Project

Plan or review administrative systems

Centralised Database Records System Project Assessment 10.0. Budget Questions: Describe the budgeting process. Taking the total allocation for the whole project as $50,000, explain how this amount of money will be allocated to the various activities.
A total of $ 50,000 has been set aside as the project sponsorship money from the Brian’s Bank. This money is supposed to cover the cost of project planning, implementation, evaluation and also the allowances. The cost analysis for the project indicates that there is planning cost for the feasibility report, project report, tender processing and expert team. We also have direct cost of labour, material and travelling and indirect cost of office stationery and machines as well as the general administration cost (Valenti, 2003, p. 14). The employees’ training is projected to take the biggest share of the funds since this is the main tool for the long-term success of the project.
11.0. Policies and Procedures
Questions: What are processes and procedures? How important are they in a project. Explain the processes and procedures that are going to be used in this project. Include regulations on the use of the new system.
For the project to meet its mandate, the following policies and procedures will be in force upon approval by management.
i. The centralised database system will only be used for the organizational purposes. Anybody reportedly using the computers or the software for personal business will face disciplinary action.
ii. Each staff can only access the information that is specific to his or her duties. In case more information is required, the ICT manager will have to be consulted.
iii. The system will be monitored weekly and a report prepared by each department. The report should indicate the usage of the database and identify the user. This report will be forwarded to the ICT department every Monday.
iv. All departments should ensure that the usage of the database is regulated and safety measures especially involving the employees are adhered to.
v. A meeting will be held every three months to review the usage of the system, evaluate the weekly reports and plan for any needs arising.
12.0. Personnel and Operations Requirements
Questions: What are the personnel requirements for this project? What do the members need to add to what they already know about the systems? How will the training needs of the members assessed?
The adoption of this system is a change process. Various considerations have to be made to ensure the success of the project. First, sensitization meetings will be held in each department to communicate the change and gather support, each employee will be required to participate. Through this, the project team will identify the expertise and training gaps in the employees. These are the ones to be addressed in the staff training process. Follow-up training needs will be done through monitoring as the system takes effect. Secondly, all the employees have to be involved in order to reduce resistance to change. Two-weekly meetings will be held to evaluate the process and address concerns. This meeting will be arranged and run by the project manager. The minutes for this meeting will have to be available to all staff by the next working day. A monthly newsletter will be prepared to show the exact nature of the progress (Brody, 2005, p. 243).
Lastly, a confidential complaints and feedback system will have to be established in order to gather crucial information from the staff. This will help collect and investigate information that cannot be voiced during meetings. Since most personnel have only the basic computer literacy, the training will have to be done at all levels and inclusively. This helps to build teamwork for faster learning.
12.1. The Due Date for Tender Submission
Questions: What is the due date for the submission of the tenders? How will this affect the whole project? Are there exact timelines that will be followed?
The final date for tender submission will be on 6th January 2014. This means that only those documents received by this date will be considered. The project planning phase will start on 10th of January and the main project will have to be in full swing by March.
Assessment 2
Questions: How will the budget be allocated. specify the exact amounts allocated to each step of the project phase? In which phase will be the highest allocation? Why?
Budget Plan
With a total of $ 50,000, set aside for the project, a plan is necessary so that this money can effectively cover the cost of project planning, implementation, evaluation and also the allowances.
The budget estimate for the project will be as shown on the table.
Item
Description
Item cost $
Cost $
Planning cost
Feasibility report
2500
2500
Final report
5000
5000
Tender process
5000
5000
Project team
10000
8000
Total
20500
Direct cost
Staff training
10000
10000
Computers and software
8 computers ×$1000
8000
Labour
8 men at $250/ person
2000
Indirect cost
Office cost
1500
1500
Equipment
2500
2500
Administration
2000
2000
Total
27,000
Evaluation
2000
2000
Miscellaneous
500
500
Totals
50,000
Table 1: Budget estimates.
The cost analysis for the project indicates that there is planning cost for the feasibility report, project report, tender processing and expert team. We also have direct cost of labour, material and travelling and indirect cost of office stationery and machines as well as the general administration cost (Valenti, 2003, p. 14).
The cost of initiation and planning is $ 20,500
The cost of implementation is $ 27,000
The cost of evaluation is $ 2,000
Miscellaneous cost is $500
Much of the money is to be used in the staff training on computer literacy and use of the software.
References
Brody, P. J. (2005). Technology planning and management handbook: a guide for school district educational technology leaders. Englewood Cliffs, N.J., Educational Technology Publications.
Valenti, D. C. (2003). Training Budgets Step-by-Step a Complete Guide to Planning and Budgeting Strategically-Aligned Training. Hoboken, John Wiley &amp. Sons. http://public.eblib.com/EBLPublic/PublicView.

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