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Task 1

1)    Define the key characteristics of any project.

  1. Projects have a purpose:
  2. Projects have clearly-defined aims and set out to produce clearly-defined results. Their purpose is to solve a “problem”, and this involves analyzing needs beforehand. Suggesting one or more solutions, it aims at lasting social change.
  • Goal Research Learning Assignment HelpProjects are limited in time and space: they have a beginning and an end, and are implemented in a specific place and context.
  1. 2)    List and briefly explain the five (5) key stages in Project Management?

The Initial Process- At this level, processes is just becoming defined. In addition, there is little integration with the rest of the organization. Management is aware of the PMO but isn’t necessarily on board with its use at this point

Structured Process and Standards – The PMO is growing up a bit. Basic processes have been established, but they’re only being used on the biggest or most high‐profile projects in the organization.

Organizational Standards and Institutionalized Processes – By now, processes are standardized across the organization and are repeatable. The PMO is focused on the organization, and work is underway to analyze project performance

Managed Processes- the PMO’s processes are now integrated with corporate processes, like reporting and data analysis, and management is mandating compliance with the PMO, which is now able to provide in‐depth analysis of project performance.

Optimizing the Process- PMO now has full processes in place to measure project efficacy and efficiency. On top of these processes, there are processes to ensure that project performance continues to improve, instead of remaining constant.  Finally, management is heavily focused on continuous improvement of the PMO and the projects the office manages.

3)    What is the Purpose of Project Initiation Document (PID)? List three (items) that could be found in the PID.

A Project Initiation Document (PID) is one of the most important components of project management. It uses as a reference point throughout the project, for both the client and the project team. A Project Initiation Document is used for two purposes:

The project management gives a commitment through the PID.

The project management and project manager can monitor the progress of a project through the PID

Project Goals; what do we want to achieve with our project? – Scope; It explains what our project delivers for our stakeholders and our customers. It also divided into three parts: Project Scope Statement, Proposed Solution and In Scope for Project Example. – Project Organization; Project organization is a process and it uses for arrangements and decisions about the project.- Project Size; How large is our project, how long does it take and how many people are involved?- Business Case; A business case explains the reason for initiating our project

4) List the nine (9) knowledge areas in Project Management and briefly explain the importance of any two of them.

  1. Project scope management – This describes the scope of the project and also defines the detailed requirements for the final product.
  2. Project time management divides the project activities according to various schedules and state the start and deadlines for each project activity. This helps in the controlling of the project as a whole.
  3. Project cost management describes the project budget and estimates the funds to cover the entire project extent and this must be monitored on a regular basis.
  4. Project quality management focuses on the quality of the product deliverable. This process includes quality assurance, quality standards and quality deliverable. In this process deliverable are inspected on the basis of outlined standards as per the quality.
  5. Project human resource management is concerned with the people of the project. This defines the roles and requirements for each position and how they will fit in the project.

5) List five attributes or characteristics of a project Manager and briefly discuss or explain the importance of any two of them

  • Excellent organizational ability. Organization is vital to completing projects, large and small. The ability to organize is also critical for being productive on a daily basis.
  • Talent for motivating people. Difficult to verbalize or standardize, this skill is essential. There is no single method to motivating your team, as much depends on the individual personalities you manage.
  • High level communicator. This characteristic goes beyond just communicating with your team. You should develop the ability to communicate effectively with all staff, management, technical gurus and others with an interest in the project or the company.
  • Ability to identify and react to changes and road blocks. Projects, similar to your daily responsibilities, are fluid, however well thought out or planned.

6). who is a stakeholder? Briefly explain the purpose of stakeholder analysis and why it is important in Project Management

A stakeholder is any person or organization who has an interest on the organization’s activities. Freeman (1984) defines a stakeholder as an individual or organization that can be affected positively or negatively or cause an impact to the particular organization. Stakeholder analysis is a conflict resolution, project management and the full business administration.

Purpose Stakeholder Analysis

  • Helps to understand the stakeholders better in relation to their power, and their interests, manage their relationships and finally identify the possible risks identified.
  • It ensures that better strategies that will enable the organization to develop reliable decision making in the organization.
  • Managed care will lead to greater acceptance of the organization and the actions of the stakeholders. The stakeholders have different strategies and the analysis will enable the organization to develop the most acceptable actions in the organization.
  • Task 2

 STRATEGIC VIEW

Information systems vision and strategy are a critical organizational activity aimed at helping organizations in identifying strategic applications as well as aligning an organization’s strategy with effective information systems. This is one of the ways to which an organization achieves its objectives. Currently, improved information systems vision and strategy have become one of the most critical issues that organizations need to think about and think of. Information systems vision and strategy play a major role thus making impressively huge contributions to businesses and organizations.

INFORMATION VISION AND STRATEGY

The information vision and strategy are titled customer information management. The vision and the strategy outline ways in which London Skills Concern (LSC) will track their customer information while surveying the customer base so as to obtain feedback. The vision and strategy are going to embrace various software and cloud computing applications designed purposely to give the company rapid and efficient access to the customer information. Surveys and customer information will be centrally located and widely accessible by everyone who needs them within the company. This will be contrary to being housed in separate departments.

OBJECTIVES AND POLICY

Customer Information Management will be critical for London Skills Concern (LSC) to effectively organize and exploit information assets for the purpose of retaining customers and winning new ones. The organization needs a framework which will enable the CIO to make an informed decision, support the fulfillment of the organization’s objectives while enabling successful execution of the work process. The model below is an illustration of the key components of this framework of activities will together provide effective customer information management

The customer information management policy framework will require LSC International’s executive board to recognize and take customer information as a corporate asset, critical to delivering the organization’s vision and mission, and finally championing a strategy for the organization’s effective management. The implementation of the policy will require the organization’s leadership, sound information architectures, and resources. Additionally, the implementation will require the recognition of the challenges of the organization’s leadership, culture, and change.

London Skills Concern (LSC) recommends the following guidelines to be included in the core customer information management policy. The policy is to be adapted to the needs of LSC International. The policy of London Skills Concern (LSC) is to:

  1. Establishing the role of the organization’s information assets and customer information management to deliver the objectives of the organization.
  2. Recognizing and exploiting opportunities through which the organization is going to capitalize information assets for its advantage.
  • Effectively manage customer information as a strategic organizational asset across the organization. This will be possible by providing appropriate, timely, accurate, and up-to-date information when it is needed. Therefore, customer information will be made available as easily and quickly as possible.
  1. Take suitable measures in the protection of the customer information which the organization cannot share for reasons of privacy, security, and losing the customers to the rival organizations.
  2. Assessment and management of risks to the confidentiality, quality, integrity, and availability of customer information.
  3. Ensure that customer information created, collected, and stored is proportionate to London Skills Concern (LSC) and any legislative needs and that the organization retains the information for as long as they need it.

Information professionals at London Skills Concern (LSC) will be in a good position to adapt some of the critical points of this policy for the organization. Their main challenge, however, is providing the evidence and security of the board and senior executive’s sponsorship for the policy, the gains of the approach which the organization proposes should be self-evident to an organization under good management. With this policy well in place, it will be easier for the organization’s management at all levels to build on London Skills Concern (LSC) vision while ensuring the resources needed to make progress has been secured.

Once the policy has been implemented, there will be a challenge of educating and convincing employees at the organization in the personal responsibilities. Therefore, the organization has included the responsibility statements for the members of staff, managers, and business units.

Employees Responsibilities

  1. Treating customer information as organization’s asset
  2. Being personally responsible for the customer information they create, capture, or maintain.
  • Being personally responsible for their role in effective managing the customer information created and used in their organizational department
  1. Avail customer information to the people who need it in fulfilling their duties
  2. Ensuring their awareness of and respecting the confidentiality of customer information they produce, share, or receive

Managers Responsibilities

  1. Be personally responsible for effective management of the information created and used within the areas in which they operate.
  2. Ensure accuracy of the customer information and that it is fit for its purpose.
  • Ensure the customer information can be accessed appropriately and that it has been assigned security permissions.
  1. Include review of customer information management in the job evaluations
  2. Being attentive to the needs of customers new to the London Skills Concern (LSC)

London Skills Concern (LSC) has a bigger role to play in recognizing the role of customer information management in its business interests and the improvement of the customer management processes across its departments. The policy and responsibility statements act as tools for members of London Skills Concern (LSC) to use to further this objective.

IMPLEMENTATION PLAN

A successful implementation of the customer information management plan will require specific actions on the part of LSC International. The implementation plan comprises a series of steps for the organization to comprehensively follow. Below is the outline of the steps which the company is going to follow:

  1. Development of a strategy focused on the customers first before considering the kind of customer information management technology the organization needs.
  2. Break the customer information management project into pieces which can be managed easily by setting up pilot programs and short-term milestones.
  • Ensure the customer information management incorporates an easily scalable architecture. The implementation team will think carefully about what is the best for the company. This is a solution capable of tying together the best of breed applications from various vendors through web services or an integrated package of applications from a single vendor.
  1. The company will ensure that it has not underestimated the amount of data it might collect. Additionally, the company will ensure that if it needs to expand the system, it will easily do that.

ORGANIZATION STRUCTURE

Organizational structure at London Skills Concern (LSC) defines how activities like task allocation, coordination, and supervision will be directed towards achieving the information systems vision and strategy. Additionally, organization structure will be the perspective through employees, and other members of staff at London Skills Concern (LSC) will view the organization and its environment.

Matrix Organizational Structure

In the implementation of the information systems vision and strategy, London Skills Concern (LSC) will adopt matrix organizational structure. The matrix structure will incorporate features of functional and projectized structures. It will be easily categorized as weak, balanced, or strong according to how closely the structure is going to align itself with the functional or projectized structures. Influence and power over the implementation of the strategy resources, budget, and members of staff is going to vary by the type of matrix organizational structure.   

INFRASTRUCTURE AND SECURITY

London Skills Concern (LSC) will have a plan in place which will ensure the security of the information assets. The infrastructure and security will make the company think holistically about its security. The infrastructure will provide the framework for keeping the company at a suitable security level by carefully evaluating the risks the company faces, deciding how they will be mitigated, deciding for how the company will mitigate the security risks, and planning for how the company keeps the security program and security practices up to date.

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