Group Assignment Cover Sheet
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Group Submission Declaration |
Integrity Declaration We have read and understand academic integrity policies and practices and our assessment does not violate these.
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Executive Summary
TechUpGrowth’s DigitalShift is an 18-month-long project that focuses on the change in processes, customers, and technology within the organization. With a preliminary investment of $10 million, the project comprises of adopting an ERP system, creating a customer relations mobile application, enhancing the organization’s cybersecurity, and cloud technologies transition, and educating the firm’s employees on innovation. For project management, the given project will be run under the usage of Agile procedures to ensure constant adaptability to various changes in the course of the project’s completing stages. This paper shows how the project will be addressed in integration, scope, schedule, cost, resources, and risk areas to achieve the intended plan of the project.
Table of Contents
Part 1: Project Integration Management 5
Task 1: Business Case for Project Name 5
Task 2: Project Charter for the DigitalShift Project 9
Part 2: Project Scope Management 11
Task 3 An Initial Scope Management 11
Task 4: Work Breakdown Structure (WBS) 13
Part 3: Project Schedule Management 17
Task 5: Gantt Chart for WBS and Identifying Milestones 17
Part 4: Project Cost and Quality Management 18
Business case financial analysis 18
Part 5: Project Resource Management 19
Part 6: Project Risk Management 21
Task 8: Create a Risk Register 21
Task 9: Probability/Impact Matrix 24
4. Pre-work/Preparation (documents/handouts to bring, reading material, etc.) 31
3. Agenda and Notes, Decisions, Issues 32
5. Next Meeting (if applicable) 32
Introduction
DigitalShift is a strategic project for the growth of TechUpGrowth as part of the company’s digital transformation in a saturated technological market. The project will increase the efficiency of internal and client operations, and strengthen cybersecurity measures. Due to advanced technological advancement and increased customer demands, TechUpGrowth seeks to adopt a sound ERP system, have a mobile application for handling customers, partially outsource some operations, and out-rightly adopt vigorous cybersecurity measures. Moreover, employees will get to learn the new systems further putting the aspect of change and improvement into practice.
This project management report contains project integration, scope, schedule, cost, resource, and risk management strategic plan. To achieve this, the Agile methodology shall be adopted to improve the project’s flexibility, incrementalism, and assessable make it responsive to business needs.
Part 1: Project Integration Management
Task 1: Business Case for Project Name
Date
Project Name:
TechUpGrowth is a mid-sized technology company aiming at improving operations and positioning in the new environment due to the constant advances in technologies. Customer relations management has been supported by the DigitalShift project, a strategic program launched by the company to solve the primary concerns in terms of operations and customers’ experiences. Organizational activities covered are the adoption of an integrated system, application development, increase in security, system conversion, and staff education. These initiatives will help the company to set the course towards sustainable growth and innovation. |
2.0 Business Objective The DigitalShift project aims to:
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3.0 Current Situation and Problem/Opportunity Statement Currently, TechUpGrowth has some issues related to lack of integrated technological systems across the organization, which ultimately result in time consuming processes and lack of insight. Further, the current interaction points of the company with their customers are not as efficient, giving poor users experience. That is why the DigitalShift project proposed here is the opportunity to use best practices to develop and introduce the wide-scope digital transformation strategy. The implementation of ERP, Cloud, Cyber Security will help TechUpGrowth to reduce complexity, enhance customer satisfaction, and protect from threats, respectively. |
4.0 Critical Assumptions and Constraints Assumptions:
Constraints:
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5.0 Analysis of Options and Recommendation Option 1: Stick to the current architectures with a little modification to the present systems. This would give less improvements at a gradual rate which might not be adequate to meet the company’s fundamental requirements for the future. Option 2: Introduce the DigitalShift project to modernize the main systems and introduce the innovative technologies that are necessary for business. This choice gives an integrated answer to all numerous problems of the company in terms of internal effectiveness and external customer services. Recommendation: Accordingly, Option 2 can be stated to be more recommended than Option 1 since it is a long-lasting solution to the various operational and customer challenges facing the company. |
6.0 Preliminary Project Requirements Adopting an ERP system should be put into practice as a means of harmonizing internal operations. Design and implement an application that will be used by the customer. The organization should improve the level of protection of information by enhancing cybersecurity. Some small to medium operations that have not been migrated to the cloud yet are to be migrated. Facilitates training programs that would enable the employees to understand the new systems or technologies. |
7.0 Budget Estimate and Financial Analysis The total budget for the DigitalShift project is estimated at $10 million, allocated as follows: ERP system implementation costs $4 million. It will cost $2 million to develop a mobile app. $1.5 million for cybersecurity investment. The estimated amount is a whopping $ 1 million for mere migration to cloud-based services. $1.5 million is required for managing training and organizational change. |
8.0 Schedule Estimate The project will take 18 months to complete, divided into the following phases: Initiation (Months 1-2): Identify what is in and out of the project and form the project team. Planning (Months 3-6): Identify specific activities with specific goals and objectives and provide schedule and resource usage (Putra, Rahayu, & Putri, 2021, p. 226(5)). Execution (Months 7-12): Carry out the ERP system, create the mobile application, improve security, and transfer to the cloud. Monitoring and Controlling (Months 13-15): Evaluating project status and outcome of the system. Closing (Months 16-18): Complete project activities and either provide or arrange for personnel training. |
9.0 Potential Risks Problems encountered with the integration of the various systems with the ERP System. Other risks arise from questions related to cybersecurity as threats evolve continually. Technological change by organizations leads to resistance from employees. Technical factors which might lead to the breach of the projected budget. |
10.0 Exhibits Exhibit A: Financial Analysis
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Task 2: Project Charter for the DigitalShift Project
Date
Project Title: DigitalShift |
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Project Start Date: 6 October 2024 Projected Finish Date: 6 April 2026 |
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Budget Information: $10 million allocated for ERP, mobile application, cybersecurity, cloud migration, and employee training. |
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Project Manager: Name - Sarah Johnson Phone - +563 764-6534 e-mail - arah.johnson@techupgrowth.com |
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Project Objectives: The DigitalShift project aims to drive TechUpGrowth’s digital transformation by: ERP system deployment for the improvement of internal business processes. To enable the creation of a mobile application for nurturing loyalty among the firm’s customers. Improving cybersecurity will guard the company’s information and systems against threats. Making the ‘hot’ operations highly available as a mechanism for scaling and flexibility. Socialization on changes in technology to make certain that all employees embrace the change competently. |
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Success Criteria: The ERP system is now in place and working, with at least 20% enhancement of internal business processes. The mobile application is positively accepted by the user base, and they report favorable experiences to developers in their free user feedback and surveys containing at least 80% positive feedback (Ryzhakova, et al, 2022, p.21(4)). Likewise, there are no major cyber security threats reported after the implementation of novel ICT strategy. The migration to the cloud is done without it having to interfere with the normal day operations. Training assessment is used as a tool that shows how effectively employees are using the new systems. |
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Approach: Flexibility will be achieved through the use of Agile methodology throughout the entire course of the project. There will be initiation, planning, execution, monitoring and control, and closing phases that will make up the project. This way, project task, and team progress feedback will enable the project to be flexible should emerging issues or options be observed. |
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Roles and Responsibilities |
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Name and Signature |
Role |
Position |
Contact Information |
Sarah Johnson |
Project Manager |
Group Leader |
sarah.johnson@techupgrowth.com |
Liam Peterson |
IT Systems Architect |
Technical Lead |
liam.peterson@techupgrowth.com |
Daniel Harris |
Cybersecurity Specialist |
Security Lead |
daniel.harris@techupgrowth.com |
Emily Brown |
Cloud Solutions Engineer |
Cloud Architect |
emily.brown@techupgrowth.com |
Olivia Martin |
Mobile App Developer |
App Developer |
olivia.martin@techupgrowth.com |
Comments: |
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Part 2: Project Scope Management
Task 3 An Initial Scope Management
Project Title: DigitalShift Date: 6 October 2024 Prepared by: Sarah Johnson (Project Manager) |
Project Justification:
The DigitalShift project is vital to TechUpGrowth as it would help the organization adapt to the current volatile and dynamic technological environment. That is most of the existing systems are archaic and are not fully integrated, which causes a lot of problems, not to mention adverse customer experience. The adoption of a new ERP system, the creation of a Mobile Application, The improvement of cybersecurity, and the business transition to the cloud will therefore improve the in-depth technological structure of TechUpGrowth sufficiently enough to guarantee growth and market satisfaction. This digital completes the vision statement of adopting innovative technologies through carrying out efficient business. |
Product Characteristics and Requirements:
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Product User Acceptance Criteria: ERP System: Must show an improvement of internal efficiency by at least 20 percent. Mobile Application: The new product must be well received by 80% of the users within the first three months of its release into the market. Cybersecurity: When putting into use this system, no major risks should be found or exposed. Cloud Migration: This would require that migration is done in a way that does not interfere greatly with normal working activities. Employee Training: The effectiveness of the new systems must be measured by post-training tests to ensure that employees can operate the tools.
Summary of Project Deliverables Project management-related deliverables:
Product-related deliverables: Analysed ERP system that would complement other internal activities and processes. The integrated customer-facing mobile application has been produced and implemented. Cyber security measures enhanced and on full effectiveness. Core business processes supported by cloud solutions are executed at the company today. All employees are trained and fully conversant with new systems, and all training programs are completed. |
Task 4: Work Breakdown Structure (WBS)
A work breakdown structure (WBS) is used to decompose a project down into manageable activities so that the project activities can be organized effectively planned and controlled.
WBS Outline:
Initiation Phase
1.1 Define project scope
1.2 Assemble project team
1.3 Technology assessment
Planning Phase
2.1 Develop a detailed project plan
2.2 Conduct risk assessment
2.3 Allocate resources
2.4 Engage stakeholders
Execution Phase
3.1 ERP System Implementation
3.1.1 Select ERP software
3.1.2 System integration with existing infrastructure
3.1.3 Testing and debugging
3.2 Mobile Application Development
3.2.1 Requirements gathering
3.2.2 UI/UX design
3.2.3 Coding and development
3.2.4 Testing and Deployment
3.3 Cybersecurity Upgrades
3.3.1 Risk analysis
3.3.2 Implementation of security measures
3.3.3 Regular vulnerability assessments
3.4 Cloud Migration
3.4.1 Infrastructure assessment
3.4.2 Data migration
3.4.3 Cloud integration
3.5 Employee Training
3.5.1 Develop training materials
3.5.2 Conduct training sessions
Monitoring and Controlling Phase
4.1 Progress assessment
4.2 System performance monitoring
4.3 Issue resolution
Closing Phase
5.1 Final testing and quality assurance
5.2 Employee Training Completion
5.3 Project documentation and reporting
5.4 Post-implementation review
project Name: Digital Shift
WBS Item Number: 1.1
WBS Item Name: Define Project Scope
Description: With the objectives specified, the output required of the project manager defined, restrictions and assumptions of a project defined, it is easier to have a working understanding of what is expected of you once you take up the position of a project manager and what one should expect from you (Stone, & Zhang, 2021, p.149(3)).
WBS Item Name: Assemble Project Team
Description: Arrange the people relating to the project, distributing responsibilities based on the best fit to the job to maximize the efficiency of the project.
WBS Item Number: 2.1
WBS Item Name: Develop Detailed Project Plan
Description: Make certain that you develop and keep records of the stakeholder management plan, project schedule, resources management plan as well as the communication plan that has descriptions of each phase in the project.
WBS Item Number: 3.1.1
WBS Item Name: Software Selection
Description: Production of a literature review of the current market ERP software and subsequent selection of suitable software that will have the best compatibility with the company’s other software as well as provide for future growth.
WBS Item Number: 3.2.3
WBS Item Name: Coding and Development
Description: Write the real code of the mobile application that should mimic the look and operations defined during the conceptualization stage (Gemino, Horner Reich, &, 2021, p. 165(3)).
WBS Item Number: 3.3.2
WBS Item Name: Measures of Security Implementation
Description: Acquire security measures for the company information involving firewalls, encryptions besides passwords and security codes.
WBS Item Number: 5.3
WBS Item Name: Writing of project documents and production of project reports
Description: Contain the last technical report, other paperings, last financial report, etc. after the finished project. Prepare a report for the consideration of the stakeholders in which it’s necessary to reveal the findings from the project and lessons learned on the implementation of the project.
Part 3: Project Schedule Management
Task 5: Gantt Chart for WBS and Identifying Milestones
Below is the Gantt chart showing the expected period for every phase of the digital shift. It illustrates what activities are to be performed, which activities depend on others, and how long any activity will take. The project is scheduled to last 18 months, from October 2024 to April 2026, with the following major phases: This framework comprises of following phases Initiation, Planning, Execution and Monitoring & controlling and Closing phase (Brower, et al, 2021, 5(3)).
Figure 1 Gantt chart
Part 4: Project Cost and Quality Management
The DigitalShift project is with a budget of $10 Million, which is divided among processes like the implementation of an ERP system, fabrication of a mobile application, enhancing overall cybersecurity, moving to a cloud-based system, and educating the employees after starting the project. Below is the detailed cost breakdown:
Task 6: Cost Estimation
Figure 2 cost estimate
Business case financial analysis
Figure 3 Financial analysis
Figure 4 payback period
Part 5: Project Resource Management
Task 7: Responsibility Assignment Matrix (RACI Chart) for the WBS
The RACI chart defines the lame responsibilities of all the members of the DigitalShift project in performing the defined tasks. The RACI model assigns each task with one or more of the following roles:
R: Accountable – The individual who is held responsible and accountable for the performance of the task.
A: Responsible – The party who has the day-to-day responsibility of making sure the task is accomplished.
C: Advisor – The person or position seeking advice on the undertaking.
I: Informed – The person or role ensures that task progress is being made known.
RACI MATRIX |
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PROJECT DETAILS |
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PROJECT No: |
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DATE: |
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FULL PROJECT NAME: |
Digital Shift Project |
PROJECT MANAGER: |
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Table 1 RACI Matrix
Task/Activity |
Project Manager |
IT Architect |
Cybersecurity Specialist |
Cloud Engineer |
Mobile App Developer |
Change Management Consultant |
Develop Project Charter |
A |
R |
C |
I |
I |
C |
Create Technology Assessment |
I |
A |
R |
I |
I |
C |
Define Project Scope |
A |
R |
I |
I |
I |
C |
Develop Project Schedule |
A |
R |
I |
C |
I |
I |
Create Gantt Chart |
A |
R |
I |
C |
I |
I |
Conduct Risk Assessment |
C |
I |
A |
I |
I |
R |
Implement ERP System |
I |
A |
C |
I |
R |
I |
Develop Mobile Application |
I |
C |
I |
I |
A |
I |
Migrate to Cloud |
I |
C |
R |
A |
I |
I |
Conduct User Training |
C |
I |
I |
I |
I |
A |
Perform Final Testing |
I |
I |
R |
I |
C |
A |
Project Closure |
A |
I |
C |
I |
I |
R |
Part 6: Project Risk Management
Task 8: Create a Risk Register
Table 2 Risk register
ID No . |
Rank |
Risk |
Description |
Category |
Root Cause |
Triggers |
Potential Responses |
Risk Owner |
Probability |
Impact |
Status |
1 |
High |
Scope Creep |
Uncontrolled expansion of project scope |
Scope |
Poorly defined project requirements |
Changes in stakeholder expectations |
Implement formal change control process |
Olivia |
High |
High |
Open |
2 |
High |
Data Breach |
Cybersecurity breach exposing sensitive data |
Security |
Insufficient cybersecurity measures |
Unusual network activity |
Upgrade cybersecurity measures and conduct regular vulnerability testing |
David |
Medium |
High |
Open |
3 |
Medium |
Resistance to Change |
Employees resist adopting new technologies |
Change Management |
Lack of communication and training |
Low adoption rate of new systems |
Provide thorough training and clear communication |
Sarah |
Medium |
Medium |
Open |
4 |
Medium |
Mobile App Development Delay |
Delay in developing and launching the mobile application |
Schedule |
Development complexities |
Missed development milestones |
Adopt Agile development practices and monitor progress regularly |
James |
Medium |
Medium |
Open |
5 |
Medium |
Cloud Migration Failure |
Technical issues during migration to cloud solutions |
Technical |
Compatibility issues with existing systems |
Service outages |
Conduct thorough testing prior to migration and have a backup plan |
Emily |
Low |
High |
Open |
6 |
Medium |
Budget Overruns |
Exceeding the allocated budget for the project |
Financial |
Inaccurate cost estimates |
Unexpected expenses |
Conduct regular budget reviews and adjust estimates as necessary |
Mark |
Medium |
High |
Open |
7 |
Low |
Stakeholder Disengagement |
Key stakeholders not involved or engaged in the project |
Engagement |
Lack of communication |
Low participation in meetings |
Increase communication efforts and involve stakeholders in decision-making |
Laura |
Low |
Medium |
Open |
Task 9: Probability/Impact Matrix
The Probability/Impact Matrix is a tool used to visualize and prioritize risks based on their likelihood of occurrence (probability) and the potential impact on the project if they occur.
Table 3 probability impact matrix
Probability |
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High Impact |
High |
Risk 1 |
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Risk 2 |
Medium |
Risk 3 |
Risk 4 |
Risk 6 |
Low |
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Risk 5 |
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Low Probability |
Medium Probability |
High Probability |
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Impact |
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Risk Management Strategy
To mitigate the identified risks:
Scope Creep: Formally introduce managed change control to ensure that the changes are effectively dealt with and the effects on the stakeholders highlighted.
Data Breach: It is vital to refresh the safety measures to protect the data against unauthorized access.
Resistance to Change: Concentrate on how to communicate and train the employees to get their acceptance.
Mobile App Development Delay: Implement Agile to keep flexibility and means to have constant checks on the extent of the project’s progress.
Cloud Migration Failure: Proceed with the compatibility testing to the extent that is practical, and make sure you have some sort of ‘go-back’ plan for when migrating.
Overall Summary
To recognize, the DigitalShift project forms a huge digital transformational program to uplift the TechUpGrowth firm’s operations, customer relations, and cyber protection mechanisms. As a result, the company has set up its total project budget at $10 million to tackle some of the main issues the company has to face in the fast-developing technosphere of the modern world.
Throughout the report, several key aspects have been outlined to ensure the project's success:
Project Integration Management: The necessary business analysis of the project was conducted to create the necessary business case and the project charter with clear goals, scopes, and limitations of the project. The use of Agile will be implemented to ensure that the project can be easily modified along the way as the project continues to move on.
Project Scope Management: A preliminary scope management plan has been created and documents the identification of the first-term deliverables, which includes; the procurement of an ERP system, a mobile application, enhancing cybersecurity, moving data to the cloud, and training. The task dependencies are easy to identify in the Work Breakdown Structure (WBS).
Project Schedule Management: The detailed Gantt chart was developed showing the timeline of the project and providing direction on the several milestones regarding the accomplishment of each phase of the project. They are project scope completion, project planning, ERP integration, the launch of a mobile application, and final testing.
Project Cost and Quality Management: Budget splitting was initiated in the course of cost estimation, thereby making provisions for proper funding for all the details of the project. That is why the financial evaluation showed that the projected rate of return is 30%, and the payback period is only 2.6 years – this proves the economic feasibility of the project. Quality management plans were proposed to enhance quality throughout the phases of the project.
Project Resource Management: A RACI Chart which stands for Responsibility Assignment Matrix was also created to improve the awareness of roles and responsibilities in the project team.
Project Risk Management: The risk register prepared comprised of major risks; their consequences and control measures. Probability/Impact Matrix helped to rank these risks and identify critical areas that could influence the project's decreased chances of success.
Therefore, the DigitalShift project is in a good position to give much boost to operational efficiency and customer satisfaction to TechUpGrowth. Therefore, the goal of the project is to achieve significant improvements in the organization’s performance based on the conceptualisation and effective, efficient use of technologies in response to threats and opportunities, as well as the achievement of the organizational goals and objectives.
References
Brower, H.H., Nicklas, B.J., Nader, M.A., Trost, L.M. & Miller, D.P., 2021. Creating effective academic research teams: Two tools borrowed from business practice. Journal of Clinical and Translational Science, 5(1), p.1-5, https://www.cambridge.org/core/services/aop-cambridge-core/content/view/712C5C2C7757C1D427B24D190785CB1E/S2059866120005531a.pdf/creating-effective-academic-research-teams-two-tools-borrowed-from-business-practice.pdf
Diem, G., 2021. Agile and traditional project management: comparing agile, traditional and hybrid project management practices (Doctoral dissertation, Heriot-Watt University), pp. 1-326, https://www.ros.hw.ac.uk/bitstream/handle/10399/4425/DiemG_0921_ebsSS.pdf?sequence=1&isAllowed=y
Gemino, A., Horner Reich, B. & Serrador, P.M., 2021. Agile, traditional, and hybrid approaches to project success: is hybrid a poor second choice?. Project management journal, 52(2), pp.161-175, https://www.researchgate.net/profile/Pedro-Serrador/publication/347628803_Agile_Traditional_and_Hybrid_Approaches_to_Project_Success_Is_Hybrid_a_Poor_Second_Choice/links/62b346061010dc02cc539108/Agile-Traditional-and-Hybrid-Approaches-to-Project-Success-Is-Hybrid-a-Poor-Second-Choice.pdf
Kenge, R. & Khan, Z., 2020. A research study on the ERP system implementation and current trends in ERP. Shanlax International Journal of Management, 8(2), pp.34-39, https://www.academia.edu/download/70845367/2882.pdf
Putra, D.G., Rahayu, R. & Putri, A., 2021. The influence of Enterprise Resource Planning (ERP) implementation system on company performance mediated by organizational capabilities. Journal of Accounting and Investment, 22(2), pp.221-241, https://www.researchgate.net/profile/Rita-Rahayu-3/publication/349435558_The_Influence_of_Enterprise_Resource_Planning_ERP_Implementation_System_on_Company_Performance_Mediated_by_Organizational_Capabilities/links/606253c4458515e8347d822c/The-Influence-of-Enterprise-Resource-Planning-ERP-Implementation-System-on-Company-Performance-Mediated-by-Organizational-Capabilities.pdf
Ryzhakova, G., Malykhina, O., Pokolenko, V., Rubtsova, O., Homenko, O., Nesterenko, I. & Honcharenko, T., 2022. Construction project management with digital twin information system. International Journal of Emerging Technology and Advanced Engineering, 12(10), pp.19-28, https://www.researchgate.net/profile/Tetyana-Honcharenko/publication/364099845_Construction_Project_Management_with_Digital_Twin_Information_System/links/636b69802f4bca7fd046bb5b/Construction-Project-Management-with-Digital-Twin-Information-System.pdf
Stone, A.R. & Zhang, X., 2021. Understanding success factors for ERP implementation: An integration of literature and experience. Issues in Information Systems, 22(2), pp.146-156, https://www.iacis.org/iis/2021/2_iis_2021_150-161.pdf
Appendix
MEETING AGENDA
Meeting/Project Name: |
DigitalShift Kick-off |
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Date of Meeting: (MM/DD/YYYY) |
08/06/2024 |
Time: |
10:00 AM |
Meeting Facilitator: |
Olivia, Project Manager |
Location: |
TechUpGrowth Headquarters, Conference Room A |
1. Meeting Objective |
To formally initiate the DigitalShift project and discuss the project's scope, objectives, and responsibilities. |
4. Pre-work/Preparation (documents/handouts to bring, reading material, etc.) |
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Description |
Prepared by |
Project Charter |
Olivia |
Technology Assessment Report |
Beatrice |
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MEETING MINUTES
