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