MANAGE PROJECT TIME Assignment Sample

Table of content

Task 2	3
Purpose of the benefits statement	3
Benefits and success criteria	3
Benefits	3
Qualitative and quantitative data	4
Assumptions and constraints	5
Trade-offs	6
Changes	7
Task 3	9
Task 4	17

Task 2

Purpose of the benefits statement

The purpose of benefits statement is to show the stakeholders of the organisation the various utilities of the undertaken project and the ways in which this project will ensure greater success of for the organization. The stakeholders will be assured of the profits that the success of the project can bring about for each of the stakeholders.

Benefits and success criteria

Benefits

Benefit	Success criteria	Alignment with organisational objective
Better customer service	Enhanced customer feedback within 6 months of implementation	The major objective of the organization is to increase the revenue and profitability figures which can be enhanced largely by ensuring better customer service and customer satisfaction.
Discovery of new customers	Increasing customer base by 10% within 1 year	Increased inflow of customers will allow greater sales and therefore, ensure higher amounts of revenue and profitability.
Enhancement of customer revenues	Increase in revenue generation by 15% within 1 year	Increase in customer revenues will mean higher amounts of profitability for the company.
Simplification of sales and marketing processes	Reduced costs involved in marketing and increase in sales by 20% within 1 year	Reduced costs and increased sales means greater profit margins and ensure higher revenue generation
Enhances customer loyalty	Increased enrolment to customer loyalty programs by 10% within 6 months.	Greater customer loyalty will mean more customer retention, which is indicative of increase in sales and profitability as returning customers provide greater profitable business

Qualitative and quantitative data

Level	Qualitative Data	Quantitative Data
Program	ABC company’s manager’s interview	Customer feedback
Customer retention	PR manager’s interview	Customer insights
Improved access to customer data	Data entry operators’ interview	Surveying customers about data confidentiality
Instant customer insights	Including marketing and IT manager	Surveying customer feedbacks
Identification of target market	Marketing manager’s interview to identify the target market	Clients that are attracted after CRM software inclusion
Re-engaging customers	Interview of sales manager	Continuous and cohesive survey of the existing customers

Assumptions and constraints

Assumptions

The first major assumption is the fact the implementation of a CRM within the organization will necessarily increase customer service levels (Thomson et al. 2019). Customer service is a highly subjective topic and the satisfaction of customers is largely dependent on the attitude and mindset of an individual customer. Therefore, the degree of satisfaction levels related to the customer service provided by an organization varies from person to person (Almalki, 2016).

The next major thing that has been assumed in this case is the discovery of customers will be facilitated by the implementation of new CRM (Gomes & Romão, 2016). This is largely due to the fact that all potential customers cannot become the active customers of an organization.

The final assumption is related to increase in customer loyalty. The implementation of CRM does not consolidate the fact that there will be an increase in customer loyalty (Badewi, 2016). Customer loyalty is largely dependent on multiple factors apart from increased customer service.

Constraints

• The attitude of individual employee can be an important constraint in providing better customer service
• The conversion of potential customers of an organisation into active customers is a major constraint
• Costs involved in facilitating the retention of customers and greater market research can lead to constraints in enhancement of revenue (Lock, 2017)
• The channels of communication adopted by an organisation can be a major constraint in the case of marketing and sales generation
• Decreased quality of the products and services of an organization can be a major constraint in the case of customer loyalty.

Trade-offs

A trade-off can be considered as a situational decision making process which involves diminishing property of a design approach to gain competitive advantages. the tradeoffs benefits in the case of ABC company’\s CRM software project includes

Co-ordination of customer data and ensuring the chances of resolving conflicts

Facilitating new customer discovery by profile tracking

Maximisation of Customer revenue

Assisting the sales team to close the deals faster

Enhancing up-selling products

In addition to that, the trade-off will help the company to enhance their existing exposure to the company. Moreover, product up calling to match up with the competitive industry is another significant areas that need to be taken into consideration as an effective trade-off result. Apart from this, maximising the revenue gained from effective segmentation is another entity that is managed with the trade-off.

Changes

Change	Impact
Change in customer preferences	The major impact of this change can be in the orientation of the overall CRM program. The CRM program which has been concluded due to the various issues in customer service is required to be reorganized based on customer preferences which can lead to cost and time overruns.
Change in leadership of organization	This is another major obstacle to the successful implementation of a CRM program within an organization. It is necessary for all organizations to ensure a higher level of support for any new project. However, any changes in the support of the management of leadership can cause disruption s in the project, which can cause several issues for the overall project.
Changes in preferred CRM software	With the advent in technology and the launch of new and advanced software on a regular basis, all organizations tend to ensure that the most updated software is being used by them. In this respect, the preference of an organization can easily shift from software to another. This can cause severe disruptions and can lead to issues in cost and time of delivering the overall project.
Changes in CRM strategy	The strategy to implement CRM software is essential to ensure higher amounts of success in implementation. However, in case there is a change in the overall implementation process the strategy is also required to be changed. This can result in several disruptions in the project process and benefits involved in the process.
Changes in employee attitude and negation of change	This can be the largest barrier to the overall change process. The unacceptance of the change process by the employees can lead to disruptions in implementation and can lead to negative impacts on the benefits of the implementation of the software.

Task 3

Execute to deliver expected benefits

Section 1: Benefit realization plan

Purpose of benefit

ABC Company is going to imply CRM software in its organisation, in order to manage its people more efficiently. As per the view of Al-Tmeemy & Al Bassam (2018), the success of a project is measured with proper identification and implementation of the deliverables of the project. In the stages of planning the company have identified all the deliverables of this CRM software project and from this point, it can be commented that the organisation have successfully completed its planning phase.

Benefits	Benefit realisation and alignment with program outcome	Metrics	Review Schedule
Better client management	Yes (linking with organisation goal)	Realisation	6 months
Better communication system	Yes (Linking with project)	Progress	2 months
Cost -effectiveness	Yes (Linking with organisational goal)	Realisation	4 months
Increment of revenue and profitability	Yes (Linking with organisational goal)	Realisation	6 months

Figure: Project schedule

RAM in role and responsibility identification

Table: RAM

Role in program	Responsibility associated and benefit realisation
Client	Remain well informative and well communicated with ABC company
Workers	Better collaboration among employees is noticed. Moreover, they also remain well informed about all the notice of the company. The management of database will be easier
Investors and clients	The meeting s and issue solving can easily be done in digital interface

Communication

The notification can be provided to the clients by messages in phone and with formal emails

Risks and change management

The major risk of the organisation includes technological problem, budget blowing out, lack of skill of software handling of the clients and supplier issues as well. The standby plan may help to circumnavigate this risks.

Monitoring and evaluation

The program manager should keep keen observation over the execution process of the entire project.

Section 2: Benefits register

Factors	Description
Benefit description and significance	ABC company has a large customer base with which the company wants to keep a direct relationship. As per the idea of Hu, Cui & Demeulemeester (2015), CRM software helps to maintain a better and deeper relationship with the clients in the digital interface. Additionally, it widens the scope of cross sale through which the profitability of the organisation gets increased. On the other hand, Izmailov, Korneva & Kozhemiakin (2016), suggests that with the application of CRM software the team collaboration among the workforce increased. This further amplifies the productivity of the organisation and helps to create greater staff satisfaction as well.
Benefit type	Both the financial and nonfinancial gain can be curved out from the implementation of CRM software in the company. The aspect of cross sale and enhancement of productivity of the workforce with better team collaboration has been identified. As per the view of ul Musawir et al. (2017), CRM implementation is costly in the initial stage and demands greater financial resources. On the contrary, as per Hornstein (2015), CRM software has multiple beneficial approach in the cost management of business, as the majority of the client’s issues can be resolved in the digital interface. Additionally, a centralised database can be maintained by replacing multiple one which saves time and cost of the organisation. On the other hand, in the sector of non financial gain, the establishment of better communication system can be mentioned.
Benefit owner	The main benefit owner is the ABC company. As opined by Hornstein (2015), customers and other stakeholders of a company also seeks about better communication system in order to keep in contact with the organisation. From this point, partinat stakeholders of the business of ABC company benefit from the implementation of CRM.
Benefits priority level	Level-1 priority should be considered for the benefits which are offered by the deliverables of the software implementation project of ABC company. communication, collaboration and information protection and sharing are the main aspects of a business. From this point, the providence of level-1 priority can be justified.
Benefit realisation	The ABC company have already realized the beneficial outcomes of the projects. Previously, the company had to provide more cost in the management of the relationship with its clients and stakeholders. Moreover, more man power was needed to manage the same. This is the main process of benefit realisation.
Resource required	The main resources include: Skilled software technicians Financial resources Human resource Suppliers
Risks	All the stakeholders of a company should not be skilled in handling CRM software There are certain risk factors in software development and implementation project which includes technical complicacy. Moreover, the time and budget blowing out are the common risks associated with a project
Stakeholders	It is prior to make all the partinat stakeholders know about the implementation of this change in the technological infrastructure of the company. The shareholders and investors, customers along with the workers of a company have to be notified prior to the implementation of a change in the business strategy. In the case of CRM software implementation project of ABC company, all the stakeholders should be notified.
Measurement criteria	The completion and monitoring of all the deliverables, working properly in the practical field of business should be the measurement criteria of this project benefit.
Status indicator	SPI
Planned realisation date	6 months from the project initiation
Actual realisation date	10 months from the project initiation

Table: Benefits register

Table: Benefits register

Part 1:

The changes regarding benefit register and relaisation plan has been identified after the long session of discussion with trainer and assessor. The changes regarding budget and time has been done.

Part 2:

The benefit realisation and register plan has been amended by changing the budget and time schedule of the plans.

Task 4

Section 1

A.As per the observations from the project the discontinuation of the sponsoring organization would obviously impact the financial metrics as the software development for the CRM project would require an ample amount of budget throughout the project.

B. The competitor shift is on the neutral end as it can be found the most of the rivals of ABC are not focusing on a specific trait of IT software such as the CRM based software.

C. In any project there is a probable chance of mismanaging the time and cost metrics and for the development of the particular program and project, a 5 % estimated increase across the budget would ensure that the tariff rates have increased at a significant margin thereby manipulating the cost metrics.

D. The benefit within a project relates to the overall set of advantages that is possessed by the same. Likewise, for the project program the financial beneficiary aspect has taken a hit due to the incline across the tax rates. Henceforth the CRM project code development would be influenced by the changes thereby impacting the benefits realization column from a profit standpoint.

a. Schedule performance index as well as Cost performance index has been the crucial monitoring activities. On the other hand, risk management measures as well as the project charter have been used to keep track on the sequential project activities.

b.

1. Focusing on the continual improvement

2. Leadership

3. Management of portfolio

4. Benefits breakdown structure

c. The existing monitoring activities and evaluation basis associated with the benefits realization project can be further improvised with the application of various financial analysis metrics as well as timeline review of the project. Apart from that ISO standards and their integration over the project can be applied over the project for better measures.

d. Benefits realization plan- Changes across the financial review plan with modifications across it for better financial measures.

Benefit register- Better optimization of the project timeline and impact measures.

Section 2

1. Benefits report

Purpose of the report

The purpose of the report lies across addressing and reviewing the impact assessment of the set out project

Introduction

The development of the CRM based software project for the company ABC has seen many pivotal changes along with necessary modifications over the set of benefits that is possessed by the same. Likewise, changes are meant to be observed over the benefits register that would thereby lead to variable outcome of the project program.

Recommended course of action

• Modifications across the cost management index
• Development of a distinct timeline for the project
• Making the benefits column for segmented

Issues and impact

There are various issues associated with the implementation of the project that lies across both financial and technical aspects. Likewise, the over budget issue along with the probable aspect of not able to use the benefits of the new CRM software across the management are two detrimental associates within the project. Moreover, the impact would derail the benefits and advantages of the project program

Request

Based on the above observations it can be reviewed that the project would require some minimal changes across various aspects to make sure that there is credible amount of benefits observed for the same.

Reference list

Thomson, A. M., Ellis, E. C., Grau, H. R., Kuemmerle, T., Meyfroidt, P., Ramankutty, N., & Zeleke, G. (2019). Sustainable intensification in land systems: trade-offs, scales, and contexts. Current Opinion in Environmental Sustainability, 38, 37-43. Retrieved on : 30th November, 2019. from http://www.ecotope.org/people/ellis/papers/thomson_2019.pdf

Almalki, S. (2016). Integrating Quantitative and Qualitative Data in Mixed Methods Research--Challenges and Benefits. Journal of Education and Learning, 5(3), 288-296. Retrieved on : 30th November, 2019. from https://files.eric.ed.gov/fulltext/EJ1110464.pdf

Gomes, J., & Romão, M. (2016). Improving project success: A case study using benefits and project management. Procedia Computer Science, 100, 489-497. . Retrieved on : 30th November, 2019. from https://www.sciencedirect.com/science/article/pii/S1877050916323559/pdf?md5=8168ddd94d0ea3e7a8e6003197b97903&pid=1-s2.0-S1877050916323559-main.pdf&_valck=1

Badewi, A. (2016). The impact of project management (PM) and benefits management (BM) practices on project success: Towards developing a project benefits governance framework. International Journal of Project Management, 34(4), 761-778. Retrieved on : 30th November, 2019. from http://www.academia.edu/download/39254205/1-s2.0-S0263786315001027-main.pdf

Lock, D. (2017). The essentials of project management. Routledge. Abingdon, Retrieved on : 30th November, 2019. from London. http://www.maxwideman.com/papers/essentials/essentials.pdf

Al-Tmeemy, S., & Al Bassam, B. (2018). An empirical analysis of the relationship between cost of control activities and project management success. In MATEC Web of Conferences (Vol. 162, p. 02036). EDP Sciences. Retrieved on : 30th November, 2019. from https://www.matec-conferences.org/articles/matecconf/pdf/2018/21/matecconf_bcee32018_02036.pdf

Hu, X., Cui, N., & Demeulemeester, E. (2015). Effective expediting to improve project due date and cost performance through buffer management. International Journal of Production Research, 53(5), 1460-1471. Retrieved on : 30th November, 2019. from https://core.ac.uk/download/pdf/34607545.pdf

ul Musawir, A., Serra, C. E. M., Zwikael, O., & Ali, I. (2017). Project governance, benefit management, and project success: Towards a framework for supporting organizational strategy implementation. International Journal of Project Management, 35(8), 1658-1672. Retrieved on : 30th November, 2019. from https://paperdownload.me/wp-content/uploads/2017/12/6199-project-governance-benefit-management-project-success-framework-supporting-organizational-strategy-implementation.pdf

Hornstein, H. A. (2015). The integration of project management and organizational change management is now a necessity. International Journal of Project Management, 33(2), 291-298. Retrieved on : 30th November, 2019. from https://fenix.tecnico.ulisboa.pt/downloadFile/845043405428940/13%20The%20integration%20of%20project%20management%20and%20organizational%20change.pdf