Overview
Pro Service is a service provider that mainly emphasizes on outsourced resources to facilitate the handling of aspects related to human resources. The services are fixated on small and mid-sized organizations which are incapable or reluctant to handle these aspects internally. Pro Service handles matters concerning health insurance, payrolls, orientation of new staff, and retirement funding. Pro Service as a company has well over 250 permanently employed workers to variably suit client needs. Our mode of service provision is split twofold, into two localities, where most of our staff are situated. 20 of our staff members spend their time travelling, visiting clients as well as recruitment and training.
Our goal at Pro Service is to give our clients the best service solutions for their internal organizational needs. Since each client presents a different problem from another, we strive to provide customer-specific services to make sure that all our customers are gratified.
Objectives
Our main objective is to set up, install, test, and implement a client-oriented Pro Service station to serve the vicinity of Hawaii Kai.
Specific objectives
Pulling down and stuffing all the available I.T equipment into shipment containers en route Hawaii Kai on the weekend of January 6 to January 8.
Make purchases and get deliveries of the new required software and hardware from the present dealers and suppliers. These equipment are meant for implementation (installation) at Hawaii Kai
Unpacking, setting up, and carrying out performance tests on the equipment as well as the services they provide. This shall be followed up by provision of in-house training for our staff and external users alike.
General Approach
We intend to keep senior management up to speed with our project at each and every phase. This communicative approach will also include any directly impacted employee, member of staff, clients, vendors, and distributors.
We intend to carry out the communication with senior members of management via emails as well as weekly board meetings strictly to discuss progress of the project.
As for the employees, members of staff and all other protocols, a brief statement on the weekly organization-wide meetings should suffice. Should there be specific individuals on the workforce that need to be specifically updated, we shall do so via emails on a weekly basis. These special cases are mostly with regard to departmental impacts and individualized I.T requirements.
All clients will have a monthly update for project progress – these updates shall reach our clients via our service agents assigned to them.
Inventory status shall also be communicated to our vendors via phone calls and emails on weekly basis.
Contractual Aspects
[Describe any contractual aspects included as part of the project]
Sponsors and Stakeholders
Scope Statement
All I.T services and applications for the project shall be transferred to Hawaii Kai locale in the Hawaii Kai Township. This town is located in downtown Honolulu, Hawaii. Staff and employees shall be trained and guided accordingly after system launch. Physical logistics from downtown Honolulu to Hawaii Kai shall be handled by Island Movers Inc. The unpacking phase will however be the responsibility of the I.T team.
Quality
[Explain what quality means in terms of this project; explain what the project team will do to ensure project quality is achieved]
Resources
Network Manager, I.T (TG) – he is the chief network manager. He is responsible for monitoring the organization’s network and its security. He is answerable to JC.
I.T Specialist (MB; myself) – he answers to the above two managers. He oversees maintenance in the I.T department and the I.T field in general. MB will be the eye during the logistics process where he is to coordinate with the staff. He will also be present during system troubleshooting.
Issue/Scope Change Management
For the successful logistical movement of the equipment from source to destination, a number of variables shall be considered. This is to aid in minimum disruption to the workflow of the process.
Tear down and movement for all equipment shall take pace in downtown Honolulu
Packing and shipment will be done by Island Movers Inc.
Installation and other department coordinate activities shall be handled by the I.T department
Supply and delivery activities shall be well coordinated, especially for delivery of sensitive high-end I.T equipment
Scheduled installation shall be as minimally offsetting as possible to the normal business flow
Beta testing shall be necessitated before actual installation
Scheduled training shall be offered
Troubleshooting decorum shall be carried out after launching the service platform
Vendor Management
[Explain how vendors included as part of the project will be managed]
Logistic and Administrative Support
Network Manager, I.T (TG) – he will oversee the physical logistics and eventual setup, implementation and monitoring of the network structure of the firm.
I.T Specialist (MB) – work in coordination with JC and TG on matters concerning planning and management of moving the project equipment physically. MB will also oversee training on the personnel staff with regard to the new procedures and equipment handling guidelines immediately after the system comes online. He will also oversee the scheduling of departmental activities during the logistics process. Moreover, MB will troubleshoot the system that is online and will also be serving at the helpdesk while responding to job ticket appeals.
Island Movers Inc. will be obligated with the trans-town shipment using their own means of transport and coordination staff. They will go as far as to offload the items from the vehicle(s) but will not be part of the unpacking process. KM will oversee the logistics process across town, and will communicate directly to JC.
Procurement of staff from Pro Service will be necessitated to aid in unpacking on volunteer basis. Overtime arrears shall be catered for in that week when logistics is scheduled to take place (January 9 to 13)
Training
[Explain any training that is needed and how it will be accomplished]
Applying Past Experience
The team selected to handle this project on IT has no prior experience on the process of logistics and inter-facility shifting. Nonetheless, apart from the process involving physical shifting, network setup, installation of applications and equipment all fall under standard procedure in the I.T department. All the I.T team members have far-reaching prior experience in this regard.
Appendix A – Risk Sub Plan
Delayed procurement of equipment needed from suppliers as well as vendors
Complications arising during the physical movement and shipment of equipment
Complications in compatibility of parts during installation
System and application bugs
Slow or zero adaptability of employees to the newly installed information systems and structures.
If X, then Y.
Appendix B – Communication Sub Plan
Budget specifics
Island Movers Inc. – shall supply 4 movers at an agreed cost of $200.00 per hour at an estimated total cost of $2000.00 for 5 hours.
Pro Service Employees – a total of 10 Pro Service workers will be hired at varying pay rates for a total estimated cost of $5000.00 on the weekend running January 6th-8th. Normal pay rate shall be used during week of January 9th-13th.
New Hardware, Software and Licenses: Servers, cabling, laptops, desktops, monitors, software and software licenses will cost of $35,000.000 in total with a monthly ongoing licensing and outsourcing costs of $3,200.00.
