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IT Major Project:
Assessment Task 8
Assessment Task 8
Submission details
Candidates name
Assessors name
Assessment site
Assessment date/s
Time/s
This Assessment Task is due on the date specified by your assessor. Any variations
to this arrangement must be approved in writing by your assessor.
Submit this document with any required evidence attached. See specifications below
for details.
Assessment Task 8
Performance objective
To demonstrate competency in IT Project Management.
Assessment Task 8
Assessment description
This assignment can be assessed in 2 ways, either:
The requirements that were developed for the business website of the
students own choice and submitted as Assessment 7.
Assessment Task 8
Procedure
If based on HDS,
1. Read the Case Study (see Appendix 1)
2. Build a new HDS website
If not based on HDS,
3. Build a business website based on requirements from Assessment 7
4. Hands-on Involvement
This assessment is primarily a project management exercise. The student can do
as much of the hands-on work as the student feels capable of undertaking
confidently.
Where the student does not have the skills to undertake all aspects of the web site
build, the student can use other resources (friends, other students, work
colleagues, etc). The students assessable role here will be to correctly project
manage these resources and what they are delivering, as well as appropriately
documenting the process.
Where students have no exposure what so ever to creating a web site, they will be
given a number of website building websites, of varying degrees of sophistication,
where they can build their site without any technical knowledge. Here the
emphasis will be on documentation of the process undertaken.
Assessment Task 8
Specifications
Deliverable specifications
The website will need to meet the following specifications:
A home page
A main menu
A minimum of 10 content pages this does not include the home page
accessed from the menus
A Site Map
Technical description of setting up a web url the www name of the site
Assessment Task 8
Competency specifications
To be considered competent in this assessment task the Candidate must
satisfactorily address the following:
Identify the strategic and operational needs of the project during the planning
phase
Identify and consider the organisation's strategic and business plans and its
output requirements
Identify and explore client requirements and the impact of legislation and
industry codes and standards
Define and document precise specifications and terms of reference for the
project
Identify and document project budget, specified to a level that can be used for
the management of sub-tasks
Develop and document timelines, schedules and critical path for the project,
taking into consideration contingencies and planning for time slippages
Secure and brief appropriate project team members regarding the project,
their roles, levels of delegated responsibility and the outcomes to be achieved
Conduct regular evaluation and review, and modify project plan where
appropriate
Accept failure of an idea during trialling, and recognise, celebrate and embed
success into systems
Assessment Task 8
Debrief project team members and relevant stakeholders about the conduct of
the project and the outcomes achieved
Prepare a report analysing the strengths and weaknesses of the project plan
and the conduct of the project
Consider the strategic impact of the project and feed into the organisation's
ongoing strategic planning processes
Assessment Task 8
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Assessment Task 8
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Assessment Task 8
CASE STUDY
You have been hired as the Chief Information Officer (CIO) for a small company
"Hosted Desktop Solutions" (HDS), which provides hosted "open-source" IT solutions
to small and medium sized businesses.
Having completed requirements (information) gathering for the new HDS website, it
is now time to build the site.
While there is an expectation that you able to be hands-on for the build, your primary
responsibility is Project Management and delivery.
To establish an IT project management standard of the highest quality for HDS, you
are going to use the full range of formal project management methodology to deliver
this project.
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Assessment Task 8
Website Analysis
Even though HDS has built numerous websites for clients, its own website has not
been managed well for quite some time.
Its design is a little dated and tired, it lacks the functionality that would be expected
from an IT company website, and content is old and inaccurate, having not been
updated for some time.
As part of your business IT development brief you undertake requirements gathering
to build a new website.
Stakeholder Analysis
Stakeholder analysis has rarely been carried out, and not formally
The only group with any focused consideration are customers
The effect of only focusing on customers has undermined relationships with other
stakeholders of the business particularly internal stakeholders, affecting productivity,
innovation and value creation across the organisation
The founders, with their extensive IT skills and backgrounds, rarely undertake formal
stakeholder or requirements analysis; it is all in their heads
However, with customers growing, and the complexity of clients projects increasing,
stakeholder and requirements management is becoming vitally important to enable
successful delivery
The company has no tag line; which is a short phrase to encapsulate the
business
The last time a SWOT analysis was undertaken was when the first and only
business plan was written some 8 years ago
Critical issues facing the company have never been formally documented and
are acted upon re-actively when they arise
Constraint identification and management, other than time and cost, is not a
formal process, negatively impacting effective and efficient output
Of the three primary business drivers, time, cost and quality, quality takes third
place as the company tries to manage operational delivery times and costs to
maintain sufficient margins. However, quality is a key strategic driver effecting
the overall sustainability of the company
Internal IT Infrastructure
HDS was started by Jeff and Bob, with a laptop each, and not much else! So while
ICA60311 Advanced Diploma of Information Technology: Business Analysis
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Assessment Task 8
they have devoted time and effort to meeting their clients IT needs, their own IT
infrastructure has become an ad-hoc affair unable to meet the demands of current
growth.
Networking capacity is underdone, with one 4 year old server being used for
networking, storage, file sharing, as well as some legacy hosted applications for
customers. The server box lacks sufficient processing power or RAM, and the server
set-up has become instable over the years, as the founders and the senior technician
institute quick fixes to got of trouble when something goes wrong. Staff computers
are becoming old, with a mish- mash of hardware, operating systems, and software
versions. Email is hosted through Google Apps, and the website is externally hosted.
Customer management systems are also a mix of paper based and excel files from
the companys beginings, in conjunction with an initial but undeveloped CRM system,
so mistakes with customers records occur due to the mix of systems. Telephony has
also become inadequate. As well helpdesk email monitoring and response
management is under increasing pressure.
While many of the hosting services supplied to customers are externally hosted, older
clients are still managed using the companies own IT; and most client IT system
monitoring and maintenance is still undertaken through internal IT.
There is a separate application development box, however, as with other systems it
is not being optimally maintained and application development has slowed to a
trickle.
It is a classic case of a small owner operated business, where the hands-on
approach of the founders is no longer capable of managing all arising issues as the
company grows and what organisational systems are in place, are no longer capable
of effectively managing company operations. For example, Bob and Jeff used to look
after all internal IT, when the senior technician come on board he was tasked with
looking after internal IT. However, with customer growth all 3 are often out of the
office on a daily basis, so who does internal IT fixes, and when these are done is
unclear and unsystematic.
Client Service Needs and New Business Opportunities
Your research of client service needs and new business opportunities has found the
following:
Customers who have been with HDS for some time prefer to deal with staff
who they have come to know and trust
They do not like dealing with new IT staff, particularly if they are
inexperienced. Older clients generally have a good idea of the issues and have more
knowledge than junior support staff.
The clearest area for new business is in social media delivery. However,
while clients would like to manage their social media activities more effectively, it is
not an area they wish to devote resources to, often thinking that a young staff
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Assessment Task 8
member can do this for them.
Changes to project timelines and costs are also difficult for customers, as they
are for the business. (How can HDS better manage timeframes and costs without
impacting on delivered quality?)
Internal Analysis
Informal policies and procedures are not managing the increased growth.
Roles and responsibilities are more and more ill-defined, so that some key
outputs are overlooked.
The website, for example, a key result area for the business, has not been
updated for some time, resulting in outdated key marketing and communication
information. Everyone seems too busy to fix it, and who would do it anyway?
Systems to manage client services (both in administration and IT) are frayed
Cash flows are under pressure due to late payment due to late client delivery
while outgoings are increasing trying to deliver client projects on time
Research and development, a key result area for future revenue streams is
falling behind
Jeff and Bob are so preoccupied that their interaction with staff, once warm,
friendly and consultative is now short, swift, demanding and directive.
Everybody is aware that something has to be done, but nobody knows what,
and this instability is further eroding organisational performance.
Background
You have been hired as the Chief Information Officer (CIO) for a small company
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Assessment Task 8
"Hosted Desktop Solutions" (HDS), which provides hosted "open-source" IT solutions
to small and medium sized businesses.
HDS is a small full service company located in the Sydney IT hub of North Ryde. It
will install hardware, software, configure and manage systems, create websites,
intranets and extranets. Clients currently come from design companies and other
individual companies who do not see a need to internally manage their IT
infrastructure as it is not a core result area.
The company's two founders (brothers Bob and Jeff) are still very hands on in all
aspects of the business, including still looking after foundation clients.
There is a small 2 person administration team, a senior and junior IT technician.
Marketing and Customer Relationship Management are still handled by the founders.
The company is still delivering some hosted services from equipment within the
premises. As well as developing open source solutions for clients, the company has
also started to develop and deploy its own applications. Again most of this work is
carried out by the founders.
The company is undergoing significant growth as "cloud" computing is becoming
more acceptable, and affordable, for businesses small and large.
The company has indentified significant opportunities to expand the depth and
breadth of its "cloud" computing services, particularly into the education sector.
These services are expected to increase revenues from current customers, increase
the company's market share, and create opportunities to enter other markets.
However, other larger more well known competitors are also making inroads into
these markets. While these companies do not offer the same level of high quality
customer service that HDS is renowned for, they can offer very competitive pricing,
and are often preferred by the bigger customers that HDS is trying secure.
Additionally while the market for cloud computing services is expanding, actual IT
expenditure is not. So while the company is having resource capacity issues across
all areas of the business (knowledge management, planning, human, IT
infrastructure, organisational, budgets) revenues are not increasing sufficiently to
enable additional resource investment; staff are feeling the strain.
HDS still operates under a "small family business" culture. Roles and responsibilities
are ill-defined. Strategic planning is ad hoc at best. So, while Jeff and Bob have
some idea where they are heading, staff generally feel uncertain about where the
company is going and their future in the company. Tactical decision making is also
often usurped by pressing operational service delivery requirements, which adds to
the current sense of instability in the workplace culture.
There are only two levels of skills and capability within the company, most staff are in
junior to mid level roles (apart from the senior technician, who nevertheless, does not
have significant management responsibilities) with Bob and Jeff performing all the
higher level management functions across the business.
As the founders deal with increasing operational workloads, research and
development activities are becoming stymied and delayed and development
milestones are not being met. In addition, Jeff and Bob's ability to maintain industry
currency, awareness of future directions, understanding the market through industry
and competitor analysis is declining by the constant operational pressures. For an IT
company, not understanding, or being able to meet market requirements can signal
impending failure, (just think of Nokia and its delay into smart phones resulting in a
huge drop in market share from what was once the world's top selling mobile phone
manufacture). Additionally, budgets are becoming stretched due to establishment
overheads for new, larger clients, who, as yet have not returned sufficient income to
cover their establishment costs.
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Assessment Task 8
As the company tries to maintain organisational performance levels, and as
resources become more and more strained to manage the increasing workloads, staff
morale is declining and the once warm family work culture is starting to fracture.
With the company's growth, and the founders growing capacity management issues
impacting customer service quality and Service Level Agreements (SLAs), Bob and
Jeff have decided to bring in to the company a senior resource, the Chief Information
Officer (CIO), to assist the company's growth into a larger company. Additionally a
mid-level cross-functional support role is also to be created, reporting to the CIO.
The new Chief Information Officer will have key internal and external strategic,
tactical, and operational responsibilities to help enable the business to manage
growth sustainably. The role is primarily focused on:
Alleviating some of Bob's and Jeff's tactical and operational decision making
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