Measuring And Monitoring Project Performance: Implementation Of Information-Based Systems Within TOSIG

Project Goal

Discuss About The Measuring And Monitoring Project Performance.

The project is based on Tier One Suppliers Insurance Group (TOSIG). TOSIG is an insurance based company, which helps in offering insurance to various suppliers based on enhancements in buildings, stock yards, fencing and machinery used in fields. The company also provides insurance to the farmers for their crops. The organization also wants to expand their business by increasing the insurance sales within small and medium enterprises within the regional areas. The agents within the company are responsible for maintaining the information, which is stored in a central database of TOSIG systems.

The company appoints their agents to confirm the details of the items, which are being insured by the company. During the visit to the site, the concerned agent measures and inspects the insured property and thus enters information within a particular form. At the end of the visit, the agent would re-enter the collected information within the systems of the company.

The company has detected that they are lacking in certain areas and that they would have to improve on those areas in order to maintain a position within the market. TOSIG has noticed that the agents have to spend a considerable amount of time by collecting the data from the field and then enter the details again within the information systems of the company.

In order to deal with the issues, TOSIG has planned to upgrade their systems to a new form of customer relationship system. They have also planned to provide the agents with tablets. This would help in reducing the considerable amount of time that is required by the agents in order to enter the data. The company also proposes to provide smart phones and laptops to their agents that would be integrated within the TOSIG systems, which would be moved to the cloud based platform.   

The goal of the project is to implement the use of information based systems within the TOSIG systems. This would help in ensuring the reduction of the considerable amount of time of collecting data and then entering the information within the TOSIG database systems.

The primary objective of the project is to provide and ensuring proper devices to the agents of the company in order to collect sensible data from the fields and thus enter the data from the fields itself. This would help in the reduction of the time required to enter the data. The secondary objective of the company is to put an end to some of the physically based offices, which would help to minimize the costs of overhead.  

Project Objective

The project undertaken by TOSIG systems would help to deliver tablets, smart phones and laptops to their agents in order to enter the collected data from the fields into the database systems of TOSIG (Fleming and Koppelman 2016). The company has taken the responsibility of issuing vehicles, a laptop with a wireless dongle and a Blackberry telephone. The tablets, which would be provided to the agents would contain a customer number and a form would be generated that would contain the information of the client and their corresponding policy. The information that would be collected would be stored within the database systems of TOSIG systems.  

The TOSIG systems have decided to implement the use of tablets in order to collect data directly from the fields. It was observed that a considerable amount of time was being wasted when agents would collect data from the fields, come back to the company and then re-enter the information into the TOSIG systems. They would hence receive a report based on the concerned property. The company has decided to provide tablets to the agents, which would help them to enter the data from the fieldb s. The collected information would be stored in the cloud based systems of the company (Verzuh 2015). The whole project would be implemented with the help of proper alignment of strategy. The TOSIG systems would need to decide the company from where they would purchase the tablets. They would have to consider the costs of the tablets and the costs of buying the cloud domain where the data would be stored. This would help for the successful implementation of the project.

Task Name	Duration	Start	Finish	Predecessors	Resource Names	Cost
TOSIG’s CRM implementation for Csustomer information system	100 days	Mon 7/16/18	Fri 11/30/18			$62,920.00
Analysis and Document Phase	11 days	Mon 7/16/18	Mon 7/30/18			$5,200.00
Requirement Analysis	2 days	Mon 7/16/18	Tue 7/17/18		Business analyst	$800.00
Accumulation of Resources	4 days	Wed 7/18/18	Mon 7/23/18	2	Project manager	$2,720.00
Charter Documentation	3 days	Tue 7/24/18	Thu 7/26/18	3	Business analyst	$1,200.00
Documents Submission	1 day	Fri 7/27/18	Fri 7/27/18	4	Administration officer	$240.00
Signing of the documents	1 day	Mon 7/30/18	Mon 7/30/18	5	Administration officer	$240.00
M1: Analysis and Documentation Phase Completion	0 days	Mon 7/30/18	Mon 7/30/18	6	Business analyst	$0.00
UI and system design	20 days	Tue 7/31/18	Mon 8/27/18			$9,600.00
Platform Selection	2 days	Tue 7/31/18	Wed 8/1/18	7	Programmer	$800.00
Outline of UI and system is developed	4 days	Thu 8/2/18	Tue 8/7/18	9	Programmer	$1,600.00
Development of UI design	5 days	Wed 8/8/18	Tue 8/14/18	10	Graphical user interface developer	$2,000.00
Development of System design	5 days	Wed 8/15/18	Tue 8/21/18	11	Graphical user interface developer	$2,000.00
Feasibility Analysis	4 days	Wed 8/22/18	Mon 8/27/18	12	Business analyst ,Programmer	$3,200.00
M2:   Design Phase Completion	0 days	Mon 8/27/18	Mon 8/27/18	13	Programmer	$0.00
Development of System	35 days	Tue 8/28/18	Mon 10/15/18			$18,800.00
Database Creation	5 days	Tue 8/28/18	Mon 9/3/18	14	Database developer	$2,000.00
Development of UI	8 days	Tue 9/4/18	Thu 9/13/18	16	Graphical user interface developer	$3,200.00
Development of functions	6 days	Fri 9/14/18	Fri 9/21/18	17	Database developer	$2,400.00
Development of Programs	10 days	Mon 9/24/18	Fri 10/5/18	18	Programmer	$4,000.00
Integration of the system	6 days	Mon 10/8/18	Mon 10/15/18	19	Database developer ,Graphical user interface developer ,Programmer	$7,200.00
M3:    System Development Completion	0 days	Mon 10/15/18	Mon 10/15/18	20	Administration officer ,Database developer	$0.00
Deployment of System	16 days	Tue 10/16/18	Tue 11/6/18			$10,880.00
Planning of the system development	3 days	Tue 10/16/18	Thu 10/18/18	21	Business analyst ,Programmer	$2,400.00
Implementing the system	2 days	Fri 10/19/18	Mon 10/22/18	23	Programmer	$800.00
Integrating the system	4 days	Tue 10/23/18	Fri 10/26/18	24	Database developer ,Programmer	$3,200.00
Training the staff	7 days	Mon 10/29/18	Tue 11/6/18	25	Administration officer ,Business analyst	$4,480.00
M4: Deployment Phase Completed	0 days	Tue 11/6/18	Tue 11/6/18	26	Administration officer ,Business analyst	$0.00
Test of System	12 days	Wed 11/7/18	Thu 11/22/18			$14,160.00
Alpha Test	3 days	Wed 11/7/18	Fri 11/9/18	27	Programmer ,Tester	$2,160.00
White Box Testing	3 days	Mon 11/12/18	Wed 11/14/18	29	Programmer ,Tester	$2,160.00
Simulation Testing	3 days	Thu 11/15/18	Mon 11/19/18	30	Administration officer ,Programmer ,Project manager ,Tester	$4,920.00
UI Operatibility Testing	3 days	Tue 11/20/18	Thu 11/22/18	31	Administration officer ,Programmer ,Project manager ,Tester	$4,920.00
M5: Test Phase Completed	0 days	Thu 11/22/18	Thu 11/22/18	32	Project manager ,Tester	$0.00
Documentation for project	6 days	Fri 11/23/18	Fri 11/30/18			$4,280.00
Final Reports are made	4 days	Fri 11/23/18	Wed 11/28/18	33	Administration officer ,Business analyst	$2,560.00
Submission of reports	1 day	Thu 11/29/18	Thu 11/29/18	35	Business analyst ,Project manager	$1,080.00
Signing of the documents	1 day	Fri 11/30/18	Fri 11/30/18	36	Administration officer ,Business analyst	$640.00
M6: Closure of Project	0 days	Fri 11/30/18	Fri 11/30/18	37	Project manager	$0.00

There are certain requirements which are necessary in order to complete the project in proposed time. Basically, the project required approx. 70,000 dollar and hundred days to complete. The completion of project  is also depend on the resources such as  Project manager, business analyst, two Programmer, database developer, graphical user interface developer, tester and administration officer.

Time Management: Time management is one of the major factor to focus in order to complete the project in time. According to the proposed project plan the whole project will take estimated hundred days to complete. For better understanding and avoid complexity the project tasks are also divided in many sections (Binder 2016). The implementation of customer information system has been divided into six tasks. Every part needs to complete in the proposed time limit, else the project conflict will occur. The divided tasks are categorized as analysis, design, system development, testing and documentation phase. The analysis and documentation phase can be completed under elven days (Boud et al.2016). UI and system design can be completed under twenty days. The development phase is consist of the most critical tasks as it will take thirty five days to complete. The testing of the system and documentation will take estimated twelve and six days to complete. For every individual task, the executives who are assigned to look over the tasks, responsible for complete the task in time. Time management is a significant aspect of a project. If the project does not follow the proposed framework, it could also affect the cost and resource management. The projects needs to follow the time limit in order to achieve the project goal and objectives (Jaber and Simkin2017). The project of TOSIG’s CRM implementation for customer information system is developed for the aligning the six phases of Analysis and Document Phase, UI and system design, Development of System, Deployment of System, Test of System, and Documentation for project. The complementation of this phases in proposed time will ensure the project competition

Project Deliverable

Cost management: Cost is another significant factor that must be managed in a suitable manner to complete the project effectively under the budget allocation. The whole project will take almost 62,920 to complete. Complete the project under the budget allocation is essential, else the project will face budget overruns that could lead to project failure. Cost management is generally concerned about the process of controlling and planning the budget of a project. It also includes financing, managing, funding and estimating. The cost estimation of a project assist managers to gain the basic idea of the investment. Cost Management is a function which includes the processes that are required to maintain effective financial control of projects (evaluating, estimating, organizing, controlling, analyzing, forecasting and reporting the cost information). For implementing the TOSIG’s CRM implementation the proposed framework is followed. 

Task Name	Cost
TOSIG’s CRM implementation for Customer information system	$62,920.00
Analysis and Document Phase	$5,200.00
Requirement Analysis	$800.00
Accumulation of Resources	$2,720.00
Charter Documentation	$1,200.00
Documents Submission	$240.00
Signing of the documents	$240.00
Analysis and Documentation Phase Completion	$0.00
UI and system design	$9,600.00
Platform Selection	$800.00
Outline of UI and system is developed	$1,600.00
Development of UI design	$2,000.00
Development of System design	$2,000.00
Feasibility Analysis	$3,200.00
Design Phase Completion	$0.00
Development of System	$18,800.00
Database Creation	$2,000.00
Development of UI	$3,200.00
Development of functions	$2,400.00
Development of Programs	$4,000.00
Integration of the system	$7,200.00
System Development Completion	$0.00
Deployment of System	$10,880.00
Planning of the system development	$2,400.00
Implementing the system	$800.00
Integrating the system	$3,200.00
Training the staff	$4,480.00
Deployment Phase Completed	$0.00
Test of System	$14,160.00
Alpha Test	$2,160.00
White Box Testing	$2,160.00
Simulation Testing	$4,920.00
UI Operability Testing	$4,920.00
Test Phase Completed	$0.00
Documentation for project	$4,280.00
Final Reports are made	$2,560.00
Submission of reports	$1,080.00
Signing of the documents	$640.00
Closure of Project	$0.00

Resource management is the effective and efficient development of the organization’s resources. The resources are includes human skills, inventory and information technologies. TOSIG appoints seven resources to complete the whole project. The resources of the project are Project manager, business analyst, two Programmer, database developer, graphical user interface developer, tester and administration officer. The engagement of all the resources are significant in order to complete the project effectively. Every one of them are responsible for different tasks. There are also some tasks that needs more than one resources. The individuals are responsible for guide the task. However, in some cases direct involvement is necessary.  In the developing process of a project, the chances of assigning all the tasks to all available resources is very little. Resource management also plays a vital role for completing a project successfully under fixed time and cost allocation. Project manager is responsible for managing and monitoring all the resources. The resource management can also impact the time and cost management.

Resources
Project manager	$85/ hour
Business analyst	$50/ hour
Programmer (two available)	$50/ hour
Database developer	$50/ hour
Graphical user interface developer	$50/ hour
Tester	$40/ hour
Administration officer	$30/ hour

 

Task Name	Resource Names	Cost
TOSIG’s CRM implementation for Csustomer information system		$62,920.00
Analysis and Document Phase		$5,200.00
Requirement Analysis	Business analyst	$800.00
Accumulation of Resources	Project manager	$2,720.00
Charter Documentation	Business analyst	$1,200.00
Documents Submission	Administration officer	$240.00
Signing of the documents	Administration officer	$240.00
Analysis and Documentation Phase Completion	Business analyst	$0.00
UI and system design		$9,600.00
Platform Selection	Programmer	$800.00
Outline of UI and system is developed	Programmer	$1,600.00
Development of UI design	Graphical user interface developer	$2,000.00
Development of System design	Graphical user interface developer	$2,000.00
Feasibility Analysis	Business analyst ,Programmer	$3,200.00
Design Phase Completion	Programmer	$0.00
Development of System		$18,800.00
Database Creation	Database developer	$2,000.00
Development of UI	Graphical user interface developer	$3,200.00
Development of functions	Database developer	$2,400.00
Development of Programs	Programmer	$4,000.00
Integration of the system	Database developer ,Graphical user interface developer ,Programmer	$7,200.00
System Development Completion	Administration officer ,Database developer	$0.00
Deployment of System		$10,880.00
Planning of the system development	Business analyst ,Programmer	$2,400.00
Implementing the system	Programmer	$800.00
Integrating the system	Database developer ,Programmer	$3,200.00
Training the staff	Administration officer ,Business analyst	$4,480.00
Deployment Phase Completed	Administration officer ,Business analyst	$0.00
Test of System		$14,160.00
Alpha Test	Programmer ,Tester	$2,160.00
White Box Testing	Programmer ,Tester	$2,160.00
Simulation Testing	Administration officer ,Programmer ,Project manager ,Tester	$4,920.00
UI Operatibility Testing	Administration officer ,Programmer ,Project manager ,Tester	$4,920.00
Test Phase Completed	Project manager ,Tester	$0.00
Documentation for project		$4,280.00
Final Reports are made	Administration officer ,Business analyst	$2,560.00
Submission of reports	Business analyst ,Project manager	$1,080.00
Signing of the documents	Administration officer ,Business analyst	$640.00
Closure of Project	Project manager	$0.00

Risk analysis and management is one of the major key to ensure the project completion without encountering any surprise. Though it is impossible to predict the future, the risk analysis can be useful to predict some of the risks which will be possible occurred in future. A simple and streamlines risk management process are applied to predict the uncertainty in the project (Heagney 2016). The risk management is the process to minimize those predicted risk. The risk management is very much necessary in order to avoid any challenges or issues that could be occurred in future.

The project of TOSIG’s CRM implementation for customer information system is an IT based project and the completion of the project would have to face several issues and problems. The analysis of the risk factors had tended for forming the development of the effective mitigation strategies. The following table would show the various risk factors for the project,

Risk Factor	Risk Classification	Risk Mitigation Strategy
Equipment’s Failure	Technical	Reduce
Shortage of the Resources	Financial	Avoid
Overtime of the activities	Operational	Accept
Design Flaws	Technical	Transfer
Loss of data	Accidental	Mitigate

 

Communication management is essential in order to keep everybody in the loop. The communication planning process is associates with the type of information which will be provided and who will receive it. An effective communication plan is conducted to effectively communicate with stakeholders for information sharing. For this particular project, several communication plans are planned as kick-off meeting, project team meeting, technical meeting, Monthly Project Status Meetings and Project Status Reports. The meeting are conducted as their requirement through different medium. The communication plans will be conducted through face to face interview, conference call and email.

Communication Type	Objective of Communication	Medium	Frequency
Kick-off Meeting	Introduce the project team and the project. Review project objectives and management approach.	Face to Face	Once
Project Team Meetings	Review status of the project with the team.	Face to Face – Conference Call	Weekly
Technical Design Meetings	Discuss and develop technical design solutions for the project.	Face to Face	As Needed
Monthly Project Status Meetings	Report on the status of the project to management.	Face to Face – Conference Call	Monthly
Project Status Reports	Report the status of the project including activities, progress, costs and issues.	Email	Monthly

 

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