Project Scope by 1176i1

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									Porter Novelli Mexico

Project Scope
Maconomy X1 Implementation




Porter Novelli Mexico Project Scope
                                      Page 1 of 41
Table of Contents
Table of Contents .......................................................................................................................... 2
1. Introduction.............................................................................................................................. 5
      1.1 Purpose .......................................................................................................................... 5
      1.2 Document Development ................................................................................................. 5
      1.3 Scope Approval .............................................................................................................. 5
2. Project Overview ..................................................................................................................... 6
      2.1 Background .................................................................................................................... 6
             2.1.1 Porter Novelli Mexico ........................................................................................... 6
             2.1.2 Requirements ....................................................................................................... 6
      2.2 Project Objectives .......................................................................................................... 7
             2.2.1 Mexican Statutory Requirements ......................................................................... 8
      2.3 Project Approach ............................................................................................................ 9
      2.4 Project Tolerance ........................................................................................................... 9
             2.4.1 Cost ...................................................................................................................... 9
             2.4.2 Travel ................................................................................................................... 9
             2.4.3 Time ..................................................................................................................... 9
             2.4.4 Quality .................................................................................................................. 9
             2.4.5 Scope / Benefit ................................................................................................... 10
             2.4.6 People / Resources ............................................................................................ 10
3. Project Scope ........................................................................................................................ 11
      3.1 In Scope ....................................................................................................................... 11
             3.1.1 Maconomy Modules ........................................................................................... 11
             3.1.2 Customised Development and Reports ............................................................. 12
             3.1.3 Consulting Services ........................................................................................... 12
      3.2 Out of Scope ................................................................................................................ 12
      3.3 Assumptions and Constraints ...................................................................................... 13
             3.3.1 Data Conversion ................................................................................................ 13
             3.3.2 People ................................................................................................................ 13
             3.3.3 Training .............................................................................................................. 13
             3.3.4 Reporting............................................................................................................ 14
             3.3.5 Bank Formats ..................................................................................................... 14




Porter Novelli Mexico Project Scope                                                                                                 Page 2 of 41
             3.3.6 Print, Screen Layouts and Portal Components.................................................. 14
             3.3.7 Technical ............................................................................................................ 14
             3.3.8 Core Design and Build ....................................................................................... 14
             3.3.9 Communication .............................................................................................. 1514
4. Project Plan and Milestones.................................................................................................. 16
      4.1 Introduction ................................................................................................................... 16
      4.2 Milestones .................................................................................................................... 16
      4.3 Project Plan .................................................................................................................. 17
5. Consulting Services .............................................................................................................. 18
      5.1 Assumptions ................................................................................................................. 18
      5.2 Cost .............................................................................................................................. 18
             5.2.1 Outline of Activities ............................................................................................ 18
             5.2.2 Maconomy Cost Summary................................................................................. 18
6. Technical Recommendations ................................................................................................ 19
      6.1 Proposed Production Hardware Overview ................................................................... 20
      6.2 Production X1 Application Server ................................................................................ 20
      6.3 Production X1 Portal Web Server ................................................................................ 21
7. Project Organisation .............................................................................................................. 23
      7.1 Project Board................................................................................................................ 23
      7.2 Project Management .................................................................................................... 23
      7.3 Project Team ................................................................................................................ 23
      7.4 Other Stakeholders ...................................................................................................... 24
8. Project Controls ..................................................................................................................... 25
      8.1 Change Management ................................................................................................... 25
             8.1.1 Configuration Management................................................................................ 25
             8.1.2 Project Issue Management ................................................................................ 25
             8.1.3 Change Requests .............................................................................................. 25
      8.2 Risk Management ........................................................................................................ 26
      8.3 Quality Management .................................................................................................... 26
      8.4 Communication Management ...................................................................................... 26
Appendix 1 – Maconomy Modules .............................................................................................. 27
Appendix 2 – Responsibilities and Deliverables.......................................................................... 28
Initiate Project .............................................................................................................................. 30




Porter Novelli Mexico Project Scope                                                                                                   Page 3 of 41
Define Solution ............................................................................................................................ 32
Set Up and Test ........................................................................................................................... 34
Prepare Organisation................................................................................................................... 36
Go Live......................................................................................................................................... 37
Close Project ............................................................................................................................... 38
Ongoing Project Activities ............................................................................................................ 39
Note: Lack of Responsibility or Deliverable Commitment ........................................................... 41




Porter Novelli Mexico Project Scope                                                                                                   Page 4 of 41
1. Introduction
1.1 Purpose
A project has been initiated to implement Maconomy Version X1 into Porter Novelli Mexico, part of Omnicom
group of companies since 1998.

The project Scope is an attachment to the contract. Changes to the project Scope can be affected without
changes to the contract. Both parties must sign the Project Scope and with this signature both parties accept
to be responsible for and deliver what is specified in this document.

The Project Scope is the primary reference for the project deliverables and the commitments to the project
from Porter Novelli Mexico and Maconomy. It defines this project in sufficient detail to allow the Project Board
to give the project approval to commence.

Please note that the Risk Log, the Quality Plan and the Communication Plan are attachments to this
document.


1.2 Document Development

        Date                          Author        Version   Key changes
        14 December 2010              Matt Denyer   1.1       Initial Draft
        22 December 2010              Matt Denyer   1.2       Statutory Reqs and Planning Added




1.3 Scope Approval

Maconomy:                    Matt Denyer                  Porter Novelli:         Mark Litton


Approved:                    ______________________       Approved:               ______________________

Date:                        _____/_____/________         Date:                   _____/_____/________




Porter Novelli Mexico Project Scope                                                       Page 5 of 41
2. Project Overview
2.1 Background
2.1.1 Porter Novelli Mexico
Porter Novelli is a global public relations company. Porter Novelli’s reputation for performance is built on
their unique ability to gain an unbiased view of the client’s entire communications landscape – from their
opportunities and options to their risks and priorities. Porter Novelli has global reach and also have local
expertise, ensuring they create the best communications strategy for the client.

        Founded in Mexico City in July, 1993;

        Managing Regional Director, Karen Ovseyevitz was ranked one of the top-20 female executives in
         Mexico by leading business magazine;

        50 employees in Mexico City, with expertise in strategic communications and crisis management;

        Founding members of PRO RP (Mexican PR Association);

        Part of Omnicom since January, 1998;

        Managed by company founders / partners;

        29 ongoing clients for over three years.

2.1.2 Requirements
Porter Novelli Mexico has a requirement for approximately 50 user licences for Maconomy Version X1.
Porter Novelli, as an existing customer, already has the licences and infrastructure and has purchased the
Maconomy Consulting Solution and several industry accelerators. The purchase of some additional licences
may be required as additional phases of the project rollout progresses.

This implementation will be the sixth migration the team has managed in the last 5 years with a proven
solution that has benefitted from the close involvement of the local finance teams. System testing has proven
key to the success and the more testing that is done, the smoother the transition will be.
                                      st
Go live in Mexico is aimed at the 1 of July 2011, once all quarter end reporting is complete. This will be an
ideal time to pause invoicing for a week during go-live and to bring the trial balance into Maconomy.

There is a single Porter Novelli office based in Mexico City with 50 staff. There are two members of the
finance team.

Porter Novelli Mexico are keen to take advantage of Maconomy to improve financial controls and to integrate
this office into Porter Novelli’s consolidated financial planning and reporting systems. Porter Novelli Mexico
currently utilise a finance solution called ‘Aspel’ which is not meeting the needs of the business.

There is one legal entity within Porter Novelli Mexico ‘Martec S.A. de C.V’ which is owned 80% by Porter
Novelli and the remaining 20% owned by four partners.

The Porter Novelli Florida office has the same ownership under a legal entity called ‘Martec CI Group Inc. ‘.
Porter Novelli Florida currently utilise CostPoint for finance, timesheets, expenses and purchase orders.




Porter Novelli Mexico Project Scope                                                        Page 6 of 41
Robin Simoglou (from Atlanta) is the Financial Analyst for this operation and she works with Karen
Ovseyevitz and the Florida team directly. It assumed that Porter Novelli Florida will not migrate onto
Maconomy along with Porter Novelli Mexico as part of this project.

There is a preference for all training to take place onsite in Mexico city. The finance team would be able to
understand English based training but would prefer a Spanish speaking trainer.

End user training will be led by the Porter Novelli Mexico super users. These super users will have been
fully trained in Maconomy as part of the implementation.

Phase 1 Implementation Modules

        Timesheet;

        Purchase order;

        Expenses;

        Vacation booking (linked to HR module, is Mexico included in the Omnicom HRIS and payroll
         migration?).NO

Phase 2 Implementation Modules

        Electronic invoice approval;

        People Planner.

Porter Novelli may also move the location of the servers during the course of this project from Banbury in the
UK to a data centre in USA/UK. This server move is not part of this project. Porter Novelli Mexico would be
happy to accept the Porter Novelli processes and implementation template with the ability to tailor these to
meet their specific requirements.

Porter Novelli recently undertook an upgrade to Version X1 to take advantage of a number of new features
that will be beneficial to the Porter Novelli Business, and will provide a foundation from which Porter Novelli
can benefit from recently available Maconomy solutions

The key issues facing Porter Novelli Mexico today include:

        There is poor financial reporting and as a result financial Information is not readily available to the
         business;

        Ineffective project control through the project lifecycle from the initial lead, estimating, delivery and
         billing;

        Sarbanes Oxley controls.


Existing Systems

        Finance – Aspel.




2.2 Project Objectives
The following key success factors have been identified and should be delivered as part of this project:




Porter Novelli Mexico Project Scope                                                           Page 7 of 41
        Improve financial controls and to integrate Mexico into Porter Novelli’s consolidated financial
         planning and reporting systems;

        Maconomy to be the point of record for all accounting information for Porter Novelli Mexico;

        Ability to report accurate accounting information in terms of AR, AP and GL in a format consistent
         with the rest of Porter Novelli are these compatible with the local law requirements?;

        An auditable finance system which delivers correct month and year end data in a controlled
         environment;

        All users to be able to use Maconomy with an “acceptable” server response time;

        Accounts Payable and Receivable taxes to be correctly accounted for as per Mexican legislation;

        A system that is simple and easy to use and that delivers the requirements of the user and the
         group.

2.2.1 Mexican Statutory Requirements
The following statutory requirements have been identified during previous Maconomy implementations in
Mexico:

        Exchange Rates
         Every day the Mexican government issues statutory rates to be used for transactions and valuation
         of items in a currency other than the Mexican Peso (MXP). In a standalone Maconomy
         implementation this is no problem because you can just make that the Exchange Rate table.
         However, in a global solution with multiple environments, Maconomy maintains these rates in a
         separate table that can only be used by the revaluation process of the Print Currency Report.
         Transaction processing like customer and vendor invoices requires that a rate be manually entered
         by the user for each transaction they put in the system since the statutory table cannot be
         referenced; We need more detail on how this works and or was fixed?

        Cash Basis VAT reporting
         Mexican entities only need to report VAT on those invoices for which payment was made or received
         during the reporting payment. This is not too dissimilar what I believe some UK Maconomy
         customers have based on an RGL report. This UK report is only designed for customers, but the
         same logic applies to vendors here. We need verification from the Mexicans that this is the case.

        IE Tu reporting
         This is a report that goes along with the cash Basis VAT report. Based on the customer and vendor
         invoices for which payment is received or made during the reporting period, the IE Tu report is the
         Balance Sheet & Income Statement of those. We need verification from the Mexicans that this is the
         case.

         Basically, they are true cash basis financial statements. Maconomy are developing an RGL report in
         progress for this that looks back to see how the customer/vendor invoices were originally posted to
         basically build a trial balance from those transactions. The selection criteria are identical to that of
         the VAT report above.




Porter Novelli Mexico Project Scope                                                        Page 8 of 41
        Local COA ?? Is there a legal requirement for a Chart of Accounts in Mexico, if not, do they want
         their own, or can they use the global CA (recommended if possible)?


2.3 Project Approach
The project will follow the standard Maconomy M-SIM implementation methodology. This implementation
methodology is familiar to Porter Novelli and is recognised as the most effective method to deliver new
companies to the group server.

The project will cover one location in Mexico (Mexico City) through a single design process based out of the
UK at the beginning of the project. The core design will be agreed by Porter Novelli Mexico based on the
template solution applied elsewhere in Porter Novelli.

This is a time and materials projects. Only the activities listed in section 5 will be provided by Maconomy.
Additional consultancy beyond the scope of the dates outlined will incur additional costs. Additional changes
to scope and design during the implementation may incur additional costs.

There are two days of project management activity included to cover a bi-weekly project update report to be
compiled and issued to the project board. This project update report will be reviewed in a weekly call to
review project progress, risks and issues.


2.4 Project Tolerance
Tasks occasionally take longer than expected. Maconomy operates on a 10% tolerance, such that when the
tasks are over-budget by this percentage, this condition is recognised. It is then raised with the Project Board
immediately.

2.4.1 Cost
The project is being completed under a Time and Materials contract. There is a tolerance for additional
requirements and changes in scope to be utilised with Project Board authority only. There is a budget for
consultancy totalling USD $50,000.00 including tolerance.

2.4.2 Travel
All travel time will be charged at the full consultancy rate. Porter Novelli will be responsible for directly
arranging and paying for all travel-related costs including flights and hotels. Security for the team whilst
working in Mexico city will be reviewed and scoped as part of the implementation scope.

2.4.3 Time
The project is to be initiated in January 2011 with the initial design phase delivered in the UK. Conclusion of
the design and commencement of the build phase is expected to start in February 2011. The target Go Live
              th
date is July 4 2011. Full timescales are included in the Project Plan.

2.4.4 Quality
Quality is a driving factor of the implementation. There is a low tolerance on quality regarding the content
and presentation of the company through a well designed application. Subjective Quality reviews can be
carried out as part of the quality assurance of the project. These quality reviews are typically performed by
senior Maconomy consultants and project managers not taking part in the implementation project.




Porter Novelli Mexico Project Scope                                                         Page 9 of 41
The Quality Assurance role is a function separate from the project team and is responsible for monitoring the
quality reviews defined for the project. Some quality reviews are carried out by the Quality Assurance
members other reviews are carried out by the project team members.

2.4.5 Scope / Benefit
There is some tolerance for a reduction in the scope of the project, and therefore the benefit, if this is
deemed necessary to enable the July 2011 Go Live date to be met. This reduction in scope would only be
carried out if the reduction itself does not impact any of the key deliverables.

2.4.6 People / Resources
There is some tolerance for resources. It is essential the relevant people within Porter Novelli Mexico are
available throughout the lifecycle of the project. If necessary, Maconomy may be able to add resource to the
project given the appropriate lead times but this will increase costs.




Porter Novelli Mexico Project Scope                                                     Page 10 of 41
3. Project Scope
The purpose of this project is to provide Porter Novelli Mexico with a number of modules and service pack
applications to meet their immediate business needs of the Maconomy application. Porter Novelli are
currently running version XI which is the most upto date version of Maconomy, and there are currently no
plans to upgrade.


3.1 In Scope
3.1.1 Maconomy Modules
The following modules and service pack applications are included within this project:

        Maconomy Version X1 Service Pack 13;

        HR Module plus HR Accelerator;

        Document Handling Module;

        Supplier Invoice Scanning Module & Approval Process. This is recommended as a phase II, for
         Mexico, but could be part of phase I if required.

3.1.1.1 HR Solution
Maconomy will deliver a HR solution integrated to the existing Maconomy solution. Using a single system will
benefit Porter Novelli Mexico by reducing the re-keying of common data held within Finance and HR
systems. The system can be configured to Porter Novelli Mexico’s requirements in terms of the look and feel
of the Portal windows ensuring that the solution is easy to use and adoption by end-users is successful.

Efficiencies can be gained by automating leave approvals so that timesheets are automatically populated
once the leave request has been approved. In addition to this, there will be increased visibility of planned
absence which will assist managers when scheduling future work.

I need more details on this module as we have employees that are on the payroll and others that work as
consultants and do not have the same benefits but they are assigned to projects and participate in
assessment processes

Is the system tied to the talen assessment process of PN?

Need to know how the timesheet info goes to the invoicing system. We do not charge the clients like this.

Do we need to tie this system with the entrance recording system (people currently sign in when they come
to work or leave the office). Is this part of this system? We are about to invest in a new system for this and
need to know if it has to be anyway compatible with Maconomy or if we are talking about two independent
systems.

3.1.1.2 Document Handling
Porter Novelli has already identified that the ability to store documents and logos within their Maconomy
application would be of benefit to them. Document Handling will enable Porter Novelli Mexico to include their
logo on any documents produced by Maconomy, such as customer invoices and customer statements. This




Porter Novelli Mexico Project Scope                                                       Page 11 of 41
means that Porter Novelli Mexico no longer needs to use pre-printed stationary for these documents which
has a direct cost saving for the business. Furthermore, embedding logos within the document itself will
enable Porter Novelli Mexico to email invoices directly to their clients rather than printing them from
Maconomy onto headed paper and posting them. Not only does this bring efficiencies within the AR process
as well as reducing postage fees but it also has the potential to reduce debtor days as a client will receive
their invoice sooner.

3.1.1.3 Supplier Invoice Scanning
Maconomy will deliver a scanning solution which is fully integrated to the existing Maconomy solution. This
means that at the click of a button, the scanned document associated with the transaction can be instantly
viewed.

Currently if the user doesn’t know what the invoice relates to, time and effort is needed to identify where to
allocate the invoice, which could be anything from a simple phone call to spending several hours trying to
track down the paper copy of the original invoice and then finding which job the invoice relates to.

If the supplier invoice is scanned and associated with the relevant job or purchase order at point of receipt,
any Maconomy user will be able to see this invoice in the future simply by clicking the “Show Documents”
button highlighted in the example.

This means Porter Novelli Mexico can gain efficiencies across all areas where the current process involves
making reference to a paper document. Time will be saved through not needing to locate the original
document and therefore key information from purchase orders and invoices can be immediately accessed to
enable decisions to be made in a timely manner. Employees accessing a job are able to see all purchase
orders and invoices related to this job, instead of having to ask Finance for the information, which means that
these users are more empowered as well as Finance users’ having less interruptions for information
requests. Furthermore there will no longer be a requirement to retain paper copies for reference purposes
which means that the need for numerous filing cabinets is reduced. Was planned as phase II, to be
confirmed

How is the approval process? What about the supplier registration? We need to comply to new laws on this..

3.1.2 Customised Development and Reports
This project includes Customised reports that are required for local legal reasons. It is important to note that
new requirements are subject to change requests and therefore additional costs.

3.1.3 Consulting Services
All the Consulting Services scoped within this document are for a UK implementation only. Rolling out the
solution to the International offices will need to be scoped separately to take into account localisation
expenses and any development changes required as a result of local requirements.


3.2 Out of Scope
The below activities are not included in the scope of the project:

        Collection of data and its conversion into a format (tab delimited) which will then be uploaded by
         Maconomy into the Maconomy system. This is the responsibility of Porter Novelli Mexico;What are
         the implications? What data is collected?




Porter Novelli Mexico Project Scope                                                        Page 12 of 41
        End User training on core Maconomy processes; who is responsible for this?

        End user Training documentation and guides;

        Generation of Test Scripts and UAT;

        No installations of Maconomy are required.


3.3 Assumptions and Constraints
The purpose of this section is to describe basic assumptions and constraints agreed between Maconomy
and Porter Novelli Mexico.

        The scope document defines the scope of the project and the responsibilities between Maconomy
         and the customer;

        Project duration is 6 months starting from project kick-off through to the final implementation;

        All activities will take place in Banbury, London or Mexico City;

        The number of users in the Mexico is 50; what if this number grows in the next 12 months?

        Maconomy project team: 1 Project Manager, 1 Reengineering consultant, 1 TIA, 1 Executive
         Steering Committee member;

        Set-up of the Maconomy system to support functionality not covered by the solution is NOT included;

        Project Board meeting to be held every 4 weeks.

In order to assist in project management and planning the following assumptions and constraints have been
defined:

3.3.1 Data Conversion
        Porter Novelli Mexico will identify data sources, collect and cleanse data as required for input into the
         Model; data since when? What data? We need to calculate agency resources involved

        Data will be collected in the format required by standard Maconomy import processes;

        Data will only be entered into the system using standard Maconomy import processes.

3.3.2 People
        Porter Novelli Mexico will ensure that the roles and resources required as stated in this project scope
         will be made available according to the project plan. If resource is not available and impacts the
         plan/milestone a project change will be initiated to re-plan and reorganise the project;

        Porter Novelli Mexico will provide a dedicated resource onsite to oversee build decisions in order to
         ensure that they are acceptable within the template solution. What is sthe role of this person? A
         finance person? IT?

3.3.3 Training
        Maconomy will train the Porter Novelli Mexico Project Team including the Super Users on the
         Maconomy Product;




Porter Novelli Mexico Project Scope                                                         Page 13 of 41
        The Porter Novelli Mexico team will deliver training to end-users;

        The Porter Novelli Mexico team will create any required end-user training or process documentation
         necessary.

3.3.4 Reporting
        Report definition will be led by the Porter Novelli Project Manager who will liaise with the business to
         define the full set of reports required. A report plan will be produced and agreed which will indicate
         reports which are required for Go-Live.

3.3.5 Bank Formats
        Customizations of bank formats are included where necessary. Does the systeminteract with the
         banking systems?

3.3.6 Print, Screen Layouts and Portal Components
        No customizations of print layouts, screen layouts and portal components are included for the first
         build by Maconomy. Limited changes include basic window and portal layout changes only;

        Porter Novelli have skills and experience in creating and maintaining such custom layouts and do not
         require additional training;

        Any additional Layout changes submitted as a request to Maconomy will be covered by the Change
         Control Procedure.

3.3.7 Technical
        This project will be built on the existing Porter Novelli Test environment and subsequently be applied
         to the Porter Novelli Live environment. No additional technical installation will be required;

        Maconomy will review the current hardware and networking to ensure that the solution in place is
         viable for the additional users and make suggestions and recommendations to improve performance
         accordingly; when will we do that? We are planning a migration in the April timeframe and need to be
         sure that we are covered for this? If the sw does not need installation are we accessing it through the
         internet? We should check bandwidth and availability soon.

        Any further TIA assistance needed beyond the above will be covered by the Change Control
         Procedure.

3.3.8 Core Design and Build
        Maconomy will use the existing business models within Porter Novelli to cover best practice and
         local specifics. The only changes to be made to the best practice model will be for localisation
         requirements (i.e. statutory needs, IVA etc.) and no other reason;

        The Porter Novelli Mexico project team together with support from Maconomy must manage the
         expectations of the business in this area. In order to achieve best practice, economies of scale, and
         rapid implementation within cost and budget, changes to the standard must be avoided; We bill
         clients by retainer and not by the hour so that is ugely different from other offices and should eb
         covered,




Porter Novelli Mexico Project Scope                                                         Page 14 of 41
        The Porter Novelli Standard Chart of Accounts will be adopted across all businesses. (this is to be
         confirmed.)

3.3.9 Communication
        A communications plan must be developed by Porter Novelli Mexico and will be the responsibility of
         Porter Novelli’s Project Manager to design and deliver; can you share communications plans from
         other offices?

        Porter Novelli Mexico must manage communication of business change through the business. A
         communication plan must be agreed at the start of the project. Maconomy will assist and advise on
         the principles and content of the communications plan.




Porter Novelli Mexico Project Scope                                                       Page 15 of 41
4. Project Plan and Milestones
4.1 Introduction
A milestone plan and detailed project plan is agreed as part of the project initiation stage. By signing the
Project Scope document, both Porter Novelli Mexico and Maconomy agree that the project milestones are
realistic and that they are committed to meeting the deadlines.

A milestone is approved when all deliverables connected to the specific milestone are approved. A detailed
list of deliverables connected to the specific milestones is described in the deliverables list in appendix 2.


4.2 Milestones
A number of project milestones and dates to implement Maconomy at Porter Novelli Mexico are outlined
below. We are off the first 3 milestones....



                Milestone / Stage                                      Date

                Contract Signed                                        January 2011

                Project Scope sign off                                 January 2011

                Project Kick Off                                       January 2011

                First Build signed off                                 February 2011

                Project Team Training complete how? Where?             February 2011

                Solution Workshops complete                            March 2011

                UAT Complete                                           May 2011

                Live Build sign off                                    June 2011

                Go Live: Mexico                                        July 2011

                End User Training Complete                             July 2011

                Approved Project Closure                               August 2011




Porter Novelli Mexico Project Scope                                                       Page 16 of 41
4.3 Project Plan




A detailed Project Plan will be produced to support the delivery of the milestones and to enable progress to be monitored and controlled. It will be
reviewed and revised as the project progresses.

The detailed Project Plan is made in cooperation between the Project Managers as part of the initiation stage and attached to the Project Scope.
Once the scope is agreed and signed by both parties the Project Plan will become an independent document. The Project Plan will be stored and
managed in the Project Document Library.

Changes to the Project Plan may be made during the project lifetime and must be agreed by both Project Managers. Changes to the Project Plan
that cause the milestone dates to change must be approved by the Project Board.




Porter Novelli Mexico Project Scope                                                                                       Page 17 of 41
5. Consulting Services
5.1 Assumptions
The following assumptions apply in the delivery of the consulting services:

        Only the Mexico company known as ‘Martec S.A. de C.V’ will be implemented;

        Security for the implementation team whilst working within Mexico city will be included within the
         scope and costs of the project where appropriate; Mexico Security Updates. There is no need for this

        Porter Novelli Mexico should expect to commit approximately 3-4 times the resource of Maconomy
         to the project in ; how much is this time?

        Porter Novelli Mexico will supply a core consistent project team comprising of all relevant offices;

        The Porter Novelli project manager will be Charlie Price;

        Porter Novelli and Maconomy will be responsible for training super users;

        Porter Novelli Mexico buy into and prepare data as agreed;

        All reports not delivered during initial roll out will be developed by Porter Novelli;

        Maconomy will charge it’s standard rates for any services post this initial implementation;

        Print layouts, windows client layouts and changes to portal layouts will be developed by Porter
         Novelli;

        Expenses will be recharged as per Maconomy’s standard policy and any travel time to any Porter
         Novelli Mexico office will be charged at the agreed travel hourly rate;

        Additional functionality or reporting not specified within the solution guide document will be managed
         as chargeable change request.


5.2 Cost
Maconomy and Porter Novelli Mexico are committed to delivering the project according to the services
estimates detailed below. The project plan will define exactly how the hours detailed below will be spent.
Porter Novelli Mexico should expect to commit approximately 3-4 times the resources of Maconomy to the
project. What type of resources. Please explain

5.2.1 Outline of Activities
This is a time and materials projects. Only the activities listed here will be provided by Maconomy:

5.2.2 Maconomy Cost Summary
To be added once the scope has been finalised and a detailed project plan has been agreed.




Porter Novelli Mexico Project Scope
                                                                                      Page 18 of 41
6. Technical Recommendations
This section describes the proposed hardware infrastructure and software upgrade for the future Porter
Novelli’s European Maconomy upgrade from version 9.0 to X1 release.

As part of this technote hardware allowances have been made to ensure the system can support the
proposed move to a global solution as requested by Porter Novelli. The hardware described in this
document has been configured to support up to 2000 users in total.
                                                                                                         Formatted: Font: Arial, 10 pt




The following table defines the total amount of users that use the Maconomy European environment. The
hardware has been configured to support the countries listed.



           Country                                            Total Users

           Europe                                                 460

           Mexico                                                  50

           Total Users                                            510




Porter Novelli Mexico Project Scope                                                    Page 19 of 41
6.1 Proposed Production Hardware Overview
The following section details the physical hardware for the Production environment located In the UK. None
of this is required in Mexico? What are the HW requirements locally?

6.2 Production X1 Application Server


 Server Model - A                 HP ProLiant DL 380 G6 Server




 Use                              Maconomy X1 Database / Application Server


 Processor Type &                 6-Core Intel® Xeon® X7460 Processor 2.67 GHz
 Processor Speed
                                  6-Core Intel® Xeon® X7460 Processor 2.67 GHz



 Network Interface                Two embedded NC373i Multifunction Gigabit Network Adapters with TCP/IP
                                  - Teamed Configuration.



 iLO Remote                       iLO2 Remote Management - Network RJ-45



 Raid Controller                  HP Smart Array P400i embedded/512MB BBWC



 Memory                           16GB RAM



 Operating Disks /                Two x 146GB 3G SAS 15k 2.5 Inch Drives (OS – Mirror)
 Internal

                                  Two x 146GB 3G SAS 15k 2.5 Inch Drives (Binaries – Mirror)



                                  Twelve x 146GB 3G SAS 15k 2.5 Inch Drives (Database – Raid 10)

 Power Supply                     Four Power Supplies standard (third and fourth power supplies for
                                  redundancy)

 Operating System                 Windows 2003 Server x64 Enterprise Edition




Porter Novelli Mexico Project Scope                                                         Page 20 of 41
 Database Software                2 x Oracle 11g Standard Edition Full Use or ASFU Socket Licenses


                                                                                     rd
                                  Full Use – Complete Oracle functionality including 3 Party Reporting



                                  ASFU – Application Specific Full Use - Complete Oracle functionality
                                  excluding non Maconomy reporting packages.

 Virtualized Using ESX            No




6.36.2 Production X1 Portal Web Server


 Server Model - B                 HP ProLiant DL360 G5



 Use                              Maconomy X1 Production Portals

 Processor Type &                 Intel® Xeon® Quad-Core Processor E5450 3 GHz
 Processor Speed                  Intel® Xeon® Quad-Core Processor E5450 3 GHz



 Network Interface                Two embedded NC373i Multifunction Gigabit Network Adapters with TCP/IP
                                  Offload Engine. - Teamed Configuration.



 iLO Remote                       iLO2 Remote Management - Network RJ-45

 Raid Controller                  HP Smart Array P400i/256MB BBWC Controller

 Memory                           4GB RAM

 Operating Disks /                Two x 72GB SAS 15k 2.5 Inch Drives (OS – Mirror)
 Internal

                                  Two x 146GB SAS 15k 2.5 Inch Drives (Binaries & Portal Installation– Mirror)



 Power Supply                     Two Power Supplies


 Operating System                 Windows 2003 Server x32 Standard Edition




Porter Novelli Mexico Project Scope                                                          Page 21 of 41
 Web Services                     Internet Information Services


 Virtualized Using ESX            No




Porter Novelli Mexico Project Scope                               Page 22 of 41
7. Project Organisation
7.1 Project Board
The Project Board is ultimately responsible for assuring that the project remains on course to deliver the
desired outcome of the required quality to meet the objectives defined in the Project Scope document.

Project Board

Name                            Responsibility                              Company

Mark Litton                     Global CIO                                  Porter Novelli

Karen Ovseyevitz                Managing Regional Director -                Porter Novelli Mexico

Charlie Price                   European Finance Systems                    Porter Novelli UK

Matt Denyer                     Project Manager                             Maconomy



7.2 Project Management
The Project Management team is responsible for the day to day running of the project. Plans will be
submitted to the Project Board for approval and all tasks will be delegated to the appropriate project team
members by the Project Management team only. The Project Management team will submit regular status
reports to the Project Board at a frequency to be agreed.



Name                            Responsibility                              Company

Charlie Price                   Project Manager                             Porter Novelli

Matt Denyer                     Project Manager                              Maconomy UK Ltd


7.3 Project Team
The project team is responsible for carrying out tasks delegated by project management. The core team is
detailed below.

Porter Novelli Project Team

Name                            Responsibility                              Location

Mark Litton                     Global CIO                                  UK

Charlie Price                   Finance Manager                             UK

Gloria Arcila                   Finance                                     Mexico

                                Finance                                     Mexico




Porter Novelli Mexico Project Scope                                                       Page 23 of 41
Dave Smith                      IT                                        Mexico


Maconomy Project Team

Name                                             Responsibility

Matt Denyer                                      Project Manager

TBC                                              Technical Architect

TBC                                              Development Manager

TBC                                              Senior Consultant




7.4 Other Stakeholders
Any other key stakeholders identified can be included in regular communications throughout the duration of
the project. Occasionally it will be necessary for other stakeholders to nominate members to participate in
project activities.




Porter Novelli Mexico Project Scope                                                     Page 24 of 41
8. Project Controls
To ensure a successful implementation, Maconomy requires the following project controls to be in place
throughout the project.


8.1 Change Management
8.1.1 Configuration Management
The purpose of configuration management is to identify, track and protect the project’s products. It is a
discipline that gives precise control over the project’s products.

To ensure control over the products of this project the products are stored in a Project Documents Library
and all products included in deliverables are subject to version control.

Details of the Configuration Management method are specified in the Project Guidelines document.

8.1.2 Project Issue Management
An issue is anything that any member of the project team wishes to raise formally – this may range from a
newly identified risk, a need for a change to a report specification, to an objection at the way an aspect of the
project is being conducted. Both project managers will collect issues and collate them in the standard project
Issue Log with a specification of priority, ownership and timeframe.

Critical issues must be addressed as a matter of high priority. If the critical issues cannot be solved within the
agreed timeframe the Project Managers may choose to escalate the issue to the Project Board.

The Issue Log will be stored and managed in the Project Document Library.

Issues will be reported on in the Project Progress Reports.

8.1.3 Change Requests
Any changes to this scope must be handled using a Maconomy standard Change Request formula. Changes
are to be understood as any impact to time, costs or quality of the deliverables. Changes must be stated in
the Change Request Form, described by the Maconomy Project Manager and agreed upon by the Porter
Novelli Mexico Project Manager.

Maconomy is obliged to prepare a description of the solution based on the request of change as soon as
possible, which must include the following information:

        Description of the requested change and a description of the solution

        Consequence for substance and deliverables described in the contract

        Time schedule for implementation of the change

        Price for implementation of the change

Maconomy is permitted to charge the work used to prepare the solution description after receiving
agreement from the customer.




Porter Novelli Mexico Project Scope                                                         Page 25 of 41
Both parties must sign a Change Request Form (CRF) including the above-mentioned information before
development or implementation of the changes may start. The Change Request must be presented to the
Project Board to be signed off or rejected

Maconomy will maintain a log with all requested changes including actual status. All change documents will
be stored and managed in the Project Document Library.


8.2 Risk Management
Throughout the project risks may be identified by any member of the project team and brought to the
attention of a project manager. All risks will be logged by the Project Manager in the Risk Log maintained in
the Project Document Library. The Risk Log is maintained throughout the project and risks are assessed at
Project Board meetings.

The initial Risk Log is attached to the Project Scope. Once this scope is agreed and signed by both parties
the Risk Log will become an independent document.


8.3 Quality Management
Quality management activities are planned to ensure that the products of this project satisfy the stated
needs.

A quality organisation is appointed being responsible for the quality assurance activities. The quality
organisation must cover all interests of the project from both Porter Novelli Mexico and Maconomy’s
perspective.

Quality checks are specified in the Quality Plan. The Quality Plan is maintained throughout the project and
quality activities are assessed at Project Board meetings.

The initial Quality Plan is an attachment to the Project Scope. Once this scope is agreed and signed by both
parties the Quality Plan will become an independent document.


8.4 Communication Management
Communication plays an important part in project control by identifying who needs to give and receive
information about the project. Communication activities will be defined in the Communication Plan during
Project Initiation and maintained throughout the project in the Project Document Library.

The initial Communication Plan is an attachment to the Project Scope. Once this scope is agreed and signed
by both parties the Communication Plan will become an independent document.




Porter Novelli Mexico Project Scope                                                        Page 26 of 41
Appendix 1 – Maconomy Modules
Product ID                            Users                   Product Description

X1                                    50                      Maconomy XI sp13

6295                                  50                      HR Module plus HR Accelerator

6214                                  50                      Document Handling Module

6411                                  50                      Supplier Invoice Scanning Module

6281                                  50                      Single Sign On Module - Portal




Porter Novelli Mexico Project Scope           Page 27 of 41
Appendix 2 – Responsibilities and Deliverables
The responsibilities and deliverables within the implementation project are divided into the project stages described in the “Maconomy Implementation
Guideline”. The figure below summarizes the stages.




The Initiate Project stage is the stage in which Porter Novelli Mexico and Maconomy agree on the overall framework of the implementation project. The main
objective of this stage is to agree on the Maconomy implementation Project Scope. This milestone is called “Approved project initiation”.

In the Define Solution stage, the overall objective is to define and agree on all the details of the solution to be implemented. The predefined Maconomy
solution is refined to meet Porter Novelli Mexico’s requirements, and some of Porter Novelli Mexico's processes are adjusted to match Best Practice and
thereby achieve a better fit to the predefined solution. This milestone is called “Approved solution definition”.

The Set up and test stage. Once the Define Solution stage is complete, and Porter Novelli Mexico has approved the solution definition, the process of setting
up the production solution begins. During the system test the functionality is tested in depth. When the system test is done the final acceptance test must be
carried out and approved by Porter Novelli Mexico. The overall objective of the setup and test stage is to set up the full production solution and make the final
tests before the training of end users is initiated. This milestone is called “Approved acceptance test”.

The Prepare Organisation stage. At this time in the implementation project, the production solution is ready to be taken into use, and the main objective of this
stage is to prepare the Porter Novelli Mexico organisation to go live through training sessions in an environment similar to the future production environment.
The milestone is called “Approved organisation readiness”.

The Go Live stage. In this stage the final preparations are completed, and the production system is taken into use. The main objective of this stage is
therefore to have a successful “go live” of Porter Novelli Mexico on the Maconomy solution. There is no milestone assigned to this stage.

The Close Project stage. When a successful transition to the new system is conducted the project is ready for closure. The main objectives of this stage are to
ensure that all deliverables are finalized and that the Porter Novelli Mexico is equipped to take over full responsibility of the system. The milestone is called
“Approved Project Closure”.



Porter Novelli Mexico Project Scope      Page 28 of 41
Below all responsibilities and deliverables in each stage are split between Porter Novelli Mexico and Maconomy. This indicates the primary owner, but input
from the other party may still be needed.

Each responsibility and deliverable is marked with a role which indicates the resource role being responsible for carrying out the responsibility and deliverable.
For a detailed description of the role, please refer to the “Maconomy Implementation Guideline” document. The role identification is as follows:

    PB – Project Board

    PM – Project Management

    SD – Solution Definition

    SI – Solution Implementation

    CU – Customization

    TIA – Technical Installation and Architecture

    TR – Training

    QA – Quality Assurance

    IN – Information




Porter Novelli Mexico Project Scope      Page 29 of 41
Initiate Project
In the “Initiate Project” stage, the responsibilities and deliverables are split between Porter Novelli Mexico and Maconomy as specified below - (deliverables
are marked with a Delivery Id in the first column):


 Del     Deliverable/Activity         Resp.       Role       M-SIM     Maconomy                                     Porter Novelli Mexico                    Approval
 Id                                                         template
  I1     Project Scope                MAC         PM          Yes      Complete the Project Scope including         Provide requested input to project       Is approved as
                                                                       customizations and reports defined           Scope, and ensure that it is in line     part of the
                                                                       during sales phase                           with Porter Novelli Mexico               contract
                                                                                                                    expectations
  I2     Project Plan                 MAC         PM          Yes      Develop Project Plan                         Provide requested input to project       Verification
                                                                                                                    plan, and ensure plan is realistic and
                                                                                                                    accepted within the organisation
  I3     Quality Plan                 MAC         QA/P        Yes      Complete the Quality Plan                    Provide input to Quality management      Verification
                                                  M                                                                 activities
  I4     Risk Log                     MAC         PM          Yes      Complete the Risk Log                        Provide input to Risk Log                Verification
  I5     Communication Plan           Porter      IN/P        Yes      Provide input to Communication Plan          Complete Communication Plan              Verification
                                      Novelli     M
                                      Mexico
  I6     Project Guidelines           MAC         PM          Yes      Develop Project Guidelines document          Provide input to Project Guidelines      Verification
                                                                       incl. contact list                           document
  I7     Initial Test Plan            Porter      PM          Yes      Provide input to Test Plan                   Develop test plan                        Verification
                                      Novelli
                                      Mexico
  I8     Initial Customer Training    Porter      PM          Yes      Assist Porter Novelli Mexico in defining     Define the training plan                 Verification
         Plan                         Novelli                          the training plan
                                      Mexico
  I9     Technical Architecture       Porter      TIA                  Assist Porter Novelli Mexico in definition   Define and design the technical          Verification
         Design                       Novelli                          and design of the technical architecture     architecture
                                      Mexico
                                      CORP
                                      IT?
 I10     Backup and Recovery          Porter      TIA                  Assist Porter Novelli Mexico in definition   Define and design the recovery           Verification
Porter Novelli Mexico Project Scope         Page 30 of 41
 Del     Deliverable/Activity         Resp.      Role       M-SIM     Maconomy                              Porter Novelli Mexico   Approval
 Id                                                        template
         Strategy                     Novelli                         and design of the recovery strategy   strategy
                                      Mexico
                                      CORP
                                      IT?




Porter Novelli Mexico Project Scope        Page 31 of 41
Define Solution
In the “Define Solution” stage the responsibilities and deliverables are split between Porter Novelli Mexico and Maconomy as specified below - (deliverables
are marked with a Delivery Id in the first column):


  Del      Deliverable/Activity       Resp.       Role       M-SIM     Maconomy                                   Porter Novelli Mexico                       Approval
  Id                                                        template
   S1      Data for setting up        Porter      SD                   Provide examples of files for import.      Collect information critical and in right   Verification
           initial solution           Novelli                                                                     format for setting up the initial
                                      Mexico                                                                      solution (examples of customers,
                                                                                                                  vendors, employees etc.)
   S2      Standard Maconomy          MAC         TIA         Yes      Preparation, installation, documentation   Secure agreed hardware and                  Acceptance
           software installed.                                         and technical management of agreed         software is in place and configured at      certificate
           Installation                                                software incl. environments for            right time for software installation.
           Documentation                                               production, test and training              Secure agreed dial up connection is
                                                                                                                  established in order to be able to
                                                                                                                  make installations and secure access
                                                                                                                  to environment for support purpose.
   S3      Backup procedure set       Porter      TIA                  Set up of standard Maconomy backup         Set up of agreed Maconomy backup            Verification
           up                         Novelli                          procedure                                  procedure if it deviates from standard
                                      Mexico                                                                      Maconomy backup procedure.
   S4      Configured Maconomy        MAC         SD                   Set up initial Maconomy solution           Provide input to set up of solution.        Verification
           Software
   S5      Solution Training          MAC         TR                   Introduce project team to the              Participate in training/exercise/test       Verification
                                                                       Maconomy software through training         sessions.
                                                                       sessions                                   Secure that all Porter Novelli Mexico
                                                                                                                  workflows are tested through hands-
                                                                                                                  on tests and following that bring up
                                                                                                                  all questions and issues to
                                                                                                                  Maconomy’s attention.
   S6      Data Conversion            Porter      SD                   Provide input to data conversion           Define data conversion strategy             Verification
           Strategy                   Novelli                          strategy
                                      Mexico
   S7      Complete list of           MAC         SD          Yes      Define all customizations and reports to                                               Verification
Porter Novelli Mexico Project Scope         Page 32 of 41
  Del      Deliverable/Activity       Resp.       Role       M-SIM     Maconomy                                Porter Novelli Mexico               Approval
  Id                                                        template
           customizations and                                          be refined/developed as part of the
           reports (both included                                      implementation
           and outside scope)
   S8      Customization and          MAC         CU/         Yes      Design all defined customizations and                                       Design
           report designs (both                   SD                   reports                                                                     Document
           included and outside                                        Approve design                                                              Acceptance
           scope)
   S9      Solution Definition        MAC         SD          Yes      Finalize solution                       Verify all workflows and feedback   Acceptance
                                                                       Finalize Maconomy software setup        necessary changes to Maconomy       certificate
                                                                       Document Maconomy solution setup        Approve Solution Definition




Porter Novelli Mexico Project Scope         Page 33 of 41
Set Up and Test
In the “Setup and Test” stage the responsibilities and deliverables are split between Porter Novelli Mexico and Maconomy as specified below - (deliverables
are marked with a Delivery Id in the first column):


  Del      Deliverable/Activity       Resp.       Role       M-SIM     Maconomy                               Porter Novelli Mexico                    Approval
  Id                                                        template
   D1      Clean data                 Porter      SI                                                          Extract and clean static data from       Verification
                                      Novelli                                                                 existing systems and convert into
                                      Mexico                                                                  required data structure for import
   D2      Developed                  MAC         CU/                  Develop customizations                                                          Verification
           customizations and                     SI
           reports (both included
           and outside scope)
   D3      Customization and          Porter      CU/                                                         Test and approve customizations and      Design
           report test (both          Novelli     SI                                                          reports                                  Document
           included and outside       Mexico                                                                                                           Acceptance
           scope)
   D4      Configured Maconomy        MAC         SI                   Set up Maconomy solution including     Provide input to set up of solution.     Verification
           Software on                                                 converted data and customizations      After acceptance Porter Novelli
           production                                                                                         Mexico is the owner of the
           environment                                                                                        installation.
   D5      Backup procedure set       MAC         TIA                  Set up of standard Maconomy            Set up of agreed Maconomy backup         Verification
           up (production)                                             backup procedure if required for       procedure if it deviates from standard
                                                                       production environment                 Maconomy backup procedure for
                                                                                                              production environment.
   D6      Solution Training          MAC         TR                   Train project team in final solution   Participate in training/exercise/test    Verification
                                                                                                              sessions.
                                                                                                              Secure that all Porter Novelli Mexico
                                                                                                              workflows are tested through hands-
                                                                                                              on tests and following that bring up
                                                                                                              all questions and issues to
                                                                                                              Maconomy’s attention.
   D7      Final Test Plan            Porter      SI          Yes      Review Test Plan                       Review Test Plan                         Verification
Porter Novelli Mexico Project Scope         Page 34 of 41
  Del      Deliverable/Activity       Resp.      Role       M-SIM     Maconomy                                Porter Novelli Mexico            Approval
  Id                                                       template
           Test Scripts               Novelli                         Review test script                      Develop test script
                                      Mexico
   D8      Documented test            Porter     SI                   Assist in test                          Carry out test                   Verification
           results                    Novelli                         Maintain issue list                     Report issues
                                      Mexico
   D9      System tested.             MAC        SI                   Refine solution set up according to                                      Verification
           Refined solution                                           the final functional test results and
           definition                                                 document refinements
  D10      Solution acceptance        Porter     SI          Yes                                              Approve final acceptance test    Acceptance
                                      Novelli                                                                 Take ownership of the solution   certificate
                                      Mexico




Porter Novelli Mexico Project Scope        Page 35 of 41
Prepare Organisation
In the “Prepare Organisation” stage the responsibilities and deliverables are split between Porter Novelli Mexico and Maconomy as specified below -
(deliverables are marked with a Delivery Id in the first column):


  Del      Deliverable/Activity       Resp.      Role       M-SIM     Maconomy                             Porter Novelli Mexico                      Approval
  Id                                                       template
   P1      End user                   Porter     SI                                                        Create end user documentation              Verification
           documentation              Novelli
                                      Mexico
   P2      Final training plan for    Porter     TR                                                        Refine “Customer Training Plan”            Verification
           end users                  Novelli                                                              document
                                      Mexico
   P3      End user training          Porter     TR                                                        Deliver and refine training materials      Verification
           material                   Novelli                                                              for end user training
                                      Mexico
   P4      End user training          Porter     TR                                                        Train end users incl. carry out all the    Verification
                                      Novelli                                                              practical aspects
                                      Mexico
   P5      Completed training         Porter     TR                                                        Training assessment of end user            Verification
           assessment                 Novelli                                                              training based on Training Evaluation
                                      Mexico                                                               Forms
   P6      Customer Support           Porter     PM                                                        Refine customer support organisation       Verification
           Organisation               Novelli                                                              documentation
           Documentation              Mexico
   P7      Customer Support           Porter     PM                                                        Establish customer support                 Verification
           Organisation               Novelli                                                              organisation
                                      Mexico
   P8      Customer Support           Porter     TR                                                        Training of customer support               Verification
           training                   Novelli                                                              organisation
                                      Mexico




Porter Novelli Mexico Project Scope        Page 36 of 41
Go Live
In the “Go live” stage the responsibilities and deliverables are split between Porter Novelli Mexico and Maconomy as specified below - (deliverables are
marked with a Delivery Id in the first column):


  Del      Deliverable/Activity       Resp.      Role       M-SIM     Maconomy                              Porter Novelli Mexico                    Approval
  Id                                                       template
   G1      Converted data             Porter     SI/                                                        Convert data from existing systems       Verification
                                      Novelli    CU                                                         to Maconomy solution (static data +
                                      Mexico                                                                jobs and transactional data)
   G2      Porter Novelli Mexico      MAC        PM                   Hand over Porter Novelli Mexico to    Participate in hand over to              Verification
           handed over to CSS                                         Maconomy’s “Customer Support          Maconomy’s “Customer Support
                                                                      Services”                             Services”




Porter Novelli Mexico Project Scope        Page 37 of 41
Close Project
In the “Close Project” stage the responsibilities and deliverables are split between Porter Novelli Mexico and Maconomy as specified below - (deliverables are
marked with a Delivery Id in the first column):


  Del      Deliverable/Activity       Resp.       Role       M-SIM     Maconomy                             Porter Novelli Mexico                   Approval
  Id                                                        template
   C1      Project Closure Report     MAC         PM          Yes      Complete Project Closure report      Deliver input to Project Closure        Acceptance
                                                                                                            Report                                  Certificate




Porter Novelli Mexico Project Scope         Page 38 of 41
Ongoing Project Activities
A number of ongoing responsibilities are to be carried out during the whole implementation project. These are specified below and are to be carried out during
each of the project stages specified above.
  Del      Deliverable/Activity       Resp.       Role       M-SIM     Maconomy                                  Porter Novelli Mexico                       Approval
  Id                                                        template
           Project Board meeting      MAC         PM          Yes      Prepare reports to the Project Board      Facilitate and chair meetings
           minutes                                                     as required
                                                                       Write meeting minutes

           Project Plans              Mac         PM                   Create and maintain the project plan      Assist in project plan maintenance.
                                                                       (including Communication Plan,
                                                                       Risk Log, Quality Plan

           Project Progress           MAC         PM          Yes      Review and report progress against        Assist in progress review
           Reports Weekly                                              that plan at certain time intervals
                                                                       (e.g. every week) or when changes
                                                                       to the project have been
                                                                       accomplished

           Issue Log                  MAC         PM          Yes      Update the “Issue Log” with issues        Address issues affecting the project,
                                                                       affecting the project, prioritize them,   participate in prioritizing them, and
                                                                       and propose actions/resolution.           propose actions/resolution. Ensure
                                                                       Ensure follow-up on all issues            follow-up on all issues

           Change requests            MAC         PM          Yes      Prepare change requests if changes
                                                                       to scope are needed

           Project group meeting      Porter      PM          Yes      Arrange and chair project group           Facilitate project group meetings.
           minutes                    Novelli                          meetings                                  Writing project group meeting minutes.
                                      Mexico
           Internal Project group     Porter      PM                                                             Facilitate internal Porter Novelli Mexico
           meeting minutes            Novelli                                                                    meetings related to the implementation
                                      Mexico                                                                     project
           Necessary project          Porter      PM/                                                            Provide facilities such as hardware
Porter Novelli Mexico Project Scope         Page 39 of 41
  Del      Deliverable/Activity       Resp.      Role       M-SIM     Maconomy   Porter Novelli Mexico                Approval
  Id                                                       template
           facilities                 Novelli    TIA                             (server(s) and clients), network,
                                      Mexico                                     meeting rooms, training rooms etc.




Porter Novelli Mexico Project Scope        Page 40 of 41
Note: Lack of Responsibility or Deliverable Commitment
If Porter Novelli Mexico does not fulfil the agreed responsibilities and deliverables at the agreed time specified in the agreed project plan, Maconomy’s project
manager has the right to issue a Change Request and raise it to the Project Board for approval.

Examples of these occurrences are:

             Hardware not in place for installation
             Solution setup tests not completed and documented at the agreed date
             Data cleaning and conversion not finalized at the agreed date




Porter Novelli Mexico Project Scope      Page 41 of 41

								
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