New Regulations of the E-Government Federal National Plan - Research Proposal Example

BMGN 470 Project Instructions Name: Tutor: Subject: Date: PROJECT CHARTER Project Charter: 1.1. Project Purpose The purpose of the project is to automate the process of the supervision department at the federal insurance authority. The automation process is aimed at complying with the new regulations of the E-Government Federal National Plan that was set up in 2014 September. The purpose of the project is to ensure that there are plans that are established to make it possible to make the process very successful. Having a clear plan with the objectives ensures that a good system is delivered. The automation process ensures that there are quick services to the customers. Using systems ensures that files are quickly retrieved. Better storage of the customer information is also a requirement where the privacy of the user information is ensured. This company deals with large volumes of data from different customers, having an automated system to store files is the key goal. This document presents the information about the purpose of the system and how it can be established. 1.2. Project Objectives The main objective of the new system is to ensure that the process of inspection is carried out using electronic systems. It is where the information system is used instead of the manual system for keeping of the records. The other objective is to come up with the proper hardware for the automated inspection process. This is where the project will ensure that a proper system is identified to offer the inspection process. Training for the inspection members of the software and hardware that will be implemented for the processing purposes. 1.3. Stakeholder List The stakeholders can be divided into three groups for this project; the system owners, the internal stakeholders and the external stakeholders. The owners of the system can be the supervision department. The internal stakeholders include the licensing and registration office and the legal affairs department. The external stakeholders are; the insurance companies, the insurance brokers, insurance agents, department of economic development, SAEED and the ministry of labor. PROJECT MANAGEMENT PLAN 2.1. Requirements Documentation: The goals of the project should be stated and the requirements should be clearly identified as: Business needs, The business needs are to increase the efficiency and level of customer service. It will increase the profits and competitive advantage of the services offered. The need to have an automated system to facilitate the business goals is essential. Requirements The project is expected to deliver a high quality system that offers fast and efficient inspection services in the organization. Automated processing, database retrieval among others, are the key issues that need to be addressed in the organization. Stakeholders requirements, The stakeholder requirement is tabulated below:- Owners Address the issue of shortage of staff that the organization is facing currently. It can be achieved through automation of the services that were being carried out manually. Increase the productivity of the business and the services offered by the department Enhancement of inter-business communication Internal stakeholders The work will be reduced hence the employees will not handle most of the tasks but the system will process it. It is the need of the internal stakeholders that the workload is reduced. Access inspection from any place. The online database system will enable the workers to access the system online. External stakeholders They require the project to reduce the among of time used to attend to activities. The project is required to address any differences that is established during the inspection process. The is required to minimize the loopholes in the registration process of different ministries and authorities 2.2. Project Scope Statement: Developing the project scope statement is vital to your project to avoid scope creep. The project scope statement should include all of the following elements: Product scope description, The project will be able to identify only issues of inspection in the department. It means that there are other functionality that are beyond the system boundaries. Project constraints, Project constraints are the factors or events that may result in, delays or failure of the project plan to take place. Although there is an agreement between the union and the department heads to have the training, individual commitment and treatment. The project constrain is to work within budget and fixed deadlines. There are also limited human resource to work on the project. Project assumptions. 2.3. WBS 2.4. Project Schedule (will be developed in MS Project software): The project plan represented in the Gantt chart. There will be processes that will be taking place at the same time because of the limited resources and time. There are many staff that needs to be trained. The normal working hours (8 hours) will be used in planning the plan. A week will be defined by 5 days with Sunday and Saturday as the free days. Project tasks Gantt chart The network diagram Critical path 2.5. Project Budget The budget of the project will be based on each major activity and resources required to carry out the project. The project budget is shown below 2.6. Risk Management Plan Risk management is a process that stems from the identification, evaluation and mitigation. Any project should monitor the trends to ensure that the project operations are in accordance to the expected standards either internally or externally (Parker and Mobey, 2004). Risk management is a very important aspect of any project. A risk can also be defined as the probability that a certain threat might be able to materialize due to the vulnerability of a situation of a company of a project (William and Paul, 2007). Risk management enhances the organization of the project and the overall success because it will enable the project manager to make the right choices even in the handling of the risks. This is because the knowledge of the details is important as it can act as a solution also to some extent. The areas that risky are identified as the hazardous areas in the training program. The management of a risk is simply to reduce or maximally minimize the chances of the risk actually occurring and the adverse effects being felt or experienced which will hinder the attainment of the end result or mission of a project. The development of the risk management plan has many advantages that accrue to the firm and the project in general. For instance, it minimizes chances of the occurrence of unplanned outcomes and reduces the costs that come about with this. Risk management plans are quite costly and the plan is a safe place to commence from for the project. The plan maintains the staff morale at a high level (National Competition Council Policy document: May 2011 P. 4). This comes about where the project teams involved are able to come up with action plans and solutions for every issue arising in the course of the enactment of the plan. If the numerical values are given to the probability and the monetary value, it is calculated as {Risk Exposure (RE) = P (Probability of risk occurrence*C (impact of the loss of the product)} Williams 2004: page6) Therefore the value could be {25*100%= $2500} this could be the rough estimation and calculation of the value of each of the risks presented. The leverage of the risks could also be calculated to know if the plan was cost effective. The assessment could be based on the line of cutoff between the very highly costly risks compared to the ones below the average line which could be monitored and catered for easily. If the team working on the training project was virtual, this means separated by distance or even time. This would impact negatively on the project and could even lead to the failure of the project. The team members would not analyze effectively to know the gaps to be catered for in the project. A team is a group of people with a common purpose and if co-operation is not enhanced and regular meetings not agreed upon by the members who know about the project well, and there would lack a common ground between the members (Jercen, Martien & Rixt, 2001: slide 19) nothing would be achieved and this would lead to unreal figures which are non-existent, poor cost allocation of risk and ultimate unclear goals leading to the ultimate failure of the plan. The lack of the team meeting could lead to unexpressed ideas and even the important aspects not catered for succinctly as expected by the team members. Effective communication goes on with the presence of a personal touch between the members as the ideas are laid on the table, arguments made and the ultimate plan realized or the outcome could be worthwhile as the best plan will be settled upon which is very important for the important aspect of risks that is in question. References Burke, R. (2013). Project management: planning and control techniques. Read More