Weighted Decision Matrix for Recreation and Wellness Intranet Project
Created by: Heng Hai Ling
Supports key business objectives
Has strong internal sponsor
Has strong user support
Has good NPV
Has low risk in meeting triple constraint
Weighted Project Scores
Project 1=Recreation and Wellness Intranet Project
Project 2=Health Coverage Costs Business Model
Project 3=Cross-Selling System
Project 4=Web-Enhanced Communications System
There are four projects in this weighted decision matrix for Recreation and Wellness Intranet Project. It includes Recreation and Wellness Intranet Project, Health Coverage Costs Business Model, Cross-Selling System and Web-Enhanced Communications System. Five important criteria are used to the project selection process. It includes supports key business objectives, has strong internal sponsor, has strong user support, has good NPV and has low risk in meeting triple constraint. The highest weight 30% has been assign to the first criterion. The second and third criteria each having 15% of the weighted score; the forth and fifth criteria carrying 20% of the weighted score each.
Project 1 would be the obvious choice for selection because it has the highest weighted score, which is 82.5 percent of the score. Project team should focus on performing well on this project to achieve each of the criteria.
Project 2 has the weighted score of 78.5 percent. The project has the highest score on supporting key business objectives among the four projects. Project team should focus on it to help revise policies, and negotiate for lower premiums with user support, such as insurance companies.
Project 3 has the weighted score of 74 percent. The project focuses most on meeting triple constraint in low risk. The project must be supporting the project goal, which is improve cross-selling to current customers within period of time as well as increase sales profits.
Project 4 has the weighted scores of 56.5 percent, which is the lowest weighted score among the four projects. The project focuses on having a strong user support. Since it is the web-based system, where the company aimed to improve development and delivery of products and services, it is important to having responses and supporting from the users.
Project Manager's Skills
A good project manager should be able to carry out several jobs such as define scope of project, identify stakeholders, decision-makers, and escalation procedures, develop detailed task list, estimate time requirements, develop initial project management flow chart, identify required resources and budget, evaluate project requirements, identify and evaluate risks, prepare contingency plan, identify interdependencies, identify and track critical milestones, participate in project phase review, secure needed resources, manage charge control process and report project status.
Each of the job functions requires different performance criteria, technical knowledge, foundation skills, and personal quality. An effective project manager are lead by example, visionaries, technically competent, decisive, good communicator and motivator, stand up to upper management when necessary, support team members and encourage new ideas.
A project manager should have experienced on leading the project team and had been managing several projects successfully. Some of the company required that all project managers have project management professional (PMP) certification. All these requirements are to ensure that the project manager could manage each project successfully in order to meet the projects goals or objectives.
Project manager needs many skills to achieving high performing on information technology projects. This may required strong management skills, such as communication, leadership, political, organization, team work, coping skills, and making effective use of technology.
Project manager needs strong management skills to understand, navigate, and meet stakeholders needs and expectations. Project manager should have communication and leadership skills to lead, communicate, negotiate, problem solve, and influence the organization at large.
The project manager must lead the project team by providing vision, delegating work, creating an energetic and positive environment, and setting an example of appropriate and effective behavior.
The organizational skills are need for project manager to plan, analyze, set and achieve project goals. Teamwork skills help project manager to use the people effectively.
Project manager should also have the strong coping skills as he or she must be flexible, creative, patient in working toward project goals, and persistent in making project needs known.
Project manager must be able to make effective use of technology, includes special product knowledge or experience with a particular industry. It is useful for project manager who is confident in using the special tools or technologies that are the most effective in particular settings.
MYHs core business goal is to provide a variety of health care services across the globe. The CEO believes it can enhance development and delivery of its products and services by updating its strategic plan, reducing internal costs, increasing cross-selling of products and exploiting new web-based technologies for the customers and suppliers.
2.0 Business Objective
MYH information technology departments strategic goals include continuing growth and profitability. The Recreation and Wellness Intranet project will support these goals by increasing visibility of the current employees. It will also enhance the profitability by reducing internal costs by improving employees health within one year of its rollout. Since MYH information technology department focuses on identifying profitable projects and measuring their value after completion, this project must meet those criteria.
3.0 Current Situation and Problem/Opportunity Statement
A recent study found that MYH.Inc pays 20% more than the industry average for employees health care premiums, primarily due to the poor health of its employees. There is an opportunity to provide a new section on the intranet dedicated to sharing health care information across the organization to help improve employee health within one year.
4.0 Critical Assumption and Constraints
The proposed intranet site must support the companys business goals and strategy. Current employees must actively support this project. Besides that, it needs to pay itself within 4 years to reduce the internal costs and exploiting new web-based technologies. The project manager must lead the effort, and project team must include participants from various parts of the company.
5.0 Analysis of Option and Recommendation
There are 3 options for addressing this project:
1.Since the business is doing well, so we still can continue to operate without introduce the new project.
2.Purchase access to specialized software to support the new capability with little in-house development.
3.Design and implement the new intranet capability using existing hardware and software.
Based on discussing with stakeholders, we agree that the option 3 is the best option.
6.0 Preliminary Project Requirements
The main features of the Recreation and Wellness Intranet Project include the following:
1.Accept to intranet for registering recreational programs. Employees are allowed to accept the intranet and register for company-sponsored recreational programs, such as soccer, softball, bowling and other sports.
2.Accept for registering health-related issues classes and programs. They also can register for company-sponsored classes and programs to help them to manage their weight, reduce stress, and other health-related issues.
3.Track data on employee involvement in these recreational and health-management programs.
4.Offer incentives for people to join the programs and do well in them. For example, incentives for achieving weight goals, winning sports team competitions, and so on.
5.Other features suggested by employees, if they add value to the business.
7.0 Budget Estimate and Financial Analysis
A preliminary estimate of the cost for the entire project is $200,000. This estimate is based on the
Project manager working about 20 hours per week for six months and other internal staff working a total of about 60 hours per week for six months.
Project benefits are based on a negotiating lower premiums that saving about $30/employee/year for full-time employees over the next four years.
Exhibit a summarizes the projected costs and benefits and shows the estimated net present value (NPV), return on investment (ROI), and year in which payback occurs. It also lists assumptions made in performing this preliminary financial analysis. All of the financial estimates are very encouraging. The estimated payback is within four years, as requested by the sponsor. The NPV is $1,456,000, and the discounted ROI based on a four-year system life is excellent at 274 percent.
8.0 Schedule Estimate
The sponsor would like to see the project completed within six months but there still have some flexibility in the schedules. We also assume that the new system will have a useful life of four years.
9.0 Potential Risks
There have several risks involved with this project. The foremost risk is lack of interest in the new system by employees. There are technical risks in choosing the type of software to track, analyze, delivery, searching, the use of electronic commerce capabilities, and so on. The main business risk is investing the time and money into the project and not realizing the projected benefits.
Exhibit A: Financial Analysis for Recreational and Wellness Intranet Project
Assume the project is completed in Year 0
Discounted benefits - costs
Cumulative benefits - costs
Enter assumptions here
Weighted scoring model completed
Business case completed
Project charter completed
Team contract assigned
Stakeholder analysis completed
Scope statement completed
Product characteristics and requirements completed
Product deliverables completed
Gantt Chart and Network Diagram completed
Project Web Site developed
Milestone report completed
Project agenda completed
New baseline completed
Update project charter and scope statement
Update contract and scope statement
Monthly reports completed
Update Prioritized risk
Final project presentation
Lesson-learned report completed
Final project report completed
Create transition report
Update project Web Site
·The new CFO likes to keep a very close eye on all projects and expenditures that she considers mission-critical and she question the potential savings projected from our projects.
·Supporting from human resource has not been very helpful and having hard time understanding their suggestion.
·Cassandra the financial area supporting person voiced frustration at the project team meeting that focus on technical detail.
·Project manager having difficulties working with main programmer name Bonnie.
·Develop screens and other idea quickly to get user feedback.
·Less response from the survey that sent to all employees.
·The project teams mentality is to plow ahead to make that schedule, but the system may be of value if do not get more help.
We need to explain the benefits to the new CFO about the project. Keep closely communication with the new CFO and show the milestones to her for get more understanding from her. Alert she to any potential issues or problem. That is important to get trusty from CFO in continue the project. If needed show the project expenditures to her.
Adjust communication style to meet James specific needs for understanding several suggestions from his human resource area. More meeting with James to make him more understanding the project then we can get more help from him.
We focus on technical discussion because that is important for the project. We can inform her to attend the meeting when it is need. . Let she attend a minimal amount of project team meeting. That can save her time for not attend the meeting that is not discuss about financial topic. Second way is she not needs to attend the project team meeting. Project manager discuss the financial topic with her in other meeting.
Communication with Bonnie about she attitude, hope she can change it. Try best to satisfy her needed and let she know her responsible. If the critical still happen consider change other programmer in charge the project.
Sent out e-mail to all user or interview with some of the users.
Describe to all employees about the important of their suggestion and feedback. Offered some benefits to the person who given the best suggestion such as extra vacation days to the employee.
Keeping team member focus on near-term milestones to help to ensure that project momentum is sustain. Make a schedule as fast as possible is other way to solve this problem.
ProjectName: Recreation and Wellness Intranet Project
Project Team Members Names and Sign-off:
Sign-off on Team Contract
Code of Conduct: As a project team, we will:
Work proactively, anticipating potential problems and working to prevent them
Keep other team members informed of information related to the project
Focus on what is best for the entire project teams
Participation: We will:
Be honest and open during all project activities
Encourage diversity in teamwork
Provide the opportunity for equal participation
Be open to new approaches and consider new ideas
Have one discussion at a time
Let the project manager know well in advance if a team member has to miss a meeting or may have trouble meeting a deadline for a given task.
Communication: We will:
Decide as a team on the best way to communicate. Since a few team members cannot meet often for face-to-face meetings, we will use e-mail, a project Web-site, and other technology to assist in communicating.
Have the project manager facilitate all meetings and arrange for phone and videoconferences, as needed.
Work together to create the project schedule and enter actual into our enterprise wide project management system by every Tuesday.
Project ideas clearly and concisely
Keep discussions on track and have one discussion at a time
Problem Solving: We will:
Encourage everyone to participate in solving problems
Only use constructive criticism and focus on solving problems, not blaming people
Strive to build on each others ideas
Meeting Guidelines: We will:
Plan to have a face-to-face meeting the first and third day morning of every month
Meet more frequently the first month
Arrange for telephone or videoconferencing for participants as needed
Hold other meetings as needed
Record meeting minutes and send them out via e-mail within 24 hours of all project meeting, focusing on decisions made and action items from each meeting
Develop an agenda before all meetings with our project sponsor and client advisors
Document major issues and decisions related to the project and send them out via e-mail to all team members and the project sponsor
Project Title: Recreation and Wellness Intranet Project
Date: March 6, 2004Prepared by: Tony Prince, Project Manager, (016)123-4567,
Project Justification:Jaen Tan, CEO of JWD Consulting, requested this project to assist the company in meeting its strategic goals. Thisproject provides application through intranet, where employee could improve their health by registered the company-sponsored program via current internet. This project helps company reduce the premium costs, increase employees health as well as saving about $30/employee/year for full-timeemployees over the next four years. The budget for the project is $200,000. An additional $100,000 will be requested every year for operational expenses after the project is completed. Estimated benefits are $600,000 each year. It is important to focus on the system paying for itself within one year.
Product Characteristics and Requirements:
Templates and tools: The intranet site will allow authorized users to downloadfiles they can use to create project management documents and to help them use project management tools. These files will be in Microsoft Word, Microsoft Project, or in HTML or PDF format, as appropriate.
User submissions: Users will be encouraged to e-mail files with sample templates and tools to the Webmaster. The Webmaster will forward the files to the appropriate person for review and then post the files to the intranet site, if desired.
Articles: Articles posted on the intranet site will have the appropriate copyright permission. The preferred format for articles will be PDF. The project manager may approve other formats.
Links: All links to external site will be tested on a weekly basis. Broken links will be fixed of removed within five working days of discovery.
The Help feature must be user-friendly and capable of soliciting questions and immediately acknowledging that the question has been received in the proper format. The feature must also be capable of forwarding the question to the appropriate expert (as maintained in the systems expert database) and capable of providing the status of questions that are answered. The system must also allow for payment for advice, if appropriate.
Security: The intranet site must provide several level of security. All internal employees will have access to the entire intranet site when they enter their security information to access the main, corporate intranet. Part of the intranet will be available to current users based on verification with the current user database. Other options of the intranet will be available after negotiating a fee or entering a fixed payment using preauthorized payment methods.
Search feature: The intranet site must include a search feature for users to search by topic, keywords, etc.
The intranet site must be accessible using a standard Internet browser. Users must have appropriate application software to open several of the templates and tools.
The intranet site must be available 24 hours per day, 7 days per week, with one hour per week for system maintenance and other periodic maintenance, as appropriate.
The authorized users can access the intranet and register for company-sponsored recreational programs, and health-related issues classes and programs.
Track data on employee involvement in these recreational and health-management programs.
Summary of Project Deliverables
Project management-related deliverables: business case, charter, team contract, scope statement, WBS, schedule, cost baseline, status reports, final project presentation, final project report, lessons-learned report, and any other documents required to manage the project.
Product-related deliverables: research reports, design documents, software code, hardware, etc.
Survey: Survey current users to help determine desired content and features for the intranet site.
Files for templates: The intranet site will include templates for at least twenty documents when the system is first implemented, and it will have the capacity to store up to one hundred documents. The project team will decide on the initial twenty templates based on survey results.
Examples of completed templates: The intranet site will include examples of projects that have used the templates available in the intranet site. For example, if there is a template for business case, there will also be an example of a real business case that uses the template.
Files for tools: The intranet site will include information on how to use several project management tools, including the following as a minimum: work breakdown structures, Gantt charts, network diagrams, cost estimates, and earned value management. Where appropriate, sample files will be provided in the application software appropriate for the tool. For example, Microsoft Project files will be available to show sample breakdown structures, Gantt chart, network diagrams, cost estimates, and applications of earned value management. Excel files will be available for sample cost estimates and the earned value management charts.
Example application of tools: The intranet site will include examples of real projects that have applied the tools listed in number 4 above.
Articles: The intranet site will include at least ten useful articles about relevant topics in project management. The intranet site will have the capacity to store at least one thousand articles in PDF format with an average length of ten pages each.
Links: The intranet site will include links with brief descriptions for at least twenty useful sites. The links will be categorized into meaningful groups.
Expert database: In order to deliver a Help feature, the system must include and access a database of approved experts and their contact information. Users will be able to search for experts by predefined topics.
User request: The intranet site will include an application to solicit and process request from users.
Intranet site design: An initial design of the new intranet site will include a site map, suggested formats, appropriate graphics, etc. The final design will incorporate comments from users on the initial design.
Intranet site content: The intranet site will include content for the templates and tools section, articles section, article retrieval section, links section, Help section, User Request feature, security, and payment features.
Test plan: The test plan will document how the intranet site will be tested, who will do the testing, and how bugs will be reported.
Promotion: A plan for promoting the intranet site will describe various approaches for soliciting inputs during design. The promotion plan will also announce the availability of the new intranet site.
Project benefit measurement plan: A project benefit plan will measure the financial value of the intranet site.
Project Success Criteria: Our goal is to complete this project within six months for no more than $200,000. The project sponsor, Jaen Tan, has emphasized the importance of the project paying for itself within one year after the intranet site is complete. To meet this financial goal, the intranet site must have strong user inputs. We must also develop a method for capturing the benefits while the intranet site is being developed, tested, and after it is rolled out. If the project takes a little longer to complete or costs a little longer to complete or costs a little more than planned, the firm will still view it as a success if it has a good payback and helps promote the firms image as an excellent consulting organization.
List of Prioritized Risks of Project
Prepared by:Tony Prince, Project Manager, (016)123-4567,Date: March 8, 2004