Executive Summary

Victoria University information system consulting is an organization that has majored into information systems consultancy. The organization provides more in depth knowledge of the information system technology and more to this, provides other services such as lightweight database information system. The organization works in an efficient manner with the main aim to ensure that the customer base is fully satisfied and each of the project requirements are achieved in an efficient and proper manner.
As with the employees mandated with the responsibility of ensuring proper consultancy services, the organization has an array of specialists in the information system industry. The employees currently present in the organization are: the consultants, administrative staff, testers, programmers, business analysts, the help desk, technical support team, technical writers and trainers. All these teams provide all the technical support , installation of system programs and the necessary training that is needed.
This project initiation document has been developed mainly to demonstrate the role that the organization will play in providing training to the staff and the customers of Sub Sea Adventures. Sub Sea adventures is a local organization whose main goal is to provide marine adventures to its customers.  However, the organization is transitioning from a manual system to an electronic one. Transition is mainly because of the accuracy that is associated with an electronic system and the increase in operational efficiency. However, it is important that the customers and the staff are well aware of the requirements of an electronic system and this requires training as well as educational information.
The organization has three shops from where the customers can book a spot. One of the shop is located in Queenscliff, the other in Portsea and the last is located in Phillip Island. Booking is normally done by divers and students with the tour provided by certified divers. However, the three shops provide additional services such as boat management, selling scuba diving equipment and running diving programs on other weekends.
This PID will be used to describe the basics of the upgraded system and as such, will be a vital piece of information to both the customers as well as the staff. However, training to staff is mainly centered on management aspects while customers need the necessary knowledge to enable them navigate through the system and be able to purchase a commodity or book a tour with the organisation.The deliverables of the training program will be centered on the 25 tasks at hand with the main focus to finish within a predetermined timeline and within the allocated budget.
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 

Background information

Sub Sea Adventures is a local scuba diving program organization that has three shops. The three shops are located in Portsea, Queenscliff and Phillip Island. These shops usually serve as the booking points for the various services provided by the organization but this is not an efficient method because of the errors associated with double booking as well student tracking errors. All this leads to a redundancy in the provision of services by the organization which lead to poor customer relations as well as profitability issues.
Besides providing training programs and classes to the students, the organization has a fleet of six boats that are used in excursion as well as tours. Students and divers are common customers but the booking is one of the major bottlenecks of the organosation.Regardless, there is a certified diver who ensures the safety as well as the training is managed in an efficient manner. Furthermore, the three shops are points from where customers can purchase scuba equipment. All these are some of the factors that require the implementation of an electronic system and as such, the proper call for training as well as the management of such a system.

Scope of the project

Sub Sea adventures is upgrading to an electronic system from the manual one. The upgrade is aimed at increasing the efficiency of the organization as well as decrease the errors that are associated with the manual systems. However, the employees as well as the customers are not well conversant with the automatic system and as such, need to be trained and provided with the necessary knowledge regarding the use of such a system.
The project is aimed at ensuring that the electronic system can be used by all the 40 sales members across the three stores and the founder, Shane. Furthermore, the electronic system will be integrated with the organizational website so that the tours as well as the training can be provided online. All these are some of the aspects that will be considered in this project initiation document with the emphasis on the training that may be required to ensure that the staff as well as the customers are in a good position to use the system. The process will be divided into 25 tasks with milestones and deliverables observed throughout the whole process.
 
 

The objectives

The objectives of the project are:

  • Introducing the staff and the customers to the interface. The electronic system will be a new concept to both the customers and the staff and as such, it is important to introduce them to the user-electronic interface.
  • Provide training to the staff on management aspects. The staff will be on the management end of the project and therefore, the management concepts that the system employs will need to be properly articulated to the staff.
  • Provide the necessary training to the customers. Customers are on the opposite end of the line and need the necessary information regarding the booking of online courses as well as the tours.
  • Ensure that the paperwork can be properly input to the electronic system. The paperwork that was associated with the manual system will need to be updated to the electronic system for future references as well as the record keeping. Therefore, it is important that the management as well as the founder are well aware of the process required to input the paperwork.

The business needs of the project

 The upgrade of the system plays a fundamental role in stakeholder management. There are three stakeholders in this project; VUISC, the customers and the management body. The management considers all the 40 staff working across the three stores as well as the founder of the organization while the customers are the students and divers who seek training as well as tour services.
The manual system has been ineffective on management and has led to losses when the number is not good enough for tours as well as training. Furthermore, this system has led to a loss in customer confidence because of double booking. Double booking means that one of the customers does not get a spot on the boat and this has the effect of reducing the number that books. Therefore, all these lead to losses on the organizational part. However, the electronic system will bypass all these flaws and ensure that the number of people booking is sufficient and there is no double booking. In effect, there will be an increase in customer base which will increase the profitability.

Project Benefits

  • Increase in customer satisfaction.
  • Removal of errors that are associated with the manual system such as double booking.
  • Increase in the levels of management across all the sectors of the organization.
  • An integrated method from where the records of the organization may be obtained from any location.
  • Proper and efficient record keeping. The records automatically upload to the servers ensuring that the records are up to date and very accurate.

The assumptions

  • The staff as well as the customer base is well aware of the various components of an electronic system.
  • All the stakeholders are willing to take part in the training.
  • All the necessary resources for training are available. The human as well as non-human resources that will be required in training include computers, projectors, and the internet among others.

Project approach

The methodology

As indicated prior, the whole training process will be divided into 25 tasks with milestones in between the start and the finish. However, the project will have to be in line with the deliverables as well as the objectives of the project (Project management Institute, 2013). One of the methodologies that may be used in ensuring that the scope as well as the project objectives are attained within the proper timeframe is the agile methodology. Agile methodology was developed in the software industry and as such, it is very flexible (Westland, 2017).The methodology, however, will be focused on ensuring that the resources of the project are properly used with the main aim at keeping them at a minimal and the project will be completed within the timeframe allocated.
 
 

Phases

The first phase is the planning phase. In this, the various stakeholders come to a consensus on the best approach to be used in delivering the project objectives (Eskerod & Huemann, 2013). Consultations as well as the delivery of the relevant personnel and equipment will be organized in this stage. The total number of people to be trained will be noted which will determine the number of personnel and equipment required.
The second phase is the execution phase (Buehring, 2018). All the training that is relevant for the company will be conducted at this point. The customers as well as the management of the organization will be provided on the skills and knowledge necessary to navigate them through the daily use of the electronic system.It will be the most intense phase of the project and as such, collaboration will be necessary in this phase
Finally, there is the closure phase of the project (Aramo-Immonen & Vanharanta, 2009). When all the necessary knowledge and training has been provided to the customers as well as the staff, it is important to note any challenges as well as answer questions regarding the trainng.Furthermore, Sub Sea Adventures may require the implementation of other systems and programs.
 
 
 
 
 
 
 
 
 
 

Project requirements

Project schedule

The three phases of the training schedule will be used in the development of the program schedule.by using the Microsoft project 2010 software, the following program schedule will be developed.

Task Duration in days
Consultation with the stakeholders 3
Certification 2
Determination of program requirements 7
Project scope and deliverables 5
Review of implementation strategies 4
Sign off with the stakeholders 2
Risk analysis and contingency management 7
Budget and schedule preparation 7
Review of the training program 5
Analysis of customer study and training plan 4
Analysis of management study and plan requirements 5
Purchase of the equipment such as laptops 14
Assembly of the workforce as well as equipment 14
System introduction and interface management 7
Program coding requirements 7
Diagnostics and program analysis 7
Analysis of the project specific requirements 5
Extra tutor program analysis 6
Assessment of training outcomes 14
Analysis of training outcomes 7
Feedback response and analysis 5
Response implementation 3
Sign off with the stakeholders 5
Preparation of project documentation 7

 
However, considering that the upgrade of the system should start on June 2nd, the training should be provided as early as possible so as to ensure that all the staff and the customers are well conversant with the requirements prior to the actual implementarion.This will require an early start and provide a window ( Kerzner & kerzner, 2017) through which the system may be implemented as effectively as possible.
The following screenshots from Microsoft project demonstrate the schedule of the training program and have indicated the various milestones that mark the rate of progress of training.
The tasks (tasks 1 to 15)
The tasks (12-24)
 
The team

The critical Path

The critical path is the path through which critical activities attain the project deliverables and it has the effect of affecting the overall time required for project completion (Filwv, 2017). There are two types of activities that are involved in project management: float and critical activities. Float activities which have no effect on the overall completion time and as such, may rescheduled to other dates in case there is a shortcoming in the project scope and resource allocation.However,reschedule of critical activities lead to a delay in the overall completion time and this leads to a wastage of resources as well as money (Aaltonen, 2011).
Microsoft project has been used extensively in the determination of the critical path and provides a platform through which project managers can easily monitor the progress of the project (Aston , 2017).
 
The above is an indication of the precedence and provides a description of the task dependence
 

The budget and resource allocation

In this analysis, the budget mainly considers the training requirements. There are a number of personnel involved in the project and have different rates at which they will work on the project. Furthermore, there are a number of equipment as well as facilities that will be required to attain the project deliverables. All these have been indicated in the project budget. The resources are as per the table below.
 
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Resource allocation 1
 
Resource allocation 2
Resource allocation3
 
Gantt chart
 
The Gantt chart for the activities and resource allocation

The benefits

Upgrade of the system will be fundamental in the establishment of the organization as one of the best service providers in the country. However, it is the importance of the training program that needs to be considered in the development of the electronic platform.
To begin with, the user will be conveniently placed to make bookings for tours as well as training. It will therefore expand the market for the organization and therefore increase the profitability.
Secondly, the training offered to the staff will reduce the redundancy associated with management of the reservations. Increase in awareness of the system ensures that all the staff can handle the bookings in a more convenient way.
 
 
 

References

Kerzner, H., & kerzner, H. R. (2017). Project management: a systems approach to planning, scheduling, and controlling.
Aaltonen, k. (2011). Project stakeholder analysis as an environmenatl interpretation process. International journal of project management.
Aramo-Immonen, H., & Vanharanta, H. (2009). Project Management: The Task of Holistic. Human Factors and Ergonomics in Manufacturing, 19.
Aston , b. (2017, 02 03). 9 Project Management Methodologies Made Simple. Retrieved from https://thedigitalprojectmanager.com/project-management-methodologies-made-simple/
Buehring, S. (2018, may 31). The benefits of adopting a structured project management method. Retrieved from https://www.knowledgetrain.co.uk/resources/practice/adopting-a-project-management-method
Eskerod, P., & Huemann, m. (2013). Sustainable development and project stakeholder management:What standards say. Internationa;l journal of management.
Filwv, A. (2017). Critical path method in project maanagement is as eqasy as 1,2,3. Retrieved 11 30, 2017, from www.wrike.com/blog/critical-path-is-as-easy-as-123/
Project management Institute. (2013). A guide to the project management body of knowledge(PMBOK giuide).
Westland, j. (2017, April 24). Project Management Methodology – An Overview. Retrieved from https://www.projectmanager.com/blog/project-management-methodology