Stakeholder Report: Cloud Email System for University

This project report focuses on a stakeholder engagement strategy for implementing a new cloud email system at the University of South Australia. It begins with an executive summary and introduction, defining the strategy's purpose and outlining the current email environment. The main body delves into detailed analyses, including the current email system's features, required changes, stakeholder identification (IT consultants and potential vendors), change impact, and risk assessment (data security, cloud storage, and backup concerns). A comprehensive communication plan and proposed governance framework are presented, followed by a vendor analysis. The report concludes with a recommendation to adopt the new cloud email system, despite potential risks, emphasizing the benefits for staff and students. The report also includes relevant references to academic sources.

STAKEHOLDER
REPORT

Table of Contents
EXECUTIVE SUMMARY.............................................................................................................3
INTRODUCTION...........................................................................................................................3
MAIN BODY...................................................................................................................................3
CONCLUSION................................................................................................................................6
REFERENCES................................................................................................................................7

EXECUTIVE SUMMARY
The project report summaries about the stakeholder engagement strategy in which their
purpose is to find out an email system for staff and alumni. Apart from it, the report abstracts
about review of potential stakeholders, action needed to implement the strategies.
INTRODUCTION
The stakeholder engagement strategy may be defined as a kind of strategy in which
organization enables to the relevant stakeholders to get the accepted outcomes (Carmignani,
2016). Basically, this kind of strategy is a main part of corporate social responsibility. Herein,
the context of project report stakeholder engagement strategy is implemented to adopt the new
email system in the university of south Australia. In the stakeholder engagement strategy for
implementation of the cloud providing email system, detail analysis of current environment and
stakeholder information analysis is mentioned.
MAIN BODY
 Analysis of current environment: In the current scenario, the university of south
Australia is using an email system through premise exchange solution 2013. Basically,
this email system has following features which are as follows:
1. Use of time tabling system that is placing the calendar events.
2. Including the on board and off board process system to create separate mail box for the
student and staff.
3. Creating the class for different semester which is useful in communicating with the
students separately about their courses.
So this is the current environment of the email system of the university of the south Australia
which has above mentioned features.
 Detailed brief of change- There are many universities who wants to make change in
their email system so that functions of emailing can be improve. The major change which
they need that is using the email system in the business function. Additionally, another
change is to migrating of all the mailbox data so that information can be saved in the new

cloud email system. As well as the university of south Australia consists wide range of
data so it is necessary for them to implement some changes so that they can communicate
effectively with the staff and students. So these are the main changes which are needed
by the university of south Australia.
 Stakeholder identification analysis- It is related with the identification of the needed
people of stakeholder for a particular project or plan (Kulkarni,Verma and Mukundan,
2018). Herein, the context of the stakeholder engagement strategy to implement the new
cloud email system, it is necessary to find out the appropriate stakeholder. For this
purpose the stakeholder can be the vendor who can offer different kind of software as
well as well as information technology (IT) consultant that can guide about the new email
system. These consultants have the skills to examine about the new software and can
suggest to the universities whether they should adopt new change or not. So the main
stakeholders in the aspect of above scenario are the information technology consultant
and potential vendors.
 Change impact analysis- This is a kind of analysis which is associated with the
analyzing the consequences of the change (Hartoyo, Fadilah and Yudhapramesti, 2016).
It is very important so that organization can assess whether change is worth-full or not. In
the stakeholder holder engagement strategy about the implementation of new cloud email
system, the change will be regarding to entire email system. Eventually, the impact of
this change will be beneficial for all the universities, specially for the university of south
Australia. Due to this, they will be able to send information to maximum number of staff
and students in one time. As well as new cloud system will be crucial for managing the
mailed data of university. So the change impact analysis states that change in the cloud
system is useful for the universities.
 Risk analysis- The risk analysis can be defined as a kind of technique which is being
used for analyzing the level of risk. It is necessary to analyze the risk, otherwise project
can be fail. In the implementation of stakeholder engagement strategy to adopt the new
cloud email system, the risk is analyzed by different stakeholders. Herein, the risks for
applying the new email system are as follows:

Risk of data security- It is a kind of risk which is related to lack of privacy about the data. In
the stakeholder engagement strategy about the new email system, there is possibility of risk
about the data of student's personal information and many more.
Risk of storing email in the cloud- This is also an another risk which is related to the savage of
data in the cloud system. Some stakeholders have their opinion about the new cloud email
system that it will not be able to store the email data accurately.
Lack of possibility of backing up the email- Some stakeholders think that new email system can
not be able to make the backup of the email. So this is also an another risk in the context of the
new cloud mail system.
 Communication plan- It is a kind of plan which is related to the communicating the
information to the different stakeholders (Ganguli and Ebrahim, 2017.). Due to this, all
the stakeholders get in touch with each other. In the stakeholder engagement strategy of
the new cloud email system, the communication plan should involve all the relevant
people which are different stakeholders, universities. In the strategy, relevant
stakeholders are potential vendors and IT consultant. As well as university of south
Australia who is going to be adopt the new email system.
 Proposed governance framework- The governance framework is a kind of framework
which sets the particular rules and regulation which are needed to be follow. In the
stakeholders engagement strategy, the governance framework will be of board of
university, information department. These two will set a particular framework to
implement the new email system in the university of south Australia. The board of
university will communicate the rules and regulation to use the cloud email system as
well as information department will set a systematic way for cloud mail system.
 Detailed vendor analysis- Vendor analysis is related with the analysis of vendor who are
selling any particular service or product. In the aspect of the stakeholder engagement
strategy, the vendors can be seller of new cloud mail software. So it is important for the
stakeholders to analyze the vendor on the basis of their pricing of the software. If any
vendor will sell the mail software to the university then that vendor will be considered as
the stakeholder.

CONCLUSION
From above project report it has been concluded that stakeholder engagement strategy is
very necessary to apply the needed outcome in the organization. In the project report stakeholder
engagement strategy is concluded for applying the new cloud mail system. As well as different
aspect of the this strategy such as risk analysis, communication plan are concluded.
As per the above mentioned project report it can be recommend to the university of south
Australia that they should implement the new cloud email system. This is why because it can
enhance their experience in the use of email system. Though it has some risk but as per the
stakeholder engagement strategy they should implement the change in the email system.

REFERENCES
Books and journals:
Carmignani, G., 2016. Lean supply chain model and application in an Italian fashion luxury
company. In Understanding the Lean Enterprise (pp. 203-220). Springer, Cham.
Kulkarni, S., Verma, P. and Mukundan, R., 2018. Assessing manufacturing strategy definitions
utilising text-mining. International Journal of Production Research. pp.1-28.
Hartoyo, N. M., Fadilah, E. and Yudhapramesti, P., 2016. PRFM Radio: dynamism in
mainstream media and public engagement. Ongoing Asia. p.89.
Ganguli, S. and Ebrahim, A. H., 2017. A qualitative analysis of Singapore's medical tourism
competitiveness. Tourism Management Perspectives. 21. pp.74-84.
Dagiliūtė, R. and Liobikienė, G., 2015. University contributions to environmental sustainability:
challenges and opportunities from the Lithuanian case. Journal of Cleaner Production.
108. pp.891-899.