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Question:

Discuss about the Implementation of E-procurement software system for Museums Victoria.
 
 

Answer:

Introduction

The paper reflects on the organization “Victoria Museum” which is one of the renowned museums in Australia. The museum is very much responsible in providing both multi venue cultural as well as educational institution and programs for both the visitors as well as for the residents of Victoria. The organization operates by manual paper based system for procurement of various goods as well as services. It is analyzed that the organization faces number of challenges due to the paper based manual systems and the problems include inefficient tracking of commitments, delay in approval of the procurement services, delay in getting signature as well as particular venues, duplication of data and inappropriate tracking system. In order to resolve the problems that generally arises due to the paper-based manual system, the organization wants to implement E-procurement software system for managing various goods as well as services. It is identified that the methodology that is utilized for making the system is PRINCE2 methodology (Gonzalez et al. 2016).It is analyzed that this methodology assists in offering easy as well as effective methods that helps in managing the work of the project appropriately. Each of the processes is illustrated with proper input as well as output in order to achieve appropriate amount of success within the organization.

The paper mainly illustrates the methodology that is utilized in order to elaborate the entire project plan for implementing E-procurement system within Victoria museum. The project manager is responsible to illustrate each of the processes properly as well as effectively so that the system is developed appropriately.

 

Selected project methodology for Victoria Museum

The project “implementation of e-procurement software system” utilizes PRINCE2 methodology for its implementation as well as development. It helps in breaking the methodology into seven processes, which include start up phase, initiation phase, directing phase, controlling phase, managing phase, implementation phase as well as closure phase. In the start up phase, various types of details such as strategies of the company, availability of various resources, use of system as well as details about budget as well as project timelines (Karaman and Kurt 2015). Therefore, after receiving the tender, the project manager makes appropriate decisions on the development of the project that is very much dependent on the project methodology such as PRINCE2.  The initiation phase helps in elaborating the project background. It is analyzed that the strategic directions that the organization undertakes include appropriate investment in various expertise, knowledge as well as collection. The Victoria museum also assists in directing their overall business towards digital transformation, construction of cultural capital as well as towards organizational resilience (Kerzner 2013). The project manager identifies various issues that is occurring within the museum and as a result the museum wants to implement e-procurement software system. Earlier the organization utilizes paper based manual system for procuring various types of goods as well as services and as a result faces number of issues that include  inefficient tracking of commitments, delay in approval of the procurement services, delay in getting signature as well as particular venues, duplication of data and inappropriate tracking system (Krysinski and Miller 2016). In order to resolve these issues, the museum wants to implement e-procurement software system.

In the initiation phase of the project, proper initiation document is created that may be utilized for generating appropriate boundaries of the project. It mainly comprises of various details that include project scope, aims, objectives, constraints, assumptions as well as dependencies. The document of the project also helps in providing detailed information about project planning, risk assessment, stakeholders analysis as well as project governance. The final part of this phase is to get proper approval in order to implement as well as develop the e-procurement software system (Marcelino et al. 2014). The proposal of the plan is achieved from the document “Request to tender”. It is analyzed that the RFT helps in mentioning both closing time as well as lodgement of tenders. The criterion for evaluation is mainly mentioned so that the system can easily meet various types of detailed specification as well as technologies that generally fit into the environment of museum. It is analyzed that all the information as well as data are kept with proper security as well as privacy in context to commercial-in-confidence. The various tenders are generally prompted but the museum is liable of the freedom of information Act 1982 and thus it is not ready to offer proper affirmation and as a result, the tender is generally kept under proper classified conditions (Martinelli and Milosevic 2016). Therefore, after the project is approved, the project manager starts their work on the project.

 


After the completion of the project initiation phase, there is a need to direct the project. It generally grows near the purchasing strategy. Firstly, the project manager examines the needs as well as requirements of the museum. It is analyzed that before implementing the e-procurement software system it is very much important to get appropriate information about project budget, size of transactions and its type (Mir and Pinnington 2014). This project generally works on various specifications that include problem, goals as well as setting of proper project boundaries. These types of specifications are very much important as well as useful for guiding the implemented e-procurement software system. With the utilization of proper IT value sourcing framework, the various functions of the system are not specified theoretically but is mainly précised as per the goals of the project (Saad et al. 2013). All the important details as well as specifications are illustrated into the document of tender which is supplied to the various suppliers of e-procurement.

The entire work of the project is generally controlled by organizing appropriate session for the suppliers in order to illustrate various procurement processes as well as its requirements within the museum. It is analyzed that suppliers can ask any question during the session and after then the suppliers of the project are asked to provide their project plan that is dependent on the document of tender for developing the e-procurement tool appropriately (Sanjuan and Froese 2015). Proper as well as detailed information about the e-procurement software system is generally supplied for meeting various requirements appropriately. The manager of the project is responsible of illustrating both the system architecture as well as utilization of technology. After then the technologies as well as system architectures are compared with proper virtualization of technology (Kerzner 2013). The system generally runs on latest version of the software in order to support the system appropriately. It is analyzed that various functional requirements of the system are illustrated appropriately. A contract signed for supplying the needs of the project with the suppliers, after the project team members are found to be satisfied with the project plan. Service level agreement is needed in order to proceed with the next phase of the project.

 


E-procurement software is provided in the product delivery stage to the e-procurement system. The suppliers mainly help in managing the products in three phases. In the initial step, a detailed as well as effective design of the system is created with the help of the e-procurement suppliers (Schwalbe 2015). The detailed design must illustrate appropriate design of the museum. The steps are also illustrated within the network of each IT system. The system helps in providing appropriate as well as detailed information including financial information for having proper integration. Proper as well as appropriate security measures must be taken for securing the application of the system properly. In the next step, various types of e-procurement tools are configured which are generally set as per the parameters of the system. After then the project suppliers helps in providing both system as well as interfaces with other systems such as financial system in context with various IT departments (Boud, Cohen and Sampson 2014). In the last phase the various tools of e-procurement are tested in order to determine that they are working properly or not. If the system is found to be appropriate enough in order to meet both the business as well as clients need then it is considered for utilization. There is unit testing which is generally used for checking various types of errors within the system. It is analyzed that system integration testing occurs generally in order to determine if the system is working properly or not (Heagney 2016). It is identified that acceptance testing generally occurs when any of the errors occurs within the system.

In the implementation phase, the proposed e-procurement software system is developed as well as implemented within the victoria museum. In this procedure, all the managers, workers as well as other workers are informed about the benefits of the system (Shields and Rangarajan 2013). It is analyzed that is also important to provide information about system implementation to both the suppliers as well as to the business partners with the help of a document which assists in illustrating information about configuration as well as about installation of e-procurement system (Olson 2014). There are generally 184 workflows that are mainly needed in order to implement the e-procurement system by offering effective as well as proper cist in order to generate the individual workflows. It is very much important to train the users of the system so that they can manage the system properly without facing any problem. In addition to this, support document must also be provided so that the organization can easily handle the system. The support documents mainly comprises of Australia based help desk, telephone support as well as email support.it is analyzed that a system administrator is needed in order to manage the calls properly for supporting various requests (Mir and Pinnington 2014) It is very much helpful and it mainly needed for the organization that requires various rules as well as regulation for implementing the system appropriately.

 


The e-procurement system is evaluated effectively to the various users in the close up phase of the project. In this phase, it is very much necessary to illustrate the system that is implemented and the lessons that the project managers have learned during the entire course of the project (Schwalbe 2015). For appropriate use of the system on site training is offered to the various users of the system. After proper evaluation it is very much important to complete the entire work of the project.

After analyzing the PRINCE2 methodology properly, various other requirements for the system s analyzed. It is analyzed that the museum may include either remote or cloud options for proper operation of the system. As the system can faces number of security issues it is quite important to resolve them and therefore active Directory federated services are generally integrated for keeping both data as well as information secure (Martinelli and Milosevic 2016).  It is analyzed that the entire budget of the project must not exceed $150,000 and the project must be completed within the estimated time. It is analyzed that proper method of communication is used in order to resolve the problems that occurs among the stakeholders. The particular project is implemented in order to receive support from various management teams so the procedure of implementation becomes easier.

Conclusion

It can be concluded from the entire assignment that the implementation of e-procurement software system within the victoria museum helps in resolving the challenges that generally occur due to the paper based manual system. The implementation of e-procurement system is mainly completed with the help of PRINCE2 methodology which helps in breaking the methodology into seven processes, which include start-up phase, initiation phase, directing phase, controlling phase, managing phase, implementation phase as well as closure phase. It is analyzed that this methodology assists in offering easy as well as effective methods that helps in managing the work of the project appropriately. Each of the processes is illustrated with proper input as well as output in order to achieve appropriate amount of success within the organization.

 

References

Boud, D., Cohen, R. and Sampson, J. eds., 2014. Peer learning in higher education: Learning from and with each other. Routledge.

González-Marcos, A., Alba-Elías, F., Navaridas-Nalda, F. and Ordieres-Meré, J., 2016. Student evaluation of a virtual experience for project management learning: An empirical study for learning improvement. Computers & Education, 102, pp.172-187.

Heagney, J., 2016. Fundamentals of project management. AMACOM Div American Mgmt Assn.

Karaman, E. and Kurt, M., 2015. Comparison of project management methodologies: prince 2 versus PMBOK for it projects. International Journal of Applied Science and Engineering Research, 4(4), pp.572-579.

Kerzner, H., 2013. Project management: a systems approach to planning, scheduling, and controlling. John Wiley & Sons.

Kerzner, H., 2013. Project management: a systems approach to planning, scheduling, and controlling. John Wiley & Sons.

Krysi?ski, M. and Miller, P., 2016. The Role of Conflict in Project Management in the PRINCE2 Methodology. Ekonomika i Organizacja Przedsi?biorstwa, (6), pp.3-12.

Marcelino-Sádaba, S., Pérez-Ezcurdia, A., Lazcano, A.M.E. and Villanueva, P., 2014. Project risk management methodology for small firms. International Journal of Project Management, 32(2), pp.327-340.

Martinelli, R.J. and Milosevic, D.Z., 2016. Project management toolbox: tools and techniques for the practicing project manager. John Wiley & Sons.

Mir, F.A. and Pinnington, A.H., 2014. Exploring the value of project management: linking project management performance and project success. International Journal of Project Management, 32(2), pp.202-217.

Mir, F.A. and Pinnington, A.H., 2014. Exploring the value of project management: linking project management performance and project success. International Journal of Project Management, 32(2), pp.202-217.

Olson, D., 2014. Information systems project management. Business Expert Press.

Saad, S., Abdullah, I., Asma, O., Muhammad Saad, K. and Abdul Qadir, A., 2013. PRINCE2 Methodology: An Innovative Way of Project Management.

Sanjuan, A.G. and Froese, T., 2015. Principles, characteristics, and methodology to develop a project management assessment tool at the construction project level.

Schwalbe, K., 2015. Information technology project management. Cengage Learning.

Shields, P.M. and Rangarajan, N., 2013. A playbook for research methods: Integrating conceptual frameworks and project management. New Forums Press.

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