MIS final report.docx

8/10/2019 MIS final report.docx

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Management Information

System

TEAM MEMBERS

AFNAN TAHIR

ALINA HUDAA SHAH

FAHD NAVEED

FAISAL HASSAN

KHURRAM REHMAN ALVI

MOHSIN ALI RAZA

SAAD KAZIM

SUBMITTED TO

SIR FAQIR TAJ


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Contents

INTRODUCTION ............................................................................................................................................. 3

STRATEGIC ANALYSIS .................................................................................................................................... 4

SYSTEM DEVELOPMENT ................................................................................................................................ 8

System Research and Analysis ...................................................................................................................... 8

System Design ............................................................................................................................................... 9

CHANGE MANAGEMENT ............................................................................................................................. 16

Benefits of Change Management ............................................................................................................... 16

Change Planning ......................................................................................................................................... 16

Change Execution ........................................................................................................................................ 17

Change Implementation ............................................................................................................................. 18

SUMMARY ................................................................................................................................................... 19

References .................................................................................................................................................. 20


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INTRODUCTION

One that matters is a small sized IT company, specializing in mobile application software

development and web application development for businesses, start-ups and entrepreneurs.

Based in Sydney, the company focuses on providing low cost / high quality application byfollowing a systematic and organized approach to app development.

The main aim of the company is to provide solutions that are more cost effective and responsive,

which means delivering on-scope, on-time and on-budget.

The company has a flat structure with a total of 15 employees. The senior management is

comprised of a CEO and COO. At one time, the company usually works on 3 to 5 projects.

A team of comprising 5-6 employees working on a single project, supervised by a project

manager. At one point in time one individual could be working on multiple projects and possibly

reporting to two managers.

The two departments i.e. Mobile application development, web application development, has a

team working for their respective projects. Each department has 2 project managers supervising

their concerned employees and allocating organizational resources to ensure timely delivery of

the products in a cost effective manner.


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STRATEGIC ANALYSIS

Strategic analysis is presented in the ensuing steps

Step 1

Once a client approaches One that matters with a problem to cater for, the company can either

present their own solution to the client or the client could come up with an idea to solve its

problem. Before presenting his idea to the company, the company signs a non-disclosure

agreement (NDA) with the client ensuring that intellectual property and copyrights of both the

parties are protected legally.

Step 2

In the second step, the company and client interact to hone in on the best possible solutions to a

problem. After devising the optimal solutions to a problem or a need, mockups and demos are

created to test whether the solution to a problem/need is implementable or not, or if it needs

further improvements or not.


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Step 3

The third step involves formulating contract and project plans to meet the schedule and budget

needs of the client by estimating the number of hours a software development would require

along with the resources to be allocated. The contract involves a comprehensive schedule of all

the deliverables of the software by using timeline tools and applying different phases of

development on the timeline.


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Step 4

In the product development phase, the solution is divided into different modules/parts. Each

module is dependent upon the previous deliverable. The product development phase is agile,

which involves constant feedback from the client so that the desired product has little or no

variation from the delivered product.

In this phase, after developing each part/module of the application, it is checked for quality and

then shown to the client for approval. Hence, every stage of development customizes the

application according to the clientsneeds.


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Step 5

One that matters is equipped with vast experience in launching and delivering products on

multiple channels and platforms such as Youtube, Facebook, Instagram, LinkedIn etc. This is the

final stage, assisting businesses in launching their applications to the market or implementing the

applications throughout the organizational platforms.

The Strategy

The company is opting for customer intimacy as the implementation of the new application isonly to improve operational excellence and operational flexibility. This will help the company to

make products effectively and efficiently around the customer needs and requirement. The

application helps in delivering on time as well, which in turn increases customer satisfaction and

creates long term relationships. This also increases the customer switching cost.


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SYSTEM DEVELOPMENT

In the system development phase, we will conduct the system analysis and perform system

implementation. As we are talking about a system that will make the business work so essentially

the system development would be done in steps starting off with the analysis in which we will

analyze the present system in place and evaluate it through our research and find out the

problems in it and then keeping in view the identified problems, we will propose a new system

that will essentially be aimed at minimizing the identified problems and increasing the overall

project management efficiency. After carrying out this the implementation would be done and

evaluated based on the benefits reaped through the new system. In depth, steps carried out are as

follows:

System Research and Analysis

Research about the present system in place at the organization under discussion i.e. One ThatMatters reveals that the development methodology in place is Agile development

methodology which focuses on getting feedback in an iterative manner ensuring the requirements

are met as per demand. Agile comes with a Sprint Meetingin which the team gathers every day

for 5-10 minutes f face meeting in which there are 3 point discussed

1. What tasks have been completed so far since our previous meeting?

2. What problems/ hurdles came in our way during the tasks completion?

3. What tasks are to be completed before the next meeting/Sprint?

As we see the development methodology, it becomes evident that there is communication going

on regularly but there is no proper formal systemin place for project tracking or management

and essentially the process is being carried out verbally through informal communication and

there is nodigital record keepingwhich is the major problem that having no system in place is

a bottleneck in efficient performance and project completion in time and within scope. The

problem is worsened as there are people/teams working on multiple projects with strict deadlines

and following a tight schedule so id one team member is below par and doesnt fulfil the

schedule the whole process gets delayed so managing multiple projects without any formal

system or platform in place becomes a great hassle and it leads to overtimein project completion

due to which the organization faces a loss in revenueand business suffers a lot. Multiple teamsworking on multiple projects without having a communication platform hinders their intra

communication due to which there is seen great inter-dependency in communication which

leads to a communication barrierand rift which is another issue that arises due to lack of no

system in place. Another problem is of no continuous monitoringwhich is basically related to

deadline and performance criteria as required in the task completion due to lack of no proper

tracking system. As we have multiple i.e. 2 teams working on multiple projects simultaneously


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so the project manager requires a summarized reporting mechanism with which the manager can

easily track the performance and record of each employee or team member and the overall

project success or failure and the incurred problems in the project completion. Having no system

means there is no reporting mechanismwhich is a big problem identified in our case that is

linked to projects success. In a nutshell, having no formal system is leading the organization

towards loss of revenue and projects due to problems mentioned above in the debate.

System Design

In the system design process, we will come up with a new system to fix the above mentioned

problems and to justify the benefits of the proposed system. As per the problems mentionedabove, we have decided of a system that will be a project tracking web application with

management and other add-ons. The system would be as such to minimize the cost and produce

efficient results overcoming the problems mentioned. This would be done based on mapping the

problems to the scope of the system so that it is light weight and is robust as well. The goals willbe set on the basis of S.M.A.R.T methodology so as to make the system implementation

effective. So considering the current process of the organization work, problems can be classified

into following categories:

1. No formal system

2. No scheduling/monitoring

3. No communication

4. No reporting

5. Overtime

Based on the above categories of problems identified, our proposed information system will be a

web application suite tailored to overcome the problems identified. Following are the

characteristics of our proposed system along with their benefits:

1. Formal System

The system will be a formal one, based on one size fits all for the employees of the company.

It would help the employees and teams to manage their fast growing roadmap, to customize

workflows at will, to personalize the views, with advanced reporting capabilities and other add-

ons like a mobile interface to get the job done and to make sure that the whole team gets the

update 24/7.The employees that will mostly benefit from the proposed system will include

software developers, managers, service desk employees and editors. In short, the system would

be as such to perform and facilitate the following three activities.

To capture and organize issues.

To assign work/tasks.

To follow team activity.


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As the methodology in place is agile, so the system would be as such to integrate with thatmethodology and assist the teams in their development mechanisms by providing a framework

which will create and estimate the stories/tasks, creating a sprint backlog, identifying the teams

commitment, visualizing the activities and estimating the progress, organizing everything about

the project in one spot, breaking large goals into manageable pieces.It will provide a one-stop-

shop for people interested in understanding the overall status of the project at a glance. It will

contain summary-level information for all types of artefacts (requirements, test cases, incidents,

etc.) in a dashboard.

2. Project Scoping/Scheduling

The information system proposed would have the following capabilities for determining project

scope so as to avoid delays and overtime and to make sure that the requirements are met and

understood well.

Develop high-level requirementswith initial estimates.

Create notional project schedulewith major releases.

Prioritizeand schedulerequirements for each release.

Determine resourcinglevels to deliver required features.

The system would have the capability of drilling down the requirements into task/work

structures. These tasks would be the discrete activities that each member of the development

team would need to carry out for the requirement to be fulfilled. Each task could then be

assigned to an individual user as well as associated with a particular release or iteration. The

proposed system would then be used by the project manager to track the completion of the

different tasks to determine if the project is on schedule or lacking behind.


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Once the project will be underway, the combined business (Managerial) and technical

(Developers) team would work together to develop the sprint plan for the iterations, breaking upthe features into discrete tasks and assigning the tasks to the individual team members. During

development as the team would work to complete the various tasks and activities, the proposed

information system will track changes in the actual effort to determine if the project plan needs

to be revisited to ensure on-time, on-budget delivery of the project or not. As team members

work on their assigned tasks they can update their progress in terms of actual and remaining

effort. This provides project managers with real-time visibility on the progress of the iteration


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and early indications of schedule overrun ensuring that the system produces powerful, productive

planning resulting in the project success without any delays.

3. Social Collaborative Platform

Our proposed information system would come with a build-in integrated instant messaging

capability. This would enable the users to see members that are currently logged-into the system

and maintain a list of contacts and whether a person would be available or not, it would have the

capability to send short instant messages to other users. Any messages that would be exchanged

could then be posted to relevant artefacts (project document) in the system as permanent

comments. Another important aspect would be support for the communication with the external

user so that updates are consistent throughout. Newsfeed updates on all project activities would

provide instant status reports and will therefore cut meetings and email communication in half so

that the team can focus on the important stuff. Powerful email integration capabilities would

ensure that all users are notified about changes in the system, and will allow the users to raise

incidents and post comments directly from their email system as well if required.There would beno shortage of ways to stay in the loop. Whether a user prefers to receive updates via email, chat,

or RSS, the proposed system would have that covered.

For communication with the external stakeholders, an online service desk would be included in

our proposed information system. Online service desk would be a clean and intuitive on-line

customer portal for the clients that would need help and updates so that the communication with

the external stakeholder is also in place. They (customers) would be able to just find what they

need through easy to understand interface that will guide them to online help or to the most


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appropriate project person available to resolve their request. After the requests would reach the

development department, developers and team members would take over the assignments and

start working on the updated/modified tasks as per the agreed user demand.

4. Reporting

The users would be able to choose from pre-built project reports to analyze project and user

workload, time tracking, and other statistics. They would also be able to run ad-hoc reports usinga simple interactive interface which would be user friendly and will not require any query

language rather the queries would be in-built with filters that would cater to most of the queries.

Essentially the proposed information system would provide a customizable reporting dashboard

that would include printable reports and interactive graphs. The dashboard would be used to:

Track the project speed.

Ability to print/output in HTML, PDF, Word, and Excel formats.

Ability to save reports and share with team members.

Ability to create fully custom queries and reports.


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The usability of this reporting mechanism would be as such to make the users create their reports

and views based on selected criteria, define their fields, filters, and sorting order and then save

the report for future use. In this way it would be an easy to use reporting tool from which the

progress of the project would be summed up in just a few clicks resulting in efficient monitoring.

Advance reporting would also be there using numerous criterias for quantifying time usage by

the members for each task or deadline making it easy to track the performance reports of each

individual enhancing the performance of the organization. Other than that, another reporting

feature would be of the expense tracking after recording expenses against projects and tasks. The

user would be able to attach supporting documents related to each expense and then advanced

expense reports would be generated based on numerous criteria and filters. This would greatlyhelp in keeping an eye on the project costs to make sure that the project stays within budget and

within scope avoiding cost overruns.


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5. Mobile Application

The proposed system would have its value and usability greatly enhanced through its mobile

platform. Whether a person is using Android or iOS, the system would remain accessible in a

whole set of ways while the person is on the go meaning there by that using the app, a person can

access issues and bugs that are reported, and display them using customized options. The appwould have the screenshots to help users/developers fully understand the issue. A bug or issue

once reported could then be assigned to a developer right from the mobile device.


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CHANGE MANAGEMENT

Change is inevitable and without change progress is not possible. Everything changes with time

and to move with everyone people, processes and procedures all are changed.

Change management is used to refer to the introduction of new processes in an organization, orthe management of people who are experiencing change. It also includes the coordination of a

structured period of transition from situation A to situation B in order to achieve lasting change

within an organization.

Benefits of Change Management

1. Organizational Perspective:

As change is a planned and managed process so the benefits of change are known well before

time of implementation and we can assess the progress. Change management provides a way topredict challenges and respond to them efficiently. The organization can respond faster to

customer demands and manage existing resources efficiently. The possibility of unsuccessful

change is minimized and the risk is also reduced associated with the change.

2. Employees Perspective:

Change management minimizes resistance to change and it improves cooperation, collaboration

and communication. A carefully planned approach to change reduces stress and anxiety and

encourages people to stay loyal to the organization as it increases employee acceptance of the

change.

Careful planning helps to ensure that the change process is started and managed by the right

people and at the right time, it allows you to include specific tasks and events that are appropriate

for each stage in the change process. It also ensures that the customers, suppliers and other

stakeholders understand and support the change.

Change Planning

Change is a necessary for every organization to move forward. However, many leaders fail to

manage change, causing distrust or confusion for their employees and clients. Through efficientand effective change planning everyone knows what needs to change, why it needs to change,

and how to go about making the change take place smoothly.

One that matters is small company with flat structure having 12-15 employees who are working

in two teams which are further divided into sub teams. One team is for web application

development and the second team is for mobile application development. Teams are further

divided into sub teams which have 3-5 members each. On top of the hierarchy of the company


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there is a CEO then 2 managers and then employees. There are no cultural barriers present in the

organization and leadership structure is decentralized. They work on 3-5 projects at times which

are usually done in time period of 5-6 months.

We are going for big bang implementation as the company has small teams and there were

communication problems so new system will help them communicate better and also solve theissues of reporting as this was also an issue because different people were working on different

projects at a time. New system will help us in the feedback system and also monitoring system so

that projects deadlines are met and there will be no delays as before because they were doing

everything just verbally but no records were kept or any check and balance system was present

before.

It will be having moderate risk and return because we are going for business process redesign in

which we are designing and creating a total new system for our company. Its not softwarebut it

will be web based / client based service which can be accessed from a web browser by entering a

web address and becoming a client, it will also be available on mobile as a mobile application.

Change Execution

To implement the application in company it has to follow the following steps in order for

successful implementation

1. Buy in

It is important for the company to execute the buy in before going further with the implementation. It

helps to create the spark and motivation of the employees which is vital for the success of the application

as Kotler explains that for every change to be successful at least 75% of the management should be on

board.

We can make the buy in by identifying potential opportunities for the employees and communicating

them to create motivation. Communicating that the implementation of the application will increase

individual performance management by actively reaching deadline and helping in delays

management. The implementation can also increase Better supervision, reporting, Monitoring,

Better record keeping, Continuous feedback, it will also help in Accountability and pin point

where the issues or delays are coming from.

Highlighting these advantages to the employees the company and increasing the need and

understanding of the application will now promise smooth implementation of further process.

The company should then move forward with the implementation.


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2. Creating the Guiding Coalition

Like buy in it is important to identify few leaders, who will be part of the advocacy of the

application as we know that there can be employees who might hurdle the implementation of the

application, for this purpose the two managers of both the department should be taken on board

to advocate the change to employee and should guide them during the implementation period.

They should also help get ready for the implementation. The role of these two managers is

important for success.

3. Testing and Training

The testing will include only user acceptance testing because we are purchasing the application

from someone else who will already have executed unit testing and system testing while

integration testing will be done before the trial period ,We dont need any specific training

sessions because of all the employees from IT background but before the trial we will have a one

day training on basic programming and understanding of the application but later on the one

week of trail will be used to understand the application. During the one week of trial the

company will use this to help the employee to get familiar to the system and give feedback as in

how this is improving the system. During user acceptance testing will be done during this period

which will verify that the application works and meets the needs of the project. Also we will

have an idea of added benefits of implementation of the new application.

Change Implementation

1.

Big Bang Implementation

After successful one week trail now the application can be implemented on whole scale because

of the small scale of the business the strategy of big bang implementation will be used and the

whole application will be implemented in one operation. The size of the company is very small

which assures easy sensitization of all the employee and smooth communication.

The application will be fully implemented on new projects while in the current running projects

the application will be limited to communication and any other feature necessary to avoid time

consumption of whole setup change halfway.

2.

Creating Short-Term Wins

To increase motivation the company should create steppingstones and small short term wins, like

awarding the employee who is using the application to its full capacity and is using all of its

features. Create short targets or quick wins to increase efficiency because each win will not only

motivate the winner employee but also focus the other employees to work harder.


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3. Control

It is important to get feedback and have constant check and control system for the application so

to understand long term benefits or losses because of the new application as it complements the

projects smooth running and communication. We should make sure that the project application isdelivering its full potential. To achieve this we should extend the user application testing to

further stages as well.

SUMMARY

Issues are everywhere whether on surface or beneath the surface. As we see tasks, ideas, and

requests are hiding in the documents, in the persons head or deep in the requirements. Using our

proposed system the organization and the management would be able to capture and organize

their team's issues, prioritize and take action on what's important, and stay up to date with what's

going on in the current scenario. Our proposed information system would make all of this easy,

so that the teams can spend less time managing the work and more time building great software.


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References

http://www.capterra.com/project-management-software/

http://www.aceproject.com/tour/

https://www.wrike.com/enterprise-project-management/

http://www.igcseict.info/theory/8/what/

http://www.capterra.com/project-management-software/spotlight/76113/Wrike/Wrike

http://www.merriam-webster.com/dictionary/systems%20analysis

http://www.businessdictionary.com/definition/systems-analysis-SA.html
http://www.capterra.com/project-management-software/http://www.capterra.com/project-management-software/http://www.aceproject.com/tour/http://www.aceproject.com/tour/https://www.wrike.com/enterprise-project-management/https://www.wrike.com/enterprise-project-management/http://www.igcseict.info/theory/8/what/http://www.igcseict.info/theory/8/what/http://www.capterra.com/project-management-software/spotlight/76113/Wrike/Wrikehttp://www.capterra.com/project-management-software/spotlight/76113/Wrike/Wrikehttp://www.merriam-webster.com/dictionary/systems%20analysishttp://www.merriam-webster.com/dictionary/systems%20analysishttp://www.businessdictionary.com/definition/systems-analysis-SA.htmlhttp://www.businessdictionary.com/definition/systems-analysis-SA.htmlhttp://www.businessdictionary.com/definition/systems-analysis-SA.htmlhttp://www.merriam-webster.com/dictionary/systems%20analysishttp://www.capterra.com/project-management-software/spotlight/76113/Wrike/Wrikehttp://www.igcseict.info/theory/8/what/https://www.wrike.com/enterprise-project-management/http://www.aceproject.com/tour/http://www.capterra.com/project-management-software/

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