PIR Research Assignment: Assessment & Recommendations

PIR Research Assignment: Assessment & Recommendations Fulton Industries IT Department In this assignment of the post-implementation review project, student teams will assess the success of the information system they studied and suggest recommendations. The student teams need to evaluate both the implemented application and the organization utilizing project management criteria:

• Schedule
• Quality
• Cost

For a successful paper, teams will utilize the information they have learned in previous sections. Where did things go wrong with the subject implementation? What could have gone more smoothly? What did they do well that should be a standard process for them? Not all recommendations are due to a negative outcome. Also, as the sections have progressed, you have been learning about methodologies that your subject organization may have not used. Could that have made this a more successful, smoother, or quicker project? Keep your readings and learnings in mind as you complete this assessment and recommendations. Ex. DevOps, Agile, etc. Just because the organization believes their project was a success or failure does not mean that you must agree 100%. Just as if your team were an outside consulting firm hired by the organization to assess their work, we are looking forward to your analysis. Your recommendations.

Your expertise.

The questions are simply starters for your team’s paper. Every project has different strengths and weaknesses. For this assignment, these discussion questions are simply starters to help your team begin your analysis and discussion. What questions have you had throughout the course of the PIR? What additional topics, discussions, and/or research have helped form your opinion of the project and the organization? Explore the possibilities. The outline presented as a starting point for you for this assignment assumes 3 sections:  Application, Organization and Data Sources. Update the project plan for the next PIR deliverable – see the Project Plan section at the end of this document.

Application: 1.0 Overall, how does the organization feel about the implemented product? Is this a success for the organization or did it fall short? Some organizations will deem a project that did not meet all the criteria a success because requirements changed, they never really had requirements, or “it’s better than what they had before.” Discuss the pertinent success criteria for your project. For each topic (Schedule, Quality, Cost), discuss at least one sub-topic in depth. Topics of discussion to review may include (but are not limited to):

1.1 Schedule – Did the project complete on schedule? (Select at least one SCHEDULE discussion below)

1.1.1 If it was behind schedule, how did they address the delayed schedule? How did this impact the organization? Did it impact other projects? Did it impact the Cost? Require a change to requirements? Could a different project methodology have prevented it falling behind schedule, such as an Agile methodology? Discuss. 1.1.2 If it was on schedule, what project methodology did the organization use? How did their planning keep it on track when issues arose? What risk mitigation did they use? 1.1.3 How much time did they spend in the planning phase compared to the implementation phase? How would you recommend they utilize project practices used into future projects to help ensure their success? Discuss.

1.2 Quality – Did the project produce the expected results? Did the implemented application provide the expected business benefits as may have been laid out with their requirements? (Select at least one QUALITY discussion topic below)

1.2.1 If it DID NOT produce the expected results, how could they have prevented this outcome? Did they spend the necessary time gathering requirements with the correct stakeholders? Were there changes to the requirements? Did schedule or cost issues impact the quality? Were there tradeoffs? Where did their policies and procedures break down for this project? What could they have done different to meet the quality requirements for the project? Discuss. 1.2.2 If it DID produce the expected results, what project policies and procedures supported the execution of the project? Were these standards for the organization’s projects, or did they create these as they built out the project? Are these project standards shared across the organization or by individuals?

How can they enhance other projects? What can be improved? Discuss. 1.2.3 Select at least One Sub-Topic to discuss thoroughly: Governance – Does the system address the security, privacy, and compliance requirements in the organization? Utilization – Discuss current usage of the information system. Is the system being utilized consistently or sporadically? Incidents – How are incidents or support issues with the system (think Help Desk tickets) going? Are there many? Are they slowing users down? Benefits – What are the benefits of the system? Do they align with the business case for the organization’s project?

1.3 Cost (Select at least one COST discussion topic below)

1.3.1 Did the benefits justify the project cost? Discuss why or why not. (Required) 1.3.2 Did the project come in on or under budget? If it was over budget, how was that addressed? Discuss. (Required) 1.3.3 If the costs are not apparent, what other cost benefits or justifications can be discussed for this project? Examples may include but are not limited to: (Select at least two sub-topics to discuss thoroughly) Human Resources – the application may reduce labor costs for any organization. Vendor Costs – the application may replace a previous, more expensive vendor. Opportunity – the application may present opportunities for the organization to add new products or services.

Transaction execution benefits – The new system may be capable of performing much more work in a shorter amount of time. Ex. Claims Processing. Improved Estimating and waste reduction. Customer Service Enhancements – The system may allow employees to provide better customer service and foster greater relationships with customers. Enhancement of organizational controls –The system may help the organization to better monitor and protect their environment as is required by many governmental regulations.

1.4 After addressing Schedule, Quality, and Cost of the Application, what are your thoughts on the following?

1.4.1 What further improvements does the organization intend to make to this system? What further enhancements or additions have been indicated as follow-up developments? [Be descriptive here – you are describing how people who work in the organization think about this] 1.4.2 Are there further improvements that the organization should plan to make to this information system to improve its effectiveness and to reap further tangible and intangible benefits? [Be prescriptive here – you are describing what you and the members of your team, as outside observers, think about this] 1.4.3 According to the organization, was the overall project for developing and implementing this application a success? Does your team agree? If not, why not?

Organization

2.0 Overall, how does the organization feel about their processes for running a project of this sort? How do they feel about the operational processes and procedures (red tape) that support projects of this sort? Did they utilize a greater project management organization such as a Project Management Office (PMO) or was this a one-off for their organization and/or department? From a project perspective you just discussed repeatable processes and success.

In this section, look at the greater organization. How did this project interact with the greater organization? What lessons learned are of benefit for the organization, rather than just this project? Topics of discussion to review may include (but are not limited to): Discuss each sub-topic.

2.1 Schedule 2.1.1 What processes and procedures does the organization currently have that either supported the schedule success of the project or was a hinderance? Discuss. 2.1.2What changes to the organization’s processes and procedures do you recommend the organization implements? This can range from different methodologies and new departments to subtle changes, such as the implementation of Agile. Discuss. ‘

2.2 Quality

2.2.1 How well does the system meet the organization’s needs? Did the organization support the expected results? Some organizations work well together regarding matrixed organization. Others are very us vs. them. How did the organization and culture of the company impact the results of the project?

2.2.2 How did the culture of the organization support or detract from the quality? Did all stakeholders come together to provide an in-depth requirements document? Or did individuals hold on to their knowledge, for fear of change? Discuss.

2.2.3 How does the organization deal with change? Aside from the technical aspect of Change Management, there is also an Organizational Change aspect. How did the organization do in managing the change in how people work? Discuss.

2.2.4 What organizational enhancements do you recommend? 2.3 Cost 2.3.1 While the project may have had justification from a project perception, discuss the cost justification for the greater organization. Was this project a band aid to a bigger issue, or is this project cost justified with the greater organizational strategy? Discuss

2.3.2 How did organizational policies and procedures impact project cost? Do you have recommendations for improvements? 2.4 After addressing Schedule, Quality, and Cost regarding the organization, what are your thoughts on the following? 2.4.1 Discuss the competitive strategy the organization is following. (Broad cost leadership, broad differentiation or focused (i.e., niche) strategy) [see Chapter 1 section 2 of Baltzan text] Did this project fit with their competitive strategy? Discuss.

2.4.2 Discuss the value chain activities of the organization in relation to enhancements due to the new information system. [see Chapter 1 section 2 of Baltzan text] 2.4.3 Do your findings of the organization, including the IT Development/Implementation staff appear to be reactive or proactive? Do they follow long term plans or shorter-term backlogs (lists) of current challenges? Do they seem to be “fighting fires” a lot? Discuss. 2.4.4 What improvements could/should the organization adopt for information systems implementation in the future (i.e., what larger lessons have been learned by you)?

Data Sources: 

For this section, your team should use what you have learned so far about the system, your opinions, as well as your contact’s opinions to evaluate the success of the project. You may find that additional external research would make for a better argument for your recommendations. This is not required but may result in a better paper.

Project Plan

Provide a tentative schedule for the tasks in the next PIR deliverable (PIR Final Presentation).  When scheduling the deliverable tasks, you need to identify who is going to do the following – interview, data collection, writing the draft, and final editing. The Project Plan will be an important document for your team.  You will use it to communicate what work will need to be done as you progress through the PIR deliverables, who is assigned to the various tasks and when the tasks need to be completed.

Typically, when starting a project, you initially figure out what needs to be accomplished for the project to be successful and when it needs to be done.  For example, if you and your friends decide in August that you want to take a vacation together one of the first things you want to do is get together (Team Meeting) and decide where you want to go and when the vacation will occur.  Let’s say you decide on a warm weather location in February. 

As you continue to discuss the trip you decide to split up the tasks that need to be done to make sure the trip goes well.  You assign someone to come up options for places to stay, someone to make reservations once you select a location, someone else to come up with activities you will be doing, someone else to make travel arrangements (flight reservations, Uber, etc.) and someone to make a list of items each person must take with them.  Then each person will take their assigned responsibility and figure out what tasks they need to perform to successfully complete their assignment.  For example, the person assigned to find options for places to stay might realize they need to ask everyone going if they have certain lodging requirements, do a Google search to see what lodging that meets the criteria is available in the area, check on lodging ratings, costs, availability, etc.

For the PIR Project assignment, I have done this for you.  I have provided an Excel file containing the PIR tasks for each PIR Project deliverable along with some administrative tasks you need to complete.  The tasks I have provided go down to in most cases the second level of detail – many of the PIR tasks go into lower detail levels.  Feel free to add/insert the more detailed tasks into the Excel file.  For the PIR assignments, going to the level I have provided is sufficient. What I have provided in the Excel file is a basic project plan.  If this were a work situation, you would most likely use some type of Project Management software.  For this assignment what I have provided will be sufficient. 

My goal is by going through this exercise you will gain an understanding of the process of planning work, making assignments, developing due dates, meeting due dates, and how a tool like this provides clarity to the team and each member of; what needs to be done, when it is to be completed and who needs to complete each task.  If you are interested in looking at some project management software options, here is a link that describes some popular options – 15 Best Project Management Software in 2023 | Research.com Except for Administrative Assignment A3 (you will complete the plan for this deliverable as you are working on it), you are planning for the next PIR deliverable you will be working on.  You will follow this plan as you work on the deliverable. 

As you move through the completion of the PIR deliverables, you will continually modify the Excel Planning file with new planning information.  Follow the steps I have provided below.  You must fill out the tasks you are going to complete for the session.  For each task listed in the Excel file you must provide a Start Date, Task Due Date and the Team Member’s name who is assigned to complete the task.  For some tasks multiple Team Members can be assigned.  The Comments column is optional. 

In the PIR Deliverables there are typically some Required Sections and then Sections where you select from a list of topics.  For those topics you do not do, you will leave the entries for those tasks blank. You will submit the updated Excel Planning file with each deliverable submission. In addition to the deliverable planning session process, below I have provided a sample schedule for each two-week session.  While you do not have to follow this schedule exactly, I suggest you develop a schedule similar to one that your team agrees to.

ADDITIONAL INSTRUCTIONS FOR THE CLASS – PIR Research Assignment: Assessment & Recommendations

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• Discussion Questions (DQ)

Initial responses to the DQ should address all components of the questions asked, including a minimum of one scholarly source, and be at least 250 words. Successful responses are substantive (i.e., add something new to the discussion, engage others in the discussion, well-developed idea) and include at least one scholarly source. One or two-sentence responses, simple statements of agreement or “good post,” and responses that are off-topic will not count as substantive. Substantive responses should be at least 150 words. I encourage you to incorporate the readings from the week (as applicable) into your responses.

• Weekly Participation

Your initial responses to the mandatory DQ do not count toward participation and are graded separately. In addition to the DQ responses, you must post at least one reply to peers (or me) on three separate days, for a total of three replies. Participation posts do not require a scholarly source/citation (unless you cite someone else’s work). Part of your weekly participation includes viewing the weekly announcement and attesting to watching it in the comments. These announcements are made to ensure you understand everything that is due during the week. PIR Research Assignment: Assessment & Recommendations

• APA Format and Writing Quality

Familiarize yourself with the APA format and practice using it correctly. It is used for most writing assignments for your degree. Visit the Writing Center in the Student Success Center, under the Resources tab in Loud-cloud for APA paper templates, citation examples, tips, etc. Points will be deducted for poor use of APA format or absence of APA format (if required). Cite all sources of information! When in doubt, cite the source. Paraphrasing also requires a citation. I highly recommend using the APA Publication Manual, 6th edition.

• Use of Direct Quotes

I discourage over-utilization of direct quotes in DQs and assignments at the Master’s level and deduct points accordingly. As Masters’ level students, it is important that you be able to critically analyze and interpret information from journal articles and other resources. Simply restating someone else’s words does not demonstrate an understanding of the content or critical analysis of the content. It is best to paraphrase content and cite your source. PIR Research Assignment: Assessment & Recommendations

• LopesWrite Policy

For assignments that need to be submitted to Lopes Write, please be sure you have received your report and Similarity Index (SI) percentage BEFORE you do a “final submit” to me. Once you have received your report, please review it. This report will show you grammatical, punctuation, and spelling errors that can easily be fixed. Take the extra few minutes to review instead of getting counted off for these mistakes. Review your similarities. Did you forget to cite something? Did you not paraphrase well enough? Is your paper made up of someone else’s thoughts more than your own? Visit the Writing Center in the Student Success Center, under the Resources tab in Loud-cloud for tips on improving your paper and SI score.

• Late Policy

The university’s policy on late assignments is a 10% penalty PER DAY LATE. This also applies to late DQ replies. Please communicate with me if you anticipate having to submit an assignment late. I am happy to be flexible, with advance notice. We may be able to work out an extension based on extenuating circumstances. If you do not communicate with me before submitting an assignment late, the GCU late policy will be in effect. I do not accept assignments that are two or more weeks late unless we have worked out an extension. As per policy, no assignments are accepted after the last day of class. Any assignment submitted after midnight on the last day of class will not be accepted for grading. PIR Research Assignment: Assessment & Recommendations

• Communication

Communication is so very important. There are multiple ways to communicate with me: Questions to Instructor Forum: This is a great place to ask course content or assignment questions. If you have a question, there is a good chance one of your peers does as well. This is a public forum for the class. Individual Forum: This is a private forum to ask me questions or send me messages. This will be checked at least once every 24 hours. PIR Research Assignment: Assessment & Recommendations

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