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Question:

Discuss about the Report for Strategic IT Plan 2016.

 

Answer:

Situation Analysis

An analysis is made on Datacom and the business procedures that are followed in the organization along with its mission and goals as well. There are a number of changes that are being made in the field of Information Systems and the same have been analyzed to come with a suitable project for Datacom.  

Organization Overview and Business Processes

Datacom is a private organization that provides IT based services and solutions to the clients and deals in a number of different domains. It provides IT services in various areas as Software, IT Management, Cloud, Data Centres, Customer Contact Solutions and Procurement Services. It also provides IT based solutions associated with the fields such as Payroll & HRIS, Local Government, Education, Healthcare Solutions and Enterprise Solutions. The organization was set up in the year 1965 and comprises of more than 4000 employees across all of its offices and units. It is headquartered in Wellington, New Zealand (Datacomgroup, 2016).

Mission and Goals

Datacom aims to provide best quality IT services and solutions to its client while maintaining the ethical practices along with enhanced employee satisfaction as well.

Current Situation

Datacom has emerged as one of the reputed IT service providers and has expanded its business on a global platform by covering countries as Malaysia, Philippines and Australia apart from its base in New Zealand. Cloud computing is one area that the organization largely work upon and uses to designs its services and solutions. The organization has maintained pace with the changing technology by adapting to the change right from its setup.

Strategy

Proposed IS Project

Internet of Things (IoT)

Internet of Things (IoT) is a concept that integrates the devices and applications through the use of internet in the day to day activities. The project that has been recommended to Datacom is based upon the concept of IoT in order to provide the IT services and solutions to the customers. It would allow the organization to expand its business by providing latest services and solutions to its clients. There are various applications that can be developed through IoT and the recommended application is associated with the healthcare sector that is one of the major sectors that Datacom deals in. Tele-health monitoring application based on IoT and cloud computing is the project that has been suggested for the organization (Chamberlin, 2016).

Big Data – Data Analytics

Datacom can also come up with advanced information systems using Big Data as a technology for stronger and advanced data analytics. There is a lot of data that the organizations deal with and work upon on a daily basis. The case is the same with most of the present day organizations as well. An information system can be developed using the data analytics abilities around Big Data with the integration of business intelligence to come up with important details.

Strategic Alignment

The prime goal and strategy of the organization is to provide latest and quality solutions and services to the clients to gain maximum profits and revenues along with enhanced level of customer satisfaction.

The project that has been suggested will completely align to the goals of the organization as it would allow a huge share of customer base to benefit from the project and will also allow the organization to attract new customers leading to better profits (Henderson, 2016).

The strategy that is followed in terms of technology is largely based upon the cloud computing techniques and methods. The project will also include the same concepts by integrating various entities and elements using cloud. Therefore, the organization will be able to use its existing resources, strategies and methods to come up with the latest in the field of technology (Mehta, 2016).

Critical Success Factors

The success of the project will be determined by a number of success factors associated with the same.

  • Return of Investment (ROI)
  • Customer Feedback
  • Increased number of customers through the implementation of the project
  • Market Value

SLA and Security

There are a number of entities that are involved in a particular project associated with a particular organization. The section covers the Service Level Agreement for Datacom to make sure that the required services along all of its associated details are covered along with the details on the stakeholders and risk management policies. Service Level Agreement would be required to be signed by all the parties before in order to make it effective and acceptable.

Service Level Agreement

Versioning and Control

Version Number

Date

Submitted By

Approved By

1

20th October 2016

 

 

Agreement Overview

The agreement has been created between Datacom and to agree upon the services that will be included in the project.

The agreement will be mutually created and will remain valid till the end of the project. It shall be approved by all the stakeholders in order to consider it accepted by all the parties.

Goals and Objectives

The goal of this agreement is to list out the services that will be included during the project timelines.

The objectives of the agreement are as listed below:

  • List out the stakeholders that will be involved along with the impact that the project will have on each stakeholder and the role and responsibilities associated with each
  • Cover a high level scope of the services that will be provided
  • Cover the management methodology that will be applied to all the services

Stakeholders

Stakeholder

Role and Responsibilities

Existing or Potential

Impact of Changes

Project Sponsor – Datacom

The primary role and responsibilities associated with the stakeholder during the project timelines would include project funds, project requirements and specifications

Existing

There would be incorporation of new project required in the organization and a dedicated team will be essential for the same. All the activities would demand considerable funds as well

Medical Equipment Vendors

The primary role and responsibilities associated with the stakeholder during the project timelines would include providing the equipment necessary for the implementation of tele-health monitoring

Potential

The stakeholder will be able to earn profits by engaging with the project and providing the required equipment

IT Equipment Vendors

The primary role and responsibilities associated with the stakeholder during the project timelines would include providing the software and hardware for developing and implementing the application

Existing

The stakeholder will be able to earn profits by engaging with the project and providing the required equipment

Project Manager

The primary role and responsibilities associated with the stakeholder during the project timelines would include resource management, communication and negotiation activities, project planning and review of project progress

Existing

The stakeholder will have new set of responsibilities and skill set added to the profile

Financial officer

The primary role and responsibilities associated with the stakeholder during the project timelines would include creation of the project budget and other finance related activities

Potential

The stakeholder will have new set of responsibilities and skill set added to the profile

Technical Expert

The primary role and responsibilities associated with the stakeholder during the project timelines would include providing the technical assistance and strategies during the project

Potential

The stakeholder will have new set of responsibilities and skill set added to the profile

Team Groups

The primary role and responsibilities associated with the stakeholder during the project timelines would include design, development, testing and implementation of the application

Existing

The stakeholder will have new set of responsibilities and skill set added to the profile

IT Security/Risk Plan

There will be a number of risks that will be associated with the project that has been proposed. The risks may belong to various categories and it would be necessary to handle and manage the same by implementing stronger security mechanisms.

Risk Management Phases

There will be a number of phases that will be included to manage the risks and improve overall security of the project and the organization.

Risk Identification: This will be the first phase that will be present in the process of managing the risks. The risks will be identified on the basis of a number of factors and parameters.

Risk Analysis: The risks which will be identified in the previous phase will be analyzed with the use of quantitative and qualitative methods to understand the level, impact and likelihood of the risks.

Risk Evaluation: The risks that have been identified and analyzed will be evaluated as acceptable or non-acceptable by the system.

Risk Treatment: The risks that will be evaluated as non-acceptable will be passed on to this phase and a treatment strategy around the risks will be created. The treatment of the risks could be done by avoiding, accepting, mitigating or transferring the risks.6

Risk Monitoring and Review: The risks will be monitored on the basis of their status and the application of the treatment strategy on the same. A review report will also be created to document the status of the risks (Berg, 2016).

 

Risk Register

Risk Name

Risk Description

Risk Likelihood

Risk Impact

Risk Treatment Strategy

Schedule Overrun

There may be scenarios wherein the project team would not be able to follow the designed project schedule which may lead to inability to meet the deadlines

Medium

High

It would be necessary to apply the risk treatment strategy as the mitigation or reduction of the risk due to the impact that is associated with the same. The project manager must review the progress after every stage and shall re-define the roles and strategies in case of deviations.

Budget Overrun

There may be scenarios wherein the project team would not be able to follow the designed project budget which may lead to deterioration of the reputation and also inability to meet the deadlines with constrained budget and lesser resources

Low

High

It would be necessary to apply the risk treatment strategy as the mitigation or reduction of the risk due to the impact that is associated with the same. The project manager must review the progress after every stage and shall re-define the roles and strategies in case of deviations (Microsoft, 2016).

Technical Failure

These risks will be associated with the design, development, testing and implementation activities and may include the faulty hardware or technical issues with the software

High

Medium

It would be necessary to apply the risk treatment strategy as the mitigation or reduction of the risk due to the impact that is associated with the same. The project manager must replace the faulty hardware and must keep the alternatives ready for all the equipment to avoid any delays.

Scope Creep

The requirements and specifications that will be provided to the team may change at an advanced stage which may include a lot of re-work to be done

Low

High

It would be necessary to apply the risk treatment strategy as the mitigation or reduction of the risk due to the impact that is associated with the same. The project manager must document the requirements and specifications that are provided and must be in constant communication with the sponsor

Quality Risks

The team members may not adhere to the required quality standards and practices which may lead to quality risks

Medium

High

It would be necessary to apply the risk treatment strategy as the mitigation or reduction of the risk due to the impact that is associated with the same. The project manager must review the quality practices after every stage and shall re-define the roles and strategies in case of deviations.

Legal Risks

The team members may not adhere to the required legal policies and practices which may lead to legal risks

Low

High

It would be necessary to apply the risk treatment strategy as the mitigation or reduction of the risk due to the impact that is associated with the same. The project manager must review the legal practices after every stage and shall re-define the roles and strategies in case of deviations.

Ethical Issues

There may be violation of ethics and compliance to the code of conduct by the team members during the project life cycle

Medium

Medium

It would be necessary to apply the risk treatment strategy as the mitigation or reduction of the risk due to the impact that is associated with the same. The manager must ensure that ethical trainings and sessions are arranged for the team members during the beginning of the project and a review process must be associated with the project phases at all times (Scu, 2016).

Project management Methodology

The methodology that will be used for the management of the project would include Project Management Body of Knowledge (PMBOK) that will define various phases for the managers for effective management. The phases involved in the management methodology will include initiation, planning, execution, monitoring and closure.

IT Measurement

Business Case

Business Case 1

It would include the implementation of the functional requirements associated with the project of development of tele-health monitoring application.

  • Login Functionality
  • Registration Functionality
  • Recording and uploading of the health signs by patients
  • Downloading of the uploaded signs by the medical experts
  • Uploading of medical feedback and reports by the medical experts
  • Downloading of medical feedback and reports by the patients (Ftc, 2016)

Business Case 2

It would include the implementation of the non-functional requirements associated with the project of the development and implementation of tele-health monitoring application including usability, scalability, reliability, recoverability, maintainability and performance of the application (Chung, 2016).

ROI Metric

Project Costs

   

Fiscal Year

                 

Program Element

Element Manager

0

1

2

3

4

5

6

7

8

9

Cost of the tools

Manager 1

$40,000

                 

Development Costs

Manager 2

 

$14,000

$14,000

$14,000

$14,000

$14,000

$14,000

$14,000

$14,000

$14,000

Resource Costs

Manager 3

 

$15,000

$15,000

$15,000

$15,000

$15,000

$15,000

$15,000

$15,000

$15,000

Implementation Costs

Manager 4

 

$13,200

$13,200

$13,200

$13,200

$13,200

$13,200

$13,200

$13,200

$13,200

Marketing Costs

Manager 5

 

$11,400

$11,400

$11,400

$11,400

$11,400

$11,400

$11,400

$11,400

$11,400

Closure Costs

Manager 6

 

$8,900

$8,900

$8,900

$8,900

$8,900

$8,900

$8,900

$8,900

$8,900

Program Total Costs By Year

$40,000

$62,500

$62,500

$62,500

$62,500

$62,500

$62,500

$62,500

$62,500

$62,500

Program Grand Total Cost

$602,500

                   

Project Benefits

 

Fiscal Year

                 

Benefit Sources

0

1

2

3

4

5

6

7

8

9

Reduced Costs

$16,700

$16,700

$16,700

$16,700

$16,700

$16,700

$16,700

$16,700

$16,700

$16,700

Tangible Benefits

$32,000

$32,000

$32,000

$32,000

$32,000

$32,000

$32,000

$32,000

$32,000

$32,000

Intangible Benefits

$24,300

$24,300

$24,300

$24,300

$24,300

$24,300

$24,300

$24,300

$24,300

$24,300

 

                   

Total Benefits Per Year

$73,000

$73,000

$73,000

$73,000

$73,000

$73,000

$73,000

$73,000

$73,000

$73,000

Confidence Factor

 

100%

100%

100%

100%

100%

100%

100%

100%

100%

Benefits Claimed for Analysis

$0

$73,000

$73,000

$73,000

$73,000

$73,000

$73,000

$73,000

$73,000

$73,000

                     

Program Grand Total Benefit

$657,000

                 

Summary of Costs and Benefits

 

Fiscal Year

                 

 

0

1

2

3

4

5

6

7

8

9

Undiscounted Flows

 

 

 

 

 

 

 

 

 

 

Costs

-$40,000

-$62,500

-$62,500

-$62,500

-$62,500

-$62,500

-$62,500

-$62,500

-$62,500

-$62,500

Benefits

$0

$73,000

$73,000

$73,000

$73,000

$73,000

$73,000

$73,000

$73,000

$73,000

Net Cash Flow

-$40,000

$10,500

$10,500

$10,500

$10,500

$10,500

$10,500

$10,500

$10,500

$10,500

Discount Factors

                   

Discount Rate

7.0%

                 

Base Year

0

                 

Year Index

0

1

2

3

4

5

6

7

8

9

Discount Factor

1.0000

0.9346

0.8734

0.8163

0.7629

0.7130

0.6663

0.6227

0.5820

0.5439

Discounted Flows

 

 

 

 

 

 

 

 

 

 

Costs

-$40,000

-$58,411

-$54,590

-$51,019

-$47,681

-$44,562

-$41,646

-$38,922

-$36,376

-$33,996

Benefits

$0

$68,224

$63,761

$59,590

$55,691

$52,048

$48,643

$45,461

$42,487

$39,707

Net

-$40,000

$9,813

$9,171

$8,571

$8,010

$7,486

$6,997

$6,539

$6,111

$5,711

Cumulative

-$40,000

-$30,187

-$21,016

-$12,445

-$4,434

$3,052

$10,049

$16,588

$22,699

$28,410

                     

Net Present Value

$28,410

                 

Internal Rate of Return

22%

                 

Performance Measurement

There are a number of metrics that may used to assess and understand the performance of the project and the resources that are involved with the project.

In order to evaluate the performance of the resources, performance measurement metric must be designed and calculated with Key Performance Indicators (KPI) finalized for performance assessment. The Key Performance Indicators shall include the developed skill sets of the employees, number of hours spent in the project and role of the employee. The ratings and feedback shall be calculated thereafter. Employee productivity will also be calculated through measurement and assessment of the performance.

The performance of the project as a whole shall be calculated with the level and amount of the customer satisfaction along with the profits and revenues that are earned through the same (Pullar-Strecker, 2016).

IT Asset Management

There are a number of assets that are associated with Datacom which are categorized in the following categories.

  • People: People are the human resources that are involved with the organization in terms of the team members in various departments.
  • Policies: There are specific strategies and policies that are associated with the project and organization.
  • Tools: A number of software and hardware are required for the various projects that are handled by the organization.

For the management of the assets of the organization, a defined process shall be followed by using automated tools for tracking the human and machine resources along with keeping a track of the adherence to the organizational policies. Audits and reviews must also be carried out in a timely manner along with the maintenance of logs for asset management (McAtee, 2016).

CIO and IT Staff

Role of IT Management

The role of management of the assets and the various procedures that are followed in the project will be extremely essential.

Management units will make sure that the best practices are followed at all times in all the departments and will also keep a track of the progress to assess the deviations. IT management will ensure that the designated policies are followed and the progress is made towards achieving the goals and objectives (Richardson, 2016). There will be a number of benefits that will be attained by the IT Management team and the set of activities executed by them.

The business requirements will be fulfilled by better capital management

Risks will be reduced through enhanced operation management and resilience

There will enhanced organizational agility to respond to the market needs

Decisions around quality and the standards associated with the quality will be taken in a better manner

Cost savings along with the reliability of operations will also improve

Current and New Challenges for CIO and Staff

The current challenges that are present for CIO and Staff include the ones that are associated with some of the management policies and methods that are followed.

With the inclusion of automated tools and the inclusion of newer projects, there will be further expansion of business that will be involved. It will then become challenging to manage the changes that will be introduced along with the maintenance of existing policies, projects and methods.

There is also resistance among the employees to accept the change and the same is having a negative impact on the productivity of the employees that are associated with the organization.

Training Plan

Training Requirements

It would include the assessment of the types of trainings that will be required to be organized for the team members and the need for the same.

Training Schedule

A training schedule will be created for the trainings that will include the type of training, team members that will be attending the training, details of the trainee along with making sure that the same does not conflict with the existing responsibilities for the members. A well planned schedule will ensure maximum participation by the employees.

Training Conduction and Feedback

The trainings may be classroom or web based training and both will demand the presence of a trainee and a facilitator. Once the training will be conducted, the participants shall be asked to fill in the feedback form to assess the training details and the areas of improvements.

 

References

Berg, H. (2016). Risk Management. Retrieved 20 October 2016, from https://ww.gnedenko-forum.org/Journal/2010/022010/RTA_2_2010-09.pdf

Chamberlin, B. (2016). Healthcare Internet of Things: 18 trends to watch in 2016. IBM Center for Applied Insights. Retrieved 20 October 2016, from https://ibmcai.com/2016/03/01/healthcare-internet-of-things-18-trends-to-watch-in-2016/

Chung, L. (2016). Non-Functional Requirements. Retrieved 20 October 2016, from https://www.utdallas.edu/~chung/SYSM6309/NFR-18-4-on-1.pdf

Datacomgroup,. (2016). Home - Datacom. Datacomgroup.eu. Retrieved 20 October 2016, from https://datacomgroup.eu/

Ftc,. (2016). Internet of things Privacy & Security in a Connected World. Retrieved 20 October 2016, from https://www.ftc.gov/system/files/documents/reports/federal-trade-commission-staff-report-november-2013-workshop-entitled-internet-things-privacy/150127iotrpt.pdf

Henderson, J. (2016). ​Datacom - The Power of People. ARN. Retrieved 20 October 2016, from https://www.arnnet.com.au/article/608513/datacom-power-people/

McAtee, M. (2016). A good compliance system takes the administrating out of managing. Qualitydigest.com. Retrieved 20 October 2016, from https://www.qualitydigest.com/nov01/html/paperless.html

Mehta, Y. (2016). 5 Great Internet of Things Startup Ideas - DZone IoT. dzone.com. Retrieved 20 October 2016, from https://dzone.com/articles/internet-of-things-iot-startup-ideas

Microsoft,. (2016). Risk Management Process Overview. Technet.microsoft.com. Retrieved 20 October 2016, from https://technet.microsoft.com/en-us/library/cc535304.aspx

Pullar-Strecker, T. (2016). Datacom uncovers gold in WA. Stuff. Retrieved 20 October 2016, from https://www.stuff.co.nz/business/industries/84464165/Datacom-in-line-for-massive-contract-in-Western-Australia

Richardson, T. (2016). "I'm well aware of the challenges": Jay sniffs 'optimism' despite unemployment blow - InDaily. InDaily. Retrieved 20 October 2016, from https://indaily.com.au/news/local/2016/10/20/im-well-aware-of-the-challenges-jay-sniffs-optimism-despite-unemployment-blow/

Scu,. (2016). The Risk Management Process - Risk Management - SCU. Scu.edu.au. Retrieved 20 October 2016, from https://scu.edu.au/risk_management/index.php/8

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