Project: Digitisation project at BIL Minerals

Background

BIL Group is an equipment manufacturer and supplier to the mining and aggregate industry globally. They have offices on every major continent including Africa. BIL Minerals South Africa is the South African office of the BIL Group which serves the Africa market area. BIL Minerals South Africa has been operating for nearly 50 years and its strategy is to increase revenue by at least 10% by increasing sales to its existing installed base and increasing market share within the Africa market.

In order to achieve this target with the same headcount, BIL South Africa needs to optimise its processes. One of the elements of these processes is to make the retrieval of existing technical data faster. The data is for the equipment installed within its market area and includes drawings, manuals and equipment datasheets. All technical data for the legacy equipment (more than 10 years ago) exists as hard copies (in various level of clarity) stored in files and various locations which makes the retrieval process onerous. The level of clarity of the hardcopies varies from very bad to very good. Bad hard copies cannot be used and can only be redrawn. Only good and copies with reasonable clarity can be used. A brainstorming session on this issue resulted in the identification of the need to have all of the hardcopy data transformed into digital format so that it can be stored in one location and retrieved easily. The project was hence called the Digitisation Project.

Project Brief

As the project manager at BIL Group South Africa, you have been tasked to head a digitisation project. The project brief is as follows:

The project will be done in South Africa

The digitisation process is shown in Exhibit A

All input data for the project is listed in Exhibit B

The technical data should be able to be retrieved within one hour

The accuracy of the scans and retrieval should be more than 99%

The maximum project duration should not exceed 4 years from approval of implementation

The inventory of the number of documents to be digitised is included in Exhibit C

All equipment and systems required will have to be procured

Project cost should not exceed ZAR13M

All human resources for the project execution will have to be contracted

The project scope will end with the procurement of the services and equipment

Project Task

Your mandate is as follows:

1. Compile a Project Execution Plan including the following:

1.1 Project objectives for the execution of the project (3)

1.2 Project charter for the execution of the project (5)

1.3 Project success criteria for the execution of the project (3)

1.4 Stakeholders and stakeholder register (3)

1.5 Scope of Work for the execution of the project (5)

1.6 Project constraints for the execution of the project (2)

1.7 Deliverables list for the execution of the project (3)

1.8 Work Breakdown Structure (Level 3) for the execution of the project (5)

1.9 Define project milestones and activity tasks for the execution of the project (3)

1.10 Level 3 Schedule (Gantt Chart) showing dependencies and milestones (6)

1.11 Cost Estimate for equipment and services for the execution of the project (5)

1.12 Risk Register showing the main risks, classification & mitigating actions for this project (3)

1.13 Human Resource requirements during execution of the project (3)

1.14 Propose a project organogram for the execution of the project (3)

1.15 Quality Management Plan for the execution of the project (5)

1.16 Communication matrix for the execution of the project (3)

2. If the project had to be implemented globally, propose and appraise an appropriate project planning methodology for this global project. (20)

3. If the project had to be implemented globally, propose and appraise an organisational structure that is best suited for this global project. (20)