Project Management Report: Cloud-Based System for Sunshine Homes

This report presents a detailed analysis of IS project management for Sunshine Homes, a real estate agency aiming to upgrade its IT infrastructure and implement a cloud-based management information system. The report outlines the phases of the project life cycle, emphasizing project initiation, planning, execution, monitoring, and closure. It includes a stakeholder register and a communication management plan to ensure effective communication among stakeholders. The creation of a project charter, a project network diagram detailing task sequences and durations, and a work breakdown structure are also discussed. The report highlights the importance of these elements in achieving project goals, managing resources, and mitigating risks. Additionally, the report underscores the significance of cost management, providing a preliminary cost estimate for the project. Overall, the report serves as a practical guide to managing IT projects within a business context, emphasizing the importance of structured planning, stakeholder engagement, and efficient execution.

IS project
Management

TABLE OF CONTENTS
TABLE OF CONTENTS..............................................................................................................1
INTRODUCTION...........................................................................................................................2
MAIN BODY..................................................................................................................................2
Phases of project life cycle..........................................................................................................2
Stake holder register and communication management plan......................................................3
Create project charter...................................................................................................................7
Create project network diagram...................................................................................................8
Create project Work Breakdown Structure (WBS).....................................................................9
CONCLUSION..............................................................................................................................10
REFERENCES..............................................................................................................................11
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INTRODUCTION
Project management is the application of processes, methods, skills, knowledge and
experience to achieve specific project objectives according to the project acceptance criteria
within agreed parameters. It assists project manager in achieving all the project goals that has
been defined by them. There are various stages of project management that needs to be followed
by an individual so that success can be gain by them and it will assist them in making project
more efficient. It is the responsibility of project manager to initiate the project and make sure that
it is achievable in given time constraints. Present report will lay emphasis on Sun shine homes
which is a real estate agency. They want to outsource the web development and want to develop
the cloud- based management information system. They want to upgrade company’s current IT
system. This report will lay emphasis upon phases of project life cycle, stakeholder register
communication management plan, creation of project charter, creation of project network
diagram, calculation of project cost and net present value, and lastly upon creation of project
work breakdown structure.
MAIN BODY
Phases of project life cycle
Project life cycle can assist project manager in giving a framework that can support them
in managing any type of project within a business (Sutrisna, Ramanayaka and Goulding, 2018).
There are various stages of project life cycle and it is being determined by the management by
considering various factors and also they keep a check upon organisations need for it. It includes
the following:
Project initiation: It is the first stage and the goal of project manager in this stage is to
introduce project at a broader level. Sunshine homes at this stage will ensure that whether project
which is undertaken by them that is cloud based information system is feasible or not. In this the
project manager needs to be involved in creating a project charter where the purpose and goal of
project is clear to every stakeholder who is involved in the project.
Project planning: In this sunshine homes will be involved in forecasting the future, they
will be involved in determining the aims and objectives of report so that project can become
successful. They will also be involved in making plans related to responsibility that will be
carried by each team member. All this is being done in order to grow. In this communication
plan, risk management plan will also be made by project manager.
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Project execution: this is the phase where deliverables needs to be developed and
completed by sunshine homes. In this stage project manager is been involved in providing
adequate resources so that efficiency can be increased of employees.
Project performance and monitoring: During this stage project manager of sunshine
homes will be involved in making use of various key performance indicators in order to know
about the progress firm has made previously and also after installing the cloud software. In this
project manager will also be engaged in analysing whether the quality deliverables are being met
(Muszyńska, 2016).
Project closure: in this stage project will be completed and during this period team member
who were being involved in project will be recognised. Project manager will be engaged in
making final budget and check whether there is any gap in the budget that has been made by
them.
Stake holder register and communication management plan
Stakeholder register in project management can be defined as that register which contains
information related to stake holders in it (Lauren and Schreiber, 2018). Once the project charter
is approved only after that stake holder register is developed. This assist project manager in
identifying people, groups and organisation. It includes the following:
stakeholder role department Expectation
Project manager The role is to upgrade
the IT infrastructure
of company
successfully. They
will be engaged in
doing all plans related
to making the project
successful. This will
provide benefits to
sunshine home and
also assist them in
growing and
increasing their
Project services The expectation is to
provide quality of
services to clients so
that their loyalty
increases. The cloud
based management
information system
can also assist in
increasing employees
loyalty
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productivity. In this
project manager will
also be engaged in
providing training to
employees so that
their skills related to
managing of cloud
software increase.
This will assist them
in achieving set target
and mission.
owner The role of owner of
sunshine homes is to
provide employees
with adequate
resources so that
project can be made
successful. They will
also be engaged in
providing support to
project manager in
every aspect so that
set aims and target
can be achieved by
them.
Organisation The expectation is to
earn more amount of
profit and also the
owners wants return
on investment more.
They also expect that
by making use of
cloud management
informative system,
productivity of
employees is been
increased and also
they are been able to
achieve the set target
and mission.
Team members In this employees will
be engaged in
performing all those
tasks which is being
assigned by project
Organisation Team members has an
expectation to achieve
the goals and
objectives in time
period defined by
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manager. They will
also be engaged in
making sure that
resources are being
used by them
effectively so that
wastage can be
minimised and
efficiency can be
increased.
project manager. They
also expect that cost is
not being increased
while performing task
identified their project
manager. This will
assist them in making
project a success and
will also assist in
growing
Engineers The role of engineer is
install cloud
management
information system
successfully and
aware everyone about
the use of software
and its uses. They also
need to check whether
the software installed
is of high and
appropriate quality so
that employees are
been able to easily
achieve set target and
mission (Samáková
and et.al., 2018).
organisation They expect that
information system
and structure of
sunshine home is
being upgraded
successfully. They
also expect that every
team member has an
adequate knowledge
about the cloud
information system
and make better use of
it. This will also assist
firm in growing and
achieving objectives.
investors Their role is to
support organisation
during time of
changes and make
organisation They expect a high
return on investment
and they also want
project to be more
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sure that they are
investing in a right
place
successful. This will
also assist firm in
attracting more
potential investors.
IT manager Responsible for
handling
communication
project manager, PB
web design director
and sunshine home
office director
It department They are expected to
maintain
communication with
all the stakeholders
who are involved in
outsourcing
development of cloud
based management
infrastructure
Communication management plan: This plan is being undertaken in order to make project a
success. Sunshine homes through this plan will be involved in making sure that effective
communication exists and also there has been no miss-understanding because of ineffective
communication. In this important information will be transferred throughout the project is been
taken place. This will assist project manager in achieving set target and mission. It includes the
following:
Choose a format: In this project manager will be engaged in designing format related to
communication plan. They will decide whether the project will be shared by using spread sheet
or micro-soft word. They will also gather a feedback on same plan.
Set communication goal: In this project manager of sunshine home will also be involved in
setting up goal related to interaction. Stake holders needs to be updated on the goals that has
been set up by project manager.
Identify stakeholders: project manager will be engaged in identifying stakeholders to
which important information needs to be transferred. It is really important to identify stake
holders so that no information is been passed to any other person.
Identifying methods of communication: In this project manager will analyse methods of
communication through which they can pass on information. They can make use of emails,
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messages, skype calls to pass message. This will assist them in achieving set target and mission
which is really necessary for their growth.
Communication updates: In this if there are any changes in plans, the updated messages
also need to be provided to stake holders so that no miss understanding and conflict exists
between them. This will assist them in increasing productivity (Butt, Naaranoja and Savolainen,
2016).
Create project charter
Project charter can be defined as a project definition report or project statement. It helps
in provision of high- level description of business needs and useful information in order to get
project approved (Varajão, Colomo-Palacios and Silva, 2017). Project charter of given case
study of sunshine hones real estate Agency is:
Title: Develop new ITY infrastructure and develop new cloud- based management information
system.
Brief Description: Update IT infrastructure such as storage, printers, desktop, network IT
infrastructure, update all application software and system infrastructure software. Sunshine hone
also needs to develop a cloud- based management information system so that they can enhance
their IT infrastructure efficiency and reduce overall expenses.
Goal or deliverables: The main goal of this project is to upgrade whole company IT
infrastructure and develop cloud- based management information system with 13 days’ time
period.
Scope of the project: Main scope of the project are: to upgrade current application and system
software used by company. Develop new could based system for organization for enhanced
performance and security.
Stakeholders: Main stakeholders of this project are: investors, engineers, team members, owner,
project manager.
Milestones: First milestone of this project is to initiate the project and identify main
requirements. Second milestone is requirement analysis where network infrastructure
requirement and cloud- based system requirements.
Budget: Total estimated cost of the project is $406000.
Constraints, risk and dependencies: there are various kinds of risk associated with the project
some of the main risk associated with the project that are required to be considered are:
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exceeding project budget is one of the main risks associated with the project. Outsourcing of
Cloud based management information system can help in maintaining overall budget of the
project. It is important for IT manager to continuously focus upon development of outsourcing
information system development so that information or data security can be ensured and project
can be completed within defined time period.
Preliminary cost associated with the project: Project management cost: 250000, web
development: 100000, hardware cost: 35000, software costing: 8000, maintainance per year cost:
5000, fill out cost: 8000.
Create project network diagram
Project network diagram can be defined as kind of chart that is populated with task boxes
and all the task are linked with each other in order to show sequence and schedule of work which
is required to be completed (Ahmadi and et. al., 2018). Network diagram is one of the simplest
way through which progress of each phase of the project can be checked till its completion.
Task Name Duration Start Finish
Project initiation 1 day Mon 8/31/20 Mon 8/31/20
Requirement Analysis 2 days Tue 9/1/20 Wed 9/2/20
Network IT infrastructure 1 day Tue 9/1/20 Tue 9/1/20
Cloud- based system
requirement 1 day Wed 9/2/20 Wed 9/2/20
Design 5 days Thu 9/3/20 Wed 9/9/20
Set up IT system 1 day Thu 9/3/20 Thu 9/3/20
Design outsourced web
development 2 days Fri 9/4/20 Mon 9/7/20
design network
communication 2 days Tue 9/8/20 Wed 9/9/20
Development 5 days Thu 9/10/20 Wed 9/16/20
IT Infrastructure
development 2 days Thu 9/10/20 Fri 9/11/20
IT system development 3 days Mon 9/14/20 Wed 9/16/20
Execution 2 days Thu 9/17/20 Fri 9/18/20
Testing and analysis 3 days Mon 9/21/20 Wed 9/23/20
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Project cost and NPV
(covered in excel)
Create project Work Breakdown Structure (WBS)
Breaking task of a project into smaller sub- task is one of the most common and productive
technique which is used to make work more manageable and approachable. Work breakdown
structure is one of the most common tools which is used for the same purpose i.e. to divide a
project into sub manageable task. It is one of the most important part of project management
documents. It helps in integrating scope, schedule of the project that are required to be aligned
with project plans (Sutrisna, Ramanayaka and Goulding, 2018). There are two main types of
work breakdown structures that are usually developed first is deliverable based work breakdown
structure and second is phase- based work breakdown structure (Sutrisna, Ramanayaka and
Goulding, 2018). For this project phase- based work breakdown structure has been chosen. In
which project is divided into few main phases. This project has four main phases: first phase is
requirement analysis phase, second is design phase, third is development and fourth is execution
phase after development and upgradation of IT infrastructure of the company. These phases are
then sub divided into sob- phases, such as: requirement phase has two sub categories: network IT
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infrastructure requirement, cloud- based system requirement. Design phase has three main
subphases, that are: set-up IT system, design outsourced web development and design network
communication. Development phase has two main sub- phases that are: Development of IT
infrastructure and another is IT system development. This work breakdown structure helps in
identifying main phases of the project that are required to be focused upon so that project can be
completed in defined time period and pre- defined cost estimated.
CONCLUSION
From the above study it has been summarised that organisation has upgraded their
information system infrastructure. They have been engaged in installing cloud management
information system. This has assisted and supported them in increasing productivity and
managerial efficiency of employees and also it assisted firm in reducing down the manual tasks
and there has been a less paper work because of it. It has also been analysed that in order to make
project successful, project manager has also been involved in making use of project life cycle.
They have been involved in following all the steps that have been included in the project. Work
break down structure has assisted project manager in clearing down the roles and responsibilities
that has been performed by each team member. It has also been analysed that project manager
has also been involved in communicating effectively so that no misunderstanding exists. In this
employees have been engaged in performing all those tasks which is being assigned by project
manager. They has also been engaged in making sure that resources are being used by them
effectively so that wastage can be minimised and efficiency can be increased.
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REFERENCES
Books and journals
Ahmadi, A., and et. al., 2018. Time Scheduling And Cost Of The Indonesian Navy Ship
Development Project Using Network Diagram And Earned Value Method (Evm)(Case
Study Of Fast Missile Boat Development). JOURNAL ASRO-STTAL. 9(2). pp.87-106.
Butt, A., Naaranoja, M. and Savolainen, J., 2016. Project change stakeholder
communication. International Journal of Project Management, 34(8), pp.1579-1595.
Lauren, B. and Schreiber, J., 2018. An integrative literature review of project management in
technical and professional communication. Technical Communication, 65(1), pp.85-106.
Muszyńska, K., 2016. Patterns of communication management in project teams. In Information
Technology for Management: New Ideas and Real Solutions (pp. 202-221). Springer,
Cham.
Samáková, J. and et.al., 2018. Project Communication Management in Industrial Enterprises
(Step by Step). In Digital Communication Management. IntechOpen.
Sutrisna, M., Ramanayaka, C.D. and Goulding, J.S., 2018. Developing work breakdown
structure matrix for managing offsite construction projects. Architectural engineering and
design management. 14(5). pp.381-397.
Varajão, J., Colomo-Palacios, R. and Silva, H., 2017. ISO 21500: 2012 and PMBoK 5 processes
in information systems project management. Computer Standards & Interfaces. 50.
pp.216-222.
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