Abstract

This project plan is about setting up the VoIP infrastructure in the upcoming branch of Al Ghandi in UAE. The main objective is to provide the company with a cost-effective and efficient alternative solution of their communication network. This project plan is comprising of project scope, project deliverables, acceptance criteria, client’s requirement, team meetings, and stakeholder perspective. At the same time, this project plan will also give an insight into the time, coast and risk management along with a detailed, descriptive work breakdown structure of the actual plan. A recommendation for the technical team is also a part of this project plan.

Introduction

Voice over IP or VoIP is an alternative tool for traditional phones. After the development of IoT (Internet of Things), multiple new innovations have been designed and developed. VoIP is one of them. Although the VoIP needs internet network and devices running the internet to properly work, incorporating it along with the PABX (private automatic branch exchange) devices, allows this technology to be used with conventional phones. This incorporation of VoIP with the PABX is the latest trend in the corporate world (Rohloff, Cousins, & Sumorok, 2017). Not only in UAE but also throughout the world large companies and organizations are adopting this VoIP in order to minimize the cost for traditional communication tools. The use of the VoIP is found to be saving up to 70% of the communication cost (Volkov, et al., 2018).

Increasing network access, especially in public places due to the decreasing prices of broadband and other network items (Fayyaz et al., 2016) has acted as the beneficiary for small organizations. These organizations can use VoIP in order to save more on their communication budget. Al Ghandi is one of these small organizations, that primarily work as a car dealership. The opening of a new branch in UAE requires a communication medium for them so that they can remain connected with their headquarters. Therefore, VoIP is the best solution for them. This project plan is all about designing and developing the VoIP network for the company. The key components of this project plan reports are client requirements, stakeholder perspectives, project objective, and scope, work break down structure along with time, cost and risk management plan. 

Client Requirements and Constraints

In order to successfully complete this project, a number of different steps should be taken. The very first thing is to understand the actual need of the client. The client requirements can only be understood by personally meeting with them. A summary of meetings, types, and parties along with the client requirements and constraints are as follows:

Team Meetings

In order to achieve the aims and objectives of this project at least three team meetings are required. The first team meeting will be before the planning phase. This meeting will provide an insight into the actual project. This meeting will also discuss the design of the project and basic project management techniques that will be used in this phase. The second meeting will be about the selection of the methodologies for handling the project. This meeting will be in between the technical team. The pre-analysis meeting will help in developing the project framework, especially about the selection of VoIP framework, because of the possible security threats associated with it (Dantu et.al., 2009). The last meeting will be the client meeting, this meeting will highlight any mistakes during the project. This will also act as the closing meeting of the project. 

Client Requirements

Every project has some basic requirements, besides its objectives. Client requirements for this project will be of a technical nature. A summary of these requirements along with their impact and client priorities is given below.

Requirement	Impact	Priority
Development of the new VoIP Infrastructure	Change the traditional communication method as well as reduce the overall communication budget.	Very High
Use of cost-effective tools such as VCOM and VLAN	Minimize the cost of the project. Does not need additional hardware for working.	High
Upgrade HRSP technologies in the current system	Save time and cost. Provide backup in case of any fault.	Medium

Client Constraints

The limitations of this project are usually related to the technical as well as the legal perspective. The project is not intended to provide the company with the legal aid required for the development of the private VoIP network. The technical constraint of this project is that this project is not designed to develop the internet network or the local area network for the company (Chirdchoo et.al., 2013).

Stakeholder Perspectives

The main stakeholder or the actual client of this project is Al Ghandi. Besides them, there are other key stakeholders that can be benefited from this project as well. The very first of them are the clients or customers of Al Ghnadi. As Al Ghandi are the car dealers that are willing to open their branch in UAE, the new VoIP network infrastructure will help their customers in getting easy and quick support from them (Epstein, 2009). Second key stakeholders of the project are the team members of Al Ghandi, who can easily make them connected to their headquarters or to each other, when they are outside their office and even in remote places where traditional phones are not available, over a secure communication system.

Comparing the perspective of these two stakeholders with the perspective of the actual client i.e. Al Ghandi, it is found that for Al Ghandi the project is more economical in nature, while for its customers and employees this project is more productive in nature than being more economical.

Project Scope Statement

The key scope of this project is to build an infrastructure especially the VoIP that can fully be integrated with the pre-existing network of the company. So that it not only cut the costs of the communication budget but also help in reduced project cost. This project will also allow Al Ghandi to make communication over the internet by using other features that are usually not found in the traditional communication channel (Mohmand, 2007). The project will also scope for cutting the maintenance prices and time for the old communication network. The wireless technology will also help in providing support from a remote distance.

Acceptance Criteria

The acceptance criteria for this project is actually the fulfilment of the client’s requirement as well as of the success criteria. Therefore, the key points that result in the acceptance of this project are as follows:

• Reduce the overall cost of the communication, now and in the future.
• Increase the quality of the service, especially the communication one.
• Increase security and reduce risks associated with the current network.
• Use of new cost-effective equipment and upgrade the current ones.

Project Deliverables

This project is designed to deliver a new network infrastructure for Al Ghandi, based on the current communication network of the company so that the existing traditional communicating system is replaced by new VoIP. Key project deliverables are:

• Upgrade the current communication system.
• Develop new infrastructure for the UAE branch of Al Ghandi.
• Integrate VoIP system to reduce the cost.

Project Exemptions

The project exemptions for this project are that this project is not designed to provide the company with the whole new infrastructure. The project is also not intended to provide the company with legal support is required for this project. And most importantly the team is not responsible for any kind of liabilities in the future once the project is completed.

Work Breakdown Structure (WBS)

WBS or work break down structure is one of the key parts of the project planning, it not only provides with an outline of the project but also helps in different stages of the project (Taylor & Dow, 2013). The work breaks down the structure for this project is as follows:

• Start of the Project
  • Identification the project aims and objectives.
  • Meetings with the clients
  • Approval of the plan
  • Preparation of the project charter
• Planning Phase
  • Review of the client’s requirements
  • Distribution of the task
  • Development of the management plan
  • Preparation of project plan
• Analysis Phase
  • Team meeting for analysis
  • Analysing the methodologies
  • Identification of the required resources
  • Preparation of Analysis Report
• Design and Implementation
  • Designing the prototype
  • Looking out for errors
  • Eradication of those errors
  • Preparation of final design
• Development
  • Setting up the hardware and software
  • Development of the prototype
  • Performing final tests
• Finalizing the Project
  • Final meeting
  • Preparation of the final report
  • Handing over the project

WBS Dictionary

Component	Description
Start of the Project	The stage for meeting the client, identifying the project aims and objectives, approving the project and delivering the project charter to the client.
Planning Phase	The phase of reviewing the client requirements, distribution of the tasks among the team members, development of time, cost and risk management plan and preparation of the actual project plan.
Analysis Phase	The phase for a second team meeting, analysing the project and the identification of methodologies and approaches for the project and preparation of the analysis report.
Design and Implementation	The phase for designing the actual infrastructure, visualization the project and eradication of any errors. Preparation of the final design.
Development	The phase for setting up the hardware and the software, development of the prototype, performing final tests on the prototype.
Finalizing the Project	The phase for finalizing the project, the final team meeting, preparation of the closing report and handing over of the project to the client.

Time Management

The success of a project depends on its timely completion (Panneerselvam & Senthilkumar, 2010). The management of time is, therefore, another critical aspect of a project plan. This project is intended to be completed within four months. The starting date of the project will be January 13^th while the end date will be May 9^th of 2019. A Gantt-Chart representation of the proposed timeline of the project is as follows:

Phases

Weeks

Starting Phase

Project Planning

Project Analysis

Design and Implementation Phase

Development of Prototype

The closing of the Project

Cost Management

The cost of this project depends upon the hardware used in this project. What hardware is selected and is better for Al Ghandi requirements will be suggested after the analysis phase, however, an ideal cost price for the project is as follows:

Component / Service	Estimated Price
VoIP Hardware	10000AED
Other Networking Equipment	5000AED
Installation Charges	5000AED
Total	20000AED

Although, the total project price seems to be 20K AED for finding out the most accurate price a market survey is recommended.

Risk Management Plan

Challenges and risks are required to be mitigated before the start of the actual project in order to minimize the possible loss of resources during the project. Since this project is related to the development of a network infrastructure that will provide Al Ghandi with a solution for their communication system. The development of a VoIP system for the company may face varieties of challenges and risks (Watzlaf, Moeini & Firouzan, 2010). Some of those risks along with their mitigation plan are as follows:

Risk	Mitigation	Severity	Level
Security threats to the communication system	In order to cope with the security threats related to the communication system, that may arise due to the access of the network to the team can only be secured by limiting and controlling the access of the team members to the system.	8	High level
Faulty equipment or unavailability of the equipment	In order to avoid the shortage of the equipment’s required for developing the network, a detailed pre-market survey should be done before selecting the hardware and software.	7	High level
Shortage of budget and time	In-depth analysis and planning for the cost and time management is the only solution for mitigating this type of risk.	7	Medium level
The absence of required human resource	The absence of a qualified and professional human resource in the team for carrying out the project can only be managed by selecting the highly trained personals for the job and by briefly describing the task to them.	5	Medium level

Discussion/Reflection

VoIP is one of the modern innovations (Saini et.al, 2019). It is a better alternative for the traditional communication system. Companies like Al Ghandi, can not only save a lot of time and cost on their budget but also can attain an opportunity to easily and effectively meet their aims and objectives, by adopting the VoIP against their traditional communication network. This project is therefore designed to provide Al Ghandi with a new VoIP network infrastructure at their branch in UAE along with the upgradation of the previous one so that they can have a good communication system. The project, although, provide Al Ghandi with a better solution for their current communication need, but at the same time, a number of challenges may be faced by the project team during this project. Some of those major challenges are related to the technical issues while others are related to the management.

Managemental issues that may arise during this project planning, analysing or implementation phase are related to time and cost management, risk management and mitigation and most importantly the team management. The technical challenges that the team can face are related to the selection of the methodology and technology for the new VoIP infrastructure and lack of knowledge regarding the hardware and software handling. In order to face these technical challenges, the team members are recommended to obtain a deep understanding of the technicalities of the VoIP. The technical areas that the team members are required to study are networking, telecommunication, VoIP, VCCOM, VLAN, and HRSP technologies.

References

Chirdchoo, N., Cheunta, W., Saelim, K., & Kovintavewat, P. (2013). Design and implementation of a VoIP system for campus usage: A case study at NPRU. 2013 13Th International Symposium on Communications and Information Technologies (ISCIT).

Dantu, R., Fahmy, S., Schulzrinne, H., & Cangussu, J. (2009). Issues and challenges in securing VoIP. Computers & Security, 28(8), 743-753.

Epstein, J. (2009). Scalable VoIP mobility. Amsterdam: Elsevier.

Fayyaz, Y., Khan, D., Fayyaz, F., Qadri, S., Naweed, S. & Fahad, M. (2016). The Evaluation of Voice-over-Internet Protocol (VoIP) by means of Trixbox. International Journal of Natural & Engineering Sciences, 10(3), 33-41.

Mohmand, A. (2007). VoIP: Voice Over Internet Protocol Architecture and Features. LuLu.

Panneerselvam, R., & Senthilkumar, P. (2010). Project management. New Delhi: PHI Learning.

Rohloff, K., Cousins, D., & Sumorok, D. (2017). Scalable, Practical VoIP Teleconferencing with End-to-End Homomorphic Encryption. IEEE Transactions on Information Forensics and Security, 12(5), 1031-1041.

Saini, H., Singh, R., Patel, V., Santhi, K., & Ranganayakulu, S. (2019). Innovations in Electronics and Communication Engineering. Singapore: Springer Singapore.

Taylor, B., & Dow, W. (2013). Project management communications bible. Hoboken, N.J.: Wiley.

Volkov, A., Baskakov, A., Muratchaev, S., & Volkova, E. (2018). Development of a Complex Model for VoIP Technology with the Possibility of Application in 5G Networks. 2018 IEEE East-West Design & Test Symposium (EWDTS).

Watzlaf, V., Moeini, S., & Firouzan, P. (2010). VOIP for Telerehabilitation: A Risk Analysis for Privacy, Security, and HIPAA Compliance. International Journal of Telerehabilitation, 2(2), 3-14.