Importance Of Implementing Secured And Advanced Information System For Tourist Business

Project Initiation and Planning

This report depicts the importance of implementing secured and advanced information system for upgrading the existing values of XYZ private tourist business. The company serves their services and products to the consumers of Australia and in international level as well and more than 200,000 families are attracted towards the service served by the business organization.  However, the current system used by the XYZ tourist business has many application and operation level drawbacks and in order to gain competitive advantages from the market those drawbacks must be resolved entirely.   For catering the demands and needs of the consumers the current system is not at all helpful. The XYZ tourist business does not have a mobile application thus; the consumers cannot access the system from their wireless devices.

In order to resolve the issues of manual data management and consumer management the company is willing to develop an automated system for their organization. It is expected that the newly developed solution would be able to serve as per the requirement of the consumers. The necessary project assumptions along with the delivery of project management plan, management detailing the risk management, monitoring review and evaluation of the planed phases, cost management and product management are also elaborated in this report. It is expected that after the adoption of these perspectives the issues of the current would be completely mitigated.

For this particular project the assumptions are as follows:

• It is assumed that, the members working for the project have enough level of skills and knowledge those are necessary to carry out all the different project activities.  In addition to this, the project activities assumed for this project are though critical but are still critical.  
• The project sponsors will provide the required project fund for the completion of the project and these costs include the one-time cost for the tools and resources for execution f the project activities. It is necessary for the project manager to manage the cost properly for the successful completion of the project.  
• It is assumed that the budget of the project and the time for the project will be fixed even if any additional resources are added to the project. Two of these project parameters are very much important for the successful completion of the project.  However, if the company fails to meet the considered functions with proper time and budget then, after the delivery of the project the company will face major challenges.
• For the successful completion of the project it is expected that, the working environment should be beneficial for the XYZ Company.  The other environments for the project those should be considered include proper development environment, testing environment and production environment as well.  

In order to complete the project successfully it is necessary for the project manager and cost manager to consider all the preliminarily assumed project activities. The current system used by the XYZ tourist business, lacks most of the advanced operational and functional activities due to manual management.  However, with the implementation of mobile application the consumers of the tourism company would be able to gain competitive advantages and measurable revenue as well. The phases considered for the development of this particular project include:

Project initiation and planning: From the developed schedule it is assumed that the planning and project initiation phase will take 56 days (from 9/12/17 to Tue 11/28/17). Very initially the finance manager should make the feasibility study with additional resources costs to complete the project within estimated budget. The project manager and the project developer are responsible for this activity. In the next phase the project scope, budget and project schedule should be planned properly. With proper planning the project manager and the finance manager will be able to complete the project successfully within estimated budget.  As it is determined that many application level risks are associates to it those are needed to be diminished completely. In the risk assessment and risk management phase the project manager and the head of the project implementation should estimate will identify the risks.

Project Execution

It is recognized that, the XYZ Tourist business does not have Mobile app thus the consumers are unable to access their services any time and from any location. Even they are not even capable to serve their services for 24×7 hours. In order to avoid the internal and external environmental conflict, a communication plan should e be developed b the project manager. Simultaneously the project developer must consider that all the project team members are using open communication approach while communicating with each other.  Moreover, it can be said that for the successful completion of the project this is the most important phase to be considered.

Project execution: The XYZ tourist business is willing to develop their current information system with additional features.  It does not have the mobile application facility thus the consumers of Australia are unable to access their services as per their will.  In order to improve the current system, bedsides E-commerce B2B business mode they are willing to develop a Mobile app as well. However, the mobile app has more advantages over the online websites. The advantages of online website are as follows:

• It is less expensive
• It is easy to make proper advertising
• The online website is completely satisfactory
• It increase the consumer’s potential with global community
• It helps to increase the consumer’s accessibility
• The sales and opportunity provides long terms clients, better relationship and innovative ideas to the consumers
• Even the issues associated to the current system could be completely resolved after the implementation of manual data management system
• It provides high level security to the system developers

After the successful execution of the project the project manager and the project team members would be able to gain the above mentioned features.

The first stage of the project execution phase is designing system interface and user Interface design. The project designer and the application programmer are responsible to make design prototype of the model. The prototype must have all the features accordingly and the design and the design must be approved by the project manager properly. After getting approval of the design from the project manager, system source codes should be added to the design. The project designer and the project developer should sync the project outline along with the database. After making synchronization with the database the project manager and the project team members will be able to access information regarding the employees and the project consumers securely. After developing the User Interface (UI) the project manager is required to make both testing in terms of unit testing and integrated testing. Each of the units should be tested accordingly and then those must be integrated properly. After making the unit and integrated testing the project manager and the project developers should release the source code to the test team. After testing the project prototype the project manager should make project testing and implementation accordingly.

Project Testing and Implementation

Project testing and implementation phase: This is the third phase for the implementation of the project. All the activities of project testing are required to be served properly, with defect reporting. In addition to this, based on testing results proper changes are needed to be brought in the system for monitoring and review of the system.  Required changes should be incorporated to the system after both of the unit and integrated system. The milestones for the project testing and implementation phase are defect reporting.  

Project closure phase: This is the last phase of project implementation, in this phase the project manager should document the system properly. For long term project success with a minimum investment the post project success phases are required to be developed by the project manager. The other activities those are served in this phase include stakeholder signoff, project acceptance, learned lessons. At the extreme end of the project a closure report is needed to be developed by the project developer and project manager.

It has been assumed that if all these project activities are served properly by the project manager then the project, will meet the expected outcome within estimated budget and allotted time phase as well.  

In order to manage the project professionally and the phases those should be maintained accurately include the following activities:

• Project conception and initiation
• Project definition and planning
• Project launching and execution
• Project performance and control
• Project closure

Name of the risk	Impact	Probability	Risk level	Mitigation approach
Incorrect budget estimation	High	Frequent	High	In order to mitigate the issues of budget it is necessary for the project manager and finance manager to estimate the budget properly before the implementation of the project.
Operational risk				If the project manager and project developer fails to address the priorities, resources and subject training then,  operational risks will occur. With proper process implementation this particular risk could be mitigated.
Technical risks	High	Frequent	Medium	In order to mitigate the technical risks continuous change requirements and integration of difficult program modules are needed to be incorporated in this project.
Programming risk	High	Rare	Medium	In order to mitigate the programming kevel risks the XYZ private tourist business should develop the market structure with limited operations.

The project success could be measured with the help of different tools and technologies such as Gantt chart, PERT CHART and

Particularly for this project the resources are required to be managed well and the steps those are needed to be managed by the project manager as follows:

• The demand of the consumers should be understood
• People should be assigned as per the demand of the people
• Utilization must be tracked and assignment should be upgraded accordingly.
• The capacity planning must begin
• The details of information must be represent in front of the senior executives

Task Mode	Task Name	Duration	Start	Finish	Predecessors	Resource Names	Cost Variance
Auto Scheduled	Time schedule development for XYZ private tourist business	207 days	Fri 10/13/17	Mon 7/30/18			$68,176.00
Auto Scheduled	Project initiation and project planning phase	56 days	Fri 10/13/17	Fri 12/29/17			$16,760.00
Auto Scheduled	Feasibility study	7 days	Fri 10/13/17	Mon 10/23/17		project manager ,project team members	$1,680.00
Auto Scheduled	Understanding scope, budget and schedule of the project	21 days	Tue 10/24/17	Tue 11/21/17	2	finance manager, project manager	$5,880.00
Auto Scheduled	Assessment and management of risks	10 days	Wed 11/22/17	Tue 12/5/17	3	finance manager, project manager ,project sponsors	$4,400.00
Auto Scheduled	Selection of project team and duty allocation	12 days	Wed 12/6/17	Thu 12/21/17	4	finance manager, project manager	$3,360.00
Auto Scheduled	Development of communication plan	6 days	Fri 12/22/17	Fri 12/29/17	5	project manager ,project team members	$1,440.00
Auto Scheduled	Mile stone1: Completion of project plan	0 days	Fri 12/29/17	Fri 12/29/17	6	project manager	$0.00
Auto Scheduled	Project execution phase	91 days	Mon 1/1/18	Mon 5/7/18			$33,336.00
Auto Scheduled	System interface and user interface design	21 days	Mon 1/1/18	Mon 1/29/18	1,7	system tester, project manager	$5,880.00
Auto Scheduled	Approval of the designed system	5 days	Tue 1/30/18	Mon 2/5/18	9	system tester, project manager	$1,400.00
Auto Scheduled	System source code development	54 days	Tue 2/6/18	Fri 4/20/18	10	application programming manager, operation manager, project manager	$24,192.00
Auto Scheduled	Synchronization with the database	7 days	Mon 4/23/18	Tue 5/1/18	11	project manager	$1,120.00
Auto Scheduled	Unit testing	3 days	Wed 5/2/18	Fri 5/4/18	1,12	system tester	$360.00
Auto Scheduled	Releasing source code	1 day	Mon 5/7/18	Mon 5/7/18	13	operation manager, project manager ,project team members	$384.00
Auto Scheduled	Milestone 2: Completion of project execution	0 days	Mon 5/7/18	Mon 5/7/18	14	project manager	$0.00
Auto Scheduled	Project testing and project implementation phase	41 days	Tue 5/8/18	Tue 7/3/18			$12,736.00
Auto Scheduled	Activity testing	18 days	Tue 5/8/18	Thu 5/31/18	15	operation manager, project manager	$5,472.00
Auto Scheduled	Defect reporting	2 days	Fri 6/1/18	Mon 6/4/18	17	project manager ,system tester	$560.00
Auto Scheduled	Changes implementation	12 days	Tue 6/5/18	Wed 6/20/18	18	finance manager, operation manager	$3,168.00
Auto Scheduled	System monitoring and project review	7 days	Thu 6/21/18	Fri 6/29/18	19	finance manager, operation manager, system tester	$2,688.00
Auto Scheduled	Integration of system	2 days	Mon 7/2/18	Tue 7/3/18	20	operation manager, project manager ,system tester	$848.00
Auto Scheduled	Milestone 3: Completion of project testing phase	0 days	Tue 7/3/18	Tue 7/3/18	21	project manager	$0.00
Auto Scheduled	Project closure phase	19 days	Wed 7/4/18	Mon 7/30/18			$5,344.00
Auto Scheduled	Stakeholder signoff	11 days	Wed 7/4/18	Wed 7/18/18	22	operation manager, project manager	$3,344.00
Auto Scheduled	System documentation	5 days	Thu 7/19/18	Wed 7/25/18	24	application programming manager, project manager	$1,520.00
Auto Scheduled	Preparing closure report	3 days	Thu 7/26/18	Mon 7/30/18	25	project sponsors	$480.00
Auto Scheduled	Milestone 4: Completion of project closure phase	0 days	Mon 7/30/18	Mon 7/30/18	26	project manager	$0.00

Table : Gantt chart for XYZ Tourism Business

(Source: created by author)

In order to develop the products for XYZ private tourism business the project manager should use agile project development methodology. With the help of this iterative approach the collaborative environment will be developed accordingly. Even self organization could also develop accordingly. The steps those have been developed for outlining the products for the company are as follows:

Designing user interface: Initially the outline of the online service and user interface should be developed.  It will help the product developer t emphasize the demonstrable features.

Mobile app development: Besides online website a mobile app is also needed to be developed so that the consumers could access the services of the tourist company regardless of the location and time as well.

Project Closure Phase

High performance: The mobile app developed by the project designer would serve high performance baseline with quality assurance.

Security: This system is much secured because these products would be able to keep the security of the system with high availability. It also provides the consumers high viability and reliability as well.

Conclusion and recommendations 

From the overall discussion it can be concluded that after the successful completion of the project the XYZ tourist business will be able to meet the requirement of the consumers.  It is expected that with the successful completion of the project, the company would be able to gain measurable success and revenue as well. All the project relevant activities should be accomplished properly with the project team members. It is determined that information system up-gradation and deployment of mobile app and E–commerce platform for the private tourist business is quite complex however, if all the external and internal resources are considered and covered properly, then the project outcome would definitely meet the expected outcome.  The issues associated to the current information system should be resolved with the development and deployment of mobile app and advanced system. The project manager must have proper knowledge regarding the methodologies and managerial rules and guidelines. A project management plan is delivered to the project manager before the real world implementation of the project. Accurate necessary assumptions should be developed for the implementation f the project.  The project management plan should follow planning, management, managing risks, monitoring, review and evaluation of the project professionally. It will help the project manager to implement the mobile app much securely. Though, certain issues are also associated to it those are required to be mitigated and the recommendations for the project are as follows:

Training and development program: In order to improve the existing Information advanced technologies such as cloud platform or ERP functionalities should be incorporated to it.  In order to develop such system the project team members should get proper training in software and hardware application. It will help the project manager to meet the expected outcome and project objectives.

Technical implementation: In order to resolve the issues of manual data management advanced technologies are needed to be incorporated to the system. In order to improve the existing system proper encryption and firewall application are required to be adopted by the project developer to keep the information secured from the external and unwanted attackers.

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