Management Plan

Introduction

Companies using information systems are required to update their systems regularly to avoid obsoleteness and redundancy. The small shipping company and warehouse (The Organization) seeks to update software for tracking, shipping, receiving, and inventory. This process will ensure that the company operates efficiently, and it counters risks associated with failure to update the software. The update for this software shall cover fifteen computers that the organization use in its shipping operations. This study examines the whole process of updating the software in the company including gathering, analysis, implementation, and testing process.

Scope of the project

The project covers updating of software that the small shipping company use for tracking, shipping, receiving, and inventory. This process targets 15 computers that are interconnected to suit the organization’s operations.

The stakeholders involved in the project

The three key stakeholders who should be involved in this project include the top management, resource managers, and the IT specialists in the shipping organization. The top management who may include the company’s directors and division managers are required to verify the viability of the project based on the organizational goals and objectives (Akhter, Rahman, and Ullah, 2019). Also, top management should be involved to approve the likely risk management strategies that may be needed as the two specialists update the software. Resource managers are involved in ensuring that the 15 computers have enough software to undertake the process and that the time used by the two specialists is managed properly. For instance, the resource manager may be required to allocate extra working-hours to the two employees to ensure that their operations from the managers whom they are attached are not compromised. The two specialists are among the key stakeholders because they will undertake the actual process of updating the software in the organization’s computers.

The Work Breakdown Structure (WBS) for the project

Task Phase and its deliverables

Planned timeline

Planning Phase

4 days

Gathering and understanding company requirements

3 days

Recording of client requirements

1 day

Setting the appropriate steps for development

4 days

Analysis phase

8 days

Operating System evaluation process

4 days

Design phase

8 days

Starting the installation of necessary programs at the central station

5 days

Creation of appropriate interfaces

3 days

Implementation

14 days

Software update

7 days

Seeking company satisfaction

5 days

Obtain company’s recommendations

2 days

The necessary tools and techniques

The necessary tools and techniques for updating the computers’ software are determined by examining various factors including the last time of update, regularity of updates, types of software needed, features of computers, the Operating System (OS), and other interoperability features (Akhter, Rahman, and Ullah, 2019). The first factor among those described in the case of the shipping company is the aim of update. The target software in this case in involved in tracking, shipping, receiving, and inventory. Secondly, the number of computers is that need updating is 15 and each of these computers serve similar role in the organization. Also, manual updating that will be applied in this case requires different tools and techniques.
Therefore, the first tool required for this shipping company’s computers update is the software update checker to assess issues such as compatibility of the OS with the third-party application that will be used for updates. For instance, the IT specialists can use SolarWinds patch Manager if the computers are running on windows operating systems. This tool is appropriate as automate the process of installing necessary updates such as antiviruses that will, in turn, approve the applications intended for the computers. Also, considering that the computers have been supporting the software for tracking, shipping, receiving, and inventory, the application that will be used for this process will likely be compatible with the OS and other applications. However, the trained employees should have details of various applications running in the company’s computers since they will be operating from the central loading station, away from the current location of computers. The waterfall technique is an appropriate technique since the sequential steps depend on their previous counterparts and the specialists need to consider the current software to determine how to start and conduct the updating process.

The Milestones for the project

Milestones are used as management tools to delineate given points in project schedules. Some milestones for this project encompassing updating of software for computers in the shipping company include completing key deliverables including setting the computers’ OS ready for the new updates and seeking the approval from the management. The managers are the primary parties to benefit from the updated software in tracking, receiving, and inventory (Phillips, 2018). Hence, before completing the process, these parties need to approve that the new software serves the intended purpose. Aspects such as observing deadlines and accountability will help the team manage the process and achieve the project milestones.

Sequence of the project tasks

Not every recommended project or program can be executed given resource constraints, even if they are aligned with the organization strategic direction. “Components within the same portfolio compete for scarce resources, which include finances, human resources, machineries, hardware, and other resources within the same organization.” (Levon, G. & Wyzalek, J., 2015) Given this challenge, it’s critical an organizations management team need to clearly defines the mission, vision, goals and strategic direction of the organization.
 
With projects and programs competing for resources, business intelligence (BI) is used to make informed decisions. The data captured using the portfolio’s BI capabilities helps to inform stakeholders and accelerate the effectiveness of the portfolio. By converting data into consumable information that is both discoverable and transparent portfolio managers can lean on the data to make informed decisions resulting in the ability to maximize resources, time and funding. BI provides dashboards with self-service capabilities so stakeholders can access relevant and actionable information at any given time, in a format that fits their needs.
 
According to Levin, G. & Wyzalek, J. 2015, a well-designed BI capability at the portfolio level ensures that portfolio managers and relevant stakeholders have the ability to:
 
· Utilize dashboards to help gain insight to make better, confident, and timely decisions.
· Drill-down and aggregate data on different dimensions utilizing self-service tools.
· Better manage the portfolio pipeline and effectively evaluate ideas by measuring the strategic contribution of competing requests to ensure strategic alignments.
· Effectively utilize resources by accurately measuring resource utilization and assignments based on organizational strategy.
· Maximize value from existing portfolio components
 
The project portfolio can use business intelligence (BI) dashboards as a way to allocate human resources to the projects and programs which are aligned to the organization’s strategic objectives. 

References
Akhter, S., Rahman, N., & Ullah, M. (2019). Development of a customer information database system. In handbook of research on technology integration in the global world (pp. 166-188). IGI Global.

Phillips, J. (2018). PMP project management professional study guide.

Levin, G. & Wyzalek, J. (2015) Portfolio management: A strategic approach. Boca Raton, FL: Taylor & Francis Group.