CISY 4435 Saint Marys University Database Management System Stakeholder Analysis

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CISY 4435

saint marys university

CISY

Description

A. Identify all stakeholders and conduct a stakeholder analysis using what you have learned in chapter two. Feel free to use fake names for stakeholders not mentioned in the description.

B. After studying chapter 4, develop a Project Charter.

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CISY 4435 Individual Project – Alumni Information System Riverside College is a small liberal arts college in North America, with 5,000 students and about 30,000 alumni. It has been using Microsoft Excel to manage alumni information and email for communication (e.g., a monthly newsletter). The College has recently released a strategic plan that aims for growth in enrolment (8,000 students) and greater alumni engagement. Several issues have been identified that were related to alumni engagement: (1) Employees at Alumni Relationship Office have been complaining about the lack of rich information on alumni. For instance, the information on file typically only includes one’s name, address, email address, year of graduation, and employer. Many information is outdated. Furthermore, it is difficult to track each alumni’s donation and tailor the fundraising activities. (2) The alumni who wants to stay connected don’t know how to update their contact information if they changed their job, and/or email address, or moved to another city/country. They will not receive alumni newsletters, magazines etc. Some alumni wanted to make a donation but was frustrated with the process. (3) Access to the information is limited. Professors who would like to look up alumni and invite them as guest speakers do not have the access to the information. Employees at PR office also want to use alumni information to promote the school and boost the enrollment. However, they are not able to effectively identify the alumni who might be suitable for this purpose. (4) Other issues The College is considering an overhaul of the technology used for alumni engagement/management and is looking for a solution from a vendor. The new solution will help employees at Alumni Relationship Office build better profiles of alumni (i.e., more information fields), automate the processes of communication (e.g., signing up for events), and enable new engagement opportunities. It will also give access to employees in other departments who needs alumni information, and provide support to alumni for updating personal information and give donation etc. The new system should have some social network integration as well. It seems a web-based and/or cloud-based solution will be necessary given that most alumni are in other jurisdictions, though security could be a concern. $50,000 have been earmarked for this solution, with the potential of going up to $100,000. The Vice President, Dr. L. King (lking@riversidecollege.edu), is taking the lead. He would like to implement a new Alumni Information System to solve the current issues. The project starts now (Sept 27th, 2021). He quickly established a project team and assign the Collage’s CIO, Perry Sisk, as project manager. Perry Sisk plan to send a request of proposal to a few vendors and have them submit their proposals to him by email (psisk@riversidecollege.edu). His plan is to send the request out before the Fall semester ends in December and have the proposals submitted by Jan 31, 2022, which will give him enough time to make a decision by the end of April. The new solution will be implemented in Summer (May-August), with September 1 as the rollout date. Riverside College has a very small IT group that will not be able to provide support for the new system after it is in place. Vendor support will be needed. Project Initiating (Sept 27th to Oct. 15th): Conduct a background study for this project, search for similar projects as examples: • Determine what riverside College needs based on the information above • Study what additional function/feature of the alumni information system may be useful to Riverside College Identify all stakeholders and conduct a stakeholder analysis using what you have learned in chapter two. Feel free to use fake names for stakeholders not mentioned in the description. The stakeholder analysis is due Oct. 15th. After studying chapter 4 (week 5), develop a Project Charter. The draft project charter is due Oct 15th. CISY 4435 Dr. Wan    Describe an overall framework for project integration management Apply different project selection methods Explain the importance of creating a project charter to formally initiate projects 2   Project managers must coordinate all of the other knowledge areas throughout a project’s life cycle Main processes ◦ ◦ ◦ ◦ ◦ ◦ ◦ Developing the project charter Developing the project management plan Directing and managing project work Managing project knowledge Monitoring and controlling project work Performing integrated change control Closing the project or phase 3 4  Strategic planning involves determining long-term objectives ◦ ◦ ◦ ◦  Analyzing the strengths and weaknesses of an organization Studying opportunities and threats in the business environment Predicting future trends Projecting the need for new products and services SWOT analysis ◦ Strengths, Weaknesses, Opportunities, and Threats  Identifying potential projects ◦ Start of project initiation  Aligning IT with business strategy ◦ Organization must develop a strategy for using IT to define how it will support the organization’s objectives 5 6    There are usually more projects than available time and resources to implement them Potential projects must be narrowed down Methods for selecting projects ◦ ◦ ◦ ◦ ◦ Focusing on broad organizational needs Categorizing information technology projects Performing net present value or other financial analyses Using a weighted scoring model Implementing a balanced scorecard 7  Financial considerations are often an important consideration in selecting projects ◦ Regardless of current economics  Primary methods for determining the projected financial value of projects ◦ Net present value (NPV) analysis ◦ Return on investment (ROI) ◦ Payback analysis 8  Net present value (NPV) analysis is a method of calculating the expected net monetary gain or loss from a project by discounting all expected future cash inflows and outflows to the present point in time ◦ Projects with a positive NPV should be considered if financial value is a key criterion ◦ Projects with higher NPVs are preferred 9 10  Return on investment (ROI) is calculated by subtracting the project costs from the benefits and then dividing by the costs ROI = (total discounted benefits - total discounted costs) / discounted costs   The higher the ROI, the better Many organizations have a required rate of return or minimum acceptable rate of return on investment for projects (for example, at least 10%) 11     Another important financial consideration is payback analysis The payback period is the amount of time it will take to recoup, in the form of net cash inflows, the total dollars invested in a project Payback occurs when the net cumulative discounted benefits equals the costs Many organizations want IT projects to have a fairly short payback period 12 13  A weighted scoring model is a tool that provides a systematic process for selecting projects based on many criteria      Identify criteria important to the project selection process Assign weights (percentages) to each criterion so they add up to 100% Assign scores to each criterion for each project Multiply the scores by the weights and get the total weighted scores The higher the weighted score, the better 14 15   After deciding what project to work on, it is important to let the rest of the organization know A project charter is a document that formally recognizes the existence of a project and provides direction on the project’s objectives and management ◦ It authorizes the project manager to use organizational resources ◦ Key project stakeholders should sign a project charter to acknowledge agreement on the need and intent of the project ◦ A signed charter is a key output of project integration management 16 17 18   A project management plan is a document used to coordinate all project planning documents and help guide a project’s execution and control Common elements of a project management plan ◦ Introduction/overview of the project ◦ Description of how the project is organized ◦ Management and technical processes used on the project ◦ Work to be done ◦ Schedule and budget information ◦ References to other project planning documents 19 20  Project planning and execution are intertwined and inseparable activities ◦ The main function of creating a project management plan is to guide project execution  Those who will do the work should help to plan the work ◦ All project personnel need to develop both planning and executing skills, and they need experience in these areas 21    Project execution involves managing and performing the work described in the project management plan The majority of time and money is usually spent on execution Project managers can use specific tools and techniques to perform activities that are part of execution processes ◦ Expert judgment ◦ Meetings ◦ Project management information systems 22  Changes are inevitable on most projects, so it’s important to develop and follow a process to monitor and control changes ◦ Monitoring project work includes collecting, measuring, and disseminating performance information ◦ The project management plan provides the baseline for identifying and controlling project changes  A baseline is a starting point, a measurement, or an observation that is documented so that it can be used for future comparison 23     Former view: the project team should strive to do exactly what was planned on time and within budget Problem: stakeholders rarely agreed up-front on the project scope, and time and cost estimates were inaccurate Modern view: project management is a process of constant communication and negotiation Solution: changes are often beneficial, and the project team should plan for them 24  To close a project or phase, you must finalize all activities and transfer the completed or cancelled work to the appropriate people ◦ Main inputs are the project charter, project management plan, project documents, accepted deliverables, business documents, agreements, procurement documentation, and organizational process assets ◦ Main tools and techniques are expert judgment, data analysis, and meetings ◦ Main outputs are project documents updates; final product, services, or result transition; final report, and organizational process asset updates 25  Several types of software can be used to assist in project integration management ◦ ◦ ◦ ◦ Documents can be created with word processing software Presentations are created with presentation software Tracking can be done with spreadsheets or databases Communication software like e-mail and Web authoring tools facilitate communications ◦ Project management software can pull everything together and show detailed and summarized information 26  Project integration management ties together all the other areas of project management ◦ Primary focus should be on project integration management  Main processes ◦ ◦ ◦ ◦ ◦ ◦ ◦ Develop the project charter Develop the project management plan Direct and manage project execution Manage project knowledge Monitor and control project work Perform integrated change control Close the project or phase 27  Work on your individual project ◦ Conduct a stakeholder analysis (draft) ◦ Create a project charter (draft) ◦ Two documents due Oct. 15 noon   Case report (15%) due Oct. 8 noon First 4 journal entries due Oct. 15 noon 28
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Explanation & Answer

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1

Project Charter

Student Name
Institutional Affiliation
Course Name
Professor Name
Date

2
Project Charter
Project Title: Web-based Alumni Management System
Date of Authorization: Sept 27th, 2021
Project start date: Sept 27th, 2021,
Projected finish date: Sept 1st, 2022
Introduction: Riverside College plans to upgrade the existing alumni management system to a
web-based online system. The project’s charter documents the project description, key
milestones, objectives, budget, success criteria, and approach. The charter is developed in the
discussion of all stakeholders and aims to increase alumni engagement and increase student
admission enrollment overall.
Project description: A web-based online system that will help to manage alumni data and
effectively allow former students to update their information. Also, it will provide an easy way
for an effective communication network for students, alumni, and the college staff.
Key schedule milestone:
Vendors complete submitting their proposal by Jan 31st, 2022.
The implementation web-based alumni system in summer (May-August), 2022
Roll out the system by Sept 1st, 2022.
Budget Information: The Riverside College has allocated sufficient funds for this project as the
vendor budget proposal. And aside more funds about $ 50,000-100,000 for data security
concerns. The development of the web-based system will be awarded to a vendor company and
provide maintenance after establishment.
Project Manager: Nicolas Smith, (650)985-2623, niclossmith@gmail.com

3
Project Objectives: The web-based management alumni system is critical for Riverside College.
The objective is to implement the project by summer (May-August), 2022, and rollout on Sept
1st, 2022. The system will help in accessing alumni information in real-time and boost alumni
networking among the student, staff, former students.
Main Project Success Criteria: The web-based system design must meet our intended users
(alumni) and all written specification, be tested, and competed at the specified time. The
stakeholders’ inputs must be considered to have a user...


Anonymous
Excellent resource! Really helped me get the gist of things.

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