CIS5310: Management of Information Systems Project Report

This project report focuses on the integration of cloud computing technologies in the North Sydney Council. It covers project planning, cost-benefit analysis, recommendations, and post-implementation evaluation.

CIS5310: Management of Information Systems
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Written Report

Executive summary
Cloud computing is a new technique brought about by the growth of digital literacy and the
incorporation of this knowledge in the organisational process. North Sydney local government is
not an exception since it is an entity that is concerned with the handling of voluminous data
contents. Information management is an essential aspect of any entity. The success of the
processes carried out in the said entity is determined by how well the organisation manages its
operations. The paper below is divided into two sections. The first section is concerned with the
project plan process covering from the justification of the project, the use of the right tools and
the costs/resources required in the entire plan. The second section stipulates the critical aspects
of cost-benefit analysis, recommendations for project management, project integration,
implementation plan and the post-implementation plan. A recommendation section provides an
outline of the vital consideration that should be made in the North Sydney Council. The
conclusion proves a summation of the main idea captured in the entire paper.
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Table of Contents
Executive summary.........................................................................................................................1
Project plan-Section 1......................................................................................................................3
Assumption with justification about use of cloud computing technologies in North Sydney
Council.........................................................................................................................................3
Outline about objectives/goals of adopting cloud computing technologies and justifications....3
Summary of expanding ICT unit to incorporate cloud computing technologies.........................4
Estimated cost and resource structures and justifications............................................................5
Cost structure...........................................................................................................................5
Resource structure...................................................................................................................6
Cost and resource justifications...............................................................................................7
Timesheet.....................................................................................................................................8
Project PERT and Gantt Charts.................................................................................................10
Ethical considerations in incorporating the cloud computing technology.................................11
Importance of selecting appropriate teams................................................................................12
Written report-Section 2................................................................................................................13
Cost-benefit analysis..................................................................................................................13
Recommendation how the project should be managed.............................................................14
Recommendation for management of project integration.........................................................15
Implementation plan detailing time, cost and resource schedules.............................................16
Post-implementation plan..........................................................................................................17
Recommendations..........................................................................................................................18
Conclusion.....................................................................................................................................18
References......................................................................................................................................19
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Project plan-Section 1
Assumption with justification about use of cloud computing technologies in North
Sydney Council
The North Sydney Council is a local government entity that has administrative authority
covering the lower region of North Shore of Sydney. Its mandate is distributed to an area of 10.9
Square Kilometers covering the land which it sits on. Its neighboring local government regions
include Lance Cover, Sydney Harbour, North Beaches and Willoughby regions. North Sydney
Council was established in 1890 to offer the local citizens with reliable administrative and
authoritative forces (Alshumrani, Munir & Baird 2018, p. 604). The council is concerned with
carrying out governmental regulation on traffic, offer fire services, local urban planning, revenue
collection, enforcement of market regulation, road management, amenity services, local
development and humanitarian acts. Due to the vast number of information that circulates in the
working environment of the council, the cloud computing technique is relevant. Cloud
computing is the aspect of using an integrated computer network that acts as a data reservoir that
accumulates a range of data contents without being regulated by the user. Technology is being
ratified in every scope of life with the local administration not being exempted. The key
assumptions include;
 The council will be able to manage the traffic and establish reliable traffic verification via
license reviews of the drivers.
 Amenity tracking about how resources targeting to help the communities have been
utilised.
 Better tracking of the revenue and enforce market regulations reliably.
 Carry out required information tracking of all the activities and roles it pursues.
Outline about objectives/goals of adopting cloud computing technologies and
justifications
Technology is gaining much relevance in all the operations concerning economic, political and
social activities. Digital migration is bringing about tremendous changes concerning how human
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processes are carried out. Cloud computing as an extension of technological application targets
on making significant achievement to be attained in the local administrative authority.
 Boosting the operational scope of the North Sydney Council
 Enhancing data security
 Boosting data recovery
 Improving efficiency and reduce data process costs
 Elevate data mobility
The main aim of integrating technology in operation targets on boosting the performance of the
entity. Cloud computing offers a reliable information retrieval system where massive data can be
stored and accessed when need be. Use of cloud computing technologies in the North Sydney
Council aims at boosting data security (Malik et al. 2016, p. 181). There a large volume of data
that are used in tracking the day to day operations of the local government processes. Officers
from the North Sydney Council officers stored information and need security for their stored
data. System breakdown is an inevitable occurrence that faces technical data storage systems. By
the use of the cloud computing technique, data recovery is boosted. Once a system breakdown
occurs, data concerning the local government recordings and reports cannot be lost. Efficiency
and reduction of data process costs is also a principal aim in the adoption of cloud computing
technologies. According to Gani et al. (2014, p. 92), data mobility is as well a central objective in
the establishment of cloud computing. This is the aspect where information from the internet can
be retrieved from many ports provided they have verified user identity. The stated objective
target on boosting the operations that the North Sydney Council pursues in its administrative
process.
Summary of expanding ICT unit to incorporate cloud computing technologies
In the expansion of a technical domain in an organisation, there is a dire need for the entity to
restructure its information technology system (Rezaei et al. 2014, p. 5752). Compatibility is a
dominant consideration that should be made in the implementation of the cloud computing
technologies in the North Sydney Council systems. Software development and hardware
developments are vital units that should be redeveloped. Software readjustment requires a cogent
analysis of the existing technological trend. Software components are affected by the shift in
technology. North Sydney Council should, therefore, consider evaluating the flexibility of
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existing software. It should maintain the required compatibility with the newly integrated cloud
computing provisions. On the same note, the hardware to support this newly integrated software
needs to be evaluated. Software and hardware expansion require resources which the
organisation should be able to provide sustainably. Analysis of the resource availability needs to
be known before the cloud computing techniques are incorporated. According to Liu and Cai
(2013, p. 27), the usability extent of a system is as well a key consideration to be granted
maximum priority while expanding a system. The target parties must have the right skills and
knowledge to operate the high-tech systems. Technical literacy is paramount as it will ensure
proper system monitoring, testing and maintenance.
Estimated cost and resource structures and justifications
Cost structure
The cost structure is a considerable outline that depicts the expected costs that will be injected in
the entire project, which helps in bill management and workflow costs management (DeFelice
2010, p. 51). Incorporation of cloud computing system in the North Sydney Council operations
will require adequate funding. Integration of the said system success is heavily reliant on the
availability of the costs necessary to cover the expenses of each stage (Bowers 2011, p. 46).
From the initiation stage to the final stage of project closure, costs should be availed adequately.
The hiring of experts, stakeholder-seeking, acquisition of the required materials, availing
technicians, system maintenance, system testing and combating the risk call for adequate
funding. Software purchasing, hardware units, planning process and miscellaneous expenses are
the critical consideration that should be made during the cost budgeting processes. The following
table provides and outline of the required materials, number of the materials and the expected
cost of each unit.
Unit Number of units Price per unit ($) Total
Software 4 4500 18,000
Hardware 10 3000 30,000
Stakeholder seeking 1 5000 5,000
Expert hiring 1 12,000 12,000
System testing 1 7,000 7,000
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Servers 5 3400 17,000
Internet drives 7 2500 17,500
Connection hubs 15 1500 22,500
Connector cables 67 500 33,500
Miscellaneous 27000 27,000
Totals 189,500
Resource structure
The resource structure is an outline that specifies the required units in a project and aid in
resource scheduling activities (Zhou et al. 2016, p. 1091). It has a close relationship with the cost
structure since they all describe the central units that should be availed in the development of the
stated plan. In the incorporation of cloud computing techniques in the North Sydney Council,
specifications need to be done to outline the physical or the tangible resources and the intangible
units. The intangible resource constitutes the labour that is offered by the stakeholders and the
project teams who undertake the different roles concerning the system redevelopment. Experts,
technical engineers, consultants, stakeholders and project managers are the fundamental units
that will constitute the workforce resources in the implementation process. Software and
hardware tool constitute intangible and tangible units, respectively. In this case, internet servers,
data transmission signals, database storage systems and cloud links are the software resource to
be incorporated in the integration of the cloud computing techniques in the North Sydney
Council operational sphere. Computers, connector cables, Physical hubs, output machines, data
terminals, and LED notifiers are the required hardware resources. According to Bowers (2011, p.
51), the availability of the needed resources is what determined the success of the set plan and a
compelling option of a project. Before embarking on the actual aspect of implementing the cloud
computing system, North Sydney Council must avail the listed resources. The chart below shows
the interrelation of these resources.
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Cost and resource justifications
Cost and resource availability hold a significant unit that determines the success of the set
project. During the budgeting process of the cloud computing integration in the North Sydney
Council should be based on the cost and resource outlines which boosts the resource scheduling
processes (Zhou et al. 2016, p. 1091). The cost schedule determines what should be accumulated
and the amount of funds that should be set aside for the ultimate development of the agreed
project. As outline in the cost structure, each required unit is mentioned, the number of the units,
the cost per unit and the expected totals to be used in availing the stated unit. The miscellaneous
expenses are used as the unbudgeted costs that help in covering the subsequent costs that might
be faced during the implementation process. The resource charts speculate the wanted resources
and outlines to which category they belong. For instance, the cloud computing will need software
tools, hardware and human resources required for the entire process (Wehner et al. 2011, p. 9).
Project initiation requires the integration and engagement of the relevant stakeholders. Involving
the right personnel in the right project portion and in the right time is what determines the
success of the entire process. Risks are inevitable occurrences that face technical systems.
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C lo u d c o m p u ti n g
re s o u rc e s Human resources
Expert teams
Technical Engineers
Consultants
Project stakeholders
Project Managers
Software resources
Internet servers
Data transmission
signals
Database storage
units
Cloud computing
links
Hardware resources
Computers
Connector cables
Physical connector
hubs
Output devices
LED Notifiers

Resource and cost inadequacy is a major threat that might limit the pursuit of the set objective of
cloud computing integration.
Timesheet
One of the core aspects of a project is a well-defined time frame which determines the time
which the project will take from its initiation to completion. In the implementation of the cloud
computing techniques in the North Sydney council, the schedule should be well-plotted (Zhou et
al. 2016, p. 1096). The stated time acts as a guide to the parties and units engaged in the project
execution scope to carry out the different portions of the development timely, to avoid system
delays and project failures. Timesheets are automated reports that are drawn by the use of project
software. The critical information captured in the timesheet is the different project processes or
activities and the estimated time that will be taken in pursuing the identified activity (Ballesteros-
Pérez, Larsen & González-Cruz 2018, p. 18). It offers a total summation of the time which the
entire process will be complete by noting down the approximate period to be spent on a single
work package. A timesheet is a required documentation in the development of the cloud
techniques in the North Sydney Council as it will guide the project managers and concerned
stakeholders to maintain the required time. Without proper specification of each task in the
whole process, task overlaps might happen which in turn might lead to project delays. Time
sheet gives a sequential view concerning how the project activities will flow. This is a significant
guide towards the project implementation planning and monitoring of each project unit.
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Project PERT and Gantt Charts
Program Evaluation Review Technique (PERT) and Gantt charts are helpful tools that guide a
project scheduling process. The Gannt chart, in particular, shows the relation of the different
work packages of the project (Ballesteros-Pérez, Larsen & González-Cruz 2018, p. 19). It noted
down the activities that do not have a close relation and which can run out concurrently since the
pursuit of a particular action does not affect the success of the other activity. The activities which
begin at an early date are said to be of early time while the events that start at a delayed period
are said to be of the late start time. The Gannt Chart, also known as the activity chart, is
generated after the plotting of the Work Breakdown Structure (WBS). According to Ballesteros-
Pérez, Larsen and González-Cruz (2018, p. 21) the PERT chart, which shows the critical path
notes down the longest route that can be followed in undertaking the project. The longest route,
in this case, is considered the most appropriate as it ensures no project activity is left unattended
compared to the shorter route, which is prone to some activities being skipped. Use of the PERT
and the Gannt Charts in the integration of the cloud computing techniques in the North Sydney
Council will guide the planning parties. The project teams and managers will make a viable
decision concerning which activity to start first and which events that can be delayed and picked
at a later date.
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Ethical considerations in incorporating the cloud computing technology
In the development process of a set project, several ethical considerations should be made to
ensure the required laws and rules are adored (Zgrzebnicki 2017, p. 25). Empathy is a vital
ethical factor to be considered in the incorporation of cloud computing technology in the North
Sydney Council. Due to the differences in opinion, conflicts, disputes and disagreements might
erupt. Such an occurrence might limit the collaboration of the different project units. Considering
empathy and equal judgement of ideas from each individual will limit the occurrence of disputes.
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From the empathy, better understanding, interpersonal relation and harmony will be developed.
The said factors yield unity and collaboration among the project parties, which enhances
teamwork. Communication ethics should as well be deployed in the entire process. The parties
engaged in the development of the cloud computing techniques in the North Sydney Council
must consider the use of the relative language and avoid using vulgar or hurting words.
According to Zgrzebnicki (2017, p. 28), the governing entities more so the project managers
should have regulatory legal frameworks regarding the use of their bureaucratic powers.
Oppression is unethical issues which negatively affects the oppressed project units. Decision-
making process should incorporate both top-down and bottom-up approaches. The effort of each
involved individual should count, hence not parties should be considered paramount or supreme
that other. The ethical consideration will serve as the guiding light in preventing the eruption of
such unwanted occurrences being witnessed.
Importance of selecting appropriate teams
In the selection of appropriate teams to be engaged in the project activities, the authoritative units
must be keen on considering the right parties who have the right knowledge. The selection of
these teams should be based on competence and academic merits. Only qualified parties should
be engaged since the quality and success of a project relies on the performance and productivity
of the project teams. As a way of maintaining the productivity of the project teams, training and
filling knowledge gaps should be done sustainably, and legal obligations should be prioritized
(Zgrzebnicki 2017, p. 30). Performance tracking will be a reliable aspect which will aid in
tracking issues that require training and knowledge improvement. Also, project teams must have
the right subset skills that guide in project execution and implementation processes.
Communication skills, interpersonal skills, leadership skills, decision-making skills, conflict
management and risk management skills are the subsequent skills that should be considered in
the selection of the project teams to be involved in the North Sydney Council project. The
communication skills, leadership and conflict management, are helpful in the creation of
effective, collaborations and agreements among project teams (Bowers 2011, p. 50). Teamwork
holds the first step in providing a base for project success. Stakeholder engagement in a project
based on merits and competence aid bin the positive pursuit of the stated project activities. This
will aid in making the stated objective in the North Sydney Council to be attained sustainably
and success to be witnessed at the end.
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Written report-Section 2
Cost-benefit analysis
A cost-benefit analysis is a project management tool which is used at the initial stages of a
project to ratify the viability or the feasibility of a project. It gives an outline of the expected
merits from the project in the form of profits rated as benefits (Nyborg 2014, p. 130). For a
project to be termed as viable, it should depict the affinity to attracting higher financial output
compared to the initial inputs injected as principal costs. Cost-benefit analysis tool estimates the
viability of a project by comparing the profits or the benefits with the costs that were incurred in
projecting the foreseen plan (Nyborg 2014, p. 124). In the North Sydney Council, the integration
of the cloud computing techniques in their operation should present appealing outcomes which
are higher than the inputs. The Net profit value (NPV) is used as the sole portion that determined
the feasibility of the intended project. If the NPV exceeds the costs and presents a positive value,
the project can be said to be viable. On the other hand, if the NPV gives a lower value compared
to the costs, a negative value signifies that the project should not be implemented. In the North
Sydney Council, before the plan is initiated, the potential benefits should at first be evaluated to
weigh how much profits to be reaped from the strategized plan.
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Recommendation how the project should be managed
For the success of the North Sydney project of incorporating cloud computing to be successful,
there are set of consideration that the project managers should make. Project planning and
budgeting are the initial aspects that provide a base for project implementation and acquisition of
the set goal (Klein, Biesenthal & Dehlin 2015, p. 272). Planners and the technical teams
concerned with the budgeting process should be keen on setting up accurate plans. The project
budget should not be set on mere estimates as this might lead to biased cost allocations. On the
same note distribution of project roles and mandate should be done effectively basing the
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allocation of roles on project team skills and knowledges. Such an aspect will reduce the cases of
some parties being overloaded with much project workloads compared to the others.
Also, the cloud computing project in the North Sydney Council should be anchored on ethical
frameworks. There is a need for the project managers to develop the relevant ethical and
regulatory statements that will guide and govern the project implementation process. Having a
clear set of laws aids in effective governing of the project teams and stakeholders as they are
confined by the bureaucratic outlines. The set roles can as well direct the project teams toward
avoiding any possible aspect that might trigger the eruption of disagreements and conflicts
(Klein, Biesenthal & Dehlin 2015, p. 273). Teamwork and unity of purpose should be noted
down by having a defined project objective. The project management should aim at ensuring the
project teams, and engaged stakeholders incline their efforts towards pursuing the set target and
not any other goal. Better communication in the project should as well be established for the said
project management processes to be attained.
Recommendation for management of project integration
During the project integration process, the most technical considerations need to be addressed.
This entails system testing, technological knowledge analysis, system development monitoring
and evaluation and all other technical concerns of the cloud computing technique integration
(Rezaei et al. 2014, p. 5762). Often system testing needs to be done after each phase has been
completed. Before closing a particular stage of the system development life cycle, practical
analysis and study of the functionality of the completed portion should be done. As a means of
ensuring the intended purpose is being pursued, resource tracking and monitoring should be well
done. Monitoring of the project spending as stipulated in the project budget aids in determining
whether the resources are being appropriately incorporated in the cloud computing system
development plan. The evaluation processes should as well be guided on identifying the
technical shifts in digital literacy (Liu & Cai 2013, p. 23). Software flexibility should be analysed
to ensure the system will maintain a significant transition and maintain reliable compatibility
with any new advancement in digital knowledge. Knowledge gaps among the project teams
should be evaluated by the use of the performance tracking tools. Testing the usability scope of
the system is as well a significant consideration that should be made during the project
integration. Incorporated technologies should not be beyond the literacy level of the target users.
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Implementation plan detailing time, cost and resource schedules
The implementation plan is the bedrock of project development. It holds the actual process of
executing the planned activities concerning the project. Project planning is a critical aspect that
defines the implementation plan of the set project in the North Sydney Council. In the planning
process, the time that each set of the project activity should take should be well laid down
(Ballesteros-Pérez, Larsen & González-Cruz 2018, p. 17). A timesheet is a viable tool that is
used in the stipulation of intended time framework for each of the project activity. The initial
project planning process must consider the use of timesheets in coming up with reliable piloting
in determining the time that will be used in each project phase. Time scheduling avoids the
occurrences of project delays which limits the success that can be witnessed after their
occurrence.
In identifying the time needed for each phase, the relationship between the various project
activities should as well be known. The Gannt Chart is a reliable tool in the identification of the
relative relationship between project activities. A sequential framework must be maintained with
effective follow-ups of each activity after the other. As the Gannt chart denotes, some events
might start early while others might delay as per the relativity of the activity (Ballesteros-Pérez,
Larsen & González-Cruz 2018, p. 19). In the integration of the cloud computing techniques in
the North Sydney Council operations, the sequential relation between each activity should be
identified. This helps in planning which process to take the first implementation and which can
be detailed. Some activities cannot start on their own. This is because they are built on other
activities. For instance, system testing cannot come before project planning or budgeting. The
event with the most relevance is set o begin first and lesser priority granted on the other activities
which are subsequent activities build over other activities.
Each phase has a centralised budget which covers each of the required resource and costs needed
in the implementation of the said stage. The project management unit should be keen on
evaluating and monitoring the extent to which the stipulated budget is maintained in the North
Sydney Project of incorporation cloud computing techniques in their working (Nyborg 2014, p.
129). One of the chief causes of failure is poor resource management. Some project managers
and project parties might have greed and have centralised interested in using the allocated
resources for their individual wants. Proper monitoring of the resource utilization, documentation
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and track reports are the most reliable tools in combatting the existence of wrong intentions in
using project resources.
The initial cost that was noted down in the provisional budget should not be altered on the
implementation path. What is captured in the budget should be capable of sponsoring all the
project activities starting from project initiation to project closure. The miscellaneous costs
captured in the budget should cover the unbudgeted spending that might transpire during the
actual project implementation phase. Documentation and project reporting serve a critical
purpose in noting down the extent to which the project resources and stated costs are utilised.
Post-implementation plan
The post-implementation plan is a review that is carried out after the completion of a project to
carry out in-depth analysis and evaluation of whether the project objective was well attained
(Spear 2015, p. 25). The post-implementation plan also covers the validation of how the project
was done, how the project management processes were explored, how project management skills
where practised, the lessons learned, future amendments and an estimate of the costs incurred
concerning the initial project budget. The North Sydney Council project of integrating the cloud
computing techniques require intense reviews after the final stage of the project. Post-
implementation plan aids in stipulating the central aspects that might have led to failure or the
success of the project. For the elements that might have limited the success of the project, they
are noted down for future evaluation. Noting down the mistakes will help the North Sydney
Council to avoid the occurrence of such aspects that might limit the success of similar projects in
the future. The post-implementation plan must be ended with a final report and a clear set of
identifiable portions of the project. Marking on the knowledge acquired and lessons learned
dictates on the literacy change that might have been faced by the project teams and stakeholders
(Zgrzebnicki 2017, p. 29). The post-implementation plan is a preparatory effort foster for future
projects to witness required success and avoid the aspect that might have limited the success of
the succeeding project. The realization made at this stage is therefore directed for future use.
During the implementation of the preceding projects, the involved parties will have to review the
mistakes done in this project and avoid them. Sustainability of the intended projects will,
therefore, be witnessed in the long run.
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Recommendations
 North Sydney Council should consider the development of the cloud computing
technology in its operations to boosts its information-related process.
 Security scope needs to be identified concerning the system to ensure limited cases of
data siphoning and phishing that might be done by unauthorised parties.
 Firewalls can be used as the security guides to hinder the occurrence of a security threat.
 Effective monitoring and evaluation of the entire process should be done.
 System testing to be done after each phase to ensure the final system has a reliable
functionality and an efficient operational scope.
 Project teams’ knowledge to be reviewed to ensure they have the right skills to carry out
the stated activities.
Conclusion
The digital transition is bringing about the successful execution of processes in organisations.
Integration of cloud computing in the North Sydney local government unit is a significant
achievement. It stipulates the milestone achievement of making use of technology in the
organisational process. As noted in the discussion above, there are vital tools that should be used
in the project scope. Gannt and PERT chart are useful tools used in plotting the interrelation
among the project activities. The timesheet as well should be relied upon in the project activity
scheduling. The cost-benefit analysis tool, on the other hand, should be used in determining the
practicality of the project. Making effective use of the project management considerations aids in
the successful completion of the foreseen project.
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