Table of Content Page

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Context Diagram 2

DFD 3

Job Scope of Project Manager in Information System 4

Resources Involved in Project Management 4

Types of Documents That will Be Produce by Project Manager 5

Five Major Problems That will Occur During Project Management and Solution 6

Reference 6

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THE JOB SCOPES OF A PROJECT MANAGER IN AN INFORMATION SYSTEM.
The project manager is mainly responsible for the success and failure of the project which
the school has contracted to him/her. Below are the job scopes of project managing. He is
responsible for defining the organizational structure of the computerized and for
interfacing with the functional organizations. The Project Manager directs and controls
all work performed within the framework of the Work Breakdown Structure (WBS) that
is, control and assigns budgets; and master project schedule(s) for the successful
completion of the project. The Project Manager makes final decisions on tradeoff studies,
and task changes within the contract statement of work which the assistant provides.
Project Manager’s assistant is responsible for daily communications and formal project
reviews with both the customer and his/her senior management which is then reported to
the project manager. He is responsible for risk management, which is, checking the
critical part of the school project and finding out where more man-power and more
resources will be used up and accurately releasing the necessary resources for it without
over using it.

NECESSARY RESOURCES INVOLVED IN PROJECT

Workforce are the skilled and unskilled people needed in the project such as the
programmers, the analyst, and the testers for the computerized accounting. To be able to
manage the workforce, the project manager should employ enough people depending on
how much he was given and also demand that each member of the team produces a
documentation weekly of their work, so that incase on person in the team gets sick or
leaves the project, with the documents that have been produced during the time the
person has been working, it can be given to another team member so that the new person
will be able to continue the work of the previous on time and without delay. Tools refers
to the softwares used to be able to effectively plan the project. The tools could be , charts
such as Gantt’s chart, or can be diagrams such as ERP, system context diagrams, data-
flow diagrams, simulators and prototypes, etc. that the project manager can use to pass
out information to the school’s administrators about how the project will be like and also
to tell more information to his team. Funding refers to the amount the project manager
has been given for the completion of the school’s project. The project manager can
minimize cost so that he won’t run out of funds by using a WBS (work breakdown)
approach, i.e., he should divide the project into the different parts like hardware,
softwares, and services and with this division he can be able to find out what section of
the project will involve more money and what part will not.Equipments are the

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hardwares and the type of softwares where on shelf or purchased softwares that will need
to be used for the development of the project. For the school project,project manager can
purchase some accounting softwares from the market and make duplicates of it for the
other systems in the school thereby reducing the amount of equipments that will have to
be used. If all the equipments are used up at once before the completion of the project, in
case of any changes, the project manager will have to get equipment which will cost
money and therefore the project might fail.

TYPES OF DOCUMENTS THAT WILL BE PRODUCED BY THE PROJECT

MANAGER’S TEAM DURING THE PROJECT.

User requirement specification document/project assumption is where the analyst

writes down what the users expect of the computerized system and their assumption from
the users as well or the school’s management. It comprises of both functional and non-
functional requirements. Feasibility study report show’s detailed research, cost,
expected duration the project will take and methods that provide grounds for financial
justification of the project to the school’s management. Business case justification
document shows details for justification of the budget required for the project based on
the feasibility study, user’s requirement and project assumptions to the management of
the school. Project plan is the detailed objectives, scope, summarized costs and resource
requirements, roles and responsibility for the school’s management to know. Quality
plan document is project manager’s schedules, plans, methodology used, and reviews to
ensure customer’s acceptance.Change control register report: show the set of practices
around effectively managing changes to the project so that they are raised, assessed,
prioritized and implemented efficiently and with known impact on the project.
Implementation report done by the developers, shows how the system will be delivered
to the users. Design documents is the detailed objectives, scope, summarized costs and
resource requirements, roles and responsibility for the school’s management to know.
Project review report is usually done at the end of the project to show the important
project achievements and lessons learned from project errors for future project
improvements.

FIVE MAJOR PROBLEMS THAT MAY OCCUR DURING PROJECT

MANAGEMENT AND THE SOLUTIONS.

Poor information from user requirement phase: sometimes the users may not really give
details of the system expected from the project manager and this will be a big problem
because the project might end up a disaster. Other times, the system analyst may not
really understand what the user is taking about or may miss out a point while recording
the requirements. To handle this problem, the project manager should assign 2 or 3
people so that if one misses out on a detail the other should get it and they will be able to
create an acceptable system. the project manager should also advise the system analyst to
create an interview form because sometimes the user may not have time for interview so
a form should be created and if the user can be available for interviews, then the system
analyst should take a tape recorder to record the conversation.Untrained project manager:

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if the project manager is not skilled enough and/or does not have experience handling this
kind of projects, then the quality of system produced will not be accepted and the project
manager will not be able to handle the project within the given time period. The school
administrator can ask for experiences from the project manager before contracting such
project and the project manager can get help from someone with more experience than
him and share the project with the person. Lack of detailed information from the
feasibility stage. If the project manager does not have a good description of the cost and
time that will be needed to complete the project, the project will become a failure. The
project manager should assign 2 system analysts to carry out feasibility study and
compare results to see which one might be accurate enough for the project before
submitting to the school’s management.Unskilled team members: sometimes the team
members in the project manager’s team may not have enough expertise to carry out the
project so the project manager should out-source his team members to be able to reduce
failure rate of the project.Lack of sufficient or appropriate equipments: without the right
tools and equipments, the project will be so much tiring and the project manager may not
be able to complete the project or time or may run out of funds so to avoid this problem,
the project manager can out-source his equipments and rent software tools for the
duration of the project.

REFERENCE.

Chris Anderson 2009, types of documents produced during project management (online),
(bizmanualz 2009) available at : <http://www.bizmanualz.com/blog/project-
management/top-ten-must-have-project-management-documents.html> (accessed on 17th
October, 2010).

N.A., types of documents produced during project management, (online), (business

performance 2003), available at : <http://www.businessperform.com/project-
management/project_documents.html> (accessed on 18th October, 2010).

N.A., meaning of project manager,(online), (Wikipedia), available at :

<http://en.wikipedia.org/wiki/Project_manager>, (accessed on 16th October, 2010)

N.A., meaning of project management, (online), (Wikipedia) available at :

<http://en.wikipedia.org/wiki/Project_management>, (accessed on 19th October, 2010).

N.A., problems in project management (online), (business performance), available at : <

http://www.businessperform.com/project-management/risk_management.html> (accessed
on 19th October, 2010)