The organization in which the project is to be carried out is ******** It is a multinational computer technology corporation, which is involved in developing, manufacturing, licensing and supporting a wide range of software products for computing devices. The vision of the company is to develop a workstation where the software runs onto every desk and sooner or later in every home. The company follows the principles and corporate code of conduct. The objective of the company is to delight its customers, employees and shareholders with the help of delivering advance technology.
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The company wants to enlarge its leadership in the field of manufacturing and technology. It wants to increase its profitability worldwide by satisfying the customer needs and wants to excel in customer orientation. Managers from Sales, Consulting and IT departments have identified a problem that has reduced productivity to unacceptable levels. The current email system is causing significant business interruptions and must be updated. The current system is disjointed and much of the technology is outdated.
Name of the project and persons associated with project
- Name of the project: E-Mail System Up gradation, Expansion and Integration
- Project Proposer: The top authority person and the member from IT department are the proposers of the project. They provide policy definition to the Project team. They resolve all policy issues with the appropriate policy owners in order to provide a clear, decisive definition. They are the persons who make final decisions and resolves conflicts or issues regarding project expectations across organizational and functional areas (Agarwal & Mishra, 2007).
- Project sponsor: The project sponsors provide executive team approval and sponsorship for the project.
- Project Stakeholders: The project stakeholders include Sales, Consulting and IT department management leaders and end users. They are the key provider of requirements and recipient of project deliverable and associated benefits. The majority of stakeholders for this project will be agency heads (Agarwal & Mishra, 2007).
- Project Managers: ****** are the IT Department Head. They provide overall management to the project. They are accountable for establishing a Project Charter, developing and managing the work plan, securing appropriate resources and delegating the work and insuring successful completion of the project. All project team members report to the project manager (Agarwal & Mishra, 2007).
- Project team: The team will include 2 executives or support managers, 1 market analysts, 2 product designers and 1 financial manager. The project team members are involved in analyzing, designing and ultimately improving or replacing the business processes.
Objective of the project
The aims and objectives of the project are:
- To develop fast e-mail system in the company
- To expand the existing activities or production facilities.
- Avoidance of the delay, technical flaws and drawing defects (Agarwal & Mishra, 2007).
- Developing new servers, software and protocol in order to remain competitive
- Updating the technology and opening of additional accounts online.
- Proper tooling and techniques (Agarwal & Mishra, 2007).
- Proper control over chain reaction activities.
- To meet the changing demands of the customers (Ramaswamy & Namakumari, 2007).
- To earn more revenues and profits.
A consolidated e-mail software and network which has upgraded and modernized servers, pertinent protocol, staff trained in new software, hardware and protocol, functioning system help desk, system commissioning report and stakeholder project sign off (Agarwal & Mishra, 2007)
Technical requirements for the standard of performance
A comprehensive range of e-learning tools and a new Email Standards and Protocols would be established and training will be provided to all departments. All the current email users shall be converted into the new system, and 500 new users that did not have email before shall be added. The users would have both LAN and remote access to email. Some help desk and support infrastructure shall be set-up to accommodate the new system. The relevant equipment would be salvaged (Agarwal & Mishra, 2007). The users’ PCs would be upgraded to accommodate the new email system. It is expected that implementation and successful completion of this project will reduce operational expenses and increase productivity to create a net value of $200,000 per year (Agarwal & Mishra, 2007).
The milestones of this project include both the technical as well as the behavioral aspects like designing the up gradation project, selecting the team who needs to undergo this project, appointment of the team, which is responsible for the project and timely evaluation and assessment of the project (Agarwal & Mishra, 2007).
The proposed project will completely consolidate the old systems, update hardware and greatly diminish time and work losses due to technical and procedural e-mail communication problems.
This change is necessary for company to be sustainable, provide timely service to the customers and ultimately remain relevant in today’s competitive market
- Includes: 2500 identified end users from the 12 departments and offices will be provided with the equipments that can operate the new system. Training will be provided to the employees for the use of the new system and system protocols (Agarwal & Mishra, 2007). All the 2500 users will be converted in to the new system. In this new system, there will be LAN and remote access will be offered to the users. The system will be set up by the support infrastructure and help desk. The system will function after upgrading the PC’s.
- Does Not Include: Accounts or training in excess of 2500 are not part of the scope of this project. This effort will not extend into other aspects of ACME, Inc.’s information systems but will be confined to the e-mail system solely.
Project management, reporting and controlling
In order to implement a project in a successful manner, able corporation should first select a project management team comprising of professionals such as engineers, technicians, managers and accountants with responsibilities in their respective fields. The team should be headed by a project manager with individuals within defined parameters to achieve a common goal, i.e. to complete the implementation within projected schedule, projected cost and deliver the project with defined quality(Agarwal & Mishra, 2007). The team members have to report timely and directly to the project manager. Project overruns and project failure are due to the cumulative effects of a number of reasons. Thus, a manager has to play a significant role in completion of project.
The project aims to accomplish all the set objectives. However, it emphasizes on certain tasks on a priority basis like up gradation of the skills and knowledge of the trainees, reinforcement of the value and ethics of the organization, reviewing and evaluation of the existing work-patterns in the Able Corporation, minimization of the redundant practices in the organization, completion of the project within the scheduled time-frame and maintaining high-quality standards in the due course of the project.
A variety of resources will be needed to implement the project of new product development. The main resources, which are considered in the project, are the financial resources and workforce or staff of the company. With the help of the team as well the staff, the project can be completed rapidly and before the decided duration (Resource consideration, 2008). The project can be successful only when a firm is capable of utilizing its limited economic resources optimally. For the completion of the project, it is necessary that the resources are fully allocated as they are limited (Resource consideration, 2008).
Work Break down Structure
The work breakdown structure (WBS) presents a systematic and logical breakdown of the project into its component parts. The company is facing decrease in the productivity levels due to problems in the email system. The email system used currently is causing interruptions and the technology has become obsolete. The email system should be updated in the organization. There are 500 new users who do not have accounts. This will require an additional investment. For making an effective communication process, the Able Corporation has to be technologically advanced (Work Breakdown Structure (WBS), 2008).
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WBS in the email system project is broken into a logical series of smaller tasks, each of which is chosen for size and scope to fit it with the project management structure so that it can be subjected to efficient planning and execution (Work Breakdown Structure (WBS), 2008). It is believed that during the process of e-mail system up gradation, the work of the project would be broken down and consequently integrated with the process of organizing the project. The organization of the project would be further broken down to the functional groups of the project team (Agarwal & Mishra, 2007). In this case, the WBS would represent the division and sub-division of work to the level of work packages.
It is estimated that the task of forming the project team, plan phase and project estimation would be completed in 4 days and would incur a cost of about $15,000. The selection of project staff for phase would be completed in a time of 7 days with an expenditure of $7,000. However, for securing the commitments for staff availability, it is estimated that a period of 5 days would be taken and nearly $1,000 would be incurred on this task (Work Breakdown Structure (WBS), 2008).
Near about 3 days would be required to complete the identification and allocation of management & clerical overheads to the phase by incurring a cost of $7,000. In order to evaluate user & system requirements, duration of 25 days would be required with an expenditure of $6,000. The task of Network suitability, test and changing the control procedures would prove to be detrimental for the final outcome and success of the project. As a result, a great deal of emphasis would be laid on this task in terms of time and money. It would thus require an extended period of 41 days and a heavy expenditure of $15,000. To develop the support infrastructure for the helpdesk, it is estimated that a period of 30 days would be sufficient with an expenditure of $22,000 (Work Breakdown Structure (WBS), 2008).
Thus, this task would also require significant attention from the people involved in the project. To complete the task of implementation, 10 days would be warranted with a cost of $15,000. Also, an expenditure of $10,000 would be incurred on salvaging the equipments in a period of 10 days. Finally, a time of 7 days would be required to deploy the e-mail systems by incurring a cost of $9,000.
Agarwal, N.P. & Mishra, B.K. (2007) Project management (4th Edition). New Delhi: Ramesh Book Depot.
Mathew, M.J. (2000). Sales Management and Sales Promotion (3rd Revised Edition), Jaipur: RBSA Publishers.
Resource Considerations (2008) Retrieved May 29, 2008 from http://www.utexas.edu/computer/lrp/ch6_res.htm
Work Breakdown Structure (WBS) (2008). Retrieved June 25, 2008 from http://www.hyperthot.com/pm_wbs.htm
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