Case Scenario:
The given proposal deals with the description of a project related to the improvement of the existing e-mail system in an organization. The executives from all the departments have reported noticeable problems related to the functioning of the existing e-mail in the organization. In fact, it has made a serious impact on the productivity as well as the profitability of the business. Basically, the e-mail system is not functioning properly and needs to be upgraded with the latest technology in a quick time.
Needs of the situation: The faults existing in the present e-mail system hold a great significance for the organization. Subsequently, the situation demands an immediate attention from the management. However, it also provides an opportunity to not only rectify the existing faults but also upgrade the e-mail system as per the modern technology.
- As the current system has been in use from a long time, it needs to be upgraded with the modern technology.
- The organization is facing significant financial troubles owing to the disruptions caused by the e-mail system.
- The present situation needs to be resolved immediately before it assumes uncontrollable proportions.
- All the existing components of the e-mail system need to be modernized as they are resulting in a loss of time and money.
- Such an exercise is essential for the organization in order to sustain its competitive position in the market and maintain its profitability.
Objective of the Project: The fundamental objective of the proposed project is to strengthen the existing e-mail system and minimize the time and work losses caused as a result of it. Subsequently, it aims to reduce the operational costs and enhance the profitability of the organization. (Agarwal & Mishra, 2007)Apart from this, the project also aims to attain other goals:
- Upgradation of the existing servers.
- Development of a consolidated e-mail software and network.
- Strengthening the e-mail network & software components.
- Framing an appropriate protocol (rules & guidelines) for using the e-mail.
- Training the employees for the upgraded software as well as the related protocol.
Assumptions for the Project: The basic assumptions underlying the project include:
Resource Assumptions-
• The people assigned on the project will be available as per their requirement.
• The software resources will be available as and when they will be required.
• Required customer resources will be available when and as they are needed.
• A reasonable proportion of people involved in the project staff will be efficient and fairly experienced with the technical & operational environment.
• Suggestions from the industry experts will be available as per their requirement.
Delivery Assumptions:
• Deliverables will be achieved within the constraints of time and budget.
Environmental Assumptions:
• No industrial action capable of affecting the project will be taken.
• The organizational structure explained in the project plan will be properly implemented. (Typical Project Assumptions, 2008)
Budgetary Assumptions:
• The statistics involved in preparing the estimates are accurate within the set margins.
• No outside consulting services will be required in the due course of the project.
Individuals/Department involved in the Project: The project will include 1000 users from the 10 departments. Specifically, it will include all the departmental heads and their executives who will be provided with training, equipment & protocols essential for operating the new system. In terms of the department, the IT, Operations, Finance as well as the MIS department will play a pivotal role in the project.
Risks involved in the Project: It is expected that the project might have to counter with the risks related to the vulnerability of the existing e-mail system. Simultaneously, there is a potential risk of untimely disruptions in the system during its upgradation process. In fact, a major risk will be associated with the response of the people who are currently using this e-mail system. Another risk will be related to the compatibility of the new e-mail system with the existing work-processes in addition to the common risks related to money, time and equipment.
Justification for the Project: This process needs to be recognized as a project because it aims to resolve a problem within the set criteria of time and budget. Similar to a project, it involves a no. of objectives, assumptions, individuals & departments of the organization. More importantly, it involves a significant amount of resources as well as a great deal of risk. Finally, it involves a multidisciplinary approach which is very crucial for a project. All these characteristics clearly establish this process as a well-designed project.
References:
Agarwal, N.P. & Mishra, B.K. (2007). Project Management. Jaipur: Ramesh Book Depot.
Typical Project Assumptions. 2008. Retrieved June 10, 2008, from
www.stanford.edu/dept/its/projects/PMO/files/linked_files/templates/typical_assumptions.pdf
Using the project you created in Unit 1 Individual Assignment, put together a proposal for the customer that includes the following:
Briefly describe the first five points of the Project Scope Checklist in relation to your project:
1. What are the project objectives?
2. List the deliverables.
3. Identify the milestones of the project.
4. List the technical requirements.
5. What are the limits and exclusions?
Be sure to complete the following items:
· Identify the Project Priorities.
· Create a Work Breakdown Structure.
· Create a Responsibility Matrix.
Search the Web for project planning tools and describe at least 2. Download a demo or two and build a project, so you can see the different PM charts (Gantt, CPM, Pert, etc.). Comment on the ease in which you were able to build each of the charts. Which tool would you recommend to your classmates, if any, and why?