University Project: Managing of IS Projects, E-Government Case Study

This report presents a comprehensive analysis of an E-Government case study, focusing on the management of Information System (IS) projects within a Swedish context. The project involves two sub-projects: an inquiry for municipal e-services and the design of IT support for resource management for disabled persons. The report includes a Project Initiation Document (PID) summarizing the project background, purpose, objectives, deliverables, benefits, and feasibility. A SWOT analysis assesses the strengths, weaknesses, opportunities, and threats. The report details stakeholder roles and responsibilities, a stakeholder register, and a stakeholder management strategy. It also features a risk register identifying potential risks and mitigation strategies, and a Gantt chart with a Work Breakdown Structure (WBS). The project aims to design IT systems to handle technical aspects, improve e-services, and manage resources effectively, ensuring coordination and documentation for long-term solutions. The report highlights the importance of technical and economic feasibility, project scheduling, and budget estimation. The project duration is estimated to be 70 days, starting from September 18, 2017, to December 21, 2017. The financial and technical aspects of the project are analyzed, with an emphasis on stakeholder management and risk mitigation.

Running head: MANAGING OF IS PROJECTS
Managing of IS Projects: E-GOVERNMENT CASE STUDY: A SWEDISH EXEMPLAR
(2017-18)
Name of the Student:
Name of the University:

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MANAGING OF IS PROJECTS
Table of Contents
PID- Project Initiation Document....................................................................................................2
1. Project summary...................................................................................................................2
1.1 Background...................................................................................................................2
1.2 Purpose..........................................................................................................................2
1.3 Project objectives..........................................................................................................3
1.4 Main project deliverables..............................................................................................3
1.5 Benefits of the project...................................................................................................4
1.6 Feasibility study............................................................................................................4
1.7 SWOT analysis..............................................................................................................5
1.8 Schedule and estimated cost of the project plan............................................................5
2. Stakeholders involved into the project.................................................................................6
2.1 Stakeholder role and responsibilities.............................................................................6
2.2 Stakeholder register.......................................................................................................8
2.3 Stakeholder management strategy.................................................................................9
Risk Register to manage of Information System Projects.............................................................10
Gantt chart with Work breakdown structure.................................................................................15
References......................................................................................................................................20

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PID- Project Initiation Document
1. Project summary
The selected sub-projects are inquiry for municipal e-services in local government and
design of IT support for resource management in personal assistance for disabled persons.
1.1 Background
The first sub-project “Inquiry for municipal e-services in local government” was the
project which investigated the requirements of e-services. This project provides support to
those companies who require grants and permits from local government. The project
organization requires of IT system to integrate of various IT applications into different
municipal offices for obtaining of joined up government. Second sub-project is “Design of IT
support for resource management in personal assistance for disabled persons”. The financing
of the personal allowances is critical since the local government is paying one part and the
social insurance is paying another. Through use of IT design and methods, all the work is
done properly and effectively. It is moving from accountability throughout manual personal
signatures to use of IT system based on principle of the social transparency.
1.2 Purpose
The main purpose of both the projects is design of IT system so as to handle the technical
work of their projects. The change is required into significant e-services processes across
entire handling of resource management. Major challenges need to be solved by design of IT

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MANAGING OF IS PROJECTS
system. Coordination and documentation of the technical solutions are also required to
ensure that long term solutions should be provided.
1.3 Project objectives
Following are the project objectives:
 To design of prototype of e-services
 To create and test of design criteria for public e-services
 To design of IT support for managing of resources
 To exchange of data via standardized interfaces between the IT system
1.4 Main project deliverables
Deliverables Description
Project plan It is an approved document required to manage execution of
project.
Feasibility study The project delivers a study which examines feasibility to
develop the e-services and IT system into the local government.
SWOT analysis A SWOT analysis is conducted on the local government to
develop strong business strategies by considering strength and
weakness along with opportunities and threats into the market
(Schwalbe, 2015).
Stakeholder register This register records relevant information for each of the
stakeholders to keep the information into organized format.
Risk register It consists of list of risks and their mitigation strategies.

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Benefit map for the
project
This document manages how time, cost and resources are being
invested into making of changes (Orna 2017).
Project financial plan This document provides the budgeting, financing and auditing of
the entire project plan.
Stakeholder list and
presentation format
This document contains the list of stakeholders those are
involved into the project plan (Coombs 2015).
1.5 Benefits of the project
The project is benefited when the local government is able to design of IT support for
handling of their sub-projects. IT infrastructure makes the project productive and the
employees can do financial estimation, schedule the project and manage the resources with
carry out the e-services effectively (Martinelli and Milosevic 2016). This project will provide
direct IT support to the stakeholders involved with the project work.
1.6 Feasibility study
A feasibility study is conducted to evaluate the potential success of the project plan.
Technical feasibility is done to focus on the technical resources available for the IT project. It
is analyzed that the technical resources meet the capacity to design an e-service platform for
the local government. The project is involved with evaluation of hardware, software as well
as technical requirements of the system. Economic feasibility involves with analysis the
project cost. The two sub-projects are within cost and benefits associated with project before
the financial resources are being allocated.

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MANAGING OF IS PROJECTS
1.7 SWOT analysis
Strengths Weaknesses
1. A new product or service which is
available to the customers
2. Access to the resources and
requirements of raw materials
3. Proper financing and investments in the
project plan
1. Higher production cost means
higher customer’s price
2. The products and services are not
innovative
Opportunities Threats
1. Due to weak competition of the e-
services into the target market, the local
government can perform well
2. Increase and grow into the product
3. Advance into the technology makes the
easier to provide of e-services
1. There is high competition into the
target market
2. Change into law results into higher
cost of business
3. There is change into supply of the
products and services
1.8 Schedule and estimated cost of the project plan
The expected start date of the project plan is 18th September, 2017 and the end date is
estimated as 21st December, 2017. Therefore, the total project duration is 70 days.

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2. Stakeholders involved into the project
2.1 Stakeholder role and responsibilities
Role of the
stakeholder
Responsibilities
Programme
Manager
 Define and communicate the project objectives with other stakeholders
 Procure the project requirements
 Manage of need of IT support
 Manage the project constraints such as cost, time and scope
 Manage the project resources (Hornstein 2015).
 Facilitate of appointing of individuals to the project team
Project
Sponsor
 Ensure that project is under cost control
 Manage fund for the project
 Resolve of cost related conflicts which become barriers of project
progress (Laudon and Laudon 2016).
 Approve of project deliverables
Financial
Officer
 Keep proper record of the daily transactions
 Process the invoices
 Prepare of monthly and annual report of financial resources
 Participate into financial audits
 Perform the accountability for local government
Local
Government
 Design of IT support
 Manage of resources into personal assistance for disabled persons

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 Support for e-services
Network
Engineer
 Establish of network environment by design of IT infrastructure for
local government to perform of municipal e-services
 Maximize of network performance
 Secure of IT system by monitoring access
 Provide status report of networking operations
 Accomplish of IT system to complete the local government mission
related to the projects
IT Architect  Schedule of technical assignments
 Assess the budgetary requirements
 Switch of internet services
 Evaluate and conduct of IT supports (Marcelino-Sádaba et al. 2014).
 Coordinate with project manager for future directions
Designer  Analyze of local government’s requirements
 Communicate entire design and approach with team stakeholders
 Review of project requirements and make design changes
 Proper maintenance and revision
 Develop of test scenarios
Analyst  Design and implement of IT system for efficiency of local government
 Oversee of IT implementation by management of programmers
 Debug the system
 Employ of modeling and cost based account for developing the IT
system

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MANAGING OF IS PROJECTS
System
Administrato
r
 Maintain of IT system
 Create of file system (Laudon and Laudon 2016).
 Monitor of networking communication
 User administration
 Verify if the system peripherals are working
 Update the IT system
 Set up the security and privacy policies into IT system
2.2 Stakeholder register
Name Position Internal/
External
Project role Contact information
Please insert
your name
Director Internal Programme
Manager
Please insert you contact
information
Michael
Smith
CEO Internal Project
Sponsor
[e-mail]
Kimmy Sen Finance
Director
Internal Financial
Officer
[e-mail]
Louise
Milly
Team
Member
Internal Network
Engineer
[e-mail]
Danny Lou IT Director External IT Architect danny [e-mail]
Erica Benz Assistant
Director 1
External Designer erica [e-mail]
Bill Dsoza Team Internal Analyst bill [e-mail]

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MANAGING OF IS PROJECTS
Member
John
Fleming
Assistant
Director 2
External System
Administrator
john [e-mail]
2.3 Stakeholder management strategy
Role Level of
interest
Level of
influence
Project management strategies
Programme
Manager
High High Involvement into the project steering board and regular
updating meeting to manage the IT support for the local
government.
Project Sponsor High High Involvement into providing fund for the project to gain
the profitability from the project (Newton, Greenberg
and See 2017).
Financial Officer High High Involvement into the brief session at the business unit
meetings for financial benefits of the project.
Network Engineer High Low Involvement into maximizing the network performance
into the two projects of the E-government.
IT Architect Low High Searching for new opportunities (Schwalbe, 2015).
Designer Low Low Involvement into the user groups.
Analyst High Low Involvement into design and implement of IT system for
efficiency of local government.

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MANAGING OF IS PROJECTS
System
Administrator
Low High Administrator has low interest in the project while
searching for new job opportunities in other places.

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MANAGING OF IS PROJECTS
Risk Register to manage of Information System Projects
Risk
ID
Type of risks Owner of
risk
Cause Effect of risk Probabilit
y
Impact Risk level Risk response strategy Cost of
strategy
R1 Lack of acceptance by
the higher authority to
design IT support
(McNeil, Frey and
Embrechts 2015).
Programme
Manager
It causes due to delay into
approval of the design project
plan.
There is an
increase of
cost due to
supervision of
the entire
project work.
Moderate Minor Low There should be proper market
observations before taking any
approval from the higher
authority. Alternative
designing solutions are taken
into action.
kr 20
R2 Delay into getting the
permission to implement
of IT infrastructure
Programme
Manager
There is delay into designing
work of IT infrastructure for
E-government. There is also
unknown designing scope.
There are
disturbed
designing
processes.
Moderate Moderate Medium There should be weekly
organizational meetings to
carry out the design processes.
Before taking permission, the
situation should be reviewed
properly (Glendon, Clarke and
kr 50

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MANAGING OF IS PROJECTS
McKenna 2016).
R3 Incorrect information
and unclear IT project
guidelines
Designer It causes due to error into the
design work. While detected
errors are generated of time
constraints into the
Information System project.
All the project
related
designing
information is
not properly
mentioned into
the project
report.
Likely Major High Due to addition of
circumstances, the programme
manager should take of
extension of time to complete
the work on time.
kr 70

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MANAGING OF IS PROJECTS
R4 Staffs do not have
technical knowledge on
designing of information
system (Lam 2014).
Designer There is lack of knowledge of
the staffs into the technical
background which causes
errors into the design work.
Lack of staff’s
knowledge
increases the
time due to
repeated check
of the
designing
work.
Moderate Minor Medium The designer should strengthen
their control over work to
provide the employees
consultation with the technical
expert. Training should be
provided to the staffs on
technical work (Chance and
Brooks 2015).
kr 90
R5 Acceptance of unrealistic
project deadlines
Programme
Manager
There is improper schedule of
the entire project plan. All the
project resources are not
added into the project plan
(Wolke 2017).
There is poor
design quality
which results
into failure to
meet with the
project
deadline.
Likely Major High Proper scheduling of the
project plan should be done
before starting to work into the
project. Ms Project software is
used to plan the entire project
activities with its respective
start and end date.
kr 100
R6 There is improper
estimation of budget for
Financial There is improper estimation
of budget. It causes due to
There is
decline of
Moderate Extreme High Proper budget of the project
plan should be done before
kr 50

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MANAGING OF IS PROJECTS
the project plan based on
its IT requirements
(Hopkin 2017).
Officer insufficient cost to carry out
the design tasks.
designing
quality.
starting to work into the
project. Ms Project software is
used to plan the entire project
activities with its respective
cost (Pritchard and PMP
2014).
R7 There are external risks
further than the
operational limits. There
are risks outside the
program control.
Programme
Manager
There are running out of the
fun and there is change into
customer’s product strategies
(McNeil, Frey and Embrechts
2015).
There are
running out of
the fund.
Moderate Moderate Medium The software program is
controlled properly to meet the
organizational objective to end
the plan within scheduled date.
kr 60
R8 There is failure into the
functionality and
performance of IT
system
Programme
Manager
There is continuous change
into project requirements and
no advanced technology is
available into the initial
stages (Glendon, Clarke and
There are
disturbed
designing
processes.
Moderate Minor Low The local government should
use of existing technology for
maintaining functionality of
the IT system.
kr 70

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MANAGING OF IS PROJECTS
McKenna 2016).

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MANAGING OF IS PROJECTS
Risk management is required into a project to complete the plan within time and
successfully without being failed. Mainly into the information system project of the local
government which performed of two sub-projects, there are three main risks: design, time and
budget. When all those three risks are mitigated, then the project work will be successful to meet
with its project objectives (Glendon, Clarke and McKenna 2016). Based on its risk level, all the
risks are assessed into this project plan. The risk matrix of the above mentioned risks are shown
as:
Impact
Probability Trivial Minor Moderate Major Extreme
Rare
Unlikely
Moderate R1, R4, R7 R2 R7 R6
Likely R3 R5
Very likely
Table 2: Risk matrix table
From the above risk matrix table, it is shown that there are many risks in the project
which are required to mitigate on time. There are three high risks, three medium risks and two
low risks. All the risks are responded with possible risk mitigation strategies to overcome with
the risks and avoid them using it. Each of the risks is shown into the risk matrix table based on
its respective risk ID.

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Gantt chart with Work breakdown structure
WBS Task Name Duration Start Finish
0 Project Plan: E-government IT Project 70 days Mon 9/18/17 Thu 12/21/17
1 Project Initiation Phase 12 days Mon 9/18/17 Tue 10/3/17
1.1 Define the project objectives 1 day Mon 9/18/17 Mon 9/18/17
1.2 Define the project purpose 2 days Tue 9/19/17 Wed 9/20/17
1.3 Identify the problems into the project plan 1 day Thu 9/21/17 Thu 9/21/17
1.4 Identify the project team members 4 days Fri 9/22/17 Wed 9/27/17
1.5 Stakeholder analysis 2 days Thu 9/28/17 Fri 9/29/17
1.6 Receive of project description 2 days Mon 10/2/17 Tue 10/3/17
2 Preparation of technical study 14 days Fri 9/22/17 Wed 10/11/17
2.1 Identify the technical requirements 2 days Wed 10/4/17 Thu 10/5/17
2.2 Review on the technical study 4 days Fri 10/6/17 Wed 10/11/17
2.3 Initial study 1 day Fri 9/22/17 Fri 9/22/17
2.4 Prepare draft of initial study 2 days Mon 9/25/17 Tue 9/26/17
3 Establishment of IT procedures 6 days Wed 9/27/17 Wed 10/4/17
3.1 Conflict management 2 days Wed 9/27/17 Thu 9/28/17