Trinidad Auditing company is a small business that provides auditing services to several clients in Trinidad and Tobago. Trinidad Auditing company...
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1. Develop a Work Breakdown Structure and Responsibility Assignment Matrix for the following project. 

Trinidad Auditing company is a small business that provides auditing services to several clients in Trinidad and Tobago. Trinidad Auditing company has decided its time to install an Office suite of productivity software e.g. word processor, spreadsheet, to provide the right tools which employees need to do their jobs successfully. The Project Management Office (PMO) manager has hired you specifically to be the project manager on this project. Trinidad Auditing company has identified the following high-level deliverables and provided them to you on a project task description form:

..............................................................................................................................

Project Task Description Form Project Name: Office Installation Project


Project Code: IT001'


Project Manager: Priya Lutchman


Deliverables:

1. Identify end-user needs

2. Gain approval for the project to proceed

3. Prepare request for proposal documentation

4. Issue RFP and solicit vendors

5. Analyze proposals and the select winning vendor

6. Installation by the vendor

7. Project closeout


Version no: 1


Date: May 2021


Resources Required

Internal

Administration - CEO

William Hernandez


IT Department

John Munroe - IT Manager

Susan Fray - IT Support Officer

Derrick Lows - IT Technician


Finance Department

Karen Wingham - Finance Manager

Sarah Ali - AR / AP Officer


Auditing Department

Rob Ali - Auditing Manager

Jessel Singh - Auditor 1


Sales,

Bob Dylan - Sales Manager

Sarah Mohammed - Sales Officer


Human Resources

Karen Bridgelal - HR Manager

Lisa Singh - HR Coordinator


Project Management Office

Lisa Williams - PMO Manager

Project Manager - Priya Lutchman


End Users

All Employees


External

IT Company Mozo Technical Resource - Jason Hartley


After discussing with the PMO manager, you learn that each deliverable has several subtasks which are as follows: Under your first deliverable, you are required to interview end-users to specifically find out what their needs are, documenting these findings on your laptop computer, and preparing a report which details the specific common needs required by end-users and submits this report to the PMO Manager. This leads into your second deliverable as you will seek to get buy-in and end-user support for the new office project from all the relevant departmental managers. This will require you to host and conduct meetings to obtain buy-in and support by notifying all the company departmental managers (Administration, Auditing, Sales, Information Technology, Human Resources, Finance, Project Management) of the meeting and discussing the project scope and documentation in each meeting and finally obtaining final sign-off and approval from the CEO, William Hernandez to proceed with the project. During the meeting with the IT Department, John Munroe the IT Manager informs you that they do not have the technical resources or capacity to execute this project. Therefore, your next deliverable would be to meet with the IT department team to request that they document a Request For Proposal (RFP) which should document the technical details/needs of the organization for the project. Note that John Munroe (IT Manager) is responsible for this task but you will need support from Susan Fray (IT Support Officer), Derrick Lows (IT Technician) as well as notify Karen Wingham (Finance Manager). You will finally get approval from John Munroe (IT Manager) to proceed to issue the RFP and solicit a vendor to perform the install. You will also keep your own manager notified of your progress to this point. For your fourth deliverable, you will have to delegate members to form a selection committee, then develop selection criteria and finally issue the RFP online. At this stage, you are responsible for these tasks but you have to keep your manager and the IT Manger notified. For your next deliverable, you will be responsible for receiving the proposals and passing the proposals to Karen Wingham (Finance Manager), John Munroe (IT Manager) and Lisa Williams (PMO Manager) who have graciously accepted to serve on the selection committee to evaluate the proposals you have received. Once the selection committee selects a winning vendor, you will be responsible to notify the winning vendor. IT Company Mozo has been selected to perform the installation of office and technical resource - Jason Hartley, has been assigned to work with you on this. Under your fifth deliverable, you and Jason will develop an installation plan. Next, Jason with support from IT, Susan Fray (IT Support Officer), and Derrick Lows (IT Technician) will prepare computers for the installation culminating with installing office on all computers. Finally, you will be responsible for notifying all employees of the conduct of training sessions on the newly installed software and finally, training sessions will be conducted by Jason Hartley. Your final deliverable involves you conducting project closeout meetings with your manager, John Munroe (IT Manager), and IT Company Mozo Jason Hartley. You will be finally responsible for documenting the project's lessons learned and collating all documents and filing them away in the document management system

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