PROJ$6002$ Case Study Property Condition Program

Background

The State Government Department $($SGD$)$ uses an ERP called BiiP $($Building Integrated Information Program$)$ to store details of all buildings across the State Government building assets. New assets are entered into this system upon acquisition $($including new builds$)$ and follow a regular annual maintenance program to ensure that they are maintained to the highest possible standards, following regulatory and legislative requirements, with the aim of reducing rebuilding costs by effective and regular maintenance. Maintenance requirements are flagged in BiiP by regular building condition checks. The Building Condition check is currently carried out by internal staff, using a tablet to gather the data and submit directly to the BiiP system.

The Problem

Due to the increase in the number of building assets, and a reduction in the number of staff who carry out the building condition inspections, SGD have outsourced the BC checks and collection of initial condition data to be uploaded and imported to BiiP system.

Existing internal staff members will inspect a specific category of building assets and will continue to use the current tablet and upload directly to the BiiP system. These staff report to the Director of the Property Condition Program $($PCP$).$

As part of the outsource program, an external supplier $($WeCheck$)$ has been sourced via a tender process to deliver the following outcomes.

Develop a property condition data collection app which will be used on a supplier provided iPad tablet.

Recruit and train external property condition staff who will inspect SGD property assets and collect property collection data including photos of the condition of the property assets.

Download the collected data and photos to files which will be transferred to the SGD servers for validation and upload to BiiP.

Check data validity and convert the data to the SGD required format for upload and transfer to SGD servers.

The Director of PCP has requested that the Systems Development Department of SGD develop a protocol and applications that will collect the transferred data, validate it for accuracy, including the ability to view the photos and confirm that these match the data files, and submit the approved file for upload to the BiiP system. You have been appointed as the Project Manager and have been advised that this was initially considered to be an easy solution and did not require a Project Manager. However, since there has been no traction on the application from the SGD end and no confirmation that WeCheck have created a tool that will convert and upload valid data, the decision has been made to appoint a Project Manager, including a team of developer and testing staff to complete the project from the SGD end and complete testing of data that has been supplied by WeCheck. You have also been told that you will complete the project within $6$ weeks, as the Minister is asking for evidence of the costs of maintenance in $2$ months time.

The Developer Team Lead has discussed the requirements with the client team and mapped out the application from the SGD perspective, providing you with the flow of activities and modules. See Appendix $1$

Scope

Initial scope is to develop several modules to collect data which has been captured by the external entity and uploaded to shared cloud$-$based location $($SharePoint$)$ using XML format and batches of data. Folders will need to be created for data files, image files, data errors, error reports$)$

Each batch contains a header record containing the batch id$,$ the total number of records. Each recording within the batch contains the batch id concatenated with the record id$,$ along with output of a data collection tool exported in xml format.

Scope includes the following modules.

File pickup Module should check the batch and test the batch header to ensure that the same batch id is used within the whole batch and that the batch contains the correct number of records. An error log is generated for all error batches and the file is flagged as rejected. A confirmation email is generated and sent to PCP team as confirmation of successful batches. Move all error batches to an error folder. Move all successful batches to File validation folder.

Create an error folder for failed batch headers.

Create a folder for File validation records.

Create an error log$.$

Create a confirmation email.

File validation open the file validation folder and the records contained in the folder. Create a module which will test the records in each batch to match the field data formats for compliance.

Reject the full batch if data format errors are found.

Generate an error report containing record id and data format error details.

Move the rejected batch to the error folder.

Move the accepted files to the Desktop validation folder.

Create an error folder for validation error records.

Create a Desktop validation folder for records which are correct, ensure that the image files are associated with the passed records.

Generate errors in the error log$.$

Create a confirmation email.

Desktop validation Develop a desktop review module which lists all records ready for desktop review. The screen should be in similar format to BiiP view of Property condition. Allow records to be opened individually and allow open and download of associated photos.

Provide an accept or reject option, with comments for rejection.

Generate error report and upload error batches to error folder.

Develop a desktop review module.

Create an error folder for desktop validation errors records and attach image files and error comments.

General errors in the error log and include comments.

Create an accepted log for validation against records uploaded to BiiP

Data approval User selects the Approve option and schedules the file for upload to BiiP.

Files are uploaded overnight. Confirmation report is generated on successful upload of records to BiiP. Confirmation report is emailed to PCP team. Error log is generated and emailed to PCP team for failed uploads. Failed records are returned to Error folder for further review. These records should be available in Desktop Review module as Failed Upload records with error message attached.

Create error folder for failed uploads.

Create email for successful uploads.

Create email for failed uploads.

Reporting $-$ Successful transfer generates a confirmation message in Desktop Review Application, failed transfer generates a failure message in Desktop Review Application and creates an error log$.$

Create successful upload message in Desktop Review Application log

Create failed upload message in Desktop Review Application log

Further reports to be specified and generated post implementation.

Analyze the project from your own perspectives as up$-$and$-$coming project manager, You will devise subsidiary Project Management plans for Scope using the above Case Study provided,

PROVIDE INTEXT RESOURCES AND REFERENCE IN APA STYLE $7$TH EDITION WITH URL and provide external resources were applicable.

Write about $600$ words on this, and provide more information on each heading. Dont

SCOPE MANAGEMENT PLAN OVERVIEW

PROJECT SCOPE

Scope Description:

Project Deliverables:

Constraints:

Assumptions:

Product Acceptance Criteria or Definition of Done $($DoD$)$: