Background In the early fall of 2020, a large organization of over 2,000 staff employed across 2,458 square kilometers with 110 office locations had to immediately deploy a COVID screening tool for daily use by all workers. Some of the office locations (office buildings) housed hundreds of staff, while others housed smaller numbers of 3-10 staff, while other locations operated as "employee kiosks" (computer access hubs) so remote workers could have access to corporate forms get copies of their electronic pay stubs, etc. The project was an immediate request from the CAO and Executive Leadership team and had to be completed within a very short timeline (ASAP) due to provincial policy. The project was assigned to the Information Technology department and subsequently to an ITT Project Manager. The other required resources within ITT included a business analyst and a security manager/analyst. The key customer/stakeholder for the project was the Human Resources and Organizational Development (HROD) department. Two key staff from HROD would be on the project team. The secondary customer/stakeholder for the project, related to organizational leadership, was the Executive Leadership team which included the CAO for the organization. Project Purpose and Description To implement an online and mobile daily use Covid Screening tool for all employees and contractors who may be working on-site and entering any building. The screening tool would report either a PASS or FAIL with subsequent information allowing or denying entrance to any building. The application will include an administrative interface to be used for worker follow-up and organizational reporting. Value to the Organization The Covid Screening tool application and administrative console will allow the organization to reduce the risk of Covid spreading to workers entering and occupying buildings. The application will also ensure appropriate follow-up of any employee or contractor currently exhibiting/reporting COVID-19 symptoms, ensuring other staff working in the same building are kept safe. The implementation of this project will ensure the health and safety of our workers and align with mandated provincial policy. Overall Project Scope In Scope: - Implementation of a hosted software solution used to provide a daily COVID screening Tool for employees and contractors (workers). - Creation and posting of Covid screening posters on all building entrances to ensure use of the screening tool before entering any building for work. - Administrative console to allow Human Resources to follow up with any daily screening failures and provide organizational reporting. Out of Scope: - Custom development of an application. Assumptions - Resources will be available when required and will complete tasks as assigned within the time allotted. - Budget/costs are within reason for this type of organizational solution PART B: Updates and Changes to the Project (Schedule and Budget) as of October 14, 2020 a) Baseline the original project as provided to you in the original case study and Gantt chart. (Cost Baseline and Schedule Baseline). You will need this for the upcoming list of changes to the project. b) Task ID 10, in the original Gantt Chart (Perform Security and Legal Compliance Review), which was originally scheduled to take 5 days, was completed in 2 days. c) Task ID 11, in the original Gantt Chart (Review Draft Contracts of Short-Listed Vendors), which was originally scheduled to take 3 days, was completed in 2 days. d) Task ID 13, in the original Gantt Chart (Conduct Demos, Q\&A Sessions, Select Solution), which was originally scheduled to take 3 days was completed in 2 days. e) Tasks ID 3 to ID 13 have now been completed (100\% complete). f) Task ID 28, in the original Gantt Chart (Research Printing Options \& Costs) was completed early on October 6th and October 7th. The effort was still 2 days. This task is complete. g) The cost estimate to print 1,000, 1117 building entrance posters is $2,500. This was not included in the original estimated project budget but now needs to be as these costs are now known. h) Only two potential solutions/vendors met the stated requirements which included budget, security, and legal compliance reviews. One solution (Esolutionsgroup.ca - Simpletrack solution) was selected for a one-time implementation cost of $5,000, along with a monthly recurring subscription fee per employee of $1.50 per month. (There are approximately 2,000 employees and contractors using this screening tool.) Remember the proposed budget was to cover costs until the end of the current year only (November and December of 2020) after going live (in production). i) The actual costs to date for internal resources (IT Staffing Costs only) as of October 14, 2020, are shown in the table below: j) Create a cost comparison table (Cost Variance) using MS Excel, for project reporting, that shows the original outlined budget, as provided within the Case Study, compared to the current known costs for the project given the new information provided above in Part B. Your table should include the following columns: major project items/milestones, original budget, actual costs and cost variance from the original budget with totals at the bottom of each column. When complete, place a copy of the cost comparison table on a slide in your PowerPoint. An example of the table you will be editing and updating should look something like this: k) Provide a Project Status Report for the Project Sponsor and the Executive Management Team, as of October 14,2020 , to include the following information: 1. How much project time was saved due to the changes outlined in Part B, items b) to f). Are you ahead of schedule or behind schedule? If so, by how much? 2. When doing project performance reporting and earned value, you can only include Actual Costs that have been incurred/expensed. You may "Know" of upcoming costs as indicated in your Budget/Cost Variance table, but until they are realized, you can't include them for performance reporting. Therefore, the following values have been provided: a) Actual Project Costs incurred and expensed are $4,589.20 b) There are 17 days of work completed out of the 30 days in the schedule. This should allow you to determine the \% Complete. 3. What is the Earned Value of the project? 4. What is the Project Cost Variance? (Not the same as in your Budget table.) 5. What is the Cost Performance Index of the project to date? 6. What is the Estimate at Completion for the entire project, I hope that the future work will be accomplished at the planned rate within the schedule. 7. What is the Estimate to Complete the project from October 14th to the end date? PART C: Change Request Information A Manager within Information Technology Services has approached the project team with a change request. This Manager believes that a critical component of the COVID screening Tool should include the identification of which organizational building the employee is entering or will be working within. Some of the employees and contractors, due to the nature of their position, may visit or enter many buildings in a single day which would require the worker to submit a new COVID screen survey before entering each building as they move around the community. You request the IT Manager to submit a change request. You review the high-level change request with the Sponsor and key customer (HROD - Human Resources and Organizational Development). Both the Sponsor and HROD provide approval to explore the impact of this change request with the selected (but not yet contracted) solution provider - Esolutions Group. After reviewing the change request with Esolutions Group, the solution provider gives you the following feedback: a) This change request requires significant customization effort due to the number of buildings (110) and would also require an online interface to be built that would require multiple selections (e.g., by community/area) to limit the length of dropdowns to select the building options. b) Due to many Ontario organizations seeking Covid Screening solutions for workplaces due to the new Provincial legislation, this customization request could only be completed by the solution developers "as time permits" due to overall lack of resources due to current demands for "out of the box" Covid screening tools across Ontario. c) The solution provider estimates a timeline of a minimum of 2 full months (est 60 days) to complete this customization at an additional development cost of $10,000. Change Request Instructions Create a "High-Level" Impact Analysis on this Change Request as it relates to the project, to be presented to the Project Sponsor and key customer for a final change request decision. 1. Upon review with your project team (via a team meeting), the team has estimated that along with the 60 days the vendor has identified to complete the customization (as time permits), the internal project team would require a minimum of 8 additional days of effort. (The activities would include providing the building database, testing online and mobile apps for this feature, testing the administration interface with this feature, reporting defects, retesting, final acceptance and sign-off.) 2. The internal ITT costs associated with those 8 additional days of effort amount to $1,401.20. 3. Determine the impact on overall project costs by updating the cost variance table to include the change request. Your group will have two cost variance tables in your final assignment submission. Please title this one as "Change Request for Building Dropdown Included". Include this cost variance table. 4. Determine the impact on the project schedule and key milestones by identifying the updated cost and schedule baseline with this change request added to the project. Include the new baselines for cost and schedule 5. Would your group recommend this change request be aproved? Why or why not? Include your summary rationale on a slide in your PowerPoint presentation. PART D: Implementing a Gating System to Manage the Project and Procurement a) Using a copy of the original project Gantt chart, in Excel version, include a gating system to manage the project (next set of tasks, resources and possible vendor payments). Insert the recommended gates in the Excel Gantt chart by including a description of the Gate with 0 days/timeline (similar to a milestone). Include at least 5 gates into your project plan. 6P a TASK TABLE ASSIGNMENT TABLE BELOW \begin{tabular}{|c|c|c|} \hline Task Name & Work & Units \\ \hline Create Project Plan & 8h & 50% \\ \hline Research Solutions & 16h & 100% \\ \hline Create Requirements Traceability Matrix & 12h & 75% \\ \hline Create Requirements Traceability Matrix & 4h & 25% \\ \hline Create Cost Summaries and Options & 12h & 75% \\ \hline Create Cost Summaries and Options & 4h & 25% \\ \hline Review Options and short list & 0.8h & 10% \\ \hline Review Options and short list & 0.8h & 10% \\ \hline Perform Security and Legal Compliance Review & 12h & 30% \\ \hline Perform Security and Legal Compliance Review & 20h & 50% \\ \hline Perform Security and Legal Compliance Review & 8h & 20% \\ \hline Review Draft Contracts of Short-Listed Vendors & 6h & 25% \\ \hline Review Draft Contracts of Short-Listed Vendors & 7.2h & 30% \\ \hline Review Draft Contracts of Short-Listed Vendors & 7.2h & 30% \\ \hline Schedule Product Demos and Q\&A Sessions & 2h & 25% \\ \hline Conduct Demos, Q\&A Sessions, Select Solution & 6h & 25% \\ \hline Conduct Demos, Q\&A Sessions, Select Solution & 6h & 25% \\ \hline Conduct Demos, Q\&A Sessions, Select Solution & 7.2h & 30% \\ \hline Procurement: Review Final Contract for Selected Solution & ide QR Codes for Po & 20% \\ \hline Procurement: Review Final Contract for Selected Solution & 7.2h & 30% \\ \hline Procurement: Sign Contract & Oh & 100% \\ \hline Provide employee and contractor databases & 16h & 100% \\ \hline Vendor Configuration \& Implementation & 80h & 100% \\ \hline Provide QR Codes & 8h & 100% \\ \hline Test Online and Mobile Apps & 16h & 100% \\ \hline Test Online and Mobile Apps & 8h & 50% \\ \hline Test Online and Mobile Apps & 8h & 50% \\ \hline Test Sample Admin Interface \& Sample Reporting & 16h & 100% \\ \hline Report Defects & 2h & 25% \\ \hline Report Defects & 2.4h & 30% \\ \hline Vendor Defect Corrections & 8h & 100% \\ \hline Retest for Defect Corrections & 8h & 100% \\ \hline Retest for Defect Corrections & 4h & 50% \\ \hline Retest for Defect Corrections & 4h & 50% \\ \hline Solution Acceptance and Sign Off & 0.8h & 10% \\ \hline Solution Acceptance and Sign Off & 0.8h & 10% \\ \hline Solution Acceptance and Sign Off & 1.6h & 20% \\ \hline Solution Implementation Complete - Go Live & Oh & 100% \\ \hline Research Printing Options \& Costs & 4h & 25% \\ \hline Research Printing Options \& Costs & 16h & 100% \\ \hline Request Poster Information from HROD & 0.8h & 10% \\ \hline Design Poster with QR Codes (Draft) & 8h & 100% \\ \hline Review Draft/Revisions/Approval/Finalize Posters & 4h & 50% \\ \hline Review Draft/Revisions/Approval/Finalize Posters & 0.8h & 10% \\ \hline Review Draft/Revisions/Approval/Finalize Posters & 8h & 100% \\ \hline Send out for Print Production & 8h & 100% \\ \hline \end{tabular} 8P a g e