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Part 1 Case study –We Are Big Inc

Read the case study below. As the project manager you are required to present an initial project report to the project sponsor that shows how you propose to implement this project. As the project manager you may make any assumptions you think are necessary. Any assumptions you make should be made explicit. Make a list of assumptions in your report.

You work for We Are Big, Inc., an international firm with more than 100,000 employees in several countries. A strategic goal is to help improve the environment while increasing revenues and reducing costs. The Environmental Technologies Program just started, and the VP of Operations, Natalie, is the program sponsor. Ito is the program manager, and there is a steering committee made up of 10 senior executives, including Natalie, whooversees the program. Several projects operate within this program, including the Green Computing Research Project. The CIO and project sponsor, Ben, has given this project high priority and plans to hold special interviews to hand-pick the project manager and team. Ben is also a member of the program steering committee. Before coming to We Are Big, Ben sponsored a project at a large computer firm to improve data centre efficiency. This project, however, is much broader. The main purpose of the Green Computing Research Project is to research possible applications of green computing, including the following:

Data centre and overall energy efficiency

Disposal of electronic waste and recycling

Telecommuting

Virtualization of server resources

Thin client solutions

Use of open source software

Development of new software to address green computing for internal use and potential sale to other organizations

The budget for the project is $500,000, and the goal is to provide an extensive report, including detailed financial analysis and recommendations for which green computing technologies to implement. Official project request forms for the recommended solutions will also be created as part of the project. Ben decided to have five people working full-time on this six-month project and to call on people in other areas as needed. He wanted to be personally involved in selecting the project manager and to have that person help him select the rest of the project team. Ben wanted to find people already working inside the company, but he was also open to reviewing applications for potential new employees to work specifically on his project as long as they could start quickly. Because many good people were located in different parts of the world, Ben thought it made sense to select the best people he could find and allow them to work virtually on the project. Ben also wanted the project manager to do more than just manage the project. The project manager would also do some of the research, writing, and editing required to produce the desired results. Ben was also open to paying expert consultants for their advice and to purchasing books and related articles as needed.

Congratulations! You have been selected as the project manager for the Green Computing Research Project. The company’s CIO, Ben, is the project sponsor, and Ito is the program manager for the larger Environmental Technologies Program. Now you need to put together your project team and get to work on this high-visibility project. You will work with Ben to hand-pick your team. Ben had already worked with the HR department to advertise team openings internally and outside the company. Ben also used his personal contacts to let people know about this important project. In addition, you are encouraged to use outside consultants and other resources as appropriate. Initial estimates suggest that about $300,000 of the funds budgeted for this project will go to internal staffing, and the rest will go to outside sources. The main products you will create are a series of research reports—one for each green computing technology listed earlier and a final report that includes all data. You will also produce formal project proposals for at least four recommendations to implement some of these technologies. Ben suggested that the team should develop at least 20 different project ideas and then recommend the top four based on extensive analysis. Ben thought that some type of decision support model would make sense to help collect and analyse the project ideas. You are expected to tap into resources that are available from the Environmental Technologies Program, so you need to include some of those resources in your project budget. Ben mentioned that some research had already been done on increasing the use of telecommuting. Ben also showed you examples of what he considered good research reports.

You notice that his examples are very professional, with plenty of charts and references; most are 10 to 20 pages and are single-spaced. Ben has also shown you examples of good formal project proposals for We Are Big, Inc. These proposals are quite detailed as well; they often reference other research and include a detailed business case.

Now you need to develop the Initial Project Plan

The initial Project Plan should include the following:

  • Project charter
  • Stakeholder register
  • Stakeholder Management Strategy
  • Scope Statement
  • WBS (Show sequencing of tasks using a flow chart drawn with MS Word or any otherdrawing tool.)

Part 1 Case study –We Are Big Inc

The paper reflects on “We are Big Inc.” which is one of the international company with more than 100,000 employees in various countries. The main objective of the organization is to improve the work environment of the company be minimizing the enhancing revenue as well as costs.  The company “We Are Big Inc. develops an environmental technologies program, with the help of which different project are operated including Green Computing Research Project.

The main purpose of the project is to investigate different applications which are associated with green computing that include telecommunicating, thin client solutions, disposal of electronic waste, overall energy efficiency,  open software use and new software development which assits in addressing green computing for various potential sale as well as internal use. The budget that is required for completing the entire project successfully is around $5000,000.

Title:Implementation of Green Computing Technologies in “We Are Big Inc.” organization

Project Charter is defined as a document that helps in illustrating the scope, objectives as well as participants of the project with delineation of their roles and responsibilities. The main purpose of the project is to document various reasons of undertaking project, objectives as well as constraints of the project, identifies the main stakeholders, in-scope as well as out-scopes elements, targeted benefits and directions concerning the solutions. The project charter must contain the essence of project by providing a shared understanding of the project. It is considered as a contract between various stakeholders of the organization as well as project sponsor.

The objective of this project is to implement green computing technologies within the organization, which further assists in researching various possible applications of green computing which includes thin client solutions, server resources virtualization, open source software use, and disposal of electronic waste as well as recycling. The main goal of the project is to provide a report that includes various recommendations as well as financial analysis for which the green computing technologies are implemented.

The deliverables of the project is quite important for implementing the green computing technologies effective as well as fruitful as per the needs of the project. The project deliverables are generally set according to the scheduling aspects as well as development activities of the project. The deliverables of the project includes project charter, WBS and an extensive report that contains both financial analysis as well as recommendations in order to implement the green technologies effectively within the organization “We Are Big Inc.” Total budget of the project is estimated to be around $ 5000,000 for implementing the green computing technology properly in the organization. The project also discusses risk register which helps in illustrating various types of risks which are associated with the project implementation.

The scope of the project is a part of project planning that helps in documenting as well as determining a list of particular project deliverables, goals, features, task as well as functions. The project scope is divided into two categories which include in scope as well as out scope items. The in-scope of the project includes:

  • Implementing Green computing technologies effectively.
  • Preparing an extensive report that include detailed findings as well as recommendations
  • Preparing official project request forms
  • Minimizing the challenges associated with the implementation of Green computing technologies.

Part 2: Project Scope Management

The out-scope elements include:

  • Implementation of other technologies for supporting environmental technologies program
  • Improving the challenges as well as risks that are related with the implementation of green computing technologies

The stakeholders of the project include CIO, project manager, program sponsor, senior executives as well as staffs of the organization. It is analyzed that various stakeholders of the organization have different roles and responsibilities for completing the project successfully within the estimated budget as well as time.

Name of the stakeholders

Responsibilities

 CEO

The CIO of the organization is the person who assists in in managing all the activities of the organization according to the mission and vision of the organization.

Project sponsor

The program sponsor helps in overseeing the implementation of the project.

Project Manger

The project manager assists in handling the budget, plan as well as different needs of the project in order to implement the green computing technologies properly as well as effectively.

Senior executives

The senior executive of the organization creates a group by incorporating project sponsor for implementing green computing technologies effectively within the organization.

Employees

The employee of the organization helps in implementing the project successfully by meetings the needs as well as requirements of the project.

Task Name

Duration

Start

Finish

Implementation of green computing technology in “We are Big Inc.

177 days

Wed 4/12/17

Thu 12/14/17

   Starting phase of the project

38 days

Wed 4/12/17

Fri 6/2/17

       Project requirement evaluation

7 days

Wed 4/12/17

Thu 4/20/17

       Simulation of project charter

6 days

Fri 4/21/17

Fri 4/28/17

       Previous meeting management report

5 days

Mon 5/1/17

Fri 5/5/17

       Finalization of project charter

5 days

Mon 5/8/17

Fri 5/12/17

       Project stages approval

3 days

Mon 5/15/17

Wed 5/17/17

       Project structure building

6 days

Thu 5/18/17

Thu 5/25/17

       prototype framework finalization

6 days

Fri 5/26/17

Fri 6/2/17

   Project planning phase

42 days

Mon 6/5/17

Tue 8/1/17

       Project plan development

7 days

Mon 6/5/17

Tue 6/13/17

       Evaluation of business process

8 days

Wed 6/14/17

Fri 6/23/17

       Selection of raw material prototype

8 days

Mon 6/26/17

Wed 7/5/17

       Device finalization

5 days

Thu 7/6/17

Wed 7/12/17

       Project plan submission

4 days

Thu 7/13/17

Tue 7/18/17

       Project plan ending

7 days

Wed 7/19/17

Thu 7/27/17

       Selected device approval

3 days

Fri 7/28/17

Tue 8/1/17

   Execution phase of project

51 days

Wed 8/2/17

Wed 10/11/17

       Project structure verification

9 days

Wed 8/2/17

Mon 8/14/17

       Designing of prototype

9 days

Tue 8/15/17

Fri 8/25/17

       Designing of green computing technology

10 days

Mon 8/28/17

Fri 9/8/17

       Project stages testing

9 days

Mon 9/11/17

Thu 9/21/17

       Testing of the waste disposal system

7 days

Fri 9/22/17

Mon 10/2/17

       Testing of green manufacturing

7 days

Tue 10/3/17

Wed 10/11/17

   Project controlling phase

16 days

Thu 10/12/17

Thu 11/2/17

       Management of project

6 days

Thu 10/12/17

Thu 10/19/17

       Testing of project status

3 days

Fri 10/20/17

Tue 10/24/17

       Updating plan of project

3 days

Wed 10/25/17

Fri 10/27/17

       Management of risk

4 days

Mon 10/30/17

Thu 11/2/17

   Closure of project

20 days

Fri 11/3/17

Thu 11/30/17

       Presentation of document

4 days

Fri 11/3/17

Wed 11/8/17

       Report Presentation

4 days

Thu 11/9/17

Tue 11/14/17

       Manual setting

4 days

Wed 11/15/17

Mon 11/20/17

       Preparation of training manual

3 days

Tue 11/21/17

Thu 11/23/17

       Project manual update

2 days

Fri 11/24/17

Mon 11/27/17

       Project document finalization

3 days

Tue 11/28/17

Thu 11/30/17

   System Implementation

10 days

Fri 12/1/17

Thu 12/14/17

       Implementation of proposed system

10 days

Fri 12/1/17

Thu 12/14/17

It is analyzed that the total budget that is estimated for completing the entire projects of Green Computing Technology implementation within the organization “We Are Big Inc.” is around $500,000. The entire project must be completed within the budget in order to achieve success with the implementation of Green computing technologies.

 The organization “We Are Big Inc.” makes numerous assumptions in order to implement green computing technologies within the organization. The different kind of assumptions which are made by the organization before implementing the project successfully include raw materials needed, number of employees required, budget as well as time estimation. It is analyzed that the estimated budget for completing the entire project successfully is around $500,000 whereas the estimated time is around 6 months. It was assumed that for completing the project successfully within the estimated budget as well as time the organization will employ not only its internal members bout it will hire people from outside the organization. The various resources that are needed for implementing Green computing technology within the organization “We Are Big Inc.” are analyzed as well as assumed properly.

 There are generally three types of constraints which are very much necessary for implementing Green Computing technology within the organization successfully. The constraints are:

 Schedule: The project manager must proceed with the project as per the various tasks of the project. If they are unable to complete the project according to the activities then it will create a devastating impact on the success of the projet.

Cost: The budget that is required for completing the project successfully within time must be estimated before implementation of the project. If the cost related with the project is not estimated correctly then the project will face numerous challenges.

Scope: The scope of the project must be helpful enough to reflect that the implementation of the project  required to be done completely within the specified time as well as budget. If the managers of the project are unable to complete the entire project within the estimated budget as well as time, then numerous challenges will be faced by the project including finanacil challenges.

 There are numerous risks which are associated with the implementation of Green computing technology within the organization “We Are big Inc.”. The risks are illustrated below:

Risks due to improper implementation procedure: If the Green computing technologies are not implemented properly then the organization will not achieve any success. In spite of thatthe organization will face numerous financial risks due to failure of the project. Therefore it is very much important to implement the project of Green computing technologies for achieving the goals as well as objectives of the project.

Risks associated with improver availability of resources: It is quite important to analyze the various required resources of the project properly in order to implement green computing technologies. If the project managers are unable to analyze as well as manage project resources properly then the project will face number of challenges. It would obstruct the completion of the project on time.

Project Charter

Risks due to improper management: If the project managers are unable to manage the various activities of the project then the project will face number of challenges. It is quite important to complete the entire project within the estimated budget as well as time for managing the entire project properly. Proper project management is very much advantageous as it  not only helps in achieving the goals as well as objectives of project but also helps in completing the project within time.

Stakeholders

Responsibilities

 CEO

The CEO of the organization is responsible for executing as well as leading the long term strategy of the organization with the help of a shareholder value. The CEO is the person who implements plans and helps in managing the human resource of the organization.

Project sponsor

The project sponsor helps in managing the entire accountability of the project by overseeing the project. He is generally concerned with ensuring that the project is helpful enough to deliver proper benefits.

Project Manger

 The project manager is responsible for managing the overall responsibility of the project which includes initiation, planning, designing, executing as well as monitoring the project. The project manager assists in delivering the objectives of the project within the estimated budget as well ass time in a successful project.

Senior executives

The senior executive of the organization creates a group by incorporating project sponsor for implementing green computing technologies effectively within the organization.

Employees

The employee of the organization helps in implementing the project successfully by meetings the needs as well as requirements of the project.

 The main goals and objectives of the stakeholders are to implement project of Green computing technology within the organization “We Are Big Inc.”. The stakeholder of the organization plays an important role in managing the various activities of the project in order to create a detailed report which contains various recommendations as well as analysis of the findings in order to implement green computing technologies properly as well as effectively within the organization. It is quite important to manage the stakeholders of the organizations properly for achieving proper success of the project. Proper stakeholder management can be utilized for gaining support for a project for gaining assistance and for competing various objectives of the project.

 The organization “We are Big Inc.” utilizes brainstorming session for identifying various stakeholders of the project. The brainstorming session will include project sponsor as well as members of project team. The session of brainstorming will divided into two parts. The first part is helpful enough for focusing on internal stakeholders and the second part will be helpful in focusing on external stakeholders.. The organization utilizes several criteria for determining the stakeholders of the organization. An individual who meets all the criteria will be recognized as stakeholder. The stakeholder from identical organization will be assembled for simplifying communication as well as stakeholder management.

 After proper identification of the stakeholders, the project team will assists in identifying the key stakeholders who have the most influential power on the project. The key stakeholders are the person who needs most communication as well as management. The project manager helps in developing a plan that helps in obtaining the feedback of the participants. Depending on the feedback, the projects managers determine involve stakeholders in completing various activities of the project.

 The organization identifies the stakeholders for categorizing as well as analyzing various stakeholders. The main purpose is to determine the power as well as level of influence of the stakeholders. It will helpful in providing a proper management approach for each of the stakeholders for determining appropriate level of participation as well as communication. The project teams are generally categorized based on their department. After categorizing all the stakeholders, the project team will helpful in utilizing a power or interest matrix for illustrating the potential impact of each of the stakeholder’s project. Depending on the analysis, the members of the project team will complete stakeholder analysis matrix which will be helpful in illustrating the concerns, level of involvement as well as management strategy of each project.

Stakeholders

Power

Interest

CEO

2

3

Project Sponsor

3

4

Project Manager

4

4

Senior Executives

5

5

Employees

3

4

The main goal of the project is to implement the green computing technologies within the organization which further helps in researching possible applications that includes thin client solutions, server resources virtualization, telecommunicating, and server resources and development virtualization of new software that helps in addressing green computing for potential sales as well as for internal use by the organization. The project also aims at providing an extensive report that contains various recommendations as well as analysis of the findings in order to implement green computing technologies properly as well as effectively within the organization.  Official project request form must also be generated as a part of the project. The estimated budget that is required for implementing the green computing technologies within the organization is around $500, 000. The estimated time that is required for completing the project successfully is about 6 months.

The scope of the project is defined as a part of project planning which assist  in finding as well as documenting a list of particular project deliverables, goals, features, task as well as functions. The project scope is divided include in scope and out scope items. The in-scope of the project includes:

  • Implementing Green computing technologies effectively.
  • Minimizing the challenges associated with the implementation of Green computing technologies.
  • Preparing an extensive report that include detailed findings as well as recommendations
  • Preparing official project request forms

The out-scope elements include:

  • Implementation of other technologies for supporting environmental technologies program
  • Improving the challenges as well as risks that are related with the implementation of green computing technologies

Figure 1: Work breakdown Structure

(Source: Created By Author)

Conclusion

It can be concluded from the entire report that implementation of Green computing technology is very much advantageous for the organization. it is analyzed that the report illustrates project charter, scope statement, stakeholder register as well as stakeholders identification strategy for analyzing as well as illustrating the entire procedure of implementation of Green computing technology. There are numerous challenges, which are related with the development procedure of the project. Therefore, it is quite significant to analyze the risks properly for finding the solutions.

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Kuster, J., Huber, E., Lippmann, R., Schmid, A., Schneider, E., Witschi, U. and Wu?st, R. (2015). Project Management Handbook. Berlin, Heidelberg: Springer Berlin Heidelberg.

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