Business case exercise

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Read the Business case exercise then use the business case template to complete.Do not worry about the total cost of ownership section of this business case it has been done.

You will have to look at the whole picture regarding this project. Think about each section and how it fits with the other sections, what information can you provide that has VALUE to the senior leadership of your company. This is also where some of the Project Management skills and thinking come into play. You will need to understand what the requirements are, both functional and non-funtional. Using critical thinking, do these requirements point to the solution you need? Will they provide the benefits you need? Can you justify spending Millions of dollars? Imagine yourself having to get up in front of the CEO, CIO, and VPs and give them this information, then think about what questions they will ask you... is the information in the Business Case? If not, it should be

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Business Case Exercise EMAIL: From Chief Information Officer To: YOU Ref: New Servers The desktop systems are running on a WinXP architecture and have 4 GB of RAM or less and only have 120GB Hard drive storage. These older systems are slowing down the entire operation of the business as multiple departments are complaining the connection to our servers is either hampered by these slow desktops or they cannot connect at all. This will slow down production, manufacturing, software development, and logistics. This slow down is impacting our business strategy by increasing costs which we have to pass on to our customers. New computers may be needed, but other options such as using thin clients or starting a bring your own device (BYOD). A Thin client is a server-based environment and the desktop is just a monitor, mouse, and keyboard. There are some issues with using a thin client, we would have to purchase new servers and some departments need access to USB and DVD drives. There are security concerns with a BYOD and we will have to run regular security scans, deal with multiple operating systems, and manufacturer updates, it may be an IT nightmare if not handled right. If we do go with new computers we will need to ensure they have at least an i7 processor with a minimum of 16GB of RAM and a 1TB SSD. Laptops may be a good portable option to look at. We have 1500 employees and we need an extra 10% of the computers to cover any new employees and bad systems. However, we must stay within a budget of $999,999 the first year and a total of $10.5million over 4 years. We will need to prove a Return on Investment of at least .64 or 64%. There will be multiple risks, such as hardware arriving on time, security, software compatibility, data transfer to the computers are a few of the risks, but there may be more, I am sure you will add to this list. New computers will cause some changes to restrict the administrative privileges to each machine, the software will need may have to incorporate financial and personal health information data. Currently, the company does not have a project manager to run this project and we should hire one. I have already reached out to the various departments to gather their requirements for this project, see their email responses attached. You will need to figure out if we can comply with each of their requests. NOTE: The TCO and financial benefits have been provided for you in this exercise. EMAIL: From:– Accounting To: Ref: New Servers Hi , Great! It is about time we updated our computers. My financial analyst here in accounting have been having trouble with their systems locking up because the system is just too old. We need to have our at least 32GB of RAM handle the financial data processes. Our systems will stay in the office and do not need to be mobile at all. Also, please know that we have to remain compliant with Sarsbanes Oxley Act of 2002. EMAIL: From:– Operations To: Ref: New Servers Hey, Thanks for including us in providing information about the Computers. We are in desperate need of several items. Our inventory database software has been running using 2TB external hard drives because the software has a large footprint, 16GB of RAM is fine for us. Because we are introducing two new products next year, I can see our database growing to at least 20TB just for Operations alone. With these two new products we are going to need a DVD drive to load the Computer Aided Design (CAD) specifications from our supplier, who send them on DVDs. I was also thinking if we can get our own sever, we could build a mini-internal network where we can work on the robotics program for the manufacturing floor without bothering any other systems. I know the senior leadership has not approved this program, but if you could give me the server it would go a long way in convincing them. I know it would be costly up front because we would have to spend about $500,000 to get the additional server but even if we did not use it for the robotics program you could use the server for future growth. EMAIL: From– Product Management To: Ref: New Servers Mr. …, Product Management just needs to ensure access to SaleForce and Office 365 products are not impeded in any way. The last time IT upgraded it was a disaster and Product Management cannot function without our tools. I am sure you will do EVERYTHING required of your position to make sure your people do not mess up our section. On another note, we are going to be adding ten outside contractors to assist with our marketing plan for to expand into Europe. They will be starting soon and will need computers. They are going to be located off site and will need a mobile solution. Five in the U.S. and the five two in Europe. I am sure you will have to provide them with your silly security access protocols to our servers so they can only access Product Management’s material. I know you will get them set up as fast as you can so we can move forward with Product Management’s work as we keep this company successful. If you have any questions please forward them onto my secretary. Email: From– Human Resources Ken, I know this project has been brought up to the Senior Management Level a few times. Each time I have voted against it. The funds used for this project could be better spent on pay raises and recruiting new employees. Just know that if you are able to get this approved, whatever system you add must comply with the HIPPA regulations as many of our employee’s medical records are on our current computers we have now, which, in my opinion are just fine. BUSINESS CASE FOR New Computers Preparation Date Document # Revision # Approved by Prepared by Contents Contents ........................................................................................................................................................................2 1 Executive Summary .............................................................................................................................................3 1.1 Executive Summary Purpose ............................................................................................................................3 1.2 Solution Overview ............................................................................................................................................3 1.3 Stakeholder Analysis ........................................................................................................................................3 1.4 Assumptions .....................................................................................................................................................3 1.5 Constraints ........................................................................................................................................................3 1.6 Requirements ....................................................................................................................................................3 1.7 Alternative Analysis .........................................................................................................................................4 2 Project Recommendation ....................................................................................................................................4 2.1 Schedule/Milestones .........................................................................................................................................4 2.2 Risks .................................................................................................................................................................4 3 3.1 4 Justification ..........................................................................................................................................................5 Benefits .............................................................................................................................................................5 Organizational Impact ........................................................................................................................................5 4.1 Impact ...............................................................................................................................................................5 4.2 Personnel Requirements ...................................................................................................................................5 5 5.1 6 Cost Benefit Analysis ...........................................................................................................................................6 TCO ..................................................................................................................................................................6 Conclusion & Recommendation .........................................................................................................................7 Information contained within this document is proprietary. The information may not be copied, reproduced or disclosed, in any manner, whole or in part, without prior written permission. P age |2 CONFIDENTIAL Internal Document 1 Executive Summary 1.1 Executive Summary Purpose 1.1.1 (Remove all this text to put your information in) The Executive Summary provides high level view of the situation and its impact on the organization and overview of Business strategy. – The greater the detail on this an every other section the better the grade on this assignment – if you provide basic information you will get a basic grade. You may (should) conduct some research into the product and requirements) 1.2 Solution Overview 1.2.1 (Remove all this text to put your information in) Provide a brief overview of the CHOSEN solution and what it will do for the organization and how it will align with the Business Strategy 1.3 Stakeholder Analysis Name Role in Org. Chris P. Bacon CIO Level of Impact/Influence Attitude about Project High or Low For or Against High/High For 1.4 Assumptions 1.4.1 (Remove all this text to put your information in) List any assumptions for the project – Assumptions are supposed to be true, but may not always end up true (Examples: Equipment will be delivered by a certain date or Electrical Power and Ethernet capabilities will be in place before project begins- remember, assumptions are risks if it is found they are not true) 1.5 Constraints 1.5.1 (Remove all this text to put your information in) List any limitations that may constrain this project- DO NOT put Non-Functional Requirements here. (Examples: Budge is X amount of $, or you only have so many hours that personnel can work on the project, any other roadblocks that constrain the project -which may also be risks) 1.6 Requirements 1.6.1 Functional Requirements: 1.6.1.1 (Remove all this text to put your information in) List out all Functional requirements – Anything that effects HOW the system BEHAVES (Remember they shall have the word shall, they should conform to the “Good Requirement” listed on the course slide presentation (examples given below-yes you can keep these if they fit but you need to add more) 1.6.1.2 EXAMPLE: The system shall have query the database and provide a response within 3ms P age |3 CONFIDENTIAL Internal Document 1.6.1.3 1.6.2 The system shall… Non-Functional Requirements: 1.6.2.1 (Remove all this text to put your information in) List out all Non-Functional requirements, anything that does not impact the functionality, such as security, again use the words shall 1.6.2.2 EXMPLE: The system shall have an easy to use common user interface for ease of access and familiarity in usage when switching between programs 1.6.3 The system shall…. 1.7 Alternative Analysis No Project (Status Quo) Reasons for Not Selecting Alternative Keep the current system Alternative Option Reasons for Not Selecting Alternative Solution #2 Alternative Option Reasons for Not Selecting Alternative Solution #3 Chosen Solution 2 Project Recommendation 2.1 Schedule/Milestones 2.1.1 (Insert a screen shot of MS Project schedule) 2.2 Risks 2.2.1 (Risk score is Frequency multiplied (Do NOT touch this table; Entries are in the next table) P age |4 CONFIDENTIAL Internal Document Frequency Numeric Description Severity Numeric Description Frequent 5 Happens most of the time Catastrophic 5 Failure of project Probable 4 Will probably happen Critical 4 Potential for severe delay Occasional 3 May happen in some form Moderate 3 Potential for moderate delay Remote 2 Possible but unlikely Minor 2 Potential for minor delay Improbable 1 Very unlikely to happen Negligible 1 No significant delay 2.2.2 (What are the risks that can keep the project from being completed? Risk score= Frequency x Severity) Risk # Risk Name Description Factors Effect Freq Sev Risk Score Trigger Mitigation Contingency 1 Hardware Hardware may not show up on time Using new vendor May cause schedule delay 3 3 9 Vendor provides receive date later than required Contact vendor to find out lead time for early ordering Order from Secondary Vendor and pay for overnight shipping 3 Justification 3.1 Benefits 3.1.1 (Remove all this text to put your information in) What are the benefits of this project such as Financial (how), Morale, Competitive Advantage, Innovation (What is the return on investment) 4 Organizational Impact 4.1 Impact 4.1.1 (Remove all this text to put your information in) Are there any policy, governance, or employee changes (hiring/layoffs) 4.2 Personnel Requirements P age |5 CONFIDENTIAL Internal Document 4.2.1 (How many individuals are proposed for this project and what are their skill sets (best to insert a two column table (Type of person (engineer, project manager, etc) and their cost… Labor cost is hourly not annually) Type of Personnel Burdened Labor Cost = hourly cost plus 50% Project Manager $100 Desktop Support $80 Sever maintenance $120 Trainer $50 Security Analyst $90 Customer Support $50 5 Cost Benefit Analysis 5.1 TCO 5.1.1 P age |6 CONFIDENTIAL Internal Document 6 Conclusion & Recommendation 6.1.1 (Remove all this text to put your information in) Provide your conclusion & recommendation here.. Brief overview of situation, chosen solution, costs, benefits, changes to org and any other reason you are recommending this project) (AND Cite any websites, articles you used for research during the building of this business case) P age |7 CONFIDENTIAL Internal Document
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