Report: LTR Internal Communication and Operational Systems Analysis

This report examines the operational and project management practices of Luton Town Residence (LTR). It analyzes LTR's current internal communication processes, highlighting the use of email, 360 Facility, and Excel spreadsheets. The report identifies data silos and communication challenges, particularly the issue of managing large volumes of emails. It suggests the implementation of Yammer as a solution to improve internal communication, collaboration, and data sharing. The report also includes a project plan, Work Breakdown Structure (WBS), network diagram, risk management assessment, and budget, all presented in a Prince 2 style framework. The analysis emphasizes the importance of effective communication tools and structured project management methodologies for LTR's success in providing services to its residents.

OPERATIONS AND PROJECT
MANAGEMENT

EXECUTIVE SUMMARY-
Project management is procedure or act of managing all the activities related to
assignment in effective manner. The current report explains LTR internal communication
process and operations. It has been defined that by using appropriate tools and systems company
is gaining success as they are able to cater resident better services. Prince 2 and Yammer is the
best system using by firm to manage their business activities.

Table of Contents
INTRODUCTION...........................................................................................................................4
SECTION A-...................................................................................................................................4
Overview of current operational systems, highlighting issue and specific data silos..................4
SECTION B- Operational suggestions............................................................................................7
Recommendation reasoned..........................................................................................................7
SECTION C- Project plan.............................................................................................................10
WBS...........................................................................................................................................10
Network Diagram.......................................................................................................................10
Risk management.......................................................................................................................11
Budget........................................................................................................................................12
CONCLUSION..............................................................................................................................12
REFERENCES..............................................................................................................................14
Appendix A- WBS diagram.......................................................................................................16
Appendix B- Network diagram and CPA..................................................................................17
Appendix C- Risk Register........................................................................................................19
Appendix D- Budget..................................................................................................................20

INTRODUCTION
Project and operation management is practice of leading work of group to achieve set
aims and meet success criteria at particular time period. It is important thing because it assure
appropriate expectations are set around what will be delivered, by when and for how much.
The current study is based on LTR firm working with skilled applicants and comprised
with different departments. This reports explains current operational systems, define data silos
and problems related to email. This assignment also clarifies operational suggestion with clear
argument based on varied systems with their benefits within company. Furthermore, it justified
project plan with important key elements.
SECTION A-
Prince 2 style
Prince 2-
It is the best and most effective structured project management approach. It emphasizes
dividing assignment into controllable and manageable stages (Praveen and et.al., 2018). It was
developed and designed as United Kingdom government standard for info systems projects. It is
considered as most prominent project management approach or strategy it gives essential to
dividing projects into effective phases. The significant of this method is that is help to improve
project management skills for appropriate outputs. It follows an controlled and organized
framework from starting until end of work that is quite beneficial for LTR team in term of saving
time and money as well. It gives common dialect that brings together project management with
colleagues and external delivers with usual comprehension of what work or assignment is trying
to done, why it is important to deliver project, estimate time scales, and convey benefits and all
that is significant for project success and growth. Prince 2 is important to handle and manage all
the activities on timely manner under budget. It is used for project in company with up most
ease, it is also used to control available resources and enhance capability to oversee business as
well as project risk.

Many project can be implemented in Prince 2 style that focuses on activities and control
over whole project, from beginning to end. It means assignment are thoroughly planned before
kick off each phase of procedure is clearly structured and any weak ends are completely tied up
after project summarize.
Overview of current operational systems, highlighting issue and specific data silos
Luton Town Residence is the best housing association managing their business with clear
mission to cater suitable housing for local people. With skilled applicants company provide the
best services to its consumers. Workers communicate and collaborate with each other by using
varied systems, it make them able to share important data or information. To communicate
internally LTR employees use email as internal communication tool. Email is the source of
internal communication between workers and top management regarding business data and
consumers services related info.
LTR allot some laptops to their staff mainly to personal trainers working with supported
housing residents. All the internal communications and operations of company functions as well
as effectively managed by using varied tools or operational systems mentioned below with their
significance-
Email-
It is one of the best way many companies along with LTR uses to send and receive data
about consumers, management functions and other things (Huh and et.al., 2017). It serve as
efficient way to seen one way content or engage in two way communication that does not have
time urgency. When staff send emails to their team members recipients can respond and access
to email when they have chance. It is relay very significant because it develop a quick, reliable
form of communication that is easily available and free accessible. It allows one or more
individual of LTR Company to foster long lasting as well as far distance interactions. It enables
workers to have more spread out and diverse group work, staff can interact and collaborate with
other members share data effectively without need of face to face interaction at times. In these
situations, firm use virtual work group where applicants engage in same assignment or work
tasks. These units use virtual team systems to share files and important documents but they also
send email communications forth. It also permits candidates to communicate and interact with

their consumers across nation borders. It is quite beneficial and useful tool that aid workers to
manage their conversation with other in business network. Collaboration and sharing will be
done through email in effective and systematic manner. Notification and some essential updates
are informed by seniors to their juniors on timely manner. It helps to stored attached documents
in sent box for long that can be used in future for gathering more knowledge about specific thing.
It makes everything easy to prioritize, incoming data have subject lines that mean individual can
delete without opening it.
360 Facility a cloud based system-
Luton Town residence manage their operations with skilled applicants and different
departments like general purpose housing units, marketing team and facilities maintenance group
who are able to use especial could based programme to manage and organize their facilities in
effective manner (Hasan, 2020). It is key element of inclusive corporate real estate and facilities
lifecycle as cloud based software solution especially designed to manage business activities or
services helps assuring saved time, improved consumer satisfaction and reduced costs of
operational management. This system increase operational efficiency, manage schedule modify,
milestones proactively, enable cross group collaboration to secure costly mistakes and also help
to improve team interaction or communication by focusing data to enhance operational
performance.
LTR Company and its team improve operational efficiencies by managing work order
accomplishing, tasks, projects, employees working hours, service degree and costs. It also allows
occupants to develop and manage their own requests, including considering statues of current
requests. In additional, with 360 facility supported housing department also gain many benefits
like functional teams as they manage facilities and also assigns personal trainee to each resident
to fulfill their individual needs and organize support services when it needed by people. It cloud
based system assess facility situations and allow prioritize all aspects of further repairs.
Excel spreadsheets-
Along with above systems or procedures excel spread sheet also used in LTR by
consumer’s services team that is really very important for managing data of each of four housing
blocks (Locock and Mitchell, 2018). It also used to keep track of existing plain text documents

and solved problems with each resident. It is one of the most essential things in workplace within
company because of key role it plays in housing sector. It is important in daily business
operations and used to perform different financial calculations.
Data silos-
In context of case study, Personal coaches and supported housing team leader are able to
use systems for analyzing data about consumers as they set strong password to protect all
information about their resident for longer and keep it confidential. Other teams are not able to
operate and use 360 facility systems they do not have access for it. It define data silos situation
where only few member have access to use data source, that may be beneficial or not.
Problem-
After analyzing case study it examine that many workers complain about issue in
managing huge volumes of emails sent and obtain every day it impact on their work negatively.
Without managing emails staff is unable to revert and share information in effective manner.
Here in workplace, shared data is ignored and often avoid by applicants.
SECTION B- Operational suggestions
Recommendation reasoned
It analyzed from case study, that workers are facing issues while communicating with
each other via using email. Many applicants make complain about difficulty in managing wide
volumes of emails sent and obtain every day. It impact on data sharing and management
activities as well as final outcomes of work negatively. To overcome this problem LTR
Company and its workers must follow some relevant and appropriate suggestion made on case
study analysis. Employees within firms must use Yammer which is quite beneficial for people as
it allow them to communicate in effective manner without facing any issues.
According to Hintsch, Kramer and Turowski, (2018) Yammer is utilized for purpose of
communicating important content or message to database via email. It caters an efficient
programme or essay to use to interact with email list. It is one of the best software platforms that
aid company workers communicate more efficiently with consumers, shareholders, business

partners and employees. It has some interesting features that is useful for business purpose, it has
email optimization tool that help to manage bulk of mail in effective manner, emails design tools
such as email editor build and create email content for marketing campaigns. By using this
system deliverability of email is kept at better optimum state. It helps management to measure
and prevent any deliverability problems, allow to setup email authentication approaches.
Workers also use this tool while working in firm to manage their day to day business activities
such as project management, accounting, risk management, procurement and compliance.
According to Yildiz, (2017) effective communication in business play vital role as it help
to share data with desired one to make some task complete on timely manner. Yammer is the
best private source for enterprise social networking, developed an internal communication
system. It ties together a different of business procedure and allows flow of data between them.
By gathering company shared transactional data from varied sources, Yammer reduce data
duplication and cater info integrity with individual source of fact. In recent time, these systems
are important for managing and organizing thousand of companies of all sizes and in all sectors.
They are created around a one defined data schema that usually has a general data base. It helps
to assure workers that data used across organization is normalized and based on actual definition
and user’s experiences. These elements constructs are then interrelated with business procedures
driven by workflows around varied business departments. Yammer sites permit for LTR users to
easily and effectively collaborate as well as communicate with on another regarding achieving
set aims and objectives. Organization can use this system by creating account on it. Users are
effectively identified by their email domains at workplace and connected to others within a
simple network.
As per view of Langenwalter, (2019) Yammer is an resource for many firms, they make
companies able to run smoother by protecting and unifying information, producing easy to
comprehend trends and automating procedures. This system is very expensive it takes
approximately 60 percent of budget. It success depends on experience and skills of workers,
including knowledge and how to make programme work appropriately. With above benefits and
many advantages, capability of tool in company make day to day operations of management and
long term planning more effective. It unify IT costs and improve efficiency rather than before.
Instead of investing resources on different systems that all require dedicated workers,

infrastructure, licenses and support group, administration in company focus all these costs into
one Yammer. It permit management to crate relationship with their departments that otherwise
be unlikely.
Evans, Ahumada-Tello and Zammit, (2017) stated that to interact and share data
effectively organization used many tools. Yammer is the best collaborative tools that aid
management and its staff to connect and engage across firm. It is private source used by many
companies for enterprise social networking. It is developed as internal communication
programme, Yammer site permits for workers to easily and effectively collaborate with each
other to discuss aims and objectives of business and to meet organization needs. System users are
determined by their email domains and connected to others with strong network. Yammers is
provided as freemium software, workers in company can use most of common features at no cost
with chance to upgrade at a monthly free for some advanced features. According to author
Yammer is the best tool firm can use to solve their issues related to communication. Instead of
being an additional chore, this system actually saves time and money as well. The advantage of
this system is that instead of obtaining out of bed early and driving fast to workplace, applicant
can offer insight on current work, past examples and share consumes services related data to
other team. Yammer provide approval to create connections and interrelationship with other
team mates that may otherwise be unlikely.
. Munusamy and et.al., (2019) discussed that Yammer enables learning employees to
collaborate more efficiently and transfer data more effectively. With increased access to their co-
workers, staff or team members using same platform are saving valuable and essential time by
eliminating time it takes to find data and accomplish tasks. This tool save time and with extra
time workers can takes on additional works, Yammer make applicant more productive. More
than finding a knowledge management database, it permits staff to query their team mates
directly, generating more relevant response in less time. It aid candidates find appropriate
answers to their questions faster. Through informal knowledge exchanges that this tool facilitates
staff can effectively determine content they need to work their roles.
It helps by connecting existing applicants and new workers together for sharing
consumers as well as business related information. While using this system new candidates are
leveraging collective power of their team mates to aid them better navigate company right from

get go. Yammer support new hires to reach full performance and productivity in less time with
getting desire outcomes, eliminating overall cost of ramping up new person. It also analyzed that
this programme make staff able ongoing relationship building in workplace by facilitating fast
exchanges amongst workers. Many individual while using Yammer feel that they are capable to
connect with other employees effectively and easily. By fostering powerful firm culture, it also
help staff to develop and organize close relations with one another.
It can be said from above analysis that Yammer is the most suitable solution for project
management, Big manager is recommended applying this solution.
SECTION C- Project plan
WBS
The current project will be run by dividing each activity with setting appropriate time
frame and value proposition. With the help of below things project management and tasks
effectively managed.
Work break down structure is one of the best project management and programmes
engineering. It is deliverable oriented breakdown of specific project into smaller elements (Li
and Lu, 2017). It is key project deliverable that manages and organizes group work into
systematic sections. WBS purpose is to eliminate complicated or difficult activities to collection
of projects. It is really very essential for project manager as it help to oversee tasks more
efficiently more than difficult activities. Tasks can be independent and measurable with clearly
defined limits. All the assignment work is included in one of tasks and it would include any non
project work. Because work break down structure activities are measurable project management
can allot particular costs to each activity. It allow project handler distribute project budget into
structured package related to tasks and measure to make assure that its costs in sum does not
over exceed total project amount. It is significant for tracking and measuring growth in project
schedule because work break down structure tasks have evidently defined limits, project
management can identify how complex project is by measuring which of activities are
accomplished.

Structure of WBS, scope and work package naming are the three key features of current
work break down structure. With this system manager defined and organizes required work, it
facilitated effective development of schedule by allocating attempt estimated to particular part of
WBS. It can be utilized to determine potential scope risk.
Network Diagram
It is graphical representation of assignment and associated of series of related boxes and
arrows to describe interconnection between important activities included in specific project.
Nodes or boxes represent description of actions & arrows reflect connections among activities
(Proença and Bernardino, 2019). It looks like a chart with systematic series of boxes, it is utilized
to map out work sequence and schedule for task and to track project progress through each stage,
including accomplishment. The purpose of network diagram in project management or plan is to
plan and track work from beginning to end. It aid to assess how long specific project will take,
identify resources required and plan steps in which people can accomplish tasks. It is also
beneficial and useful for managing dependencies between many tasks. Another purpose of this
system is to delivery project on timely manner. It is timeline that is utilized as project
management tool to illustrate how work will run effectively.
With network diagram project manager can view individual tasks, their time limit and
sequencing of these activities clearly. It is useful for scheduling and planning projects, aid assess
how long task will take. Accountable person can view overall duration of project and expected
completion date. As project take one step ahead with real performance updated network diagram
can manage simultaneously displaying an up to date work schedule with new beginning and
completion dates for incomplete activities and keep actual baseline of plan. It is easy to schedule
tasks and understand. Timeline bar, date and time scale is the key features of network diagram.
Along with this, critical path analysis also consider as one of the best project management
technique that needs mapping out each and every activity that is important to complete project.
Risk management
It refers to practice of determining potential risk in advance within project, examining
them and taking precautionary action to reduce risk (Raue and Klein, 2018). Risk management is
procedure utilized by project manager to increase any potential that may be negatively affect
project timelines. Risk is any unpredicted act that may be impact current and further activities,

procedures, resources and technology included in project. It play vital role in project help to
identify risk and manage it with appropriate act. It helps to achieve project aims and objectives
by determining, analyzing and responding to risks that affects on final outcomes. It also aid to
determine issues before they occur or in case of chances, to attempt to leverage them to protect to
happen.
Risk management procedure is less expensive to mitigate risks to protect them from
triggering more than it is to deal with problems that arise when risk does reactive. It can be said
that unmanaged risks can quickly prevent projects from achieving set aims and even cause work
fail to succeed. Risk is anything that may be affects project performance, timelines and budget. It
mean varied thing on different form of projects. Cost risk, inappropriate planning, lack of
directions and schedule risk is a different type of risks occurs in project. To control all these risks
appropriate planning with clear duration, resources and monitoring is required. It help of manage
work accordingly and allow to gain desired outcomes. Before taking any step it is important as
project manager to identify risks.
Budget
Budget of project is sum projected costs required to complete a work over well defined
project of period. It is utilized to estimate what cost of project tasks or activities will be for every
phase (Liang, 2019). It includes such things such as resource costs, data collection, labor costs,
operating and material procurement costs. The ability to obtain experienced applicants, materials
and equipment when they are required is totally dependent on funding provided as outcome of
project budget. The purpose of budget is to limit number chances accessible to project manager
from unessential planning that can be assure that tasks is accomplish on time before available
funds or money run out. It permit project handler to know how expandable limits and obtain
desire results within set budget. Its aim is to prevent unnecessary costs and to allocate
appropriate amount of budget to each corresponding need. Time is money and nothing is more
dangerous to successful development of work than a poorly configured budget. Along with
above purpose, other purposes of budgeting are for resource planning, control, allocation,
coordination and motivation. It can be said that correct budget is key driver of project that drives
work smoothly. Another importance of budget is that is not a tool to control projects costs. It is
plan that act as baseline of monitoring performance as person gather actual costs once work will

be started. Fixed expenses, good incomes sources, appropriate planning and required resource
plan is the key components of budget designed in project. It analyze that baseline of project is
budget by which person is able to measure everything.
CONCLUSION
From above analysis it has been concluded that there are varied types of operational
systems used in LTR company for managing their day to day activities in effective manner. With
Email, 360 facility, Prince2 and excel spread sheet workers are performing their tasks
effectively. Furthermore, it has been summarized that by using Yammer organization gain many
benefits as it help employees to communicate with each other in systematic manner. By creating
work break down structure team it able to accomplish project on time without making any
mistakes. With appropriate planning and setting budget project manager complete their work and
cater outstanding result. Moreover, it has been analyzed that by using Yammer along with above
systems group share important documents with each other in systematic and effective manner.

REFERENCES
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Hasan, S., 2020. An integrated methodology for optimum operation and economic capacity
expansion of stochastic multi-facility systems (Doctoral dissertation, Texas A&M
University. Libraries).
Hintsch, J., Kramer, F. and Turowski, K., 2018. An information system architecture for build-
and engineer-to-order production of application services. Information Systems and e-
Business Management. 16(3). pp.649-682.
Huh, J.H and et.al., 2017, May. I'm too busy to reset my LinkedIn password: On the
effectiveness of password reset emails. In Proceedings of the 2017 CHI Conference on
Human Factors in Computing Systems (pp. 387-391).
Langenwalter, G.A., 2019. Enterprise resources planning and beyond: integrating your entire
organization. CRC Press.
Li, D. and Lu, M., 2017. Automated generation of work breakdown structure and project
network model for earthworks project planning: a flow network-based optimization
approach. Journal of construction engineering and management. 143(1). p.04016086.
Liang, P., 2019. Key Points of Budget Control of Construction Cost Based on Information
Technology and Its Grasp Analysis.
Locock, A.J. and Mitchell, R.H., 2018. Perovskite classification: An Excel spreadsheet to
determine and depict end-member proportions for the perovskite-and vapnikite-
subgroups of the perovskite supergroup. Computers & geosciences. 113. pp.106-114.
Munusamy, S and et.al., 2019. The use of Socrative and Yammer online tools to promote
interactive learning in pharmacy education. Currents in Pharmacy Teaching and
Learning. 11(1). pp.76-80.
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Records. In International Conference on ISMAC in Computational Vision and Bio-
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Proença, C.R. and Bernardino, J., 2019. Evaluating Gant Project, Orange Scrum, and ProjeQtOr
Open Source Project Management Tools using QSOS.

Raue, S. and Klein, L., 2018. Systemic risk management: A practice approach to the systemic
management of project risk. In Global Business Expansion: Concepts, Methodologies,
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Appendix A- WBS diagram
WBSInitationDevelopingteamAssignmentofvariedrolesIdentificationofvariedriskPlanningIdentifyrequirmentFormulationofbudgetCharterprojectpreparationCriticalfactoridentificationExecutionEmployeetrainingAllotmentofresourcesPerformancemanagmentcostsPerformancequalitymanagmentMonitoringCloser

Appendix B- Network diagram and CPA
Task Mode Task Name Duration Start Finish Predecessors
Manually
Schedule
d
Initiation 38 days Tue 5/19/20 Thu 7/9/20
Auto
Scheduled developing the team 16 days Tue 5/19/20 Tue 6/9/20
Auto
Scheduled
assignment of various role to
team members 12 days Wed 6/10/20 Thu 6/25/20 2
Auto
Scheduled identification of different roles 10 days Fri 6/26/20 Thu 7/9/20 3
Auto
Schedule
d
Planning 49 days Fri 7/10/20 Wed 9/16/20
Auto
Scheduled
determination of project
requirement 12 days Fri 7/10/20 Mon 7/27/20 4
Auto
Scheduled formulaiton of budget 12 days Tue 7/28/20 Wed 8/12/20 6
Auto
Scheduled charter project preparation 8 days Thu 8/13/20 Mon 8/24/20 7
Auto
Scheduled critical factor identification 17 days Tue 8/25/20 Wed 9/16/20 8
Auto
Schedule
d
execution 43 days Thu 9/17/20 Mon 11/16/20
Auto
Scheduled employee training 10 days Thu 9/17/20 Wed 9/30/20 9
Auto
Scheduled allotment of resources 20 days Thu 10/1/20 Wed 10/28/20 11,9
Auto
Scheduled perfromance management cost 4 days Thu 10/29/20 Tue 11/3/20 12
Auto
Scheduled
perfromance quality
management 9 days Wed 11/4/20 Mon 11/16/20 13
Auto
Schedule
d
monitoring 27 days Tue 11/17/20 Wed 12/23/20
Auto
Scheduled test conduntion 6 days Tue 11/17/20 Tue 11/24/20 14
Auto
Scheduled indentification of bugs 5 days Wed 11/25/20 Tue 12/1/20 16
Auto
Scheduled managing the risk 6 days Wed 12/2/20 Wed 12/9/20 17
Auto selction of tool for monitoring 10 days Thu 12/10/20 Wed 12/23/20 18

Scheduled of the project
Auto
Schedule
d
Closure 15 days Thu 12/24/20 Wed 1/13/21
Auto
Scheduled compatibility identification 8 days Thu 12/24/20 Mon 1/4/21 19
Auto
Scheduled project review 5 days Tue 1/5/21 Mon 1/11/21 21
Auto
Scheduled suggestion for improvement 2 days Tue 1/12/21 Wed 1/13/21 22

Appendix C- Risk Register
NO Risk
description
Likelih
ood
Impact Action Contingency action
1 Cost risk is
one of the
biggest risks
occur in
project that
affects overall
activities.
When the task
are not
completing on
time it
increase cost
and time as
well.
Low High To overcome this risk
the best action is
completing work at
time with available
assets
Monitor each and every
activity and direct team to
work under budget.
2 Schedule risk
is another
barriers to
deliver project
on time. It is
potential for a
project that
takes a long
time more
High High Project manager
prepare schedule
before starting work
and guide team how to
work accordingly.
Analyze available resources
and then create schedule
accordingly.

than planned
when
structure of
work is not
appropriate.
Appendix D- Budget
Activities Cost £
Data collection 200 £
Yammer software implementation 300 £
Recruitment procedure 350 £
Training and development 400 £
Training specialist 500 £
Resources 200£
Project management team 200 £
Monthly licene fees Above 300£
Total 2,450 £