IT and Business Project Report: Prince2, DSDM, and Risk Analysis

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This report provides a comprehensive analysis of IT and business projects, focusing on the application of the PRINCE2 methodology, risk management strategies, and the use of project management tools. The report begins with an introduction to business projects and the increasing role of IT in managing them efficiently. It then delves into Task 1, which involves drawing a terms of reference for a project board using the PRINCE2 methodology, emphasizing the importance of this methodology in assigning roles and managing various aspects of the project. Task 2 explores the development of a Gantt chart reflecting project phases, implementation, and testing requirements. This section also covers technical and contractual actions and stakeholder communication. Finally, Task 3 discusses the benefits and drawbacks of implementing DSDM for a second project and produces a risk register. The report concludes by summarizing the key findings and insights gained from the analysis of the projects, highlighting the importance of methodologies and risk management in achieving project success. The report also includes a detailed examination of system development life cycle phases, including investigation, analysis, design, testing, and implementation.
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IT AND BUSINESS
PROJECT
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TABLE OF CONTENTS
INTRODUCTION...........................................................................................................................3
TASK 1............................................................................................................................................3
Drawing a terms of references for a project Board by using Prince 2 methodology...................3
TASK 2............................................................................................................................................4
2.1 Developing Gantt chart reflecting phases and stages of review............................................4
2.2 Implementation of project and recommendation...................................................................6
2.3 Test requirement of project 1 and setting out deliverables and responsibility......................6
2.4 Technical and contractual action as well as message to the stakeholders.............................7
TASK 3............................................................................................................................................7
3.1 Discussing the benefits and drawbacks which are associated with implementation of
DSDM for Project 2.....................................................................................................................7
3.2 Producing a risk register for the second project....................................................................8
CONCLUSION..............................................................................................................................10
REFERENCES..............................................................................................................................12
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INTRODUCTION
Business projects are undertaken by the firm with the motive to attain success in the
highly strategic environment. In the recent time, IT advancements are taken place within the
business unity the very high pace. Now, majority of the companies are using IT tools and
techniques for managing the business projects more effectively and efficiently. Moreover, IT
tools facilitate better decision making to a great extent by simplifying the large amount of
information. The present report is based on the case situation of Brighter Futures which offer
support or guidance to the young people regarding their career aspect. This report is based on
two projects which will develop deeper insight about Prince 2 methodology, risk register and
DSDM. Besides this, it will also shed light on the manner in which project management tools
such as Gantt chart helps in managing the project effectually.
TASK 1
Drawing a terms of references for a project Board by using Prince 2 methodology
PERINCE 2 methodology is highly significant which in turn helps in assigning roles to
the different members of team on the basis of their expertise level. Such methodology is highly
important which in turn helps in managing various aspects such as business case, plan,
organization, quality, risk, change and progress. Hence all such seven principles provide high
level of assistance in meeting all the criteria’s more effectively (PRINCE2 Project Methodology,
2017). The given case situation presents that Brighter Finance is planning to share IT system for
finance, HR and general procurement. In this, by following the principles PRINCE 2
methodology business unit can get the desired level of outcome or success. On the basis of such
methodology by making competent plan Brighter future can improve its existing position and
performance. Moreover, without having sound plan or framework it is not possible for the firm
to direct its efforts in suitable manner. Along with this, through the means of monitoring, risk
can be assessed by Brighter Future in a prominent way. Hence, by taking strategic action for the
mitigation of risk within the specified time Brighter Future can attain success. Under PRINCE 2
methodology there are 7 principles that must be followed in respect of project. Some of them are
explained below. Project must have business justification: Project is having business justification as by
using same IT systems of different domains like finance and HR is shared with the
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business partners which simplify business operations of the business firms with which
firm is working with full cooperation. Thus, project have viability for the business firm. Terns should learn from every stage: During development of the system that prove
appropriate for the three firms lots of things are analyzed by the firm software
development team. Due to this reason they learn lots of things and be able to develop
system that commonly meet needs of three firms. Roles and responsibilities are clearly defined: In the project roles and responsibility of
all employees is clearly defined. This ensured that conflict will not arose among
employees and all will do their work in systematic way. Moreover, communication will
be smooth between team members. Work is planned in stages: Preliminary planning is done in starting of every phase of the
project development in order to ensure that everything is planned and resources will be
used in best way for achievement of targets. Project boards manage by exception: Project manager get regular updates from the
subordinates. A provision is made under which in case project track down from growth
phase then board members will directly take action to bring project back on track. Teams keep a constant focus on quality: Some parameters are determined in respect to
each phase of the project. Performance is compared with the standard in order to measure
performance of the firm. The approach is tailored for each project: Plan is prepared to perform each project and
with change in the situation same is also changed. By doing so it is ensured that in every
contingent situation project will be smoothly operated by the managers.
TASK 2
2.1 Developing Gantt chart reflecting phases and stages of review
System development life cycle is also known as application development life cycle. It is also
known by name systems engineering, information systems and software engineering. Under this
stage thee are different phases like system investigation, system analysis and design etc. All
these stages are performed in sequence and in this way project is completed. Different phases of
system development are explained below.
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System investigation: This is the first stage under the system development under which
old system that was existing in the business firm is analyzed. The main objective of this
stage is to do preliminary analysis (Benner, Feather and Zorman, 2014). In this stage first
of all existing system is analyzed. In this stage business firm objectives, nature and scope
of problem of is taken in to consideration. An attempt is made to prepare a system in such
a way that to large extent or completely eliminate the business problem. In this stage after
analysis of the existing system alternatives on which work can be done is identified and it
is ensured that best one will be selected by the managers. System analysis: This is the second stage under which system is analyzed. Project goals
are defined and functions as well as operation of intended application is determined. This
is the stage under which data is gathered and facts are interpreted. The process that is
followed to diagnose a problem is determined (Bustard, Wilkie. and Greer, 2013). On
analysis of information recommendations are determined that need to be followed in
order to make system better. Thus, it can be said that this is the one of the crucial stage
that one need to follow in order to develop system in better way. This is the reason due to
which most of business firms give due importance to this stage. Design: This is the stage under which different things are determined like screen layout,
business rules, process diagrams and psedocode as well as other documentation. In this
stage the way in which system will appear is determined. Apart from this, process in
which system will work is determined (Henisch, 2014). For example if any firm is
preparing database management system then process for query addressing is determined.
In this stage the way in which system will address user query is determined. After
determining all these things coding is done and software is developed. Thus, it can be
said that on the basis of input provided in second stage software is developed. Environments: Environment refers to the domain where developers build, install and
configure the systems that move through system development life cycle. Environment is
related to the varied areas of system development life cycle. There are number of
example of environment like development environment, common build environment,
systems integration testing environment, user acceptance testing environment and
production environment (Krishnamurthy, Ou and Tripathi, 2014). Development
environment is the environment in which engineers work independently. They work
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collectively when work is merged. On other hand, there is another environment which is
known by name common build environment. In this environment work is merged to build
a combined system. Testing: This is another important stage under which software is tested. Coding that was
designed in the earlier stage is tested in this stage and it is ensured that software is
developed and working in proper manner. It must be noted that unit, testing and user
acceptance is most frequently performed in this stage. Under waterfall model testing is
done and how much testing will be done is determined (Lin. and et.al., 2014). By
performing testing in different stages defects that are in the software are identified and
issues are fixed to solve the problem. Training and transition: Training is another important stage under which first of all
relevant employees are educated about the way in which software must be used.
Extensive training program are operated so that more and more relevant employees can
make effective use of software. Operations and maintenance: This is the second last step and under this software
maintenance is done. In this regard, time to time modifications is done in the software. It
can be said that it is the one of the important stage of the software development.
Evaluation: This is the final stage of the system development under which same is
evaluated and additional features are added if required.
Task
Mode Task Name Duration Start Finish Predecessors
Auto
Scheduled System investigation 6 days Thu 4/6/17 Thu 4/13/17
Manually
Scheduled Problem definition 2 days Thu 4/6/17 Fri 4/7/17
Manually
Scheduled Feasibility study 6 days Thu 4/6/17 Thu 4/13/17
Auto
Scheduled System analysis 9 days Mon 4/10/17 Thu 4/20/17
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Manually
Scheduled Identify system users 2 days Fri 4/14/17 Mon 4/17/17 1
Manually
Scheduled Define main users goals 1 day Mon 4/10/17 Mon 4/10/17 2
Manually
Scheduled
Define system usage
patterns 2 days Fri 4/14/17 Mon 4/17/17 3
Manually
Scheduled
Invent functional
solution to meet users
goals
5 days Fri 4/14/17 Thu 4/20/17 2,3
Auto
Scheduled System design 20 days Tue 4/11/17 Mon 5/8/17
Manually
Scheduled Analyze the situation 3 days Fri 4/21/17 Tue 4/25/17 4
Manually
Scheduled Research the problem 2 days Tue 4/18/17 Wed 4/19/17 5
Manually
Scheduled
work out possible
solutions 6 days Fri 4/21/17 Fri 4/28/17 4,5
Manually
Scheduled Select a prefere solution 3 days Tue 4/11/17 Thu 4/13/17 6
Manually
Scheduled
Construction of
prototype 15 days Tue 4/18/17 Mon 5/8/17 5,6
Auto
Scheduled Testing of software 18 days Tue 4/18/17 Thu 5/11/17
Manually
Scheduled Design review 2 days Tue 4/18/17 Wed 4/19/17 7
Manually
Scheduled Test planning 2 days Fri 4/21/17 Mon 4/24/17 8
Manually
Scheduled Test designing 3 days Tue 5/9/17 Thu 5/11/17 9
Manually Test environment setup 3 days Wed 4/26/17 Fri 4/28/17 10
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Scheduled
Manually
Scheduled Test execution 2 days Tue 5/9/17 Wed 5/10/17 8,9
Manually
Scheduled Test reporting 1 day Thu 4/20/17 Thu 4/20/17 11
Auto
Scheduled Training and transition 12 days Fri 4/14/17 Mon 5/1/17
Manually
Scheduled
Identifying need of
training program 1 day Mon 5/1/17 Mon 5/1/17 12
Manually
Scheduled
selection of candidate
for training 1 day Fri 4/14/17 Fri 4/14/17 13
Auto
Scheduled
Operation and
maintenance 7 days Mon 5/1/17 Tue 5/9/17
Manually
Scheduled
Performance of activity
on software 2 days Mon 5/1/17 Tue 5/2/17 12,13
Manually
Scheduled Maintinance of software 1 day Tue 5/9/17 Tue 5/9/17 14
Auto
Scheduled System evaluation 18 days Thu 4/20/17 Mon 5/15/17
Manually
Scheduled Internal review 2 days Fri 5/12/17 Mon 5/15/17 15
Manually
Scheduled
Generating report for
Directors 1 day Thu 4/20/17 Thu 4/20/17 16
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Figure 1Gantt chart
2.2 Implementation of project and recommendation
In order to implement software process that will be followed for implementation of same is
determined. Thereafter, engineer do software configuration and ensure that it is running in proper
manner. In the third stage user acceptance testing is done and software is checked in terms of
performance (Losada, Urretavizcaya and Fernández-Castro, 2013). In the fourth stage cutover
plan is prepared and under this transitioning from one system to new one is done. Cutover is
prepared and executed and this plan is prepared to ensure that ongoing risk of transition from one
system to another will be reduced substantially. Finally, in this stage system is completely
implemented and users are asked to use the system. According to relevancy of system different
operations are performed by the users. It is recommended that project must be developed in such
a manner that needs of requirements of all the three firms must be addressed. This is because
project is related to the finance, HR and procurement and will be used by the three firms. In this
regard committee of three members must be prepared. In this committee one member will be
from the single firm. These board members will look after progress that is taking place in the
project. Members will also ensure that system is developed in each phase by considering their
firms needs and requirements. In this project main objective will be achieved
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2.3 Test requirement of project 1 and setting out deliverables and responsibility
Systems that are related to finance and HR as well as other departments will be tested.
Under the testing process the extent to which these three systems are integrated with each other
will be identified. Chief engineer will be responsible to do system testing and during testing it
will identify the extent to which systems are performing well (Sarigiannidis, and Chatzoglou,
2014). After checking of entire system chief engineer will send report to the top manager about
performance of system. In this way entire system testing is done and responsibility is fulfilled.
There are number of activities that will be performed under the testing phase. Under testing
phase first of all design of the software that is prepared will be reviewed and relevant things will
be identified. Thereafter, test planning will be done so that system testing can be done in better
way. Test designing will be done on the basis of details that will be available about the system
requirements. Finally, test environment will be set up like server, client and network etc in order
to create user friendly environment. At last test cases will be executed in the test environment to
see whether same pass.
2.4 Technical and contractual action as well as message to the stakeholders
Data transformation is a very tough task and there is a very high risk of same is data is not
transferred in better manner (Thüm. and et.al., 2014). Important message will give to the relevant
entities which are stakeholder of the business firm and under this it will be communicated to
them that data that is stored is safe and will safety transferred from server so that data can be
kept safe and server can be upgrade in better manner. Data migration is the one of the most
important project under which servers are upgraded and replaced. Data migration is also done
when websites are consolidated and server is maintained as well as data is relocated to data
center (Völter and et.al., 2013). Hence, it can be said that there is significantly importance of
contractual action and message to the stakeholders. Through different channel of communication
contact will be established with the varied stakeholders. Like investors will be contacted through
annual general meeting. Strict action will be taken against the vendors because same does not
supply relevant programs that enable installation of program and working of same in the
systematic way. In this regard relevant entity will be sued in the court and it will be ensured that
amount can be obtained from same as compensation for not meeting requirements. Message will
be communicated to all stakeholders through different channel of communication like mail and
phone etc. Entire case will be explained in detail and more time will be demanded for delivery of
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product. Clients will be contacted through phone calls or video calling. Support staff and project
ream will be informed about same through e mail. Detailed advice will be taken from them in
respect to the constructive steps that must be taken against vendors.
TASK 3
3.1 Discussing the benefits and drawbacks which are associated with implementation of DSDM
for Project 2
DSDM may be served as a one of the leading agile approach that place high level of
emphasis on aligning benefits or deliverables with the organizational goals and objectives. Such
methodology or approach lays more focus on facilitating workshops (Gemünden, Huemann and
Martinsuo, 2013). Along with this, DSDM is highly associated with the continuous development
of project. On the basis of the cited case situation project is highly associated with the
development of information system. In this, Brighter futures firm have taken decision in relation
to moving from predominantly face to face method from social media. Moreover, information
which is provided by the firm through the mean of E-click is not highly interactive and attractive.
Further, cited case situation shows that now firm is facing financial issues and difficulties due to
the changes take place in the policies of government.
Hence, now with the motive to attain success business units have taken decision in
relation to the appointing highly skilled personnel such as 300 including both part and full time.
Hence, by focusing on new technological aspects business unit can improve its financial position
and performance. In this regard, by using such approach Brighter Future and other three firms of
similar industry are placing emphasis on using DSDM approach which maximizes user
involvement to the significant level. DSDM includes three phases such as pre-project, life cycle
and post project phase. Hence, by going through from such phases Brighter Future can complete
information system project in the best possible way.
Benefits: There are several benefits which are offered by DSDM approach to the
business organization. Such approach gives more priority to the aspect of continuous
development which in turn enhances the quality of product significantly. In the context of
Brighter Future, by making continuous monitoring of performance of e-clips and users
involvement aspect business unit can make suitable modifications (Adak and Yumuşak, 2013).
Along with this, active user participation throughout the life cycle also may result into greater
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