Project Management

Kowshick Ahmed
B0039MHEMHE0615
Contents
Part 1 Initiation ............................................................................................................................................. 3
Critical evaluation of the advantages and disadvantages of outsourcing of software development ..... 3
Accurate time and cost estimation for evaluating the applicability and suitability of different type of
estimation methods. .............................................................................................................................. 4
Part 2 Planning .............................................................................................................................................. 4
Preparation of a stakeholder analysis for this project ........................................................................... 4
Developing a work breakdown structure (WBS) for the project in addition to the functional
requirements listed in the scenario above ............................................................................................. 5
Part 3 Execution ............................................................................................................................................ 6
How can the above unfortunate situation with Bill be solved? Write a short report with several
alternatives and suggestions to meet up with John. .............................................................................. 6
Part 4 Controlling.......................................................................................................................................... 6
You have been asked to chair these meetings and send a memo to all employees emphasizing their
commitment and the strategic importance of this project to making it a success. Draft a short memo
to this effect........................................................................................................................................... 6
After the first bi-monthly meeting and consultations with business experts, you have convinced John
that the only way to finish project successfully is to compromise scope by having only absolute
essential functionality. Critically evaluate what functionality and/or features can be compromised. .. 7
Part 5 Closing................................................................................................................................................ 8
Prepare a lessons-learned report for the entire project. Include input from all stakeholders in
summarizing the lessons learned........................................................................................................... 8
References ............................................................................................................................................. 8
Part 1 Initiation

Critical evaluation of the advantages and disadvantages of outsourcing of software

development

The business organization Toys4U is a manufacturer of toys which has managed to expand
business largely by increasing the number of employees as well as ensuring a huge amount of
turnover in business. The company has also made plans of opening few additional branches of
their company. The main factor which has enabled to make the organization successful in the
business environment is the effective work culture. Due to a health work culture; the employees
have been working as team and in coordination in order to perform in a much more efficient
manner (Baker et al, 2008). With the advancement in technology and communication in the present
days, the founder of the company Toys4U has managed to implement information technology
systems in order to manage innovation as well as increase the levels of productivity, thus making
more sales and profitability in business. The system which is being used by the company presently,
has improved the amount of sales, though it is managed offline, which is a major disadvantage.
The founder of the company has decided to enable electronic commerce and want to carry out
business online, so that the amount of sales can be increased and the shareholders can make
investments on the company as well. The computerized information technology infrastructure has
also been improved with the help of outsourcing of information and software development
including the SasS (Software as Service) and HasS (Hardware as Service), which are part of the
process of cloud computing (Burke, 2013). The outsourcing of software development is a major
aspect of the informational technology concept. The outsourcing of information technology
includes various operations centered on the data, desktop and helps desk support. It also includes
development of software which can be used by the company Toys4U to carry out electronic
commerce as well as use the software application services and network operations with ease and
efficiency. Outsourcing of software development in IT helps in allowing management to focus on
the various issues and problems within the organization (Cicmil et al, 2006). The use of outsourced
information technology can also help to enhance the technological capabilities as well as develop
software to ensure cost effective means of business expansion. Though, there are several
advantages, then also few drawbacks are also present during the outsourcing of software
development. Another disadvantage is that controlling various areas of the organization is lost, due
to which the implementation of project might bear unfavorable results. Outsourcing IT often
reduces the effectiveness of direct communication between the customers and the company, as a
result of which the relationships are not build properly, and the clients remain unsatisfied in certain
cases. So, these are the advantages and disadvantages which can arise during outsourcing of
software development (Fitzsimmons & Fitzsimmons, 2013).

Accurate time and cost estimation for evaluating the applicability and suitability of different
type of estimation methods.

During the management of a project, it is very much important to consider the time and cost
estimation. The cost incurred while managing the project is essential. It is important to make an
analysis about whether the cost which has been used can bring positive outcomes or not and
whether the project would be feasible enough to develop or not based on the cost. Estimation of
accurate time is an essential element of a good project management. The time estimation can help
in knowing the deadlines for the delivery of products or services and the planning of projects. This
will make the working staffs of Toys4U to perform efficiently in order to complete the project
within the allocated time frame. The estimation of time is also necessary for determining the prices
which are needed to be set and also the amount of profitability which can be gained during the
time period (Kerzner, 2013). Proper time allocation, time estimation and cost estimation are
important aspects which are needed to be considered for managing a project properly.

Part 2 Planning

Preparation of a stakeholder analysis for this project

The analysis of the various stakeholders who are part of the Toys4U has been prepared. The
various steps which are required for enabling stakeholder analysis are:
Planning – This step enables to carry out a stakeholder analysis as well as define the purpose of
the analysis, determine the users and then prepare an idea or plan by using that information.
Selection of appropriate policy – Before starting the process of project management, it is vital to
ensure that the policy which has been selected is related to the stakeholder’s analysis of this
ongoing project (Larson & Gray, 2011).
Identification of key stakeholders – The stakeholders must be identified and their preferences
and needs are also needed to be understood. The key stakeholders are the employees working
within the organization, suppliers, shareholders, clients, etc.
Collecting data and information: Relevant data and information is needed to be collected related
to the various stakeholders. The information can also be gathered from secondary sources like the
newspapers, articles, journals, etc (Meredith & Mantel, 2011).
Interviewing the priority stakeholders- Interviewing the stakeholders means understanding their
needs and preferences and interest and how those can affect the project management process.
Analysis of the stakeholder table – the stakeholder table which has been filled must be analyzed.
The data and information that are present in the table are analyzed for comparing the information
and derive appropriate conclusions based on those findings.
Information utilization – At the last stage, the information is utilized which has been gathered
from the stakeholder analysis and then necessary plans are prepared in order to increase support
for the project as well as increase the effectiveness of the project management (Schwalbe, 2015).

Developing a work breakdown structure (WBS) for the project in addition to the functional
requirements listed in the scenario above

In the project management, a work breakdown structure or WBS is known as the decomposition
of the project into smaller components so that those can be carried out without complexities within
a very less amount of time. The WBS is a major deliverable of the project management, as it helps
in organizing the work and performance of the team into a number of sections which have been
decomposed into smaller units. Often it has been seen that a large project requires enhanced
workforce and it can also result in various issues and problems. So, the Toys4U has managed to
implement the WBS in order to break down the project into smaller parts, so that it can be
completed quite easily and the objectives of the project are also achieved within no time (Turner,
2014). The WBS also provides a detailed framework about the estimation of costs and time with
the help of proper guidance, development and controlling methods.

Part 3 Execution

How can the above unfortunate situation with Bill be solved? Write a short report with
several alternatives and suggestions to meet up with John.
The project was going well but all of a sudden, one of the working staffs Bill met with an accident,
as a result of which he was allowed to rest for four months, and the company cannot afford to lose
any staffs at that stage. John has been recommended to recruit a staff immediately who can work
for a temporary period of time within the company in place of Bill. The person who must be
recruited must possess relevant skills and knowledge so as to deal with such kinds of situations
during the project management. A conference or meeting has been conducted with John relating
to the incident and how this problem can be solved. Another thing which can be done, is to enable
the work breakdown structure which can divide the work among each and every individual (Winter
et al, 2006). Though an employee is not available, still the company can provide a very significant
amount of more work. In case Bill is not present, the whole workload cannot be given to another
staffs. So the whole work which was done by Bill can be divided in such a manner, so that it can
be managed by all the employees with little bit of extra work till the time Bill returns to the
company. This will also not give more pressure to the employees (Baker et al, 2008).

Part 4 Controlling

You have been asked to chair these meetings and send a memo to all employees emphasizing
their commitment and the strategic importance of this project to making it a success. Draft
a short memo to this effect.

Memo
To: Toys4U employees
Cc: Toys4U managers
From: Toys4U, UK
Date: 3.5.16

This is to inform all of you that your commitment and performance have managed to brought
efficiency in the project management. The strategic importance has been beneficial for the
company to the various plans and procedures that have been prepared by all of you have been
beneficial during this project management. Our beloved employee Bill has faced an accident, due
to which there will be a bit more pressure on all of you during these four months. But I am sure
that you all will work as a unit to perform in such a manner so that our project can be successful,
and it can bring profitability in huge amount for the organization as a whole (Burke, 2013).

After the first bi-monthly meeting and consultations with business experts, you have
convinced John that the only way to finish project successfully is to compromise scope by
having only absolute essential functionality. Critically evaluate what functionality and/or
features can be compromised.

According to John, it is important to carry out outsourcing of software development which has
helped Toys4U to make the products and services available online, which have been easily
accessed and purchased by the customers. The implementation of information technology is also
needed for managing innovative approaches which can bring fruitful results. With the installation
of advanced machineries and equipment’s, the products and services developed by the company
would be of much higher quality, which can easily enable the project to be successful and
noteworthy (Cicmil et al, 2006). Other functionalities include the various management approaches
include the managing of human as well as financial resources, which can also make the project
successful. It is important for the leaders to motivate and encourage the staffs of the Toys4U, so
that they can work in a better manner and perform much more efficiently. The employees and
working staffs are also needed to be provided with proper remunerations and other benefits, which
can strengthen their ability to perform better. Providing training sessions can also enhance their
skills and knowledge, and thus enhancing their abilities to perform better, and make the
organization generate more revenue in business (Fitzsimmons & Fitzsimmons, 2013).
Part 5 Closing

Prepare a lessons-learned report for the entire project. Include input from all stakeholders
in summarizing the lessons learned.
The stakeholders’ analysis shows that the stakeholders must be identified properly and then
relevant data and information must be gathered based on their inputs to the organization. The
employees are the stakeholders who are part of the business organization Toys4U. They manage
all the operations and processes, in order to bring positive outcomes for the organization. The
suppliers supply the organizations with raw materials and supplies which are required for
producing the products and services (Kerzner, 2013). The supplies must be of good quality, so that
the manufactured products and services are also of high quality. The investors or shareholders are
considered as important stakeholders in business as because, they are responsible for making
investments on the company, which can allow the company to expand its business and accomplish
the projects successfully. The most important stakeholders are the customers. The customers must
be provided with products and services by Toys4U which can satisfy their needs and requirements,
otherwise they would remain unsatisfied and would not make purchases from the company on a
consistent manner (Larson & Gray, 2011).

Slides
References
Baker, B. N., Murphy, D. C., & Fisher, D. (2008). Factors affecting project success. Project
Management Handbook, Second Edition, 902-919.
Burke, R. (2013). Project management: planning and control techniques. New Jersey, USA.

Cicmil, S., Williams, T., Thomas, J., & Hodgson, D. (2006). Rethinking project management:
researching the actuality of projects. International Journal of Project Management, 24(8), 675-
686.

Fitzsimmons, J., & Fitzsimmons, M. (2013). Service management: Operations, strategy,

information technology. McGraw-Hill Higher Education.

Kerzner, H. R. (2013). Project management: a systems approach to planning, scheduling, and

controlling. John Wiley & Sons.

Larson, E. W., & Gray, C. F. (2011). Project management: The managerial process.

Meredith, J. R., & Mantel Jr, S. J. (2011). Project management: a managerial approach. John
Wiley & Sons.

Schwalbe, K. (2015). Information technology project management. Cengage Learning.

Turner, J. R. (2014). The handbook of project-based management (Vol. 92). McGraw-hill.

Winter, M., Smith, C., Morris, P., & Cicmil, S. (2006). Directions for future research in project
management: The main findings of a UK government-funded research network. International
journal of project management, 24(8), 638-649.