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The project is the information technology project that involves the software upgrade for a single operator business. The upgrade is to be done for 500 desktops and laptops from current operating system as Windows XP to the desired operating systems as Windows 2016. The document is a project proposal that provides the project details and highlights and also covers the managerial aspect of the project. The project has been proposed as the software upgrade will allow the business firm to implement advanced operating system with better technical and security features.
The project is being carried out for a single operator business and it includes the software upgrade for 500 desktops and laptops that are installed in the enterprise. The current operating system installed in the systems is Windows XP and the upgrade will be done to Windows 2016.
The project will be completed in the estimated duration as 101 days starting from 20th November 2018 and ending on 9th April 2019. The project will be headed by the Project Manager and will involve additional resources as Technical Expert, System Engineer, Business Analyst, Database Administrator, Technical Writer, System Tester, Third-Party Trainer, Network Engineer, and Implementation Analyst.
The project will be carried out in a series of phases and the project scope will be expanded to five phases.
The members of the project team will carry out the feasibility analysis for the proposed project of software upgrade and the chartering of the project will be done. The technical infrastructure analysis and environment analysis will be conducted in the second phase along with the planning of the project in the areas as scope, schedule, costs, resources, communication, risks, quality, and procurement. The set up for Windows 2016 operating system and its installation in the desktops and laptops will be done in the third phase (Wearne, 2014). The data sets and services from the current system will be migrated to the new system along with the integration with the other applications. The project scope will include the testing of the installed operating system on the functional, performance, and security aspects. The implementation, reviews, and management of the changes will be included in the scope. The last phase will be the closure phase in which the acceptance of deliverables will be carried out along with the project documentation and feedback (Atkinson, Crawford & Ward, 2006).
The high-level requirements of the project are listed below:
The following deliverables shall be provided to the sponsor and the project stakeholders by the members of the project team.
The milestone schedule of the project has been shown in the image below.
There will be parties that will be affected from the project. The names and details of these parties is as described below:
There will be several risks that the project will be exposed to. This is because the software upgrade will involve the existing data sets and services along with the other applications and tools. The risks associated with the project will be handled using a phased approach. The strategy will involve risk identification as the first step. In this step, the data gathering processes will be carried out using the techniques as observations, domain analysis, brainstorming etc. The information collected using these techniques will be analysed to identify and prepare a list of the risks that the project will be exposed to. In the second phase, the analysis of these risks and threats will be done. There will be a likelihood and impact score that will be granted to every risk and the risk score will be calculated on the basis of the same. In the third step, the assessment of the risks will be done as acceptable or non-acceptable. The fourth step will include the treatment of the risks using the mitigation, transfer, avoidance, or sharing as the strategy (Patterson & Neailey, 2002). The fifth phase will include the monitoring and control of the risks by using reviews and audits as the techniques. The last phase will be the closure phase in which the risk will be marked as treated and closed.
The details of the risks that have been identified for the project along with the risk description have been included in the table below.
Probability (Scale of 1 to 5 with 1 being the lowest)
Impact (Scale of 1 to 5 with 1 being the lowest)
Score (Probability x Impact)
The software upgrade process that will be carried out for desktops and laptops may witness technical faults and failures leading to the inability to access the system.
Risk transfer to the third-party supplier
The migration of the data sets may be exposed to the security threats and attacks impacting the data properties as integrity, confidentiality, and privacy.
Risk avoidance and mitigation by using logical and administrative security controls
The overrun of the estimated schedule and budget may come due to changes requested during the project, operational errors, technical failures etc.
Risk avoidance through project reviews, control, and monitoring
The business tools and applications may not be compatible with the newly installed software.
Risk avoidance through feasibility checks and analysis
There may be issues in the compliance towards the quality standards.
Risk avoidance through quality reviews, control, and monitoring
The operating system being installed in the system may not be licensed which may result in legal obligations for the organization.
There may be insider threats and issues of ethical non-compliance.
Risk avoidance through ethical reviews, control, and monitoring
It is necessary to define the project scope describing the items and activities that are covered in the scope and the ones that are excluded from the scope.
The following items will not be included in the scope of the project:
The implementation of the project will be carried out in a series of phases. The first phase will be the initiation and planning phase. The implementation methodology that will be followed in the project will be phased implementation rather than the Big Bang implementation. This will make sure that the software upgrade is carried out for a few systems in one implementation cycle. The desktops will be covered first followed by the laptops. Also, the upgrade will be done as per the employee association with the organization. The project criticality will also be considered during the upgrade and implementation process. The next phase will be the execution phase in which the implementation of the system will be done followed by the control and monitoring phases. There will be reviews and audit cycles that will be carried out so that implementation process is streamlined. Also, there may be certain changes that may be detected. These changes shall be managed to make sure that the project areas are improved upon (Al-Freidi, 2015). The last phase will be the closure phase in which the final implementation report will be submitted.
The technique that has been used to estimate the budget and schedule for the project is bottom-up estimation technique. As per this technique, the activities at the lowermost level in the project hierarchy were selected first. The estimation of the duration and costs for these activities was done followed by the ones above them. In this manner, the overall estimation of the costs and schedule was done for the project. The project will be completed in the estimated duration as 101 days starting from 20th November 2018 and ending on 9th April 2019. The project will be headed by the Project Manager and will involve additional resources as Technical Expert, System Engineer, Business Analyst, Database Administrator, Technical Writer, System Tester, Third-Party Trainer, Network Engineer, and Implementation Analyst.
The cost of Windows 2016 operating system is $1,275 and 500 such licenses will be required to be obtained. Thus, the cost of the operating systems will be $637,500. There will be cost of resources, implementation costs, planning costs, and closure costs that are also involved. There will be trainings arranged for the end-users and the cost of training will also be involved with the project. The details of the budget and schedule along with the resources assigned are shown below.
Al-Freidi, S. (2015). A Unified Project Management Methodology (UPMM) based on PMBOK and PRINCE2 protocols: foundations, principles, structures and benefits of the integrated approach. International Journal Of Business Policy And Strategy Management, 2(1), 27-38. doi: 10.21742/ijbpsm.2015.2.03
Atkinson, R., Crawford, L., & Ward, S. (2006). Fundamental uncertainties in projects and the scope of project management. International Journal Of Project Management, 24(8), 687-698. doi: 10.1016/j.ijproman.2006.09.011
Gushchin, A. (2013). Requirements Management As An Essential Ingredient Of Communications Management In the Project. Russian Journal Of Project Management, 2(3), 26-33. doi: 10.12737/1241
Patterson, F., & Neailey, K. (2002). A Risk Register Database System to aid the management of project risk. International Journal Of Project Management, 20(5), 365-374. doi: 10.1016/s0263-7863(01)00040-0
Rose, K., & Indelicato, G. (2009). Book Review: A Guide to the Project Management Body of Knowledge (PMBOKÂ® Guide), Fourth EditionA Guide to the Project Management Body of Knowledge (PMBOKÂ® Guide), Fourth Edition Project Management Institute. Project Management Journal, 40(2), 104-104. doi: 10.1002/pmj.20125
Wearne, S. (2014). Evidence-Based Scope for Reducing â€œFire-Fightingâ€ in Project Management. Project Management Journal, 45(1), 67-75. doi: 10.1002/pmj.21395
Zwikael, O. (2009). The Relative Importance of the PMBOKÂ® Guide's Nine Knowledge Areas during Project Planning. Project Management Journal, 40(4), 94-103. doi: 10.1002/pmj.20116.
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