1. b. Develop a Work Breakdown Structure and Responsibility Assignment Matrix for the following project. (6 marks) Bob Dylan - Sales Manager Sarah Mohammed - Sales Officer Human Resources Trinidad Auditing company is a small business which provides auditing services to several clients in Trinidad and Tobago Trinidad Auditing company has decided its time to install Office suite of productivity software eg word processor, spreadsheet, to provide the right tools which employees need to do their jobs successfully. The Project Management Office (PMO) manager has hired you specifically to be the project manager on thjaproject. Trinidad Auditing company has identified the following high level deliverables and provided them to you on a project task description form: Karen Bridgelal - HR Manager Lisa Singh - HR Coordinator Project Management Office Lisa Williams - PMO Manager Project Manager - Student Name End Users Project Task Description Form Project Name: Office Installation Project Project Code: IT001 Project Manager: Student Name Deliverables All Employees External IT Company Mozo Technical Resource - Jason Hartley After discussing with the PMO manager, you leam that each deliverable has several subtasks which are as follows: 1. Identify end user needs 2. Gain approval for project to proceed 3. Prepare request for proposal documentation 4. Issue RFP and solicit vendors 5. Analyze proposals and select winning vendor 6. Installation by vendor 7. Project closeout Version no:1 Date: May 2021 Resources Required Internal Administration - CEO William Hernandez Under your first deliverable you are required to interview end users to specifically find out what their needs are, documenting these findings on your laptop computer and preparing a report which details the specific common needs required by end users and submit this report to the PMO Manager. This leads into your second deliverable as you will seek to get buy-in and end user support for the new office project from all the relevant departmental managers. This will require you to host and conduct meetings to obtain buy-in and support by notifying all the company departmental managers (Administration, Auditing, Sales, Information Technology, Human Resources, Finance Project Management) of the meeting and discussing the project scope and documentation in each meeting and finally obtaining final sign-off and approval from the CEO, William Hemandez to proceed with the project. During the meeting with the IT Department, John Munroe the IT Manager informs you that they do not have the technical resources or capacity to execute this project. Therefore, your next deliverable would be to meet with the IT department team to request that they document a Request For Proposal (RFP) which should document the technical details / needs of the organ ation for the project. Note that John Munroe (IT Manager) is responsible for this task but you will need support from Susan Fray (IT Support Officer), Derrick Lows (IT Technician) as well as notify Karen Wingham (Finance Manager). You will finally get approval from John Munroe (IT Manager) to proceed to issue the RFP and solicit a vendor to perform the install. You will also keep your own manager notified of your progress to this point. For your fourth deliverable, you will have to delegate members to form a selection committee, then develop selection criteria and finally issue the RFP online. At this stage you are responsible for these tasks but you have to keep your manager and the IT Manger notified For your next deliverable, you will be responsible for receiving the proposals and passing the proposals to Karen Wingham Finance Manager), John Munroe (IT Manager) and Lisa Williams (PMO Manager) who have graciously accepted to serve on the selection committee to evaluate the proposals you have received. Once the selection committee selects a winning vendor, you will be responsible to notify the winning vendor. IT Company Mozo has been selected to perform the installation of office and technical resource - Jason Hartley, has been assigned to work with you on this. Under your fifth deliverable, you and Jason will develop installation plan Next, Jason with support from IT, Susan Fray (IT Support Officer) and Derrick Lows (IT Technician) will prepare computers for the installation culinating with installing office on all computers. Finally, you will be responsible for notifying all employees for the conduct of training sessions on the newly installed software and finally training sessions will be conducted by Jason Hartley. Your final deliverable involves you conducting project closeout meetings with your manager, John Munroe (IT Manager) and IT Company Mozo Jason Hartley You will be finally responsible for documenting the projects lessons learnt and collating all documents and filing away in document management system. IT Department John Munroe - IT Manager Susan Fray - IT Support Officer Derrick Lows-IT Technician Finance Department Karen Wingham - Finance Manager Sarah Ali - AR/AP Officer Auditing Department Rob Ali - Auditing Manager Jessel Singh - Auditor 1 Sales. 1. b. Develop a Work Breakdown Structure and Responsibility Assignment Matrix for the following project. (6 marks) Bob Dylan - Sales Manager Sarah Mohammed - Sales Officer Human Resources Trinidad Auditing company is a small business which provides auditing services to several clients in Trinidad and Tobago Trinidad Auditing company has decided its time to install Office suite of productivity software eg word processor, spreadsheet, to provide the right tools which employees need to do their jobs successfully. The Project Management Office (PMO) manager has hired you specifically to be the project manager on thjaproject. Trinidad Auditing company has identified the following high level deliverables and provided them to you on a project task description form: Karen Bridgelal - HR Manager Lisa Singh - HR Coordinator Project Management Office Lisa Williams - PMO Manager Project Manager - Student Name End Users Project Task Description Form Project Name: Office Installation Project Project Code: IT001 Project Manager: Student Name Deliverables All Employees External IT Company Mozo Technical Resource - Jason Hartley After discussing with the PMO manager, you leam that each deliverable has several subtasks which are as follows: 1. Identify end user needs 2. Gain approval for project to proceed 3. Prepare request for proposal documentation 4. Issue RFP and solicit vendors 5. Analyze proposals and select winning vendor 6. Installation by vendor 7. Project closeout Version no:1 Date: May 2021 Resources Required Internal Administration - CEO William Hernandez Under your first deliverable you are required to interview end users to specifically find out what their needs are, documenting these findings on your laptop computer and preparing a report which details the specific common needs required by end users and submit this report to the PMO Manager. This leads into your second deliverable as you will seek to get buy-in and end user support for the new office project from all the relevant departmental managers. This will require you to host and conduct meetings to obtain buy-in and support by notifying all the company departmental managers (Administration, Auditing, Sales, Information Technology, Human Resources, Finance Project Management) of the meeting and discussing the project scope and documentation in each meeting and finally obtaining final sign-off and approval from the CEO, William Hemandez to proceed with the project. During the meeting with the IT Department, John Munroe the IT Manager informs you that they do not have the technical resources or capacity to execute this project. Therefore, your next deliverable would be to meet with the IT department team to request that they document a Request For Proposal (RFP) which should document the technical details / needs of the organ ation for the project. Note that John Munroe (IT Manager) is responsible for this task but you will need support from Susan Fray (IT Support Officer), Derrick Lows (IT Technician) as well as notify Karen Wingham (Finance Manager). You will finally get approval from John Munroe (IT Manager) to proceed to issue the RFP and solicit a vendor to perform the install. You will also keep your own manager notified of your progress to this point. For your fourth deliverable, you will have to delegate members to form a selection committee, then develop selection criteria and finally issue the RFP online. At this stage you are responsible for these tasks but you have to keep your manager and the IT Manger notified For your next deliverable, you will be responsible for receiving the proposals and passing the proposals to Karen Wingham Finance Manager), John Munroe (IT Manager) and Lisa Williams (PMO Manager) who have graciously accepted to serve on the selection committee to evaluate the proposals you have received. Once the selection committee selects a winning vendor, you will be responsible to notify the winning vendor. IT Company Mozo has been selected to perform the installation of office and technical resource - Jason Hartley, has been assigned to work with you on this. Under your fifth deliverable, you and Jason will develop installation plan Next, Jason with support from IT, Susan Fray (IT Support Officer) and Derrick Lows (IT Technician) will prepare computers for the installation culinating with installing office on all computers. Finally, you will be responsible for notifying all employees for the conduct of training sessions on the newly installed software and finally training sessions will be conducted by Jason Hartley. Your final deliverable involves you conducting project closeout meetings with your manager, John Munroe (IT Manager) and IT Company Mozo Jason Hartley You will be finally responsible for documenting the projects lessons learnt and collating all documents and filing away in document management system. IT Department John Munroe - IT Manager Susan Fray - IT Support Officer Derrick Lows-IT Technician Finance Department Karen Wingham - Finance Manager Sarah Ali - AR/AP Officer Auditing Department Rob Ali - Auditing Manager Jessel Singh - Auditor 1 Sales