PM Incorporated: System Architecture Plan

Group 2

ITEC 640 9040

Abstract

Technology plays an important role of improving efficiency in the workplace or in most companies. It is simply impacting numerous developmental processes in the workplace and in an office setting. This paper elaborates on the issues that have over the years affected the effectiveness of the technological processes in most companies. Many people or companies are struggling to understand how technological advancement can improve business in terms of value creation if they focus on timely and successful investments. The paper also offers ways of responding to such issues that have affected most companies because of the outdated technologies that are still presently in use. One of the solutions it offers in updating the technological features that are outdated to improve global production systems in the workplace. For instance, the paper will highlight how the PM Incorporated, aids companies in addressing matters that can cause business failures. Its further highlights on how smart technologies can be used to ensure that projects are a success at various levels regardless of the unforeseen events.

Introduction

Technological advancements in the workplace have made numerous differences both physically and, in its Information, Technological (IT) systems. However, these technological changes are sometimes positive while others are negatively affecting how the office operates. An office setting must be a place where the running of duties and addressing the developmental challenges that is brought by IT. In most offices, one will find that instead of technology making the work easy, it instead makes it more difficult or simply impossible. In that regard, one of the major challenges that such workplaces are grappling to deal with is the outdated technologies that are presently very inefficient (Bloed, 2007). In most offices or companies, the capabilities of the companies are hindered through the use of the outdated technologies. The business infrastructure must be improved to address their security protocol issues. In fact, there are numerous areas that technology must be improved to ensure that the business needs of most companies or firms are customized. This barely implies that companies do not enjoy the use of technological features that are barely outdated. Some of the features that still remain important include features such as automation, security, calibration, reliable storage and most importantly, communication. It is important to update technology in the best manner possible to ensure that they serve their purposes in the best way possible. The office is currently working in a very small space that is full of information or data that must move from one person to another or one place to the other. It is imperative to have measures to address such problems by ensuring that they are very productive in the end. Issues such as configuration must be done and also improvement of the printers to ensure that they remain upgraded and not outdated. Another area that technological experts must work towards improving is the configuration of smart devices to ensure that presentations are done in the best way possible. Technologies of today are still blurring lines between physical, digital and biological sphere when it comes to global production systems (Ash, J.S., Sittig, D.F., & Poon, E.G., et al (2007). It remains apparent that technological development still exerts profound changes when it comes to how people live and work.

Statement of Need

The use of outdated technology will hinder a company’s capabilities in all professional industries. Issues such as equipment failures and outdated security protocols can cause incidents to occur that may financially weaken the business infrastructure. Companies are continuously looking for ways to improve their office(s). Our company, PM Incorporated, aids companies in addressing matters that can cause business failures. With one of the most dynamic teams in the Washington D.C. Metropolitan area, we are capable of aiding businesses that seek to integrate the most recent technologies and internet infrastructures. Upon contracting our business, our customers eliminate their concerns about business operations being delayed due to poor technological capabilities. Our technologies not only improve the physical appearance of an office, but customized to their business needs. A few features that can be found in our technologies are mobility, automation, security, calibration, communication, and reliable storage. Remodeling an office with our technologies can also improve performance, implement security, track data, save companies resource costs, and even help a company go green.

Something as simple as upgrading an office printer can improve the office space moral. For instance, from time to time people tend to print things and never receive them from the printer for one reason or another. This can be prevented with a smart printer that can be configured to use user’s login for authentication. The printers receive data and store it in their memory. After a user passes verification, by signing in or scanning their badge, the printer will allow the user to print everything it has saved under the user’s name. Smart printers are not the only technology that we have that allows our client to slow down on restocking an item. Smart boards are another big item. Smart boards can decrease the paper, polymer, which is used in dry erasers, and calcium carbonate, which is used in chalk, a company consumes. A smart board can also be used to send and print information. Some of our technologies can also be utilized with other technologies.

Another combination that our previous clients have reported is our smart devices such as laptops and tablets combined without smart projectors. The smart projects receive data from the smart device and presents it in a visual and/or audio form. To make the presentation more mobile, remove the cords from between the two devices and configure a Bluetooth connection between them. This is very helpful with solo presentations. That way the presenter does not have to decide between walking back and forward the entire presentation or being limited to one side of the visualization.

Our company can also be of use when looking to automate a few things in the everyday office life. We have cleaning equipment that can be set on a timer to initiate, lights sensors that control when the lights come on and watchers for when the lights should be inactive. These are just a few of the ways our implemented smart technologies and internet can found fit to benefit a company’s need today.

Project Definition

Brainfood has contracted PM Incorporated (PM Inc.) to upgrade their information technology (IT) infrastructure following their relocation to a larger facility. Brainfood and PM Inc. have a shared understanding of the project’s requirements and are currently developing a detailed plan that will demonstrate the project’s baselines for schedule, costs, risks and resources. As in all projects, unforeseen events may occur that will require changes to the overall project. Thus, Brainfood and PM Inc. will work closely with all stakeholders to ensure the successful completion of all requirements.

Issues/Challenges

While upgrading a system infrastructure, it is vital PM, Inc. guarantees all areas of IT are worked upon for smooth integration. As an example, prior to start a project of this nature and magnitude, certain items need to be in place. This includes an IT roadmap, a consolidation plan, proper Test Plans, structured procurement processes, an integration team, and a risk management plan. The upgrade of technology and facilities includes several challenges, and important things to keep in mind are:

· Cost of transition

· Insufficient IT integration

· Service levels are low, resulting in frequent customer complaints

· Employees need to be provided remote access to the company network

· Compliance and regulation

· Customizations

· Adverse change impact

Project goal

PM Inc. will oversee the development, installation and maintenance of all automation equipment and technologies currently owned by Brainfood. Moreover, due to the company’s relocation to a larger facility, PM Inc. will purchase and/or acquire technologies that will improve their current infrastructure using the funds provided to Brainfood by government grants and donations.

Project Objectives

The project goal of upgrading Brainfood technologies will be achieved if the following three objectives are achieved:

· Installation of high-speed internet within the new facility

· Create secure networks and data center

· Implement employee mobility and flexibility

Project Scope

· Create new systems architecture plan for the organization

· Develop and install new server environment

· IT systems with backup storage for risk mitigation purposes

Key Stakeholders

· Project Sponsor: Brainfood (Executive Team, Management Team, and Program Managers)

· Project Management Team: PM Incorporated

· End users: Brainfood Associates, Interns and general public

Outcomes/Success Criteria

· Innovative work environment for Executives and staff

· Availability to remotely access the company network

· Data integrity and security of the data at rest and in transition

· Increased levels of customer satisfaction

· Increased global presence due to an upgraded technology system

Assumptions

· Project will be completed on time and within budget

· Necessary resources will be acquired to work on the project

· Deliverables will be of high quality and meet all requirements

Constraints

· Schedule

· Fixed fee plus cost contract

· Local government oversight – due to Brainfood’s government grants

· Required adherence to specific standards and company protocols

Risks

· Failure to obtain proper permits to install require network infrastructures

· Cost overrun due to unforeseen issues in installing high speed internet

· Interference from local government and competing corporations

·

Estimated Cost

· $1.5 million USD

Estimated Duration

· Development: 6 months

· Installation: 3 months

· Training: 2 months

· Maintenance: TBD

High level approach to developing the plan

The objective of generating this type of approach is to provide a clear understanding of the direction of the project and its proposal. This would involve a combination of steps needed to obtain a defined project plan. It is vital to ensure an approach, the level of effort needed, a scope of compliance, devising the management approach as well as reviewing. The plan development is important to improve results throughout the project lifespan.

According to the Article 10: Steps to Creating A Project Plan, there is a ten-step approach to creating a project plan. This section will detail the different steps.

· Step 1: Explain the project plan to key stakeholders and discuss its key components

· Step 2: Define roles and responsibilities

· Step 3: Hold a kickoff meeting

· Step 4: Develop a scope statement

· Step 5: Develop scope baseline

· Step 6: Develop the schedule and cost baselines

· Step 7: Create baseline management plans

· Step 8: Develop the staffing plan

· Step 9: Analyze project quality and risks

· Step 10: Communicate

References

Borysowich, C. (n.d.). Developing a High-Level Management Approach for Proposals. Retrieved from https://it.toolbox.com/blogs/craigborysowich/developing-a-high-level-management-approach-for-proposals-070109

Kovacovich, K., Houser, L., Pisula, M. M., Gervacio, C., & McLaughlin, A. (2018, May 11). Engage, Empower, and Employ Youth in the Washington DC Area. Retrieved from https://brain-food.org/

Larson, R. & Larson, E. 10 Steps to Creating a Project Plan. 2017. Retrieved from https://www.projecttimes.com/articles/10-steps-to-creating-a-project-plan.html