UPGRADE iMac

Table of ContentsTarget outcome/benefits3Recommended Option3Benefits3Target Outcomes and their affect on students and the organization4Target benefits for the stakeholders4Project plan5Gantt Chart6Work Breakdown Structure8Budgeting9Actual Cost9Estimated Cost9Project Cost10Actual and Estimated cost10Project Management Framework11Governance12Quality Management15Human Resource Management15Project Role and Responsibility Assignments16Communication Management16Organizational Change Management17Benefit Analysis18Stakeholder Analysis18Risk Analysis19Appendices21Appendix A21Appendix B24

Target outcome/benefitsRecommended Option The original overhaul plan of the director was to incorporate iMac computers in G203 classroom of the SHUT and to upgrade the workstations in the main lecture halls or offices (Teece, 2010). A total of 24 new computers would be required for the classroom and apart from that the computers must have the equivalent software installed such as Microsoft 2013 and work with the existing multi-functional devices, which print and scan documents. The relevant cost of each iMac is 5,320AED and the overall cost for the 24 PCs is 127,680 AED. There are numerous advanced features and characteristics of the iMac if compared to the normal desktop computers such as a better resolution, 21.5-inch wide screen, highly enhanced and better quality pace, more efficient, add-on storage choices and apart from that no viruses have been made for iMac till now which makes it the best option for school and college use. It is ecologically friendly in terms of saving electricity by using environmental backlit demonstration and display.Benefits More efficient Save electricity and environmental friendly Better resolution No viruses made for iMac till now Better quality paceTarget Outcomes and their affect on students and the organizationThe basic purpose of replacing the desktop computers with iMac is to provide students with the latest technology and with wide access to user-friendly products. The outcome of this decision taken by the management is to introduce a new educational technology among the students for the benefit of the entire college. This modification will aid the college by offering and providing the students with the up-to-date versions of computers, which could be used by them for more efficient production of work projects. They could use them to expand the horizons of their knowledge and improve their proficiencies and competencies. In order to introduce this change students and teacher should first be asked or they could develop a system in which students or the members of the staff could register their complaints easily, if any, regarding the change that have been introduced and whether they are satisfied with it or is it an added hindrance to their work and they dont need it.Target benefits for the stakeholdersThis change would benefit the related parties in a very positive way. The students would now have an easier access to the latest technology that allows them to work faster and efficiently. Education is becoming very crucial for everyone in todays world and the benefits of education have also been realized by UAE, therefore the introduction of iMac computers would be a positive step for assisting the students and helping them to learn things on their own. The importance of technology could not be ignored. Most countries around the world are earning on the basis of technology. This technology is very important when it comes to learning as it assists the student to work more efficiently by using various new softwares and tactics. This technology also has a positive impact on the environment as it is ecologically friendly and therefore, using such products would improve the image and repute of the organization, as it would be considered a responsible organization. Project planA meeting was organized in which members of various departments were allotted the responsibilities that they had to carry out over a ten day period as the computers had to be replaced by 30th June 2013.The purpose of the meeting was not only to assign tasks but also to understand the computer requirements and recommend various options. As it was decided that desktop computers would be replaced by iMac, information search was required in order to find out the number of computers that were required, computers that need to be discarded and price of iMac so that appropriate budgets could be assigned. Apart from that members were assigned the duties to order iMacs, discard the old computers, arrange for the new furniture for iMac and install updated softwares etc. A Gantt chart was therefore made which indicated the tasks that had to be performed within the next ten days and the time that would be taken to perform each task. The first milestone has been achieved in week 1 when planning was being done regarding what to order, what price to pay etc. At this stage modifications could be easily made as decision is being made. The second milestone is achieved at the end in week 3 when stakeholder orders have been placed as no modification could be made after this stage. The following Gantt Chart explains all the targets achieved in 5 Weeks Starting from 22 April, 2013 to 24 May, 2013 to finish the project two weeks before the deadline of 10 June, 2013.

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Gantt Chart

Work Breakdown Structure

The Employees responsible for these tasks mentioned in the Work Breakdown Structure have been mentioned in the WBS structure (Refer to Appendix B).

Budgeting

Actual Cost

Week 1Week 2Week 3Week 4Week 5Total

Planning00000

Informing Stakeholders01200001200

Order Placing0122360500000172360

Necessary Services004800480

Furniture Requirements0004230042300

Software Installation000300003000

Closing000000

Total012356050480453000219340

Estimated Cost

Week 1Week 2Week 3Week 4Week 5Total

Planning000000

Informing Stakeholders020000002000

Order Placing01300006000000190000

Necessary Services0060000600

Furniture Requirements00053000053000

Software Installation000400004000

Closing000000

Total013200060600570000249600

Project Cost

Number of itemsCost/itemTotal Cost

iMac Computers235320122360

Printer and Scanner232173.91304350000

Microsoft2352.173913041200

Antivirus2378.260869571800

Furniture231839.13043542300

Sockets2519.2480

Total218140

Actual and Estimated cost

Week 1Week 2Week 3Week 4Week 5

Actual Cost012356050480453000

Estimated Cost013200060600570000

Project Management Framework

Governance

Project Team Members

TaskWBS ItemWork ItemProject ManagerProject ConsultantIT ExpertDuration

11Planning5 Days/5 Hours

1.1Information SearchRRR3 Days

1.2Options SelectionRS1 Day

1.3Identifying pricesRR3 Hours

1.4Budget PlanningSSR3 days

22Informing Stakeholders5 days/ 5 Hours

2.1Arrange MeetingARR3 Day

2.2Making Presentation for the MeetingSRR2 Days

2.3Educating them about the benefitsRR1 Hour

2.4Asking their needs and other recommended optionsRR30 Minutes

33Placing orders5 Days

3.1iMac ComputersCRR2 Days

3.2Ordering Scanners and PrintersRAC1 Day

3.3Receiving themRR3 Days

44Necessary Services7 Hours

4.1Computer sockets for connectionRA3 Hours

4.2ElectricityAS-

55Furniture Requirements2 days/ 2 Hours

5.1New Computer DesksARR1 day

5.2Arranging DesksARR2 Hours

66Software Installation1 Day/ 5 Hours

6.1Anti VirusAR5 Hours

6.2Microsoft OfficeRRA0.5 Day

77Closing Furniture1 Day

7.1Closing SoftwareARR1 Day

88.0Closing Necessary ServicesAR1 Day

99.0First Test RunRRA1 Day

1010.0Test operating Day 2AR1 Day

1111.0Resolving Networking Issues Day 1RRA1 Day

1212.0Synchronizing all the computersAR1 Day

1313.0Providing usernames and passwords RRA1 Day

1414.0Providing Training Day 1AR1 Day

1515.0Resolving Issues with usernames and passwordsRRA1 Day

1616.0Developing Maintenance SystemAR1 Day

1717.0Troubleshooting protocolsRRA1 Day

1818.0Training for support departmentAR1 Day

1919.0Creating IT supportRRA1 Day

2020.0Explaining how to access supportRRA1 Day

2121.0Support Training Day 2RRA1 Day

2222.0Logging all the computers for final runRRA1 Day

2323.0Project Completion ChecksRRA1 Day

2424.0Replacing faulty equipmentRRA1 Day

2525.0Final Report DevelopmentRRA1 Day

2626.0Project completion checksRRA1 Day

2727.0Final go a headRRA1 Day

2828.0Project CompletionRRA1 Day

2929.0Final Inspection 1RRA1 Day

3030.0Final Inspection 2RRA1 Day

Responsibility Matrix Key

ResponsibleR

SecondaryS

ConsultantC

ApprovalA

Quality ManagementIn order to ensure the execution of the project of replacing computers in an exceptional manner, quality management is designed in such a way that would educate and inform all the participants to know exactly what their exact roles are in order to minimize conflict and avoid them. Dividing the tasks and time taken to perform each task has been done in order to create a proper work plan. Creating Gantt charts and responsibility matrix has helped to divide the work tasks. Apart from that a risk management analysis has been made and strategies are also proposed to deal with those risks. Project resources have been allocated over the entire project and dates of completion of each task are also mentioned. Budget analysis is also carried out which states the entire cost of the project and other actual and estimated costs. This has been done to ensure that the actual budget doesnt exceed the expected budget. There is no perfect definition of quality management but the basic purpose of quality management is always to ensure that customers get what they desire and deserve. Customers should get something they were promised and something that fulfills the purpose for which it was acquired, bought or created. Human Resource ManagementHR specialists have the significant job of systematizing people so that they can effectually perform these activities. This compels inspecting people as human resources, not costs to the association. The Human Resource management includes the Gantt chart, Responsibility matrix that has been done in the project. As new computers have been bought, the presence of an IT technician is crucial and therefore the job description of an IT technician is given (Refer to Appendix B). Project Role and Responsibility AssignmentsThe beginning or introductory phase of the project was planning which was done by conducting a meeting with the stakeholders so that tasks could be easily identified. During the meeting, various tasks were identified and were distributed among the three-team members, which have been identified in the responsibility matrix (Refer to Appendix B). Communication ManagementCommunication is crucial for every organization if they are conducting a project and if they want to succeed in creating an effective project. Therefore they needed to attain organized communication between the members working on this project. The communication plan has been created and the communication manager needs to decide who should receive what information when and through which source.

Types of CommunicationBasic motiveMediumFrequencyAudienceDeliverable

Introductory meetingIntroduce project to the employees and inform them about the modifications or any other thing.Face to faceOnce when a new project is introducedManager and heads from some departmentsMeetingsIntroduce resources and new concepts

Weekly MeetingsCheck status of the project to see if its moving in the desired directionFace to faceOnce a weekManager and employees of various departmentsCheck schedule and track progress

Stakeholders meetingStakeholders correspond their needs and requirements and give a say on the current projectsFace to faceOnce hen a new project is introducedManager, employees and stakeholdersCheck project schedule and cater to modifications proposed

Organizational Change Management

Various options were presented but we chose to replace the old computers with iMac in SHUT. The entire project of replacing computers has been organized by using the Gantt chart and Governance model, which shows the tasks that had to be performed to complete the project and time that would be taken to complete each step of the project.Two events have been identified as important on the Gantt chart by marking milestones on them. Firstly planning has been identified as a milestone as all the decision making, information searching regarding the models of computers, their prices etc. is being researched so that any modification or alteration can take place if necessary.Secondly orders placed by the stakeholders have been also recognized as a milestone as the product has now been ordered and therefore no further changes or alterations can take place on the orders of Dr. Sarid from now onwards.

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Benefit AnalysisAs the desktop computers have been replaced by iMac, a benefit analysis will be carried out to compute the effect of this decision on the relevant stakeholders. Stakeholder Analysis

Positive ImpactNegative impactRating (0-4)

NoStakeholdersHigh (3)Medium (2)Low (1)High (-1)Medium (-2)Low (-3)

1StudentsImpacted by Project3-14

Impact on Project3-1

2TeachersImpacted by Project2-11

Impact on Project2-2

3SuppliersImpacted by Project3-14

Impact on Project3-1

4It DepartmentImpacted by Project3-13

Impact on Project3-2

5TechniciansImpacted by Project2-10

Impact on Project1-2

Total12

Risk Analysis

SerialMajor RiskRatings (4-1)Strategy to avoid RiskRatings (4-1)Person Responsible

1Panning takes time, which lead to delay in project.Impact-3 Probability-3 3*3=9 Involve only the top management and related employees of the respective departments to avoid delaysImpact-3 Probability-3 3*3=9 Member 1

2Risk that the wrong option is selectedImpact-4 Probability-3 4*3=12Only consider the appropriate option, as too many of them cause confusion.Impact-2 Probability-3 2*3=6Member 2

3Risk that the actual budget exceeds the estimated budgetImpact-4 Probability-4 4*4=16Prepare an estimated budget and compare it to the actual cost before orderingImpact-4 Probability-3 4*3=12Member 3

4Risk of order doesn't coming on timeImpact-4 Probability-3 4*3=12Place the burden on supplier by asking for discount and keep a margin of 3 or 4 extra days when orderingImpact-3 Probability-4 3*4=12Member 2

5All the stakeholders not showing up for meeting.Impact-3 Probability-2 3*2=6Inform the stakeholders a week before the meeting so that they could schedule easily and assure their presenceImpact-3 Probability-3 3*3=9Member 1

6Delivery of goods to a different addressImpact-4 Probability-2 4*2=8Reconfirm the address and delivery date after orderingImpact-2 Probability-3 2*3=6Member 2

7Risk of load shedding that would damage computers if light goes again and againImpact-4 Probability-4 4*4=16Using small ups for each computer that gives 10 minutes to users to shut down the computer properly after the light goesImpact-4 Probability-3 4*3=12Member 3

8Risk of orders coming before timeImpact-2 Probability-2 2*2=4As free room is not always available, reconfirm the order and tell the suppliers about the problem.Impact-2 Probability-2 2*2=4Member 2

9Failure of HR to find a proper IT technicianImpact-4 Probability-2 4*2=8Outsource the task of hiring the trainer to some professional recruitment firm.Impact-3 Probability-1 3*1=3Member 1

10If a different model comes instead of the one orderedImpact-2 Probability-2 2*2=4Place the burden on supplier as it's his fault.Impact-3 Probability-3 3*3=9Member 2

11If a trainer resigns unexpectedly or is absentImpact-4 Probability-3 4*3=12Always have a back up trainerImpact-3 Probability-3 3*3=9Member 3

12Students give a negative response to the new computersImpact-4 Probability-4 4*4=16Avoid it by advertising and making the students fill in questionnaires before introducing the new computersImpact-4 Probability-3 4*3=12Member 1

13If the supplier doesn't have the model you wantImpact-3 Probability-2 3*2=6Always find a back up supplier in case of such emergenciesImpact-3 Probability-1 3*1=3Member 2

14New model emerges after you have ordered a particular model of the computerImpact-1 Probability-2 1*2=2Not a big risk as students wont be affected by the model of computerImpact-1 Probability-2 1*2=2Member 1

15Computers breakdown due to some reasonImpact-4 Probability-3 4*3=12Always have a repairman or electrician for the college for such choresImpact-3 Probability-3 3*3=9Member 2

AppendicesAppendix A

Purpose The Information Technician is responsible for the maintenance of the new computers and for installing any updated softwares and anti viruses in it.

ScopeThe Information Technician would report to the head management and would look after the software installation and hardware of the computers. Apart from that he would provide recommendations for future and training to the assistants who could further train the students.

Responsibilities1.Guarantee that technology is available and operational with present software/hardware. Chief Activities: He should be responsible for solving any troubleshoot problems Should have the know how of software/hardware use Provide training to assistants Always be available to provide individual support Be acquainted with network operating system Deliver suggestions about retrieving information and sustenance Provide current and precise account of technology hardware/software and assets

2.Monitor and preserve expertise to ensure greatest accessChief Activities Troubleshoot all expertise matters Maintain a list of mandatory reparations and maintenance Connect and maintain the updated software and hardware Provide network access to all staff and students Connect and set up hardware Load all required software Oversee safety of all technology Install passwords in systems to ensure security

3.Perform other interconnected responsibilities as obligatory during working hours

WBS #WBS TaskResponsibleDurationBudgetStatus

1PlanningMember 15 Days0On Schedule

1.1Information SearchMember 1 and 23 Days0

1.2Options SelectionMember 31 Day0

1.3Identifying pricesMember 1 and 33 Hours0

1.4Budget PlanningMember 33 days0

2Informing StakeholdersMember 13 days1200On Schedule

2.1Arrange MeetingMember 2 and 31 Day0

2.2Making Presentation for the MeetingMember 2 and 32 Days1200

2.3Educating them about the benefitsMember 1 and 21 Hour0

2.4Asking their needs and other recommended optionsMember 1 and 330 Minutes0

3Placing OrderMember 210 Days172360Ahead

3.1iMac ComputersMember 2 and 31.5 Week122360

3.2Ordering Scanners and PrintersMember 21 Day50000

3.3Receiving themMember 1 and 23 Days0

4Necessary ServicesMember 17 Hours480Ahead

4.1Computer sockets for connectionMember 13 Hours480

4.2ElectricityMember 2--

5Furniture RequirementsMember 12 Weeks42300On Schedule

5.1New Computer DesksMember 2 and 31 Week42300

5.2Arranging DesksMember 32 Hours0

6Software InstallationMember 31 Day3000

6.1Anti VirusMember 25 Hours1800On Schedule

6.2Microsoft OfficeMember 1 and 20.5 Day1200

7ClosingMember 1! Day0Complete

7.1Project CompletionMember 1 and 21 Day0

Appendix BWBS Dictionary