INFORMATION TECHNOLOGY

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ExecutiveSummary

Overviewof Executive Summary

Technologyremains to be a crucial factor in companies for the role it plays infacilitating how activities are conducted. Organizations need toensure that they are up-to-date with the latest technologies tocompete favorably with the rest of the firms. Any business has themandate of keeping track of the customers they engage in transactionswith for future reference.

Tableof Contents

Executive Summary 1

Version Control 3

Project Charter 3

Communications Matrix 17

`Analysis of Stakeholder Expectations 19

Risk Matrix 19

Risk Assessment Matrix 21

Strengths and Weaknesses of the Project 22

Strategies to Monitor Risks 22

Risk Ownership, Reporting, and Status 23

Tools for Measuring Quality in Project Management 23

Project Schedule 25

Glossary of Terms 27

References 28

Reflections: What I Learned 28

VersionControl

Version Number

Assessment Number

1.0

2.0

3.0

Assessment 1

Assessment 2

Assessment 3

9-20-2016

9-29-2016

10-7-2016

ProjectCharter

Theproject enables the organization to have an updated list of customersthey have engaged with, a measure that facilitates future engagementswith the clients. The justification emanates from the fact thatbusiness has to increase their clientele base to increase the sales.Further, it facilitates the creation of networks in business thatwould increase the number of customers the firm transacts with.

Project Projecton Planning and implementing a new Software for a Business

ProjectStart ProjectFinish

Budget:Theexpected budget for the implementation of the project is $2000.However, since manyusers will use the software, it is essential to have provisions forthe same and an extra charge of $1500 will be invested to achievesuch goals. Further, it is critical to have provisions formiscellaneous expenses, and the cost should be $500. The total costof the project would be $4000.

ProjectManager: SarahJones

ProjectObjectives: Enhanceaccess to customer information based on the transaction historyImprove quality of services provided to clientsby customizing the products offered to them. Enhance better planningand coordination of resources in the business to meet the customerneeds.

Approach:Theproject manager has the mandate of overseeing the overall activitiesin the design and implementation of the project. He will assignduties to the project team and determine the use of availableorganization assets in achieving the project objectives.

SWOTAnalysis (Strengths, Weaknesses, Opportunities, and Threats)

Strengths:TheCompanyhas resources needed to meet the identified objectives. The designand implementation of software aimed at harboring customer recordsshould be preceded by a financial commitment by an organization toachieve the project objectives. The company has an extensiveclientele base meaning the project is viable and would beinstrumental in achieving the identified goals. It has a well-trainedIT staff to help in the achievement of the set goals.

  • Weaknesses: Previous projects conducted by the organization have not been completed within the stipulated time. It is a challenge the organization needs to work on. Leadership has also been a problem especially since some of the project managers have not shown commitment to diligently executing the tasks.

  • Opportunities: Many customers are willing to engage with the organization in doing business. Further, the existence of available technologies needed in software implementation makes it possible to achieve the project objectives.

Threats:Knowledgeregarding the customer`s previous history is not a guarantee that thefirm will be in a position to meet their individual needs. Theproject could fail to meet the ultimate objectives set. It isessential to comply with the government regulations regarding theaspect of maintenance of privacy of customer information.

KnownProject Risks, Constraints, and Assumptions

  • Risks: Key people required in project implementation may leave the organization. It is an adverse setback on the project since it could be costly replacing them. The project could stall. Poor scheduling such that the project is allocated a shorter duration of time than it needs. The project is affected by that adjustments may need to be made to accommodate all parts. Finally, there is the risk of missing on the crucial priorities of the project. Particularly, it is highly likely that the project team could focus on areas that do not have a significant impact on the outcome missing out on sections that are of critical significance. Effective risk management is crucial in attaining the goals of the project (de Bakker, Boonstra, &amp Wortmann, 2010).

Constraints:Theprimary constraintsregard the aspect of resources. Despite the fact that theorganization has set aside funds, the amount may not cater for allthe needed expenses. For example, it could be crucial to trainemployees after the introduction of the software. It could be costlyto the organization.

Timeis the other constraint likely to affect the overall outcome.Software design and development requires that those involved are keento detail to get the best results. It could take the time to get theentire work successfully done. Time is a factor that must beconsidered to ensure it does not affect the project outcome (Young,2007).

  • Assumptions: Approval of the project can take about two weeks before its execution. The approval of the project is crucial since it enables its initiation for timely completion. The organization will provide all the resources needed to execute the task. Availability of resources is necessary since it ensures that the project has all that are required to achieve the project objectives.

Rolesand Responsibilities:

Role

Position

Contact Information

Ander Jones

Project Manager

Head- ICT Department

[email protected]

John Philip

Project Supervisor

Deputy head- ICT Department

[email protected]

Mercy City

IT Specialist

Manager-IT Department

[email protected]

Harryon Mary

IT Specialist

Supervisor-IT

[email protected]

ProjectOverview

Thegoal of the project is to introduce a software in the organizationthat has a record of all clients the company has transacted withwhile updating information on new customers. It will facilitateactivities such as follow-up and establishment of networks.

KeyMilestones

  • Create a software that automatically updates customer records. It is mandatory since it will facilitate tracking of customer information

  • Migrate content to the software. It shall be binding as all transactions conducted with the business must be well-documented and secured.

  • Update the existing information regarding customer information in the software. It is optional since not all clients may be willing to engage in transactions with the business in future.

Descriptionof a changing marketplace that justifies the project

Increasein competition negates the need to develop a framework that meets theindividual needs of the organization toward the achievement of theidentified goals.

  • Assignment of authority to the project manager so they may expend organizational assets

Theproject manager will be in charge of the daily running of operations.He will oversee the entire work and assign individualresponsibilities to the identified tasks leading to the achievementof the project goals.

TeamContract

Overviewof Team Contract:

HighriseTechnologies, henceforth known as “client” and AndiesTechnologies, henceforth known as “IT specialists” are enteringinto this agreement on 2ndSeptember 2016, for purposes of implementing a new software forstoring customer information.

Project

Project Manager:

Team members.

A. Commitments.

As a project team, we will:

  1. Execute tasks assigned

B. Team meeting.

The participation ground rules include:

  1. Filing daily reports on what has been done.

The communication ground rules include:

  1. Following chain of command

The problem-solving ground rules include:

  1. Discussion with project managers

The decision-making ground rules include:

  1. Final decision made by stakeholders

The conflict-handling ground rules include:

  1. Mediation between affected parties.

C. Meeting guidelines.

1. Meetings will be held every 2 days/2 weeks/3 months.

2. Meetings will be called by Ander Jones

3. Agendas will be issued every 3 days in advance by Ander Jones.

4. Meetings will be facilitated by Mercy City.

5. Evaluations of meetings will be conducted every number of meetings.

6. Mercy City will issue minutes within number days of the meeting.

D. Meeting procedures.

TeamMember Signatures:

___

ProjectManager: SarahJones

___

[ ProjectManager- ICT Department

___

[ ProjectSupervisor- ICT Department

___

ITSpecialist- IT Department

TeamObjectives

Ensuresuccessful implementation of the software to meet the customer needs

Ensuresuccessful training of employees on the use of the software.

Provideperiodic maintenance for the software installed.

Establishmentof Team Commitments

Eachmember is expected to adhere to the professional code of conduct asstipulated under the company policy.

Issuesarising in the course of the project must be addressed promptly byfollowing the identified chain of command. Conflicts arising will bemediated by the head of the project who will be in charge of gettinga solution to the problem. Effective communication among the teammembers is particularly essential in ensuring that issues that ariseare addressed in an amicable manner (Campbell,2010).

Inscope:

  • The end product which is a software that has an update of all customer information.

  • Implementation of software followed by incorporation to running of operations in the firm.

  • Training of employees particularly in the information technology department alongside those in the marketing section on the use of the software.

  • Periodic checkups to determine the efficacy of software in meeting business needs.

Stakeholdersof the Project

Stakeholdersplay a crucial role when it comes to the realization of the projectgoals and objectives. The project team members need to take intoconsideration the needs of the stakeholders when designing the entiresoftware. The ability to meet the individual needs of thestakeholders makes it easy for them to get approval facilitating theachievement of the identified goals. Both the internal and externalstakeholders have stake in the achievement of the project goals.

InternalStakeholders

  • Employees

  • Managers

  • Board of Directors

ExternalStakeholders

  • Consumers

  • Regulators

  • Investors

  • Suppliers

Stakeholder Name

Department Name

Impact to the Project

External/ Internal

Influence on Project

Miche Kunto

Juniy Kero

Manny Husty

Andrew Michi

Information Department and

Marketing Department

Employees

Will facilitate the implementation of the project

Internal

Supports project

Ander James

Executive

Board Chairperson

Will approve the project

Internal

Uncertain but hopes for positive outcome

Jeffrey Micho

Sally Adamas

Management

Managers

Oversee the running of the project

Internal

Supports project

John Steward

Hummy Ndolo

Myriad Hunju

Not Applicable

Customers

Not Applicable

External

Supports project

Myriad Holdings

Not Applicable

Vendor

Not Applicable

External

Supports project

Techies Enterprises

Not Applicable

Supplier

Not Applicable

External

Supports project

ProjectScope

Overviewof Project Scope

Theproject has four primary deliverables that must be achieved. Therealization of the project objective, key among them the developmentof the software is within the scope. It is vital that the projectteam takes necessary measures that would see to it that the softwareis developed. Further, implementation of the software is within thescope of the project. However, training of the employees on the useof the software and the periodic assessments are well out of thescope of the project. Externally hired individuals will conduct theactivity. However, the identified factors are all businessrequirements that must be achieved by the project. Currently, thefirm is using an outdated strategy that will hopefully be replacedupon introduction of the software.

LifeCycle Processes

Theanalysis of the project is within the scope of the project. Theproject team led by the manager, need to conduct an analysisregarding the entire work that will be conducted and what will berequired. Through the same, it would be possible to develop a projectthat can meet the individual requirements of the organization.Further, there is the aspect of analyzing the project to determine ifit can satisfy the needs of the business. The design of the projectis equally within the scope of the project just like testing. Aftercompletion of conception, it is vital to conduct a test to determinethe functionality of the software.

Typesof Data

Financialdata is within the scope of the project. For example, it is essentialto ascertain the overall costs of the project and ensure that allfunds allocated can meet the needs of the project. The financial datais within the scope of the project. However, data regarding sales iswithin the scope of the project. It helps monitor the customerdetails, and this translates into sales that have been made after agiven period. Particularly, it is not essential to determine what thebusiness will gain from the project since that is out of the scope ofthe organization. Employee data is within scope for the role it playsin determining the number of installations and ensure that everyonewithin the organization can indeed utilize the software after itsimplementation.

DataSources

Thedata regarding billing is out of the scope of the project.Particularly, it is up to the human resource department to look intosuch figures and prepare a report regarding billing. The generalledger is within the scope of the project. For example, the softwarewill contain details of customers and the transactions that they havemade with the business. The customer records are kept within adatabase that can be accessed through the software that would begenerated. The data regarding the payroll of employees is out of thescope of the project. It is because the records contained in thedatabase and can be displayed to the customers.

Groupswithin or out of scope

Thehuman resources will be out of the scope of the project. Therequirements of the project were the development of software thatsolely has an update of customer records. Data regarding humanresources is not part of the human resources. However, data regardingmanufacturing and vendors are within the scope of the project.Particularly, the information will be in line with the individualdetails of customers since each of them has specific requirements onthe type of product that they would want. It begs the need to havedetails regarding manufacturing and vendors within the scope of theproject. For example, the vendors will supply the needed equipment tomanufacture the specific products as required by the customers of thebusiness.

MajorFunctionality within or out of Scope

Thedecision support will be within the scope of the project. Thecustomer details make it possible to ascertain their individual needsnegating the need to have the software support such a function. Dataentry and management reporting will be within the scope of theproject. Data about the customers will be stored in software thatwill be used to facilitate management reporting. Data entry will bedone by the assistance of the software. The trained personnel will bein charge of making the entries and making sense out of the data thathas been entered. For example, the information contained about thecustomers will be employed in informing the management regarding thetrend of customer purchases. Through the same, it would be possibleto implement strategies that seek to increase the overall income thataccrues to the firm.

Thescope of this project includes and excludes the following items:

Inscope:

  • Financial data

  • Data regarding sales

  • Employee data.

  • General ledger.

  • Manufacturing

  • Vendors

  • Decision support

  • Data entry

  • Management reporting

  • Analysis

  • Design

  • Testing

Examples: Clickhere to enter text.

Outof scope:

  • Data regarding billing.

  • data regarding the payroll of employees

  • Human resources.

  • Deliverable that will not be performed in this project.

Workbreakdown Structure (WBS)

Overviewof Work Breakdown Structure

Awork breakdown structure (WBS) is included in the scope statementdocumentation.

Thesecond view is a list view or outline of the WBS.

  1. Implement a Software System for the Business

    1. Initiation

      1. Evaluation and Recommendations.

      2. Develop Project Charter.

      3. Deliverable: Submit Project Charter.

      4. Project Sponsor Reviews Project Charter.

      5. Project Charter Signed and Approved.

    2. Planning

      1. Create Preliminary Scope Statement.

      2. Determine Project Team.

      3. Project Team Kickoff Meeting.

      4. Develop Project Plan.

      5. Submit Project Plan.

      6. Milestone: Project Plan Approval.

    3. Execution

      1. Project Kickoff Meeting.

      2. Verify and Validate User Requirements.

      3. Design System.

      4. Procure Hardware and Software.

      5. Install Software Development System.

      6. Testing Phase.

      7. Install Live System.

      8. User Training.

      9. Go Live.

    4. Control

      1. Project Management.

      2. Project Status Meetings.

      3. Risk Management.

      4. Update Project Management Plan.

    5. Closeout

      1. Audit Procurement.

      2. Document Lessons Learned.

      3. Update Files and Records.

      4. Gain Formal Acceptance.

      5. Archive Files and Documents.

Budget

Theproject is expected to cost a total of $4000. Each of the identifiedtasks will have funds allocated to them. It is vital to consider thefunds will equally cover consultations and allowances for themeetings held in the course of the project period. Due to thespecificity of the tasks and the costs, the miscellaneous expensesmay not be needed. However, considerations have been made regardingany of the emergencies likely to arise in the course of the project.Issues that are likely to occur will be addressed on a situationalbasis. Through the same, it would be possible to evade thepossibility of the project running into a crisis. Projects havepreviously been affected by the lack of adequate preparation of thebudget. The shortage of finances has significantly affected theability to achieve the project objectives. Because of the same, itwas essential to ensure that the identified budget can address allaspects of the project while at the same time giving room forprovision. Of significance is the need to ensure that the projectmeets the business requirements.

Communications Matrix

Theproject manager will be in charge of the meeting but can be assistedby the supervisor in his absence. Project managers provide thecommunication and inspiration needed to effectively run theactivities that have been outlined (Too&amp Weaver, 2013).Because of the same, they are in charge of all that is undertaken inthe project.

Communicationremains to be a critical component when it comes to the execution ofa particular project. All stakeholders must be put on a need-to-knowbasis to see to it that there is smoothness in the operationalactivities of the project. The significance of effectivecommunication negates the need to have a communication matrix thatwill determine how information is disseminated from one party to theother. The channel of communication would be elaborate such thatinformation is sent to the right person, promptly and through theproper method. The adoption of an appropriate communication matrixwill outline how the entire process will be conducted. Thestakeholders and project team members will be in a position to accessinformation as needed. Through the same, it would be possible to keepthe entire team updated on the progress of the project. Further, itis critical to consider that the communication matrix tries to coverall sections of communication. There would be continued coordinationbetween amongst all the stakeholders. The project can achieve successthrough the adoption of an eloquent communication channel that keepsthe rest of the team updated on activities being executed in theproject.

Nature of Communication

From

To

The provider of the information or document

Type of Information

Frequency

Format Used

Delivery Media

Comments

Team Members

Urgent Matters

Project Manager

Executive and Program Sponsor

Project Managers, Project Team

Mandatory

As required

Memo

The Project Manager will add an entry to the Issues Log.

Issues Updates

Project Managers and Team members,

Program Manager

Project Managers with the Team Members

Informational

As required

E-mail, Memos

Project Manager to document the information

Status Report

Project Manager and Team members

Program Sponsor

Project Managers and Team Members

Mandatory

Weekly

Progress report

E-mail

The Project Manager will gather information from the program progress reports.

Special Presentation or Meetings

Project Manager and Team members,

Executive

Project Managers and Team Members

Informational

As required

To be decided based on requirements

Meeting

Stakeholders

Issues

Stakeholders

Project Manager

Stakeholders

Weekly

Weekly stakeholders meeting

Issues/Action Items section of meeting minutes

All matters will be documented as needed.

Updates

Program Manager

Stakeholders

Project Managers, Team Members

Weekly

Stakeholders meeting.

Stakeholders Meeting

Periodic updates will be provided to keep everyone informed

Urgent Information Impacting Team and External (I/S) Stakeholders

Program Director

Team &amp External Stakeholders

Program Manager, Program Director, Project Managers

As needed

To be determined

E-Mail

Information will be disseminated promptly for quick action

`Analysis ofStakeholder Expectations

Stakeholdershave set expectations regarding the project. The project team has themandate of ensuring that they develop appropriate methods that wouldbe instrumental in the realization of the objectives that have beenset. It is expected that upon completion of the project, the entirecustomer information will be in an updated form in the databases. Theorganization would use the information to customize their services tothe consumers. Through the adoption of the project, the organizationwould be in a better position to realize the objectives that havebeen set. Notably, it would be possible to understand the individualneeds of clients making the company focus on a given way of executingactivities.

Risk Matrix

Riskassessments is a crucial component in any project that is beingexecuted. Projects being undertaken could experience challenges thatwere not planned for affecting the outcome of the entire activity. Itis essential to consider the probable risks likely to be encounteredand enact measures to deal with the same. Identification of thepotential risks is particularly useful since it puts the rest of theproject team in a better position to introduce countermeasures.Further, it is essential to consider that some risks could havebeneficial results on the entire project. However, it is critical tounderstand the different types of risks and the effects they couldhave on the project.

Risk AssessmentMatrix

Risk Description

Trigger Event

Mitigation Measures

Impact

Probability of Occurrence

Exit of key Staff

Search for better Remuneration

Provision of better incentives to motivate the entire project team

Adversely affects the project since there would be shortage of staff to execute the project

Medium

Inappropriate Time Scheduling

Bureaucracies in approving key crucial documents

Engage with the executive to have those involved provide approvals as needed promptly

The project could take longer than is expected.

High

Conflicts of Interest

Superiority complex issues in particular between the Project Manager and the Executive

Roles will be clearly defined to avoid conflicting issues

It positively influences the project since issues addressed will bring about cohesion

High

Project Manager Overwhelmed

He is in charge of all activities being undertaken

The Project Manager will work with the rest of the team and delegate duties as need be.

Decisions made could affect the overall manner in which project activities are executed.

Low

Inadequate Resources

Lack of funding for the project sponsors

Finances will be set aside as needed to ensure each activity has its allocation.

The project could stall.

Medium

Wrong Priorities

Lack of proper planning

Proper planning by engaging everyone.

The project team could engage in activities that do not have a positive impact.

Low

Strengths andWeaknesses of the Project

Theproject has an elaborate system that outlines the role of each. Theplans in place are beneficial in ensuring that risks that areforeseen do not occur. Further, the project manager will be reportingto the program sponsor where periodic updates will be provided.Issues that occur are likely to be addressed before they affect theproject.

Amajor weakness regards the aspect of finances and timely planning.However, the program sponsor has set aside the funds needed toexecute the activities that have been stipulated.

However,the strengths and weaknesses could change over time as the tasksreduce.

Strategies to MonitorRisks

Projectactivities will be monitored, and milestones achieved assessed. Incase a particular activity stalls, it would be investigated todetermine the cause of the problem. Through the same, it would bepossible to monitor the risks. Further, risks can be monitoredthrough continued communication to protect the entire project fromrunning into difficulties.

Risk Ownership,Reporting, and Status

Thenature of the risk in question will be addressed to the appropriateindividuals. The stakeholders of the project have roles. A risk thatfalls within a particular individual’s portfolio will be presentedto them for action. Through the same, it would be possible to reportthe risk and assess its status in the project.

Tools for MeasuringQuality in Project Management

Thesuccess of a given project depends on how best it is capable ofmeeting the individual needs of the client. It is critical that theproject manager ensures that quality is maintained at any givenmoment when it comes to the product developed. Project managers havea variety of tools at their disposal to measure the quality of theproject. The tools include

  • Cause and effect diagram

  • Check sheet

  • Control chart

  • Histogram

  • Pareto chart

  • Scatter diagram

  • Stratification

ThePareto chart is the most appropriate tool to be used in theassessment of quality as the project is being executed. The chartdescribes the factors that are of significant in the project(Kerzner, 2013). The successful execution of a project entails theincorporation of a variety of factors to end up with a product thatis satisfactory to the client. It is critical to have a mechanismthat can be used to determine which factors are essential inrealizing the best results for the project. The choice of a Paretochart compared to other tools will help in achieving the bestresults.

ThePareto chart, for instance, is easier to use and gives arepresentative picture of the project as it proceeds. Thestratification tool only aims at separating the data from givensources to establish a pattern is making it inappropriate for use(Kerzner, 2013). The scatter diagram, histogram, and the controlcharts equally indicate data regarding the progress of the project.The adoption of the Pareto chart is essential since it represents thestatus of the project while identifying the fundamental factors. Theproject manager can adopt the use of the Pareto chart to determinethe quality of the project.

Project ScheduleGlossary of Terms

Allocation-assignment of resources economically.

ArchiveFiles and Documents-storage of files used in the entire project design andimplementation.

AuditProcurement-checklist for assessment of degree of compliance with the auditingprocess

Budget-listof planned expenses and revenues.

Closeout-finalstage of the project

Duration-timeit takes to execute the project from the beginning to end

Deliverables-required work product delivered to the needed state

DesignSystem-system adopted for installation of the software

Goal-objectivesidentified to be achieved within a definite duration of time.

GoLive-launch of the software upon successful installation

Initiation-Commencement of the project

InstallLive System-software installation for use by the organization

KickoffMeeting-first meeting between client and the project team

Milestones-toolsadopted in project to mark particular points in a given timeline

Project-endeavortaken to design a particular project

Projectcharter-statementof scope, participants and objectives of project

ProjectSponsor-Persons in charge of financing of the project and securing ofresources for the same

Projectteam-managerialteam leading a project

Risk-probabilityof particular eventualities

Riskmanagement-specialismaimed at reducing the risks in a project

Task-actionsto be completed in a project

UserTraining-ways the IT department increases usage of the newly installedsoftware

Workbreakdown structure-methodof definition of a project’s elements

References

Campbell,M. (2010). CommunicationsSkills for Project Managers.CommunicationsSkills for Project Managers – Business Book Summaries(Vol. 1). Retrieved fromhttp://search.ebscohost.com/login.aspx?direct=true&ampdb=qbh&ampAN=51883247&ampsite=ehost-live

deBakker, K., Boonstra, A., &amp Wortmann, H. (2010). Does riskmanagement contribute to IT project success? A meta-analysis ofempirical evidence. InternationalJournal of Project Management,28(5),493–503. http://doi.org/10.1016/j.ijproman.2009.07.002

Too,E. G., &amp Weaver, P. (2013). The management of project management:A conceptual framework for project governance. InternationalJournal of Project Management,32(8),1382–1394. http://doi.org/10.1016/j.ijproman.2013.07.006

Young,T. L. (2007). TheHandbook of Project Management : A Practical Guide to EffectivePolicies, Techniques and Processes.KoganPage Ltd.http://doi.org/71521606370002201

Reflections: What I Learned

  • Teamwork is essential in achievement of goals in a project.

  • Dedication and commitment from each member is a prerequisite to achieve the identified goals.

  • The information is essential in execution of the project activities.

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