones required
The GetItFast Limited staff to do a requirements capture of the equipment needed to perform their usual tasks, preferences, locations etc.

We will be responsible for the purchasing, supply and installation of:
furniture,
telephones,
server,
PCs,
printers,
cabling
commissioning of the PC's with an appropriate operating system, business software, office automation software, network and link to internet.

We intend to implement this move successfully within _ days at a cost of £____ with least amount of disruption as possible.


List of stakeholders and their involvement:

§ GetItFast Limited – The small business re-locating which includes:
o Chief Executive
o Sales Manager
o Sales Staff x 2
o Accountant
o IT Technician
o Clerical Staff x 2
o Warehouse Stores Manager
o Warehouse Staff x 3
§ WeDoIT – a local consultancy firm dealing with the transfer and implementation of the software to support the business in the new premises
§ Mike Stevens – IT technician will be responsible for the installation of the hardware, software and network into the new premises
§ A Local firm – to supply essential furniture into the new premises
§ Phone Company – needed to install phones into the new premises
§ Project Manager – to run the project
§ Project Team – to support the PM

Meeting Minutes

28^th February 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 our Project Management Class.

Present:

Ayman Adly, Hayden Webb, Jon Tolin and Emma Ryan

Agenda…..

1. Project Group name

2. Assign Project Manager

3. Assign members roles

4. Sort out Project 2000 basis

5. Discuss what is required from assignment

6. Any other business

Minutes of meeting…..

1. The Project Group Name was undecided. We discussed this matter and decided to think of a name and discuss at the net meeting.

2. The group decided that the Project Manager role would be assigned to Jon Tolin.

3. We decided on the roles of the other members of the group. Emma Ryan to be the administrator, Hayden Webb to be the Project Manager Team Leader (second in Command), and Ayman Adly to be The Resource Locator or Man who can.

4. We checked that Jon has Microsoft Project 2000 for planning the Project as project manager. Jon is to learn the software so we can plan the project. It was decided that only Jon would need the software as we will print copies for all group members or view the project in a meeting at university on a pc in a lab.

5. We all read through the assignment requirements together to understand the full extent of the assignment. We discussed the assignment to ensure we all understood the project. A brief summary of the assignment is to oversee and organise the office re-location for GetItFast Limited.

As a group we looked at who the stakeholders would be:-

• GetItFast Limited – Small business sells office equipment to retailers

• WeDoIt – local consultancy firm dealing with transfer and implementation of software to support business

• Mike Stevens IT Technician installing hardware, software and network

• Other employees of GetItFast limited approximately 12 staff.

• Local firm supplies essential furniture

• Phone supplier.

We also looked briefly at what offices the building contained and staff to move within the offices:-

• Chief executive’s Office – Chief Executive

• Sales Office – Sales Manager,2 Sales Staff

• Reception Area – Clerical Staff

• Office Area– Accountant, IT Technician, 2 x Clerical Staff

• Warehouse – Stores Manager, 3 Warehouse Staff

Hayden will look at the warehouse and office layouts and produce a layout plan of the premises in a jpg format using MS Visio for the group to discuss.

Jon will look at MS Project 2000 and look at how we will use this for our Project.

6. We looked at what forms of communication we could use as a group to keep in contact with each other on a daily and weekly basis. The forms of communication that were agreed were email, discussion board (Blog that Ayman has designed and setup) and also weekly meetings after class. We all agreed that our aim will be to finish the project a week before hand in date. We will devise a project plan to finish the week before hand in date (24^th April 2008). Emma agreed to upload the meeting minutes each week to the blog at www.326ispm.blogspot.com each week after the meetings and to email everyone when the minutes have been uploaded.

Next Meeting…..

The next meeting will be after class on 6^th March 2008. Emma is unable to make this meeting so she has asked for the other group members to keep her informed of what is required of her and outcomes from the meeting. Jon has agreed to take the minutes and upload them to the blog.

Agenda for Next Meeting….

The agenda for next meeting will be as follows:-

1. Group Name decision.

2. Discussion of the Project Plan and Requirements.

3. Review the Design of the Office Areas and Warehouse Hayden has produced.

4. Discuss the use of the Blog and how this is to be used for the project.

5. Assign tasks for the project as necessary.

6. Any other business.

Minutes submitted by: Emma Ryan