Business Case - an example
Business Case
Project/Programme Details:
Name: MUTS Shared Service Project
Manager: Seenu Appukutan Nair Vinodhini
Group: Michael Asante, Kamal, Sreelatha, Jibin and Pravab Dhakal
Objective No.:
Start Date: January 15, 2010
Completion Date: July 15, 2010
Document Details:
Version No: 01
Status:
Approved/Draft:
Approved by:
Issued Date:
Last Update Date:
Background
Services that companies are providing are becoming an even more important feature. There are many universities who provide service to their student and staff and the number are growing each year and thus the competition.
The universities are trying to provide their students with better service each year to be in the competition. Students and researchers look for the university that do not only provide with quality education but quality service so that they fell comfortable studying in the university. Lack of service would only hamper students in their journey of getting better education.
Hence putting this into their mind, North Hampshire University has decided to join a consortium of four Universities each with part ownership based on 15% contributions to the funding and IT Service Company as a partner to own the remaining 40%. And they have decided to share their Information Technology Services for Students by forming a company which will be called Midshire University Technical Services.
If this change is not done now then the resources that they provided will be limited and the technology will remain the same as it is. There will be no improvement in the way the students fell about the current IT service.
Scope
The project includes hosting all the servers together in one dedicated server providing fast internet connection. It also includes providing generic updated software and making a new application which will be integrated in current university web site.
The change affects:
- IT department: Downsizing of the current IT Departments after the implementation of the project.
- Students and Non Teaching Staff: The way this group will access the new technology may be little difficult to understand but with the help of effective training, it will become more easy and efficient.
- Teachers and researchers
- Time for immediate technical problem: Because the staff will be on Midshire University Technical Services office, any drastic problem which cannot be dealt online or via phone will take some time to settle.
Objectives
The key element of this project is the delivery quality service which is cost effective; the shared services the project would enable will provide better services for the universities students and staff.
The objectives are to:
- Host all the servers
- Provide Shared Service
- Provide fast connection with 24/7 access
- Provide Software
- Provide technical support via web and telephone 24/7
- Provide application that is reliable, secure, and easy to use
Completion of this project will result in:
- Offer a shared service for the student systems and technologies.
- Combine 4 universities and an IT services company will provide cost benefit.
- The server will run effectively for up to 150,000 concurrent users
- Offer a better service which is reliable, secure and easy to use.
- Project time is 6 months. Start date: Jan 15, 2010 End date: July 15, 2010
Options
Server: For the server we have chosen DELL™ PowerEdge™ T610 (PE4T610R) which is a powerful Server. Because Dell offered to customize our own server we have chosen specific hardware required for the purpose of our project. Dell being effective, reliable and trustworthy company was the best choice. The Server is also suitable for the future growth of the project.
Software: Considering the 5 main clients (IT service company and 4 other Universities) and their users, the best option was to get the multi licensing software and open source software.
ISP – JANET (UK) provides internet to UK education and research networks and is reliable. They provide good service and have the reputation of being fast internet service providers. Besides, they are the only one who can provide us with the bandwidth we require for the project.
Office infrastructure: MUTS Shared Service Project will be in the share the office with the IT service company. That way we can reduce the cost of the infrastructure. The most important point of have it in the same office is for the testing phase for the network and server.
Proposed Solution
For implementing the change we will first use models like force field analysis to determine whether the change will be successful or not and determine the supportive and restraining forces. We will do our best to decrease the restraining force. We will need to communicate the need for the change and implement the change process. Kotter’s eight step model would help us with the implement stage. We need to regularly monitor the change process and evaluate the benefits of the change.
Principle Based Project Management begins with these principles:
Rule #1- Figure out what business you are in, and then mind your own business: The job s to form a new company called Midshire University Technical Services that will provide service to four universities who are 60% of the share holders.
Rule #2 - Understand the customer’s requirements and put them under version control: The University realizes that shared service is beneficial to them. The main role of the project will be to provide these services.
Rule #3 - Prepare a reasonable plan: The cost for the project is estimated to be £250,000 and the time it will take to complete will be 6 months. The scope defines what will be included in the project.
Rule #4 - Build a good team with clear ownership: The 4 University will contribute 15% each and remaining 40% is by the IT Services Company. They are the project sponsors. Project Manager for this project is Seenu Appukutan Nair Vinodhini.
Rule #5 - Track project status and give it wide visibility: The project status will be discussed and reviewed as mentioned in the Project Initiation Document.
Rule #6 - Use Baseline Controls: We will configure the identification for the project which includes the functional, allocated and product baselines, interface controls and configuration item identification then configure controls which include the change criteria and classification, deviations, change proposal, evaluations and control board.
Rule #7 - Write Important Stuff Down, Share it, and Save it: All the requirements will be documented starting from the customer requirements. The plans and procedure for the project will also be written down and discussed with the board and customers to finalize and document it.
Rule #8 - If it hasn't been tested, it doesn't work: The team will make prototype of the application before commencing to the next step. It is to be tested, verified and then approved by the universities. The testing of the network, server, application and the connectivity will take place once the set up is ready. The testing phase will be an important part and we hope to get full support from the project sponsors during that phase.
Rule #9 - Ensure Customer Satisfaction: Customer requirement must be looked very carefully. The prototype of the application will be made available to the customer before starting. In every step of the project customer should be involved.
Rule #10 - Be relentlessly pro-active: The project should be looked in great detail. The problems that may arise in the future will be identified and looked at from that time. Risk will be periodically addressed.
Benefits
Positive Factor for the Project:
- Highly qualified, competent and experienced personnel -> Project Manager -> 8
- Strong in-service training -> Project Staffs -> 8
- Abundant financial resources. -> Sponsors -> 7
-Better logistical support -> Management -> 9
-Use multidisciplinary teams and more holistic approaches. -> Board ->8
-Use of participatory and bottom-up approaches ensures effective grassroots and community participation. -> Management -> 7
- More officers working at grassroots level: better-articulated clients needs; programmes adjusted to changing needs and environmental factors-> Project Manager -> 8
Benefits after implementing the Project:
- Improvement in teaching system
- Improvement in internet connection
- Availability of resources
- Improvement in technical support
- Efficiency of application improvement
- Ease, reliable and secure of use for the customers
- Best service to the universities available 24/7
- Cost effectiveness and savings
- Improvement in competitiveness
Project/Programme Details:
Name: MUTS Shared Service Project
Manager: Seenu Appukutan Nair Vinodhini
Group: Michael Asante, Kamal, Sreelatha, Jibin and Pravab Dhakal
Objective No.:
Start Date: January 15, 2010
Completion Date: July 15, 2010
Document Details:
Version No: 01
Status:
Approved/Draft:
Approved by:
Issued Date:
Last Update Date:
Background
Services that companies are providing are becoming an even more important feature. There are many universities who provide service to their student and staff and the number are growing each year and thus the competition.
The universities are trying to provide their students with better service each year to be in the competition. Students and researchers look for the university that do not only provide with quality education but quality service so that they fell comfortable studying in the university. Lack of service would only hamper students in their journey of getting better education.
Hence putting this into their mind, North Hampshire University has decided to join a consortium of four Universities each with part ownership based on 15% contributions to the funding and IT Service Company as a partner to own the remaining 40%. And they have decided to share their Information Technology Services for Students by forming a company which will be called Midshire University Technical Services.
If this change is not done now then the resources that they provided will be limited and the technology will remain the same as it is. There will be no improvement in the way the students fell about the current IT service.
Scope
The project includes hosting all the servers together in one dedicated server providing fast internet connection. It also includes providing generic updated software and making a new application which will be integrated in current university web site.
The change affects:
- IT department: Downsizing of the current IT Departments after the implementation of the project.
- Students and Non Teaching Staff: The way this group will access the new technology may be little difficult to understand but with the help of effective training, it will become more easy and efficient.
- Teachers and researchers
- Time for immediate technical problem: Because the staff will be on Midshire University Technical Services office, any drastic problem which cannot be dealt online or via phone will take some time to settle.
Objectives
The key element of this project is the delivery quality service which is cost effective; the shared services the project would enable will provide better services for the universities students and staff.
The objectives are to:
- Host all the servers
- Provide Shared Service
- Provide fast connection with 24/7 access
- Provide Software
- Provide technical support via web and telephone 24/7
- Provide application that is reliable, secure, and easy to use
Completion of this project will result in:
- Offer a shared service for the student systems and technologies.
- Combine 4 universities and an IT services company will provide cost benefit.
- The server will run effectively for up to 150,000 concurrent users
- Offer a better service which is reliable, secure and easy to use.
- Project time is 6 months. Start date: Jan 15, 2010 End date: July 15, 2010
Options
Server: For the server we have chosen DELL™ PowerEdge™ T610 (PE4T610R) which is a powerful Server. Because Dell offered to customize our own server we have chosen specific hardware required for the purpose of our project. Dell being effective, reliable and trustworthy company was the best choice. The Server is also suitable for the future growth of the project.
Software: Considering the 5 main clients (IT service company and 4 other Universities) and their users, the best option was to get the multi licensing software and open source software.
ISP – JANET (UK) provides internet to UK education and research networks and is reliable. They provide good service and have the reputation of being fast internet service providers. Besides, they are the only one who can provide us with the bandwidth we require for the project.
Office infrastructure: MUTS Shared Service Project will be in the share the office with the IT service company. That way we can reduce the cost of the infrastructure. The most important point of have it in the same office is for the testing phase for the network and server.
Proposed Solution
For implementing the change we will first use models like force field analysis to determine whether the change will be successful or not and determine the supportive and restraining forces. We will do our best to decrease the restraining force. We will need to communicate the need for the change and implement the change process. Kotter’s eight step model would help us with the implement stage. We need to regularly monitor the change process and evaluate the benefits of the change.
Principle Based Project Management begins with these principles:
Rule #1- Figure out what business you are in, and then mind your own business: The job s to form a new company called Midshire University Technical Services that will provide service to four universities who are 60% of the share holders.
Rule #2 - Understand the customer’s requirements and put them under version control: The University realizes that shared service is beneficial to them. The main role of the project will be to provide these services.
Rule #3 - Prepare a reasonable plan: The cost for the project is estimated to be £250,000 and the time it will take to complete will be 6 months. The scope defines what will be included in the project.
Rule #4 - Build a good team with clear ownership: The 4 University will contribute 15% each and remaining 40% is by the IT Services Company. They are the project sponsors. Project Manager for this project is Seenu Appukutan Nair Vinodhini.
Rule #5 - Track project status and give it wide visibility: The project status will be discussed and reviewed as mentioned in the Project Initiation Document.
Rule #6 - Use Baseline Controls: We will configure the identification for the project which includes the functional, allocated and product baselines, interface controls and configuration item identification then configure controls which include the change criteria and classification, deviations, change proposal, evaluations and control board.
Rule #7 - Write Important Stuff Down, Share it, and Save it: All the requirements will be documented starting from the customer requirements. The plans and procedure for the project will also be written down and discussed with the board and customers to finalize and document it.
Rule #8 - If it hasn't been tested, it doesn't work: The team will make prototype of the application before commencing to the next step. It is to be tested, verified and then approved by the universities. The testing of the network, server, application and the connectivity will take place once the set up is ready. The testing phase will be an important part and we hope to get full support from the project sponsors during that phase.
Rule #9 - Ensure Customer Satisfaction: Customer requirement must be looked very carefully. The prototype of the application will be made available to the customer before starting. In every step of the project customer should be involved.
Rule #10 - Be relentlessly pro-active: The project should be looked in great detail. The problems that may arise in the future will be identified and looked at from that time. Risk will be periodically addressed.
Benefits
Positive Factor for the Project:
- Highly qualified, competent and experienced personnel -> Project Manager -> 8
- Strong in-service training -> Project Staffs -> 8
- Abundant financial resources. -> Sponsors -> 7
-Better logistical support -> Management -> 9
-Use multidisciplinary teams and more holistic approaches. -> Board ->8
-Use of participatory and bottom-up approaches ensures effective grassroots and community participation. -> Management -> 7
- More officers working at grassroots level: better-articulated clients needs; programmes adjusted to changing needs and environmental factors-> Project Manager -> 8
Benefits after implementing the Project:
- Improvement in teaching system
- Improvement in internet connection
- Availability of resources
- Improvement in technical support
- Efficiency of application improvement
- Ease, reliable and secure of use for the customers
- Best service to the universities available 24/7
- Cost effectiveness and savings
- Improvement in competitiveness
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