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BSBADM504 Plan And Implement Administrative Systems

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Course Code: BSBADM504
University: Victoria University

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Country: Australia

Planning and implementing administrative systems at BizOps Enterprises
You receive an email from Chang Lin. Business Operations Manager.
Subject: Office software suite upgrade Hello.
In your role as the Senior Administrative Officer. I need you to plan and implement an upgrade of our office software suite.
I have included a detailed outline of the scope of the upgrade protect below. Please refer to the ‘Instructions to the candidate section that follows for a list of the tasks I require you to complete to implement this project.
Kind regards.
Chang Lin Business Operations Manager
You wiu need to access and read the following BaOps policies. procedures and templates: 
 •Purchasing resource acquisition policy
• Risk management procedures
• Risk management plan template
See the ‘Resources required’ section for how to access these documents. Complete the following tasks. Submit your responses in a collated report that addresses all of the tasks.
1. Research and report on the issues that the organisation may encounter it it does not go ahead with the upgrade.
2. The data provided in the project scope provides only a broad overview of the use of office suite software in day-to day DitOps administrative systems. Prepare a survey that could be used to assess the current requirements of all staff in using this suite of software and to determine what their future requirements may include.
3. Given the budgetary limitation and the three options that have been suggested by senior management, undertake some research to prepare preliminary expenditure budgets that will support the implementation of the three possible options. For each of these budgets. do the following:
• Document the underlying assumptions used in preparing the budget.
• Provide details of the sources of information used to prepare the budgets. It is expected that most of the pricing research will be conducted via the Internet so all URL should be referenced with a summary of information that was extracted from each site. 
Outline specific details on the software licensing requirements.
4. Prepare a report that appraises each of the options and makes a recommendation for a preferred option. 

The aim of the current project is to upgrade the office administrative software system of BizOps Enterprises which is a retail organization in Australia that has 150 running stores, seven warehouses and one head office. The stores together have 780 computer systems that need the installation of the upgraded version of the software OpenOffice. Currently, the company is using the open source version of the software which has a high cost of operations and training. The upgraded version would have additional features and friendly user interface (Hite & List, 2008). The software would be used by 930 people working in the company. However, the upgrade would need these people to be trained but the individual capacities of staff is not known. Thus, there is also a need to conduct a training needs analysis and identification of trainers from the company to meet those needs. The office suite currently used has Word processor used by 30% of employees, Excel spreadsheets used by 15%, database used by 8% and presentation module used by 4% of them. 30% of the 150 notebooks used by the employees are using OS-X software while remaining are running on the Windows operating system. Most OS-X systems are used by managers and the senior managers of the company (Liu, 2013).
The deliverables of the software upgrade project include:

Analysis of the open source software to identify needs for features for upgrade
Implementation of the upgraded software on all computers of the company
Training needs analysis for the new upgrade and identification of the guides for training employees
Provision of required training to employees on the use of the upgraded office suite software(Australian National University, 2004)

Option 1: Open Source Software 
The first option company has to keep using the open source software that it is using as the office suit for managing its word, presentation, and spreadsheet files. For this, the company would not need to do anything but continue to use the old software already implemented. However, this would expose the company to certain risks that have been discusses in this section.
If this option has to be chosen, it would be run with the following assumptions:

The existing open source software has all the features needed by the people to perform business functions
The company does not need new features in the software and is able to take care of all its processes with the OpenOffice without many issues
The employees are satisfied with the use of OpenOffice and performing well
The software is efficient enough to handle the work load if it is increased in the future
The employees using these tools are effective in handling them and are efficient in their work so as to not make any mistakes(Lacaster University, 2006)

Software licensing requirements
The company is already using the open source software so there would not be any additional requirement for procuring license for the OpenOffice usage. The company already has licenses for the given machines for which all the company needed was to install at the suite in individual PC after downloading it from an online source. In case the new machines are purchases by the company for additional employees in case the company scales up in near future, the software can again be downloaded from online sources to expand its reach (UC Santacruz, 2014).
The company is already using the open source software so there would not be any additional amount to be invested for implementation but it would require extensive trainings to be conducted to help new employees understand the system which can incur significant costs.
Advantage of using this strategy would be that the company would not need to make any changes and it would be on performing as it is already performing. This will save on any money that could otherwise be incurred in the licensing if a new software is required to be installed. Moreover, the people working in the organization are much familiar with the existing software and have gained competency to perform well over it (Blossom, et al., 2007).
Keeping the existing open source software would also have certain disadvantages in the long run as the company would lose on the opportunity to grow through the use of new applications and modify its business processes for improvement. Specific risks that the company is a likely to face in the case that no upgrading has been done on the software include:

There is no scope for improvement in the way the software would work which would affect the potential of the company in terms of scalability
Using an open source software with least features could also pose security risks and the company would face the threats that the software would be unprepared to deal with
The software may be incompatible with newer applications which would put limitations for the company in terms of the functions they can perform using the old software they are using(Etxeberria, et al., 2014)
Templates used by the company are getting obsolete and the software would not allow for creation of any new templates that could be needed for the improvement of processes and functions in terms of performance and speed of work
Cost of operations and training is high for employees due to the use of open source software as it is not very user friendly in its interfaces and functions which can consume more of profits of the company in the long run leaving it financially vulnerable.
The software needs the employees to access all the application from a single location and thus, they need to open the full suite even if they have to use only a single application from it which take time to load

Option 2: Proprietary Software 
The second option company has to get a license for a propriety software that provides advanced features for managing word, presentation, and spreadsheet files.
If this option has to be chosen, it would be run with the following assumptions:

The new proprietary software has all the improved features that would allow the employees to perform functions that were otherwise not possible with the open source office suite
The proprietary office software would be much faster and easier to learn and thus, would have less cost of training as compared to the Open Source suite(UC Santacruz, 2014)

Software licensing requirements
For the new software to be installed, a licence would be needed for each machine on which the software has to be run.  As the company is using 780 personal computers that are using the variety of software, the company would need that many licenses. Although, there are only 30% of the staff using word processors while a different number of them are using other suite, the full suite may still be taken as it comes with all the office features in most proprietary models. For instance, the Microsoft Office professional comes with all the three-office software at the price of $100 per PC licence (Englander, 2012).
As the upgrading would need installation of a new software that comes with licenses for each PC to be taken, the total cost of upgrading would be $78,000. Adding some more amount for the implementation and training costs, the total allotted budget could be $100,000.
The proprietary software would provide a number of benefits over the traditional used open office suit such as:

Proprietary software is much faster and has more features than the OpenOffice suite
With the use of proprietary office software, more polished documents and presentations can be created
It provides security features that allow users to take actions to prevent their data from getting exposed to hackers unlike the open source software that is more likely to face the security issues
Proprietary software is commercially supported and thus, they have dedicated resources for providing support to customers
Open source tools cannot be integrated as their outputs can be incompatible but with the use of the proprietary suite that comes with unified solutions, there exists a compatibility between word processor, spreadsheets and presentation so that they can be used seamlessly when data is copied from one application to another(Bhuta, et al., 2007)

There would be a few disadvantages of taking this approach to development and these include:

The cost of license would be there which would increase the initial implementation cost of the company IT infrastructure
The employees would not be familiar with the new system and thus, the system cannot be instantly used for operations unless they are properly trained on the new suite(FME, 2014).

Option 3: Combination of Open Source and Proprietary Software 
The third option company has to keep using the open source software for managing its word, presentation, and spreadsheet files but also install an upgraded version for advanced features to be added for the business. The company would need to purchase new licenses for the additional software installation while the od OpenOffice would continue to run as it is running in the company. Additional efforts would be needed for converting templates but data migration would not be mandatory as employees would be able to use both the suites based on their convenience.
If this option has to be chosen, it would be run with the following assumptions:

The open source suite would be needed as most files are already made over it
The people working in the organization would be provided with the desired training on the new system till then they would be using the old system
Implementation of the new suite would bring in productivity benefits by making it fast for the people to perform
The people working in the organisation need the features that are provided in the proprietary software as was found from the survey conducted on them

Software licensing requirements
For the new software to be installed, a licence would be needed for each machine on which the software has to be run.  As the company is using 780 personal computers that are using the variety of software, the company would need that many licenses. Although, there are only 30% of the staff using word processors while a different number of them are using other suite, the full suite may still be taken as it comes with all the office features in most proprietary models. For instance, the Microsoft Office professional comes with all the three-office software at the price of $100 per PC licence. The open office software would still need licenses for each machine but they would not cost anything extra to the company.
As the company would continue to use the old system and at the same time install the new, the old system would not cost anything but the installation of new system, data migration, and training would incur costs. Also, as the two systems would have to be integrated to get the best out of the infrastructure, additional cost would be incurred. The total budget for the installation of the proprietary software on 780 PCs, data migration from legacy application and integration of the legacy application files with the new system through template modification and conversion would need a budget of $115,000.
Advantage of using both the systems are:

The people would not be pushed to immediately start using the new system and those comfortable with old suite can continue to use it
The new system would bring in enhancement in the productivity
The company can go for a slow adoption of the new suite and migrate the system gradually

Disadvantages of using combined system of office suites can be:

As the people are already used to work on the old Open Office, in the case of given an option, they may resist to learn about the new software and continue to use the old one for their convenience
The focus of the employees would not be on a single software and thus, they would be making choices on when to use what software for their work which can create a mix of documents with incompatibility such that the consistency of operations would be hampered
The files produced using the two systems are needed to be comfortable for which work has to be done to make them convertible for other formats which would add an extra cost to the company

Survey on Current Requirements
A survey as conducted with the employees to understand their experience with current software, need for the new features, and need for their training. Following requirements were discovered in the process:

The old system does not have many templates that can be easy to make and use and thus, the people working in the company demand for additional templates availability in the system
There are no specific features or functionalities provided to protect the files which causes threat to the company which can face the security breach and thus, the employees seek security features to be added in the new software
The options for viewing documents are only few which may be added in the new software
The system has a single interface to open all the applications of the office but as only a few of the employees may be using a single application, it would be better to have a facility to open them separately so that people who want to use specific applications do not need too access the whole suite but only use the desired application
Creation of diagrams is not easy and advanced features that make diagramming easy may be desired
The software does not have any in-built feature for checking of grammar on word processor which is needed by the users to ensure that their documents are grammar error free. In the open source software, additional add-in had to be installed about which some people may not be aware and thus, may not use. If the system already had the feature built in then it would be more convenient for the employees
Getting support for fixing bugs or resolving any appearing problems is very difficult with the open source software as it depends on the community such that only when the problem identified is widespread will the developers in the community help. If individual help is needed, the people have to communicate over community forums to seek help which may not be possible for all the employees and thus, only those with good knowledge of technology are depended upon by others to resolve issues.
For marketing operations, some of the staff needs to create invitation cars and brochures that cannot be made on the Open Office and thus, additional third-party software is used by them. If the office suit itself provided features for creation of such marketing documents, it would become easy for the people to come up with such documents without the need of investing in additional software.
The software does not have the publishing feature and thus, the files made are only stored locally. To be able to share them online or publish them, a manual process is required to be used which takes extra efforts. Some of the employees are in the favour of having a publishing feature built into the office suite to resolve this problem
The staff is facing a number of glitches and system crashes while using the OpenOffice with data recovery not working properly such that they end up losing the time as well as files many times
Files that are created in the OpenOffice may not open in other application is the care is not taken to ensure that right format and extension is being used. As most of the recipients from other companies are using Microsoft office, they are unable to open the files sent by the company employees leading the coordination problems. Thus, every time the user has to convert the file and take care of using appropriate extension before sending any file outside the company.
Open source software has incremental nature of development and thus, many latest features may not already be installed as they have to be kept track of by the user who would be responsible for the installation of fixes and upgrades. The staff needs a software which takes care of upgrading itself without the need for the employee to keep track of upgrading needs

Recommendations: Selected option
Avoiding upgrading which is the first option can lead to several risks in the long run for the company which would affect its growth such that the need for upgrade is realized and thus, the option is not chosen. The second option requires implementation of the new proprietary system from Microsoft Office that would have all the needed functionalities it additional features needed for the company use. This software installation would need additional investment but would also bring long term benefits. In the third option, the new software can be implementation as well as the old software can be retained such that employees have the freedom to use both. However, this can ad to the confusion and resistance in employees to learn the new software. Document incompatibilities and loss of consistency in operations would become a major concern for the company. Moreover, it would have the company invest extra in data migration and conversion of documents between two suits for brining consistency. Thus, this option is not recommended. The second option of installation of the proprietary office suite from Microsoft ware has been recommended here (PDA, 2007).
The new software would require licenses to be taken for each machine in which the software is needed to be installed. In the current company, there are 780 PCs on which the software would be selectively used with desired applications and thus, all these PCs would need to take the licenses. The cost of installation, migration from legacy systems, and training would be extra. Thus, the total budget to be allotted for the project would be $100,000. The exact quotation for the chosen suite for implementation has been provided below:




Total cost

Microsoft Professional Office License








Data Migration












Implementation: Timeline
The project would require licenses to be procured, DVDs of the software to be delivered by Microsoft in each office location, installation of the software at the premise, and training of the employees in each of the office on the suite. Assuming that the decision of upgrading the software with Microsoft Professional suit is taken by 7th Nov 2018, the project would take 3 months to execute such that the whole process would be completed by 6th Feb 2019. The project would be executed along the following milestones:

Project Task

Milestone Date

Vendor selection

10th Nov 2018

Order placement

15th Nov 2018

Delivery of DVDs to warehouses & head office

25th Nov 2018

Delivery of DVDs to 50 stores

20th Dec 2018

Delivery of DVDs to 50 stores

31st Dec 2018

Delivery of DVDs to 50 stores

10th Jan 2019

Installation of software

25th Jan 2019

Training to employees on each location

5th Feb 2019

Consulting Strategy: Training Plan
The employees of the company would have to be trained on the use of the new software suite that include Microsoft Office Word, PowerPoint, and Excel. For this, the trainers would be called from outside such that a full day training session would be conducted in each city where the company is operating its stores. All the employees working in different stores within a city would be called to take these sessions to learn about how to use the Microsoft office. Along with the training, these employees would be provided with the guides to refer to later when they are working. Leaders would be assigned to each office involving people who are best able to learn the new software to guide others when using the software. The training program would have only the basic training covered for all employees except for those using them extensively who would be provide with additional information on advanced features of the software based on their profile. The training program would include the following training topics:

Microsoft Word

Getting started
Editing word
Formatting documents
Adding tables
Adding diagrams
Managing lists
Controlling page appearance
Proofing documents
Customizing environment

Microsoft PowerPoint

Getting started
Creating slides
Working with graphs
Using transition and animation
Using PowerPoint show
Customizing environment

Microsoft Excel

Getting started
Working with cells
Basic menu features
Adding tables
Adding charts
Editing and manipulating data
Customizing environment

Project Risk Management






Loss of email access for a few days




The company can provide a web-based email access option to its employees through which they can still be using the service to take care of the new emails through their mobile devices as the machines would not be available. Alternatively, employees can be allowed to use their personal email services for the work till the time, the new system gets live.

Obsoleting of the current office templates




The company have to make new templates using the new software and thus, some people can be trained on how to create new templates on new software and maybe deployed to do the conversion of all the old templates to new ones before the old software can be discarded.

Reduction in staff efficiency during upgrading




During the upgrading, the staff would not be able to use their computers which would affect their productivity. To counter that company can plan to use the old manual processes for the time installation is going on

Downtime of systems during upgrade of 8 hours




The downtime of the system cannot be avoided and thus, installation that can cause downtime may be planned on the weekends and at night after the office hours so that minimum disruption to work is caused (Force Management, 2013).

Key Performance Indicators
Following performance indicators can be used to achieve success on the upgrading project:

The development team must adhere to the planned schedule without fail so that migration and upgrading can be completed on time without affecting productivity much
Training of the employees on the new system has to be efficient failing which the employees would be resistant to use the new software and the company would not be able to take the benefit of upgrading(Lacaster University, 2006)
Commitment is needed from the top management so that the project progresses smoothly and all desired approvals are taken on time. Any issues arising on the project would get resolved fast if the support it provided by the top management of the company(FME, 2014)
Some project related performance measures can be taken to ensure that it is performing as desired. These include

Planned value: This would record the planned cost and schedule values. Planned value in term of schedule would measure the percentage o task completed at given milestone as compared to the whole plan
Actual cost: This would record actual cost that is incurred on project
Cost Variance would measure variance between the planned and actual cost. The aim is to not have this variance and ensure that the actual cost is close to the planned
Cost performance index would indicate how the project performed in terms of cost as compared to the planned budget
Schedule performance index would indicate if the team was able to adhere to the schedule defined in the project plan. Any variation from the desired should would reflect the lower performance index.
Planned versus actual hours would record the variance in the schedule compared to planned schedule to identify how many hours are used extra than planned
Overdue tasks would be recorded as compared to the plan such that that if any any task is remained to be completed at the end of the milestone date then it would be an overdue(PMI, 2015)

These KPIs can be measured throughout the project to identify if there are any undesired variations in cost, schedule or project development and the appropriate measure can then be taken to ensure that the project progress is sufficiently controlled. It is only with this control can the project be made truly successful and thus, monitoring of the project with the use of these KPIs can be very useful for the company to ensure that the project performed as desired (Australian National University, 2004).
The report discussed the case of BizOps store that is planning to upgrade its office systems that are running with OpenOffice suite. Three options were explored that can be selected including no change in software, upgrading by installation of Microsoft Office professional and installation of the same with retention of the old software. It was found that installation of the new software and discarding of the old would be the most beneficial for the company and thus, has been recommend. For this, the company has to acquire licenses for all the company machines to install the software in the system and invest into data migration, installation and training of employs on the new software. The project would take three months to complete after which the employees of the company can start using the new system. A training plan as made for the employs to learn the new software before it is used actually for the work so that high productivity can be guaranteed. Some key performance indicators were identified that included training potential, commitment from the top management, adherence to schedule and specific indicators of project management including cost variance, schedule performance index, and cost performance index.
Australian National University, 2004. Procedure: Project management, s.l.: Australian National University.
Bhuta, J., Mattmann, C. A., Medvidovic, N. & Boehm, B., 2007. A Framework for the Assessment and Selection of Software Components and Connectors in COTS-based Architectures, s.l.: California Institute of Technology.
Blossom, A., Gebhard, D., Emelander, S. & Meyer, R., 2007. Software Requirements Specification (SRS) Book E-Commerce System (BECS), s.l.: CSE.
Englander, I., 2012. The architecture of computer hardware, system software, and networking, s.l.: John Wiley & Sons, Inc..
Etxeberria, L., Trubiani, C., Cortellessa, V. & Sagardui?, G., 2014. Performance-based Selection of Software and Hardware Features under Parameter Uncertainty, s.l.: Gran Sasso Science Institute.
FME, 2014. Project Human Resources Management, s.l.: FME.
Force Management, 2013. Overcoming Project Failure, s.l.: Force Management.
Lacaster University, 2006. Case Study of Successful Complex IT Projects, s.l.: THE BRITISH COMPUTER SOCIETY .
Liu, F., 2013. Rutherford Library Renovation Project Plan, s.l.: University of Alberta Library.
PDA, 2007. Project Management: Project Justification and Planning. 1st: Scottish Qualifications Authority .
PMI, 2015. Capturing the Value of PROJECT MANAGEMENT, s.l.: PMI.
The Saylor Foundation , 2014. Project Management from Simple to Complex, s.l.: The Saylor Foundation .
UC Santacruz, 2014. ITS Project Management Methodology: Information Technology Services Project Management Group, s.l.: UC Santacruz.

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