MEMORANDUM OF TRANSMITTAL
To:
From: Team C
Edward Flermius
Date:
Subject: Technical Problems
This is a report concerning an opportunity to breach the gap between the hardware in the organization and the software which are currently in use. The report was written based on research carried on within the organization and through use of outside sources. The report underscores the importance of using software which will increase productivity and efficiency in the organization and allow employees to give their best work.
The report will cover introduction to the specific conditions in the organization including the problem and the suggested solution. It will then present the methodology used including how the information in the report was acquired.
This report is crucial in highlighting ways of advancing the organization. The information on obstacles and how they can be overcome will be of special aid to the implementation of the project should it get approval.
I wish to thank the manager receiving the report and the entire organization for its assistance in preparing the report.
Table of contents
Introduction
Overview of the problem and solution
Methodology
Timetable
Sources
Research
Proposal
Obstacles
• Trained personnel
• Employee resistance
• Close deadlines
The plan
Conclusion
List of illustrations
i) System development lifecycle
ii) Leading employees through change
Executive summary
The proposal introduces the problem identified in the organization and the potential solution. This part also gives an introduction to the work which has been done in pinpointing the needs of the organization. The importance of the proposal to the organization is also outlined. The methodology used in the project research is discussed with attention to the timetable, the sources used, the research procedure and the proposal. The plan is presented with its goals and the expected outcome which will address the technology needs of the organization and lead it to better productivity. The proposal ends with a conclusion restating some of the benefits of plan and how it is important to the organization.
Technical Problems
Introduction
Overview of problem and solution
The project is based on the opportunity identified in the organization in its technology department. After consultations and research it has been identified that the organization has essential hardware but not sufficient software. This has been limiting the productivity achieved and levels of efficiency of the workers in the organization. The solution thus lies in advancing the base of the organizations softwares. In addition, the workers will need to be taught how to use the new software to increase their output.
The project undertaken has been successful in creating a direction for the organization to take towards the next level of technology utilization. The software installation is important in increasing the way in which employees are able to use their hardware. The project undertook research work to identify the areas of potential growth for the particular organization. With the approval of the manager, the implementation phase can begin and positive changes will be anticipated with the employees’ use of new software. The model which was used was created by Prosci Inc. According to Prosci Inc (1996-2011), these steps help an organization to manage change through identification of the development of the system cycle. These were the steps which were integrated in the project.
(Prosci Inc. (1996-2011). Managers and supervisors. Importance and role.)
Methodology
The project set out a plan which would help to deliver successful implementation of what the project deemed necessary for the organization. Several methods were employed to understand the needs of the organization and to create the framework within which the project would work. The project has identified the key areas imperative to improving the output and the specific software required. There are Skype, Launcher and AutoHotKey. To thoroughly identify the particular methods to be used the project had to comprehend the steps to developing the system. According to Foote and Crum (2009), understanding the eight steps in the development help to identify what imperative actions and how one step leads to the other.
System Development Lifecycle
(Foote, K. E. and Crum, S. L. (2009). Project planning and lifecycle: The value of a problem solving approach.)
Timetable
In addition, the project has set out a time table in order to address the sequence of tasks which will successfully finish the project. The timetable is important in laying the process of the project from the beginning to the end.
Sources
The first part of the project was to identify the sources to be used. This would help clarify what could be acquired according to the needs of the organization. In addition, the sources would guide the working of the project to ensure that all the necessary steps were taken. After getting sufficient sources the project progressed to research.
Research
The research involved looking for particular softwares on the internet and in various other sources already identified. The research also involved consultation with other employees especially those working in the IT department. These employees helped to shed light on how the softwares could be utilized and if their acquisition plays an important part in advancing the organizational goals. After the research was completed the manager was presented with the proposal. The manager is an important link in managing projects and change (Schdmit, 2009).
Proposal
The proposal in a report form was critical in facilitating the manager to reach a decision about the importance of the project and its viability. Within the report the manager could find the reasons for proposed changes, the kind of changes proposed and how the changes could be implemented. In addition the manager could see the breakdown of the project with time frame. This is equally important so that the manager can decide if the project is something which the organization can realistically handle.
Potential obstacles
The project faces some obstacles
Trained personnel
Currently the organization does not have any personnel equipped in handling the software installation. Because of this assistance from the outside will be necessary. While the personnel can be hired it will cost the organization some money. This comes at a time when finances are scarce. Getting the organization to undertake this project will require that results of the improvement be immediate so that the organization can recoup its investment.
Employee resistance
Although the employees have cooperated in the research process of the project it is common for employees to be resistant to changes in an organization. More may be demanded of them and if they are not prepared for the changes they will resist. Various aspects of the change have to be adapted. For the managers to be efficient they have to understand how change affects them and their roles in helping employees embrace the change. Prosci came up with a chart which can help managers prepare for the change. This chart will be of assistance to the manager guiding the employees in better technology use.
Close deadlines
Because of the limited number of people running the project some of the tasks might not be fulfilled at the right time. This has the potential to affect other days. The manager has limited days of availability and it is hard to get a meeting. This has the potential to delay the project if a critical meeting with the manager is not secured.
The plan
The project has already identified the important changes to be made in the organization’s technology department making it specific (Kerzner, 2009). With the approval of the manager the project will continue with the steps of implementation. The first task will be to acquire the software. This will prepare for the next step which will be hiring of personnel to oversee the actual implementation and integration of the softwares. To run concurrent with the installation will be the education of the employees so that they will be ready for the changes. They will be instructed on the need of the new software. The next step will be for the personnel to teach the employees how to use the software in their various capacities and responsibilities.
Conclusion
There are several benefits to the plan. The plan takes into account the key parts of the project. Success will be measured by the organization’s ability to adapt the use of the new software and to increase its efficiency. Productivity is also expected to go up with the new software use. The benefit of the plan used is that it has used internal research to identify what is most appropriate for the organization. In addition, it has incorporated the views of employees and thus chosen products which will assist employees in their work (Russell, 2007). The products will require fewer resources from the organization making it easier for the organization to handle the project at a time of limited finances.
The plan has created a timetable highlighting the key stages followed and the steps to implementation (Russell, 2007). This will help the organization to have realistic idea about the project, have reliable information and thus make wise decisions. Technology today is becoming important in increasing the output of organizations. It is important for the organization to use modern technology to advance and be part of the benefits of cutting edge technology. The plan will be part of increasing the potential of the company. It will also make future technological advances easier as they will be built on what the organization will already have.
References
Foote, K. E. and Crum, S. L. (2009). Project planning and lifecycle: The value of a problem
solving approach. Retrieved on 9th August, 2011, from
http://www.colorado.edu/geography/gcraft/notes/lifecycle/lifecycl_f.html
Kerzner, H. (2009). Project Management: A system approach to planning, Scheduling and
controlling. Hoboken, NJ: Wiley.
Prosci Inc. (1996-2011). Managers and supervisors. Importance and role. Retrieved on 9th
August, 2011, from http://www.change-management.com/tutorial-job-roles-mod4.htm
Schmidt, T. (2009). Strategic project management made simple: Practical tools for leaders and
teams. Hoboken, NJ: Wiley.
Russell, L. (2007). 10 steps to successful project management. Alexandria, VA: ASTD Press.
