Question & Answer: Write a project Systems Planning case – You are the Sr. Systems Analyst of your local Community College…..

Write a project Systems Planning

case – You are the Sr. Systems Analyst of your local Community College. The computer labs are outdated and the network infrastructure is slow and unreliable. There is a business need for network and computer lab modernization to include new hardware and software solutions.

– Introduce the problem/issue/opportunity with a problem statement and introduction of the organization.

– Present the business case for your project. – Outline the proposed project plan (include the Work Breakdown Structure).

– Outline the proposed communication plan and identify all project stakeholders.

Expert Answer

Business Case for Systems Planning

Contents


1	Executive Summary
2	Introduction and Overview
3	Project Plan
4	Key Project Stakeholders
5	Communication Plan
6	Resource Requirements
7	Funding Source
8	Conclusions / Recommendations

1. Executive Summary

This business case looks into the need for modernizing the computer lab in the local community college so that the students get the training for latest developments. The report gives idea about the key stakeholders, the project plan and the communication plan for the project. The resources required and the benefit from the renewal of the computer lab are discussed.

2. Introduction and Problem Statement

The Community College provides computer education to the students through the old and outdated computer labs. The network infrastructure is slow and unreliable and is no more suitable to keep pace with the changes in the computers education and developments. To provide a quality training to the students, the organization faces the challenge of investing in the computer lab and network infrastructure so as to leverage the technology and be cognizant of the current requirements for computer education

The purpose of this business case is to

To outline the need for the proposed project
To suggest a plan for the project and outline work breakdown structure
To propose a communication plan and identify the stakeholders

The objective of the project is to renew the computer labs and provide a reliable and efficient network infrastructure in the community college, so that the students in this organization are given quality education.

3. Project Plan

Initiation Phase: The key stakeholders are to be brought on-board and the need for the project is to be identified. The key deliverables are to be decided and the feasibility of each to be confirmed. The approval from various authorities to be taken.
Planning: The responsibilities of the project team and the deliverables are formulated. The project timeline to be mapped. This includes planning the number of new computers, type of computers, vendors, costs etc. to be decided.
Execution: In this phase, the actual physical manifestation of project takes place. The timeline for project execution like procurement and setting up of new computers, new software purchase, installation, network testing an implementation etc. need to be done.
Conclusion: The appropriate reports and monitoring of the working of new lab to be conducted for the closure of the project.

4. Key Stakeholders:

The key stakeholders for the project are:

The project sponsor: The authority to assign resources and enforce decisions regarding the project. This can be a governing executive or the association in the community college. The project sponsor plays a very important role in the decisions regarding the investments, planning and execution of the projects.
The students: The students will be directly affected by this project. The requirements of students are therefore very important and should be considered before deciding on the renovations.
The project manager, project team members and trainers are also important stakeholders.
The contractors and suppliers of hardware and software.

5. Communication plan:

The communications Plan needs to be made for each stakeholder. The project manager can categorize the communication needs into three areas.

Mandatory- This generally includes project Status Reports, legal requirements, financial reporting, etc.
Informational- This information is usually made available for people to read but requires their initiative.
Marketing- This communication is designed to build buy-in and enthusiasm for the project and its deliverables. This type of information is pushed out to the appropriate people.

For each stakeholder, determine the information they need to know, how often they need an update, and the best manner to deliver the information. The project steering committee/ project sponsor may need an executive briefing at regular intervals. There need to be regular project statues reports to all the stakeholders. The mandatory communications like legal report/ status report etc should be implemented and rest of the communications options should be prioritized.

6. Resource requirements:

The modernization of computer lab and network infrastructure requires resources including:

New equipment for hardware requirements
Licensing /Subscription for new software requirements
Service costs for the network infrastructure
Training for teachers/ investment for new trainers/ staff for Lab
New training modules.
Resources for renovation of old lab

7. Funding source:

The funding for the project is to be obtained from government by drafting a proposal for the same. The steering committee can initiate the communication with the authorities to provide the funds. The timeline for the fund discharge should be around 3 months to complete the project by the beginning of new student year.

8. Conclusions and Recommendations

The modernized computer lab will be helpful to train the students in the current developments in the software and make them well versed with the updates. This will help the students to be well-qualified for their jobs and give them a competitive edge.

The project aims to be completed by the next student cycle. The resources and funds should be collected on time to initiate and complete the project on time.

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