Information System Project Management: VRT Implementation Report

This report provides a comprehensive analysis of a Voice Recognition Technology (VRT) implementation project for Blue Diamond Tour, an Australian private tour operator. The project aims to enhance visitor experience and improve internal communication through the integration of VRT. The report includes a project plan outlining assumptions, ICT expansion summary, cost structure, resource allocation, and a detailed timeline with key milestones. It also presents a cost-benefit analysis, recommendations for effective project management, and a thorough implementation plan with Gantt charts and CPM diagrams. Furthermore, the report covers a comprehensive post-implementation plan to ensure the long-term success and sustainability of the VRT system within the Blue Diamond Tour's operations, focusing on continuous improvement and security measures. The report utilizes project management tools and techniques to provide a practical and strategic approach to technology integration within the tourism industry.

Information System Project Management

EXECUTIVE SUMMERY
The project management is essential for improving the performance of project. It helps
to effectively manage all the activities of the project in successful manner. The project
management also helps for the expanding of ICT in any organization. In this context, on the basis
of case study the VRT enhances the visitors experience by providing better connectivity on the
remote location on the Australian highways. Due to this, management focuses on the
incorporating this technology. In this regard, the findings of current report reveals that the
effectual project management tools are helpful to implement new technology in the Blue
Diamond Tour and for enhancing the travelling experience of company’s customers. Hereby, the
project management software is also helpful in the several aspects of project including the
management of project cost, resources and time scheduling. Apart from this, it increases the
productivity of the project plan by analyzing cost and benefits of the proposed plan. However, to
enhance the effectiveness of VRT technology the management of Blue Diamond Tour should
focus on common workplace culture. Due to this, the continuous flow can establish in the regular
operation. Along with this, the management should also focus on the security backup of the
current plan.

Table of Contents
INTTRODUCTION.........................................................................................................................1
RROJECT PLAN.............................................................................................................................1
Assumption about Blue Mountain tours and Voice Recognition Technologies (VRT)
incorporation................................................................................................................................1
Summary of expanding ICT for incorporating VRT...................................................................2
Cost for incorporating VRT.........................................................................................................3
Resource structure for incorporating VRT..................................................................................4
Developing time sheet with key milestones of project................................................................5
Project plan of VRT.....................................................................................................................6
REPORT..........................................................................................................................................9
Cost benefit analysis with interpretation for non-technical board members...............................9
Recommendations for managing the project.............................................................................10
Implementation plan for VRT...................................................................................................11
Comprehensive post implementation plan.................................................................................15
CONCLUSION & RECOMMENDATIONS................................................................................16
REFERENCES..............................................................................................................................17

List of figures
Figure 1: PERT chart for Project plan.............................................................................................8
Figure 2: Gantt chart for Blue Diamond Tour to integrate VRT.....................................................9
Figure 3: Gantt chart for implementation plan..............................................................................14
Figure 4: CPM of implementation plan.........................................................................................14
List of tables
Table 1: Cost structure for incorporating VRT in Blue Diamond Tour.........................................3
Table 2: Resource structure for integrating VRT............................................................................4
Table 3: Time Sheet for incorporating VRT....................................................................................5
Table 4: Project plan for implementing VRT in Blue Diamond Tour.............................................6
Table 5: Cost Benefits analysis......................................................................................................10
Table 6 : Project plan.....................................................................................................................11

INTTRODUCTION
In the present era, the implementation of advanced information in communication system
elevates the efficiency of the business operation and resulted as high productivity of the
operation (Lee et al. 2011; Cardona et al 2013; Manochehri et al. 2012). In this regard, the
project management is essential to enhance the efficiency of the business project through
improving the management of plan process and effectiveness of the outcome (Marchewka, 2014;
Alhawari et al. 2012). In this context, the present report is based on the management of the
implementation of information system in Australian private tour operator company; Blue
Diamond Tour which offers services to around 200000 families through 1000 employees. Owing
to this, for enhancing the tourist attraction, the new communication technology “voice
reorganization” is being implemented in the organization. In this context, with the help of several
tools of projects management software, an effective plan has been developed. Apart from this,
recommendations are suggested to manage the project plan in effective manner. Hereby, the
strategies are provided for post implementation plan by considering several factors of project.
RROJECT PLAN
Assumption about Blue Mountain tours and Voice Recognition Technologies (VRT)
incorporation
On the basis of the case study of Blue Diamond tour, the company targets to attract more
visitors through the VRT. In this regard the assumptions for the company are mentioned as
follows.
 Developed infrastructure.
 Outdated information system.
 Financially sound company.
 Low involvement of the employees working on the different location.
 Low customer services.
 No Wireless technology.
Blue Mountain Tour Company has developed infrastructure; yet, the outdated information
system negatively influences the customer services by affecting the communication which isone
of the key aspects of travelling. Further, the outdated system also affects the employees working
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quality and their job performance. Moreover, the company does not have wireless technology to
enhance the communication aspect of travelers and employees connected with the mentioned
tourist organization. It further affects the quality of interaction of traveler and employees of the
firm. Thus, the organization’s employees who are working at different remote locations are
unable to effectively communicate with the other employees working at head office and degrade
the quality management of business operation.
The outdated communication technology also negatively affects the travelers’ experience
because they face many inconvenient situations due to poor communication technology,
especially when they forget the path of destination or misguided for destination path. It demotes
the quality of customers’ experience and enhances the dissatisfaction among travelers. Owing to
this, the implementation of wireless voice reorganization technology is necessary for Blue
Diamond tour to improve the tourist services along with the enhancement of the employees’
working capabilities with latest voice reorganization technology. However, the company is
financially sound as it is the one of the top most tour operators in Australia and gives services to
millions of family tourist. Therefore, the organization can effectively implement the voice
reorganization technology with the financial support. Hereby, it is important to provide the better
resources for the implementation of the modern technology.
Summary of expanding ICT for incorporating VRT
The ICT is the significant for enhancing the internal and external communication of the
organization (Bethapudi, 2013; Lopez-Nicolas and Soto-Acosta, 2010). Further, it improves the
effectiveness of decision making in the organization by enhancing the understanding through
sharing the information in effective manner (Citroen, 2011; Hashim et al. 2010). On the other
hand, the expansion of ICT amplifies the quality of customer services through encouraging the
better collaboration in the staff member and improves their working capabilities (Lee et al.
2012). In this manner, the ICT gratifies the customer support with the effective use of
communication technologies such as multiple communication channel telephone and wireless
communication technology. This is because the customers are the center of the heart of any
business and their opinion towards the organization affects the reputation of the business in
society as well as in the market. Due to this, the ICT encourage the productivity of the business
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and improve the financial output of the business. Therefore, the management focus on the ICT is
potential for the success of any business.
In the present era, in the tourism industry the ICT plays the most important role to attract
the visitor with the help of superior travelling experiences (Wang et al. 2016). In this context, the
ICT develops the structure of the tour organization and facilitates for the development of many
of the business operation (Hojeghan and Esfangareh, 2011). Due to this, the incorporation of ICT
in the tourism is an essential tool for the global success. In the same manner, the tourism-based
organization integrates with the ICT by incorporating the VRT in the organization so as to
quickly provide the information to the visitor in the convenient and quick manner (Ivanov et al.
2017). In this regard, many of organizations in the tourism sector of Australia can save customer
time through the VRT (Hynes, 2018). Owing to this, the implementation of VRT is essential for
improving the competitive edge of the company. However, the low focus on the technological
upgradation, degrades the employees’ performance which affects organization performance in
the market.
Cost for incorporating VRT
In order to implement the VRT technology in the organization, the cost structure helps to
understand the cost of the project. In this context, the following table consist the task of project
with the required huge amount of expenditure.
Table 1: Cost structure for incorporating VRT in Blue Diamond Tour
Task Cost(A$)
Setting benchmarks 50
Market research 150
Competitor's analysis 100
Arranging meeting 120
Setting the budget 150
Understanding resource requirement 125
Resource availability 85
Tracking issues in the system 120
Selecting VRT 175
Analyzing infrastructure 135
Updating infrastructure 420
Scheduling the task 100
Assigning the task 90
Implementation 300
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Review 200
Modification 175
Execution 200
To effectively implement the VRT technology in the organization the project manager
sets the objectives along with the market research through the research team. These activities
required 200 A$ for effective execution. Along with this, the competitor’s analysis is done with
100 A$. Further, on the basis of objectives the meeting is arranged by the team communicator
and set the budget for the project. Hereby, the project manager understands the requirement of
resource for the proposed plan. These activities will be completed within the budget of 395 A$.
Apart from this, the technical staff will track the issues present in the current system. On the
basis of identified issue in the system and the resource availability, the project manager selects
appropriate technology such as VRT technology to improve the current system. These two
activities need 295 A$ for completing the overall plan. After that, the project manager with the
help of team member analyzes the infrastructure of the organization and find the lacks in the
current infrastructure and updates it according to the VRT technology. Thus, the project manager
completes these tasks and need 555 A$ for implementation. On the other hand, the project
manager schedules the tasks of project and assigns these tasks to eligible employees. Than the
actual implementation is done and required 300 A$.
Resource structure for incorporating VRT
The resources structure is helpful to understand the requirement of resources for the
proposed project plan (Meredith et al. 2011). In this regard, with the help of following diagram,
the understanding of the resource requirements is enhanced.
Table 2: Resource structure for integrating VRT
Resources for the implementation of VRT in Blue Diamond Tour
Human resources Physical resources Financial resources
 Project Manager
 Project sponsors
 Team communicator
 Computers
 Internal infrastructure
 External infrastructure
 Emergency budget
 Initial budget
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 Technical staff
 Project Team
 Human resources- Several skilled human resources are imperative for the
accomplishment of VRT technology in the organization. In this regard, the role of project
manager is imperative for managing all the task of project in the effective manner and the
project sponsor for investing capital in the project. Hereby, the capable technical staff is
required for handling all the technological aspect of the project. Apart from this, the team
communicator is essential for enhancing communication among the project related
employees.
 Physical resources- In order to implement the VRT in organization the physical
resources are most important to develop the internal infrastructure as well as external
infrastructure. In the internal infrastructure, the technological upgradation will do to
support VRT such as installation of hardware and software. On the other hand, the
development of the external infrastructure is significant for Blue Diamond Tour.
Financial resources- The financial resources are the basic requirement of any project.
The proper investment in the financial resources improves the effectiveness of the
development plan. In this regard, in order to deploy VRT technology in the regular
operation the Blue Diamond Tour has to invest according to proposed budget in the
technology development process. Apart from this, the company also invests for the
unexpected future risk in the project plan.
Developing time sheet with key milestones of project
To effectively execute the VRT implementation project in Blue Diamond Tour, it is the
responsibility of project manager to schedule the task of the project plan. In this manner, the
following table shows each task of plan with required amount of time.
Table 3: Time Sheet for incorporating VRT
Task Time (Days)
Setting benchmarks 15
Market research 30
Competitor's analysis 15
Arranging meeting 10
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Setting the budget 10
Understanding resource requirement 10
Resource availability 25
Tracking issues in the system 30
Selecting VRT 25
Analyzing infrastructure 20
Updating infrastructure 45
Scheduling the task 8
Assigning the task 10
Implementation 40
Review 30
Modification 30
Execution 60
Total 413
According to the above table, there are several activities to incorporate the VRT in Blue
Diamond Tour would require413 days. In this regard, market analysis and identification of issues
in the present system are main research activities which need more time. This is because
understanding of market condition in the correct manner requires sufficient amount of time. On
the other hand, the identification of issues which are accountable for the problem in the current
system is necessary because if the wrong technology has been applied then it it becomes difficult
to address the issues and make the project correct on the basis of requirement. Apart from this,
the updating the infrastructure of Blue Diamond Tour is one of the most important activities for
integrating VRT in the organization and requires more than one month to complete. At the same
time, the testing and of new system are major activities because if the VRT system does not
properly checks and modified then it may negatively affects the customer services which
degrades the reputation of the organization in the market.
Project plan of VRT
Table 4: Project plan for implementing VRT in Blue Diamond Tour
Task Name Duration Start Finish Predecessors Resource Names
Setting benchmarks 15 days Tue
10/2/18
Mon
10/22/18 Project manager
Market research 30 days Tue
10/23/18
Mon
12/3/18 1 Project manager
Competitor's analysis 15 days Tue
10/23/18
Mon
11/12/18 1 Research personnel
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Arranging meeting 10 days Tue
10/23/18
Mon
11/5/18 1 Team communicator
Setting the budget 10 days Tue
12/4/18
Mon
12/17/18 1,2,3,4 Project sponsor
Understanding
resource requirement 10 days Tue
12/18/18
Mon
12/31/18 1,5 Project manager
Resource availability 25 days Tue 1/1/19 Mon 2/4/19 6 Project manager
Tracking issues in
the system 30 days Tue
10/23/18
Mon
12/3/18 1 Technical staff
Selecting VRT 25 days Tue 2/5/19 Mon
3/11/19 7,8 Project manager
Analyzing
infrastructure 20 days Tue
10/23/18
Mon
11/19/18 1 Project manager and
team
Updating
infrastructure 45 days Tue
11/20/18
Mon
1/21/19 10 Project manager
Scheduling the task 8 days Tue
12/18/18
Thu
12/27/18 4,5 Project manager
Assigning the task 10 days Fri
12/28/18
Thu
1/10/19 12 Project manager
Implementation 40 days Tue
3/12/19 Mon 5/6/19 11,9 Project team
Review 30 days Tue 5/7/19 Mon
6/17/19 14 Project manager and
evaluator
Modification 30 days Tue
6/18/19
Mon
7/29/19 15 Project team
Execution 60 days Tue
7/30/19
Mon
10/21/19 16 Project team
PERT Chart-
The PERT (Pert Evaluation Review Technique) chart helpful for effectively breaks the
process of project plan in manageable manner (Patanakul et al. 2010). In this regard, the PERT
chart connecting all the activity of the project effective manner by including the initial and final
deadline. Along with this, it provides effective path to execute main activities in minimum time
along with sub activities. In the same manner, the PERT chart would helpful for the Project
manager to integrate the VRT technology in the Blue Diamond Tour.
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Figure 1: PERT chart for Project plan
According to above chart diagram, 1, 2, 5, 6, 7, 9, 14, 15, 16, 17 are the major activities
of the critical path. These activities would require 275 days to complete. By following this
critical path, the project will complete in relatively low time and minimum cost. On the other
hand, this critical path also completed the other activities simultaneously and does not take extra
time. Therefore, by using the PERT chart, the project manager of Blue Diamond Tour would
complete the integration of VRT in the organization maximum 275 days and save employees’
time in the implementation process.
Gantt chart
The Gantt chart enhances the efficiency of the project through effective planning and
arrangement of the project activities. Hereby, the Gantt manage the dependencies of these
activities with the resource requirements of each activity. In this context, the project manager in
Blue Diamond Tour Company can schedule about the task to be allocated among particular
employees.
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Figure 2: Gantt chart for Blue Diamond Tour to integrate VRT
The project manager schedules each task with the starting and finishing time and
effectively allocates the project task to employees (refer to figure 2). In this manner, the
scheduling of the project task and the assigning it to eligible employees are completed within a
month. After this, the implementation plan is executed. Therefore, GANTT chart enhances the
capabilities of project manager of Blue Diamond Tour to incorporate the VRT technology in the
organization.
On the basis of above Table 4 and Gantt chart the total execution time of project plan is
413 days yet the PERT chart shows that current project will completed in the 275 days. This is
because sub activities are simultaneously completed with major activities, Due to this, it saves
the management time and financial resources of the organization.
REPORT
Cost benefit analysis with interpretation for non-technical board members
The cost benefits analysis support project manager to calculate the benefits and cost of
project (Nas, 2016). On the basis of cost and benefit analysis the project manager can take
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effective decision for execution of the project. In this regard, the cost and benefits analysis is one
the major activity of project management to enhance the productivity of the project (Kerzner and
Kerzner, 2017). In the same manner, with the help of cost and benefits analysis the project
manager of Blue Diamond Tour can find the cost and related benefits in the project of
implementation of VRT in the organization. In this regard, the following table consists provides
tentative idea about the benefit derived from the technology.
Table 5: Cost Benefits analysis
Cost
Benefits
Increase customer by 25% 1300
Business operation productivity 20% 1000
Increase market share by 10% 700
Total Benefits 3000
Cost
Employee development 750
Technological installation 1400
Operational cost 545
Total Cost 2695
According to Table 5, it has been found that the implementation of VRT technology
gives many benefits in the several aspects of Blue Diamond Tour. In this regard, the total
benefits from VRT is 3000 A$ and the total cost of implementation of VRT is 2695 ( refer to
table 5). It reveals that the incorporating of VRT technology would increase the financial output
of the company with enhanced market share.
Recommendations for managing the project
On the basis of case, the Blue Diamond Tour Company focuses on incorporating new
communication technology VRT to enhance the travelers and employee experience through the
improved communication on the remote location on Australian highways. In this regard, the
below mention recommendations are provided for effective management of project plan.
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 Continuous development the employees- To effectively implement VRT, the
management focus on the development of employees by providing training for enhancing
the employees’ capabilities to effectively use VRT. Thus, it can be helpful for Blue
Diamond Tour to manage VRT through skilled employees.
 Upgrade the infrastructure- As per the case study, the infrastructure of the organization
is already developed but, it is necessary to focus on the required infrastructure up
gradation according to need of VRT. Further, it can be helpful for continuous flow in the
operation of VRT.
 Incorporate the customer feedback- According to the case, the main aim of the company
is to improve their customers’ experience through VRT. In this context, the regular
feedbacks from the customers for implementation of VRT are received and incorporate in
the project plan.
 Integrate the testing result- The successful implementation of VRT can only done
through the appropriate testing of the new system. This is because the testing results
uncover the lacks in the new system. Owing to this, the focus on the incorporating testing
result enhances the quality of the new VRT.
Implementation plan for VRT
For implementing VRT, the execution plan helpful through several aspect of the project
management as cost, resources and time are mentioned below.
Table 6 : Project plan
Task Name Duration Start Finish Predecessors Resources
Micro environmental
analysis 10 days Wed 10/3/18 Tue
10/16/18
Project
manager
Understanding the business
willingness 5 days Wed
10/17/18
Tue
10/23/18 1 Project
manager
Communication for VRT 5 days Wed
10/24/18
Tue
10/30/18 1,2 Team
communicator
Set the financial plan 8 days Wed
10/17/18 Fri 10/26/18 1 Management
Emergency plan 5 days Wed
10/31/18 Tue 11/6/18 3,2 Management
Update the infrastructure 10 days Wed
10/31/18
Tue
11/13/18 3 Technical
team
Installation of H/W and 15 days Wed Tue 12/4/18 5,6 Technical
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S/W for VRT 11/14/18 team
Development of training
programs
15 days Wed
10/24/18
Tue
11/13/18 1,2
Project
Manager and
technical
expert
Analyze resource
requirement 8 days Wed 12/5/18 Fri 12/14/18 7,4,8 Project
Manager
Providing the resources 9 days Mon
12/17/18
Thu
12/27/18 9 Project
sponsors
Technology selection for
VRT
12 days Wed
11/14/18
Thu
11/29/18 4,2,6
Project
manager and
technical
team
Identified various
technologies for VRT
7 days Fri 12/28/18 Mon 1/7/19 11,10
Project
manager and
technical
team
Revision 10 days Tue 1/8/19 Mon 1/21/19 12 Project
manager
Adjustment
15 days Tue 1/22/19 Mon 2/11/19 13
Project
manager and
team member
Implementation
30 days Tue 2/12/19 Mon 3/25/19 14
Project
manager and
team member
Cost structure
In the project management, cost structure is helpful to understand the cost of each task in
efficient manner. On the basis of Table 6 the emergency plan would helpful to faces unexpected
situation in the operation of current project. Further, the installation of H/W and S/W are must
necessary to implement VRT thus it requires 100 A$. Apart from this, the investment in the
supportive technology is also necessary for implementing VRT. Owing to this, the cost structure
would enhance the project manager capabilities to maintain the cost of each task in effective
manner.
Resources structure
In order to implement VRT in the organization, the resource structure is helpful to
determine the requirement of resources in broad perspective.
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According to Table 6 the resources are divided into three main categories including
financial, human and technical resources. These categories are further divided in the
subcategories. In this manner, the technical resources are divided into hardware and software
which improve the technical aspect of company. Apart for this the financial and human resource
are same as in the above plan.
Time Structure
To complete the VRT implementation project, the time structure is helpful to scheduling
the task of the project in proper way. On the basis of Table 6, the micro environmental analysis
has done for identifying the market condition of the company which takes 10 days. Along with
this, within the 5 days the readiness of the company will be identified. Then the management
communicates for the VRT in organization’s employees in 5 days. Apart from this, the project
manager set the financial plan within 13days for the implementation of VRT and adds extra
budget for handing unexpected situation. After this, the project manager updates current
infrastructure of the company through the installation of hardware and software within 25 days.
Hereby, within 15 days, the employee development is done through providing them training for
handling VRT. On the other side, the revision of outcome of plan is done in regular time span
and adjustments are also done on the basis of revision result.
Gantt chart
The GANTT chart enhances the project manager capabilities to establish the connection between
several activities of the project. In this context, the following GANTT chart for the VRT
implementation project plan includes all the activities of the plan and completion of these
activities takes 164 days.
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Figure 3: Gantt chart for implementation plan
According to above diagram the Project Manager of Blue Diamond Tour effectively
schedule all the activities of VRT implementation plan.
PERT chart
Figure 4: CPM of implementation plan
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As per the above diagram of PERT chart, it identifies the critical path for the execution of
the VRT implementation plan. This shows that 1, 2, 3, 6, 7, 9, 10, 12, 13, 14 and 15 are the key
activities of current project. By following this critical path, the other activities are completed
simultaneously. Owing to this, the current project gets completed within 115 days which is less
than total allocated time for project.
Comprehensive post implementation plan
After the implementation of the VRT project plan, there are several factors which are
considered to enhance the effects of above executed plan. These factors are mentioned blow.
 Assessing the performance against set standards- After incorporating VRT the
standard of organization performance is changed. This is because, the VRT implement
for improving the performance of organization. Owing to this, the management assesses
the organization performance on the basis previous set standard in regular time span. Due
to this, if the performance of the organization does not according to new standard then the
modification are done in the new system. Further, it also helps for identifying the lacks in
the new system. Therefore, the assessments of firm’s performance improve the impact of
the VRT on Blue Diamond Tour performance.
 Setting the common work culture- Since the VRT implement in the organization. Due
to this, the mamgemnet set focus on the establishment on the common workplace culture
for VRT. This is because the old culture does not support VET in the business operation.
Thus, the new common culture encourages the uses of VET through modified new
culture.
 Providing the security backup- There several chances to failure of new system in the
organization. Further, it creates the cause for losses of confidential data and negatively
affects the firm’s reputation. Due to this, it is responsibility of mamgemnet to provide an
advance security backup to prevent the chances of data loss and support for handling
unexpected failure situation.
 Motivating employees- The motivation in employees for VRT are imperative to enhance
the effectiveness of VRT in the operations of organization. The motivated employees
effectively use the VRT in their job task and the outcome of their tasks are gratify. On
the other hand, if the employees do not have in the favor of VRT then, they do not
15

properly use the new technology. Due to this, it negatively affects the outcome of
employees’ performance.
CONCLUSION & RECOMMENDATIONS
On the basis above discussed project plan, it has been concluded that, the project
management is significant for expanding ICT in the organization. In this context, the on the basis
of case study, the VRT implementation in Blue Diamond Tour the project management helps
organization’s management to implement new technology in the effective manner, in this
regard, the project management software tool as GANTT chart and PERT chart are essential to
improve the effectiveness of proposed plan. Apart for this, it can be also concluded that, the
review of regular monitoring to project plan is imperative for enhancing the productivity of the
project plan. Therefore, project management effectively handles development of information
system.
According to the case study and the project plan, it is found that the improvement in the
organization structure is significant to enhance the company performance through new
technology. In this regard, the management can focus on the continuous improvement of the
internal and external structure of the firm. Apart from this, the management can also set their
focus on the continuous improvement of their employees. Due to this, the employees enhance
their capabilities for adapting new technologies. On the other hand, the maintained of current
infrastructure is also significant for improve the technology productivity. Owing to this, the
management can focus on the maintenance of the new infrastructure and create it effective as
possible as.
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