BSBADM504 Plan and Implement Administrative Systems Assignment
Questions:
Answers:
Background
This project is focused on an organization BizOps Enterprises that requires upgradation of the office suite software as it is free and open source software. It has been determined from evaluation of the current asset register and software license agreements of the organization that there are 780 computers that have to be upgraded. This report analyzes that the upgradation from the current office suite software will need to perform all of the tasks being already performed by BizOps with the current office suite system and also address their future needs.
Identification of issues
The issues being identified that the organization may encounter if it does not go ahead with the upgrade are listed as below:
- Increase in costs for training of staffs thus increasing the budget for operations.
- The organization will not be able to meet their future needs.
- Maintenance of the existing software suite is also costly in terms of the upgraded software suite.
Current and future requirements of all staff
The current requirements of the staff of BizOps Enterprises that have been identified from the project scope are presented as below:
- The staffs use the office suite software for email access.
- The office suite software is also being used for word processing by staffs.
- Spreadsheets are also accessed in the office suite software.
- Database entry and presentation software is also used by staffs accessing the office suite software.
A survey form or rather said as a questionnaire has been designed for seeking the present and further necessities of the staffs as below:
- How often do you access the email services from office suite software?
- Once a week.
- Daily
- Not regular
- Only few days
- How comfortable are you working with the existing office suite software?
- It has been most likely
- It has been likely
- It has been moderate
- It has been unlikely
- It has been very unlikely
- Does the current office suite software meets your requirements?
- Highly disagree with this
- Somewhat disagree with this
- Neither support this too much nor disagree too much
- Just agree with this
- Just strongly support this
- Does your performance with the software of office suite give a sensation of the personal satisfaction?
- Highly disagree with this
- Somewhat disagree with this
- Neither support this too much nor disagree too much
- Just agree with this
- Just strongly support this
- Have you acquired sufficient access to the various tools and the resources for performing efficiently?
- Highly disagree with this
- Somewhat disagree with this
- Neither support this too much nor disagree too much
- Just agree with this
- Just strongly support this
- Have this organization of yours performed an efficient task in keeping the staffs aware regarding the factors influencing them?
- Highly disagree with this
- Somewhat disagree with this
- Neither support this too much nor disagree too much
- Just agree with this
- Just strongly support this
- How much satisfaction has been brought to you with the involvement of yours in the decisions affecting your tasks?
- Highly disagree with this
- Somewhat disagree with this
- Neither support this too much nor disagree too much
- Just agree with this
- Just strongly support this
- How satisfied have you been with the data you retrieved from the management regarding the on-goings in the organization?
- Highly disagree with this
- Somewhat disagree with this
- Neither support this too much nor disagree too much
- Just agree with this
- Just strongly support this
- Considering everything, how much satisfaction have all these brought to you regarding your profession?
- Highly disagree with this
- Somewhat disagree with this
- Neither support this too much nor disagree too much
- Just agree with this
- Just strongly support this
- Can you be able to believe that this present office suite software is suitable for future use in the organization?
- Highly disagree with this
- Somewhat disagree with this
- Neither support this too much nor disagree too much
- Just agree with this
- Just strongly support this
Budgetary report
Preliminary expenditure budgets
The preliminary budgeting that has been prepared in context to the project for office suite software application is presented as below:
|
Material |
Quantity |
Cost per quantity (AUD) |
Total (AUD) |
|
Installing |
147 |
119.00 |
17,493.00 |
|
Training |
45 |
298.00 |
13,140.00 |
|
Technical |
37 |
140.06 |
518.22 |
|
Total |
36,085.22 | ||
Assumptions used in preparing the budget
This section gives a reliable way to deal with cost evaluating arrangements and techniques including estimate measurement, assessing valuing, appraise audit, appraise documentation, assess correspondence, and administration of estimate information. In the meantime, it gives direction on the most proficient method to treat the normal and repeating challenges experienced in the assessing procedure (Kerzner2013). The basic estimate suspicions noted in this record are planned to apply to project in context to BizOps Enterprises involvement. Presumptions ought to be balanced as required, using sound proficient judgment, on account of novel activities or if extend particular conditions warrant. Bigger, more perplexing tasks ought to experience an option more broad investigation equivalent with hazard amid the checking stage to acquire a favored option so that a more exact cost estimate can be produced.
The assumptions that have been considered for the option to pay an annual license for proprietary software are listed as below:
- Purchasing will be done for the whole office suite software.
- License will be renewed annually for full office suite software.
- Purchase of software license will be done for the entire office suite.
The assumptions that have been considered for the option of combining the options are listed as below:
- Purchasing of specific modules will be done as per requirements of staffs.
- License will be renewed according to purchased modules of the office software application.
- Training modules will be divided according the needs of users rather than providing training on the entire office suite software.
Sources of information used to prepare the budgets
|
Source |
Link |
|
Office software (Windows) |
https://www.harveynorman.com.au/computers-tablets/computer-accessories/software/microsoft-office-365-home-1.html |
|
Office software (OS-X) |
https://www.harveynorman.com.au/computers-tablets/computer-accessories/software/microsoft-office-mac-home-and-business-2016-gift-voucher.html |
|
Volume license |
https://www.kernelsoftware.com/products/catalog/microsoft.html |
Specific details on the software licensing requirements
The license of software has been the official understanding lawfully. It has been indicating the terms of the usage of any application. It further characterizes the benefits of the makers of the product with the end-user. Every item should be authorized lawfully till it gets introduced. The evidences of procurements should be stored by the individuals or the offices. This has been for every non-it delivered software that has been presented in the computer of the college. It includes the distinguishable documentation, solicitations, receipts and the buying orders (Turner2014). The merchants might need to authenticate the procurement during a review. The specialized staffs might request the confirmation of the procurement till the software could be installed again over the computer that is modified or reimaged. The authorization of software has been a complicated matter. There have been various kinds of licenses and access contracts. Various vendors could make use of the terms for portraying their licenses.
Proprietary license: Most programming licenses have been "restrictive". This indicates that the distributer of the products concedes an authorization to utilize at least single duplicates of programming. However that responsibility for duplicates stays with the product distributer (McNeil, Frey and Embrechts2015). The client must acknowledge the permission till they have been allowed to utilize the product.
GNU General Public License: These types of licenses are the understandings below which the programming that has been much "open source" has been authorized. The end-clients might alter the source code. However any type of refinements of that product should likewise be done accessible under the permission of GNU GPL. As known by the license of the "free, duplicate left", the product could possibly be circulated for an expense - "free" suggests the capacity of the users or the customers to alter and disperse adjustments of those products, not too expensive.
End User License Agreement (EULA): This has been also as the "click wraps" or the "shrink-wraps”. The EULAS demonstrate those words below which the end-users might utilize that product. Concurrencies with these associations or the organizations frequently appear as contracts among the association and the distributer of the product or merchant. This further determines the rules of the utilization for every client in the association. Moreover there has been superseding few of the EULAs that might accompany the product (Pritchard and PMP2014).
Perpetual licenses: Perpetual licenses have been the licenses that has been the without the close dates. This has been allowing utilization of product inconclusively. This has been done regardless a repeating expense for the proceeded along with utilize. Maximum of the software that have been purchased for usage for the home purpose computers have been unlimited licenses. .
Non-perpetual licenses: The non-perpetual licenses have been those licenses that have been "renting" their products to utilize the predefined timeframes. This has been normally yearly or in some cases bi-every year. The clients have been needed to expel items. This has be done from their computers such that in an event that the payment could be stopped for permitting the charge.
License with Maintenance: Various agreements of authentication enable the customers in buying the "upkeep" or the "programming affirmation". This has been alongside the initial charge of permission. This has been qualifying the client for getting latest forms of the product. This has been for about a couple of years tilt the termination of the support understanding takes place.
Report on appraisal of each options
|
|
Option 1 |
Option 2 |
Option 3 |
|
Cost
|
$ 36,085.22 |
$ 26,148.38 |
$ 21,365.25 |
|
Benefits
|
Supports the needs of all the staffs |
Supports only the needs staffs without email access. |
Supports only the staffs at higher management level. |
|
Drawback/Risk
|
Hardware upgradation experts needed. |
No need of software or hardware upgradation but staff training required. |
The staffs at higher management level will only be able to access the system. |
In context to the evaluation being done on the three options, Option 1 is the best fit solution for the organization. This option may incur higher costs to the organization but it will help to support the current and future requirements of all the staffs in the organization.
Quotation specification for a supply agreement
The requirements for this project to upgrade the office software being used in BizOps are being listed for the suppliers as below:
|
S. No |
Item |
Specifications |
Quantity |
Warranty |
Quality |
|
1 |
Computer desktop |
Intel core i3 based Desktop |
08 |
01 years |
Commercial standard |
|
2 |
MS Office |
Home and Business OEM |
47 |
06 months |
Business purpose |
|
3 |
Volume License |
Microsoft signature |
35 |
N.A |
Professional services |
Appraisal of quotations received for the supply agreement
The form with evaluation criteria for selecting a supplier for the BizOps office software upgradation project has been prepared as below:
|
S.No |
Criteria |
Yes/No |
|
1. |
Relevant documents or certificates are submitted and supplier is authorized provider of quoted items. |
|
|
2. |
Supplier has experience of supplying such items and have furnished details of previous supplies. |
|
|
3. |
All relevant records required i.e. Income Tax Return Certificate/PAN, Commercial Tax Clearance/V.A.T. Certificate and other taxes have been provided by supplier. |
|
|
4. |
The rates quoted by the supplier shall be fixed for the duration of the contract and shall not be subject to adjustment of any account. |
|
|
5. |
All duties, taxes and other levies including the transportation expenses are payable by the Supplier under the contract and shall be included in total price. |
|
|
6. |
The quotations confirm to terms, conditions, specifications and qualifications and qualifications conditions. |
|
Implementation plan for the upgrade of the office software suite
Risk management plan
Background
This project is focused on an organization BizOps Enterprises that requires upgradation of the office suite software as it is free and open source software. It has been determined from evaluation of the current asset register and software license agreements of the organization that there are 780 computers that have to be upgraded.
Context
The issues being identified that the organization may encounter if it does not go ahead with the upgrade are listed as below:
- Increase in costs for training of staffs thus increasing the budget for operations.
- The organization will not be able to meet their future needs.
- Maintenance of the existing software suite is also costly in terms of the upgraded software suite.
Risk categorization table
|
Priority |
Risk |
Likelihood |
Impact |
Level of risk |
|
High |
Staff loses access to email for three or more days |
C |
4 |
High |
|
High |
Obsolete word-processing and slideshow templates become obsolete and all need to be reconstructed. |
B |
5 |
Extreme |
|
Medium |
Staff computer use efficiency drops by 50 per cent over two weeks while staff ate familiarizing themselves with the new software. |
A |
3 |
High |
|
High |
Upgrades require computer systems to be down for eight hours. |
A |
4 |
Extreme |
Risk control/treatment
|
Activity: Office suite software upgradation | |||
|
Risks |
· Staff loses access to email · Word-processing and slideshow templates to be reconstructed. · Staff computer use efficiency drops by 50 per cent. · Down time of computers for 8 hours. | ||
|
Control measures/ treatments |
Control measure |
Strength |
Weakness |
|
Backup data |
Easier access to previous data |
Data loss or theft | |
|
Disaster recovery plan |
Rolling back to the last stage before change |
Failure in between transition may lead to failure of | |
|
Proper training |
Adequate knowledge to operate |
Existing staffs may face threat due to new technology | |
|
Arrangement of adequate resource |
No issues with over allocation of resources |
Reserving resources would incur additional costs | |
|
Maintain upgrade of systems |
Proper performance of systems |
Hardware and software requirements also have to be upgraded | |
|
Impact of risk/s on areas outside your responsibility |
The risks may have an adverse impact on the existing staffs of the organization as they are familiar with the current and system and implementation of the new system will require adequate training. | ||
|
Personnel involved |
Project Manager and Departmental head | ||
|
Expected outcomes of risk treatment plan |
Risks will be mitigate with proper actions and the project will be successful in terms of cost and budget. | ||
Implementation plan
|
Determine project background |
2 days |
Tue 7/25/17 |
Wed 7/26/17 |
9 |
Project Manager |
|
Analyze the context of risks |
3 days |
Thu 7/27/17 |
Mon 7/31/17 |
11 |
Business analyst |
|
Categorization of risks |
3 days |
Tue 8/1/17 |
Thu 8/3/17 |
12 |
Project Manager |
|
Control or treatment of risks |
4 days |
Fri 8/4/17 |
Wed 8/9/17 |
13 |
Project Manager |
|
Planning the implementation |
3 days |
Thu 8/10/17 |
Mon 8/14/17 |
14 |
Project Manager |
Key performance indicators for the project
The KPI or the “Key Performance Indicator” has been the quantifiable estimate determining the viability of any company to meet its primary business objectives. The companies have been using the KPIs for assessing their popularity to achieve the missions (Nicholas and Steyn2017). In minimum cases the KPI has been a kind of execution esteem causing to observe the manner in which the departments or the company as a whole has been working. An honest KPI need to run indicating and helping its association team suggesting what the proper method towards the most important aims (Lientz and Rea 2016). For being viable, the KPIs might follow the following:
- Characterized and quantifiable.
- Imparted across the association and the office.
- Be effective in accomplishing the aims.
- Be relevant to the Line of Business (LOB) or office.
The Key performance indicators identified here for updating of office suite software in BizOps Enterprises is listed as below:
- Cost: This marker will gauge cost adequacy and locate the most ideal approaches to lessen and deal with the expenses.
- Customer Satisfaction and Retention: This marker includes fulfilling the client and they will keep on being the client (Cicmil et al. 2017). Various organizations contend. However this has been more for the shareholder estimation than it has been for their customers. Different execution markers could be utilized for quantifying CSR. This has been including scores of customer loyalty. This also considers the rate of clients bargained for the purchase.
- Employee Turnover Rate (ETR): This execution includes count by considering the amount of representatives. They have resigned from the organization. They have partitioned that by the very simple amount of workers. However, if there has been a high rate of ETR within that association then some time must be spent for analyzing the work environment culture, business bundles, and workplace (Hill 2013).
- Employee Satisfaction: The satisfied representatives would be working harder. It would be as simple as that. The measurement the limitation of workers through various studies and various measurements has been indispensable. This has been to the wellbeing of the authority and the departments.
- Number of Customers: Similar to benefit, this execution pointer is genuinely direct (Heagney2016). By deciding the quantity of clients that have been picked up and lost by the organization because of utilization of current office suite programming, additionally comprehension can be picked up regardless of whether the association is addressing the necessities of clients.
References
Burke, R., 2013. Project management: planning and control techniques. New Jersey, USA.
Cicmil, S., Cooke-Davies, T., Crawford, L. and Richardson, K., 2017, April. Exploring the complexity of projects: Implications of complexity theory for project management practice. Project Management Institute.
Fleming, Q.W. and Koppelman, J.M., 2016, December. Earned value project management. Project Management Institute.
Heagney, J., 2016. Fundamentals of project management. AMACOM Div American Mgmt Assn.
Hill, G.M., 2013. The complete project management office handbook. CRC Press.
Kerzner, H., 2013. Project management: a systems approach to planning, scheduling, and controlling. John Wiley & Sons.
Lientz, B. and Rea, K., 2016. Breakthrough technology project management. Routledge.
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.
McNeil, A.J., Frey, R. and Embrechts, P., 2015. Quantitative risk management: Concepts, techniques and tools. Princeton university press.
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.
Nicholas, J.M. and Steyn, H., 2017. Project management for engineering, business and technology. Taylor & Francis.
Pritchard, C.L. and PMP, P.R., 2014. Risk management: concepts and guidance. CRC Press.
Snyder, C.S., 2014. A Guide to the Project Management Body of Knowledge: PMBOK (®) Guide. Project Management Institute.
Svejvig, P. and Andersen, P., 2015. Rethinking project management: A structured literature review with a critical look at the brave new world. International Journal of Project Management, 33(2), pp.278-290.
Turner, J.R., 2014. The handbook of project-based management (Vol. 92). New York, NY: McGraw-hill.
Turner, R., 2016. Gower handbook of project management. Routledge.
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