MITS5001 IT Project Management Case Study 1 Sample

MITS5001 IT Project Management Case Study 1

Objective(s)

This assessment relates to the unit learning outcomes as in the unit descriptor. This assessment is designed to evaluate student’s ability to identify the key phases of projects and to successfully manage the projects by using various IT project management tools and techniques.

The following ULOs are assessed in this assessment.

LO1 Demonstrate ability to skilfully manage projects by putting to effective use various IT project management tools and techniques.

LO2 Critically analyse project parameters and identify the key processes from the available project management book of knowledge in practical case scenarios.

INSTRUCTIONS

In this assignment you will use the IT project management knowledge area and the tools used in project initiation and planning to prepare a project charter for the Case Study below. Make sure to analyse the project management parameters and identify the actors relevant to the case study and mention the project scope, constraints and assumptions.

For this assessment, you will prepare a project charter based on the business case given below. Your report should be limited to approx. 1000 words. Use 1.5 spacing with a 12 point Times New Roman font. You can use other sources to support your claims. Citation of sources is mandatory and must be in the IEEE style.

The project charter must include:

• Project Title.

• Background (Why is the project is undertaken? Describe an opportunity or problem that the project is to address.)

• Project Goal/s (Not more than 3)

• Project Scope (What will be the end result of the project?)

• Project scope description

• Product scope description

• Project and Product acceptance criteria

• Project deliverables

• Project exclusions

• Project constraints

• Project assumptions

• Project risks

Business Case:

The centralized legal staff of an automotive manufacturer has determined that there is a need for an E- commerce initiative to handle the invoicing transactions received by the legal staff and the law firms providing legal services on a contractual basis. The previous software application used for legal invoicing was no longer supported and there was a requirement to eliminate the manual intensive paper processing of invoices. In 2006, the AIMS software product was selected for legal invoicing for all North America legal staff.

The scope of the project is to implement a legal invoicing system that provides for electronic invoice delivery, management and workflow, allowing for online review, adjustment and approval of invoices and includes integration with the data management system for the legal case matter management. The current invoicing process is very manual and time consuming and the current invoicing process involves a high risk of human error (i.e., manual line item or other mathematical adjustments, manual changes to file format, etc). This project will employ the new electronic invoicing system to automatically load and audit all invoices and implement an easy, logical means for loading in paper invoice information.

All paper invoices will be processed with the same transactions and processes of audit as electronic invoices.

The vision and shared objectives for AIMS include: Implement a web-based invoicing system Integrate the invoicing system with the Case/Matter Management System Increase electronic invoice submission within the US (goal is 100% electronic submission) Allow Legal Finance (Fee Tracking Group) to maximize time on invoice analysis and reporting rather than invoice entry and routing Increase efficiency with automated workflow for attorneys Prepare for global usage of e-invoicing system Gain efficiency by providing one system for invoice delivery, management and approval.

The AIMS system will provide productivity and efficiency improvement to the legal staff to automatically check, modify, route for approval and process all invoices. There will also be an automated workflow increasing approval efficiency and provide outside counsel and vendors a means to check the status of an invoice that has been submitted to Legal Staff.

The AIMS architecture provides a secure network service between corporations and their contracted law firms to validate and deliver electronic business documents through the Internet using Object Management Architecture (OMA), which is built on the Microsoft .NET framework. This architecture can provide legal staff with a COTS solution that has a standard interface to other commercial legal applications and other corporate applications. The implementation of AIMS and integration with data management systems will provide legal staff with a totally COTS based solution for Electronic Data Interchange of Legal Invoicing Processing and a case matter management data base tracking, and reporting system. This architecture uses Microsoft Windows Server 2003 for the web based application interface to the user and a SQL 2000 Enterprise Edition Server for the database software.

The law firms and vendors will publish the invoices to the software vendor’s shared document repository, which will forward the specific legal invoices to the AIMS internal Server. Internal fee tracking users and legal staff will review, provide adjustments to invoices and approve invoices. The AIMS legal invoicing system will be a web-based COTS application. The system must provide a global solution for electronic approval, workflow and revision of legal invoices replacing all of thefunctionality within the existing legacy fee management system.

Solution

Project Title

Implementing an E-commerce initiative to manage invoicing transactions for the legal staff and law firms.

Background

The software application used for legal invoicing in the automotive manufacturing organisation was no longer supporting the process of invoicing transactions for the legal staff. The intensive manual process for paperwork also increased the workload. Complications and inaccuracies in the previous legal invoicing process developed the requirement to change the invoicing system with an e-commerce initiative. As per MBA Assignment Expert overview, The AIMS software product was identified for legal invoicing for the staff, which became the foundation of the project of handling legal invoicing transactions for the centralised staff in an automotive manufacturing organisation. Change implementation becomes the motive of project management [1]. In the case of the automotive manufacturer, the change from the previous software application to the new AIMS software may bring positive outcomes.

Project Goals

The project or implementation of AIMS software for invoicing is based on specific objectives. The goals of a project help to ensure a proper direction for the project team [2]. In the case of the AIMS software application project, the following goals may provide a proper direction to the project team members.

● To implement an E-commerce initiative for handling web-based legal invoicing transactions

● To minimise the time of invoice entry and routing to maintain accuracy and flexibility in invoice analysis and reporting

● To maintain the efficiency of workflow through an e-invoicing system to eliminate complications of manual paperwork

Project Scope

Project Scope Description

The electronic invoicing system will ensure the scope to manage workflow and review legal documents online. The scope will also be to adjust the invoices for approval and include them with the data management system to ensure legal case matter management. The new electronic invoicing system's automated process will help automatically audit invoices. The paper invoices processing will be based on the same transactions that will help to audit the electronic invoices. The scope will also reduce invoice processing time on the electronic medium.

Product Scope Description

The product of this project is an AIMS software application. Replacement the previous software system with the new AIMS application for legal invoicing transactions may provide multiple scopes. AIMS application is a web-based invoicing system that will help to integrate the Case Management system with the invoicing system. The process will help to increase the electronic invoice submission by 100%. The scope to maximise the time for invoice analysis will be possible by allowing the Fee Tracking Group to ensure timely reporting. Minimisation of time in invoice entry and routing will be possible. The AIMS software application will also help to increase the efficiency of automated workflow for attorneys. Preparation of the e-invoice system for global usage will also be a major scope. The scope of a project helps to determine the positive and desired outcomes [3]. Maintaining efficiency to provide one-system invoice delivery will help to manage the timely approval of the invoices.

Project and Product Acceptance Criteria

The project has to be accomplished within estimated time and budget. It must improve efficiency and productivity to ensure better facilities for invoicing transactions to the legal staff. The engagement of team members, such as internal fee-tracking users and the legal staff, will be required for the project's success. The product of the project AIMS software must provide a secure network to generate invoices based on business documents. The product must create a standard interface for commercial use. It has to be integrated with the data management system for proper reporting and analysis. AIMS software must be effective to automatically modify, check, and route for the approval of invoices. The system has to provide a global solution for electronic approvals, revision of legal invoices, and workflow maintenance.

Project Deliverables

The automated workflow within the AIMs system will help to increase efficiency and productivity in checking and modifying the invoices with the help of vendors and outside counsel. The secure network will deliver electronic business documents through OMA. The COTS solution will create a standard interface for commercial and corporate applications. Integrating AIMS with the data management systems will also help track databases and manage reporting systems. The e-invoicing system will reduce the time for generating legal invoice transactions.

Project Exclusions

The project will avoid the engagement of IT experts as it may take high cost. The focus will be on the legal staff of the automotive manufacturing organisation. A high budget will be avoided to maintain a sustainable approach.

Project Constraints

Within the limited timeframe of the project, quality management can be challenging. Exceeding the budget of the project is a constraint. Lack of integration among the vendors, legal staff, and other project members can also limit the product's capacity in the project.

Project Assumptions

Successful accomplishment of the project may ensure adjustment, review, and approval of invoices. Minimising time through web-based invoicing may help reduce the complexities of manual paperwork. The network connected to the AIMS software will be secure. Timely invoicing transactions may ensure the satisfaction of the legal staff.

Project Risk

Risks associated with a project increase challenges in obtaining project goals [4]. The risks of software system faults may show major issues. Ineffective engagement of the project team members may increase complexities. The risks of budget overrunning may develop issues of financial loss. Risks related to delays in invoice delivery may reveal dissatisfaction among the legal staff.

Key Stakeholders

The project stakeholders involve the members of automotive manufacturers, the software vendor, members of law firms, other vendors, internal fee tracking users, and the legal staff. The relevant stakeholders associated with a project contribute to the decision-making process [5]. The invoicing transaction service within the AIMS will benefit the legal staff by timely giving updates. The vendors and members of the law firm will publish information about the software vendor. The software vendor will be responsible for maintaining accuracy in the AIMS system. Besides, the internal fee tracking users will provide adjustments to the invoices and review them for approval of the invoices.

Project Milestones

Table 1: Project Milestone
Source: (Developed by the author)

References

[1] L. Vuorinen and M. M. Martinsuo, “Lifecycle view of managing different changes in projects,” International Journal of Managing Projects in Business, vol. 12, no. 1, pp. 120–143, 2019. doi:10.1108/ijmpb-11-2017-0135

[2] F. Chagas, F. U. Passos, and P. Figueiredo, “Maturity of project teams and the accuracy of the delivered projects in achieving goals,” Gestão & Produção, vol. 28, no. 4, 2021. doi:10.1590/1806-9649-2021v28e77

[3] G. Francisco de Oliveira and R. Rabechini Jr, “Stakeholder management influence on trust in a project: A quantitative study,” International Journal of Project Management, vol. 37, no. 1, pp. 131–144, 2019. doi:10.1016/j.ijproman.2018.11.001

[4] P. Willumsen, J. Oehmen, V. Stingl, and J. Geraldi, “Value creation through project risk management,” International Journal of Project Management, vol. 37, no. 5, pp. 731–749, 2019. doi:10.1016/j.ijproman.2019.01.007

[5] R. Derakhshan, R. Turner, and M. Mancini, “Project governance and stakeholders: A literature review,” International Journal of Project Management, vol. 37, no. 1, pp. 98–116, 2019. doi:10.1016/j.ijproman.2018.10.007