Term Paper: Project Management

Robert Ingram
CIS 517
Dr. Robert Joseph
Term Paper: Final Project
Project Management is the application of knowledge, skills and techniques to execute
projects effectively and efficiently. Its a strategic competency for organiations, ena!ling
them to tie project results to !usiness goals " and thus, !etter compete in their markets #PMI,
$%&'(. )s the old saying goes, *time is money+ which could mean you are spending or
making money, is simple in concept, !ut has !een proven true, in fact. In a glo!al,
technologically driven society, however, the idea of time has changed. ,aving once implied
a spanning space !etween the hours of *nine to five+ relative to the person or organiation
from whose vantage money was viewed, time is now nonetheless of person, organiation, or
location- it is, literally, $' hours a day, .days a week. /ith this shift in opinion,
organiations, especially, have taken on the greater challenge of ensuring efficiency in their
operations, allowing their customers the freedom and peace of mind to have access to the
products or services they purchased without interruption. /orking !ehind the scenes, as it
were, are the I0 companies that make the realiation of this freedom and peace of mind
possi!le. In the scenario with 1iction 2orporation, it is quite evident that the role of I0 is vital
to the success of the !usiness. 3ig4Proj will receive the *!ig !reak+ that it is looking for !y
ensuring compliance with the goals set forth in regards to the scope of the project, the
timeline projections, and the !udget requirements of 56%%,%%%.%%.
Scope
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Term Paper: Final Project
3ig4Proj has chosen to name this project *1iction 2orporations 7ata42enter Move+
to avoid any confusion with possi!le future contracts with 1iction 2orporation, as well as to
serve as memory hook, of sorts, should any processes need to !e referenced at a later time,
and to keep the projects team focused to avoid possi!le project creep. It charter is comprised
of the projects authors"3ig4Proj and 1iction 2orporation"a detailed project overview, and
the identification of all stakeholders, including !oth 3ig4Proj and 1iction 2orporation, as well
as the 6%% retail outlets, 1iction 2orporations &%,%%% employees, and the num!er of
customers the company services. 0he justification of the project is to complete critical
upgrades in 1iction 2orporations network system, including space allowances, and to correct
security flaws, !oth identified and unidentified, within its network infrastructure.
0he requirements of the project are identified in a manner that is two4fold. 8n the one
hand, the goals esta!lished !y 1iction 2orporation in its 91P are considered and serves as the
starting point for the requirements in the form of delivera!les. 8n the other hand, the
requirements 3ig4Proj projects"human resources, upfront costs, slack time #as a function of
real4time scheduling(, and various vendors"are included to form a more complete picture of
what is expected. /hen the two parts of the requirements were settled, 3ig4Proj found that it
could complete the project within !udget and make a profit.
Time
0he time given was at the request of 1iction 2orporation and allows for :% days from
start to completion. 3ig4Proj !elieves this time frame is feasi!le, given the nature of the
network system currently in place and how it will !e seamlessly integrated into the network
upgrades. 2ustomers and employees will not !e a!le notice any interruptions with normal
service and processes with the select upgrades.
Costs
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Term Paper: Final Project
)gain, the !udget was decided !y 1iction 2orporation and, as with the given timeline,
can !e achieved due to the synergistic nature of the old and new networks. In order to ensure
the realiation of the project goals, 3ig4Projs first consideration is that of choosing its team.
7ue to the nature of the move, 3ig4Proj would identify a technical support staff that, too,
would staff an around4the4clock call center to handle any glitches in keeping 1iction
2orporations online processes, in addition to the movers and technical staff that will !e
responsi!le for setting up the new facility. 0he next consideration would !e to !ackup all data
in preparation for the move, keeping copies at 3ig4Projs facility, as well as at 1iction
2orporations. 1inally, drafting a timeline, using the critical chain approach, will !e
completed, taking into account !oth adding and wasting safety time. 8nce all those steps are
complete, assignments will !e made to all 3ig4Proj staff mem!ers detailing their tasks to
meet the intended goal.
Moving Pan
0o expedite the move, 3ig4Proj would set up a system in 1iction 2orporations new
facility that worked as a *!ackup+ to the network in place at its current site. 8nce the new
system was functioning properly, the process of disassem!ling the first round of servers
started. 3y dividing the server moves into two rounds there would always !e some servers
online, without interruption. /hile the !andwidth would !e considera!ly limited, processes
could continue without or with minimal interruption.
)nother !enefit to using this method is that which exists in regards to !udgetary
requirements. 0he immediate reduced workload for moving the servers will ensure that 3ig4
Proj does not incur any overtime compensation o!ligations as the num!er of servers to !e
moved and set up can !e completed within regular, esta!lished work hours. 0he num!er of
days will !e increased, however, since those responsi!le for moving and setting up the
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Term Paper: Final Project
equipment are already salaried, and since the need to rush will !e eliminated while the
second4round servers are still operating, the responsi!le team will !e !etter a!le to pace
themselves in !oth moving and setup, allowing them ample time to test the efficacy of the
servers as well. ;ikewise, this method will ensure adherence to timeline constraints in the
long run since testing can !e performed on a limited num!er of servers while the remaining
num!ers of servers are operating without interruption. 0his process can then !e reversed
when it is time to move the round4two servers.
PM!"#
)ccording to the Project Management Institute, project management processes are
guided through five stages< initiation, planning, executing, controlling and closing #9ouse, M,
$%&$(. 3ig4Projs role as project management consultants resulted from its a!ility to
recognie and utilie the !enefits inherent in the Project Management 3ody of =nowledge.
0o that end, 3ig4Proj has detailed the steps for 1iction 2orporations data center move using
the PM38= model #>chwal!e, $%&&(.
1. Initiating 1ortunately for 3ig4Proj, the ultimate goal of the project has !een
completely determined !y 1iction 2orporation, serving as something of a *specs+ sheet.
3esides informing 3ig4Proj of their desired expectations, 1iction 2orporation has detailed
their needs of moving their servers without any significant downtime to their remote retail
centers. ;ikewise, the !udget has !een firmly set. 1rom 3ig4Projs point of view, then, the
goal is to reassign 1iction 2orporation to a new, state4of4the4art center with improved
networking capa!ilities that run seamlessly !oth within the new facility and the companys
present retail centers. 0he project director, 9odney Pinkney, has !een assigned, and the
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Term Paper: Final Project
stakeholders, namely, 1iction 2orporation and its !usiness affiliates using the networking
operations, have signed off on the finaliation and acceptance document.
$. Panning 3ig4Proj, in estimating the time needed to accomplish the move, has
decided to work on a seven4day cycle. In doing so, the project timeline will have the
complete :% days, as opposed to ?@4 $% days had it chosen to work around a five4day week
schedule. In outlining tasks, 3ig4Proj has esta!lished three teams for the move< data security
which will handle the !ackup and storage of 1iction 2orporations data, network installation
which will handle the disassem!ling and re4setup of servers and computers, as well as all
wiring requirements for the new data center, and quality assurance which will monitor the
status of remote systems and determine feasi!le success@failure toward seamless integration
of the updated network system, as well as the measured success of correcting security flaws
in the systems infrastructure.
%. &'ec(ting 1or the implementation, 3ig4Proj has devised a communications plan to
update 1iction 2orporation of any changes to the plans the company has devised. /ednesday
afternoon status reports will !e conducted in the form of conference calls and@or face4to4face
meetings, as well as >aturday email reports to show any updates from /ednesdays concerns
and@or to !roach upcoming matters for the next /ednesday status report. In terms of the
physical move, 3ig4Proj !egins 7ay & with wiring the new data center and performing
system !ackups at the current site, simultaneously. 0his process will take place during regular
!usiness hours in order to ensure the availa!ility of any 1iction 2orporation personnel should
an unforeseen hindrance occur. 8nce this process is complete, 7ays & through 6the first
round of servers will !e moved. 3ig4Proj has proposed to move the servers during off4peak
hours to add an additional layer of protection against possi!le downtime. Aven though 1iction
2orporation is a $'@.4hour operation, 3ig4Proj has determined that server movement should
occur on 7ays B and . !etween the hours of &$ midnight and . a.m. A>0. 7ay C will !e
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Term Paper: Final Project
reserved for quality assurance testing of new server installation and to monitor the success of
its processes. 7ays D and &% will !e dedicated to updating the network with respect to the
*round4one+ servers in the new data center. 7ay && will !e the first move date that will
involve 1iction 2orporations staff as the first round of personal computers will !e moved.
7ay &$ will !e used for the second round for moving personal4staff computers. 7ays &: and
&' will !e used for moving the round4two servers from the current location to the new data
center, while 7ay &6 will !e used to update the round4two servers. 7ay &B will !e used to
monitor the success of the updates, still requiring 1iction 2orporation to operate with half of
its capacity. 7ay &. all servers will !e !ack up4and4running, and continued monitoring of
successful installation and updates will ensue. 7ays &C through :% are the predetermined
*added safety time+ days and will !e useful to address any glitches, malfunctions, or system
failures as a result of the move.
). Monitoring an* Controing 0o monitor the physical move, a team lead will !e
assigned, serving as a supervisor who will !e included in the /ednesday status4report
meetings and whose input will !e included on the >aturday mailings. 0he actual network
monitoring will !e done !y I0 personnel with access to the 0& and I>7E !ackup systems in
addition to monitoring software for all system upgrades. 0he project director will !e
immediately notified should any significant encum!rance occur in regards to the Planning
and Axecution phases, and will reassign staff as needed. )ll team leaders will !e *on call+
during the first $% days of the project, and determining a need to extend that status will occur
on an *as4needed+ !asis.
5. Cosing 0he project will officially close when 3ig4Proj has determined that all
systems are working properly and within the expectations of the finaliation and acceptance
document signed during the Initiation phase. 0his document will have two signature lines"
one that will have stakeholders agree to the scope of work to !e completed !y 3ig4Proj,
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Term Paper: Final Project
which will !e signed prior to 7ay &- and one that will have stakeholders verify that all work
has !een completed in a reasona!le manner, which will !e signed at the projects conclusion
at any time after 7ay $%.
0he nine project management knowledge areas work with the process groups previously
covered in this way<
+ Integration: )t all five levels of the process groups, project integration management will
occur. Eamely, integration will !e manifested !y< #)( the development of #&( project
charter@scope statement, and #$( management plan- and #3( the performance of #:(
directing@managing execution, #'( monitoring@controlling work with the possi!ility of change
integration, and #6( closing the project in the manner descri!ed a!ove.
+ Scope: 0he project scope management will primarily occur during areas $ and ' of the
process groups, which is to say, #$( planning, defining, and itemiing the project needs, and
#'( verifying and controlling with the possi!ility of change integration through oversight.
+ Time an* Cost: >ince the time and !udget have !een esta!lished !y 1iction 2orporation,
project time management will !e evidenced for the duration of the process. ,owever, areas $
and ' will !e particularly useful in measuring this success !y #$( developing a feasi!le
timeline, and #'( providing oversight to the schedule with the possi!ility of change- and for
cost !y #$( verifying estimating and planning 3ig4Proj !udget requirements, and #'(
performing due diligence to control costs.
+ ,(ait-: )rea $, :, and ' will !e targeted to manifest project quality management-
however, particular emphasis will !e given in regards to #:( performing quality assurance.
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Term Paper: Final Project
+ .(man Reso(rces: )gain, areas $, :, and ' represent the targeted areas for verifying
project ,9 management !y #$( ,9 needs assessment, #:( identifying@employing human
resources, and #'( overseeing human resources through informal, ongoing *evaluations+ that
may occur in the form of general feed!ack.
+ Comm(nication: ;ikewise, project communication management will evidences in areas $,
:, and ', with particular emphasis given to the two latter areas primarily !y #:( information
dissemination during /ednesday status report meetings, and #'( >aturday email reports.
+ Ris/: Project risk management will necessarily !e present in #$( all areas of risk4
management planning, including risk identification, qualitative@quantitative risk analysis, and
risk response- and #'( monitoring and controlling risks with the possi!ility of change
integration.
+ Proc(rement: 1inally, project procurement management will ongoing throughout the
project with particular emphasis on areas #$( preplanning purchasing requirements for
network upgrades and resources for physical moves- #:( choosing vendors !ased on !est
pricing options, and #'( adhering to contracts to monitor and control procurements and to
ensure no change #>chwal!e, $%&&(.
+ Monitoring an* Controing0 an* Cosing
)s mentioned under the PM38= !reakdown, project monitoring and controlling will
occur *around the clock,+ for !oth network monitoring #I0 staff( and plan execution #*on
call+ personnel(. 0hese activities will conclude only after the systems have run without
interference for 'C hours #e.g., 7ays &D and $%( and the project is deemed successful from the
3ig4Proj end. 0he project closing, again as mentioned in the PM38= !reakdown, will !e
evidenced !y the additional stakeholder signatures on the finaliation and acceptance
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Term Paper: Final Project
document. 0his second set of signatures will !e required no later than day :% to consider the
project !oth successful and officially closed.
Conc(sion
Project management is the process of planning, organiing and delineating
responsi!ility for the completion of organiationsF specific goals #9ouse, M, $%&$(. 3ig4Proj
welcomes the opportunity to prove that it is ready to advance into a more advanced realm of
I0 project management consultation. Given the requirements !y 1iction 2orporations needs
for !oth updating its network system and physically moving its data center, 3ig4Proj has !een
given and envia!le position of reducing planning times and the a!ility to move ahead. 3y
staying within !udget and ensuring quality, the company will !e in a position to seek out and
acquire more profita!le and significant contracts.
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Term Paper: Final Project
Re1erences:
Margaret 9ouse #$%&$(, 0ech0arget, 9etrieved from<
http<@@searchcio.techtarget.com@definition@I04project4management
PMI #$%&'( 9etrieved from< http<@@www.pmi.org@)!out4Hs@)!out4Hs4/hat4is4
Project4Management.aspx
>chwal!e, =. #$%&&(. Information technology project management< $%&& revised
edition. #Bth ed.(.
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