Information Systems Project Management - Essay Example

IS Project Management

Introduction

The modern world has put much dependence on technology and specifically in the area of communication (Basahel and Irani, 2010). Communication sector has witnessed tremendous evolution concerning technological innovation in information management and transmission. Many firms have adopted the latest communication technologies with modern information technology. Barker and Cole (2014) explain that tthe current digital age depends on information, which only implies that improving two areas in an organization would be beneficial. An organization that seeks to survive in the information age must ensure that they embrace information technology and install an information system. Consider the case of Barkers Solicitors Modernization Program (BSMP) that has been in the legal field for three decades. The firm has faced a new challenge of surviving in a competitive environment after deregulation of the legal sector. The deregulation state implies that private legal firms have the ability to penetrate the industry and compete for clients. BSMP is not used to such environment and must get a new way of handling its activities to meet the client’s needs. This paper will review a case where a legal firm intends to adopt an IT/IS infrastructure that would enhance its services. The paper will concentrate on project management strategy for the implementation of the Matrix7 cloud application.

Background

The line of services that BSMP offers includes representing parties during the selling of property, legal consultancy and cases of litigation. The law firm has opted to pursue a modernization program that would ensure efficiency in the management of client’s records and ensure quality handling of contacts details within departments. An information management system known as Matrix7 has been selected as a solution for the planned changes. Matrix7 is a cloud-based application that allows the swift flow of information as well as storage of data. The system improves information handling in two areas that include the customer relation management and document management system. The customer relationship management system is available to ensure that all records belonging to clients are well stored in the system. The case workflow and document management system ensure that all data concerning cases is available to all departments of the firm. However, the firm cannot go ahead and acquire the IT/IS infrastructure before they understand its strengths and weaknesses.

Potential Benefits of IT/IS

The legal firm stands to achieve many benefits by adopting the matrix7 information technology as its infrastructure (Basahel and Irani, 2010). The information system will enable the firm legal store huge amounts of data that would also be easy to retrieve. Given the fact that it is a cloud-based application, many data can easily be stored and retrieved by all staff member of the legal firm. In a situation where data is stored electronically, the amount of paperwork significantly reduces thus saving office space. In addition, the time that would have been spending to seek for specific case files stored on shelves can significantly decrease.

According to Oz (2008), organization efficiency is highly improved as an information system comes into existence in an organization. When storage and retrieval of data can be quick and reliable, the legal firm can streamline all its sections. The costs of printing and photocopying due to reliance on paperwork can significantly be reduced since most of the information stored electronically will be transmitted electronically. Information management will greatly improve as coordination among the various departments improves.

According to Cordella and Iannacci (2011), a good information system can provide the legal firm with a new strategic option that would enhance quality regarding service delivery. The cloud system will also enhance an open culture within the organization where every employee will have access to important information. The opportunity would enable the legal firm to tame any dubious and underhand legal malpractices internally. Workers would have few options but to collaborate and aim a common goal that would serve the interests of their clients at all times.

Regarding gaining competitiveness, the legal is likely maintaining a ‘market leader’ brand that would enhance its client pull (Hemmatfar et al., 2010). When the new technology can enhance customers’ services and client information security, it would imply that many clients would stop seeking for further quality services. The firm can easily develop and manage a new line of services due to the numerous capabilities created by the information technology. The customer-firm relationship is likely to increase once clients are well served regarding legal services and representation. When information is well stored as and retrievable when needed, a firm stands high chances of earning trust from individuals, private agencies as well as government agencies.

More benefits can be realized when it comes to alignment of other resources within the legal firm to fit in the service provision goals (Heijden, 2009). Control of resources and improvement of creativity would easily be realized once resources can be well aligned within the legal firm. The firm can easily gather adequate information from its system that would help in various learning processes or future reference.

Project management methods and the interface with IT/IS operation

Project management is an important technique that must be considered if the legal firm intends to implement the Matrix7 application. According to Schwalbe (2011), there must be a strategic plan to establish what the organization needs and what type of information system can meet the needs. In addition, it is important for the management to assemble a competent team that will accurately carry out a feasibility study concerning the new information system application. The first step will be to develop a strategic plan where long-term goals will be established and a SWOT analysis effectively carried out. The strategic plan should be able to establish the strengths and weaknesses of an organization. These two parameters should be compared against the opportunities and threats existing in the legal environment.

The step of identifying the project would be skipped as the legal firms have already identified the Matrix 7 as the main application to be installed (Berkun, 2008). It will be important for the team in charge of project management to describe the Matrix7, its strengths, and weakness. The weaknesses associated with cloud-based applications should be elaborated to make sure that the top management are adequately informed on what they should expect. The program management team must comprehensively define all benefits and constraints of the Matrix7. However, it would be advisable for the team to determine alternative applications and define then in the same way they describe the capabilities of Matrix7. When selecting an alternative, the project management team should consider some factors. For instance, the team should focus on the broad organizational needs rather than the specific goals or existing challenges. The team should also make an effort to establish the categories of an information system that the legal firm requires. Financial analysis is necessary when it comes to comparing the alternatives that can potentially meet the project’s goal. The comparisons should be achieved using the weighted scoring model and development of a balanced scorecard. It is important for the project management team to establish whether an application supports the firm's goals, supports customers’ interests, uses a relevant technology, can be implemented within a short time and has little risks.

The capabilities of the Matrix7 must be aligned with the business strategy that the legal firm intends to adopt. The Matrix7 cannot change the goals of an organization but can only change the approach to be used to achieve such goals. For instance, the legal firm has two main goals of enhancing clients’ information storage and enhancing efficiency in the storage of case files. According to Barker and Cole (2014), the project management team should determine how the Matrix7 fit in meeting the intended goals. This step should involve analysis of alternatives to determine if the Matrix7 is the best or whether another application exists with better capabilities. The team should then establish a framework for implementation of the selected project. The framework should include the timeframe of implementation and the schedules of monitoring and evaluation. The team should also recommend important programs such as frequency of maintenance or upgrading of the system. The team should further come up with a list of all the resources required for the project and the expected cost of implementation. It is important that the bill of quantities be realistic and consistent with current economic valuations.

After the team has used this procedure to come up with the best option and to come up with an implementation framework, a project charter would be necessary (Cordella and Iannacci, 2011). A program charter would officially recognize the implementation of the selected Matrix7 project. The charter should include the contracts signed for the project, enterprise environmental factors, organizational process assets and statement of the project.

Combination of ideas and IT/IS can be sued to maximize value

According to Harvard Business Review (2013), the ideas from the conventional project management strategies can be used in Matrix7 project management by the Legal firm. Despite the fact that the project, in this case, is technology based and different from projects such as construction projects, the methodology of managing the projects are very similar. For instance, any project must consider the cost evaluation of a project by conducting a feasibility study. Furthermore, it only necessary that a project management to be established to ensure that they develop a systematic plan on how a specific project can be implemented. Project management team of any project must justify the ability of a proposed project in meeting the intended goals.

The art of planning in any project must consider some important elements like determining if the goals are clear and measurable. Teams have to conduct researches to determine how such projects have been implemented in the past and the results achieved after implementation. General project management approaches require the management team to develop an impact assessment that would predict the future implications of the project. Despite the misconception that a project may only need a plan, the truth is that a plan entails more than just a budget and timeframe.

Skill required for handling IT/IS

Handling information technology department or the Information system department requires skilled staff (Barker and Cole, 2014). The skilled personnel must be conversant with the various forms of infrastructure at his or her disposal. He or she must also be aware of the maintenance services required for the various resources within the department (Berkun, 2008). Most IT and IS departments have sophisticated infrastructure that may prove delicate when not handled with the professionalism required. Not only are these resources susceptible to physical damage but also system failure. All the experts to be hired by the legal firm must understand how cloud applications operated the possible risks and associated to such technologies. The technicians should be able to mitigate the risks such as data loss. A competent IT technician should understand several programming languages that would be needed for maintenance and upgrading of the systems. Analytical skills are very important in cases where problems occur within the information system. The experts should be clever enough to establish the source of a problem and tame them on time. No one can effectively separate the conventional project management strategies from the strategy that can be used in managing the Matrix7 project.

Effective leadership and change management of IT/IS related operations and change

Leaders who have influence over others are in a good position to initiate change in an organization. The CEO of the legal firm, Sarah Marx, and other four members of the executive team have taken the initiative to foster for change in their legal firm. The move creates a good atmosphere of change that other employees can emulate and support when it comes to implementation. Visionary leaders must be able to see the future and orient their organizations to find a position in the future. A leader who is in opposition to realize a change in the environment they operate is a good leader. However, the leader who goes a step further and initiates project to cope with changes is an exemplary leader (Moyles, 2006). The CEO of the legal firm can be termed as an excellent leader.

Conclusion

Change is a constant factor that any organization must be prepared to face at various stages of existence. Barker Solicitor is a legal firm that faces a challenge of managing two types of changes that might affect its existence. Deregulation of the legal environment has created a more competitive environment while still technology continues to develop at a faster pace. The only option for the firm is to use technology as a means of coping with the changes in the legal environment. The legal firm decides to weigh the possibility of implementing an information system known as Matrix7. The system is a cloud-based information system that the legal firm hopes would improve the performance of the firm. A project management strategy is a good procedure for determining the feasibility of the application and the steps to be followed during implementation. Leadership and project management skills have been established as important determinants for effective project implementation.