Project Management for Developing a Paperless Interface

This paper discusses the potential causes of project success and failure in developing a paperless interface. It also highlights the importance of PRINCE2 project management methodology for this project. The document type is an essay and the subject is project management.

Running head: PROJECT MANAGEMENT FOR DEVELOPING PAPERLESS INTERFACE
Developing a paperless application to smoothen the workflow
Name of the Student:
Name of the University:

1PROJECT MANAGEMENT FOR DEVELOPING A PAPERLESS INTERFACE
Abstract
In this new technical era, most of the complex and long terms projects are failing to live
up to the guarantee and producing disappointing outcomes after the finish of the project. It is
determined that efficiency of production operation and functions are relies on workflow. It helps
saving employee time and make sure that team is working effectively. PRINCE2 project
management methodology is the best suited approach that reduces the chances of project related
errors. The reasons for which mainly projects fail to reach preliminary expectations are: poorly
defined project scope statement, improper risk management plan, inappropriate identification of
project key assumptions, lack of training and experiences among the project team associates and
supervisor, ineffective communication strategies, poor management plan etc.
Introduction
The aim of Software IT Company “Fingent” is to “develop a paperless interface” for
improving their business effectiveness, operational and functional excellence.
It is obligation of the Information Technology project director to grant the new software
program as soon as the Chief Executive Officer (CEO) granted the system in details. However,
after reading the paper it has been identified some issues with the program those were required to
be solved as immediately as possible without any kinds of delay. It is important to protect the
allowance and bunged the system being introduced (Aga, Noorderhaven & Vallejo, 2016). It is
identified some risks with the interface related to time management, cost management,
communication, and quality and stakeholder engagement.

2PROJECT MANAGEMENT FOR DEVELOPING A PAPERLESS INTERFACE
Potential causes of success/failure
Being the IT manager I would like to identify the triggers of project success and failure.
In this paper the reasons for which theses risks are occurred all over the project expansion life
cycle. After reading the paper document different risks are identified and it is also realized that,
that the working team members are not focused to their assigned responsibilities as they are all
asking for further extension. If feasibility study is not conducted at the project initiation stage
then failure may occur. Similarly, lack of knowledge among the project team associates,
communication gaps, cultural barriers are the triggers cause project level risks. Before initiating
any project both time and budget are estimated and approved by project manager and executives.
Similarly for this project also the time and budget are preliminarily estimated (Serrador &
Turner, 2015). However, due to asking for extension in time the early estimation get exceed
which caused failure in time management.
Delay in project delivery is referred to as one of the most serious risks which require
attention of the project executive and rest team members. The engineer working for the project
was lagging enough of knowledge and skills which requires major attention. Not only this but
also, the team was failed to track the progress of the project throughout the development life
cycle period. As the team asked for additional time thus, it caused additional budget as well. The
triggers of project success and failure will help to justify the way through which project running
methodology would assist to address them.
Potential causes of project failure
It is realized that, project achievement and breakdown is dependent on performance of
the project supervisor and other working team associates. The reasons for project failure are
elaborated below:

3PROJECT MANAGEMENT FOR DEVELOPING A PAPERLESS INTERFACE
Poor preparation of project scope: It is identified that the project team associate were not
enough supportive, skilled and focused to their assigned responsibilities. Due to this reason they
failed to develop exact project scope statement as per expectation of Software IT Company
“Fingent”.
Inadequate tracking and monitoring: The project team members were not tracking the
project throughout the progress period and as a result they failed to submit periodic status report
to their project supervisor. Status report helps identifying the current scenario or the
improvement the project requires meeting the primary objective and client’s expectations.
Failure in defining the exact parameters: The project team failed to identify the project
development parameters those are required during interface designing and project execution
stage. The project team needs to support the project supervisor to execute the project as a
successful one.
Inappropriate cost estimation: Before initiating the project, first the manager needs to
conduct a feasibility analysis for measuring whether the project will be successful or not. Based
on the feasibility report, the project structure and further phases should be developed.
Incorrect communication: The project team failed to complete the system
implementation project in allocated time and budget but they did not inform anything regarding
this to the supervisor. In fact they did not interact among each other regarding the issues. It is
identified that, lack of effective communication is a major risk that interrupted the success of the
project.
Inaccurate quality management plan: Quality is referred to as the other major key
knowledge areas that require serious attention from the team and project supervisor (de Carvalho

4PROJECT MANAGEMENT FOR DEVELOPING A PAPERLESS INTERFACE
et al., 2015). Quality management plan is comprises of quality plan, quality assurance and
quality control.
Inaccurate stakeholder engagement plan: For governing the project towards success
line as well as proper direction the stakeholders role-play are essential. It is felt that, company
should arrange proper stakeholder engagement strategies to keep them engaged and interested to
their assigned duties.
Potential causes of project success
If the above mentioned risks are properly analyzed then, the project success will become
easier. The potential causes for project success are illustrated below.
Proper communication plan: It is realized that for leading the project to success the
team associates are required to use formal open communication while sharing ideas among each
other. The effectual communication will give a common interactive platform where the team
members will be capable sharing ideas among each other.
Cost management and time management plan: Cost and time management are two
different factors essential for project success. It is determined that cost and time are two directly
proportional project success factors. If time exceeds then the cost for project will also exceed. It
is realized that, cost attached with the innovation production in Software IT Company “Fingent”,
is essential to reach the project objectives. It has been recognized that the project team associates
must use specific tool and technique like WBS and Gantt chart to design and develop the project
schedule to ensure that the project will be successfully completed in the assigned time and
budget.

5PROJECT MANAGEMENT FOR DEVELOPING A PAPERLESS INTERFACE
Quality management plan: It is realized that before initiating the project team members
are requires to identify the demand and expectation of clients and owners as well. Based on
expectation the quality assessment, control and quality assurance plan is needed to be developed
by the project team owners (Chih & Zwikael, 2015). It has been determined, that all the project
team members should contribute cent percent of efforts throughout the system development life
cycle period. In order to improve the project quality Software IT Company “Fingent” need to
arrange needful technical training and development for the project team associates.
Test before final execution: It can be said that for this particular project the team should
use proper software testing approaches in terms of unit testing, integrated testing and user
acceptance testing. It is responsibility of the tester to test the project before final execution of the
plan. The executives are needed to get work done appropriately.
Use of project management program: This project is about design and development of
a system. Therefore, to implement the project with perfection entire programming is needed to be
done using the concept of project management program.
Proper resource management: Managing project resources is again another important
factor that helps to lead any project towards the primary aim and objectives.
Conclusion
It has been identified that some factors are there which helps in project success. The
factors include user participation and support from executive management team, clear project
related declaration, accurate project planning and realistic project expectation. For this project
technical literacy is required for all the project team members. Schedule controls, proper task

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distribution among the project team members are very essential for project success (Joslin &
Müller 2016). It is realized that, for this project PRINCE2 project management methodology is
best suited. Before developing the paperless interface, an operational framework is needed to be
prepared at the initiation stage to make sure that, all the development stages are successfully
followed while executing the project.

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