Continuous Improvement process (CIP) is a never ending change process which is implemented to increase the efficiency and effectiveness of the project. The objective of using the plan is to achieve excellence through best practice approach. There can be many ways to accomplish this such as creating priorities, assessing the control risks, adopting of standards, benchmarking techniques and sharing the lessons learned (Guth, and Marsh, 2016). These methods are used to improve the performance of the project and using associated capabilities to ensure it. Project managers can use the lesson learned during the project in their future endeavors. But is its essential to apply the benefits in the ongoing project and for this purpose Agile continuous improvement plan is used.
The aim of this paper is to understand the importance of Continuous improvement plan for E-Procurement software system of Museums Victoria. Their operations have been growing and they need software to automate the entire system. Agile methodology can be helpful for them in accomplishing this objective.
Agile methodology for Museums Victoria
Agile method of project management can increase the opportunity of making important changes in the project. It will allow the project manager to get the desired results in the given timescale. Software development project requires flexibility to adapt to the changing needs of the business environment. Managers need a plan instead of a framework of development. They have to implement all the changes during the lifecycle of the for E-Procurement software. Agile improvement plan can significantly increase the performance of the project (Vijayasarathy and Butler, 2016).
It creates a high collaborative environment for the team members so that they can share their knowledge and skills with others. It will help in the integration of different systems and technologies which will increase the satisfaction level of the client. Furthermore, the quality of the deliverables is ensured because the benchmarking activities are focused on it. Project manager can also use a systematic approach to analyze change and involve it in the ongoing process. There are certain phases for continuous improvement which can be included in the Agile methodology for the E-Procurement software of Museums Victoria.
Apart from this, the project manager uses standard guides and checklists to make sure that efficiency is improved and the workers are following the best practice approach in their process. Documents are created which helps them to move forward (Hill, Jones and Schilling, 2014). They can also review it in case of any difficulties. Similarly, sprint messages and review is done to ensure that all the team members understand the adoption of best practices. Software development projects can have situation where new systems or processes are found after the implantation of the plan. Project managers take feedback from the team members and make sure that relevant changes are done in the plans to improve its efficiency and effectiveness.
The report focuses on the case study of E-Procurement software system for Museums Victoria. It is among the largest museum organizations and they have their operations in various parts of Victorian region. The business of the organization has been growing at a good pace which is made difficult for them to manually carry out all their operations. They need business software which can automate their process such as control of turnaround time, online tracking systems, record keeping, online approval process, better coordination between different units etc.
It will help them to improve the satisfaction level of the customers. Furthermore, they will be able to monitor their growth, business management, procurement etc. Automaton will also reduce their cot and their efficiency will increase. It will be beneficial for the credibility and image of the company. The project manager has to make sure that all the requirements have been considered during the initial stages of the project planning and development. Along with this, timescales and budget estimates have been created to avoid any delays or overruns.
Documentations
Continuous improvement project plan and agile method required documentation and record keeping. Client briefing document will include estimates, quality, parameters of success, design, outlines and resource allocation details. It allows the client to understand all the deliverables and key elements of the project. Furthermore, the project manager ensures that the implementation plan is understood by all the team members and workers (Shastri, Hoda and Amor, 2016). It includes their roles, responsibilities and standards to be followed.
Similarly, the assumptions and key drivers of the project are included in it. It helps the manager to track the progress and make sure that that there is no deviation from the plan. Agile method breaks down the work into small iterations which are assigned to team members (Rosemann and vom Brocke, 2015). The development phase in the Agile model focuses on the feedback and reviews of the team members.
E- Procurement software will require programmers and developers in the project. The project manager ensures that their opinions and inputs are also taken to find out better methods of completing the task. It can be very beneficial for the cost and time frame of the project. Apart from this, all the learning and issues are recorded in a diary. It is discussed with team members at regular intervals and relevant changes are made according to it. This process makes it possible for the manager to compare the progress with the plans (Mara and Jorgenson, 2015). Moreover, he can bring changes in the original plan because outcome of the project is more important.
Diagrammatic representation
Agile model of project management provides flexibility to the manager as he can make changes in the model according to the requirements of the project. The process which has to be followed in the E-Procurement software system for Museums Victoria is given below:
Analysis of requirements: E-Procurement software system will enable Museums Victoria to improve their efficiency and customer satisfaction (Hill, Jones and Schilling, 2014). They having been facing problem because it is not possible for them to continue with manual operations. They need changes in control of turnaround time, online tracking system, record keeping, online approval process, business management and procurement. It will enable better coordination between different units. Project manager has to take into account all these needs of the client and the plan should be designed as per it (Cooper, 2016). Furthermore, he has to obtain the consent of the stakeholders before proceeding ahead with the plan.
Planning and documentations: Project manager creates standards and quality benchmarks with the help of the client. The estimation, allocation of resources, cost planning and change management is done. They are documented to allow the team to understand it and take help from it. Project manager also decides the communication plan and change management (Naeni, Shadrokh and Salehipour, 2014) All the changes and review process are brought into in action according to the plan. Timely meetings are conducted and inputs of different people are taken.
Creation of designs and blueprints: This stage involves programmers, developers and software engineers. They have to work in close relation with project manager to understand the requirements of the Museums Victoria organization. They provide a blueprint for the software and other details related to it. It becomes a benchmark for the entire team which has to be followed by them (Guth, and Marsh, 2016). The work is divided among team members in the later stages to make sure all the aspects of the designs are considered. Agile method helps in creating small iterations with the help of best practice framework.
Development stage: The plans are executed and start notice is issued. The manager ensures that all the processes are followed and best practice framework is implemented in it. The development phase in the Agile model also focuses on the feedback and reviews of the team members (Mir, and Pinnington, 2014). The E- Procurement software will require programmers and developers and the project manager has to ensure that their opinions and inputs are also taken to find out better methods of completing the process.
Implementation and execution: The integration of different systems is done at this stage. This stage allows the manager to analyze the progress of the entire project. The actual are compared with the planned details to find out differences (Mara and Jorgenson, 2015). The manager can also make changes in the plan to focus on the achievements of the objectives of E- Procurement software of Museum Victoria.
Maintenance: Testing and verifications of different systems take place in this stage. All the bugs are removed and better integration of system is done to make the project successful. Furthermore, regular monitoring is done also by the manager to resolve issues of the client. Reviews and feedback is done from the user of E- Procurement software and it is documented for learning and development.
Continuous improvement plan phases
Planning: The project manager follows the Agile methodology and focuses on continuous improvement. Small iterations are used to divide the work among the team members. It allows the manager to track the progress and maintain control (Rosemann and vom Brocke, 2015). Best practices can be implemented easily and maintenance quality standards become more effective. E- Procurement software project will include a vision, short cycle plans, change management, framework for best practices and main objectives of the project.
Setting priorities: E- Procurement software project should use short cycle planning. It will allow the manager to prioritize all the activities according to its importance and decisions can be taken accordingly. It helps the manager to review and bring changes in the subsequent activities. The changes can be implemented easily will improves the performance of the project (Naeni, Shadrokh and Salehipour, 2014).
Short cycle reconciliation: Reconciliation reports are made at regular intervals which helps the manger and team members to track the progress. The effects of the changes and best practices are analyzed. Programmers, developers and engineers can be involved in the process to make sure that all the deliverables are included in the plan. Furthermore, they will allow the manger to implement the changes which are necessary for the project.
Implementation of change: Agile method allows the manager to implement changes and adopt new method at the end of each cycle. Small iterations help him to accomplish this which is beneficial for the project (Hill, Jones and Schilling, 2014). There can be changes in priorities, plans, outlines, systems and resource allocation. Furthermore, time frame and schedules can also be change during the process which provides flexibility to the project manager.
Integration and communication: Integration of different systems is done and it is reviewed to avoid any problems to the end user. Feedback is taken from each team member and it is used to improve the project.
Documentation: Continuous improvement project plan and agile method required documentation and record keeping (Cooper, 2016). Client briefing document will include estimates, quality, parameters of success, design, outlines and resource allocation details.
Handling uncertainties: E- Procurement software development project may face difficult satiations due to uncertainties which may occur during the project. Project manager takes precautious and create plans to handle such situations which can affect the performance of the project. The standards have to be met and all the risk associated with the software development such has bugs, problems with integrations, resources allocation, technical issues etc are considered during the planning stage (Mara and Jorgenson, 2015).
Conclusion
It can be concluded that continuous improvement plans are very effective for projects. They allow the manager and team members to learn ad develop their knowledge during the project. The new methods and systems which are found can be easily incorporated in the objectives and plan for the project. Excellence through best practice approach can use many ways such as creating priorities, assessing the control risks, adopting of standards, benchmarking techniques and sharing the lessons learned. These methods are used to improve the performance of the project and using associated capabilities to ensure it. Museums Victoria will be able to achieve excellence in their operations and business through the E-Procurement software system. But the manager should focus on adding value to the deliverables by re-revaluation, review, development and flexibility.
Reference
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