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Project Management in the Business Environment

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Introduction

Final Project Plan: DDRS-B for DISA Brenda Allison Project Management in the Business Environment (MGT 573) James Hutcherson September 8, 2004 Final Project Plan: DDRS-B for DISA Project management is a carefully planned and organized effort to accomplish a specific goal. It includes developing a project plan and objectives, specifying tasks, preparing budgets, and timelines (http://www.mapnp.prg/library/ plan_dec/project/ project.htm). The use of project management processes can provide the Defense Finance and Accounting Service (DFAS) with techniques needed to eliminate obsolete financial systems. The DFAS is responsible for reporting all finance and accounting functions for the Department of Defense (DoD). Problem Statement Multiple finance and accounting automated information systems have been used to maintain identical financial functions and processes in the DoD. Considerable cost has been incurred for the last two decades as a result of government agencies not optimizing resources. The Defense Departmental Reporting System-Budgetary (DDRS-B) should be used by the Defense Information Systems Agency (DISA) to reengineer and consolidate existing processes into a standard departmental reporting system that will reduce these costs. DDRS-B supports the DoD need for a single financial management system that standardizes financial reporting. Current systems are unable to recognize standard codes and data such as financial report formats and system interfaces. The implementation of the DDRS-B will enhance electronically generated reports and improve operational efficiencies in the DFAS environment. Mission/Scope DDRS-B will standardize DISA's monthly, quarterly, and annual financial reporting processes using the United States Standard General Ledger (USSGL). This is a database application created to generate budgetary reports. In order for DDRS-B to achieve its goal of being the standard system for DISA, the scope of this project must be clear. The following business requirements should exist: reengineering, streamlining, standardizing data, strengthening internal controls, complying with regulatory guidelines, modernizing support, and security (DFAS ePortal, personal communication, August 6, 2004). Reengineering multiple information systems into a single financial management system will allow DISA, as well as, DFAS to reduce cost and pass the savings to its customers. ...read more.

Middle

Once the beginning balances are established, the DISA crosswalks will have to be updated and given to the contractors to put in the standardized accounting system by August 31, 2004. The contractors at the project management office will have one week to input DISA beginning balances and crosswalk changes into the standardized accounting system beginning September 5, 2004. On September 13, 2004 the contractors will provide passwords for the project team to access the DDRS-B test region of the financial system to review and evaluate the financial statements generated with the DISA information. On September 20, 2004 the project team and contractors will have a teleconference to discuss any updates deemed necessary to the DISA information in the test region. A mock run of DISA accounting data will take place on September 29, 2004 to ensure that financial statements being produced in the test region are accurate, balanced, and in compliance with the Department of Defense financial guide lines. On October 1, 2004 the information in the test region will be placed into production by the contractors. Five Specific Project Risks Project risk address uncertainties that threaten the goals and timetables of a project. This may include delays in transportation of materials to meet project needs, cost over runs, and personnel changes (NASA, 2001). The risk that may hinder the conversion of DISA financial data into the Defense Departmental Reporting Budgetary - system is under staffing, increased work- load due to travel, testing, scheduling, and system problems. Impact Assessment of Each Risk Two of the staff accountants who are assigned to the Defense Departmental Reporting Budgetary-system for the DISA project also have to provide the customer (DISA) with year- end closing procedure training by August 31, 2004. This involves preparing informational packages and presenting a power point presentation in a three- day training exercise. The staff accountants will have to travel to Pensacola Florida to present the year-end closing training. ...read more.

Conclusion

The audit will also assist in determining if risk for the DDRS-B for DISA project were properly identified and evaluated. Budget Estimates The budget allotted for this project is $200,000.00. Budget estimates for the DDRS-B for DISA project is based on the manpower, travel expenses, and hourly wages paid to the individuals involved. The three project team members will be paid thirty dollars per hour along with the two contractors who will earn fifty-eight dollars per hour. All overtime that is worked is also factored into the estimated budget total. As each milestone within the project is reached budget estimates are reviewed to ensure that the completion of the project does not exceed the established monetary amount. Forecasted Project Outcomes A excel spreadsheet will be used to monitor the projected and actual time of the various task. A gantt chart will also be used to track task and milestones to make sure they are performed in a timely manner. The projected outcome of the DDRS-B for DISA is to incorporate the standard government accounting system and eliminate the legacy systems that are currently being used. DDRS-B for DISA will improve the quality of customer service and reduce the Department of Defense operating cost. DFAS has to comply with a performance measurement indicator within the balance scorecard to decrease legacy systems used to produce financial statements. Week Five Three Key Learning Points The three key learning points from the week five Simulation that can be applied to the DDRS-B for DISA are planning, resources, and delivery. The conversion of the DISA legacy system to the DDRS-B standardized accounting system has to be planned accordingly to provide a quality product to the customer. A sufficient number of accountants should be assigned to the project to complete task and achieve milestones in a timely fashion. Without the proper staffing resources, timing, quality, and completion of the project will be affected. The DDRS-B for DISA project will be moved from the test region to production by October 1, 2004. The customer will receive a completion notification of the project from DFAS-Cleveland. ...read more.

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