DigitalShift Project: TechUpGrowth's Digital Transformation

Faculty of Higher Education

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Unit Details	Unit Name	IS Project Management
	Code	HI5029
	Year	2024
	Trimester number	T2 2024

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Executive Summary

The biggest initiative at a mid-sized technology company TechUpGrowth will be an 18-month-long digital transformation process. This is a broad project has a fund of $10 million to achieve the following objectives; changing the organizational structure of the company, improving the quality of services offered to the consumers, and integrating new technologies into the business to sustain the competitiveness of the firm in the new technological age. Some of its specific goals relate to Process efficiency, for instance, putting in place an efficient ERP System, mobile for the customer, enhanced cybersecurity, Cloud-based solutions, and training of the employees. The project will be executed in five phases: Preliminary, Planning, Operating, Reviewing and Controlling, and Conclusion. It will be carried out by a team of IT Systems Architects, Mobile Application Developers, Cybersecurity Advisors, and Change Management Consultants. DigitalShift project is as complex as, for example, the need to simultaneously implement changes while continuing with business operations, effective integration of new technologies, handling employee resistance, and new forms of cyber threats. Nevertheless, the project will place TechUpGrowth at the cutting edge of technological advancement, with an eye toward efficiency improvement throughout the organization and corporate competitiveness in the market.

Executive Summary 1

Introduction 3

Part 1: Project Integration Management 4

Task 1: Business Case 4

Task 2: Project Charter 7

Part 2: Project Scope Management 9

Task 3: Scope Management 9

Task 4: Work Breakdown Structure 11

Part 3: Project Schedule Management 12

Task 5: Create a Gantt Chart and Identify Milestone 12

Part 4: Project Cost and Quality Management 14

Task 6: Develop Cost Estimate and Financial Analysis 14

Part 5: Project Response Management 15

Task 7: Prepare a RACI Chart 15

Part 6: Project Risk Management 16

Task 8: Risk Register 16

Task 9: Risk Impact Matrix 20

Introduction

The business environment changes constantly in the context of advanced digitalization processes and globalization. TechUpGrowth, a mid-sized technology company aware of this need, has started the DigitalShift project – an extensive digital transformation venture aimed at changing and improving all aspects of the organization, customer experience, and advanced technologies.

Part of a broader project ‘DigitalShift’, it took 18 months, costs $10m, and includes several goals. The above are initiatives that include the implementation of an advanced ERP system to enhance internal operations and integration, the development of a renewed mobile application to enhance the clients’ relations, enhancement of Cyber security to enhance data protection and security from cyber criminals, Embracement of Cloud solutions for versatility and expansion, Training of employees to embrace change and enhance the company’s growth and improvement.

To make these big objectives real, TechUpGrowth has empowered an expert project team for the project headed by an efficient Project Manager. The team consists of professionals in different domains including IT systems architecture, mobile, security, cloud, and change management. This diverse team will directly address the dynamics of digital transformation as they are intricate (Kraus et al, 2022, p 9(2)).

The project will unfold across five distinct phases: Initiation, Planning, Execution, Evaluation, Control, and Conclusion. As will be seen each phase is designed in an organized manner to address the change process in a sequential pattern. The team that will be managing the project will encounter some project challenges among them include the following; The team will be challenged by the fact that the business cannot shut to undergo total digital transformation, integration challenges due to the implementation of new technologies, culture change especially due to resistance from employees, and last but not the least changing cybersecurity threat risks.

A summary of the DigitalShift project and plans, project management overview, business case considerations, and implementation recommendations are also presented in this report. As a result of the implementation of this API digital transformation, TechUpGrowth company sees an incredible opportunity to become even more leader in technological progress and become more efficient by improving its competitive advantage (Kraus et al, 2021, p 4(2)).

Part 1: Project Integration Management

Task 1: Business Case

It is a written document that contains different aspects of business; background, objective, current situation, critical assumption, analysis, project requirement, schedule, budget analysis, and potential risk (Wood et al, 2020, p 462(3)).

Project Name:

Introduction/ Background

The main idea of this paper is to present a case of a mid-size technology company called TechUpGrowth that experienced pressure to update its operation to adapt to the current modern environment in the context of the growing Tech industry. Some of the current systems at the company are being developed, which is not efficient for improving the growth rate. TechUpGrowth has realized the need for change and has over the years started the DigitalShift project as a way of overhauling all aspects of the firm’s digital setup. This project seeks to implement relevant technologies in ensuring the efficiency of various activities, improvement of client experience, and general timely and effective preparation for future corporate successes.

2.0 Business Objective

Organize the necessary corporate processes by hiring and utilizing a competent and sound ERP system.
To increase customer satisfaction levels it is imperative that a mobile application is built from the ground for the needs of the customer.
Promote the enhancement of cybersecurity to minimize the invasion of data by threats.
adoption of cloud solutions to enhance the scalability and flexibility of a business.
Educate people in the process of implementing the new emerging technologies and encourage them to look for ways to improve what they do.

3.0 Current Situation and Problem/Opportunity Statement
TechUpGrowth currently operates with legacy systems that are departmentalized and introverted. It has a weak position with the customers, and there is no powerful mobile strategy. Security controls remain insufficient to tackle the new threats, and the existing system is not capable of expanding proportionately to the business expansion. Inefficiencies created by legacy systems and especially the lack of cross-department integration are also inevitably reflected in the employee productivity levels of the organization. The company can easily find itself sidelined by competitors who have adopted digital solutions early on and would suffer the loss of customers and candidates.

4.0 Critical Assumptions and Constraints

Assumptions:

A combination of quantitative and qualitative research revealed that management offered its full backing to the digital transformation initiative.
Workers are ready to embrace change together with the improvement of technologies and practices.
It will allow vendors to complete product delivery on time and within the stated fiscal budget.
As it has been found, it can be transitioned with the help of the currently present IT infrastructure.

Constraints:

Limited budget of $10 million
18-month project timeline
It is a fact that this method causes the least interference with the normal conduct of business.
Savvy with guidelines, rules, standards, and acts of various industries and data protection laws
Still there are certain lines of technologies for which in-house capabilities are somewhat restricted.
Some of the employees may resist change.

5.0 Analysis of Options and Recommendation

Options Considered:

Maintain Status
Where it is not possible to make a complete transformation but some transformation can be done selectively
The DigitalShift project is an ambitious project of comprehensive digitization.

Recommendation: Introduced the large-scale DigitalShift framework. Although this is a good option and it comes with immense investments and hard work it proves to be the best in the long run. It covers all crucial aspects of change, which outlines the prospects of sustainable development and competitive advantage for TechUpGrowth. This transforms to be systematic and coherent ensuring that the separation of sub-processes of the transformation provides maximum returns on investment. This option also meets the best proposition of the company’s strategic plan and the needs of the market.

6.0 Preliminary Project Requirements

Electronics, operations, human resource, and finances module within the ERP system.
Creation of an easy and intuitive powerful mobile application
Anti-virus, Firewall protections, Firewall protections, Encryption, Threat Detection System

7.0 Budget Estimate and Financial Analysis

Category	Estimated Cost ($)
ERP system	3,500,000
Mobile Application Development	1,000,000
Cybersecurity Upgrades	1,500,000
Cloud Solutions	2,000,000
Employee Training and Change Management	1,000,000
Contingency	1,000,000
Total	10,000,000

8.0 Schedule Estimate

Phase	Duration
Initiation	2 months
Planning	3 months
Execution	5 months
Monitoring and Controlling	2 months
Closing	2 months

9.0 Potential Risks

Sustaining expenditure-related issues resulting from one or multiple technical prospects.
Such things as vendor problems or integration problems that affect the number of work hours and lead to delays in the project timeline.
The losses of data security during the transition period

10.0 Exhibits

Exhibit A: Financial Analysis

Financial Analysis	Value
Estimates ROI	40%
Payback Period	1.5 year
Net Present Value	3 million

Task 2: Project Charter

It is an official statement to get the recognition that the project is starting and it contains details like objective, success criteria, and approach that are required in the project (Nusraningrum et al, 2020, p 16(2)).

Date:

Project Title: Digital Shift
Project Start Date: Projected Finish Date:
Budget Information: $10 million
Project Manager: Name, phone, e-mail
Project Objectives: Erp Implement a standard and fully functional Enterprise Resource Planning (ERP) system to coordinate the entire organizational activities of various departments. Design and implement a mobile application that will help to expand the customer base and raise the quality of work. Sustain and enhance the security technology used in storing data and an effort to counter new forms of cybersecurity risks.
Success Criteria: ERP System Implementation: Good working of the finance, human resource, and operations modules Mobile Application: Release that is successful across both iOS as well as Android operating systems Cybersecurity Upgrades: Zero critical security breaches before, during, and after the implementation of the solution. Cloud Migration: Cloud services are expected to be available 99% of the time. Employee Training and Culture: All said and done, 95 percent of the employees were able to finish mandatory training courses.
Approach: Agile Project Management: Finally, should apply the Scrum framework with the two-week sprint cycle as that would enable the quick delivery of project parts. Phased Implementation: Implement the project in phases to offset disruptions of regular organizational activities and also provide for continuous enhancement of the project. Cross-functional Teams: Ensure that you form a cross-functional team that comprises IT, operations, finance, and or customer services for a concerted input.
Roles and Responsibilities
Name and Signature	Role	Position	Contact Information
	Project management	Project manager
	IT system	IT system architect
	Mobile App Development	Mobile App Development
	Cybersecurity	Cybersecurity Specialist
	Cloud Solutions	Cloud Solution Engineer
	Change Management	Change Management Consultant

Part 2: Project Scope Management

Task 3: Scope Management

It contains what are the expectations from the project, its goals, and the areas where it will work. This sets the scope and bounds of the project to which all the stakeholders know about and agree to avoid the problem of increasing the list of what is to be done in the project (Abdilahi et al, 2020, p 8(1)).

Project Title: Digital Shift

Date: Prepared by:

Project Justification:

TechUpGrowth is planning to run the DigitalShift project to solve some of the substantial issues in business operations, customer satisfaction, and market sustainability in the modern technological environment. Many of the technological structures put in place are now archaic, with reduced efficiency, high costs of operations, and sometimes insecurity.

Product Characteristics and Requirements:

Enterprise Resource Planning (ERP) System: Finance, human resources, and operation are the main architectural design modules.
Customer-Centric Mobile Application: iOS and Android platforms compatibility. Cybersecurity Upgrades: Web usage mining systems, next-generation firewalls, and intrusion detection systems.
Cloud-Based Solutions: A mixture of public and private cloud computing.
Employee Training Platform: An instructional management system that enables training based on user roles.

Product User Acceptance Criteria:

ERP System: 99.9% availability of the computing system during business days.
Mobile Application: App launch time should not exceed 3s in normal devices.
Cybersecurity Measures: All the external penetration tests were conducted and none of the results displayed any critical form of vulnerability.
Cloud Solutions: Recovery point objective (RPO) concerning data recovery of 15 minutes.
Training Platform: Success in 90% of the employees obtaining low scores within the set deadlines on completed training modules.

Summary of Project Deliverables

Project management-related deliverables: business case, charter, team contract, scope statement, WBS, schedule, cost baseline, status reports, final project presentation, final project report, lessons learned report, and any other documents required to manage the project.

Product-related deliverables: research reports, design documents, software code, hardware, etc.

Fully integrated ERP system up and running in all areas of the business.
Mobile application for customers released in the Apple store and the Google Play store.
End user security education and training conducted and a solid infrastructure to protect against cyber threats established and validated.

Task 4: Work Breakdown Structure

Project Name:

Shape1

Figure 1 Work Breakdown Structure

Work Dictionary Entry

Date:

Project Name: Digital Shift

WBS Item Number: 3.1

WBS Item Name: ERP system: ERP vendor selection

Description:

This activity contains the process of choosing the best ERP vendor for the business organization and in the case of this project, TechUpGrowth. This includes a call for tendering, bids from the vendor assessment while exercising technical specification and their prices, presentation of the vendors, assessment, and contracting (Moon et al, 2020, p 272(2)).

Part 3: Project Schedule Management

Task 5: Create a Gantt Chart and Identify Milestone

Figure 2 Project phase 1 & 2 Gantt Chart

Figure 3 Project phase 3 Gantt chart

Figure 4 Project phase 4 & 5 Gantt chart

Figure 5 Schedule table of task 1 & 2

Figure 6 Schedule table of task 3

Figure 7 Schedule table task 4 & 5

Part 4: Project Cost and Quality Management

Task 6: Develop Cost Estimate and Financial Analysis

Part 5: Project Response Management

Task 7: Prepare a RACI Chart

Part 6: Project Risk Management

This table contains the common risk with the description, Categories, root cause, trigger, potential responses, risk owner, probability, impact, and status (Kvitkina et al, 2022, p 2(2)).

Task 8: Risk Register

S.no	Rank	Risk	Description	Category	Root Cause	Trigger	Potential responses	Risk Owner	Probability	Impact	Status
1	High	ERP Implementation Delay	This resource is not very efficient because the implementation of the ERP system takes longer than specified in the plan.	Schedule	Underestimation of difficulty, vendor issues	Milestone delays, vendor warning	Increase resources, Revise timeline	IT Solution Architect	High	High	Active
2	High	Data Migration Errors	Data, especially the critical one, is lost or corrupted when transferring them to new systems.	Technical	Inadequate data cleaning, incompatible data structures	Data integrity check fails	Perform thorough data audit, Conduct dry runs	Cloud solution engineer	Medium	High	Active
3	Medium	User Adoption Resistance	Employees are reluctant to use new technologies and practices.	Organizational	Lack of data management, insufficient training	The low usage rate of the new system	Add more value to the change management processes and provide additional training.	Change management consultant	High	Medium	Active
4	High	Cybersecurity Breach	Some security breaches manifest at the time of implementation or after implementation is complete.	Security	Vulnerabilities in new systems, inadequate security measures	Security monitoring alerts	1. Conduct security audits, implement threat detection	Cybersecurity specialist	Low	High	Active
5	Medium	Budget Overrun	Project costs are higher than planned and budgeted expenditures. Lack of performance by the chosen vendors.	Financial	Scope creep, unforeseen technical challenges	Cost tracking shows overrun	Implement change control, Re-evaluate and give priority to features	Project manager	Medium	Medium	Active
6	Low	Vendor Performance Issues	Lack of performance by the chosen vendors.	External	Poor vendor selection, misaligned expectations	Missed deadlines, quality issues	Enforce SLAs, consider a different vendor	Project manager	Low	Medium	Active
7	Medium	Integration Failures	New systems submitted to organizations do not connect well to other systems in the organization.	Technical	Compatibility issues, inadequate testing	Integrity test failure	Conduct integration testing, create fallback plans	IT solution architect	Low	High	Active
8	Low	Regulatory Compliance Issues	New systems or processes are inapplicable to the existing industry regulation.	Legal	Overlooked regulatory requirements, changes in regulations	Compliance audit findings	Conduct compliance review, apply necessary changes	Cybersecurity specialist	Low	High	Active
9	Medium	Scope Creep	Project boundaries go beyond boundaries set out at the onset	Project Management	Unclear requirements, stakeholder pressure	Frequent change requests	Apply change control process, discuss the impact of changes	Project manager	Medium	Medium	Active
10	Low	Key Personnel Loss	Team members who were very critical to the project leave before the end of the project.	Human Resource	Job market changes, burnout	Resignation notices	Develop a succession plan, improve retention strategies	Project manager	Low	Medium	Active

Task 9: Risk Impact Matrix

It is used in project management for decision-making and process improvement to evaluate and give priority to tasks, projects, or ideas based on their level of impact (Kassem et al, 2020, p. 536(2)).

Overall Summary

The digital shift is a very big and transformative project for TechUpGrowth, which will improve the customer experience, using modern technologies to stay in competition with its competitors in the fast-growing tech world. This 18-month-long project with a budget of $10 million will deal with different problems related to digital transformation, it includes ERP implementation, mobile application development, cybersecurity upgrades, and cloud migration; all of these will help TechUpGrowth to improve its performance levels in efficiency, customer relation, and competition. A systematic approach will be applied to this change in phases, it includes initiation, execution, monitoring, and closing of a project. If all the phases are completed as they were expected it will completely change the environment of TechUpGrowth.

References

Abdilahi, S.M., Fashina, A.A. & Fakunle, F.F., 2020. An overview of the applications of project scope management in Somaliland telecommunication industry: Approaches, impacts, constraints, and practices. PM World Journal, IX, pp.1-17. https://www.researchgate.net/profile/Adebayo-Fashina/publication/341984590_An_overview_of_the_applications_of_project_scope_management_in_Somaliland_telecommunication_industry_Approaches_impacts_constraints_and_practices/links/5edc666e92851c9c5e8af725/An-overview-of-the-applications-of-project-scope-management-in-Somaliland-telecommunication-industry-Approaches-impacts-constraints-and-practices.pdf
Kassem, M., Khoiry, M.A. & Hamzah, N., 2020. Using probability impact matrix (PIM) in analyzing risk factors affecting the success of oil and gas construction projects in Yemen. International Journal of Energy Sector Management, 14(3), pp.527-546. https://www.researchgate.net/profile/Mukhtar-Kassem-2/publication/335181838_Using_probability_impact_matrix_PIM_in_analyzing_risk_factors_affecting_the_success_of_oil_and_gas_construction_projects_in_Yemen/links/5f33b17b458515b7291858d2/Using-probability-impact-matrix-PIM-in-analyzing-risk-factors-affecting-the-success-of-oil-and-gas-construction-projects-in-Yemen.pdf
Kraus, S., Durst, S., Ferreira, J.J., Veiga, P., Kailer, N. & Weinmann, A., 2022. Digital transformation in business and management research: An overview of the current status quo. International journal of information management, 63, p.1-18. https://www.sciencedirect.com/science/article/pii/S0268401221001596
Kraus, S., Jones, P., Kailer, N., Weinmann, A., Chaparro-Banegas, N. & Roig-Tierno, N., 2021. Digital transformation: An overview of the current state of the art of research. Sage Open, 11(3), p.1-15. https://journals.sagepub.com/doi/pdf/10.1177/21582440211047576
Kvitkina, M., Pushenko, S. & Staseva, E., 2022. Identification and Development of the Organisation Risk-Forming Factors Register. In E3S Web of Conferences, 363, pp. 03031. EDP Sciences. https://www.e3s-conferences.org/articles/e3sconf/pdf/2022/30/e3sconf_interagromash2022_03031.pdf
Moon, H., Kim, B., Lee, J., Cho, H., Hwang, S. & Ahn, Y., 2020. Developing risk breakdown structure for nuclear power plant decommissioning projects in Korea focusing on radioactive concrete dismantling. International Journal of Sustainable Building Technology and Urban Development, 11(4), pp.269-280. https://static5.apub.kr/journalsite/sites/durabi/2020-011-04/N0300110407/N0300110407.pdf
Nusraningrum, D., Jaswati, J. & Thamrin, H., 2020. The Quality of IT Project Management: The Business Process and The Go Project Lean Application. Manajemen Bisnis, 10(1), pp.10-23. https://pdfs.semanticscholar.org/ebac/5502ce94ba5acf7f032b013ccf6cea76b603.pdf
Wood, L.M., Sebar, B. & Vecchio, N., 2020. Application of rigor and credibility in qualitative document analysis: Lessons learned from a case study. The qualitative report, 25(2), pp.456-470. https://www.academia.edu/download/80375132/viewcontent.pdf

Appendix

MEETING AGENDA

Meeting/Project Name:	Digital Shift
Date of Meeting: (MM/DD/YYYY)		Time:
Meeting Facilitator:		Location:

1. Meeting Objective

To introduce the digital shift project, and also define the roles and responsibilities, review the project scope, and outline the next steps.

2. Attendees
Name	Department/Division	E-mail	Phone
	Project manager
David Nguyen	IT System Architect
	Mobile Application Developer
Michael Thompson	Cybersecurity Specialist
	Cloud Solution Engineer
	Change management Consultant

3. Meeting Agenda
Topic	Owner	Time
Project Overview and Objectives
Roles and Responsibilities
Project Scope and Deliverables
Cyber security protocols
Cloud solution implementation plans
Q & A

4. Pre-work/Preparation (documents/handouts to bring, reading material, etc.)
Description	Prepared by
Initial project scope document
Cybersecurity protocol overview
IT systems and cloud integration plan

MEETING MINUTES

Meeting/Project Name:	Digital Shift
Date of Meeting: (MM/DD/YYYY)			Time:
Minutes Prepared By:			Location:
1. Meeting Objective
To introduce the digital shift project, and also define the roles and responsibilities, review the project scope, and outline the next steps.
2. Attendance at Meeting
Name		Department/Division		E-mail		Phone
		Project manager
David Nguyen		IT System Architect
		Mobile Application Developer
Michael Thompson		Cybersecurity Specialist
		Cloud Solution Engineer
		Change management Consultant
3. Agenda and Notes, Decisions, Issues
Topic					Owner		Time
Project overview and objective Discuss in: Introduced key project goals and overall objectives including the timelines.
Roles and Responsibilities Decision: Finalized the Roles and Responsibilities Assigned to the teams.
Project Scope and Deliverables. Discussion: Reviewed the project scope, ensuring alignment with business goals.					David Nguyen
4. Action Items
Action					Owner		Due Date
Revise cybersecurity risk assessment.					Michael Thompson
Provide a detailed project timeline.					David Nguyen
Share cloud solutions roadmap.

DigitalShift: A Comprehensive Digital Transformation Project at TechUpGrowth