Full Project Paper Compile all 5 chapters into a single cohesive final project plan. The final paper must include a cover page, executive summary, table of contents (list of tables, list of images, if
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Phase 4 Implementation Plan
And
Phase 5 Ongoing Maintenance and Recommendations
Mohammed Ubaid Ullah Khan
Westcliff University
CAP 690
Masters Applied Capstone
Professor: Ledly Moss
February 13, 2023
Phase 4 Implementation Plan
Introduction
Technology has become a key component of corporate communication, allowing businesses to interact more effectively with their workers, customers, suppliers, and other stakeholders. Implementing new technology may be a difficult process that demands careful preparation and execution (Cimini et al., 2020). Technology and corporate communication are inextricably linked. In today’s digital age, communication is increasingly performed through electronic methods such as email, instant messaging, and video conferencing. Many companies rely on technology to facilitate and support their day-to-day operations. An effective project design and execution strategy are required to guarantee that these technologies are successful and efficient. This chapter presents an overview of a technology-related project's design and execution strategy in the context of corporate communication.
Project Design
This project aims to create a technology-based solution for an organization's communication needs. This project will concentrate on developing technologies to meet the communication demands of a company. The project design is outlined in this document, which includes the project schedule, specific project activities, and timeframes.
Project Scope
The project scope covers the design and implementation of a technology-based communication solution for an organization. The solution should comprise all of the essential hardware, software, and other components to achieve the company’s communication goals efficiently. The solution should be built to be scalable and capable of adjusting to changing organizational demands.
Project Objectives
Determining project goals is the first stage in the project design process. Knowing the project's targeted goals clearly will guide the project design and execution strategy. The project aims at technology and corporate communication and may include boosting communication speed and dependability, strengthening data security, or offering access to new technologies. The following are the project's goals:
Create a technology-based communication solution for an organization.
Create a project schedule that includes specific project activities and dates.
Create a comprehensive implementation strategy to ensure the solution is properly executed.
Monitor the implementation process to ensure that the solution satisfies the company’s needs.
Project Schedule
Creating a timetable is the second phase in the project design process. This timetable should include the start and finish dates for each project activity or phase. Setting realistic deadlines for each activity and planning for contingencies in the event of delays is critical. The following timetable will be used to create the project schedule:
Requirements collecting and analysis - 4 weeks
Requirements collecting and analysis - 4 weeks
Technology solution design - 6 weeks
Hardware, software, and other components acquisition - 6 weeks
Solution implementation - 8 weeks
Monitoring and assessment - 4 weeks
Project Tasks
The project tasks are divided into four phases:
Phase 1 – Requirements Gathering and Analysis
Gather information on the communication requirements of the company.
Analyze the data and establish the technological solution's needs.
Create a clear strategy for the technological solution's design and deployment.
Phase 2 – Design of Technology Solution
Create a technological solution to satisfy the communication demands of the company.
Create a precise strategy for purchasing hardware, software, and other components.
Phase 3 – Acquisition of Hardware, Software, and Other Components
Purchase the required hardware, software, and other components.
Set up the hardware, software, and other components.
Phase 4 – Implementation of the Solution
The project can be implemented after the design is finalized. Depending on the nature of the project, the implementation process may include purchasing hardware and software, installing the hardware, configuring the software, testing the system, and teaching staff how to use the system.
Install the Technology Solution: This stage entails installing the technology solution, configuring the settings, and checking that it is operational. It may entail testing the solution to ensure it fulfills the required specifications and integrates with other systems. This stage also includes establishing security policies and backups to guarantee that the technological solution is used safely and securely.
Train Users on the Technology Solutions: In this stage, users are taught how to utilize and operate the technology solution. It may contain instructions on how to use the program, best practices advice, and assisting users in becoming acquainted with the technological solution's features and capabilities.
Monitor and Evaluate the Performance of the Technology Solution: This phase entails monitoring the performance of the technology solution. It may entail tracking usage, monitoring system performance, and testing to ensure that the technological solution fulfills the intended specifications. This stage also includes analyzing the solution's performance and making modifications as needed to improve the technology solution's efficiency and effectiveness.
Project Resources
The third phase in the project design process is to identify the resources that will be required. Personnel, hardware, software, and other resources are all needed to finish the project (Fischer et al., 2020). It is critical to guarantee that the resources required to finish the project are accessible and that the budget is adequate to pay the project's costs. The following resources will be required for the project:
Technical Specialists: Technical specialists are communications technology professionals who understand the organization's communication needs and the appropriate technical solutions. They are in charge of analyzing the company’s needs and offering acceptable solutions to satisfy those demands. They also offer recommendations on the finest technology, systems, and services to fulfill the firm’s needs.
Project Manager: A project manager manages the coordination and completion of the project within the schedule and budget constraints. They are in charge of creating a project plan, allocating responsibilities to team members, tracking progress, and ensuring that the project is finished on schedule and within budget.
Budget: A communications technology project's budget should contain the cash to purchase hardware, software, and other components. Training, installation, configuration, and maintenance funding should also be included.
Installation, Configuration, and Maintenance Team: The installation, configuration and maintenance team configures and maintains the technological solution. They are also responsible for debugging any developing issues and giving technical help when necessary. They may also monitor the system's continuous maintenance and updates.
Project Monitoring
The system should be reviewed regularly to verify that it accomplishes the desired goals and objectives. Regular evaluations of the system's overall performance and user satisfaction should be part of the monitoring process (Namugenyi, Nimmagadda, & Reiners, 2019). This may be accomplished through user feedback questionnaires and system use metrics. The obtained data should be evaluated to identify any areas that require improvement. Any identified hazards should also be addressed to ensure that the system operates effectively and securely. Corrective steps should be implemented as soon as possible to avoid additional problems.
Conclusion
This document's project design outlines a detailed approach for effectively adopting a technology-based solution for an organization's communication needs. It comprises a summary of the project scope, timeframe, and actions that must be done for the project to be finished effectively. The project timetable is separated into segments, with comprehensive instructions and tasks. These activities involve assessing the present communication system, developing a new one, installing and testing it, and teaching staff about its use. The project also specifies the resources and technology needed to complete the project successfully and the budget and timeframe for each activity. With this complete approach, the project should result in a successful and effective technological solution for an organization's communication needs.
Phase 5 Ongoing Maintenance and Recommendations
Introduction
Organizations must ensure that their systems are continually maintained and updated in the world of technology to guarantee that their consumers and stakeholders receive the greatest quality of services. Organizations must maintain a complete maintenance strategy that includes regular software upgrades, disaster recovery strategies, and facility management. This chapter will go through the continuous maintenance of the newly installed project solutions and how they will be supported. It will also go through any additional recommendations for future work to be done when this project is completed.
Software Updates
Software upgrades are an essential component of any effective maintenance strategy. Maintaining the most recent software versions, security updates, and bug fixes are critical. Regular software updates guarantee that the system is safe and functions efficiently. Organizations should also develop a method for testing changes before installation to verify that they are functional (Petersen et al. 2021). Organizations should have a procedure for testing and verifying software upgrades before they are distributed to guarantee that they are executed appropriately. Organizations should also develop a timetable for when and how frequently updates should be conducted. Organizations should have a method for backing up the system before upgrades if the update produces unanticipated difficulties.
Facilities Management
Facilities management is an essential component of every organization's maintenance strategy. It is critical to guarantee that the organization's facilities are in excellent working order and that any necessary repairs are completed on schedule. Organizations should have a method for recognizing and responding to facility maintenance issues. All facility maintenance chores should be scheduled, performed, and documented using this system. Organizations should have a strategy for tracking any required repairs or upgrades.
Disaster Recovery Plans
Disaster recovery plans are a critical component of any effective maintenance strategy. Organizations should have a detailed strategy outlining how they would respond in the case of an emergency. This strategy should contain data backup methods, system restoration procedures, and other measures required to respond to an emergency. Organizations should develop a procedure for testing the disaster recovery strategy regularly. This procedure should involve frequent testing to ensure that the plan is current and that the company is prepared for any potential emergency.
Training of Technical Support Staff
A complete training strategy for technical support workers should include classroom and hands-on training. Classroom training should include information on the organization's systems and procedures, troubleshooting techniques, and customer service abilities. Working with the organization's systems, processes, and procedures, as well as genuine customer challenges and scenarios, should be part of the hands-on experience. The training strategy should also incorporate regular evaluation and feedback. This may include examinations, quizzes, and performance evaluations to ensure that the technical support staff's skills and knowledge are up to date. Feedback should be offered to technical support workers to identify areas that require more training. The training schedule should provide time for technical support workers to practice and improve their abilities. Working on simulated client issues and scenarios and participating in group activities such as role-playing customer service scenarios may be required. This will assist technical support workers in gaining a better grasp of the organization's systems and procedures and confidence in their abilities to manage client concerns.
Recommendations
In addition to continuous maintenance of newly deployed project solutions, further recommendations for future work may be made. The business should determine how to manage software upgrades, patches, and bug fixes if the project involves a program or web development solution (Roztocki, Soja, & Weistroffer, 2019). If the project involves a network upgrade, the business should consider installing a full WiFi solution as the following project. If the project includes a website, the organization should consider how it will be handled and updated to stay relevant.
Conclusion
Organizations must ensure that their systems are continually maintained and upgraded to provide the best possible service to their consumers and stakeholders. Organizations must maintain a complete maintenance strategy that includes regular software upgrades, disaster recovery strategies, and facility management. Organizations should have a method for training and evaluating technical support workers. Organizations should evaluate any additional recommendations for future work when this project is completed.
References
Cimini, C., Boffelli, A., Lagorio, A., Kalchschmidt, M., & Pinto, R. (2020). How do industry 4.0 technologies influence organisational change? An empirical analysis of Italian SMEs. Journal of Manufacturing Technology Management.
Fischer, M., Imgrund, F., Janiesch, C., & Winkelmann, A. (2020). Strategy archetypes for digital transformation: Defining meta objectives using business process management. Information & Management, 57(5), 103262.
Namugenyi, C., Nimmagadda, S. L., & Reiners, T. (2019). Design of a SWOT analysis model and its evaluation in diverse digital business ecosystem contexts. Procedia Computer Science, 159, 1145-1154.
Petersen, C., Smith, J., Freimuth, R. R., Goodman, K. W., Jackson, G. P., Kannry, J., ... & Wright, A. (2021). Recommendations for the safe, effective use of adaptive CDS in the US healthcare system: an AMIA position paper. Journal of the American Medical Informatics Association, 28(4), 677-684.
Roztocki, N., Soja, P., & Weistroffer, H. R. (2019). The role of information and communication technologies in socioeconomic development: towards a multi-dimensional framework. Information Technology for Development, 25(2), 171-183.
