This is for giving the context first. You are the best project manager, helping me with the following assignment. This assignment is designed to further assess your suitability for a role in the Project Management Office department. Specifically, this exercise seeks to assess your ability across the following competencies:
• Business Acumen
• Project Management Skills
• Systems & Technical Knowledge
• Structured & Logical Reasoning
• Problem Solving & Critical Thinking
• Communication & Presentation Skills
Good luck and thank you for taking the time to complete this exercise!

INSTRUCTIONS
• Please review the hypothetical scenario on the following pages, similar to one you will encounter in your role, and outline your response as indicated on the assignment page
• Please prepare a 10 – 15 minute presentation, which will be followed by a Q&A, to discuss your approach and rationale with one or more Aritzia team members
• You may use any personal knowledge and/or additional industry research in order to answer the outlined questions, but you may not ask Aritzia employees (store or otherwise) any questions as part of your research
• Please provide the rationale for your recommendations, outline the relevant considerations for analysis, and include supporting tables and/or charts, as appropriate
• Clearly state any assumptions you need to make in order to complete the assignment, and the logic and rationale behind these assumptions
• Please submit your assignment using PDF or PowerPoint for summaries, and Excel for any supporting detailed work
• Please submit your response via email to your Talent Acquisition Lead and feel free to email with any questions

SCENARIO
Aritzia is looking to leapfrog the competition in the fashion industry by creating a highly personalized service to engage our customers and build an experiential feel when shopping either online or in store. Our overall goals are to propel our brand and maximize sales.
As part of this, the Executive Vice President of Retail would like to provide Style Advisors in stores with an app to aid their ability to service customers – both when customers are in store and when they are at home. The app would include the following:
• Digital black book, providing customer information to our Style Advisors
• Product catalogue showing both online and in store inventory
• Communications platform to allow Style Advisors to call/text customers
The CIO has decided to purchase prepackaged software for the app however it will require integration to Aritzia’s systems to provide the data that our stores require. The app will be built in partnership with a vendor, and all the integrations and internal systems work will be completed by the Aritzia team. The EVP of Retail has allocated 2 dedicated business resources to the project team to make sure the app is fit for use and a success in our stores.
You have been assigned as the Project Manager for the design through closure stages of this project, and for the first step in your role you need to secure IT resources. You have scheduled a planning meeting with the two project stakeholders, the CIO and the EVP of Retail to review your proposed scope, org chart, and schedule.

ADDITIONAL NOTES
• Our customer data is centralized in a cloud application managed by Aritzia
• Aritzia has an ERP system for the purposes of financial and inventory management
• To enable the communications platform, additional communications software would need to be built out and integrated to the app as well as Aritzia’s central systems

ASSIGNMENT

TOPIC
DELIVERABLE
1
Project Scope
Prepare a work breakdown structure to outline the project deliverables and workstreams/work packages.
1 slide
2
Project Org Chart
Prepare a project organization chart with the stakeholders, project team members, and external vendor. Please be specific regarding what IT departments need to be involved in building the app.
1 slide
3
Project Timeline
Prepare a high-level timeline outlining the key activities & milestones. Are there any blackout periods for go-live?
1 slide
4
Project Schedule
Prepare a detailed project plan outlining the proposed starts and stops of key activities for both IT and Business, from project design to closure. Please include approval gates, milestones, and dependencies.
The plan should be a visual representation of the overall project management approach and methodology.
1 slide + Excel/MS Project
5
Project Risk Register
Briefly outline any risks. What experiences in your past can you draw on to mitigate these risks?
1 slide
6
Additional Question
How will you know if the project was successful?
1 slide

We have decided the content for some slides for your context, please make sure they align.

Start of Project Scope, workbreakdown structure.

Revised Work Breakdown Structure (WBS)
Structure Overview
o Level 1: Project Deliverables
o Level 2: Workstreams
o Level 3: Work Packages

Level 1: Project Deliverables


 Project Management and Governance

 Vendor Management

 Customized Mobile Style Advisor App

 Communications Platform Development

 Systems Integration

 Data Security and Compliance

 Testing and Quality Assurance

 Training and Change Management

 Deployment and Rollout

Project Closure and Documentation
Deliverable 1: Project Management and Governance
Workstream 1.1: Project Initiation and Planning
o Work Package 1.1.1: Define project scope, objectives, and success criteria.
o Work Package 1.1.2: Develop the project charter and obtain approvals.
o Work Package 1.1.3: Assemble the project team and assign roles/responsibilities.
o Work Package 1.1.4: Develop a detailed project plan (schedule, budget, resources).
o Work Package 1.1.5: Establish the project governance framework.
o Work Package 1.1.6: Conduct project kickoff meetings with key stakeholders.
Workstream 1.2: Risk and Issue Management
o Work Package 1.2.1: Identify and document project risks and issues.
o Work Package 1.2.2: Analyze risks for impact and likelihood.
o Work Package 1.2.3: Develop risk mitigation and contingency plans.
o Work Package 1.2.4: Monitor risks and update the risk register regularly.
o Work Package 1.2.5: Escalate critical issues to sponsors when necessary.
Workstream 1.3: Communication and Reporting
o Work Package 1.3.1: Develop a comprehensive communication plan.
o Work Package 1.3.2: Prepare and distribute regular status reports.
o Work Package 1.3.3: Manage stakeholder communications and expectations.
o Work Package 1.3.4: Maintain the project documentation repository.

Deliverable 2: Vendor Management
Workstream 2.1: Vendor Selection and Contracting
o Work Package 2.1.1: Identify vendor requirements and evaluation criteria.
o Work Package 2.1.2: Issue RFPs/RFQs and collect proposals.
o Work Package 2.1.3: Evaluate vendor proposals based on expertise and project needs.
o Work Package 2.1.4: Negotiate contracts and service-level agreements (SLAs).
o Work Package 2.1.5: Finalize agreements and secure approvals.
Workstream 2.2: Vendor Coordination and Performance Management
o Work Package 2.2.1: Establish communication channels and schedules with vendors.
o Work Package 2.2.2: Monitor vendor deliverables and timelines.
o Work Package 2.2.3: Manage vendor-related risks and issues.
o Work Package 2.2.4: Ensure vendor compliance with Aritzia's standards and policies.
o Work Package 2.2.5: Conduct regular performance evaluations and provide feedback.

Deliverable 3: Customized Mobile Style Advisor App
Workstream 3.1: Requirements Gathering and Analysis
o Work Package 3.1.1: Engage business stakeholders and Style Advisors for input, focusing on mobile device usage and preferences.
o Work Package 3.1.2: Document functional requirements for mobile app features, including:
o Digital Black Book (customer information).
o Product Catalogue (online and in-store inventory).
o Communications Platform (call/text capabilities).
o Work Package 3.1.3: Define non-functional requirements (performance, scalability, compatibility).
o Work Package 3.1.4: Specify supported mobile platforms (iOS, Android) and device types (smartphones, tablets).
o Work Package 3.1.5: Include security and compliance requirements pertinent to mobile applications.
o Work Package 3.1.6: Prioritize features and create a mobile app requirements specification document.
Workstream 3.2: Mobile App Design and User Experience
o Work Package 3.2.1: Develop mobile app wireframes and mock-ups for various screen sizes and orientations.
o Work Package 3.2.2: Define mobile UI standards consistent with Aritzia's branding.
o Work Package 3.2.3: Ensure adherence to platform-specific guidelines (Apple's Human Interface Guidelines, Google's Material Design).
o Work Package 3.2.4: Create interactive prototypes for stakeholder review.
o Work Package 3.2.5: Incorporate feedback and finalize the mobile app design.
o Work Package 3.2.6: Ensure accessibility standards are met.
Workstream 3.3: Mobile App Customization and Configuration
o Work Package 3.3.1: Collaborate with the vendor to customize the prepackaged mobile app.
o Work Package 3.3.2: Decide on the development approach (native, hybrid, cross-platform frameworks).
o Work Package 3.3.3: Configure the Digital Black Book feature with secure customer data access.
o Work Package 3.3.4: Integrate the Product Catalogue with real-time inventory data.
o Work Package 3.3.5: Implement mobile-specific features (touch gestures, push notifications).
o Work Package 3.3.6: Perform unit testing of customized mobile components.

Deliverable 4: Communications Platform Development
Workstream 4.1: Requirements Definition and Compliance
o Work Package 4.1.1: Define communication functionalities (voice calls, texting, multimedia messages).
o Work Package 4.1.2: Consider mobile network and carrier requirements.
o Work Package 4.1.3: Identify user consent and privacy requirements.
o Work Package 4.1.4: Ensure compliance with communications regulations (e.g., TCPA, GDPR).
o Work Package 4.1.5: Document technical specifications for the communications platform.
Workstream 4.2: Communications Platform Implementation
o Work Package 4.2.1: Select a communications service provider compatible with mobile platforms.
o Work Package 4.2.2: Develop the communications module within the mobile app.
o Work Package 4.2.3: Implement push notifications and in-app messaging.
o Work Package 4.2.4: Implement secure user authentication and authorization mechanisms.
o Work Package 4.2.5: Create message templates and personalization options.
o Work Package 4.2.6: Build call and message logging features.
Workstream 4.3: Integration with Mobile App and Systems
o Work Package 4.3.1: Integrate the communications module with customer data.
o Work Package 4.3.2: Ensure seamless operation within the app's UI/UX.
o Work Package 4.3.3: Test end-to-end communication workflows.
o Work Package 4.3.4: Optimize performance and responsiveness.

Deliverable 5: Systems Integration
Workstream 5.1: Integration Planning and Design
o Work Package 5.1.1: Analyze existing systems for mobile integration.
o Work Package 5.1.2: Define integration architecture and data flow diagrams.
o Work Package 5.1.3: Identify required interfaces and APIs.
o Work Package 5.1.4: Establish the integration environment and tools.
Workstream 5.2: Integration Development
o Work Package 5.2.1: Develop mobile-friendly APIs for customer data.
o Work Package 5.2.2: Develop APIs for inventory data access from the ERP.
o Work Package 5.2.3: Implement middleware solutions for data translation.
o Work Package 5.2.4: Ensure real-time data synchronization capabilities.
o Work Package 5.2.5: Develop error handling and logging mechanisms.
Workstream 5.3: Data Management and Synchronization
o Work Package 5.3.1: Perform data mapping between systems and the mobile app.
o Work Package 5.3.2: Establish data transformation rules and processes.
o Work Package 5.3.3: Set up data validation and integrity checks.
o Work Package 5.3.4: Schedule and manage data synchronization tasks.

Deliverable 6: Data Security and Compliance
Maintaining this as a separate deliverable ensures dedicated focus on meeting all legal, regulatory, and organizational security requirements throughout the project.
Workstream 6.1: Security Assessment and Planning
o Work Package 6.1.1: Identify security requirements and compliance obligations.
o Work Package 6.1.2: Conduct security risk assessments of the mobile app and integrations.
o Work Package 6.1.3: Develop security policies and procedures specific to mobile devices.
o Work Package 6.1.4: Plan for incident response and disaster recovery.
Workstream 6.2: Implementation of Security Measures
o Work Package 6.2.1: Implement data encryption (at rest and in transit) on mobile devices.
o Work Package 6.2.2: Set up secure authentication and authorization protocols.
o Work Package 6.2.3: Configure access controls and user permissions.
o Work Package 6.2.4: Establish regular security monitoring and auditing for the mobile app.
Workstream 6.3: Compliance and Regulatory Alignment
o Work Package 6.3.1: Ensure adherence to data protection laws (e.g., GDPR, CCPA).
o Work Package 6.3.2: Update user agreements and privacy policies.
o Work Package 6.3.3: Obtain necessary legal approvals and certifications.
o Work Package 6.3.4: Conduct compliance training for project team members.

Deliverable 7: Testing and Quality Assurance
Workstream 7.1: Test Planning and Preparation
o Work Package 7.1.1: Develop comprehensive test plans and strategies.
o Work Package 7.1.2: Create test cases and scripts for all functionalities.
o Work Package 7.1.3: Set up testing environments on various mobile platforms.
o Work Package 7.1.4: Train the testing team on test procedures.
Workstream 7.2: Functional and Integration Testing
o Work Package 7.2.1: Execute functional tests for each module.
o Work Package 7.2.2: Perform integration tests between the app and systems.
o Work Package 7.2.3: Document and track defects and issues.
o Work Package 7.2.4: Resolve defects and validate fixes.
Workstream 7.3: Performance, Load, Compatibility, and Security Testing
o Work Package 7.3.1: Conduct performance testing on mobile networks.
o Work Package 7.3.2: Perform load testing for scalability.
o Work Package 7.3.3: Carry out security testing to identify vulnerabilities.
o Work Package 7.3.4: Conduct compatibility testing across devices and OS versions.
o Work Package 7.3.5: Collaborate on remediation efforts.
Workstream 7.4: User Acceptance Testing (UAT)
o Work Package 7.4.1: Plan UAT activities with stakeholders.
o Work Package 7.4.2: Prepare UAT scenarios and guides.
o Work Package 7.4.3: Facilitate UAT sessions with Style Advisors.
o Work Package 7.4.4: Collect user feedback and enhancement requests.
o Work Package 7.4.5: Obtain formal UAT sign-off.

Deliverable 8: Training and Change Management
Workstream 8.1: Training Material Development
o Work Package 8.1.1: Develop training manuals and user guides.
o Work Package 8.1.2: Create interactive e-learning modules.
o Work Package 8.1.3: Prepare quick reference materials.
o Work Package 8.1.4: Design training assessments and feedback forms.
Workstream 8.2: Training Delivery
o Work Package 8.2.1: Schedule training sessions with Style Advisors.
o Work Package 8.2.2: Conduct training workshops using mobile devices.
o Work Package 8.2.3: Provide hands-on practice sessions.
o Work Package 8.2.4: Assess training effectiveness and adjust as needed.
Workstream 8.3: Change Management Initiatives
o Work Package 8.3.1: Develop a change management plan.
o Work Package 8.3.2: Communicate benefits and changes to stakeholders.
o Work Package 8.3.3: Address user concerns and resistance.
o Work Package 8.3.4: Establish support channels for ongoing assistance.

Deliverable 9: Deployment and Rollout
Workstream 9.1: Deployment Planning
o Work Package 9.1.1: Determine the deployment strategy (pilot vs. full-scale).
o Work Package 9.1.2: Select pilot stores and define criteria.
o Work Package 9.1.3: Develop deployment timelines and checklists.
o Work Package 9.1.4: Prepare rollback and contingency plans.
o Work Package 9.1.5: Plan for app store submissions and approvals.
Workstream 9.2: Mobile App Deployment
o Work Package 9.2.1: Set up the production environment for the app.
o Work Package 9.2.2: Deploy the app to devices or app stores.
o Work Package 9.2.3: Configure app settings for each store and device.
o Work Package 9.2.4: Perform final validation before go-live.
o Work Package 9.2.5: Ensure compliance with app store guidelines.
Workstream 9.3: Post-Deployment Support and Monitoring
o Work Package 9.3.1: Establish a support team for issue resolution.
o Work Package 9.3.2: Monitor app performance and user metrics.
o Work Package 9.3.3: Gather feedback and identify improvement areas.
o Work Package 9.3.4: Plan for updates and enhancements.
o Work Package 9.3.5: Manage app updates through app stores.

Deliverable 10: Project Closure and Documentation
Workstream 10.1: Final Documentation
o Work Package 10.1.1: Compile all technical documentation.
o Work Package 10.1.2: Document operational procedures and maintenance plans.
o Work Package 10.1.3: Archive project communications and reports.
o Work Package 10.1.4: Prepare a project closure report.
Workstream 10.2: Project Evaluation and Lessons Learned
o Work Package 10.2.1: Evaluate project performance against objectives.
o Work Package 10.2.2: Organize lessons learned workshops.
o Work Package 10.2.3: Document best practices and improvement areas.
o Work Package 10.2.4: Share findings for organizational learning.
Workstream 10.3: Administrative Closure
o Work Package 10.3.1: Reconcile budgets and complete financial transactions.
o Work Package 10.3.2: Close out contracts with vendors and service providers.
o Work Package 10.3.3: Release project team members and reassign as necessary.
o Work Package 10.3.4: Celebrate project completion and recognize contributions.

Additional Notes
Device Management
o Develop policies and procedures for managing mobile devices (company-issued or BYOD).
o Implement Mobile Device Management (MDM) solutions if necessary.
App Store Compliance
o Prepare app store assets (icons, screenshots, descriptions).
o Plan for potential app store review times in the project schedule.
Mobile-Specific Risk Management
o Identify risks unique to mobile app development (e.g., app store rejection, device fragmentation).
o Develop mitigation strategies for these risks.
Security Considerations
o Ensure the app adheres to security best practices for mobile platforms.
o Protect against mobile-specific threats (e.g., jailbroken devices, insecure Wi-Fi networks).

Conclusion
By integrating the suggested improvements and maintaining Data Security and Compliance as a dedicated project deliverable, we emphasize the critical importance of security and regulatory adherence in our project. This approach ensures:
o Dedicated Focus on Security: Allocating specific resources and attention to security and compliance throughout the project lifecycle.
o Comprehensive Coverage: Security considerations are addressed in all relevant areas while being managed centrally in a dedicated deliverable.
o Regulatory Alignment: Meeting all legal and organizational requirements to mitigate risks and protect the company and its customers.
This revised WBS provides a clear and structured roadmap, facilitating effective planning, resource allocation, and execution. It aligns with best practices for mobile app development and ensures that all project aspects are thoroughly addressed.

Next Steps


 Review and Approval:
o Please review the updated WBS and provide any feedback or approval to proceed.
2. Resource Allocation:
o Begin assigning resources to each work package based on necessary skills and availability.
3. Schedule Development:
o Develop a detailed project schedule with timelines and milestones based on the WBS.
4. Risk Assessment:
o Update the risk register, including any new risks identified, and develop mitigation plans.
5. Stakeholder Communication:
o Share the revised WBS with all project stakeholders to ensure alignment and secure buy-in.
6. Vendor Coordination:
o Confirm that vendors understand their roles and responsibilities according to the updated WBS.

End of Project Scope, workbreakdown structure.

Start of Project org chart.

Project Organization Chart
High-Level Project Organization
o Project Sponsor: Executive Vice President (EVP) of Retail
o Project Owner: Chief Information Officer (CIO)
o Project Manager: [Your Name]

Detailed Project Organization

Project Leadership
1.1. Project Sponsor: EVP of Retail
o Responsibilities:
o Provides strategic vision and direction.
o Ensures alignment with business objectives.
o Secures necessary funding and resources.
o Resolves high-level issues and escalations.
o Champions the project at the executive level.
1.2. Project Owner: CIO
o Responsibilities:
o Oversees the project from the IT governance perspective.
o Ensures alignment with Aritzia's IT strategy and policies.
o Allocates necessary IT resources for integrations.
o Facilitates collaboration between Aritzia's IT departments and the vendor.
o Addresses escalated technical decisions.
1.3. Project Manager: [Your Name]
o Responsibilities:
o Manages overall project planning and execution.
o Coordinates activities between Aritzia's teams and the vendor.
o Manages project scope, schedule, budget, risks, and issues.
o Communicates project status to stakeholders.
o Ensures deliverables meet quality standards.

Business Team
2.1. Business Analysts (Allocated by EVP of Retail - 2 People)
o Roles:
o Business Analyst 1
o Business Analyst 2
o Responsibilities:
o Gather and document business requirements.
o Act as liaisons between business units and the project team.
o Validate that the app meets business needs.
o Facilitate user acceptance testing (UAT).
o Assist in developing training materials.
2.2. Style Advisor Representatives (Subject Matter Experts - 3 People)
o Roles:
o Style Advisor SME 1
o Style Advisor SME 2
o Style Advisor SME 3
o Responsibilities:
o Provide insights into store operations and customer interactions.
o Offer feedback on app functionality and usability.
o Participate in UAT and pilot testing.
o Advocate for app adoption among peers.

Aritzia's IT Departments Involved in Building the App
As per your requirement, here are the specific IT departments involved in building the app, focusing on integrations and internal systems work.
3.1. IT Integration Department
o Role: Responsible for all integrations between the mobile app and Aritzia's internal systems.
o Integration Lead (1 Person)
o Responsibilities:
o Lead all integration activities.
o Define integration architecture and data flows.
o Coordinate with the vendor's technical team.
o Ensure seamless integration between systems.
o Oversee data mapping and transformation processes.
o Integration Specialists (3 People)
o Roles:
o Integration Specialist 1
o Integration Specialist 2
o Integration Specialist 3
o Responsibilities:
o Develop APIs and middleware for integrations.
o Implement connections between the app and Aritzia's systems (ERP, customer data cloud application).
o Perform data mapping and transformations.
o Conduct integration testing.
o Resolve technical issues related to integrations.
3.2. IT Systems Department
o Role: Ensures that Aritzia's internal systems are prepared for integration with the mobile app.
o Systems Analysts (2 People)
o Roles:
o Systems Analyst 1
o Systems Analyst 2
o Responsibilities:
o Analyze internal systems' requirements for integration.
o Configure and update systems to support app integration.
o Collaborate with the Integration Department to ensure compatibility.
o Provide technical support for internal systems during integration.
3.3. IT Security and Compliance Department
o Role: Manages all security and compliance aspects related to the integrations.
o IT Security Manager (1 Person) ---
o Responsibilities:
o Oversee security policies and procedures for the project.
o Coordinate security efforts with other IT departments.
o Ensure overall compliance with company and regulatory standards.
o Security Analysts (2 People)
o Roles:
o Security Analyst 1
o Security Analyst 2
o Responsibilities:
o Conduct security assessments on integration points.
o Implement security measures to protect data.
o Ensure compliance with data protection regulations (e.g., GDPR, CCPA).
o Monitor security during and after integration.
3.4. IT Infrastructure Department
o Role: Provides the necessary technical infrastructure to support the integrations.
o Infrastructure Engineer (1 Person)
o Responsibilities:
o Ensure that the infrastructure supports the integrations effectively.
o Manage servers, networks, and cloud services required for the project.
o Optimize performance and scalability of systems.
o Collaborate with other IT departments to address infrastructure needs.
3.5. IT Project Coordinator (1 Person) ---
o Responsibilities:
o Assist the Project Manager in coordinating IT-related activities.
o Schedule meetings and facilitate communication between IT teams.
o Track IT deliverables and milestones.
o Assist with documentation and reporting.

External Vendor Team
The vendor is responsible for developing the mobile app, while collaborating with Aritzia's IT teams for integrations.
4.1. Vendor Project Manager (1 Person)
o Responsibilities:
o Serves as the primary point of contact with Aritzia's Project Manager.
o Manages the vendor's project schedule and deliverables.
o Coordinates development efforts according to Aritzia's requirements.
o Ensures contractual obligations and quality standards are met.
4.2. Vendor Development Team
o Lead Developer (1 Person)
o Responsibilities:
o Oversee the technical development of the app.
o Ensure the app architecture meets project requirements.
o Coordinate with Aritzia's Integration Lead on integration points.
o Developers (5 People)
o Roles:
o Developer 1
o Developer 2
o Developer 3
o Developer 4
o Developer 5
o Responsibilities:
o Develop the mobile app according to Aritzia's specifications.
o Customize the prepackaged software.
o Implement features such as the Digital Black Book, Product Catalogue, and Communications Platform.
o Perform unit testing and code reviews.
o UI/UX Designers (2 People)
o Roles:
o UI/UX Designer 1
o UI/UX Designer 2
o Responsibilities:
o Design app interfaces aligned with Aritzia's branding.
o Ensure a seamless and intuitive user experience.
o Create prototypes and gather feedback from stakeholders.
4.3. Vendor Quality Assurance Team
o QA Lead (1 Person)
o Responsibilities:
o Develop testing strategies for the app.
o Oversee the vendor's testing activities.
o Ensure the app meets quality standards before delivery.
o QA Testers (3 People)
o Roles:
o QA Tester 1
o QA Tester 2
o QA Tester 3
o Responsibilities:
o Conduct functional, performance, and security testing on the app.
o Identify and document defects.
o Collaborate with developers to resolve issues.
4.4. Vendor Technical Support Team
o Technical Support Specialists (2 People) ---
o Roles:
o Technical Support Specialist 1
o Technical Support Specialist 2
o Responsibilities:
o Provide technical documentation and support to Aritzia's IT teams.
o Assist in resolving technical issues during integration.
o Ensure clear communication on technical aspects of the app.
4.5. Vendor Security Specialist (1 Person) ---
o Responsibilities:
o Ensure the app meets security standards.
o Conduct security testing on the app.
o Provide documentation on security measures implemented.
o Work with Aritzia's IT Security and Compliance Department to address any concerns.

Training and Change Management Team (Aritzia) ---
5.1. Change Management Lead (1 Person)
o Responsibilities:
o Develop and execute the change management strategy.
o Communicate changes and benefits to stakeholders.
o Manage stakeholder expectations and address any resistance to change.
5.2. Training Coordinator (1 Person)
o Responsibilities:
o Plan and schedule training sessions for Style Advisors.
o Coordinate with the vendor for training materials.
o Ensure training materials are customized for Aritzia and focus on mobile app usage.
5.3. Training Specialists (3 People)
o Roles:
o Training Specialist 1
o Training Specialist 2
o Training Specialist 3
o Responsibilities:
o Develop training content and materials.
o Conduct training sessions and workshops using smartphones and tablets.
o Provide ongoing support during the transition to the new app.

Governance and Stakeholder Engagement
6.1. Project Steering Committee
o Members (5 People):
o EVP of Retail (Project Sponsor)
o CIO (Project Owner)
o Head of Retail Operations
o Head of IT Integration Department
o Head of Legal and Compliance
o Responsibilities:
o Provide strategic direction and oversight.
o Monitor project progress and risks.
o Resolve escalated issues and make key decisions.
o Ensure alignment with company objectives and regulations.
6.2. Key Stakeholder Teams
o Retail Operations Team
o Roles:
o Retail Operations Manager
o Store Manager Representative
o Responsibilities:
o Provide operational insights and requirements.
o Support deployment in stores.
o Coordinate with store staff for training and app adoption.
o Marketing Team
o Roles:
o Brand Manager
o Content Specialist
o Responsibilities:
o Ensure brand consistency in the app.
o Provide marketing content and assets as needed.
o Support internal communications regarding the app launch.
o Legal and Compliance Team
o Roles:
o Legal Counsel 1
o Legal Counsel 2
o Responsibilities:
o Review contracts and agreements with the vendor.
o Ensure compliance with legal and regulatory requirements.
o Advise on data protection and privacy regulations.

Total Personnel Involved
o Project Leadership: 3 People
o Business Team: 5 People
o Aritzia's IT Team: 10 People
o Vendor Team: 14 People
o Training and Change Management Team: 5 People
o Governance and Stakeholders: 10 People (excluding overlaps with leadership)
Total Estimated Personnel: Approximately 47 People

Alignment with the Work Breakdown Structure (WBS)
o Deliverable 1: Project Management and Governance
o Roles: Project Sponsor, Project Owner, Project Manager, IT Project Coordinator
o Responsibilities: Project planning, risk management, communication, governance.
o Deliverable 2: Vendor Management
o Roles: Project Manager, Vendor Project Manager, Legal and Compliance Team
o Responsibilities: Vendor selection (if applicable), contracting, coordination, performance management.
o Deliverable 3: Customized Mobile Style Advisor App
o Roles: Business Analysts, Style Advisor Representatives, Vendor Development Team, UI/UX Designers
o Responsibilities: Requirements gathering, design, app customization, user experience design.
o Deliverable 4: Communications Platform Development
o Roles: Vendor Development Team, Vendor Technical Support, Aritzia's IT Integration Department
o Responsibilities: Development of the communications platform within the app, integration with Aritzia's systems.
o Deliverable 5: Systems Integration
o Roles: Aritzia's IT Integration Department, IT Systems Department, Vendor Technical Support
o Responsibilities: Integration planning, development, data management, and synchronization.
o Deliverable 6: Data Security and Compliance
o Roles: IT Security and Compliance Department, Vendor Security Specialist, Legal and Compliance Team
o Responsibilities: Security assessments, implementation of security measures, compliance alignment.
o Deliverable 7: Testing and Quality Assurance
o Roles: Style Advisor Representatives, Vendor QA Team, Aritzia's IT Integration and Systems Departments
o Responsibilities: Test planning, functional and integration testing, performance testing, UAT facilitation.
o Deliverable 8: Training and Change Management
o Roles: Change Management Lead, Training Coordinator, Training Specialists, Business Analysts
o Responsibilities: Training material development, training delivery, change management initiatives.
o Deliverable 9: Deployment and Rollout
o Roles: Project Manager, IT Integration Department, Vendor Project Manager, Retail Operations Team
o Responsibilities: Deployment planning, app deployment, post-deployment support.
o Deliverable 10: Project Closure and Documentation
o Roles: Project Manager, IT Project Coordinator, All Teams
o Responsibilities: Final documentation, project evaluation, administrative closure.

Conclusion
By revising the organization chart based on your guidance, we have:
o Ensured the Vendor is Responsible for App Development:
o The vendor team focuses on building the mobile app, including customization and development.
o Assigned All Integrations and Internal Systems Work to Aritzia's IT Departments:
o Specific IT departments have been identified, with clear roles and responsibilities for building the app's integrations.
o Included Stakeholders, Project Team Members, and External Vendor:
o All relevant parties are included, with roles and responsibilities clearly defined.
o Specified IT Departments Involved:
o The IT Integration, Systems, Security and Compliance, and Infrastructure departments are specifically named and their involvement detailed.
o Placed the Right People in the Right Roles:
o Both Aritzia and the vendor have the appropriate individuals assigned to ensure project success.

Next Steps


 Review the Updated Organization Chart:
o Please review the revised chart to confirm it aligns with your requirements and expectations.
2. Finalize Assignments:
o Assign specific individuals to each role where possible.
3. Communication with Teams:
o Share the organization chart with all team members and stakeholders to ensure everyone understands their roles and responsibilities.
4. Integrate into Project Documentation:
o Incorporate the organization chart into the project charter, project plan, and other relevant documents.
5. Proceed with Project Execution:
o With the organization structure in place, we can proceed confidently into the project's planning and execution phases.

End of Project org chart.

Start of high-level Project timeline.

High-Level Project Timeline Aligned with Project Schedule

Project Overview:
o Project Name: Aritzia Style Advisor Mobile App Project
o Project Start Date: January 8, 2024
o Project End Date: January 3, 2025
o Total Duration: Approximately 12 months
o Blackout Periods: November and December 2024 (Peak retail seasons)

Month 1: January 2024

Project Management and Governance
o Workstream 1.1: Project Initiation and Planning
o Week 1-2:
o 1.1.1 Define project scope, objectives, and success criteria.
o 1.1.2 Develop the project charter and obtain approvals.
o 1.1.3 Assemble the project team and assign roles/responsibilities.
o 1.1.4 Develop a detailed project plan (schedule, budget, resources).
o 1.1.5 Establish the project governance framework.
o 1.1.6 Conduct project kickoff meetings with key stakeholders.
o Milestones:
o M1: Project Scope Document Completed (Week 1)
o M2: Project Charter Approved (End of Week 2)
o M3: Project Kickoff Completed (End of Week 2)
2. Vendor Management
o Workstream 2.1: Vendor Selection and Contracting
o Week 1-5:
o 2.1.1 Identify vendor requirements and evaluation criteria.
o 2.1.2 Issue RFPs/RFQs and collect proposals.
o 2.1.3 Evaluate vendor proposals.
o 2.1.4 Negotiate contracts and service-level agreements (SLAs).
o 2.1.5 Finalize agreements and secure approvals.
o Milestones:
o M4: Vendor Requirements Defined (Week 1)
o M5: Vendor Evaluations Completed (End of Week 3)
o M6: Vendor Contracts Finalized (End of Week 4)
o M7: Vendor Contracts Signed (End of Week 5)
3. Requirements Gathering and Analysis
o Workstream 3.1: Requirements Gathering and Analysis
o Week 2-6:
o 3.1.1 Engage business stakeholders and Style Advisors for input.
o 3.1.2 Document functional requirements.
o 3.1.3 Define non-functional requirements.
o 3.1.4 Specify supported platforms and devices.
o 3.1.5 Include security and compliance requirements.
o 3.1.6 Prioritize features and create requirements specification.
o Milestone:
o M8: Requirements Specification Document Completed (End of Week 6)

Month 2-3: February - March 2024
4. Systems Integration Planning and Design
o Workstream 5.1: Integration Planning and Design
o Week 6-8:
o 5.1.1 Analyze existing systems for integration.
o 5.1.2 Define integration architecture and data flow diagrams.
o 5.1.3 Identify required interfaces and APIs.
o 5.1.4 Establish the integration environment and tools.
o Milestone:
o M9: Integration Planning and Design Completed (End of Week 8)
5. Data Security and Compliance Planning
o Workstream 6.1: Security Assessment and Planning
o Week 7-10:
o 6.1.1 Identify security requirements and compliance obligations.
o 6.1.2 Conduct security risk assessments.
o 6.1.3 Develop security policies and procedures.
o 6.1.4 Plan for incident response and disaster recovery.
o Milestone:
o M10: Security and Compliance Plan Completed (End of Week 10)
6. Mobile App Design and User Experience
o Workstream 3.2: Mobile App Design and User Experience
o Week 9-12:
o 3.2.1 Develop mobile app wireframes and mock-ups.
o 3.2.2 Define UI standards consistent with Aritzia's branding.
o 3.2.3 Create interactive prototypes for stakeholder review.
o 3.2.4 Incorporate feedback and finalize app design.
o 3.2.5 Ensure accessibility standards are met.
o Milestone:
o M11: App Design Finalized (End of Week 12)

Months 4-7: April - July 2024
7. App Customization and Development
o Workstream 3.3: Mobile App Customization and Configuration
o Weeks 13-28:
o 3.3.1 Customize the prepackaged mobile app.
o 3.3.2 Configure the Digital Black Book feature.
o 3.3.3 Integrate the Product Catalogue.
o 3.3.4 Implement mobile-specific features.
o 3.3.5 Perform unit testing of customized components.
o Milestone:
o M12: App Development Completed (End of Week 28)
8. Communications Platform Development
o Workstream 4.1 & 4.2: Communications Platform Development
o Weeks 15-28:
o 4.1.1 Define communications platform requirements.
o 4.2.1 Select communications service provider.
o 4.2.2 Develop communications module.
o 4.2.3 Implement authentication mechanisms.
o 4.2.4 Create message templates and personalization options.
o Milestone:
o M13: Communications Platform Development Completed (End of Week 28)
9. Integration Development
o Workstream 5.2: Integration Development
o Weeks 15-28:
o 5.2.1 Develop APIs for customer data and inventory access.
o 5.2.2 Implement middleware solutions.
o 5.2.3 Ensure real-time data synchronization.
o 5.2.4 Develop error handling and logging mechanisms.
o Milestone:
o M14: Integration Development Completed (End of Week 28)

Months 7-8: July - August 2024
10. Implementation of Security Measures
o Workstream 6.2: Implementation of Security Measures
o Weeks 28-32:
o 6.2.1 Implement data encryption.
o 6.2.2 Set up secure authentication protocols.
o 6.2.3 Configure access controls.
o 6.2.4 Establish security monitoring and auditing.
o Milestone:
o M15: Security Measures Implemented (End of Week 32)
11. Testing and Quality Assurance
o Workstream 7.1: Test Planning and Preparation
o Weeks 29-31:
o 7.1.1 Develop test plans and strategies.
o 7.1.2 Create test cases and scripts.
o 7.1.3 Set up testing environments.
o 7.1.4 Train the testing team.
o Workstream 7.2: Functional and Integration Testing
o Weeks 31-34:
o 7.2.1 Execute functional tests.
o 7.2.2 Perform integration tests.
o 7.2.3 Document and track defects.
o 7.2.4 Resolve defects and validate fixes.
o Milestone:
o M16: Functional and Integration Testing Completed (End of Week 34)

Months 9-10: September - October 2024
12. Advanced Testing and Compliance
o Workstream 7.3: Performance, Load, Compatibility, and Security Testing
o Weeks 34-38:
o 7.3.1 Conduct performance testing.
o 7.3.2 Perform load testing.
o 7.3.3 Carry out security testing.
o 7.3.4 Conduct compatibility testing.
o 7.3.5 Collaborate on remediation efforts.
o Workstream 6.3: Compliance and Regulatory Alignment
o Weeks 33-36:
o 6.3.1 Ensure adherence to data protection laws.
o 6.3.2 Update user agreements and privacy policies.
o 6.3.3 Obtain legal approvals and certifications.
o 6.3.4 Conduct compliance training for project team members.
o Milestone:
o M17: Advanced Testing and Compliance Achieved (End of Week 38)
13. User Acceptance Testing (UAT)
o Workstream 7.4: UAT
o Weeks 38-40:
o 7.4.1 Plan UAT activities.
o 7.4.2 Prepare UAT scenarios and guides.
o 7.4.3 Facilitate UAT sessions with Style Advisors.
o 7.4.4 Collect feedback and enhancement requests.
o 7.4.5 Obtain formal UAT sign-off.
o Milestone:
o M18: UAT Sign-Off Obtained (End of Week 40)
14. Training and Change Management
o Workstream 8.1: Training Material Development
o Weeks 30-36:
o 8.1.1 Develop training manuals and user guides.
o 8.1.2 Create interactive e-learning modules.
o 8.1.3 Prepare quick reference materials.
o 8.1.4 Design training assessments and feedback forms.
o Workstream 8.2: Training Delivery
o Weeks 36-40:
o 8.2.1 Schedule training sessions.
o 8.2.2 Conduct training workshops.
o 8.2.3 Provide hands-on practice sessions.
o 8.2.4 Assess training effectiveness.
o Milestone:
o M19: Training Completed (End of Week 40)

Month 11: November 2024
15. Deployment Planning and Rollout
o Workstream 9.1: Deployment Planning
o Weeks 40-41:
o 9.1.1 Determine the deployment strategy.
o 9.1.2 Select pilot stores and define criteria.
o 9.1.3 Develop deployment timelines and checklists.
o 9.1.4 Prepare rollback and contingency plans.
o 9.1.5 Plan for app store submissions and approvals.
o Milestone:
o M20: Deployment Plan Finalized (End of Week 41)
o Workstream 9.2: Mobile App Deployment
o Weeks 41-43:
o 9.2.1 Set up the production environment.
o 9.2.2 Deploy the app to devices or app stores.
o 9.2.3 Configure app settings for each store and device.
o 9.2.4 Perform final validation before go-live.
o 9.2.5 Ensure compliance with app store guidelines.
o Milestone:
o M21: App Deployed (End of Week 43)

Months 11-12: November 2024 - January 2025
16. Post-Deployment Support
o Workstream 9.3: Post-Deployment Support and Monitoring
o Weeks 43-52:
o 9.3.1 Establish a support team for issue resolution.
o 9.3.2 Monitor app performance and user metrics.
o 9.3.3 Gather feedback and identify improvement areas.
o 9.3.4 Plan for updates and enhancements.
17. Project Closure and Documentation
o Workstream 10.1: Final Documentation
o Weeks 49-50:
o 10.1.1 Compile all technical documentation.
o 10.1.2 Document operational procedures and maintenance plans.
o 10.1.3 Archive project communications and reports.
o 10.1.4 Prepare a project closure report.
o Workstream 10.2: Project Evaluation and Lessons Learned
o Weeks 51-52:
o 10.2.1 Evaluate project performance against objectives.
o 10.2.2 Organize lessons learned workshops.
o 10.2.3 Document best practices and improvement areas.
o 10.2.4 Share findings for organizational learning.
o Workstream 10.3: Administrative Closure
o Week 52:
o 10.3.1 Reconcile budgets and complete financial transactions.
o 10.3.2 Close out contracts with vendors and service providers.
o 10.3.3 Release project team members.
o 10.3.4 Celebrate project completion and recognize contributions.
o Milestone:
o M22: Project Closure Completed (End of Week 52)

Updated Key Milestones Summary
Milestone Description Planned Date
M1 Project Scope Document Completed Week 1 (Jan 12, 2024)
M2 Project Charter Approved Week 2 (Jan 19, 2024)
M3 Project Kickoff Completed Week 2 (Jan 19, 2024)
M4 Vendor Requirements Defined Week 1 (Jan 12, 2024)
M5 Vendor Evaluations Completed Week 3 (Jan 26, 2024)
M6 Vendor Contracts Finalized Week 4 (Feb 2, 2024)
M7 Vendor Contracts Signed Week 5 (Feb 9, 2024)
M8 Requirements Specification Completed Week 6 (Feb 16, 2024)
M9 Integration Planning and Design Completed Week 8 (Mar 1, 2024)
M10 Security and Compliance Plan Completed Week 10 (Mar 15, 2024)
M11 App Design Finalized Week 12 (Mar 29, 2024)
M12 App Development Completed Week 28 (Jul 19, 2024)
M13 Communications Platform Development Completed Week 28 (Jul 19, 2024)
M14 Integration Development Completed Week 28 (Jul 19, 2024)
M15 Security Measures Implemented Week 32 (Aug 16, 2024)
M16 Functional and Integration Testing Completed Week 34 (Aug 30, 2024)
M17 Advanced Testing and Compliance Achieved Week 38 (Sep 27, 2024)
M18 UAT Sign-Off Obtained Week 40 (Oct 11, 2024)
M19 Training Completed Week 40 (Oct 11, 2024)
M20 Deployment Plan Finalized Week 41 (Oct 18, 2024)
M21 App Deployed Week 43 (Nov 1, 2024)
M22 Project Closure Completed Week 52 (Jan 3, 2025)

Blackout Period Considerations
o Peak Retail Seasons: November and December 2024
o Actions:
o Complete Deployment by Early November: Ensure all major deployments are completed by Week 43 to avoid disruptions during the peak season.
o Limit Changes During Blackout Period: No significant changes or updates during November and December.
o Extended Post-Deployment Support: Provide continuous support throughout the blackout period to maintain system stability.

Feasibility, Realism, and Executability
o Resource Availability:
o The timeline accounts for resource allocation from both Aritzia and the vendor, with realistic durations for each task.
o Early vendor engagement ensures adequate time for development and integration activities.
o Dependencies Addressed:
o Critical dependencies are identified and sequenced appropriately, ensuring that foundational tasks are completed before dependent activities begin.
o Buffer Time Included:
o Extra time is allocated before the blackout period to accommodate unforeseen delays.
o Stakeholder Engagement:
o Sufficient time is allocated for reviews, approvals, and training, ensuring stakeholder buy-in.
o Alignment with Project Schedule:
o Dates, milestones, and activities align precisely with the detailed project schedule, ensuring consistency across project documents.

Conclusion
By adopting the suggestions and aligning the high-level project timeline with the detailed project schedule, we now have a coherent and unified plan that ensures all stakeholders have a consistent understanding of the project's scope, timelines, and key milestones. This updated timeline reflects realistic durations, considers critical dependencies, and accounts for the peak retail blackout period

End of high-level Project timeline.

Start of Project Schedule.

Adjusted Project Schedule
Project Management Approach
o Methodology: Hybrid (Agile-Waterfall)
o Waterfall Elements: For sequential phases requiring firm approvals (e.g., project initiation, requirements gathering, systems integration planning).
o Agile Elements: For iterative development and feedback (e.g., app development, communications platform development, testing, training).

Phase 1: Project Initiation and Planning
Duration: Weeks 1-2 (January 8, 2024 – January 19, 2024)
Key Activities:


 1.1.1 Define Project Scope, Objectives, and Success Criteria
o Start: Week 1 (Jan 8)
o End: Week 1 (Jan 10)
o Responsible: Project Manager (PM), Business Analysts (BAs)
o Dependencies: None
o Milestone: M1: Project Scope Document Completed
o Approval Gate: AG1: Scope Approval by CIO and EVP of Retail
2. 1.1.2 Develop Project Charter and Obtain Approvals
o Start: Week 1 (Jan 10)
o End: Week 1 (Jan 11)
o Responsible: PM
o Dependencies: Completion of 1.1.1
o Milestone: M2: Project Charter Approved
o Approval Gate: AG2: Project Charter Approval by Steering Committee
3. 1.1.3 Assemble Project Team and Assign Roles/Responsibilities
o Start: Week 1 (Jan 11)
o End: Week 2 (Jan 15)
o Responsible: PM, HR
o Dependencies: AG2
o Milestone: M3: Project Team Assembled
4. 1.1.4 Develop Detailed Project Plan (Schedule, Budget, Resources)
o Start: Week 2 (Jan 15)
o End: Week 2 (Jan 19)
o Responsible: PM, Integration Lead (IL), Vendor Project Manager (VPM)
o Dependencies: M3
o Milestone: M4: Detailed Project Plan Approved
o Approval Gate: AG3: Project Plan Approval by Steering Committee
5. 1.1.5 Establish Project Governance Framework
o Start: Week 2 (Jan 17)
o End: Week 2 (Jan 19)
o Responsible: PM, CIO
o Dependencies: AG3
o Milestone: M5: Governance Framework Established
6. 1.1.6 Conduct Project Kickoff Meeting with Key Stakeholders
o Start: Week 2 (Jan 19)
o End: Week 2 (Jan 19)
o Responsible: PM
o Dependencies: M5
o Milestone: M6: Project Kickoff Completed

Phase 2: Vendor Management
Duration: Weeks 1-4 (January 8, 2024 – February 2, 2024)
Key Activities:


 2.1.1 Identify Vendor Requirements and Evaluation Criteria
o Start: Week 1 (Jan 8)
o End: Week 1 (Jan 10)
o Responsible: PM, BAs
o Dependencies: Project Initiation
o Milestone: M7: Vendor Requirements Defined
2. 2.1.2 Issue RFPs/RFQs and Collect Proposals
o Start: Week 1 (Jan 10)
o End: Week 2 (Jan 19)
o Responsible: PM, Procurement Team
o Dependencies: M7
3. 2.1.3 Evaluate Vendor Proposals
o Start: Week 2 (Jan 19)
o End: Week 3 (Jan 26)
o Responsible: PM, Evaluation Committee
o Dependencies: Receipt of Proposals
o Milestone: M8: Vendor Evaluations Completed
4. 2.1.4 Negotiate Contracts and SLAs
o Start: Week 3 (Jan 26)
o End: Week 4 (Feb 2)
o Responsible: PM, Legal Team, Vendor Representatives
o Dependencies: Vendor Selection
o Milestone: M9: Vendor Contracts Finalized
5. 2.1.5 Finalize Agreements and Secure Approvals
o Start: Week 4 (Feb 2)
o End: Week 5 (Feb 9)
o Responsible: PM, CIO, Legal Team
o Dependencies: Completion of Negotiations
o Milestone: M10: Vendor Contracts Signed
o Approval Gate: AG4: Vendor Contract Approval by CIO and Legal
Note: By moving vendor selection and contracting to start in Week 1, we ensure the vendor is onboarded in time for the requirements gathering and design phases, addressing Observation c.

Phase 3: Requirements Gathering and Analysis
Duration: Weeks 2-6 (January 15, 2024 – February 16, 2024)
Key Activities:


 3.1.1 Engage Business Stakeholders and Style Advisors
o Start: Week 2 (Jan 15)
o End: Week 3 (Jan 26)
o Responsible: BAs, Style Advisor SMEs
o Dependencies: M6
o Milestone: M11: Stakeholder Input Gathered
2. 3.1.2 Document Functional Requirements
o Start: Week 3 (Jan 29)
o End: Week 4 (Feb 9)
o Responsible: BAs
o Dependencies: 3.1.1
o Milestone: M12: Functional Requirements Documented
3. 3.1.3 Define Non-Functional Requirements
o Start: Week 3 (Jan 29)
o End: Week 4 (Feb 9)
o Responsible: BAs, IT Team
o Dependencies: Parallel with 3.1.2
o Milestone: M13: Non-Functional Requirements Documented
4. 3.1.4 Specify Supported Platforms and Devices
o Start: Week 4 (Feb 5)
o End: Week 5 (Feb 16)
o Responsible: BAs, IT Team
o Dependencies: 3.1.2, 3.1.3
5. 3.1.5 Include Security and Compliance Requirements
o Start: Week 4 (Feb 5)
o End: Week 5 (Feb 16)
o Responsible: BAs, IT Security Team
o Dependencies: 3.1.2, 3.1.3
6. 3.1.6 Prioritize Features and Create Requirements Specification
o Start: Week 5 (Feb 12)
o End: Week 6 (Feb 16)
o Responsible: PM, BAs
o Dependencies: 3.1.4, 3.1.5
o Milestone: M14: Requirements Specification Document Completed
o Approval Gate: AG5: Requirements Approval by CIO and Stakeholders
Adjustment: Extended the requirements gathering phase to Week 6 to align with the project timeline, addressing Observation 3 (from previous analysis).

Phase 4: Systems Integration Planning and Design
Duration: Weeks 6-8 (February 19, 2024 – March 8, 2024)
Key Activities:


 5.1.1 Analyze Existing Systems for Integration
o Start: Week 6 (Feb 19)
o End: Week 6 (Feb 23)
o Responsible: IL, IS
o Dependencies: M14
2. 5.1.2 Define Integration Architecture and Data Flow Diagrams
o Start: Week 7 (Feb 26)
o End: Week 7 (Mar 2)
o Responsible: IL, IS, VIS
o Dependencies: 5.1.1
3. 5.1.3 Identify Required Interfaces and APIs
o Start: Week 7 (Feb 26)
o End: Week 8 (Mar 9)
o Responsible: IS
o Dependencies: 5.1.2
4. 5.1.4 Establish Integration Environment and Tools
o Start: Week 8 (Mar 5)
o End: Week 8 (Mar 9)
o Responsible: IT Infrastructure Team
o Dependencies: 5.1.3
o Milestone: M15: Integration Planning and Design Completed
Adjustment: Extended the integration planning phase to Week 8 to match the project timeline, addressing Observation 4.

Phase 5: Mobile App Design and User Experience
Duration: Weeks 9-12 (March 11, 2024 – April 5, 2024)
Key Activities:


 3.2.1 Develop Mobile App Wireframes and Mock-ups
o Start: Week 9 (Mar 11)
o End: Week 10 (Mar 22)
o Responsible: Vendor UI/UX Designers, Style Advisor SMEs
o Dependencies: M14
2. 3.2.2 Define UI Standards Consistent with Branding
o Start: Week 10 (Mar 18)
o End: Week 11 (Mar 29)
o Responsible: Vendor UI/UX Designers, Marketing Team
o Dependencies: 3.2.1
3. 3.2.3 Create Interactive Prototypes for Stakeholder Review
o Start: Week 11 (Mar 25)
o End: Week 12 (Apr 5)
o Responsible: Vendor UI/UX Designers
o Dependencies: 3.2.2
4. 3.2.4 Incorporate Feedback and Finalize App Design
o Start: Week 12 (Apr 1)
o End: Week 12 (Apr 5)
o Responsible: Vendor UI/UX Designers, BAs
o Dependencies: 3.2.3
o Milestone: M16: App Design Finalized
o Approval Gate: AG6: Design Approval by CIO and EVP of Retail
Adjustment: Shifted the design phase to Weeks 9-12 to align with the project timeline, addressing Observation 5.

Phase 6: App Customization and Development
Duration: Weeks 13-28 (April 8, 2024 – July 19, 2024)** (Extended to ensure adequate time per Observation e)
Key Activities:


 3.3.1 Customize the Prepackaged Mobile App
o Start: Week 13 (Apr 8)
o End: Week 28 (Jul 19)
o Responsible: VDT
o Dependencies: AG6
2. 3.3.2 Configure Digital Black Book Feature
o Start: Week 13 (Apr 8)
o End: Week 18 (May 17)
o Responsible: VDT, IS
o Dependencies: 3.3.1, Integration Planning
3. 3.3.3 Integrate Product Catalogue
o Start: Week 15 (Apr 22)
o End: Week 20 (Jun 2)
o Responsible: VDT, IS
o Dependencies: 3.3.2
4. 3.3.4 Implement Mobile-Specific Features
o Start: Week 17 (May 6)
o End: Week 24 (Jun 28)
o Responsible: VDT
o Dependencies: 3.3.1
5. 3.3.5 Perform Unit Testing of Customized Components
o Start: Week 13 (Apr 8)
o End: Week 28 (Jul 19)
o Responsible: Vendor QA Testers
o Dependencies: Concurrent with development
6. Milestone: M17: App Development Completed
Adjustment: Extended the development phase to 16 weeks to allow for iterative development, testing, and feedback incorporation, addressing Observations d and e.

Phase 7: Communications Platform Development
Duration: Weeks 15-28 (April 22, 2024 – July 19, 2024)** (Adjusted per Observation 7)
Key Activities:


 4.1.1 Define Communications Platform Requirements
o Start: Week 15 (Apr 22)
o End: Week 16 (May 5)
o Responsible: BAs, VDT
o Dependencies: M14
2. 4.2.1 Select Communications Service Provider
o Start: Week 16 (May 5)
o End: Week 17 (May 12)
o Responsible: VDT, ISA
o Dependencies: 4.1.1
3. 4.2.2 Develop Communications Module
o Start: Week 17 (May 12)
o End: Week 24 (Jun 28)
o Responsible: VDT
o Dependencies: 4.2.1
4. 4.2.3 Implement Authentication and Authorization Mechanisms
o Start: Week 19 (May 26)
o End: Week 28 (Jul 19)
o Responsible: VDT, ISA
o Dependencies: 4.2.2
5. Milestone: M18: Communications Platform Development Completed
Adjustment: Shifted the communications platform development to start in Week 15, matching the timeline and addressing Observation 7.

Phase 8: Integration Development
Duration: Weeks 15-28 (April 22, 2024 – July 19, 2024)**
Key Activities:


 5.2.1 Develop APIs for Customer Data and Inventory Access
o Start: Week 15 (Apr 22)
o End: Week 20 (Jun 2)
o Responsible: IS
o Dependencies: Integration Planning
2. 5.2.2 Implement Middleware Solutions
o Start: Week 20 (Jun 2)
o End: Week 24 (Jun 30)
o Responsible: IS
o Dependencies: 5.2.1
3. 5.2.3 Ensure Real-Time Data Synchronization
o Start: Week 24 (Jun 30)
o End: Week 26 (Jul 12)
o Responsible: IS
o Dependencies: 5.2.2
4. 5.2.4 Develop Error Handling and Logging Mechanisms
o Start: Week 26 (Jul 12)
o End: Week 28 (Jul 26)
o Responsible: IS
o Dependencies: 5.2.3
5. Milestone: M19: Integration Development Completed
Adjustment: Shifted integration development to start in Week 15, matching the timeline and addressing Observation 8.

Phase 9: Implementation of Security Measures
Duration: Weeks 28-32 (July 22, 2024 – August 16, 2024)
Key Activities:


 6.2.1 Implement Data Encryption
o Start: Week 28 (Jul 22)
o End: Week 30 (Aug 2)
o Responsible: ISA, VDT
o Dependencies: Completion of Development Phases
2. 6.2.2 Set Up Secure Authentication Protocols
o Start: Week 30 (Aug 2)
o End: Week 31 (Aug 9)
o Responsible: ISA, VDT
o Dependencies: 6.2.1
3. 6.2.3 Configure Access Controls and User Permissions
o Start: Week 31 (Aug 9)
o End: Week 32 (Aug 16)
o Responsible: ISA, IS
o Dependencies: 6.2.2
4. Milestone: M20: Security Measures Implemented

Phase 10: Testing and Quality Assurance
Duration: Weeks 29-40 (July 29, 2024 – October 4, 2024)** (Extended per Observation f)
Key Activities:


 7.1 Test Planning and Preparation
o Start: Week 29 (Jul 29)
o End: Week 31 (Aug 9)
o Responsible: QA Manager (QAM), QA Analysts (QAAs)
o Dependencies: Completion of Initial Development Phases
2. 7.2 Functional and Integration Testing
o Start: Week 31 (Aug 9)
o End: Week 34 (Aug 30)
o Responsible: QA Team
o Dependencies: 7.1
3. 7.3 Performance, Load, Compatibility, and Security Testing
o Start: Week 34 (Aug 30)
o End: Week 38 (Sep 27)
o Responsible: QA Team, ISA
o Dependencies: 7.2
4. 7.4 User Acceptance Testing (UAT)
o Start: Week 38 (Sep 27)
o End: Week 40 (Oct 11)
o Responsible: BAs, Style Advisor SMEs
o Dependencies: 7.3
o Milestone: M21: UAT Sign-Off Obtained
o Approval Gate: AG7: UAT Approval by CIO and Stakeholders
Adjustment: Extended and staggered testing phases to allocate additional time, addressing Observation f.

Phase 11: Training and Change Management
Duration: Weeks 30-40 (August 5, 2024 – October 11, 2024)
Key Activities:


 8.1 Training Material Development
o Start: Week 30 (Aug 5)
o End: Week 36 (Sep 20)
o Responsible: Training Specialists, CML
o Dependencies: Ongoing with Development and Testing
2. 8.2 Training Delivery
o Start: Week 36 (Sep 20)
o End: Week 40 (Oct 11)
o Responsible: Training Specialists
o Dependencies: Completion of Training Materials
o Milestone: M22: Training Completed
3. 8.3 Change Management Initiatives
o Start: Week 30 (Aug 5)
o End: Week 40 (Oct 11)
o Responsible: CML
o Dependencies: Ongoing
Adjustment: Began training material development earlier and extended the duration, addressing Observation g.

Phase 12: Deployment Planning and Rollout
Duration: Weeks 40-43 (October 14, 2024 – November 1, 2024)
Key Activities:


 9.1 Deployment Planning
o Start: Week 40 (Oct 14)
o End: Week 41 (Oct 18)
o Responsible: PM, IL, VPM
o Dependencies: AG7
2. 9.2 Mobile App Deployment
o Start: Week 41 (Oct 21)
o End: Week 43 (Nov 1)
o Responsible: IT Infrastructure Team, Vendor Support
o Milestone: M23: App Deployed
3. 9.3 Post-Deployment Support and Monitoring
o Start: Week 43 (Nov 1)
o End: Week 48 (December 13, 2024)
o Responsible: Support Team, PM
o Dependencies: Deployment Completion
Adjustment: Aimed to complete deployment by Week 43, providing a buffer before the blackout period, addressing Observation h.

Phase 13: Post-Deployment Support
Duration: Weeks 43-52 (November 1, 2024 – January 3, 2025)
Key Activities:


 9.3.1 Establish a Support Team for Issue Resolution
o Start: Week 43 (Nov 1)
o End: Week 44 (Nov 8)
2. 9.3.2 Monitor App Performance and User Metrics
o Start: Week 44 (Nov 8)
o End: Week 52 (Jan 3, 2025)
3. 9.3.3 Gather Feedback and Identify Improvement Areas
o Start: Week 44 (Nov 8)
o End: Week 52 (Jan 3, 2025)
4. 9.3.4 Plan for Updates and Enhancements
o Start: Week 48 (Dec 6)
o End: Week 52 (Jan 3, 2025)
Adjustment: Extended post-deployment support through Week 52, ensuring stability during the blackout period, addressing Observation i.

Phase 14: Project Closure and Documentation
Duration: Weeks 49-52 (December 9, 2024 – January 3, 2025)
Key Activities:


 10.1 Final Documentation
o Start: Week 49 (Dec 9)
o End: Week 50 (Dec 20)
o Responsible: PM, ITPC
2. 10.2 Project Evaluation and Lessons Learned
o Start: Week 51 (Dec 23)
o End: Week 52 (Jan 3, 2025)
o Responsible: PM, Team Leads
3. 10.3 Administrative Closure
o Start: Week 52 (Dec 30)
o End: Week 52 (Jan 3, 2025)
o Responsible: PM, HR, Finance
o Milestone: M24: Project Closure Completed
Adjustment: Adjusted project closure activities to occur after an extended post-deployment support period, addressing Observation i.

Adjusted Approval Gates, Milestones, and Dependencies
Approval Gates (AG):
o AG1: Scope Approval (M1)
o AG2: Project Charter Approval (M2)
o AG3: Project Plan Approval (M4)
o AG4: Vendor Contract Approval (M10)
o AG5: Requirements Approval (M14)
o AG6: Design Approval (M16)
o AG7: UAT Approval (M21)
o AG8: Final Acceptance and Project Closure (M24)
Key Milestones:
o M1: Project Scope Document Completed
o M2: Project Charter Approved
o M3: Project Team Assembled
o M4: Detailed Project Plan Approved
o M5: Governance Framework Established
o M6: Project Kickoff Completed
o M7: Vendor Requirements Defined
o M8: Vendor Evaluations Completed
o M9: Vendor Contracts Finalized
o M10: Vendor Contracts Signed
o M11: Stakeholder Input Gathered
o M12: Functional Requirements Documented
o M13: Non-Functional Requirements Documented
o M14: Requirements Specification Document Completed
o M15: Integration Planning and Design Completed
o M16: App Design Finalized
o M17: App Development Completed
o M18: Communications Platform Development Completed
o M19: Integration Development Completed
o M20: Security Measures Implemented
o M21: UAT Sign-Off Obtained
o M22: Training Completed
o M23: App Deployed
o M24: Project Closure Completed
Dependencies:
o Adjusted dependencies to ensure critical phases are completed before dependent activities begin, addressing Observation j.

Alignment with WBS, Project Organization Chart, and Timeline
Alignment with WBS:
o Deliverable titles and numbering match exactly with those in the WBS, addressing Observation a.
o Each phase corresponds to a deliverable in the WBS.
Alignment with Project Organization Chart:
o Roles and responsibilities in the schedule align with those defined in the project organization chart.
o Clear assignment enhances accountability.
Alignment with Project Timeline:
o Adjusted the schedule to match the project timeline's dates, durations, and milestones.
o Ensured buffer periods before the blackout period.
o Addressed misalignments identified earlier.

Conclusion
By making these adjustments, the project schedule now:
o Fixes Misalignments: Aligns with the project timeline, ensuring consistency across project documents.
o Addresses Observations a-j: Incorporated all suggested improvements to enhance feasibility, clarity, and executability.
o Enhances Project Control: Clear milestones, approval gates, and dependencies facilitate better project management.
o Ensures Readiness Before Blackout Periods: Deployment and post-deployment support are scheduled to avoid peak retail seasons.

Next Steps


 Review and Approval:
o Please review the adjusted project schedule and confirm that it meets your expectations.
2. Update Project Documentation:
o Incorporate the adjusted schedule into the project plan and other relevant documents.
3. Communicate Changes:
o Share the updated schedule with all stakeholders and team members.
o Highlight the changes and their benefits.
4. Resource Allocation:
o Confirm resource availability for the adjusted timelines, especially with the vendor and internal IT teams.
5. Detailed Planning:
o Develop detailed plans for each phase, including specific tasks, assigned resources, and risk mitigation strategies.
6. Risk Assessment:
o Reassess risks based on the updated schedule and adjust mitigation strategies accordingly.

End of Project Schedule.

Start of Risk Register.

Below is the updated risk register:

Comprehensive Risk Register
Risk Categories:
The risks are categorized under relevant deliverables from the WBS:


 Project Management and Governance

 Vendor Management

 Customized Mobile Style Advisor App

 Communications Platform Development

 Systems Integration

 Data Security and Compliance

 Testing and Quality Assurance

 Training and Change Management

 Deployment and Rollout

Project Closure and Documentation
Risk Register Table:
Risk ID Risk Description Impact Likelihood Mitigation Strategies Owner Related Deliverable
R1 Integration Challenges with Existing Systems
Difficulty integrating the mobile app with the customer data cloud application and ERP systems, leading to delays or reduced functionality. High Medium - Conduct thorough integration requirements analysis.

Involve experienced mobile integration specialists.
Establish clear technical specifications.
Schedule regular technical meetings.
Perform early and continuous integration testing.
Allocate sufficient time in the schedule for integration efforts. Integration Lead (Aritzia IT) Deliverable 5: Systems Integration
R2 Vendor Delays or Non-Performance
The mobile app vendor fails to deliver on time or meet quality standards, affecting project timelines and quality. High Medium - Define clear SLAs and performance metrics in contracts.

Include penalties for delays and incentives for early delivery.
Maintain regular communication and progress reviews.
Establish a detailed project plan with the vendor.
Identify backup options if necessary.
Conduct vendor assessments and review past performance prior to engagement. Project Manager Deliverable 2: Vendor Management
R3 Data Security Breaches
Exposure of sensitive customer data due to security vulnerabilities in the mobile app or integrations. High Medium - Implement robust security measures (encryption, secure APIs).

Conduct regular security audits and penetration testing on mobile platforms.
Ensure compliance with data protection regulations.
Develop an incident response plan.
Provide security training to the project team.
Engage third-party security experts if necessary. IT Security Analyst (Aritzia IT) Deliverable 6: Data Security and Compliance
R4 Compliance Failure
Non-compliance with GDPR, CCPA, or other regulations due to improper data handling in the mobile context, leading to legal penalties. High Medium - Engage legal and compliance teams early in the project.

Conduct a compliance assessment specific to mobile data handling.
Update privacy policies and obtain necessary consents.
Monitor regulatory changes.
Provide compliance training to the project team.
Incorporate compliance checks into development and testing processes. Compliance Officer (Aritzia) Deliverable 6: Data Security and Compliance
R5 Low User Adoption by Style Advisors
Style Advisors resist or do not fully utilize the new mobile app, reducing expected benefits. High Medium - Involve Style Advisors in development and testing.

Provide comprehensive mobile-specific training and support.
Communicate benefits effectively.
Gather and address feedback promptly.
Implement change management strategies.
Recognize and reward adoption of the app. Change Management Lead Deliverable 8: Training and Change Management
R6 Resource Constraints
Insufficient or unavailable internal resources, particularly in mobile development and testing expertise, impacting project timelines. Medium Medium - Identify resource needs early and secure commitments.

Prioritize tasks and allocate resources efficiently.
Consider outsourcing or hiring contractors with mobile expertise.
Monitor resource utilization.
Adjust schedules as needed.
Engage executive support to resolve resource conflicts. Project Manager Deliverable 1: Project Management and Governance
R7 Schedule Delays
Project timelines slip, potentially affecting the deployment before the blackout period and peak retail seasons. High Medium - Develop a realistic project schedule with buffer time.

Closely monitor progress against milestones.
Communicate potential delays early to stakeholders.
Avoid critical milestones during blackout periods.
Use iterative development to maintain momentum.
Implement a robust project management methodology. Project Manager Deliverable 1: Project Management and Governance
R8 Budget Overruns
Project costs exceed the allocated budget due to unforeseen expenses, especially in mobile app development and testing. Medium Medium - Develop a detailed budget with contingencies.

Monitor expenditures closely.
Control scope changes through change management processes.
Negotiate favorable terms with vendors.
Identify cost-saving opportunities without compromising quality.
Regularly report to stakeholders on budget status. Project Manager Deliverable 1: Project Management and Governance
R9 Change in Requirements
Late changes to mobile app features affecting scope, budget, and timelines. Medium Medium - Establish a formal change control process.

Involve key stakeholders in requirement validation.
Set clear project scope and objectives.
Communicate the impact of changes.
Prioritize changes based on value and impact.
Capture and address changes early in the project lifecycle. Project Manager Deliverable 1: Project Management and Governance
R10 Communication Gaps
Poor communication leading to misunderstandings between teams and stakeholders, especially with remote mobile development efforts. Medium Medium - Develop a comprehensive communication plan.
Establish regular meetings and updates.
Utilize collaboration tools effectively.
Encourage open communication.
Clarify roles and responsibilities.
Provide communication training if necessary.
Ensure effective communication channels between Aritzia and the vendor. Project Manager Deliverable 1: Project Management and Governance
R11 Misalignment of Stakeholder Expectations
Different understandings of project goals and deliverables among stakeholders, particularly regarding mobile app capabilities. High Medium - Clearly define and document project objectives and deliverables.
Engage stakeholders in planning and requirements phases.
Facilitate regular stakeholder meetings.
Provide transparent reporting.
Address concerns promptly.
Adjust plans as necessary to align expectations. Project Manager Deliverable 1: Project Management and Governance
R12 Mobile Platform Fragmentation
Need to support multiple mobile platforms (iOS, Android) and device types, leading to increased complexity and testing efforts. High Medium - Prioritize platforms based on user demographics.
Use cross-platform development frameworks where appropriate.
Implement thorough compatibility testing on all target devices and OS versions.
Allocate additional resources for testing.
Plan for platform-specific adjustments.
Keep app features consistent across platforms while optimizing for each. Vendor Lead Developer Deliverable 3: Customized Mobile Style Advisor App
R13 App Store Approval Delays or Rejections
The mobile app fails to meet app store guidelines, causing delays in deployment. High Medium - Familiarize development team with app store guidelines for iOS and Android.
Incorporate compliance checks during development.
Prepare app store assets in advance.
Allocate time in the schedule for app store review processes.
Have contingency plans for rejection scenarios.
Engage with app store representatives if necessary. Vendor Project Manager Deliverable 9: Deployment and Rollout
R14 Dependency on Key Personnel
Loss of critical team members impacting project knowledge and continuity in specialized mobile development areas. Medium Medium - Document processes and decisions thoroughly.
Encourage knowledge sharing among team members.
Cross-train team members.
Develop a succession plan for key roles.
Provide incentives to retain critical staff.
Monitor team morale and address issues proactively. Project Manager Deliverable 1: Project Management and Governance
R15 User Experience (UX) Issues
The mobile app does not meet user expectations in usability and functionality, leading to poor adoption and negative feedback. High Medium - Involve UX/UI experts in mobile app design.
Conduct user testing sessions with Style Advisors.
Iterate designs based on feedback.
Ensure alignment with user workflows and preferences.
Monitor app performance and usability metrics post-launch.
Provide channels for users to submit feedback and issues. Vendor UI/UX Designers Deliverable 3: Customized Mobile Style Advisor App
R16 Scope Creep
Uncontrolled changes or continuous growth in project scope affecting budget and timelines, particularly with mobile app features. High Medium - Clearly define project scope and objectives.
Implement a strict change control process.
Communicate the impact of scope changes to stakeholders.
Prioritize requests based on strategic value.
Regularly review project scope with the team.
Secure additional resources or adjust timelines if scope changes are approved. Project Manager Deliverable 1: Project Management and Governance
R17 Data Migration Issues
Challenges in migrating or syncing data between systems and the mobile app, leading to data loss or corruption. High Medium - Plan and execute thorough data mapping and cleansing.
Conduct data migration testing.
Develop rollback procedures.
Schedule migrations during low-impact periods.
Monitor data integrity throughout the process.
Engage experienced data migration specialists. Integration Lead (Aritzia IT) Deliverable 5: Systems Integration
R18 Regulatory Changes Impacting Project Execution
New laws or regulations require adjustments to the mobile app or data handling processes. Medium Low - Monitor regulatory environments continuously.
Engage legal counsel to interpret impacts.
Build flexibility into the project plan.
Adjust project scope and processes as needed.
Communicate changes promptly to stakeholders.
Advocate for extensions or exceptions if necessary. Compliance Officer (Aritzia) Deliverable 6: Data Security and Compliance
R19 Third-Party Dependency Risks
Reliance on third-party services (e.g., communications APIs, push notification services) that may fail or change terms, affecting mobile app functionality. High Medium - Conduct due diligence on third-party providers.
Include SLAs in contracts.
Develop contingency plans for key services.
Monitor third-party performance.
Explore alternative providers as backups.
Regularly review contract terms and compliance.
Ensure third-party services align with project timelines and quality standards. Vendor Project Manager Deliverable 4: Communications Platform Development
R20 Training Ineffectiveness
Training fails to adequately prepare Style Advisors to use the mobile app effectively, leading to poor adoption and errors. Medium Medium - Develop comprehensive and engaging training materials specific to mobile app usage.
Use multiple training methods (workshops, e-learning, on-device practice).
Customize training to user roles.
Assess training effectiveness.
Provide ongoing support.
Collect feedback to improve training programs. Training Coordinator Deliverable 8: Training and Change Management
R21 Cultural Resistance to Change
Organizational culture resists new processes or technologies, hindering mobile app adoption by Style Advisors and staff. Medium Medium - Implement change management best practices.
Engage leadership to champion the change.
Communicate the vision and benefits clearly.
Involve employees in the change process.
Address fears and concerns empathetically.
Highlight success stories and early wins to build momentum. Change Management Lead Deliverable 8: Training and Change Management
R22 Mobile Device Security Risks
Security vulnerabilities due to unsecured mobile devices (e.g., lost devices, lack of device encryption), leading to potential data breaches. High Medium - Implement Mobile Device Management (MDM) solutions.
Enforce device security policies (e.g., passcodes, encryption).
Provide guidelines for securing personal devices if BYOD is allowed.
Enable remote wipe capabilities.
Educate users on security best practices.
Monitor compliance with device security policies. IT Security Analyst (Aritzia IT) Deliverable 6: Data Security and Compliance
R23 Battery Consumption and Performance Issues
The mobile app drains battery or performs poorly, causing dissatisfaction among Style Advisors. Medium Medium - Optimize the app for performance and battery efficiency.
Conduct performance testing under real-world conditions.
Solicit feedback from pilot users.
Address performance issues promptly during development.
Provide guidelines on optimal device usage.
Continuously monitor app performance post-deployment. Vendor Lead Developer Deliverable 7: Testing and Quality Assurance
R24 Network Connectivity Constraints
Mobile app performance is affected by poor network connectivity in stores or user locations, leading to functionality issues. Medium Medium - Implement offline capabilities where possible.
Optimize data synchronization processes.
Test the app under varying network conditions.
Improve store network infrastructure if needed.
Provide guidance on connectivity requirements.
Monitor network performance and address issues promptly. Vendor Lead Developer / IT Infrastructure Team Deliverable 7: Testing and Quality Assurance
R25 App Version Fragmentation
Users not updating the app, leading to inconsistent experiences and potential security vulnerabilities. Medium Medium - Implement mandatory updates for critical versions.
Use app stores' enforcement mechanisms.
Communicate the importance of updates to users.
Monitor version distribution and plan support accordingly.
Provide support for older versions as necessary.
Encourage users to enable automatic updates. Vendor Project Manager Deliverable 9: Deployment and Rollout
R26 Legal and Contractual Risks with App Stores
Terms of service changes or legal issues with app stores affecting app availability or functionality. Medium Low - Stay informed of app store policies and changes.
Consult legal counsel regarding app store agreements.
Plan for alternative distribution methods if necessary.
Maintain good relationships with app store representatives.
Ensure compliance at all times.
Regularly review app store guidelines during development. Legal Team / Vendor Project Manager Deliverable 9: Deployment and Rollout
R27 In-App Communication Compliance
Breaches of communication regulations (e.g., TCPA, CASL) due to improper use of the communication platform within the app. High Medium - Ensure communications comply with relevant laws.
Obtain appropriate user consents.
Implement opt-in/opt-out mechanisms.
Consult legal counsel on communication practices.
Train staff on compliant communication methods.
Monitor communications for compliance. Compliance Officer (Aritzia) Deliverable 4: Communications Platform Development
R28 App Crash or Critical Failure Post-Deployment
Unexpected app crashes leading to service disruption and affecting user trust. High Medium - Conduct thorough testing, including stress and load testing.
Implement robust exception handling.
Monitor app performance post-deployment.
Have a rapid response plan for critical issues.
Provide regular updates and patches.
Communicate transparently with users during issues. Vendor Lead Developer / Support Team Deliverable 7: Testing and Quality Assurance
R29 Internationalization and Localization Issues
The app fails to cater to different languages or cultural contexts if applicable, affecting user experience in various regions. Medium Low - Assess the need for multilingual support.
Implement internationalization best practices during development.
Use localization services if required.
Test localized versions of the app.
Gather feedback from users in different regions.
Update and adjust based on regional requirements. Vendor UI/UX Designers Deliverable 3: Customized Mobile Style Advisor App
R30 Environmental Factors Impacting Mobile Devices
Physical store environments (e.g., interference, physical obstacles) affect mobile device functionality or connectivity. Low Medium - Assess store environments for potential issues.
Improve network infrastructure where necessary.
Provide protective equipment for devices if needed.
Adjust app functionality to accommodate environmental limitations.
Provide guidelines for device use in stores.
Test the app in actual store environments. IT Infrastructure Team / Retail Operations Team Deliverable 7: Testing and Quality Assurance
Past Experiences Mitigating Similar Risks
As an experienced project manager, I have encountered and successfully mitigated many of the risks listed above in previous projects. Below are some examples:
R1: Integration Challenges with Existing Systems
In a prior project involving a mobile app integration with legacy systems, I ensured that integration specialists were involved from the planning phase. We conducted compatibility assessments and established clear data mapping protocols. Early integration testing helped identify issues promptly, allowing us to adjust our approach without significant delays.
R2: Vendor Delays or Non-Performance
While managing a project with a critical external vendor, I implemented regular progress reviews and maintained open communication channels. By establishing clear SLAs and including performance incentives in the contract, we motivated the vendor to meet deadlines. When minor delays occurred, early detection allowed us to reallocate resources and adjust timelines with minimal impact.
R5: Low User Adoption by Style Advisors
In a previous rollout of a new mobile tool for sales associates, I involved end-users early through focus groups and pilot testing. We developed tailored training programs and communicated the benefits effectively. By addressing user feedback and demonstrating management support, we achieved high adoption rates and improved sales performance.
R12: Mobile Platform Fragmentation
Managing an app development project that required support for multiple platforms, I prioritized core functionalities and used cross-platform development tools where feasible. We allocated additional resources for platform-specific customization and thorough testing, ensuring consistent user experiences across devices.
R13: App Store Approval Delays or Rejections
In a past project, anticipating potential app store approval delays, we engaged with app store representatives early. We thoroughly reviewed their guidelines and incorporated compliance checks into our development process. Preparing all necessary documentation and assets in advance helped us secure swift approvals.
R15: User Experience (UX) Issues
When faced with UX challenges in a mobile app project, I collaborated closely with UI/UX designers and conducted user testing sessions. By iterating designs based on real user feedback, we enhanced the app's usability, leading to higher satisfaction and engagement levels post-launch.
R17: Data Migration Issues
In a system upgrade project involving significant data migration, we conducted extensive data mapping and cleansing activities. Multiple test migrations allowed us to refine the process, and having rollback procedures in place ensured that we could address any issues without data loss.
R22: Mobile Device Security Risks
To mitigate mobile device security risks in a BYOD environment, I implemented an MDM solution and enforced strict security policies. Training sessions educated users on best practices, and regular compliance checks helped maintain a secure environment.
R28: App Crash or Critical Failure Post-Deployment
After experiencing unexpected app crashes in a deployed mobile application, I ensured that robust testing protocols were in place for future projects. We implemented automated testing tools, monitored app performance closely, and established a rapid response team to address issues promptly.

Conclusion
By aligning the risk register with the project's deliverables and incorporating past experiences, we can better anticipate potential challenges and proactively implement effective mitigation strategies. This approach enhances our ability to deliver the project successfully, meeting all objectives and ensuring stakeholder satisfaction.

End of Risk Register.

Start of success criteria.

Summary
o Comprehensiveness: The existing list of success criteria is extensive and covers most of the project's deliverables. However, upon evaluation, there are areas that can be improved to ensure all deliverables are fully represented.
o Missing Deliverables: The initial list did not explicitly include success criteria for:
o Deliverable 2: Vendor Management
o Deliverable 10: Project Closure and Documentation
o Action: I have added success criteria to address these deliverables and updated the list to ensure each deliverable is linked to at least one success criterion.

Updated Success Criteria with Related Deliverables
Below is the enhanced list of success criteria, each mapped to the relevant deliverable(s).

On-Time Delivery
o Definition:
o The project is completed within the scheduled timeframe, including app store approvals, avoiding delays, especially during peak retail seasons (November and December).
o How to Measure:
o Project Schedule Variance (PSV):
o Formula: PSV (%) = [(Actual Completion Date - Planned Completion Date) / Planned Duration] x 100%
o Measurement Approach:
o Track actual vs. planned dates, including app store submission and approval timelines.
o Include buffer times for app store approvals in the schedule.
o Related Deliverables:
o Deliverable 1: Project Management and Governance
o Deliverable 9: Deployment and Rollout
o Deliverable 2: Vendor Management

Within Budget
o Definition:
o The project is delivered without exceeding the allocated budget, accounting for all mobile-specific costs.
o How to Measure:
o Project Cost Variance (PCV):
o Formula: PCV (%) = [(Actual Cost - Budgeted Cost) / Budgeted Cost] x 100%
o Measurement Approach:
o Track all expenditures, including mobile platform fees and testing devices.
o Update budget forecasts regularly.
o Related Deliverable:
o Deliverable 1: Project Management and Governance

Functional Requirements Met
o Definition:
o The mobile app fulfills all specified functional requirements and adheres to mobile UX/UI standards.
o How to Measure:
o Requirements Fulfillment Rate:
o Formula: Requirements Fulfillment Rate (%) = (Number of Requirements Met / Total Number of Requirements) x 100%
o Measurement Approach:
o Use a Requirements Traceability Matrix (RTM).
o Conduct usability testing on target mobile devices.
o Related Deliverables:
o Deliverable 3: Customized Mobile Style Advisor App
o Deliverable 4: Communications Platform Development
o Deliverable 7: Testing and Quality Assurance

Quality Standards Achieved
o Definition:
o The app passes all testing phases with minimal defects, meets quality benchmarks, and achieves high crash-free rates.
o How to Measure:
o Defect Density:
o Formula: Defect Density = Total Number of Defects / KLOC
o Crash-Free Sessions:
o Formula: Crash-Free Sessions (%) = (Total Sessions - Crash Sessions) / Total Sessions x 100%
o App Store Ratings:
o Aim for average ratings of ≥ 4 out of 5.
o Related Deliverables:
o Deliverable 7: Testing and Quality Assurance
o Deliverable 9: Deployment and Rollout

High User Adoption
o Definition:
o A significant percentage of Style Advisors adopt and consistently use the app.
o How to Measure:
o User Adoption Rate:
o Formula: User Adoption Rate (%) = (Number of Active Users / Total Number of Style Advisors) x 100%
o Retention Rates:
o Track 7-day and 30-day retention rates.
o Related Deliverables:
o Deliverable 8: Training and Change Management
o Deliverable 9: Deployment and Rollout

High User Satisfaction
o Definition:
o Style Advisors express high satisfaction with the app's performance, usability, and features.
o How to Measure:
o User Satisfaction Score:
o Use a 5-point Likert scale in surveys.
o Net Promoter Score (NPS):
o Formula: NPS = % Promoters - % Detractors
o Related Deliverables:
o Deliverable 8: Training and Change Management
o Deliverable 3: Customized Mobile Style Advisor App

Seamless Integration
o Definition:
o The app integrates smoothly with existing systems without major issues, optimizing data synchronization for mobile.
o How to Measure:
o Integration Success Rate:
o Formula: Integration Success Rate (%) = (Successful Integration Test Cases / Total Integration Test Cases) x 100%
o Data Synchronization Performance:
o Measure sync times and resource utilization.
o Related Deliverable:
o Deliverable 5: Systems Integration

Compliance and Security Standards Met
o Definition:
o The app complies with data protection regulations, meets Aritzia's security standards, and adheres to mobile security best practices.
o How to Measure:
o Compliance Audit Pass Rate:
o Achieve a 100% pass rate.
o Security Testing Results:
o No critical or high-severity issues remain open.
o Mobile Security Standards Compliance:
o Adhere to OWASP Mobile Security Project guidelines.
o Related Deliverable:
o Deliverable 6: Data Security and Compliance

Business Objectives Achieved
o Definition:
o The app enhances customer engagement, increases sales, and strengthens the Aritzia brand.
o How to Measure:
o Customer Engagement Metrics:
o Aim for a ≥ 10% increase.
o Sales Performance Metrics:
o Target a ≥ 5% increase.
o Push Notification Effectiveness:
o Open Rates ≥ 20%, Conversion Rates ≥ 5%.
o Related Deliverables:
o Deliverable 3: Customized Mobile Style Advisor App
o Deliverable 4: Communications Platform Development

System Performance and Reliability
o Definition:
o The app performs efficiently with minimal downtime, providing a reliable tool for Style Advisors.
o How to Measure:
o System Uptime:
o Target uptime of ≥ 99.5%.
o Response Time Metrics:
o Average response time ≤ 2 seconds.
o App Launch Time:
o Launch time ≤ 2 seconds.
o Battery Usage:
o App consumes ≤ 5% battery per hour.
o Related Deliverables:
o Deliverable 7: Testing and Quality Assurance
o Deliverable 3: Customized Mobile Style Advisor App

App Store Visibility and Ratings
o Definition:
o The app achieves high visibility and positive ratings in app stores, contributing to brand reputation.
o How to Measure:
o App Store Rating:
o Average rating of ≥ 4.5 out of 5.
o Number of Downloads:
o Track downloads if applicable.
o ASO Metrics:
o Monitor app ranking for relevant keywords.
o Related Deliverable:
o Deliverable 9: Deployment and Rollout

Compliance with App Store Guidelines
o Definition:
o The app adheres to all Apple App Store and Google Play Store guidelines.
o How to Measure:
o App Store Approval Status:
o Obtain approval on the first submission.
o Compliance Audits:
o Regularly verify adherence to app store policies.
o Related Deliverables:
o Deliverable 9: Deployment and Rollout
o Deliverable 2: Vendor Management

Positive Impact on Style Advisor Efficiency
o Definition:
o The app enhances the efficiency of Style Advisors.
o How to Measure:
o Average Transaction Time:
o Aim to reduce by ≥ 10%.
o Number of Customers Served:
o Increase per Style Advisor.
o Related Deliverables:
o Deliverable 3: Customized Mobile Style Advisor App
o Deliverable 4: Communications Platform Development
o Deliverable 8: Training and Change Management

Training Effectiveness
o Definition:
o Training programs effectively prepare Style Advisors to use the app confidently.
o How to Measure:
o Training Completion Rate:
o Achieve 100% completion.
o Assessment Scores:
o Average scores of ≥ 80%.
o Post-Training Feedback:
o Positive feedback and suggestions implemented.
o Related Deliverable:
o Deliverable 8: Training and Change Management

Accessibility Compliance
o Definition:
o The app complies with accessibility standards, ensuring usability for all Style Advisors.
o How to Measure:
o Accessibility Audit Results:
o Meet WCAG 2.1 Level AA compliance.
o User Feedback:
o Address any accessibility issues promptly.
o Related Deliverables:
o Deliverable 3: Customized Mobile Style Advisor App
o Deliverable 7: Testing and Quality Assurance

Completion of Project Closure Activities
o Definition:
o All project closure activities are completed, including documentation, knowledge transfer, and lessons learned.
o How to Measure:
o Project Closure Checklist Completion Rate:
o Formula: Completion Rate (%) = (Number of Closure Activities Completed / Total Closure Activities) x 100%
o Aim for 100% completion.
o Related Deliverable:
o Deliverable 10: Project Closure and Documentation

Vendor Performance Standards Met
o Definition:
o Vendors meet all contractual obligations, including quality, schedule, and deliverables.
o How to Measure:
o Vendor Performance Evaluation Score:
o Use a scoring system (e.g., out of 5).
o Target: Average score of ≥ 4 out of 5.
o Timely Delivery of Deliverables:
o Vendors meet all milestone deadlines.
o Related Deliverable:
o Deliverable 2: Vendor Management

Confirmation of Comprehensiveness
o All Deliverables Covered: The updated list now includes success criteria related to all project deliverables.
o Deliverable Mapping: Each success criterion is linked to the relevant deliverables, ensuring full alignment with the project's scope.

Conclusion
By updating the success criteria, we have:
o Ensured Comprehensiveness: All deliverables in the WBS are represented in the success criteria.
o Enhanced Clarity: Clear linkage between success criteria and deliverables facilitates better tracking and accountability.
o Focused on Mobile Considerations: Incorporated mobile-specific measurements where appropriate.
o Aligned with Project Objectives: The success criteria directly support the project's goals and Aritzia's strategic objectives.

Next Steps


 Review and Approval:
o Please review the updated success criteria and confirm that they align with your expectations and the project's objectives.
2. Communication with Stakeholders:
o Share the success criteria with all project stakeholders and team members to ensure everyone is aware of the targets and how success will be measured.
3. Integration into Project Plans:
o Incorporate these success criteria into the project management plan, including monitoring and reporting processes.
4. Regular Monitoring:
o Establish regular intervals for measuring and reporting on each success criterion, ensuring timely detection of any issues.
5. Adjustments as Needed:
o Be prepared to adjust project activities or resources to meet the success criteria, maintaining flexibility to respond to any changes.

End of success criteria.