Technology Based Information Management - Assignment Example

Project Planning and Management Library Case Study Name Date Institute Table of Contents Introduction 3 Background 3 Project Scope 4 Project Aim/vision 5 Project Objectives 5 Project Standards 6 Work Breakdown Structure 7 Task List 9 Gantt Chart 12 Gannet Chart in MS Project 13 Budgeted Cost Estimate 14 Project Development Cost 14 Project Communications Plan 15 Project Governance and Accountabilities 15 Quality Management Plan 16 Risk Management Register 17 Conclusion 19 Bibliography 19 Project Plan Part 1 – Description Introduction In this technology based era the implementation of contemporary tools of information technology is the basic need of all the organizations. The rapid availability and quality of information is able to support all areas of life. The governments, businesses, institutes and even personal life is completely reliant on information and information technology supported systems. Huge organizations and businesses are moving toward the enhanced implementation of the new information technology solutions. The establishment of World Wide Web has also given new life to business and corporate management. The new technology based information management solutions are replacing the traditional corporate and business practices (Turban et al., 2005) and (Turban et al., 2004). This research, analysis and investigation based report is about the establishment of the new technology based solution for the local public library. The main intention behind this implementation is to automate the traditional library management system and manual card based book rental and searching processes. This report will address some of main aspects and areas of this new technology based system implementation at public library. Here I will discuss project planning and management related aspects like that scope definition, objectives outline, time and cost planning, quality and risk management aspects. Background The local public library is facilitating common public regarding book rental and reading. Here we have a traditional library management system that is based on the card based handling of books. Here we have long and time consummating process of books handling, issuing and rental management. By seeing new technology emergence, the management of the public library has decides to implement a new information technology based system for the overall processes management at the public library. The main intention of the management behind this technology based system implementation is revolutionize the traditional books management and handling practice. Project Scope Management of the public library is aimed to facilitate the common pubic for usage of the library resource. After the emergence of the internet people are taking less interest in book reading and number of people visiting the public libraries has reduced considerably. In this overall situation there need of such system and arrangement that can attract public and common men for the library usage. One of main attraction and aspect that can attract people toward the library is the use of new technology instruments. In this scenario management of the public library is taking the initial step for the improvement of the traditional library structure. This project is indented to establish a LAN based library book search and rental system. This system is aimed to transforming old card based system. Here this system will implementing new technology based solution that will offer intranet support to system, and establish 30 systems inside the library for the information system access. This overall new technology based system will reduce the overall book rental process time and will offer small time for searching of books plus easy rental and return process. This overall system will establish successful organization of customer for books and their personal information in a more improved way of handling of staff processes. This will all lead toward the additional enhanced data management and efficient searching plus results analysis for books and customers. This overall arrangement will enhance and offer rapid communication between customer as well as library employees in addition with better security of data as well as information handing for the book takers and books. Project Aim/vision The new technology based renovation of the public library is aimed to enhance the business productivity and performance. In this regard the biggest improvement that can see is about the potential enhancement of the business working and operational structure. The new system is intended to improve the user response time in case of potential enhancement to library books rental and delivery. The new system will offer the access to all library visitors and offer them facility to have an equal access to library resources in case of handling and management of the books rental and search. This will also facilitate the library management in case of east record tracking and management of the movement of books all through the book cases. This system also intended to offer timely alerts in case of delay or un-availability of the any book on the time. The new system will be more straightforward and also intended offer a new more effective and user friendly interface and working. The new system will also offer a better and enhanced data processing and sharing all through the books and customer records. This new digital version of the library management system will also offer facility of record backup and restore in case of possible damage to record to data. The new system also intended to offer enhanced support in case of the simple organization of books account and also offer fast entries for books rental plus return. This will provide the quick search intended for books as well as customer records that can be done through the online data feeds. Here we will have a proper upholding of books and clients database that will offer suitable tracking books rental records and speedy reaction to a number of problems through the use of the automatic books rental tracking as well as straightforward management of books as well as customers records. Project Objectives In case of new information technology system establishment for the public library we are aimed to improve the library management and books rental performance. This also aimed to improve the standards of the education and learning at the library level. As I have already mentioned that this new technology based system is aimed to enhance the working and operational performance of the library staff and also intended to attract more people for the using library facilities. Here main objective is to put into practice a new library supported technology based system that is more capable in case of the management of the books and customer records through the use of the computer supported automatic. The main specialty of this system is to offer the automatic alerts in case of late books returnees, data backups and possible handling of data records. This new system will also offer the better books as well as client records management through the use of the basic books search as well as accessibility records retrievals. The new system is a more refined system for the straightforward updating plus deletions of fresh books rental plus book return records. The new system will also lead to the fast book records search and on time accessibility of books information through the use of the new Technology supported communications. The use of the easy techniques of operating plus functioning will lead to the enhanced data collection plus simple administration of the books data through the less conflict among data formats. This new system will also offer the uncomplicated data sharing between the entire 30 systems of library. The new system data feeds will take to less or no dirty data that because of standardizing of the data formats for the books record keeping. The new system will also aim to offer the immediate management of book rental processes. Project Standards This project itself is a process of standardization for the traditional paper based library management system. In case of handling and management of the new technology project implementation we are aimed to implement the ISO supported standards for the new technology project. The main intention here is to establish the effective handling of the project that is basic milestone in the overall success of the project implementation. ISO standards that offer necessities or provide direction on high-quality administration of practice are among the most excellent handling of project, we have the ISO based management system structure standards those are ISO 9001 and ISO 140011. Here we will also follow the some of main established standards of ISO those are regarding the effective information system development. Here ISO has issued the ISO 35.080 standard for effective development and establishment of the information systems and software. Here is link of overall analysis of main standards: http://www.iso.org/iso/iso_catalogue/catalogue_ics/catalogue_ics_browse.htm?ICS1=35&ICS2=080. Work Breakdown Structure This work breakdown structure will demonstrate the overall analysis of the main activities and tasks for the handling and management of the new system implementation for the public library. Activity Level 1 Level 2 Level 3 1. Task 1- Stage One Analysis and Design   2.   Subtask 1.1 Project requirements gathering 3.    Subtask 1.2 Analyzing requirements 4.    Subtask 1.3 Developing finial system design 5. Task 2- Stage Two System Development   6.   Subtask 2.1 Finalizing System Design 7.    Subtask 2.2 System Coding 8. Task 3 Stage Three System Testing 9.    Subtask 3.1 Unit Testing 10.     Subtask 3.2 Application Testing 11.     Subtask 3.3 System Testing 12.    Subtask 3.4 Exhaustive Testing 13.  Task 4 Stage Four Quality Management 14.    Subtask 4.1 System Analysis 15.    Subtask 4.2 Bugs Fixing 16.    Subtask 4.3 User Performance Analysis 17.  Task 5- Stage Five Hardware Implementation 18.    Subtask 5.1 Purchasing hardware 19.    Subtask 5.2 Installing New system 20.    Subtask 5.3 Completing New System Installations 21.  Task 6- Stage Six Network Structure 22.    Subtask 6.1 New Network Establishment 23.    Subtask 6.2 New router and servers installations 24.  Subtask 6.3 Software installations 25.  Task 7- Stage Seven Going Live 26.   Subtask 7.1 Installing new library management system 27.   Subtask 7.2 Configuring all new system 28.   Subtask 7.3 Testing network performance 29. Subtask 7.4 Staff training 30.  Task 8- Stage Eight Feedback 31.   Subtask 8.1 Taking Feedback and conforming completion of project Project Closure 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. No. Project Tasks 1. Requirement 2. User interview and meetings 3. Take functional non-functional requirement 4. Design 5. Functional Specifications 6. Technical Specifications 7. Database Design 8. Interfaces Design 9. Development 10. Web Front End 11. Database 12. Back-End system Coding 13. Reports 14. Library System Quality Assurance & Testing 15. Validate design and functionality 16. Carry out Integration Test 17. Database Test for Public Library structure 18. Library System Training 19. Create system credentials 20. Create training resources 21. Train clients 22. Library System Implementation 23. Determine hardware requirements 24. Determine software requirements 25. Develop accomplishment Plan 26. 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 Gantt Chart This below given Gannet Chat shows the overall structure of the project tasks and overall arrangement of project activities and tasks those can be proceeded all through the project. Project Phase Duration (Days) Start End Precedence Requirement 6 days 1-Dec-10 8-Dec-10 User interview and meetings for new 3 days 1-Dec-10 3-Dec-10 Take functional non-functional requirement for new Public Library System 3 days 6-Dec-10 8-Dec-10 2 Design 9 days 9-Dec-10 21-Dec-10 1 Functional Specifications 2 days 9-Dec-10 10-Dec-10 Technical Specifications 2 days 13-Dec-10 14-Dec-10 5 Database Design 2 days 15-Dec-10 16-Dec-10 6 Interfaces Design 3 days 17-Dec-10 21-Dec-10 7 Development 16 days 22-Dec-10 12-Jan-11 4 Web Front End 2 days 22-Dec-10 23-Dec-10 Database 3 days 24-Dec-10 28-Dec-10 10 Back-End system Coding 10 days 29-Dec-10 11-Jan-11 11 Reports 1 day 12-Jan-11 12-Jan-11 12 Quality Assurance & Testing 4 days 13-Jan-11 18-Jan-11 9 Validate design and functionality for Public Library System 2 days 13-Jan-11 14-Jan-11 Carry out Integration Test for Public Library System 1 day 17-Jan-11 17-Jan-11 15 Database Test for Public Library structure 1 day 18-Jan-11 18-Jan-11 16 Training 7 days 19-Jan-11 27-Jan-11 14 Create system credentials 2 days 19-Jan-11 20-Jan-11 Create training resources 2 days 21-Jan-11 24-Jan-11 19 Train clients 3 days 25-Jan-11 27-Jan-11 20 Implementation 5 days 28-Jan-11 3-Feb-11 18 Determine hardware requirements 1 day 28-Jan-11 28-Jan-11 Determine software requirements 1 day 31-Jan-11 31-Jan-11 23 Develop accomplishment Plan 1 day 1-Feb-11 1-Feb-11 24 Installation 2 days 2-Feb-11 3-Feb-11 25 Post-Implementation Verify System 3 days 4-Feb-11 8-Feb-11 22 Public Project conclude 1 day 4-Feb-11 4-Feb-11 Public Obtain concluding Project Signoff 1 day 7-Feb-11 7-Feb-11 28 Public Document as well as Review Lessons Learned 1 day 8-Feb-11 8-Feb-11 29 Gannet Chart in MS Project The below give gannet chart is developed in the MS project that is an effective project management tools. This file of the MS project is also attached with the project report that shows the overall project and working arrangement of the project tasks and scenarios in our project management. Budgeted Cost Estimate This section is about the deep and detailed analysis of some of main aspects of the project cost planning. Here below I have outlined the overall cost estimation and analysis of the project cost plan. Project Development Cost This project cost is specially intended for the project development cost that can be for project staff working cost and hardware cost Project Resource Cost Spent Charges Taken by Project Manager $10,000.00 Charges Taken by Technical Consultant $3,680.00 Charges Taken by System Analyzer $2,400.00 Charges Taken by System developer $432.00 Charges Taken by System Designer $2,560.00 Charges Taken by Quality Assurance Staff $640.00 Charges Taken by Testers $1,120.00 Charges Taken by Installers $600.00 Purchase of Computer System $24,000 Purchase of Network Server $3,600 Purchase of Database System $2,400 Purchase of Training Martial $500 Purchase of Computer Desks $6,400 Purchase of Network Cabling and other system installations equipments $1,000 Total Project Cost $59,332.00 Project Plan Part 2 – Project Communications/Quality Management/ Risk Management Project Communications Plan Effective project communication is power to every project. In case of implementation of new technology based system establishment for the library system we are having an effective project communication plan. The main project communication tool we will use will be the project scheduled meetings. These meetings will offer a way for the effective handling and management of the commutation among the main stockholders of the project. The next main ways and means we will use for our project communication will be electronic means. These can include the mobile, telephone, email and messaging. Here we will also conduct some of audits and reviews those will have output reports. These reports will also circulate to all project stakeholders. In this way these reports will also server as the main means of the communication to all project stakeholders. Project Governance and Accountabilities The information system implementation at the public library the project governance will be first step toward the effective handling of the project. In this situation Library Manager will be head of all operations and tasks. Here we will also have technology system implementation project manager who will be responsible for the management and handling of the some of main aspects and areas of the new system handling and management. Quality Management Plan In case of new information technology based system establishment at the public library we are aimed to develop a more quality based system that can offer enhanced management and handling of the traditional library management processes. In this regard the initial step toward the project quality management we will take will be the conformation of all quality aspects and parameters. In this scenario we will conform that all quality standards regarding the project development and implementing quality has fulfilled. The initial quality management aspects that we will assess will be about the network structure. Here we will conform that the network structure of the public library is according to international standers of the communication. The next main thing that we will assess will be code quality. In this scenario we will assess that project conforms to the standards of the code quality. Another main aspect that we will conform regarding project quality related aspects will be the project implementation and working performance. For this type of quality assurance aspects we will take the user and working staff feedback for the conformation of main quality related aspects. The main aspects here we can observe is about the effective fulfillment of the user needs for the system operating and working. Risk Management Register Here Below I have outlines the project risk register for the overall analysis of the project risk factors: Score Card No. Risk Parameters Impact 1 A High 2 B Moderate 3 C Low Risk Grade Here we will also have the risk grads. In this scenario we will allocate grades to project risks. The main risk grade will state from 1 and will end on 10. The risk grade 1 means small risk and risk grade 10 means high risk. No. Risk Factor Risk Grade Description Score Mitigation 1 Cost A Increase of the project cost 8 Effective cost planning 2 Time A Project Delay and time run-off 8 Effective time planning and WBS tracking 3 Technology B Less effective and rigid technology selection 7 Better technology research and analysis/ Market Consultation 4 Management C Effective Management Of project 5 Management interest building Conclusion In this report I have presented a deep analysis of some important aspects of the handling and management of the project of new information technology based system implementation at the public library. In this scenario I have outlined some of the main aspects and areas of the new system planning and handling of time and cost. I hope this report will offer a deep and detailed insight about some of main areas of the project planning. Bibliography Laudon, K.C. & Laudon, J.P., 1999. Management Information Systems, Sixth Edition. New Jersey: Prentice Hall. Meredith, J. & Mantel, 2006. Project Management: A Managerial Approach,. Asia: John Wiley & Sons. Newell, M.W., 2001. Preparing for the Project Management Professional (PMP) Certification Exam, 1st edition. New York: AMACOM. Turban, E., Leidner, D., McLean, E. & Wetherbe, J., 2005. Information Technology for Management: Transforming Organizations in the Digital Economy. New York: Wiley. Turban, E., Rainer, R.K. & Potter, R.E., 2004. Introduction to Information Technology,3rd Edition. New York: Wiley. Wysocki, R.K., Robert, Beck, J. & Crane, D.B., 2000. Effective Project Management, 2nd Edition. Wiley. Read More