Reducing the existing time of POD system

Peoples Bank Reducing the existing time of POD system Project charter

Revision #1.0 3/27/2013

ContentsProject overview31.Project purpose.32.Project scope.33.Project objectives.34.Outstanding issues.45.Approvals46.References.4Project approach57.Project Deliverables and Quality Objectives.58.Organization and Responsibilities.69.Dependencies610.Plans for Support activities.611.Project Facilities and Resources.712.Risk Management.813.Process Options and Deviations.814.Stages.815.Project Control.816.Quality Control Activities.917.Project Schedule.918.Project Effort Estimate.1019.Project Cost Estimate10Appendix.11

Project overview1. Project purpose.The main purpose of this report is about analysis of desired tate and current state of providing premenant overdraft of Peoples Bank Sri Lanka. from this project Peoples bank will have a understand how does the other banks have been changed their process in oder to provide their service immidiately in order to compete with their rivals, what are the features to be emphasized, how they should motivate their employee in order to make the competitive advantage. Peoples bank has requested to give recommendations in order to reducing the existing time of POD system by getting a practical knowledge on that process. As a trainee, to execute the task I agreed with the client to grant the ultimate results with founding and the project is expected to last not more than 5 months and will result in a better understanding of employee requirements by the Peoples Bank.2. Project scope.The project scope is as follows. In the scope Process starts and finish as per the system chart. Selecting staff members in Peoples Bank Senkadagala Branch. Having discussion with the employees and practical involvement. Out of the scope. Discussion with the customers.3. Project objectives.The objectives of the project can be mention under standard, performance and condition. Standard: - Identifying the factors to reduce time in POD system Performance: - By collecting data through employee surveyCondition: - Measuring the level of employee satisfaction. 4. Outstanding issues. The client takes more time to approve the project proposal than expected time. It was very difficult to continue the discussions while the loans officer is working because there is only one loans office who is handling all the POD activities and the Loans activities Difficult to handle the POD process by one officer.

5. Approvals Mr. R. kodithuwakku the project leader and Mr. Rathnayake project manager will give the approval to this project in its first release. Approval of this document will be confirmed through the distribution of the document to all project stakeholders and to the publication of the document on the project deliverable File. After referring by stakeholders, the final approval for the charter will be approved by Mr. S.Ariyarathne - Client and Mr. Rathnyake - Project Manager.

6. References.No such references.

Project approach 7. Project Deliverables and Quality Objectives. Statement files Current account statements. Applications. Proposal with relevant documents. POD files. Application numbers. Crib report. Inspection files. Valuation report. Evaluation committee decisions Business income report. Prepared POD limit. Credit limit after checking Approved POD limit Securities Legal documents Approved Securities Mortgage bond, Letter Granted POD

8. Organization and Responsibilities.All the responsible Project team members and staff members are allocated according to the activities identified in the Gantt chart. Quality Control of each activity should be done by the responsible person that accomplished and if the activity is not up to the standard an action should be taken immediately.9. DependenciesThe most critical dependency within the scope of this project is our reliance on timely and effective communication and support from the client and the customers and staff members.We also have dependency with the technical team provided by the bank in order to do the updates for the branch teller system and give facilities to work online to the computer machines for the employees.

10. Plans for Support activities.Training programs: - All the staff members must have training sessions regarding advantages of using new technology in order to gain the competitive advantage for the bank before starting to use newly upgraded computerized systems and other facilties.

Practical sessions: - once the new systems have been installed there should be trial sessions to start using new systems. For that Top management must provide circulators regarding new systems. There should be an IT consultant to each regional office/ branch to help the officers to use this new system.

11. Project Facilities and Resources.Men (M1 ) Loans officer (a1) Loans officer (a2) Branch manager (b) Inspection officer (c1) Inspection officer (c2) Regional manager/ Asistant general manager/ Asistant regional manager (d) Legal officer (e)

Machines and Equipments (M2) Pen (f) Computer (g) Printer (h) Fax (i)

Material (M3) Notepad (j) Statement files (k) Applications (l) Documents (m) POD register (n) Legal documents (r) Inspection file (o) Business income report (p) Mortage report (s) Securities (t)

12. Risk Management. The risk of whether the staff members are providing the reliable information. The risk of availability of resources.

13. Process Options and Deviations. Process options are done through System Chart.

14. Stages.This project is being conducted in a staged approach, with each successive stage including additional levels of detail. The stages for this project are:1. Identifying the problem2. Grant the approval from the top management to carry out the project, after identifying the problem3. Carry out a situational analysis based on ISO 9001: 2008 Quality Standards4. Design the ideal management system and identify the constraints5. Design the PMS and develop the 3W program6. Implementation of practical management system through 3W program7. Generate the report8. Provide the solution to the problem

15. Project Control.The controlling process of this project is consists with two dimensions, such as checking and actions. Process checking empowers to active the monitoring mechanism developed in the current management system. Because the weakness and the conditions are met in the checking process. In here the checking process include following activities. Set QQTC for each activity Measure QQTC of each activity Identify the gap Choose the right response to bridge the gap.16. Quality Control Activities.

Controlling of this project is done by checking the activities and the data entered to the POD process. This is very important in order make correction of the data and activities which are consist with mistakes. Because the ultimate result should be accurate and confidential process. 17. Project Schedule. Time ActivityNovember (Weeks) December (Weeks) January (Weeks)

1 2 3 4 1 2 3 4 5 1 2 3 4 5

1. study the process.

2. work under the loans officer.

3. Handle the prcoess

4. identification issues from the current process and raising the questions.

5. Develop the new process and chart make the correction

6. Study and involve with the instalation of process

7. study about the results of this process

18. Project Effort Estimate.Team Member/RoleEstimated Effort (in days)

Mr . Ranjith Kodituwakku (Project leader)10days

Mr. Rathnayake (Project manager)6days

Mrs .E.M.I.M.K. Ekanayake (Project assistant)30 days

Mrs nirusha (Team member)50days

Mr. Welagedara (Team member)50 days

Mr. Nalin40 days

19. Project Cost EstimateWhen the proposal has been approved by the client to carry in the project, 30% will be getting from the total of the project cost. When complete the project successfully, the other 70% will get.

Appendix.

The following questions are being used in order to analyze the Gap between the current management system and the desired management system.

1. Who are the beneficiaries from the intended system? (external/internal customer)2. What are the requirements of external/internal customers? (outputs)3. What is the purpose of the intended system? (outcome)4. What are the resources available for the intended system? (inputs)5. What is the system boundary? (scope)6. What is the process to transform the resources (input) to achieve the objective (outcome) of the system? (transformation)7. How to compare the desired results (objective) and the achieved results (objective) and identify the gap? (stimulus)8. How to respond with the resources to bridge the above gap for having the desired results? (results) 9. How to establish records to provide evidence of conformity to above requirements? (control of records) 10. How to audit the above steps to ensure the continual improvement? (System audit)

Appendix 2 system chart

Appendix 3 Gantt chart.

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