ASSIGNMENT

JANUARY 2024 SEMESTER

SUBJECT CODE : CPM399

SUBJECT TITLE : ICT PROJECT MANAGEMENT

LEVEL : BACHELOR

STUDENT’S NAME : CHARISMA BAYU MAJESTYNO

MATRIC NO. : C30109230071

PROGRAMME : BICT (HONS)

ACADEMIC :
FACILITATOR

LEARNING CENTRE : CBN, INDONESIA

INSTRUCTIONS TO STUDENTS

1) This assignment consists of THREE (3) questions. Answer ALL questions.

2) Plagiarism in all forms is forbidden. Students who submit plagiarised assignment will be
penalised.

3) Your assignment will be examined based on the followings

 a complete working solution.
 ability of using methods available in the learning materials.

4) This assignment carries a 60% weightage toward final grade.

THERE ARE FOUR [4] PAGES OF QUESTIONS, INCLUDING THIS PAGE.

INSTRUCTION. Answer ALL questions. [Total : 60 Marks]

Question 1

Many experts agree that the greatest threat to the success of any project, especially
information technology project, is a failure to communicate. Project communication
management can ensure that essential information reaches the right people at the right time,
feedback and reports are appropriate and use full, and a formalized process of stakeholder
management is in place.

Based on the above statement,

a) An issue log is a tool to document and monitor the resolution of project issues.
Discuss the use of issue logs to assist in managing stockholders.

ANSWER:

Because they offer a central location for tracking and recording project issues,
issue logs are essential for managing stakeholders. Issue logs help with
stakeholder management in the following ways:

Accountability and Transparency: By recording all project-related issues,

including stakeholder concerns, issue logs guarantee accountability. Due to the
opportunity for all parties to follow the progress and settlement of issues in real
time, this transparency promotes accountability among stakeholders and team
members.

Timely Communication: By offering an organized method for identifying and

ranking issues, issue logs help to promote timely communication. Through the
issue log, stakeholders can voice their concerns and provide comments, ensuring
that crucial information is communicated to the project team in a timely manner.
Stakeholders can also monitor the settlement of issues, which helps to eliminate
doubt and ambiguity.

Stakeholder Engagement: Issue logs promote stakeholder engagement by

involving them in the issue resolution process. Stakeholders can actively
 participate in identifying, prioritizing, and resolving issues, leading to a sense of
ownership and collaboration. Moreover, by addressing stakeholders' concerns
proactively, project teams can enhance stakeholder satisfaction and build trust.

[5 Marks]

b) Provide and elaborate TWO (2) suggestions for improving project communications.

ANSWER:

Regular Stakeholder Meetings: Schedule regular meetings or status updates

expressly for project communications. During these meetings, present project
updates, address any issues or concerns, and request feedback from
stakeholders. Teams that create open communication channels may handle issues
quickly and achieve alignment with stakeholder expectations.

Utilize Communication Technology: Use communication technology tools to

improve project communication. Use collaborative platforms, such as project
management software, instant messaging apps, or video conferencing solutions, to
enable real-time communication and collaboration among team members and
stakeholders. Use email newsletters, project dashboards, or dedicated
communication channels to effectively disseminate critical project information.

[10 Marks]

c) Explore software products that assist in communications management for large

projects. Identify THREE (3) software products and describe their key features and
name the software vendors for each product.

ANSWER:

Microsoft Teams is a collaboration software that offers chat, video conferencing,

file sharing, and project management capabilities. It enables teams to interact in
real time, share information, and work together on projects effortlessly.
Software vendor: Microsoft Corporation.
 Slack is a messaging application that allows teams to connect and work in
channels based on topics, projects, or teams. It enables instant chat, file sharing,
and interaction with other products and services, hence increasing team
productivity and communication efficiency.
Software vendor: Slack Technologies, Inc.

Asana is a project management platform that allows teams to organize tasks,

measure progress, and collaborate efficiently. It offers elements like task
assignment, due dates, project timeframes, and communication channels, which
help team members communicate and coordinate more effectively.
Software vendor: Asana, Inc.
[15 Marks]

[Total: 30 Marks]

Question 2

a) Project risk management focuses on identifying, analyzing and developing risk

strategies for responding to project risk in a more efficient and effective ways. Briefly
explain each risk strategy below.

 Exploitation
 Sharing of ownership
 Enhancement
 Acceptance

ANSWER:

Exploitation: the process of seizing an opportunity given by a risk in order to

obtain a strategic advantage or improve project performance. This technique
seeks to optimize the potential benefits of a risk by actively pursuing it to
achieve project goals.
 Sharing of Ownership: This refers to transferring or sharing responsibility for
risk management with another party, such as a contractor, supplier, or partner.
This technique distributes risk among various stakeholders, minimizing the
impact on any single entity while improving collective risk management
capacity.

Enhancement: Involves taking steps to increase the chance of favorable

results or mitigate the impact of negative outcomes connected with a risk. This
strategy focuses on enhancing project procedures, capabilities, or resources in
order to better manage risks and increase project performance.

Acceptance: Involves acknowledging the existence of a risk without taking

specific actions to mitigate or avoid it. This strategy is appropriate when the
potential impact of a risk is low or when the cost of mitigation outweighs the
potential benefits. Acceptance may involve contingency planning or
establishing reserves to address any adverse effects if the risk materializes.

[10 Marks]

b) Mr Budi Angga is the project manager of BeyondTrust Jakarta who is interested to

implement Systems Applications and Products (SAP) in the company. He and his team
believe that SAP will help BeyondTrust Jakarta to be more agile in providing quick
respond to market’s and customer’s needs. Considering the complexities of SAP
implementation, they decided to hire international consulting firm located in India to
assist the implementation of SAP in the company. However, outsourcing needs to be
carefully planned since it might involve few risks.

Identify and explain ONE (1) technology and ONE (1) nontechnology risks that
BeyondTrust Jakarta may face when outsourcing IT project to a company in foreign
country.
ANSWER:

Technology Risk: One technology risk that BeyondTrust Jakarta may face when
outsourcing the SAP implementation project to a company in a foreign country is the risk of
technology compatibility and integration. This risk arises due to differences in technology
standards, platforms, or architectures between the company and the outsourcing partner. It
may lead to challenges in integrating the SAP system with existing IT infrastructure, resulting
in compatibility issues, data inconsistency, or system failures.

Nontechnology Risk: One nontechnology risk is the risk of cultural and communication
barriers. Outsourcing IT projects to a foreign country introduces the challenge of cultural
differences, language barriers, and communication gaps between the company and the
outsourcing partner. These barriers may hinder effective collaboration, coordination, and
understanding between the project team members, leading to misunderstandings, delays,
and conflicts in project execution.

[6 Marks]

c) Explain how management reviews can help to verify whether the project manager
follows the right procedures and processes in doing the project.

ANSWER:

Assessing Compliance: Management reviews determine if the project manager adheres to

the project management methodology, rules, and best practices. By reviewing project
documentation, reports, and deliverables, management may ensure that defined procedures
and standards are followed.

Identifying Deviations: Management reviews detect any deviations from planned

procedures or processes throughout project execution. By comparing actual project
performance to the project plan, schedule, and budget, management can identify any
differences or discrepancies that may suggest departures from approved methods.

Addressing difficulties: Management reviews allow for the fast resolution of any difficulties,
concerns, or shortcomings in project procedures. By discussing the review's findings and
recommendations, management can take remedial action, provide direction, and allocate
resources to solve identified concerns and improve project performance.

[4 Marks]

[Total : 20 Marks]

Question 3

Using the Web and AeU Digital Library as resources, find articles about unsuccessful IT
projects. Discuss whether poor scope management had any bearing on the project’s failure.

ANSWER:

Poor scope management can indeed have a significant bearing on the failure of an IT
project. Here are some ways in which inadequate scope management can contribute to
project failure:

Scope Creep: Poorly defined project scope or insufficient change control processes can
lead to scope creep, where project requirements continually expand beyond the initial scope.
This can result in increased project complexity, resource strain, and timeline extensions,
ultimately leading to project failure due to budget overruns or missed deadlines.

Unclear Objectives: If project objectives are not clearly defined or communicated, it

becomes challenging for the project team to align their efforts and deliver the expected
outcomes. Without a clear understanding of what the project aims to achieve, stakeholders
may have conflicting expectations, leading to dissatisfaction and project failure.

Resource Allocation Issues: Inadequate scope management can result in inefficient

resource allocation, where resources are allocated to tasks or deliverables that are not within
the project scope. This can lead to resource shortages in critical areas, delays in project
milestones, and overall project inefficiency, ultimately impacting project success.

Quality Compromises: Poorly managed project scope can result in quality compromises,
as project teams may prioritize delivering within scope constraints over meeting quality
standards. This can lead to the delivery of subpar products or services, eroding stakeholder
confidence and ultimately resulting in project failure.

Communication Breakdown: Ineffective scope management can lead to communication

breakdowns between project stakeholders, including team members, clients, and sponsors.
Without clear communication channels and mechanisms for managing scope changes,
misunderstandings and conflicts can arise, hindering project progress and increasing the
likelihood of failure.

In summary, poor scope management can have a cascading effect on various aspects of an
IT project, including scope creep, unclear objectives, resource allocation issues, quality
compromises, and communication breakdowns. Addressing scope management challenges
early in the project lifecycle through robust planning, stakeholder engagement, and change
control processes is essential for mitigating the risks associated with project failure.

[10 Marks]

END OF ASSIGNMENT QUESTIONS