Scope Verification

For the last two weeks, Learning Team A has been dissecting a project of an organization improving inventory management. Currently, our company’s inventory management system is manual and in need up upgrades. The main purpose of this project is to increase field technician efficiency and accuracy, whilst reducing the cost of lost inventory which returns revenues back to the organization. The last two weeks, Learning Team A, has developed a project scope and created a planning process to get the project off of the ground. This week Learning Team A will be discussing the collecting requirements of the project by addressing the following requirements:

1. Identify appropriate inputs required for the requirements analysis.

2. Define tools and techniques used to render decisions for the project.

3. Discuss the importance of addressing inputs and gathering resources when composing the outputs of the project requirements.

Inputs

Having handled the scope of the project and its actual boundaries, it is appropriate then to have all the inputs stated clearly for an input analysis procedure. This will help in the identification of whether the project is working within its scope. Having the analysis of inputs will also help in delivering assurance that the project is set to begin. Project members should be prepared to face the upcoming changes that will be brought about by it. This is what is termed as acceptance procedure.

In this project there are several inputs that are set to be used through the project life cycle. It is essential to be able to identify these inputs and the procedures for their acquisition in order to be made clear and precise. This will help in the reduction of the effects of redundancy that is brought about by going through the same procedure again and again unnoticeably. Most of these inputs are fully techno-involved and therefore requires very high skill personnel not only during the acquisition but also during their installation. This will help ensure that these inputs are in safe hands till the project is completely finished.

Input collection requirements will be needed for the project to progress. For this matter, the skilled personnel that will be used in the installation process are included as the input and generally termed as labor. Other needed items for this project include designated software components, computer hardware and output machines such as printers, photocopiers, digitizers and plotters. Each of these input items play a vital role in the achievement of this project by directing project objectives and achieving set goals. These requirements are bound to a common input need for each of them to work appropriately while under proper supervision. One of them being power/electricity and of course labor as already discussed earlier.

Tools and Techniques

In making choices for all requirements of this project, there are several factors that keep us focused on specific items and tools. When handling this project we have to understand that all that pertains to it is considered to be our responsibility. We therefore must take precautions as much as possible to aid in our successful completion of set goals and objectives. All the employees that take part in carrying out the project activities are subjected to us and their safety is our responsibility too. This means that we must be keen enough to take precautions as we respond to the requirements of the project.

Initial tools used to develop strategy involved several project development tactics. An initial brainstorm of ideas was first drawn out for possibilities. Next we used the WBS work breakdown structure to dissect aspects of the project to determine job roles and functions. We also incorporated a NASA tollgate or phase gate planning tool that further divides phases of the project to identify major risks. After brainstorming, assigning tasks and examining potential threats we utilized a Gant chart to plot out a schedule for goals and milestone makers. All finalized decisions and schedules were then consolidated for stakeholder and company review to utilize their direction and expertise in company operations.

The choices stated above are required tools that are based on the assessments carried out through several precaution procedures. These tools ensure that we make the best choices. It is appropriate that these assessments are done like already stated and therefore in our project we have done the exact same thing. As a precaution all the employees will go through an assessment before the project commences. This action will provide a degree of certainty that we have employed appropriate team members to meet the needs of the project. As another precaution this assessment will be duplicated for contractors who proposed their services.

We also have to ensure the security and safety of all workers and employees. This includes taking part in ensuring that the items listed in the requirements are safe to be handled by the employees. Since procedures are going digital, there are specific challenges that we will encounter. System hacking and virus infection could lead to loss of important data. Precautions such as system security measures will be a tool and require technique to safeguard such complications. Antiviruses and manufacturer protection guarantees will be front line safety

measures followed by training personnel on threat avoidance techniques. Backup systems alongside quality trained technical support will aid in managing other potential threats.

One of the most appropriate quantitative techniques is to use the Analysis of Variance commonly known as ANOVA. This will aid in determining whether there is significant effectiveness of each item that is to be used depending on the possible risks that it is exposed to and its positive contributions to the project.

We took all the ideas and comments and put them on a fishbone chart and went through the process of weeding out the ideas that we felt were not the best for the project then we took some of the better ideas and suggestions and implemented them. Some of those ideas for example were allowing the technicians to view their inventory from their computer with the amounts of the parts, we did this rather than just having the warehouse personal be the ones to view what’s on the truck so the technicians at a quick glance could decide whether or not they had the right equipment for the job.

Gathering Resources

The Collecting Requirements phase is the, “process of determining, documenting, and managing stakeholder needs and requirements to meet project objectives” (Project Management Institute, Inc., 2013, Chapter 5.2). This provides a basis for defining and managing the project scope. The project scope of this project is to eliminate the human element in the inventory management process through software installed in technician’s computers. This will allow inventory to be tracked while in trucks or warehouses and provide the purchasing department with real time information on inventory levels. By eliminating human error, inventory levels will achieve 99% accuracy levels. To begin the Collecting Requirements phase of the project, data must be collected on the current inventory process. This will provide the project with a baseline. Baselines will be used to compare future results. Benchmarks must be chosen regarding so comparison can be made once the project is completed. Competent selection of developers must be found that can engineer, implement, and provide ongoing service for the new software. This is a large task so it will probably require review of numerous proposals from large software companies. Once this information has been gathered, a presentation must be made for major project stakeholders, including all employees involved in the inventory and shipping process. The presentation must include an outline of who will be doing the work, when the work will be completed, and where to turn to for training and technical assistance after the software implementation.

Conclusion

The initial assessments done before the project begins helps guide it toward the expected outcome. This will help develop quality work and expertise within the project. This also gives the company confidence that the project will be beneficial and meet the needs of shareholders. There are several tools and strategies implemented to structure and guide the project to completion. Resources needed will require extensive interaction of all parties involved and will include several safety measures to ensure they are used and managed appropriately. Ultimately the incorporation of electronical systems will allow the company to operate more efficiently and provide both the company and its shareholders with a stronger future in the business of shipping and receiving.

References

Project Management Institute, Inc . (2013). A Guide to the Project Management Body of Knowledge (PMBOK® Guide) (5th ed.). Retrieved from The University of Phoenix eBook Collection Database.

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