Final Project Documentation for Video Game Delivery Project Prepared by:Video Game Delivery Project TeamDate:6/21/04 I. Project description The Video Game Delivery Project is a case study our group chose, that attempts to establish a website in which customers can pay a monthly membership fee. Included in that fee, would be an unlimited ability to rent video games through our website.
Also included, will be dependable shipping service, both to and from the customer. We have done market research to find out how what our market climate looks like.The key to our web based application will be to ensure that it is entirely user friendly. The website will have a strong search engine, and will supply a vast variety of video games to its customers. II. Project proposal and backup data (request for proposal, statement of work, proposalcorrespondence, and so on) (See Part 2: Task 5, on project website, for Gantt Chart) Project Charter Project Title: Video Game Delivery Project Project Start Date: April 24, 2004 Project Finish Date: May 25, 2005Project Manager: Lisa Webb Project objectives: The main objective of this project is to develop a web based application that will provide video game rental and delivery service on a monthly rental basis. The characteristic of the system must include user-friendliness, that will provide access anytime, in several languages. Additional features that will accommodate customer needs include delivery tracking and free video game return.
Approach: • We will perform an evaluation on similar website applications. We will conduct marketing research on the present market conditions for video game delivery. • We will consult an IT team to find how difficult adding referral tracking to the website may be. • We will develop a user-friendly website that will provide updated, comprehensive video game information to our customers. • We will recommend using similar method for shipping such as US Postal Service, First Class Mail and Federal Express for international shipping. • We will add a feature for customer feedback and reviews of the games. ROLES AND RESPONSIBILTIES: NAME |ROLES |RESPONSIBILTY | |Lisa Webb |Project manager/IT Specialist |Plan and execute project | |Richard Smith |IT Specialist |Web design | |Sara Anderson |Marketing Specialist |Conduct market research. |Todd Newman |Marketing Specialist |Assistant to Sara will provide report and issues on the | | | |project.
| |Alex Snyder |Purchasing Specialist |Assist in purchasing software | |Lori Spellman |Project Sponsor |Provide direction and monitoring |Sign-Off: (Signature of all the stakeholders. Can sign by their names in table above. ) Comments: _____________________________________________________________________________ Scope Statement |Project Title: Video Game Delivery Project | |Date: 5/14/04 Prepared by: Lisa, Project Manager | |Project Justification: |The Video Game Delivery Project will be the creation of a user-friendly web-based application. The application will be put to use | |for providing video game rental service over the Internet, for a monthly fee. The project will attempt to offer a wide range of | |games, from educational to entertaining. The use and success of this application will produce a great deal of revenue for the Video| |game rental service.
|Product Characteristics and Requirements: | |User-friendly application | |Ability to search games by various characteristics | |Site must provide customer reviews | |Should allow users to order games | |Site will allow users to track shipping status | |Site should track referrals from various sources | |Site should accept various payment methods | |Site should have ability to track customer usage patterns | |Summary of Project Deliverables | |Project management-related deliverables: business case, charter, team contract, scope statement, WBS, schedule, cost baseline, | |status reports, final project presentation, final project report, lessons-learned report, and any other documents required to | |manage the project. |Product-related deliverables: | |Ability to accept alternate payment options | |Provide customer reviews on website | |Be available to international customer base | |Support various languages | |Site should “remember” returning users name/password | |Demographic collection tool incorporated into customer registration |Comprehensive search tool | |Easy and reliable shipping | |Shipping tracking option | |User-friendliness in all its features | |Project Success Criteria: In order for the project to be successful, it should meet all of the product characteristics and | |requirements listed above. The project team will succeed if they can adhere to the team contract and attempt to stay on track with | |the WBS and Gantt chart that has been created. The site will offer a unique service to its customers.
It has the opportunity to | |gain a large customer base if its application can successfully provide the deliverables mentioned above, in a user friendly manner. | |There are similar applications on the market, however this application will attempt to pull the best features from existing | |applications and roll it all into its application. The project will be a success if this can be accomplished. | | | | | | | | _________________________________________________________________________________ Statement of Work for Video Game Delivery Project Prepared by:Heather S. GambleDate: 6/21/04 I. Scope of Work: Website will be created that will offer web based application to support video game rentals to customers for monthly fee.
The system will have to be user friendly, provide a strong search engine for customers to search for games, provide reviews of games, allow for a tracking system on videos travelling to and from customers. They system should also be able to keep track of useage patterns and display advertisements. II.
Location of Work: The work for this project will mainly be performed off site, at the software developing company. Once the project is finished it will be installed and tested at the customer’s headquarters. III. Period of Performance: Project will begin on 4/17/04 and end on 4/17/05. $250,000. 00 will be allocated over the year to our team members for their labor.
Project Manager will be paid $80. 00 / hour for approx. 1000 hours over the course of the project.Please see below: |Project Members |Total Working Hour for the Project |Hourly Rate | |Lisa (the project manager) |1000 |$80 | |Richard |875 |$80 | |Sara |800 |$50 | |Todd |800 |$50 | |Alex |800 |$25 | IV. Deliverables Schedule: Deliverables will include: V. Applicable Standards: We will adhere to all Software development industry standards in the development of our software. VI.
Acceptance Criteria: If projects deliverables meet specified requirements in the project description, we will consider the project to meet criteria to the buyer. VII.Special Requirements: All Team members should have a bachelor’s degree, preferably. Project Manager should be PMP certified. __________________________________________________________________________ III. Original and revised contract information and client acceptance documents Client Acceptance/Project Completion Form Project Name:Video Game Delivery Project Project Manager:Lisa Webb I (We), the undersigned, acknowledge and accept delivery of the work completed for this project on behalf of our organization. My (Our) signature(s) attest to my (our) agreement that this project has been completed.
No further work should be done on this project. Name |Title |Signature |Date | |Joe Smith |VP | |6/21/04 | |Vince Cruise |Personnel mgr | |6/21/04 | |Eli Hopper |Senior Analyst | |6/21/04 | 1. Was this project completed to your satisfaction? Yes XNo 2.
Please provide the main reasons for your satisfaction or dissatisfaction with this project. This project has met all tasks to our satisfaction. We are a bit disappointed that a $100,000. 0 increase was required but we understand that with the sophisticated nature of the application would warrant additional spending.
3. Please provide suggestions on how our organization could improve its project delivery capability in the future. Perhaps trying hard to work more as a team so that our senior management does not have to deal with individuals who may be operating on their own behalf as opposed to the team. Team communication before coming to senior management in preferable. Thank you for your inputs. _________________________________________________________________________________ IV. Original and revised project plans and schedules (WBS, Gantt charts and networkdiagrams, cost estimates, communications management plan, etc.
)VIDEO GAME DELIVERY PROJECT WORK BREAKDOWN STRUCTURE May 18, 2004 1. Initiating 1. Select Project 2. Select Project Team 3. Prepare weighted decision matrix 4. Prepare scope statement 5. Prepare business case analysis 6.
Prepare team contract 7. Prepare project charter 8. Meeting with the sponsor 2.
Planning 2. 1 Create project plan 2. 2 Kickoff meeting 2.
2. 1 Discuss current project plan 2. Discuss the website features 3. Divide specific project tasks 4. Discuss dream team for this project 2. 3 Develop team contract 2. 3 Develop scope statement for the project 2. 4 Create work breakdown structure 2.
5 Create Gantt chart 2. 6 Create network diagram 2. Create probability/impact matrix 2.
8 Create a list of prioritized risks for the project 3. Executing 1. Set up website for project game delivery 1. Obtain web location (URL) 2. Lay out web site 2. Establish a detail budget outline for the project 3. Meeting schedule with project team member 4.
Prepare monthly progress report 5. Prepare milestone report 4. Controlling 1. Status report 1 2. Control Changes 4.
2. 1 Update the business case 1. Calculate new financial analysis for the project 3. Status report 2 5. Closing 1. Prepare final presentation 2. Prepare lesson learned report 3. Prepare final project report 4.
Project completion | | |FINANCIAL ANALYSIS FOR VIDEO GAME DELIVERY PROJECT | |Created by: Olivia Morris | | |Date: May 5, 2004 | | | | |Discount Rate 7% | | |YEAR | | | | | | | | | | |Year 1 |Year 2 |Year 3 |Total | | | | | |Cost | | |600,000 |720,000 |720,000 | | | | | | |Discount factor | |0. 93 |0. 87 |0. 2 | | | | | | |Discounted Costs | |558,000 |626,400 |590,400 |1,774,800 | | | | | | | | | | | | | | | | | |Benefits | | |1,000,000 |2,000,000 |2,000,000 | | | | | | |Discount factor | |0. 93 |0. 87 |0. 2 | | | | | | |Discounted Benefits | |930,000 |1,740,000 |1,640,000 |4,310,000 | | | | | | | | | | | | | | | | | |Discount benefits-costs |372,000 |1,113,600 |1,049,600 |2,535,200 |NPV | | | | |Cumulative – costs | |372,000 |1,485,600 |2,535,200 | | | | | | | | | | | | | | | | | | |ROI |142% | |Payback start at Year 1 | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | Business Case for Video Game Delivery Project Date: April 24, 2004 Prepared by: Olivia |1. 0 Introduction/Background | |The international marketing and distribution company decided to provide monthly video game rental as a result of its market research.
The | |VP marketing, Lori, believes that there’s opportunities related to the growing video game market and can increase business by providing | |product and services primarily through the internet. | |2. Business Objective: | |The international marketing company’s main objective is to look into the feasibility of setting up online sports related and educational | |game rental service that is profitable, reliable and user-friendly. | |3. 0 Current Situation and Problem/Opportunity Statement | |The international marketing company is currently involved in developing a web based application and support structure to provide customers | |with video games on a monthly rental basis.
There’s an opportunity of expanding the market internationally by making the product and | |services available in several languages. |4. 0 Critical Assumption and Constraints | |The proposed video game delivery project must be a valuable asset to the company. The project manager must lead the effort and project team| |must fully cooperate within the organization for the completion of the project. Making this website an international one will most likely | |add an element of difficulty especially when we address payment and shipping method.
International availability was weighted at 7% and this| |was perceived during the initial review as broadening the scope of the project.Potentially adding multiple layers of complexity to the web| |site, as it will need to be functional in additional languages and financial transactions among different types of currencies. | |5. 0 Analysis of Option and Recommendation | |There are three options for addressing this opportunity: | |Focus nationally first during initial implementation. We have to perceive how the market reacts and how marketing spending allocations are | |most effective.
| |Customization of software using web-based application by ABC Corp will save time instead of developing it on our own. | |6. Preliminary Project Requirements | |The main features of the video game delivery project include the following: | |The system must be user-friendly; users must be able to search for specific games by platforms, age and gender appropriateness, customer | |views and most of all it can be access on several different languages. | |The games should be focus on educational and sport related video games. | |The system must provide tracking. Users must be able to access their video orders and return. | |Ability to accept payment methods or payment on-line such as automated credit card, school payments system, check and credit cards and | |provide reviews of the games before purchase.
| |7. Budget Estimate and Financial Analysis | |The initial estimate budget for the entire project is $500,000. The actual budget for the software is 250,000; however after four months of| |developing the software, an increase cost of $100,000 in customizing the software is necessary.
The actual budget exceeds the initial | |budget by 100,000. Exhibit B shows the updated information of the current change in the actual customization of software which exceed by | |100,000 over the regular budget. The NPV decrease by 65% at 1,647,800; the payback start in the second year and the discounted ROI based on| |three years life system has decrease but still a decent figures at 62%. | |8. Schedule Estimate | |The sponsor requested that the project should be completed within 12 months.
We will assume the system will have a useful life of three | |years. | |9. 0 Potential Risks | |There are few risks implicated in this project. The main risk is providing the service internationally; this may lead to a certain | |difficulty in the customization of the software and some features to be considered are languages, payment methods, currency, shipping and | |tracking etc. There are several marketing issues involved such as current market situation in different countries, availability of | |computers, number of actual people utilizes computers, market trend etc. | |10. Exhibits | |Exhibit B: Revised Financial Analysis | Business Case for Video Game Delivery Project Date: May 20, 2004 Prepared by: Olivia |1.
0 Introduction/Background | |The international marketing and distribution company decided to provide monthly video game rental as a result of its market research. The | |VP marketing, Lori, believes that there’s opportunities related to the growing video game market and can increase business by providing | |product and services primarily through the internet. | |2. Business Objective: | |The international marketing company’s main objective is to look into the feasibility of setting up online sports related and educational | |game rental service that is profitable, reliable and user-friendly. | |3. 0 Current Situation and Problem/Opportunity Statement | |The international marketing company is currently involved in developing a web based application and support structure to provide customers | |with video games on a monthly rental basis.
There’s an opportunity of expanding the market internationally by making the product and | |services available in several languages. |4. 0 Critical Assumption and Constraints | |The proposed video game delivery project must be a valuable asset to the company. The project manager must lead the effort and project team| |must fully cooperate within the organization for the completion of the project. Making this website an international one will most likely | |add an element of difficulty especially when we address payment and shipping method. International availability was weighted at 7% and this| |was perceived during the initial review as broadening the scope of the project.
Potentially adding multiple layers of complexity to the web| |site, as it will need to be functional in additional languages and financial transactions among different types of currencies. | |5. 0 Analysis of Option and Recommendation | |There are three options for addressing this opportunity: | |Focus nationally first during initial implementation. We have to perceive how the market reacts and how marketing spending allocations are | |most effective. | |Customization of software using web-based application by ABC Corp will save time instead of developing it on our own. | |6.
Preliminary Project Requirements | |The main features of the video game delivery project include the following: | |The system must be user-friendly; users must be able to search for specific games by platforms, age and gender appropriateness, customer | |views and most of all it can be access on several different languages. | |The games should be focus on educational and sport related video games. | |The system must provide tracking. Users must be able to access their video orders and return. | |Ability to accept payment methods or payment on-line such as automated credit card, school payments system, check and credit cards and | |provide reviews of the games before purchase.
| |7. Budget Estimate and Financial Analysis | |The initial estimate budget for the entire project is $500,000. The actual budget for the software is 250,000; however after four months of| |developing the software, an increase cost of $100,000 in customizing the software is necessary.
The actual budget exceeds the initial | |budget by 100,000. Exhibit B shows the updated information of the current change in the actual customization of software which exceed by | |100,000 over the regular budget. The NPV has slightly decreased by 2,442,200; the payback start within the first year and the ROI has | |decreased by 11% which is at 131% and still a decent figure and gives an excellent reason to still continue the project. | |8. Schedule Estimate | |The sponsor requested that the project should be completed within 12 months. We will assume the system will have a useful life of three | |years.
| |9. 0 Potential Risks | |There are few risks implicated in this project. The main risk is providing the service internationally; this may lead to a certain | |difficulty in the customization of the software and some features to be considered are languages, payment methods, currency, shipping and | |tracking etc.
There are several marketing issues involved such as current market situation in different countries, availability of | |computers, number of actual people utilizes computers, market trend etc. | |10. 0 Exhibits | |Exhibit B: Revised Financial Analysis | _____________________________________________________________________________ Team Contract Project Name: Video Game Delivery Project Project Team Members Names and Sign-off: Name |Sign-off on Team Contract | |Lisa | | |Richard | | |Sara | | |Todd | | |Alex | | Code of Conduct: As a project team, we will: • Communicate in a respectful manner with each other • Adhere to our established communciation plan • Adhere to time lines ; notify group if this is not possible • Notify work as immediately if it is discovered that we will not be on time with assignments; so that alternate plans can be made. Participation: We will: • Each member will share his or her input on team decisions • Ask each other for assistance if necessary • Hold team meetings at scheduled times with all team members Communication: We will: Meet weekly on Thursday afternoons • Send e-mails to each other as needed ; copy rest of team members on our e-mails, so that they are aware of any changes. • Hold telephone conference calls with each other if weekly meetings are not possible • Immediately notify all team members if a person finds out he or she cannot attend a scheduled meeting. Problem Solving: We will: • Identify problems/opportunities for improvement as they arise • Share with team members any problems that we identify • Work on reaching solutions together • Directly address any concerns we have with the team proactively Meeting Guidelines: We will: • Meet weekly • Meet quarterly with our sponsor Have an assigned person take meeting minutes throughout the meeting.
V. Design documents : N/A, none created VI. Final project report (Note: This report should briefly describe the whole project. Why did you do this project? What did you produce? Was the project a success or not? What project management tools did you use, and did they help? What went right on the project? What went wrong on the project? What did your team learn by working on this project? Refer to attachments with key project deliverables. The Video Game Delivery Project is a project of ABC Corp, which will establish a website in which customers can pay a monthly membership fee.
Included in that fee, would be an unlimited ability to rent video games through our website. Also included, will be dependable shipping service, both to and from the customer. The key to the web based application will be to ensure that it is entirely user friendly.
The website will have a strong search engine, and will supply a vast variety of video games to its customers (See Section VII. , Deliverables). This project was created after performing Market research and realizing that there was a customer base who would be responsive to this type of Web based service for video games.
We produced a website as described above, which included the deliverables described in section VII.The project was a success in many ways, as it was completed on time and within the allocated budget that was approved for us. However, the software did not make the language requirements and has limited capablities for collecting and analyzing data from customers. The team used Microsoft Project Gantt charts and Network diagrams, Excel, and Templates from the web to help keep itself organized. What went right on the project was finding a replacement for our purchasing specialist. Being able to choose our team members also was a benefit to the project. Also, our team members were consistent in executing their tasks independently and asking for help when needed.
As for what went wrong on the project, Project manager and team members concentrated mostly on technical information of the project and product related deliverables weren’t executed properly; some of the functionality demand by project sponsor wasn’t successfully incorporated in the software. The lack of market research and other business issues related on this project was very crucial, we need to know the market and how this will affect our business if its done internationally and also the information on how the market behave oversea. Project manager didn’t consult with the sponsor on making decision on eliminating the most important deliverables of the software. The lessons our team learned include the following: The main lesson we learned include the following: Having a good project manager is responsible for having the project done successfully. The schedules task for each team member was organized properly by the project manager. • Communication was crucial. It really helps a lot to get to know each team members’ opinion, discussion and meetings. It was also useful to follow a team contract.
We communicate by email and we’re open for team member ideas on how are we going to improve our project. • Organizational of project structure was really valuable. Having developed a good project charter, scope statement, WBS and organizing schedule for each tasks has done tremendous help in accomplishing our goal. • Teamwork was beneficial for this project.We worked together as a team and keep one another in contact in case problems arise in some of team member tasks.
The Project sponsor was very supportive throughout the project. VII. Deliverables, as appropriate Product-related deliverables: • Ability to accept alternate payment options • Provide customer reviews on website • Be available to international customer base • Support various languages • Site should “remember” returning users name/password • Demographic collection tool incorporated into customer registration • Comprehensive search tool • Easy and reliable shipping • Shipping tracking option • User-friendliness in all its features VIII. Audit reports (N/A) IX. Lessons learned reports Lessons Learned Report Prepared by: Olivia Morris Date: June 20, 2004 | |Project Name: Video Game Delivery Project | |Project Sponsor: Lori Spellman | |Project Manager: Lisa Webb | |Project Dates: April 26, 2004 – April 28, 2005 | |Final Budget: $620,000.
00 (see below) | |1. Did the project meet scope, time and cost goals? |We did meet the time goals for the project, however, for the scope of the project there are couple of functionality was planned for product | |requirements that was eliminated by our project manager. The system was accessible only in English and has very limited capabilities for | |collecting and analyzing customers buying patterns. In cost goal, we had to request additional $100,000 for software customization, which the| |sponsor approved but after the work was done the overall cost is $120,000 that exceeds the revised budget. | | | |2. What was the success criteria listed in the project scope statement? |Our goal for project success criteria under our project scope statement that in order for this project to be successful, it should meet all | |of the products characteristic and requirements listed above.
The project team will succeed if they can adhere to the team contract and | |attempt to stay on track with the WBS and Gantt chart that has been created. The sites will offer a unique service to its customers. It has | |the opportunity to gain a large customer base if its application can successfully provide product deliverables in a user friendly manner. | |There are similar applications on the market, however this application will attempt to pull the best features from existing applications and | |roll it all into its application.
The project will be a success if this can be accomplished. | | | |3. Reflect on whether or not you met the project success criteria. | |No, we have not met all the requirements for the project success criteria. The ability to search in different languages and limited | |capabilities for collecting and analyzing data from the customers had put various difficulties in building this software.
However, we can | |provide follow on this project and continue working on each difficulties, in doing so we will need more time. | |4. In terms of managing the project, what were the main lessons your team learned? |The main lesson we learned include the following: | |Having a good project manager is responsible for having the project done successfully. The schedules task for each team member was organized | |properly by the project manager.
| |Communication was crucial. It really helps a lot to get to know each team members’ opinion, discussion and meetings. It was also useful to | |follow a team contract. We communicate by email and we’re open for team member ideas on how are we going to improve our project.
| |Organizational of project structure was really valuable.Having developed a good project charter, scope statement, WBS and organizing | |schedule for each tasks has done tremendous help in accomplishing our goal. | |Teamwork was beneficial for this project. We worked together as a team and keep one another in contact in case problems arise in some of team| |member tasks.
| |Project sponsor was very supportive throughout the project. | |5. Describe one example of what went right on this project. | |Finding a replacement for our purchasing specialist was one of the significant factors because we needed someone that is cooperative with our| |supplier. We didn’t want any conflict in the long-run because it might cause delay on the customization of software.Having put or pick my | |own project team member was very useful in the success of this project.
Most of our project team members were able to execute their tasks and| |creating the work breakdown structure was really helpful because it defines the total scope of the project and it provides the breakdown of | |what needed to be accomplished. | |6. Describe one example of what went wrong with project. | |Project manager and team members concentrated mostly on technical information of the project and product related deliverables weren’t | |executed properly; some of the functionality demand by project sponsor wasn’t successfully incorporated in the software.The lack of market | |research and other business issues related on this project was very crucial, we need to know the market and how this will affect our business| |if its done internationally and also the information on how the market behave oversea. Project manager didn’t consult with the sponsor on | |making decision on eliminating the most important deliverables of the software. | |7. What will you do differently on the next project based on your experience working on this project? | |I think one issue will be doing a research on that particular project.
I will instigate more on communicating with project sponsor if we | |can’t follow some of the deliverables. In doing so, they might extend the due date for the project so we can deliver the appropriate | |deliverables require.The most important thing that I learned on this project was how to use project management skills. I learned the | |importance of scope statements and how they lay out general guidelines. I also learned the importance of having communication plan with team | |member was crucial for the project. | X.
Communication Material Monthly Status Report: I. Accomplishments for the month of May: We have planned how to provide each function on the project’s website application. We’ve prepared a Weighted Decision Matrix, created a team and assigned a Project Manager. We have also prepared the Scope Statement, Business Case Analysis and Project Charter.We’ve created the “Dream Team”, outlined the budget, and created: Team Contract, Work Breakdown Structure, Gantt chart and Probability/ Impact Matrix.
II. Plane for June: Monthly Progress report, address our team’s immediate issues and concerns, prepare a Milestone report based on the Gantt chart, describe and document our potential strategies, update the Business Case, Lesson Learned report, report on what went wrong and what went right, complete our Final Project report and Final Presentation. III. Issues: the budget plan for the software customization was small and the supplier informed the team that the customization will cost an additional $ 100,000.One of the team members has gone to the senior management and suggest terminating the supplier. IV.
Project change: So far the project has not had any changes. We might have had to change if Senior Management did not approve the additional money we requested. I. Accomplishments for the month of June: We have adddressed the issues that arose between Ryan and the supplier. Ryan has successfully been replaced by Mary, a purchasing expert from our company. We presented our progress presentation to senior management. We also prepared a milestone report for our project’s status to date. We created an updated business case.
The investment has been increased by $100,000. 00.Project has also been completed. We will present the results of it in a Power Point slide to senior management. II. Plan for July: N/A, project is complete III.
Issues: The investment got increased by $100,000. 00. The new estimate suggests that operating costs will be 50% more than the previous year also. We talked with Ryan about his issues that came up and replaced him with Mary. We also made a plan to prevent any scope creep or cost increases.
IV. Project change: The $100,000. 00 investment caused us to create an updated business case and increased our operating costs by 50%. We also had a change in purchasing specialists, as Mary has replaced Ryan.
