Implement a New Information System for a Public Library - Assignment Example

SGA489A INTEGRATED PROJECT IMPLEMENT A NEW INFORMATION SYSTEM FOR A PUBLIC LIBRARY. Name Date Table of Contents 1. Introduction 3 2. Project Scope 4 3. Project Aim/vision 4 4. Project Objectives 5 5. Project Standards 6 6. Work Breakdown Structure 7 7. Task List 8 8. Gantt chart 9 8.1 Gantt chart in MS Project 12 9. Budgeted Cost Estimate 13 9.1 Human Resource Cost 13 9.2 Physical Resource Cost 13 9.3 Total Project Cost 14 10. Project Communications Plan 15 11. Project Governance and Accountabilities 16 12. Quality Management Plan 17 12.1 Basic Intentions 17 12.2 Standards to be met 18 12.3 Project Monitoring and Control 18 12.4 Reporting 18 12.5 Reviews and Audits 18 13. Risk Management Register 19 14. Bibliography 20 Project Plan Part 1 – Description 1. Introduction The use of information technology and information technology based system is increasing in all areas of the life. Presently approximately all the public and private businesses and organizations are moving toward the information technology based solutions. One of the main and fundamental reasons of such huge use of information technology solutions is their more enhanced corporate support and effective information handling and management. The present report is about a public body that desires to transform its present operational structure to the information technology based solution. This report is going to present a detailed analysis of the overall new technology based solution implementing for the design and implement a new information system for a public library. In this project report we will present a complete project development and implementation plan that will involve the project cost, time, quality, risk and other aspects of the new technology solution establishment. Background The public library is operational through the traditional card based books rental system. This system is functional from a lot much time however presently going toward the extension because of it’s complexly, hard management and long process time. For this reason the library managers have decided to implement a technology based solution that is able to effectively manage and handle the public library system. In this scenario we are aimed to replace the traditional card based system to new more effective, fast and easy manageable information system. 2. Project Scope The scope of project is to completely transform and renovate the traditional operational and management structure of the public library through the implementation of new information technology based system. In scenario of such implementation we are having following main scope elements: Transforming old card based system Implementing new technology based solution Offering intranet support to system Offering 30 system inside the library for the information system access Reducing the overall book rental process time Easy searching of books Easy rental and return process Effective management of customer information Enhanced handling of staff operations More better data management Effective searching and results analysis Fast communication among customer and library staff Superior security of data and information 3. Project Aim/vision In case of building new technology based solution for the public library books rental system we are having some of the main aims and objectives. These aims and objectives are intended to improve the overall performance of the business in case of offering less complex procedure for the books rental. In this scenario we are aimed to offer a much better system for instance it should be more user friendly and able to offer better support for the user to search for the books, check their status and rent them for reading. This will also offer better support for the staff member in case of tracking the books delivery and returning. Here the staff member will be able to effectively manage the books status in case they are in use are available. These all operations were so hard and become more complex in case of traditional card based books rental system. Some of main aspects regarding the aims of project established by the management are outline below: Straightforward new system’s user interface Rapid data processing Simple management of books records Rapid entries for books rental and return Speedy search for books and customer records Online data feeds Upholding appropriate database Appropriate tracking books rental records Fast reaction to some problems Automatic books rental tracking Simple handling of books and customers records Worldwide reach to rental system 4. Project Objectives The implementation of new library based information system is intended to improve the corporate performance by providing easiness to students and library staff. Some of the main aims and objectives those are established by the library management are outlined below: Implementing a new library supported technology based system Effectual handling of the records Computer based automatic alters for late books returners Improved books and customer records management Simplistic books search and availability records retrievals Simple updating as well as deletions of new books rental and book return records Quick books data processing Rapid book records search On time availability of books information New Technology supported infrastructure Simple methods of operating and working Improved data collection Straightforward administration of the books data Less conflicts between data formats Simple data sharing among all systems of library Less or no dirty data Just on time handling of book rental operations Improved decision making Additional enhanced data format 5. Project Standards In case of development and implementation of new library based system for the public library we need to use and implement some information technology based systems implementation standards. Additionally, in pursuing these standards we have to maintain the overall information system working and operational quality. In this scenario we will incorporate the International Standards Organization (or ISO) standards for our public library system. In this scenario we are aimed to implement the ISO 14721:20031 standards those are about the effective information transfer among the systems. Here we have to implement the intranet for public library, in this scenario we are aimed to make more effective security and management of the overall library setup. Then we also aimed to implement the ISO 270022 standards those are about the information security management. Here in case of new technology based system implementation we are having main concerns regarding the security of information at the intranet and other systems. In this case these standard guidelines will offer us enhanced handling and management of the overall security procedures and standards for the business (Kerzner, 2006; Burke, 1999). 6. Work Breakdown Structure Below I have outlined the project work breakdown structure for the Public Library System development project that demonstrates the overall activities of project in case of their overall operations and handling all through the project lifecycle: Activity Level 1 Level 2 Level 3 1. Task 1- Public Library System Requirements Analysis   2.   Subtask 1.1 Public Library System Project operational Requirements taking 3.    Subtask 1.2 Interview and survey with main Public Library System project stakeholders 4.    Subtask 1.3 Developing main Public Library System requirements lists 5. Task 2- Designing Public Library System   6.   Subtask 2.1 Designing for the system user interface and function-nonfunctional requirements 7.    Subtask 2.2 Designing Database and Intranet framework 8. Task 3 System Development 9.    Subtask 3.1 Coding new system for library management 10.     Subtask 3.2 Developing new models 11.     Subtask 3.3 Prototyping and development new modules 12.    Subtask 3.4 Intranet system development 13.  Task 4 Testing 14.    Subtask 4.1 Unit testing 15.    Subtask 4.2 Integrated testing 16.    Subtask 4.3 Exhaustive intranet testing 17.  Task 5- Quality Assurance 18.    Subtask 5.1 Checking System bugs 19.    Subtask 5.2 Fixing bugs and loop holes 20.    Subtask 5.3 Conforming system quality related aspects 21.  Task 6- Network Establishment 22.    Subtask 6.1 Purchasing new systems 23.    Subtask 6.2 Establishment of new intranet 24.  Subtask 6.3 Installing new online library management system 25.  Task 7- Training and Feedback 26.   Subtask 7.1 Developing Help martial 27.   Subtask 7.2 Training users for the new system handling and management 28.   Subtask 7.3 Taking Feedback 29. Subtask 7.4 Management and clients/users approval Project Complete 7. Task List In case of development of new library system for the public library we are having following activities those will be followed regarding the overall project completion and management: Sr. No. Project Tasks 1. Public Library System Requirement 2. User interview and meetings for new Public Library System 3. Take functional non-functional requirement for new Public Library System 4. Public Library System Design 5. Public Library System Functional Specifications 6. Public Library System Technical Specifications 7. Public Library System Database Design 8. Public Library System Interfaces Design 9. Public Library System Development 10. Public Library System Web Front End 11. Public Library System Database 12. Public Library System Back-End system Coding 13. Public Library System Reports 14. Library System Quality Assurance & Testing 15. Validate design and functionality for Public Library System 16. Carry out Integration Test for Public Library System 17. Database Test for Public Library structure 18. Library System Training 19. Public Library System Create system credentials 20. Public Library System Create training resources 21. Public Library System Train clients 22. Library System Implementation 23. Public Library System Determine hardware requirements 24. Public Library System Determine software requirements 25. Public Library System Develop accomplishment Plan 26. Public Library System Installation 27. Library System Post-Implementation Verify System 28. Public Project conclude 29. Public Obtain concluding Project Signoff 30. Public Document as well as Review Lessons Learned 8. Gantt chart Here below I have outlined the Gantt chart that represents the overall project tasks, allocated time, start date, end date and human resource responsible for the overall project of the new information system implementation at the public library: Project Tasks Allocated Time Start Date End Date Most Follow Required Project Human Resource Public Library System Requirement 6 days 3-Jan-11 10-Jan-11 User interview and meetings for new Public Library System 3 days 3-Jan-11 5-Jan-11 Project Manager,Technical Consultant,System Analyzer Take functional non-functional requirement for new Public Library System 3 days 6-Jan-11 10-Jan-11 2 Project Manager,Technical Consultant,System Analyzer Public Library System Design 9 days 11-Jan-11 21-Jan-11 1 Public Library System Functional Specifications 2 days 11-Jan-11 12-Jan-11 Project Manager,Technical Consultant,System Analyzer Public Library System Technical Specifications 2 days 13-Jan-11 14-Jan-11 5 Project Manager,Technical Consultant,System Analyzer Public Library System Database Design 2 days 17-Jan-11 18-Jan-11 6 Project Manager,Technical Consultant,System Analyzer Public Library System Interfaces Design 3 days 19-Jan-11 21-Jan-11 7 Project Manager,Technical Consultant,System Analyzer Public Library System Development 16 days 24-Jan-11 14-Feb-11 4 Public Library System Web Front End 2 days 24-Jan-11 25-Jan-11 Project Manager,System developer,System Designer Public Library System Database 3 days 26-Jan-11 28-Jan-11 10 Project Manager,System developer,System Designer Public Library System Back-End system Coding 10 days 31-Jan-11 11-Feb-11 11 Project Manager,System developer,System Designer Public Library System Reports 1 day 14-Feb-11 14-Feb-11 12 Project Manager,System developer,System Designer Library System Quality Assurance & Testing 4 days 15-Feb-11 18-Feb-11 9 Validate design and functionality for Public Library System 2 days 15-Feb-11 16-Feb-11 Project Manager,System developer,Quality Assurance Staff Carry out Integration Test for Public Library System 1 day 17-Feb-11 17-Feb-11 15 Project Manager,System developer,Quality Assurance Staff Database Test for Public Library structure 1 day 18-Feb-11 18-Feb-11 16 Project Manager,System developer,Quality Assurance Staff Library System Training 7 days 21-Feb-11 1-Mar-11 14 Public Library System Create system credentials 2 days 21-Feb-11 22-Feb-11 Project Manager,System developer,Testers Public Library System Create training resources 2 days 23-Feb-11 24-Feb-11 19 Project Manager,System developer,Testers Public Library System Train clients 3 days 25-Feb-11 1-Mar-11 20 Project Manager,System developer,Testers Library System Implementation 5 days 2-Mar-11 8-Mar-11 18 Public Library System Determine hardware requirements 1 day 2-Mar-11 2-Mar-11 Project Manager,Technical Consultant,Installers Public Library System Determine software requirements 1 day 3-Mar-11 3-Mar-11 23 Project Manager,Technical Consultant,Installers Public Library System Develop accomplishment Plan 1 day 4-Mar-11 4-Mar-11 24 Project Manager,Technical Consultant,Installers Public Library System Installation 2 days 7-Mar-11 8-Mar-11 25 Project Manager,Technical Consultant,Installers Library System Post-Implementation Verify System 3 days 9-Mar-11 11-Mar-11 22 Public Project conclude 1 day 9-Mar-11 9-Mar-11 Project Manager,Technical Consultant Public Obtain concluding Project Signoff 1 day 10-Mar-11 10-Mar-11 28 Project Manager,Technical Consultant Public Document as well as Review Lessons Learned 1 day 11-Mar-11 11-Mar-11 29 Project Manager,Technical Consultant 8.1 Gantt chart in MS Project Here I have developed the project Gantt chart that is developed in the MS Project software system. The file of MS Project is also attached. 9. Budgeted Cost Estimate Here below I will present the budgeted cost estimate of overall project for the enhanced project completion: 9.1 Human Resource Cost Here below I have outlined the project cost for the overall project human resource that will be $21,432. Human Resource Required for Library Project Cost per Hour work Total Cost Total Hours of work Project Manager $25.00/hr $10,000.00 400 hrs Technical Consultant $20.00/hr $3,680.00 184 hrs System Analyzer $20.00/hr $2,400.00 120 hrs System developer $2.00/hr $432.00 216 hrs System Designer $20.00/hr $2,560.00 128 hrs Quality Assurance Staff $20.00/hr $640.00 32 hrs Testers $20.00/hr $1,120.00 56 hrs Installers $15.00/hr $600.00 40 hrs Total $21,432.00 1176 Hrs 9.2 Physical Resource Cost In the below table I have outlined the project cost for the overall project physical resources that will be $ $37,900 Physical Resource Required for Library Project Units Cost Total Cost Computer System 30 $800 $24,000 Network Server 3 $1200 $3,600 Database System 1 $2,400 $2,400 Training Martial 1 $500 $500 Computer Desks 32 $200 $6,400 Network Cabling and other system installations equipments - $1000 $1,000 Total $37,900 9.3 Total Project Cost For this project we have the total budget that is $59,332.00. In case of overall technology based system implementation we require the above mentioned project bisect and cost estimate. Project Plan Part 2 – Project Communications/Quality Management/ Risk Management 10. Project Communications Plan In case of information system based database and intranet implementation at Public library we will require widespread as well as improved project communication plan. In this situation we have to set up efficient communicational as well as teamwork between every system development and establishment teams member. The major communication ability is desirable at the library information system development intended for the public library. In the course of public library system development and implementation we will require following given major tools, methods and techniques of communication: Telephone: Communicating with development team member of public library information system. This will be an easy as well as rapid communication facility. Meetings: This method of communication in the course of meeting will as well be a valid alternative in case assessing project performance. In case of public library information system project development we will converse by major stockholders of the project by means of periodic meeting intended for analyzing as well as assessing project performance intended for improved project performance tracking. Bulletin Board: This is one more effectual method intended for communication in scenario of public library information system project that will present a broad access as well as contact rage to the entire system development staff at a particular point sharing as well as exchanging the system development and improvement information. Messaging: In case of public library information system project we will utilize the internet plus mobile supported communication for the linking the whole main and secondary stockholders of information system development. This fewer expensive plus rapid communication technique. Periodic Meeting: The public library information system project actually needs the episodic meetings those are proposed to encompass an additional improved project performance investigation and examination. Here in these cyclic meeting we will evaluate and examine a number of major project objectives, issues as well as initiatives. Progress Reports: public library information system project will as well engages the progress reports those will be established from time to time to inform main management plus stockholders regarding the present and estimated situation of the project as well as future performance. 11. Project Governance and Accountabilities In case of new information technology system implementation at public library the project governance will be foundational upon the chain of the business as well as technology structure project governess. In this scenario Library Manager will be major project head then we will have the Library system development project manager that will head the overall public library information system development process. Here below I have drawn the major chain of command of the governance and accountability for the new information system project implementation at the public library: Library Manager Information System Development Manager Designer Developer Tester Quality Assurance personal Network Developer and Manager Network Establishment worker New System Training In-charge 12. Quality Management Plan In case of enhanced project quality we need to follow the below given aspects and areas regarding enhanced project performance and handling. 12.1 Basic Intentions For the better project quality for the new system for the library we will conform to the quality for the following main aspects: Project management quality evaluation Appraisal of the general project arrangement Examining the project needs Examining the completion of the every project need Timely plus within the business and project allocated resource project achievement 12.2 Standards to be met As I have already sated that we will follow the ISO based information system development and establishment standards. 12.3 Project Monitoring and Control In case of the project monitoring and control we will follow a proper way of the project assessments and handling of main aspects of the project quality and testing. 12.4 Reporting In this scenario we will deploy a proper way of reporting that will operate through the project communication and collaboration technologies and techniques already mentioned above. 12.5 Reviews and Audits For conforming enhanced quality of the system we will establish proper reviews and assessment those will held through the project testing personals. 13. Risk Management Register In the below table I have outlined the project risk register for the overall analysis of the project risk factors: No. Risk Description Impact Mitigation 1 Cost In case of project cost increase the overall project can suffer. One of main reason for the project cost overrun is the project is problem in some project development phase High In case of time risk we need to follow the project plan in a much better way, because a single delay in any stage can lead to overall project delay. 2 Time The project time is also a main factor of risk regarding the project progress. The project time can extend due to some problem in project handling and management or some un-availability of technical thing High We are having WBS and cost plan, in this scenario we need to follow the both regarding enhanced handling of the project tasks and activities. 3 Technology The selection and implementation of appropriate technology is really necessary. In case of complex technology selection we can augment the risk of cost and time Medium In this scenario we need to select appropriate technology for the implementation of the new public library system 4 Management In case of less effective management of project and less effective handling of the project phases, we can face overall failure of the project Low For effective project handling keep informed the library management for the current developments in the project so that they can better feed the project 14. Bibliography Burke, R. (1999). Project Management: Planning and Control Techniques. Chichester: Wiley. Elyse. (2006). Controlling the Project Schedule. Retrieved 08 06, 2009, from Project Management: Controlling the Project Schedule: http://www.anticlue.net/archives/000775.htm Gray, C., & Larson, E. (2006). Project Management, The Managerial Process. . New York: McGraw-Hill. Kerzner, H. (2006). Project management: A systems approach to planning, scheduling, and controlling. 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