MGMT2102: IT System Upgrade Project from XP to Windows 2016

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MGMT2102 – FINAL PROJECT
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Table of Contents
Overview..........................................................................................................................................3
Project Background and Description...............................................................................................3
Project Scope...................................................................................................................................3
High-Level Requirements................................................................................................................4
Deliverables and Milestones............................................................................................................5
Affected Parties...............................................................................................................................6
Affected Business Processes or Risks.............................................................................................6
Specific Exclusions from Scope......................................................................................................6
Implementation Plan........................................................................................................................7
High-Level Budget and Timeline/Schedule....................................................................................7
Summary..........................................................................................................................................9
References......................................................................................................................................10
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Overview
The complete process of study, designing, developing, implementing, supporting & managing
the various systems of information based on the computer or laptops is called as the “information
technology”. The most effective information systems include the software application &
computer hardware. The effective information technology helps all the workers of the business
organization to properly ensure & also enhance the work of computers for all the people.
Project Background and Description
The complete project is about the “information technology-software update” under which a
single operator of the business upgrades their information technology from XP to Windows
2016. The company has around 500 laptops & computers in total. The main aim or the purpose
of the project is to properly upgrade the information technology & convert it into the version of
Windows 2016 (Chen, et.al. 2014).
Project Scope
The scope of the project includes the high level of boundaries with the help of which the defined
aims or the objectives of the project can be achieved in an effective & efficient manner. The
technology rapidly changes in accordance with the changing business environment & liking of
the customers, therefore it is very essential for the business organizations to constantly upgrade
the technology. The technology should be upgraded by the business organization within the
limited or the balanced amount of budgeted cost which needs to be reliable, efficient & under
which the demanded technology could be available easily in an effective as well as in an efficient
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manner. The main goal of the information systems is to make all the work very easy for business
professionals & workers. The innovative ways or the most effective solutions are to be provided
by the advanced systems of technology (Stapel & Schneider, 2014). Various stages are being
included under the project scope which is to be executed & accomplished in an effective &
efficient manner so that with the help of all these small stages, the main aim or the ending goal of
the project can be attained in the standard manner. The main aim for upgrading the information
technology or the system is to reduce the technological or the software issues & sometimes the
old version of XP does not get supported by the Microsoft Windows because of which it is very
essential to upgrade the IT system. The project scope also includes the project charter under
which the overall scope of the project, project statement, schedule of the project, estimated cost
for the project, budget, resources, communications, quality, associated risk, engagement of
stakeholders & their management and project control. Following is the project charter for
upgrading the information system from XP to Windows 2016:
Project scope To upgrade the information technology or
information systems from XP to Windows
2016
Project schedule 6 months
Estimated/ budgeted cost 50 dollars
Required resources Technological resources & professional human
resources
Communication To communicate all the people & business
organizations who frequently utilize the new or
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upgraded technologies
Maintained quality The quality of the upgraded technology is to be
maintained very effectively so that
technological issues can be reduced
Risks Technological risks
Stakeholders engagement Project manager, professional IT managers &
system operators
High-Level Requirements
Following are the requirements at the higher level which are to be included under the upgraded
or the new IT system of Windows 2016:
 The application should be free from the downloading of any kind of particular software
for using it & all the users should be allowed to access the application either internally or
externally.
 The application should be able to effectively interface with the current data of warehouse
application.
 It should be also able to incorporate the routing in an automatic manner including all the
necessary notifications to be based upon the business rules (Lappe & Spang, 2014).
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Deliverables and Milestones
Figure: Work breakdown structure of IT project
Source: By Author, 2019
The above breakdown structure shows different categories or the stages which are to be executed
in an effective as well as in an efficient manner so that the overall defined goals & main
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Software upgrading
project
Designing &
Planning
(2 months)
Training &
development plan
(15 days)
Communication
strategy
(20 days)
Defining systems
of IT
(25 days)
Managing tools &
resources
(1 month)
Training tools
(15 days)
Utilizing the
defined IT systems
(15 days)
Budgeting cost
(1 month)
Setting up the
standard budget for
cost
(30 days)
Execution &
implementation of
plan
(2 months)
Conducting
meetings with
managers
(20 days)
Getting approval of
managers
(10 days)
Executing or
implementing plan
(30 days)

objective of the upgrading IT system can be enhanced properly & appropriately. The complete
project of software upgrading includes the four effective stages or categories which are
“planning, managing resources, budgeting cost & execution of the plan”. All the categorized
stages should be enhanced & executed within the given time period so that the overall
completion of the project can be enhanced on time. The delay in the project execution can result
in the wastage of limited available resources & increasing up the amount of overall
organizational cost (Lehtinen, et.al. 2014).
Affected Parties
The parties or the major stakeholders related to this project include the project managers. The
project managers may suffer from a huge loss if the newly established IT software does not
prove as effective & successful as been targeted in the project or the plan. Hence, it is essential to
implement all the strategies in an effective & efficient manner so that the new IT software does
not result in the failure. The project managers should earn the standard amount of organizational
revenue & maximum profits in accordance with the high amount of investment made by them.
Affected Business Processes or Risks
The parties or the major stakeholders related to this project include the large IT business
organizations whose all the work is completely dependent upon the new & upgraded IT software.
Any kind of deficiency in the upgraded software can create the major level of difficulty for the
large business IT software companies because their overall profits & amount of revenue can be
reduced (Lehtinen, et.al. 2014). Therefore, it is very necessary that the upgraded software should
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be free from any kind of deficiencies as a lot of parties are dependent upon the new IT software
& they can be affected at the huge level in case of any kind of drawback in the new IT software.
Specific Exclusions from Scope
The complete project or the plan is required to be implemented as per the categories or the stages
which are being defined & illustrated effectively under the breakdown structure. Apart from all
those effective stages & activities, the project managers should also identify, apply & also
implement the effective business strategies for marketing or advertising the newly upgraded IT
software Windows 2016 so that all the person can be aware of the software & they can easily
access it whenever required. These business strategies will help the project managers to earn a
higher amount of revenue & the overall organizational profits in the standard or appropriate
manner (Thompson, et.al. 2014).
Implementation Plan
Under this stage or the process, the defined activities or the framed plan or the project is being
operated or implemented in real. All the activities are being enhanced to enhance the execution
of the plan in an effective as well as in efficient manner. This stage is very crucial because all the
stages are being executed one by one & if any of the steps are being missed out then the project
manager should be ready to face all the consequences which are unfavorable in nature.
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High-Level Budget and Timeline/Schedule
Figure: Gantt Chart of IT project
Source: By Author, 2019
The above Gantt chart represents the limited time period within which the particular stages
should be complete in an effective as well as in an efficient manner. Different activities are being
given with the different time frame & it is very necessary that all the stages are to be executed in
accordance to the defined time limit because the delay in one stage may result into the delay in
the overall completion, execution & implementation of the project or plan of IT software. The
complete project has been started from the month of January & it has the possibility to be
executed & implemented effectively & appropriately up to the end of the month of June. Both
the work breakdown structure & the Gantt chart will help the project managers to effectively &
properly engage in all the different activities which will help them to lead in the effective
accomplishment, execution & upgrading of the IT software from XP to Windows 2016 (Zhu,
et.al. 2014).
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Summary
It has been concluded that all the effective managers of the project should effectively manage all
the related activities of IT project so that none of the deficiency can be found as the identified
deficiencies may result into the creation of hurdles in the achievement of main goals &
objectives along with the suffering from the huge amount of loss. It is also been recommended
that all the project managers should effectively apply & implement the innovative business
strategies in order to advertise the newly upgraded IT software Windows 2016 to all the people
who can greatly access the software & fully utilize it.
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References
 Chen, Y., Smith, A. L., Cao, J., & Xia, W. (2014). Information technology capability,
internal control effectiveness, and audit fees and delays. Journal of Information
Systems, 28(2), 149-180.
 Lappe, M., & Spang, K. (2014). Investments in project management are profitable: A
case study-based analysis of the relationship between the costs and benefits of project
management. International Journal of Project Management, 32(4), 603-612.
 Lehtinen, T. O., Mäntylä, M. V., Vanhanen, J., Itkonen, J., & Lassenius, C. (2014).
Perceived causes of software project failures–An analysis of their
relationships. Information and Software Technology, 56(6), 623-643.
 Stapel, K., & Schneider, K. (2014). Managing knowledge on communication and
information flow in global software projects. Expert Systems, 31(3), 234-252.
 Thompson, C., White, J., & Schmidt, D. C. (2014). Analyzing mobile application
software power consumption via model-driven engineering. In Advances and
Applications in Model-Driven Engineering (pp. 342-367). IGI Global.
 Zhu, Y., Qiu, P., & Ji, Y. (2014). TCGA-assembler: open-source software for retrieving
and processing TCGA data. Nature methods, 11(6), 599.
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