PLAN AND IMPLEMENT ADMINISTRATIVE SYSTEMS

Posted on June 2, 2023 by Cheapest Assignment

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GEOG-459 Energy Policy Brief

Introduction

Organizational decision-making is based on the evidence of the organizational data. Therefore, organizations need to be aware of the fact that how frequently they are keeping important data sets and updating those data sets. According to Dinh, Lee, Niyato & Wang (2013), it is very much important for business organizations to have a business-related data set that can help them to make new and innovative decisions to enhance the overall business process. Along with that, the proper business-related data sets also provide the organization with a glimpse of its internal and external strengths and weaknesses factors.

The main aim of this study is to evaluate the importance of the administrative system for Atlassian that can help them to keep their records.

Administrative system project

Atlassian deals with an ample amount of data that is related to their different business-related functionalities. Earlier the organization used the traditional database system to maintain the entire process. However, the management has recognized the requirement for an online solution. Therefore, the management has decided to implement cloud-based solutions that can help the organization keep a proper record of all the organization-related data sets. This particular system may help the organization in the future if they enhance its operations and employee strength.

Along with that, as the cloud solutions can be accessed from anywhere, therefore it can enhance the mode of operations for the employees, as they would be able to have access to the cloud platform if they are not in the workplace. In addition to that, there is another benefit of the cloud-based system. According to Rittinghouse & Ransome (2016), that is the flexibility regarding the storage space. The organization may increase or decrease the storage as per their usage. Therefore, it also saves an ample amount of funds for the organization. Based on these certain benefits the management of the organization has decided to shift from the traditional database system to the cloud-based solutions.

BUSINESS MODEL

Requirement of the system

After having a proper discussion with the users and the different stakeholders, the management of the organization comes to a certain decision regarding the requirements of the new administrative system. According to Fernando, Loke & Rahayu (2013), one thing that the organization has taken into their account is the size of the system. As it is said earlier, the cloud solution is flexible with its storage space, therefore the organization may alter it as per their usage requirements. In addition to that, the management has decided to implement one main server and multiple client servers for all the employees so that they can use the entire solution properly. This particular system is an online solution and it works with the proper internet connection.

This system ensures the proper backup of the data set along with its safety and privacy (Li, Yu, Zheng, Ren & Lou, 2013). In addition to that, it is also able to hold a huge amount of organizational data. However, there can be some issues with the usage of the system. Technically challenged employees may face certain issues while using the system. However, people with proper technical expertise may not face issues with it. The storage space along with the different security measures of the system is the best feature of the system. When it comes to the requirement of the system, the organization needs to provide internet activity all day throughout their different departments. However, the cost is a factor for the system. Still, it is based on the vendors and the amount of storage space that is required by the organization. Along with that, the organization may use another solution such as Microsoft office365 that may deal with the data sets (Kerzner, 2013). However, it has some issues regarding its usage process, therefore the organization has decided to use cloud-based solutions.

Quotations from the suppliers

As the organization is planning to implement the cloud-based system, therefore the management has asked different suppliers to design quotations that can derive them with the particular requirements for the system. The organization has received two quotations from two different suppliers. These are described below.

Effective Business Communication

Quotation from Supplier 1:

Quantity Description Unit price Delivery date
Processors It makes the entire system enabled with the feature of virtualization. $200 25th November
Ethernet network equipment It helps the organization to deal with a large amount of data transfer. $480 24th November
Virtual infrastructure manager This can derive the need of the organization along with the resources. $350 24th November
  Total $1,030  

Table 1: Quotation from Supplier 1

(Source: Created by self)

Quotation from Supplier 2:

Quantity Description Unit price Delivery date
Processors It makes the entire system enabled with the feature of virtualization. $180 20th November
Ethernet network equipment It helps the organization to deal with a large amount of data transfer. $500 22nd November
Virtual infrastructure manager This can derive the need of the organization along with the resources. $300 22nd November
Storage area network Helps to centralize the storage pace $185 21st November
Cloud management software (RightScale) Make routine tasks easy for the users. $210 22nd November
  Total $1,375  

Table 2: Quotation from Supplier 2

(Source: Created by self)

Method to select suppliers

As per the above two quotations, the organization may select the quotation from the second supplier. In the meeting of the management body, it has been derived that the second supplier would be provided with the quotation because of their delivery schedule along with some extra features that they are providing to the organization. Along with that, the second supplier also assures the safety measures of the cloud platform. After using the proper analytical tool which is the spreadsheet, the management has decided to choose the second supplier to provide them with the required infrastructure. In addition, if the quotations are analyzed properly, it can be evaluated that the delivery of the products by the second supplier is earlier than the first supplier. That is another reason behind the selection of the vendor because the organization needs to implement the cloud platform as early as possible without making any kind of issues.

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Strategies for implementing the system

When it comes to the different strategies that need to be taken under consideration, the first thing that the management of the organization needs to perform is the proper utilization of external consultants (Burke, 2013). Those people can help the organization regarding the exact implementation of the cloud platform. In addition to that, the organization also needs to monitor the change management aspect as they are moving to a new system. As the people are technically adapted to the existing system, therefore it might create an issue regarding the implementation of the new system. Therefore, the management needs to make the employees understand the fact that how should they use the system and make them aware of the different benefits of the system. Based on this awareness the organization should also encourage the employees to take part in the different processes that are associated with the implementation of the cloud platform.

According to Schwalbe (2015), it can develop their knowledge regarding the system and help them to perform well. In addition to that, the management of the organization also needs to take feedback from the organizational stakeholders regarding the implementation of the system. The organization may have a seminar or workshop that can derive the importance of the cloud-based system and its benefits over the traditional database system. That makes the stakeholders of the organization even though whether they are internal or external happy enough to join the movement. However, the management must test the entire system before releasing the product into the organizational functionalities.

Implementation plan

Activity October November December January
Research regarding the system        
Decisions regarding the system        
Asks for the quotation for the system development        
Installation of the system        
Testing of the system        
The process to introduce the system        
Assessment of the skills        

Table 3: Implementation of the new system

(Source: Created by self)

Instruction to use the system

The cloud platform is considered a recent technology that organizations these days are using to handle their huge amount of data set. However, organizations need to keep one thing in their mind, the system may provide some sort of risk factors that can reduce the overall performance f the entire organization. In addition to that, the organizations may also use up-to-date systems along with different in-house applications that easily reduce the risk regarding the security aspects. In addition to that, the cloud service provider also needs to be effective enough to maintain the entire functionality through the cloud platform. Along with that, Atlassian may also use single sign-on (SSO) for them. It means that there would be few accounts that need to be managed and the users would only have a set of credentials.

Deconstructing the Business Model of the Honest Company

Development of communication process

Implementation of the project is necessary for the organization. However, there is one more thing that is also important for them. That is the proper communication regarding the implementation of the new administrative system. It is necessary for the organization because if the stakeholders do not have any idea regarding the system, then it would be challenging for the management to use that system. Therefore, the management has decided to make every employee aware of this system. Thus, the management has sent formal emails regarding the implementation of the system so that the employees came to know about the system. In addition to that, Boud, Cohen & Sampson (2014) said that there needs to be some seminar or workshop that can define the benefits of the system over the traditional database system. This kind of communication process is able o enhance the process of cross-questioning. The employees may ask their queries to management about the system. That can define the amount of interest the employees have in the new system.

Training and development of the staff

Along with the implementation of the system, the organization also needs to define the fact that how the new administrative system can be used by the employees. Though the system is easy to use, still the management must provide a proper training session regarding the fact that how the new system can be used.

In the organization, few employees get accustomed to the existing system. Therefore, according to Mir & Pinnington (2014), the management must make them aware of the benefits of the new administrative system. Though the people in Atlassian are technically skilled, still the organization needs to arrange a skill assessment program to derive the level of expertise that the employees have. It can derive the fact that whether the employees need training or not. Based on this fact, the management of the organization may derive how quickly they should implement the new administrative system and how the employees would react to the implementation of the system.

Risk management plan

Risk factors High Medium Low
Risk factors regarding the requirements      
Requirement regarding modification      
Improper training session      
Lack of self-confidence      
Reduction in productivity      

Table 4: Risk Management Plan

(Source: Created by self)

From the above risk management plan, it can be seen that the inappropriate implementation of cloud platforms may provide different types of risks to the organization. Therefore, the organization needs to be aware of those risk factors that can easily reduce its performance level. Along with that, in order o maintain the safety issue, the organization may include a Plan B which is a contingency plan that can help them in difficult scenarios (Phillips, 2013). As an aspect of the contingency plan, the organization may use the online solution of Microsoft Office365 to keep their data sets. That can help them to derive the data sets if the cloud platform goes off. In addition to that, the risk factors can also be taken under control by providing a proper set of training to the employees so that they should not make any silly mistakes while working on the cloud platform.

Consultancy Report

Conclusion

After summing up the entire study, it can be evaluated that different requirements can satisfy the need regarding the implementation of the new administrative system. Along with that, the study also derives the impact of the new system on the different organizational performances. In addition to that, the study has also provided the different benefits that the organization may have after implementing the new administrative system. In addition to that, the study also detailed the differences between the two quotations that are related to the required infrastructure. Based on the features and the delivery periods of the two suppliers, the management has decided to choose one of them and they would provide the entire support regarding the implementation of the project.

Reference list

Boud, D., Cohen, R. & Sampson, J. eds., (2014). Peer learning in higher education: Learning from and with each other. Routledge.

Burke, R., (2013). Project management: planning and control techniques. New Jersey, USA.

Dinh, H.T., Lee, C., Niyato, D. & Wang, P., (2013). A survey of mobile cloud computing: architecture, applications, and approaches. Wireless communications and mobile computing13(18),1587-1611.

Fernando, N., Loke, S.W. & Rahayu, W., (2013). Mobile cloud computing: A survey. Future generation computer systems, 29(1), 84-106.

Fleming, Q.W. & Koppelman, J.M., (2016), December. Earned value project management. Project Management Institute.

Kerzner, H., (2013). Project management: a systems approach to planning, scheduling, and controlling. John Wiley & Sons.

Li, M., Yu, S., Zheng, Y., Ren, K. & Lou, W., (2013). Scalable and secure sharing of personal health records in cloud computing using attribute-based encryption. IEEE Transactions on Parallel and distributed systems, 24(1), 131-143.

Mir, F.A. & Pinnington, A.H., (2014). Exploring the value of project management: linking project management performance and project success. International journal of project management32(2), 202-217.

Phillips, J., (2013). PMP, Project Management Professional (Certification Study Guides). McGraw-Hill Osborne Media.

Rittinghouse, J.W. & Ransome, J.F., (2016). Cloud computing: implementation, management, and security. CRC press.

Schwalbe, K., (2015). Information technology project management. Cengage Learning.

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