IS part3

Motor Vehicle X Enterprise like any other company faces different challenges that limit production and smooth operations. The purpose of this report is to evaluate how Motor Vehicle X Enterprise can utilize technology to address the issue of poor communication. This project will be implemented by a task force of 6 members, including Project manager, IT Director, Head of Engineering and Manufacturing, Head of Sales and Marketing, Finance Manager, and Human Resources Manager. The task force will apply the waterfall methodology to determine the success of the project at an early stage and make the necessary changes. This report proposes Motor Vehicle X Enterprises adopt a technology solution called the Unified Communication and Collaboration Platform (UCC). It determines multiple methods of communication like email, SMS, video-conferencing, and storage according to the needs of the business. Motor Vehicle X Enterprise is likely to promote business innovation and corporate social responsibility in various ways upon implementing the UCC platform. UCC software is provided by different companies, but this report recommends Motor Vehicle X Enterprise consider purchasing the UCC software from Cisco. This is because Cisco has packaged its software to bring real-time communication from users' phone systems and conferencing solutions together with messaging and chat and integrate with everyday business applications using APIs. The task force will monitor the effectiveness of the project and measure its success using various metrics and KPIs. This report indicates that Motor Vehicle X Enterprise can implement UCC successfully and promote effective communication.

Like many other vehicle assembling and manufacturing companies, Motor Vehicle X Enterprise also faces various problems that limit it from achieving all its goals and objectives successfully. The company is facing poor communication issues, affecting its entire operation. Communication is a very important tool in the car servicing industry among customers, service advisors, and technicians to prevent unnecessary miscommunications (Lead Revenue, 2024). Poor communication can lead to negative effects such as low morale among employees, work conflict, decreased production, poor leadership, and bad company culture. The purpose of this report is to evaluate how Motor Vehicle X Enterprise can utilize technology to address the issue of poor communication. To achieve this, the report will discuss what the company needs to do, describe the company's background, and explain the potential problems and opportunities of the technology. The report will also discuss the alternative technology solutions and recommendations, and explain how the success of the proposed technology will be measured. Lastly, the report will explain how the implementation of this solution will impact Motor Vehicle X Enterprise business processes. A summary of the report findings and recommendations will also be provided, followed by a list of all work cited.

This part of the report provides details of what Motor Vehicle X Enterprise needs to do to accommodate the proposed technology and promote effective communication. First, Motor Vehicle X Enterprise needs to create a task force to oversee the project plan, implement it, monitor, measure its success, and report on the effectiveness of the solution.

1. Project manager

i. Define the project and its goals

ii. Creating the project plan and schedule.

iii. Managing the project schedule

iv. Managing all project deliverables.

v. Supervise all the task force members.

vi. Communicating with upper management and other stakeholders

2. IT Director

i. Handle capacity planning.

ii. Recommend a cybersecurity strategy and other considerations to the task force.

iii. Oversee the IT team and communicate with other departments the progress of the project.

3. Head of Engineering and Manufacturing.

i. Evaluate whether the proposed technology will help the team meet the technical quality of all engineering production.

4. Head of Sales and Marketing.

i. Analyze markets and recommend goals that will align with the project proposal.

ii. Monitor performance metrics and recommend adjustments.

5. Finance Manager

i. Managing the budget

6. Human Resources Manager

i. Recruiting project staff

ii. Match project team roles and skills with project needs.

iii. Allocate and schedule the right resources within the project timeline and budget.

The project manager will be a key player in this project proposal and will be required to possess the following skills;

i. Excellent communication skills

ii. Effective management skills

iii. Strong leadership skills

iv. Effective planning and coordinating skills

v. Proficient customer service skills

vi. Problem-solving skills

Tam et al. (2020) found that 70% of projects globally fail for various reasons. Some of the reasons why this project could fail include;

a) Changing the schedule and shifting the goals and objectives before completion.

b) Inaccurate estimates and requirements.

c) Continued poor communication within the company and lack of coordination among the task force team.

To avoid such failure, this report recommends the task force to apply the waterfall methodology. This project management approach will allow the team to have a smooth transfer of information and a clear structure. This approach is better compared to others because it will be easy to manage and allow initiators to determine the success of the project at an early stage, and it is extremely stable.

The project is designed for Motor Vehicle Engines Ltd., a medium-sized manufacturing company devoted to auto components. Motor Vehicle Enterprises, a company with over 500 employees, operates multiple production facilities in various regions throughout the retail market that comprise various clients in the automotive industry. The company has always been consistent with its quality and innovation, always having the focus of being at the forefront of technologies to deliver the latest solutions to its customers.

Effective communication is undoubtedly one of the descriptors of Motor Vehicle X Enterprise, which affects it in multilateral ways. First, it affects how information is transferred from one department to another. Second, it affects employee morale because they don’t have a way of expressing their emotions. Third, it hampers the timely transmission of messages, causing misapprehensions and faults in the activities. Other ways include increased workplace conflicts, ineffective collaboration, and reduced creativity and innovation. These communication barriers create complexities in the decision-making processes, which leads to low production. They also lead to a decline company's competitiveness and market leadership presence. This report recommends Motor Vehicle X Enterprises view these barriers as "opportunities" for change. The company can capitalize on these "opportunities" and build a workplace of high performance and exultation ensuring that communicational issues are addressed. This is crucial because it cultivates a workplace culture that is conducive to high performance, escalation, and growth.

This report proposes Motor Vehicle X Enterprises adopt a technology solution called the Unified Communication and Collaboration Platform (UCC). It determines multiple methods of communication like email, SMS, video-conferencing, and storage according to the needs of the business. In that sense, the chosen software solution is in line with the company's requirements since it allows data association in a unified system, thus making the information distribution, joint work, and corporate culture more transparent in the organization.

Based on Motor Vehicle X Enterprises, the report suggests that the most appropriate technology solution is the UCC tool. This is because the tech will allow the company to create a holistic solution and resolve the communication issues. The UCC platform merges numerous communication paths into one that is user-friendly, makes communication processes more operative, and brings more clarity within an organization (Kryvinska, Strauss & Zinterhof, 2010). Moreover, using these real-time coordination tools makes the work process easier for the team members, and thus, employees of all levels can work seamlessly together, thus increasing the organization's synergy and productivity. Also, advanced features like message tracking and reports dashboard help us to figure out the communication trends. Data-driven decisions, which are based on analytics, can boost management's capabilities to address their issues. In other words, the UCC platform is not only an effective solution for the enterprise communication needs breaking but also a stable toolkit with which it will be able to compete in an ongoing changing business environment.

Motor Vehicle X Enterprise will promote business innovation and corporate social responsibility in various ways upon implementing the UCC platform. One of the crucial departments in this company is Research and Development which guides the management on how to remain competitive in the automotive industry. Staff in this department will apply this technology to promote business innovation as they develop new automotive part designs. Also, group members will effectively coordinate themselves when assigned to different places. Revelation of the UCC platform will enable all employees to improve on how they pass information from one level to another and promote collaboration. Digital technologies will democratize the collaboration process and provide the engineers with new tools. They will share design documents and interact with their colleagues in real time through instant messaging channels. Also, video conferences will provide a possibility to replace physical meetings saving a lot of time. All these will promote CSR because company staff will be in a position to contribute their time and skills to various causes from different physical locations. This will create a flexible working environment, which is likely to promote inclusivity. All the changes are likely to impact the company's culture positively and foster its effort to promote CSR initiatives.

UCC software is provided by different companies including Microsoft, Cisco, GoTo Connect, Nextiva, Zoom, RingCentral, 8x8, Vonage, HP, Damovo, Dell, Dialpad, Fuze, Mitel, and others. This report chose to compare and contrast UCC software provided by Microsoft and Cisco.

UCC software by Microsoft

According to Microsoft Team (2022), the software grew four times and is mostly used by companies or individuals for various reasons. Most users are remote and home office users and social network users at work. The team suggests that 80% of users use the software while working to collaborate with others. This report identified that the main challenge of the UCC software by Microsoft is its complexity. The software allows users to perform four main tasks. First, it gives security by allowing Microsoft Teams and routing from and to public voice networks by the customer. It helps users advise and analyze different aspects, such as requirements survey, solution concept, migration concept, detailed planning, definition of voice routings, and settings. Third, it helps users to configure and onboard. For instance, the configuration of the SBC, connection of MS Teams, and facilitating additional communication.

UCC software by Cisco

Cisco describes this software as one app to call, meet, message, and get work done. Cisco has brought together different tools to help people promote teamwork. Some of the tools include IP telephony for voice calling, web and video conferencing, voice mail, mobility, desktop sharing, instant messaging and presence, and others.

Some of the differences include;

i. Cisco provides UC solutions as on-premises software, partner-hosted solutions, or as a service (UCaaS) from cloud providers. On the other hand, Microsoft has partnered with DT Business Solutions which offers Microsoft UCC solutions as a managed service. It has also partnered with Telekom, a data trustee for Microsoft Cloud Germany, and an ExpressRoute partner worldwide.

ii. Cisco provides this software as a sole proprietor while Microsoft provides UCC as a partnership form of business.

iii. Microsoft software is more complicated and costly compared to Cisco.

Some of the similarities include;

i. Both Cisco and Microsoft UCC software aims to promote collaboration in the workplace.

ii. Both Cisco and Microsoft UCC software utilize the innovative MS team's telephony to ensure users communicate effectively.

iii. Both Cisco and Microsoft UCC software

This report recommends Motor Vehicle X Enterprise consider purchasing the UCC software from Cisco because they have packaged it to bring real-time communication from the user's phone system and conferencing solutions together with messaging and chat and integrate with everyday business applications using APIs. Performance measurement plan.

Kumar, Pandey & Singh (2023) suggest that it is not a simple task for project initiators to know how much time to spend evaluating past performance as well as keep the work moving forward. This report acknowledges the author's findings and recommends Motor Vehicle X Enterprise task force team collect data first to measure the success of the UCC platform. Data can be collected using the following three main tools:

1) Questionnaires.

The project initiators can request employees to provide their feedback. Employees can comment on whether the UCC platform has improved how they communicate and if the project is meeting their expectations.

2) Surveys.

The project initiators can request each department to have two representatives to answer questions regarding the effectiveness of the UCC platform towards improving communication in the entire company.

3) Interview scripts.

Departmental heads can be delegated the role of conducting interviews with their staff and giving feedback on the technology.

Mansell & Philbin (2020) suggest that specific metrics and performance indicators that align with the project's objectives are required to measure project success. This report recommends the task force apply the following metrics as key performance indicators (KPIs) to measure success.

1) UCC platform.

The task force should start to track the adoption rate by checking how frequently staff actively engage with each other online. If there is more engagement, it indicates that the UCC platform has improved communication in the company and this can be termed as success. If the engagement is low, then changes can be made.

2) Performance and productivity.

The task force can evaluate whether the time saved due to effective communication has increased production. Also, increased accessibility to information should reflect good performance, such as better feedback from supervisors or departmental heads. If such changes will be noted, then the project can be said to be successful.

3) Employee Feedback

These KPIs can best be measured using the information collected above using interviews, surveys, and questionnaires. The task force should review the responses and find out how employees feel about the UCC platform. If they get more positive feedback, then they can make the project a success.

The implementation of the UCC platform in Motor Vehicle X Enterprise is expected to impact business processes in different ways.

i. Improve the existing processes.

UCC will improve collaboration because it will enable all company staff to have a consistence experience across endpoints, locations, and networks.

ii. Improved employee productivity.

Company staff will now spend less time worrying about poor communication by choosing the most effective form of communication for specific tasks. This means that employees are likely to be more productive because there will be no communication barrier.

iii. Strengthened IT security

The IT department will have a better chance to standardize security policies and manage various tasks more easily. For example, compliance updates and security patches.

iv. Organizational agility

The company will streamline communication among its staff, allowing it to remain competitive and change as per the marketing trends.

This will require the company to adopt some changes, especially in the IT department. The company needs to find out if its software is compatible with the UCC platform and make the necessary changes or improvements. The company also needs to hire more IT staff to monitor the system 24/7 to avoid any technical issues that may lead to communication breakdowns. Another change may be training an employee on more technology skills to ensure they are familiar with the updated software. Lastly, UCC is likely to change how decisions are made since it will allow staff to communicate from anywhere. This means that the decision will always be made by the person in charge, unlike other situations when in the absence of the person in charge, the decision could be made by any senior in attendance. This means that the company is likely to make more informed and wiser decisions in the future.

In conclusion, this report indicates that Motor Vehicle X Enterprise can implement UCC successfully and promote effective communication. The purpose of this report was to evaluate how Motor Vehicle X Enterprise can utilize technology to address the issue of poor communication. The report noted that the company has a problem with poor communication and suggested that it can be solved using the UCC platform. UCC software is provided by different companies, but this report recommends Motor Vehicle X Enterprise consider purchasing the UCC software from Cisco. The report recommends the company’s management to form a task force for this project to ensure it is successful. However, the report outlines that the project may fail if the schedule is changed if project goals and objectives are shifted before completion, if there are inaccurate estimates and requirements, and if poor communication continues within the company. The report recommends task force be very keen during implementation to ensure everything is followed as planned. The report recommends task force use interviews, questionnaires, and surveys to collect feedback to evaluate the progress and use different KPIs to measure the success of the project. The project is likely to impact business processes in different ways, such as improving the current processes and increasing production. The report outlines that the company needs to hire more IT staff for UCC to work with fewer issues. Lastly, this report acknowledges that UCC is likely to help the company improve on decision-making processes.