Task-Based Essay For HCL Info System.

Using  the  same  chosen  organisation  in  Assignment  1  and  building  upon  the  work  you have already completed you need to undertake the following tasks: 
Task 1: Time Management Plan  
Students are required to provide an effective time management plan that will lead to successful submission of  your assignment 2 (Report), and the completion of the required activities that included in this assignment.  Develop a work breakdown structure (WBS) for your project with date, and summary of project activities. Use a table with columns for activity number, start date, finish date, activity name, activity  description,  planned  action,  status,  and  any  other  notes.  The  purpose  of  WBS  is  to identify each task in your project and include an estimated duration.  
Task 2: “TO BE” Process 
Develop a “TO BE” process diagram by using Business Process Modelling Notation (BPMN) or Unified Modelling Language (UML). The “TO BE” diagram should show the improvement of the process flow of your chosen organisation.  
Task 3: Comparing “AS IS” and “TO BE” Process 
Compare the “AS IS” process diagram that  you provided in the assignment 1, and “TO BE” process diagram to assess the impact of change and prepare a briefing note for the organisational change management team regarding the anticipated impact of the system. You should make recommendations to the team on how these impacts can be managed. 
Task 4: Physical and Logical Network 
Based on “TO BE” process diagram from Task 2, what physical and logical network topology would you recommend for your chosen organisation to execute the entire process?  
Task 5: Testing 
What types of testing should be performed? What types of test data should be used? The testing in relation to the new  Information Systems developed to automate the organisation process? 
Please clarify this. 
Task 6: Training 
Identify the specific groups of people who need training on the new system. For each group, describe the type of training you would recommend and list the topics you would cover. 
Task 7: System Changeover 
Develop a plan for system changeover for your chosen organisation. Discuss the method that should be used for systems changeover to enable “TO BE” process in the organisation. 
Task 8: Report to Top Management 
Assume  you have  completed the  design  and implementation phases of  your project for  your chosen organisation. Write a report to the top management (CEO). This report at a minimum should include the objectives, background, processes undertaken, scope, and recommendations to the top management (CEO). 

Task 1: Time Management Plan

HCL Info system is a multinational IT organization which is known for its brand as well as quality in India. There are various ranges of products which are being provided by HCL Info system in India. Organization provide an infrastructure in which people could work properly also avails the employment opportunities to the people of India. In first assignment the research was done in relation with the market research of HCL info system. The report provided the information related with the management process of the company as well as the new market initiatives that the organization is planning to take. Hence to provide further information related with the new projects of HCL this report is developed in which information related with the professional skills as well as system analysis will be provided. The report will provide information related with the work breakdown structure of the company, an appropriate time line will be prepared which will help in analyzing the time in which the company will be able to complete its tasks related with the new projects in near future. Also the information related with the “To Be” as well as “AS IS” is process will be discussed which will be followed by the comparison between both the process so as to make an appropriate decisions in relation with adopting the most appropriate process for the welfare of the plan of the company. The report will also include the normalization process which will initiate the further decision making aspects in relation with the management plan of HCL and will avail a set framework to the organization with the effect of which it will be able to sustain and will be able to attain competitive advantage in the market.

A very important role is being played by a time management plan in the progress of the company as well as providing direction to the project initiated by the same. This section will include information related with each and every step which is being taken by the company so as to process the project (Miller, 2009). Time management plan will provide framework for HCL to make appropriate decisions related with the steps it should take to complete the project in a proper way. It will also help in developing work breakdown structure as well as Gantt chart with the help of which organization will be able to decide what is right and what is wrong. It also helps in ensuring that the project could be completed in an appropriate as well as effective way (Levin, 2007).

Task 2: TO BE Process

Time Management Plan

WBS	Task Name
0	HCL project management plan
1	1.0 Research
1.1	1.1 Observation
1.2	1.2 Document review
1.3	1.3 Company reports
1.4	1.4 Interview questionnaire
1.4.1	1.4.1 Interview with internal employees
1.4.1.1	1.4.1.1 HR Manager
1.4.1.2	1.4.1.2 IT manager
1.4.1.3	1.4.1.3 Marketing Manager
1.4.1.4	1.4.1.4Customer relationship manager
1.5	1.4.2 Interviews with external partners
1.5.1	1.4.2.1 Suppliers
1.5.2	1.4.2.2 Dealers
1.5.3	1.4.2.3 Customers
2	2.0 System Analysis
2.1	2.1 Processes
2.1.1	2.1.1 HR
2.1.2	2.1.2 IT systems
2.2	2.2 Systems
2.2.1	2.2.1 Hardware
2.2.2	2.2.2 Software
3	3.0 System design
3.1	3.1 Requirement documentation
3.2	3.2 Vendor selection
3.2.1	3.2.1 Seek design proposals
3.2.2	3.2.2 Approve proposals
4	4.0 System development plan
4.1	4.1 Human resource plan
4.2	4.2 Software development plan
4.3	4.3 Hardware acquisition plan
4.4	4.4 Security management plan
5	5.0 Implementation
5.1	5.1 Hardware configuration
5.2	5.2 Software installation
5.3	5.3 System integration
6	6.0 Project closure

(Finak et al., 2013)

This is the time management plan with the help of which HCL will be able to manage it’s manage its work process related with the web designing and will be able to make an appropriate decisions related with various aspects which will help it in near future (Dennis, et. al., 2015). This management will ensure that the project of HCL could get completed within the time frame which is being decided by the same. Work breakdown structure is the aspect with the help of which organization will be able to bifurcate all the tasks and will be able to set the priorities so as to complete the same within the time frame decided by the company so as to initiate the project and to complete it (Bird, 2008). Completion of the project within the timeframe will ensure to provide an appropriate direction to make the decision that whether the organization should move with the project or it should stop it at that particular time so that company could reduce the risk of uncertainties (Ansell, 2008).

Work Breakdown Structure 

Work Breakdown Structure of the project of HCL is being provided in the above figure in which all the activities are being divided according to the priorities (Alexander, Dobson and Alexander, 2009). Such type of bifurcation helps the organizations in making appropriate set of decisions regarding various aspects and helps them in completing the tasks within the time planned in the initial phase of the project. Decision making is one of the most important aspects attached with managing the process as well as in the aspects of system analysis (Lock, 2013). With the help of this work breakdown structure a proper set of framework will be provided to HCL with the effect of which it will be able to complete its projects within the set time as well as budget decided by the company (Willoughby, 2014).

Above is the Gantt chart for the project which is being initiated by HCL so as to complete its tasks in the proper manner. Gantt chart will help in managing the activities in the planned order and within the deadlines decided for each and every task (Ong, Wang and Zainon, 2016).

HCL is one of the well known organizations dealing in the market of electronics and computers, for such a company working on such a huge level it becomes necessary that it should focus on the futuristic aspects which could avail proper as well as proper set of support to the company in near future (Norman, Brotherton and Fried, 2011). Focusing upon To Be process company will be able to get proper set support as the TO Be process is based on the futuristic aspects which helps in determining the upcoming activities of the market. To Be process help in the developing the priorities which provides the assurance that the company will be able to avail quality services to the people available in the market (Miller, 2009).

Task 3: Comparing AS IS and TO BE Process

As Is Process

As Is, is the process which helps in delivering the information related with the current state of the company in the market (Finak et al., 2013). It is the process with the help of which analysis of the present state of the company could be analyzed. Quality assurance is being provided in which decisions are being made that the quality of the product is not being compromised by the company and same is being liked by the people available in the market (Dennis, et. al., 2015). Loopholes which could affect the progress of the company are being filled with the help of “AS Is” process with the help of which smooth as well as subtle services are being provided by the company to its customers. Hence, it could be said that to fulfill the requirements of the people available in the market the AS IS process is being used by HCL as it avails proper set of direction and helps in ensuring that the company could grow in near future and could move on the path of sustainability (Bird, 2008).

(Ansell, 2008)

Comparison between the AS IS and TO BE process is being done by the project management team of HCL is being done so as to evaluate the effectiveness of the process and choosing the right process so as to complete the project in an appropriate manner (Alexander, Dobson and Alexander, 2009). In TO BE process of HCL decision for the change is made then it is being evaluated that whether the change is urgent or it is not urgent the urgent change is being selected which is being then reviewed by the control board, than the evaluation of its impact is being analyzed, the its outcomes is being reviewed then the urgency is being evaluated after which approval is being provided, than the project plan is updated and change is being implemented (Lock, 2013). In this process the change which is not urgent is being send to the manager for the evaluation process who decides that whether it will be useful or not and if it is being selected then further process like the change plan selected is being done (Willoughby, 2014).

In AS IS process of HCL decision for the urgency or non urgency of the project is being done in the initial phase only, and the urgent projects are being approved by the board and non urgent changes are being evaluated and briefly analyzed by the change manger after which the decision for the approval and non approval for the same is being done (Valacich, George and Valacich, 2014).

Task 4: Physical and Logical Network

Entity relationship is one of the most important aspects attached with HCL Info system in which it is required that the organization should focus upon its responsibilities towards the public as well as society. Establishing appropriate set of entity with the stakeholders will provide a better as well as effective set of support to the organization and will help it to move on the path of success (Ong, Wang and Zainon, 2016).

Above is the entity relationship diagram of HCL Info System which is being filled by the organization according to the requirement (Miller, 2009). This process helps in determining the entities or the stakeholders attached with the company in the sale of its products as well as selling the same to its end customers. The plan provides the flexibility to the organization as it is being filled according to the type of product and the customer available in the market. It also helps in determining the stocks available with the company and the process with the help of which the product will be send to the end customer of the company (Levin, 2007).

HCL Info system is working in the information technology market in which it is required that the organization should work towards to make appropriate set of decisions regarding the projects and plans developed by the same. It is required that after completing the project testing should be done (Finak et al., 2013). Testing will help in filling all set of loopholes and will help in availing effective set of information related with the decision that should be made by the company in relation with implementing the project. Rapid Application Development is the project management methodology which could be used by HCL so as to ensure that the testing of its project could be done in an appropriate manner and its project could be launched successfully in the competitive market (Dennis, et. al., 2015).

New project means new technology which requires that proper as well as appropriate training should be provided to the employees working at the workplace (Bird, 2008). Training helps in motivating the employees to accept the change and make the decision related with working on the new technology. Administrative training will help the staff members to explore and will ensure that they could deliver effective set of response to the customers and avail the better set of services to them by providing positive response to their queries and resolving the same (Ansell, 2008).

Task 5: Testing

To manage the project TO BE process is being chosen by HCL Info System so as to ensure that the project could be managed in future in a proper way (Alexander, Dobson and Alexander, 2009). The TO BE process will help HCL in making the futuristic decisions and will provide a set direction with the effect of which organization will be able to sustain in the market. In this parallel changeover method will be adopted by HCL in which training of the new change will be provided to the employees on the further projects so that they could remain prepared to accept the change in near future and work effectively on the same (Lock, 2013).

Project Objectives: The main objective is to provide a proper set of guidance to HCL Info System in relation with selecting the most appropriate technique to manage its future aspects and to analyze the effectiveness of AS IS as well as TO BE process.

Objectives: Main objective to develop the project is to evaluate the academic knowledge on the project management and develop a set framework for the organization so as to show the understanding of the knowledge gained from the tutor.

Background: HCL Info System is planning to develop a new system and the design for which it is required that appropriate set of techniques should be applied in making the decision that whether investing in such a project will be beneficial to the organization or not. The report is being developed to provide appropriate set of knowledge regarding the techniques which could be used by the company to sustain in the market.

Process Undertaken: Work breakdown structure for each and every activity of the company is provided, analysis of TO BE and AS IN process is being dine and with the help of comparison between both the aspects decision is being made that which process will help HCL in the sustainability aspects in near future. Also entity relationship diagram for HCL is being availed which help the organization in developing positive as well as effective will set of relationship with the stakeholders.

Scope: The scope of the study to make proper set of analysis regarding the changes which are being initiated by HCL and provide relevant set of support in relation with the decision making aspects for the same.

Recommendation: Recommendation could be made that a parallel changeover plan should be used by HCL so as to ensure that employees working in the organization should remain ready to accept the change. Such type of activity will help in providing effective set of support to the organization and will help it in developing goodwill in the market.

References

Alexander, R., Dobson, M. and Alexander, R., 2009. Real-world time management. New York: American Management Association.  

Ansell, M., 2008. Personal training. Exeter: Learning Matters.

Bird, P., 2008. Time management. London: Hodder Education.

Dennis, A., Wixom, B., Tegarden, D. and Seeman, E., 2015. System analysis & design. Hoboken, NJ: Wiley.  

Finak, G., Jiang, W., Krouse, K., Wei, C., Sanz, I., Phippard, D., Asare, A., De Rosa, S., Self, S. and Gottardo, R., 2013. High-throughput flow cytometry data normalization for clinical trials. Cytometry Part A, 85(3), pp.277-286.   

Levin, P., 2007. Skilful Time Management. Maidenhead: McGraw-Hill International (UK) Ltd.  

Lock, D., 2013. Project management. Farnham: Gower Publishing.  

Miller, D., 2009. Building a Project Work Breakdown Structure. Boca Raton: Auerbach Publications.

Norman, E., Brotherton, S. and Fried, R., 2011. Work Breakdown Structures. Hoboken: John Wiley & Sons.  

Ong, H., Wang, C. and Zainon, N., 2016. Integrated Earned Value Gantt Chart (EV-Gantt) Tool for Project Portfolio Planning and Monitoring Optimization. Engineering Management Journal, 28(1), pp.39-53.    

Valacich, J., George, J. and Valacich, J., n.d. Modern systems analysis and design.

Willoughby, S., 2014. Textbooks, testing, training. [Washington, District of Columbia]: Mathematical Association of America.