Queensland University: IS Incorporation Feasibility Study Report

This report presents a feasibility study for the incorporation of an Information System (IS) at Greenwood Technologies, a software development organization facing quality and stakeholder management issues. The study analyzes project needs, objectives, and critical success factors, highlighting the benefits of an IS in managing data, improving decision-making, and streamlining communication. It explores various options, evaluates them based on economic and non-economic criteria, and recommends IS implementation. The report defines the project scope, constraints, and deliverables, including key performance indicators (KPIs) related to cost savings, customer experience, and security. It also addresses organizational change, risk management, and project management strategies to ensure successful IS incorporation. The report aims to provide a comprehensive overview of the project's potential and challenges, supporting informed decision-making regarding its future.

INCORPORATION OF INFORMATION SYSTEM
Business Case
Incorporation of
Information System
Student Name: # #
Student Number: #
Team/Group: #
Course: [enter name of course enrolled]
Unit Coordinator/
Lecturer: Grant Axman-Friend ([e-mail])
Institution: Queensland University of Technology
Teaching Period: [enter semester and year]
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INCORPORATION OF INFORMATION SYSTEM
EXECUTIVE SUMMARY
The remarkable fortitude of the rag is to emphasis in the incorporation of the amalgamation
system in a software development organization such as the Greenwood Technologies who are
facing several criticisms due to their outsourcing practices. Detailed description of the project
will be presented in an organized modus in this project. The option analysis entity of the rag
will be discussing the evaluation criteria and the other recommendations regarding the use of
the Information system. The restraints and the cravings of the project and the procurement
strategy. All the budget, program, risk of the project will be discussed in the paper as well.
This report will be having abundant fragments, and each of piece will be very much essential
to maintain the transparency of the paper.
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Business Case
CONTENTS
EXECUTIVE SUMMARY........................................................................................................2
1 PROJECT NEED...............................................................................................................4
1.1 PROJECT NEED.........................................................................................................4
1.2 PROJECT OBJECTIVES............................................................................................4
1.3 CRITICAL SUCCESS FACTORS (CSF’S)...............................................................4
1.4 ORGANISATIONAL CHANGE................................................................................5
2 OPTIONS ANALYSIS......................................................................................................6
2.1 OPTIONS CONSIDERED..........................................................................................6
2.2 OPTIONS EVALUATION CRITERIA......................................................................6
2.3 RECOMMENDED OPTION......................................................................................7
3 PROJECT DEFINITION...................................................................................................7
3.1 SCOPE DESCRIPTION..............................................................................................7
3.2 CONSTRAINTS AND DEPENDENCIES.................................................................7
SCOPE MANAGEMENT......................................................................................................7
3.3 PROJECT DELIVERABLES.....................................................................................7
3.4 PROJECT KPI’S.........................................................................................................8
4 PROJECT APPROACH.....................................................................................................8
4.1 PROJECT MANAGEMENT STRATEGY................................................................8
4.1.1 PROJECT STRUCTURE.....................................................................................9
4.1.2 PROJECT GOVERNANCE FRAMEWORK...................................................10
4.1.3 PROJECT REPORTING STRUCTURE...........................................................10
4.2 PROCUREMENT STRATEGY...............................................................................11
4.3 COMMUNICATION AND STAKEHOLDER MANAGEMENT STRATEGY.....11
5 BUDGET, PROGRAM AND RISK................................................................................12
5.1 TIMING / PROJECT READINESS..........................................................................12
5.2 BUDGET/COST ANALYSIS AND FUNDING STRATEGY................................13
5.3 RISK ANALYSIS AND MANAGEMENT STRATEGY........................................14
5.4 PROJECT QUALITY MANAGEMENT STRATEGY............................................14
5.5 PROJECT COMPLETION STRATEGY..................................................................15
5.6 BENEFITS REALISATION PLAN..........................................................................15
6 REFERENCES.................................................................................................................16
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INCORPORATION OF INFORMATION SYSTEM
1 PROJECT NEED
1.1 PROJECT NEED
The foremost grit of the rag is to focus on the incorporation of the Information System in the
waged environment of Greenwood Technologies.
Greenwood Technologies is a software development organization based in Sydney, Australia.
This organization have numerous internal as well as external stakeholders. This organization
has been facing several quality related issues about product they were serving to the national
as well as for the overseas clients. This organization have numerous agents all over Australia
as well as in New Zealand, there are numerous complexities associated with those
stakeholders as they are very difficult to be managed.
The incorporation of the Information System can be very much beneficial for the
management of this organization to deal with the issues which are being faced by this
organization.
Information System
What: The use of the Information System can be very much important for this software
development organization as it will help them to manage the sensitive commercial data
which are dispersed among the external as well as the internal stakeholders of the
organization.
Why: The incorporation of the use of the Information System can be very much important for
the decision making process of this organization. Both the two different types of the
stakeholders and there data can be fared using the advanced specifications provided by the
Information System. The new Information System can be entirely customised by the
programmers of this organization. This organization have lots of structured as well as
unstructured data as they for both the national as well as for the overseas clients. All the
mechanical errors of this organization can be reduced significantly using the new
Information System. The Information System can be very much beneficial for managing the
achieved and the unachieved data. Analysis and business planning can be done in an
organized manner using the facilities provided by the new Information System.
1.2 PROJECT OBJECTIVES
The operational efficiency of the workforces can be improved with the help of the installation
of the new Information System. Numerous overhead cost of this software development
organization can be addressed in a professional manner using the facilities provided by the
latest Information System. The supply of Information both all the external stakeholders of this
organization can be done smoothly using the Information System. It can be also said that the
customer service of this organization can be also solved in the first place if the top
management level of this organization decides to contrivance an Information System in the
working environment of this organization. The availability of the system can be maintained
using the facilities of the Information System. The existing communication facilities of this
new software development organization can be very improved using the Information System.
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INCORPORATION OF INFORMATION SYSTEM
1.3 CRITICAL SUCCESS FACTORS (CSF’S)
What: There are numerous critical success factors concerning the usage of the Information
System in Greenwood Technologies. The critical successful factors of this project are the
skills of the Information System, Co-operation with different sections, human resource,
financial investment evaluation, IT infrastructure, facilities provided by this organization,
organizational structure and maintaining the external environment.
Why: Skills: The skill set of the designers as well as the developers of this software
development organization using the advanced specifications of the Information System. Co-
operations: All the different types of departments of this software development organization
can be synced and improved using the features provided by the Information System. All the
issues of each of the departments such as the project management team, software designing
team, software development team, software testing teams, server team, administrative team,
customer service team and the management team can be improved using the new Information
System. Financial investment: All the organizational assets of the organization such as the
software, servers, hardware can be managed in structure manner using the advanced
specification. Human Resource: All the stakeholders associated with the Information System
can be managed using the Information Systems. IT Infrastructure: The IT infrastructure of
this software development organizations can be planned using the facilities of the
Information System. Facilities: The security of the furniture as well as the settings of the
Information are also managed using the facilities of the Information System. IT
organizational structure: The systematic plan of this software development organization can
be improved using the Information System. External Environment: Legislations and the
emerging technologies which are used in this software development organization can be
enhanced using the advanced specifications of the Information.
1.4 ORGANISATIONAL CHANGE
What: The incorporation of the new Information System can have a lasting impact on the
productivity and growth of this organization, at the same time it can be also said that the
installation of the new Information System can have lasting impact on the organizational
structure of this software development organization. The IT infrastructure of this
organization are also managed using the Information System.
Why: There are lots of issues connected with this organization in terms of the management of
the stakeholders of this organization. The suppliers and the other stakeholders of this
organization can be managed in n systematized modus using the advanced specifications
provide by the Information System. The outsourcing network of this organization can be also
managed using the Information System. The commercial data of this software development
organization are also managed using the Information System. The internal specifications of
this software development organization such as the security control procedures can be also
managed using the Information System. All the bugs and the omissions of the software
development can be improved using the advanced specifications of the Information System.
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INCORPORATION OF INFORMATION SYSTEM
Figure 1: Impact of organizational change due to Information System
(Source: Wu et al., 2018)
2 OPTIONS ANALYSIS
2.1 OPTIONS CONSIDERED
The implementation of the Information System must be considering the following
options which will be discussed in this section of the paper. The different options
are discussed as follows:
Time: The execution of the enactment of the Information System should not be very
much time consuming. The timeline as well as the other constraints are the very
much significant for the efficacious conclusion of the scheme.
Resources: All the different types of resources of this project has to be planned in a
proper way with the help of effective communication and resource plan.
Risk: All the risk of this project has to be identified in the first place using the
Information System. The business risks of the implementation of the new system
can be also done in a professional manner using the Information System.
Scope: The financial data model play a huge role in the use of the Information
System. The functionality of the Information System has to be aware for all the
stakeholders of this organization.
2.2 OPTIONS EVALUATION CRITERIA
The option evacuation criteria of this project can be divided in two parts such as the
Economic Factors Evaluation as well as the Non-Economic Factors Evaluation.
Economic Factors Evaluation: The total capital cost of the novel Information System and
the life cycle price of the Information System are managed using the new Information System.
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INCORPORATION OF INFORMATION SYSTEM
Non-Economic Factors Evaluation: The resources of this organisation are managed in an
organized way using the facilities provided by the Information System
2.3 RECOMMENDED OPTION
The incorporation of the new Information System can have an eternal influence on the
organization. The prime recommendations regarding the use of the Information System in
this software-development organization are as followings:
The business risks of this organization have to be considered in the first place using the risk
management plan.
All the business process of this organization has to be aligned according the features of the
new Information System so that there are no compatibility issues.
Effective training sessions are very much significant to deal with the complexities faced by
the employees of this organization regarding the use of this new Information System.
3 PROJECT DEFINITION
3.1 SCOPE DESCRIPTION
Data: The raw data which are circulated in this business organization can be secured, stored
and managed in a rational and chronological manner using the new Information System.
Information: All the sensitive information coming from the external stakeholders of this
organization in terms of the third parties can be managed by the new Information System.
Business Intelligent: The relationship between the consumers and the employees of the
organization using the advanced specifications provided by the new Information System.
3.2 CONSTRAINTS AND DEPENDENCIES
The incorporation of the new Information System can have a significant impact on this
software development organization, however there are lots of constraints and limitations
connected with the installation of the Information System which will be discussed in this
section of the paper. At the same time, it can be also said that there are numerous
dependencies of this project such as the limitations of the resources such as the financial
limitations and management of the risks.
SCOPE MANAGEMENT
There are different scope related with the use of the Information System in this software
development organization in terms of the accounting facilities, management issues,
behaviour of the employees who will be working with this Information System, and the
operational research team of this organization.
3.3 PROJECT DELIVERABLES
The project deliverables regarding the use of the Information System in software
development organizations will be discussed in this section of the paper.
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INCORPORATION OF INFORMATION SYSTEM
The project deliverable for the internal stakeholders of the project are business Information,
project documentation, consultation plan, project plan, training materials and the financial
management.
The project deliverable for the external stakeholders of the project are the contractual
agreements, project plan, consultation plan, delivery of the services, and the delivery plan of
the software’s which are provided to the consumers of this organization across Australia.
3.4 PROJECT KPI’S
The key performance indicators of this project will be discussed in this part of the paper. The
different subcategories of the KPI are discussed in the following table.
KPI Explanation
Profit The business opportunities of the new
system has to be understood in the first
place using this KPI. The revenue generated
can be also identified with the help of the
analysis of this KPI.
Cost and Time savings The cloud services facility of the
Information System can be very much
important for the efficacious completion of
the project as well as to deal with the issues
faced by this organization.
Customer Experience The customer relation of this organization
can be positive affected using this KPI.
Security The functional responsibilities of IS should
be transparent for all the associated
stakeholders of this project.
Crisis Management The recovery time regarding any adverse
conditions has to be managed with the help
of this Information System
Table 1: Key Performance Indicators
(Source: Created by the author)
4 PROJECT APPROACH
4.1 PROJECT MANAGEMENT STRATEGY
The agile software development practice can be used for the incorporation of the new
Information System for Greenwood Technologies. All the cross functional teams which will
be looking forward to work on this project will be benefitted if this software development
methodology is applied for this project. The flexibility offered by this project management
methodologies will be very much beneficial for Greenwood to deal with the adverse business
situations such as the scarcity of the IT technicians. The iterative life cycle of the new
Information System can be achieved in an structured way using this project management
practice. The project cycle can be also managed in an organized manner with the help of this
project management methodology.
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INCORPORATION OF INFORMATION SYSTEM
4.1.1 PROJECT STRUCTURE
Co-ordination between both the internal as well as the external stakeholders of this
organization is very much desired regarding the fruitful completion of the project.
Interactions between the environmental factors can have huge impact on the success of the
project also which is the main reason behind the need of maintaining a professional project
structure. The project structure is presented in the below diagram.
Figure 2: Project Structure
(Source: Wu et al., 2018)
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INCORPORATION OF INFORMATION SYSTEM
4.1.2 PROJECT GOVERNANCE FRAMEWORK
The project governance framework of this project will be considering the investors who will
be funding the budget of the project. The users of the Information system, and senior
supplier, project manager of the IT technologies are the secondary stakeholders of this
framework. The strategic advisers of the team and the stakeholder working group are the
other essential members of this project government framework. The below diagram can be
very much important to understand the project governable plan for this particular project.
Figure 3: Project governance plan
(Source: Westrup et al., 2018)
4.1.3 PROJECT REPORTING STRUCTURE
Reporting will be a very significant issues as it will encourage all the stakeholders to
complete their responsibilities within the deadline. It can be said that the matrix based
organizational structure can be very much beneficial for this organizations it will help them to
close the difference in approaches between the project manager of this project and the
employees of this organization who are supposed to work with the new Information System.
Different types of managers of this organization can be befitted if the matrix organizational
structure is maintained during the project.
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INCORPORATION OF INFORMATION SYSTEM
Figure 4: Reporting structure
(Source: Patra, Mishra & Mahapatra, 2018)
4.2 PROCUREMENT STRATEGY
The implementation of the new Information System can be very much important for
Greenwood Technologies for the financial management of this project. The supplier
management and optimization is the most appropriate procurement strategy for this project as
this project involve numerous stakeholders from different parts of the world. All the
stakeholders must be aligned in the first place in order to implement this procurement
strategy. This procurement strategy is can be aligned in a professional manner using the
participation of each of the different types of managers of this organization. The business
needs of this software development organization is also aligned with the help of this
procurement strategy. It can be said that this procurement strategy can be very much useful
for this software development organization as it us very much flexible with the current
market conditions of the IT organizations.
4.3 COMMUNICATION AND STAKEHOLDER MANAGEMENT STRATEGY
Stakeholder Interest Medium Frequency
Project Manager Manage all the
schedules of the
project
Both verbal and
non-verbal modes of
communication
Communication can
be done on a daily
basis.
Project Sponsor The budgeting of the Most nonverbal Communication can
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INCORPORATION OF INFORMATION SYSTEM
project will be done
using the sponsor
modes of
communication is
used by this
stakeholder.
be done on a
monthly basis.
Designer They will be
designing the User
Interface of this new
IS.
Nonverbal modes
are used by this
stakeholder.
Communication can
done using on a
daily basis.
Developer The backend
functionalities will
be created and
managed using the
developer.
Nonverbal mode of
communication can
be used by this
stakeholder
Communication Plan
can be done on a
weekly basis.
Tester The quality of
service offered by
the new system will
be tested by both the
black box as well as
the white box
testers.
Nonverbal mode of
communication can
be used by this
stakeholder.
Communication can
be done only after
the completion of
the development
phase of the project.
Table 2: Stakeholder Communication plan for this project
(Source: Created by the author)
5 BUDGET, PROGRAM AND RISK
5.1 TIMING / PROJECT READINESS
Task Mode Task Name Duratio
n Start Finish Predecesso
rs
Auto
Scheduled
Information System in
Greenwood
Technologies
50 days Wed 5/1/19 Tue 7/9/19
Auto
Scheduled Phase 1 9 days Wed 5/1/19 Mon 5/13/19
Auto
Scheduled
Identification of the
issue in GT 2 days Wed 5/1/19 Thu 5/2/19
Auto
Scheduled Analysis 2 days Fri 5/3/19 Mon 5/6/19 3
Auto
Scheduled Documentation 5 days Tue 5/7/19 Mon 5/13/19 4
Auto
Scheduled Risk Evaluation 0 days Mon
5/13/19 Mon 5/13/19 5
Auto
Scheduled Phase 2 6 days Tue 5/7/19 Tue 5/14/19
Auto
Scheduled
Examining previous
phase 5 days Tue 5/7/19 Mon 5/13/19 4
Auto Identification of 1 day Tue 5/14/19 Tue 5/14/19 8
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