IT Project management

Week 5: Assignment 1

Case Study- White Pig Consulting

IT Project Management (UU-MBA-742-ZM)

User9196765 Evikos Tofi

August 15th, 2021.

SUMMARY LETTER

Information Systems Implementation Services

32b Wilkinson Road,

Freetown.

18th December 2020.

White Pig Consulting Ltd.

Nicosia offices

Ermou Street

Dear Sir/ Madam

RE: INFORMATION SYSTEM –WHITE PIG CONSULTING LTD

White Pig Consulting Ltd a company specialized in defining strategies, allocating resources

to meet its goals, systematic approach to organizational change and a system of rules by

which it is controlled. This company would like to engage us, Information Systems

Implementation Services (ISIS), to put in place a new information system.

This project plan is slated to start on the 3rd of January and end on 15th March 2021.

The budget, quotation, and Gantt chart (highlighting the various steps involved and their

proposed dates) for this project, is attached to this letter, accompanied with an internal memo

to the Director of ISIS, for his attention.

Thank you for contacting us and we hope to arrive at a reasonable agreement.

Yours Faithfully,

Evelyn A.K Cham.

Information System Implementation Services

Your Satisfaction Our Choice Date:

INVOICE # [100]

Expiration Date:

TO Richard Goldbury

White Pig Consulting Limited

Ermou Street

Nicosia

Customer ID [ABC12345]

Salesperson Job Payment Terms Due Date

Due on receipt

Qty Description Unit Price $ Line Total $

40 COMPUTERS 10,000 400,000

40 HP LASER PRINTERS (SMALL) 3,000 120,000

2 HP LASER PRINTERS (BIG) 8,000 16,000

5 LAPTOPS (BLUETOOTH ENABLED) 9,000 45,000

1 FIBER CABLE 4,500 4,500

3 MAIN SUPPLY CABLES 500 1,500

40 CONNECTIVITY CABLES 100 4,000

2 INTERNET ROUTERS 3,500 7,000

1 MICROSOFT OFFIVE XP (SOFTWARE) 15,000 15,000

1 MATERIALS AND LOGISTICS 10,000 10,000

1 INSTALLATION FEE 30,000 30,000

1 TRAINING FEE 20,000 20,000

1 OTHER COSTS 45,000 45,000

Subtotal 718,000

Sales Tax

Total 718,000

Quotation prepared by: Sales Manager_____________________________________________________________________________________________________

This is a quotation on the goods named, subject to the conditions noted below: (Describe any conditions pertaining to these prices

and any additional terms of the agreement. You may want to include contingencies that will affect the quotation.)

To accept this quotation, sign here and return: ______________________________________________________________________________________________

Thank you for your business!

ISIS TOTAL STREET FREETOWN Phone +23277291884 [email protected]

BUDGET

SALARY TRAINING

MATERIAL PROCUREMENT INTERNET ACCESS

SOFTWARE DEVELOPMENT & TESTING TRAVELLING EXPENSES

NETWORKING INTEGRATION & IMPLEMENTATION

SECURITY

INTERNAL MEMO

TO: THE DIRECTOR

FROM: THE PROJECT MANAGER

DATE: DECEMBER 18TH 2020.

SUBJECT: PROJECT MANAGEMENT PLAN- INSTALLATION OF A NEW

INFORMATION SYSTEM FOR WHITE PIG CONSULTING LTD.

In regards the subject matter, the project team wants to apprise you of the preparedness of the

plan set in place for this project.

Please find attached, the project management plan schedule.

This project is scheduled to commence on the 3rd of January 2021 and completion date will be

on the 15th of March 2021.

Kind Regards

Evelyn A.K Cham.

Project Manager.

Table of Content 1.0 INTRODUCTION...........................................................................................................................8

2.0 Management Approach....................................................................................................................8

3.0 Scope...............................................................................................................................................8

4.0 SWOT Analysis...............................................................................................................................8

4.1 Strengths..........................................................................................................................................8

4.2 Weakness.........................................................................................................................................8

4.3 Opportunities...................................................................................................................................8

4.4 Threats.............................................................................................................................................9

5.0 Change control board (CCB)...........................................................................................................9

6.0 Structure and Goals of Project Team...............................................................................................9

6.1 Programming Team.........................................................................................................................9

6.2 Communications Team....................................................................................................................9

6.3 Hardware and Software Team..........................................................................................................9

6.4 Training Team................................................................................................................................10

6.5 Security Team................................................................................................................................10

7.0 Management Project Scope Plan...................................................................................................10

8.0 Development of Project Schedule..................................................................................................10

9.0 Risk Management..........................................................................................................................11

9.1 Training.........................................................................................................................................11

9.2 Facilities for training.....................................................................................................................11

9.3 Software Compatibility, System Integration, and Implementation.................................................11

9.4 Intranet Security............................................................................................................................11

10.0 Staffing Management Plan...........................................................................................................11

10.1 Project Manager...........................................................................................................................11

10.2 Programming Department............................................................................................................11

10.3 Software Department...................................................................................................................12

10.4 Hardware Department..................................................................................................................12

10.5 Communications Department......................................................................................................12

10.6 Training Department....................................................................................................................12

10.7 Security Department....................................................................................................................12

Recommendations...............................................................................................................................13

1.0 INTRODUCTION This is a company that constitutes of 25 consultants who specialize in defining strategies, allocating resources to meet goals, taking a systematic approach to organizational change, and enforcing a set of rules. White Pig Consulting has been in operation for a little over 40years, in Nicosia. It is a prestigious firm as can be seen by its major clientele list. Richard Goldbury has taken over as CEO of the company and would like to change the manual systems of typists and excess cabinets for filling. By purchasing android phones for all consultants, Mr. Goldbury has shown his determination in going modern and has enlisted us ISIS, a firm involved in providing information systems services, to a establish information system in the company.

2.0 Management Approach As the project manager, Evelyn Cham possesses the ultimate power to oversee and conduct this project, according to the strategies and plans of subsidiary management. The team includes software engineers, programmers, trainers, security, and contact management. Any tool can be used to complete project preparation. Proposals, and financial obligations will be approved by all parties involved; if at any point there is delegation of such duty it must be in writing and approved by the stakeholders and the project manager. Team members will cut across both organizations and reporting done to organizational heads all through the project.

3.0 Scope This includes planning, designing, development, testing, and shift to an updated and the implementation of a digital information system. This initiative will cover all manuals that will be used in line with the set up. A successful completion of deployment and redesign of the technology and submission to WPC Ltd, will complete this project.

4.0 SWOT Analysis The advantages and disadvantages of this new system is determined by SWOT analysis.

4.1 Strengths 1. Implementation of a new system will give the company an edge over its competitors. 2. Research and advertisement is done in house. 3. A strong teamwork and unification is created, seeing that all stores are on the same page, using the same version. 4. An e-commerce merge can be easily done.

4.2 Weakness 1. Adoption may be difficult, with regards individuals who are less technologically inclined. 2. Training of all staff might delay launch. 3. A universal system will be difficult for some stores, with regards keeping track of receipts. 4. If not handled well, the new system will affect the effectiveness of the company.

4.3 Opportunities 1. With all sales in one place, there is a better understanding of consumers. 2. Knowing how each store's sales flow works and what sells best where, can help boost sales in stores that are not performing well, and identify stores performing well. 3. New system gives rise to future expansion. 5. Understanding sale patterns can assist a company in marketing specific items in specific regions.

4.4 Threats 1. Server overload or information loss, due to overestimate of central server capabilities. 2. More training or hiring new staff if system training proves difficult. 3. Low turnover and customer satisfaction due to system adaptation. 4. Risk of being vulnerable during implementation causing revenue loss and customer dissatisfaction.

5.0 Change control board (CCB) This board will consist of the stakeholders, and the project manager, because it is necessary that all parties understand the change, as it is a big step, and all avenues must be explored to avoid a long-term effect. Recommended upgrades will be assessed by the project manager, in line with the schedule. These will be recorded and tracked all through, regardless.

5.1Communications Board

Report Recipients In-charge Frequency Status Report (Executive)

Stakeholders Project Manager Monthly

Project Schedule Team Leaders, Stakeholders

Project Manager As and when necessary

Progress Report Project Manager, Company Heads

Team Leader Monthly

Status Report (Teams)

Project Manager, Company Heads

Team Leader Monthly

Risk Management Stakeholders Project Manager Monthly Forecast Company Heads,

Stakeholders Project Manager Monthly

6.0 Structure and Goals of Project Team

6.1 Programming Team Their role is to ensure the standards for the project are met with regards programming, coding, and managing schedules and risks and providing a report on work done.

6.2 Communications Team The role of the communications team is to advise on issues regarding communication and maintain it with other team members, including the project manager. They ensure that all parties are well informed of everything pertinent to them, as well as record and inform responsible party of issues or concerns raised during the project.

6.3 Hardware and Software Team This team advises on hardware and software related materials for the life of the project. Their responsibility is acquisition of all necessary hardware and anticipate any extras that may be required and ensure the compatibility of software and their availability when needed. Licenses acquisition for software is also their responsibility.

6.4 Training Team The training and comprehension of the new system by stakeholders and employees, finding safe space for training, creating online environment for online training, making sure the mock system is ready for training and employees pass is the responsibility of the training team.

6.5 Security Team The safety of servers, both local and central, as well as the intranet and all system information with regards the project is the security team’s responsibility. They also provide updated security, obtain certificates for security, and advise on issues relating to the security of the new system until the completion of the project. All these teams report to the project manager directly. All teams are required to ensure communication is active among all team members and the project manager, every week or twice a week. Their roles will exceed the set roles of their various teams. Their goals will be to create project awareness and importance, make room for feedbacks, and make discussions on approval and changes easy for the success of project.

7.0 Management Project Scope Plan The primary duty of the project manager is scope management. This will include the scope declaration and breakdown structure of the work to be done (Work Breakdown Structure), which with define the scope of the project. An assessment document will be done with the quality checklist of deliverables, and work result metrics to be approved by stakeholders and the project manager. The project manager, shareholders or any team member can initiate a change in the proposed scope and if this change is accepted by the CMB and shareholders, a modification of the scope and project records, and notifying the board and shareholders of the change, will be done by the project manager. The project scope and deliverables will be accepted by the shareholders, based on their reviews and comments and that of the project manager. The approval will be based on project documentation, reviews, results from tests and trails, how adaptable the new system is and the completion of product and task functionality. Based on the WBS, the structure of occurrence will remain the same, except the change in dates depending on challenges encountered. In line with WPC organizational standards, the following are the stages for the schedule:

 Presentation of outlined schedule

 Completion of Scope and breakdown of project structure

 Resources approved

 Roles and responsibilities to be approved

 Creation of budget

 Budget approved

 Procurement process

 Acceptance of deliverables

 Start-up of project

 Implementation of project

8.0 Development of Project Schedule Developing the plan, estimating resources and time and all the steps involved with the team, will be the responsibility of the Project Manager, as well as obtaining approval for the schedule. The guidelines set will be the basis of the schedule. The team is then charged with carrying out work according to the set plans, support the schedule until completion, contributing to and assisting in the validation of the proposed plan during its evaluation. Review and verification of the schedule proposed will be done by the project management after approval and tasks will be delegated.

9.0 Risk Management These are some of the possible challenges:

9.1 Training Inability of employees to understand the system within the allocated time frame, will affect performance. There may be issues with employees fully adapting to the new system. This can be seen by the mock system evaluation failure. Employees may be hesitant to use the system if they cannot understand it fully and if the system is not used properly, this prevents the project managers from fully comprehending the benefits and drawbacks of the new system.

9.2 Facilities for training Facility changes can cause kinks in the plan. Due to circumstances such as weather, poor planning, and insufficient updates with regards training, facilities rented for training and training days may change, affecting implementation or halting the whole plan.

9.3 Software Compatibility, System Integration, and Implementation Upgrading to the new system may be difficult, causing the company to shut down for some days and the possibility of the central server going down after integration, affecting project schedule dates. This may be due to various reasons, that are visible during implementation.

9.4 Intranet Security With the intranet, connection of all stores to a central server can be done. However, there is the risk of system being hacked or information stolen if not properly secured. New systems are seen to be vulnerable, hence attempts to exploit them will be done and achieved if not secured well. This will lead to a significant hit on the company.

10.0 Staffing Management Plan The system update and incorporation proposal will include an entirely different organizational structure. This will include:

10.1 Project Manager WPC Ltd.’s Project manager will oversee all operations; supervising team members, reporting, reviews, monitoring and collaborating with the respective parties and management. The project manager is also charged with assessing the performance of the team heads and members.

10.2 Programming Department The Head Programmer will be responsible for managing schedules, risks, coding, programming, ensuring standards are met with regards functionality and creating reports and packages for work in hand with the Project Manager.

There will be 10 programmers responsible for scripting and designing the applications for the project. Recording and keeping track of progress made, evaluating results, and assessing risk is also within their scope of operations. They will be reviewed by the head of programming.

10.3 Software Department Creation or designing of software for the programmers and obtaining license for outsourced software that are impossible to create will be done by the Head of Software DTP. The Head of software will be assisted by 5 software specialists, charged with development and acquisition of software in line with company standards. these specialists will compile quality reports and project updates for the project manager.

10.4 Hardware Department There will be a head of hardware responsible for the purchasing of hardware required, compatible with the software. He or she will be assisted by 8 hardware specialists responsible for securing the required hardware as well as preparing procurement reports for the project manager.

10.5 Communications Department There will be a position for director of communications. This individual will be responsible for the communications team which will be made up of 10 people. The facilitation of communication, among team members, team heads and management; ensuring that planned conversations, questions, issues, or complaints are directed to the appropriate individuals is their responsibility. A correspondence summary and updates on departmental reports with regards the project will be done twice a week by this department.

10.6 Training Department The head of training oversees all training materials procurement and development, as well as the supervision of the department's 5 training specialists. On a semi-annual basis, the HOT will send an email to the head of communications. The person in charge of training will be an internal employee with managerial skills and vast experience to supervise the training team. The 5 specialists will be responsible for understanding the system, after being trained by the developers and being able to train other employees even after the project is completed. They will verse evaluating the mock system ratings, and creating a unique code for employees, during their sessions.

10.7 Security Department This department will be overseen by an experienced security and operations expert, who will be mandated to train 5 specialists in the existing system. Monitoring and reporting of all security information monthly will be done by the head of security. The 5 specialists will be trained to implement security measures for the new system: understanding the procedures necessary for security and managing this new system, even after implementation.

Recommendations. However, in my opinion, for the project to be cost effective, there are few things requested by Mr. Goldbury, that can be done differently.

IBM computers may be more expensive than HP or Dell. In this regard, for cost efficiency and effectiveness, HP, or Dell computers, should be considered.

The purchase of printers for every staff will affect cost. Therefore, I recommend that two (2) giant HP colored printers with photocopy, scan to mail and fax features instead of the 10 printers for every assistant. Also, one (1) giant HP colored printer, for the five administrative staff instead of the two (2) requested. This is recommended to save on project cost and maintenance running cost in the long run.

Passing network cables in the ceiling may be risky. Wear and tear may occur frequently and affect cost. Trunking of cables is highly recommended and is also advisable in the event of troubleshooting network issues against going into the ceiling every time there is network problem.

The conversion of the storeroom to the server room should depend on the location and condition of the storeroom since it is advisable for a server room to have no windows and an extra layer to sustain the room from the temperature of the server.

The installation of Microsoft office XP is a good choice, as Microsoft office XP is outdated. I therefore recommend, Microsoft Office be installed. This is compatible with windows 10.

For consultants who work out of the office, a virtual private network will be setup to enable access, via internet to files in the office.

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