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Project Proposal and Implementation Plan Essay Sample

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Project Proposal and Implementation Plan Essay Sample

ACME Web Services Ltd(AWS) is pleased to provide Grand United Health Fund(GU) with the Web Development Project Proposal and Implementation Plan. In our response, we have outlined the core components of our design processes, technical solution and implementation approach which we believe will meet GU’s needs.

This document outlines the core components of the Web Solution, it analyses the approach, activities, resources and methodology to develop and deliver the solution. The redevelopment of the website was conceived in early 2004, to provide added benefits to members while also providing them with a differentiator. The website is expected to cater for members who wish to update or view their health fund related information as well as a portal for the latest health information.

The duration of this project is scheduled to be almost 29 weeks with final delivery in the August 2004. ACME has been appointed as the overall project manager while Phillip Berner (General Manager, GU) is the project sponsor.

3. Solution Concept

This section offers a high-level overview of the business objectives, project strategy, as well as an introduction into the approach we propose.

3.1. Background

GU is a 100% Australian company with assets of more than $100m, turnover in excess of $60m and a history of 150 years of care for their members(HREF 1). GU was founded on the principle of ‘mutual self-help’, meaning that they are driven entirely by their members’ needs. Their approach to health insurance attempts to change peoples’ perception of its value, with health cover that is an investment in health and well-being rather than just a cost linked to the possibility of a future illness.

3.2. Our Understanding of Your Requirements

Being a small player in the Australian Private Health Fund Industry, GU needed to provide value to their customer base, not just in health cover but also in associated services. In keeping with GU’s philosophy of being not just a health fund, it was decided to enhance the existing website to be a portal to health information.

The Board of Directors nominated a select team in mid 2003 to investigate the possibilities and generate a business case for future development. The key issues that needed to be addressed were

1. Reduce load on the call centre – thereby reducing costs

2. Increase profile and traffic to the website

3. Make the website an unique differentiator for the services that are provided

The team explored the myriad options available and after reviewing the risks and gains recommended that the Grand United website should be rebuilt to provide the following key benefits

1. Be a repository of independent health based information

2. Provide forums for online discussions

3. A Members’ Only area which allows current members to

a. Access their personal information

b. Make changes to their policy

c. Make Claims

d. Review their Limit Availability

These changes would serve as an incentive to members to visit the website, not just when they want to make a claim, but also to gain the latest health news and information. It would also reduce the dependency on the call centre by providing members with the ability to make their changes online at a time convenient to them, thereby providing more value while also strengthening the brand.

3.3. Our Vision

Competition in today’s global business environment has increased pressure on companies to demonstrate profitability through reducing costs and increasing efficiency. As a result organisations in all industries are being forced to re-evaluate their way of conducting business. Collaborative tools and services, streamlined electronic processes and procedures, and enabled knowledge capture tools are becoming key technology differentiators to help companies achieve these goals.

From our experience, a key challenge in any web solution development solution is ensuring that the initial architecture and problem definition is sound. To do this, one needs to consider a range of systems and their impact on the environment.

3.4. Our Solution

AWS will assist GU in the development, implementation and maintenance of a web solution and drive the process of scoping and prioritising the requirements that have been identified thus far. AWS will provide a solution and templates for the initial roll-out based on the functionality specified. It is envisaged that users and administrators from GU would then be trained in the administration and key functionality to allow them to self-manage and expand the solution.

The solution will include the following steps which are described in more detail in the following section

Table 1: Proposed Methodology

4. Overview of Solution

4.1. Overview of Our Approach

Our Approach is intended to place the technology in the hands of your users to enable a staged platform for the further development and use of the solution. Once deployed AWS will work alongside the GU users to ensure the business benefits achievable is maximised.

4.1.1. Phase 1 – Finalise Functionality

Phase 1 will involve gathering information in relation to the functionality and scope of the solution. The data will be collected via targeted workshops designed to draw the requirements from the primary stakeholders, who understand the nature and type of information used by GU. It will also include focus groups consisting of GU members, to provide an insight into the functionality that users will require.

On completion of Phase 1, we will have produced the initial specifications and finalised the outline of the solution along with the taxonomies required to meet the needs of the organisation. This phase will extensively define the sections that will be developed along with specific project solution related constraints and limitations.

4.1.2. Phase 2: Development of Solution

Based on the findings and functionality defined in Phase 1, this phase will involve the development of the solution. This will allow the website to be custom fit to GU’s specific requirements and will provide the ideal scenario for ensuring that business efficiency targets have been met.

The development will be conducted by AWS through a combination of work on-site and work performed at our facilities and the primary deliverables can be categorized as follows

1. Brochure Sub Site – This will contain information on the various policies as well as generic fund information.

2. Health Portal Sub Site – With research and information from a wide range of sources, this section will aim to contain the latest breaking news relevant to the health industry.

3. Member Sub Site – Probably the most detailed section, which will allow members the ability to manage their health fund details including, among other features

a. Policy and Fund Details

b. Claims

c. Personal Information

d. Limit Availability

While the final solution will be accessible from the internet, a large chunk of the development will be based on backend functionality. This will primarily involve integration of the website with the existing Member Database.

The end of phase two will signal a significant milestone in the project where nominated users can be invited to participate in the use and evaluation of the system.

4.1.3. Phase 3: Training and Handover

On completion of the development of the solution AWS will conduct workshops to train the users and administrators from GU. The focus of this phase is to ensure that GU is well acquainted with the functionality and workings of the solution and are capable to manage and administer it. The training will include

1. Overview of the solution developed and its functionality

2. Understand creation and management of data

3. Review common administrative tasks

4. Perform site maintenance

4.1.4. Phase 4: User Acceptance Testing

GU will, at this point, have the opportunity to extensively test and assess the functionality developed prior to deployment. This testing will need to be conducted in AWS’s Canberra premises and AWS will make a suitable environment available for this phase. This phase will give GU a chance to ensure that the final solution corresponds to the functionality defined in Phase 1.

4.1.5. Phase 5 – Installation and Configuration

AWS will make available a suitably qualified resource to liaise and manage the initial installation and configuration of the solution as tested and approved by GU, thereby providing a platform for internal use of the rich functionality and capabilities that have been built. Some aspects of Phase 5 may be carried out in parallel with Phase 2.

It is to be noted, that at this point, the solution will contain all the functionality previously defined in Phase 1 but will be devoid of any content.

4.1.6. Phase 6 – Ongoing Support and Maintenance

The development and deployment of the initial solution is only the first step in the collaborative streamlining of electronic processes and procedures to enhance knowledge capture and data management. The primary reason for the failure of any solution is stagnation, where it fails to keep up and adapt to an organisations’ changing needs and processes. Oftentimes solutions languish since it no longer serves the users basic requirements.

It is imperative that as the usage of the reporting services grows, GU constantly assess and update the solution to ensure it continues to offer the required tools. AWS recommends that GU consider a maintenance agreement whereby they gain access to the expertise and proficiency of a technology specialist to assist them with updates and changes to the solution.

This allows GU to leverage our knowledge and expertise and lessons learned from similar implementations. It is a proactive, rather than reactive, approach to updates and enhancements.

4.2. Key Activities and Deliverables

Following are the key activities identified to deliver the project.

Table 2: List of Proposed Activities

4.3. The Project Team

The planning, development and delivery of the final web solution will be conducted by a combination of staff from AWS and GU. The following is a listing of the resources that will be part of the project team.

Table 3: The Project Team

4.4. Assumptions and Dependencies

4.4.1. Project Assumptions

The following general project assumptions have been made:

1. Project Updates will be conducted by the project manager and the resulting reports will be circulated among all members of the Project team on a fortnightly basis.

2. AWS will complete the work described through a combination of work on-site and work performed at our facilities; accordingly, GU will make the necessary services and facilities available to TGWS at the commencement of the project.

3. The solution will be developed in Canberra, and all project team members will need to be available between 8 am and 5 pm (1 hour for lunch) every day for 5 days each week. Relevant public holidays for the year have been included in all project documents and no further leave will be available.

4. GU will be responsible for scheduling the interviews/workshops, making rooms available, and ensuring that the necessary individuals attend.

5. Exactly how much can be achieved in the period will primarily depend on the commitment of GU stakeholders and how quickly requirements can be validated and agreed.

6. GU will make available appropriate internal technical staff to ensure access to network resources and servers where it is relevant to the nature of the project.

4.4.2. Project Scope Assumptions

The following assumptions on project scope have been made:

1. The detailed technical and visual design for the solution will be the deliverable of Phase 1 of the project.

2. It is to be noted that the solution implemented in Phase 5 will consist only of the solution and no historical content. This content would need to be entered by GU.

3. The completion of Phase 5 is dependant on external sources and AWS cannot be held responsible for delays outside their control.

4. If the project is not deployed due to circumstances external to AWS’s realm of control, the project will be deemed concluded on completion of Phase 4.

If any of these assumptions are not met, the project schedule and cost may be affected.

4.4.3. Exclusions

The project scope has the following exclusions:

1. The development of any functionality not defined explicitly in Phase 1.

2. The provision of any training services by AWS over and above those defined in Phase 3.

3. Explicit training requirements by GU, i.e. scheduled vendor software
oriented courses

4. Ongoing maintenance and support of the product and environment over and above those defined in Phase 6.

5. Attending to daily support issues

If GU requires AWS to provide any of these excluded services, the project schedule and cost will be affected.

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