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Adoption Plan

The document discusses adopting an IT PMO using different strategies like parallel running, big bang, and phased adoption. It recommends using the parallel adoption strategy and agile methodology. It also discusses tools, requirements, gaps in current systems, and compliance needs for the new IT PMO.

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19 views

Adoption Plan

The document discusses adopting an IT PMO using different strategies like parallel running, big bang, and phased adoption. It recommends using the parallel adoption strategy and agile methodology. It also discusses tools, requirements, gaps in current systems, and compliance needs for the new IT PMO.

Uploaded by

brib9949
Copyright
© © All Rights Reserved
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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Adoption Plan

Looking at the adoption plan, a total of three strategies may be used in adopting IT PMOs

in organisations; they typically include Parallel Running, Big Bang, and Phased Adoption. Each

strategy has its own set of pros and cons; for starters, the Big Bang is typically used in situations

with a high sense of urgency but with little to for need for revolutionary change. The benefits of

the strategy include the ability to realise the objectives almost immediately. A major risk factor

associated with the process is the high possibility of failure, especially in complex projects, since

it involves eliminating an existing system presenting challenges in data backup in case of project

failure (AbouAssi & Makhlouf, 2018). In Parallel Running, however, both systems are allowed

to run simultaneously until the new system is up and running completely. It is a far less risky

strategy but carries the downside of being much more expensive since two systems must o be

maintained simultaneously.

In phased adoption, the strategy is considered more of an evolutionary process; it lets an

organisation gradually add new features to an existing system until it is fully completed and

integrated. In terms of risk, it carries the least amount of risk but also requires the most time to

set up efficiently. Therefore, the adoption strategy is selective and may be suitable for some

organisations prioritising speed. The parallel adoption strategy would be the most appropriate for

setting up the IT PMO in the current processes, architecture, and environment. In this strategy,

the system will be developed and incorporated into the system, working alongside the legacy

system until the organisation is confident of its capabilities. Then, the legacy system can be

removed, and the organisation can finally transition into the new system.

Methodology
In developing the new IT PMO, the methodology to be used will be the agile

methodology. The methodology is a framework of processes that enable an organisation to have

flexibility during the adoption and implementation of a new strategy; this is done by allowing for

a change in requirements and priorities primarily based on the goals and objectives of the

organisation. The methodology required the project team to work on small sections of the

project, thoroughly test them and then incorporate any new recommendations based on the tests

before moving on to another section (Paton & Andrew, 2019). The methodology is highly

favourable as it allows for phased advances desirable in a parallel adoption strategy. The

methodology further allows for incorporating changes within the new system without necessarily

reworking the entire project. In developing the IT PMO standards, relevant regulations must be

followed. An example is the provisions of ISO 27001.

Tools

A couple of tools will be necessary to develop the IT PMO and the associated database.

They include; graphic tools and programming tools. For starters, graphical tools will be essential

in the future to help create visual representations within the systems. For the graphic and

diagramming tools, I plan on using Microsoft Visio as the primary diagramming tool for the

project. When it comes to the programming side of the project, tools will include; python as the

primary programming language for the front end of the system and SQL for the back end of the

system (AbouAssi & Makhlouf, 2018). I additionally plan on using Amazon web services as the

primary tool for cloud computing and data storage. The primary reason for using SQL for the

system's backend is that it provides high levels of security already built into it. Additionally, it

enjoys high levels of user support from the vendor, making it reliable.
Furthermore, when it comes to documenting the project in terms of progress and

functionality to the relevant stakeholders, I plan on using MS Excel as the primary tool with MS

Word for additional information. For data storage, I recommend the project use cloud storage for

its numerous advantages; for starters, it is much cheaper and more secure than on-premise

services. It requires less labour and cost to mention (Anderson & Lannon, 2018). I recommend

Amazon web services as the primary cloud solution for the project because it is the most

reputable and has a huge track record to prove it. It additionally offers more features as

compared to other cloud solutions. Local providers will exclusively provide Internet access, but

their data will be consolidated in the cloud. Finally, hardware tools will be required to run the

system; the minimum requirements for the computers should be 4GB ram and at least 500GB

internal storage with a core i5 processor.

Requirements

Several requirements are supposed to be met in terms of functionality, security, and

performance for the project to be regarded as successful. The IT PMO should be able to support

a couple of users, including volunteers, management, and other workers. It should allow for easy

registration into the system for the users and a smooth transition (Paton & Andrew, 2019). The

system should be able to perform tasks like assigning responsibilities, log the number of users

and how long each session lasts and finally, provide an inventory log of the current resources.

Regarding security requirements, the project needs to observe the privacy and

confidentiality of all collected data. The project should further present a degree of autonomy

where users get a bit of leeway when using the system. Furthermore, the system should have

specified and well-laid-out protocols on how to use the system, including the hierarchy when it
comes to using it (Kalivoda, 2019). The project should further be flexible and easy to use, in

which case it should require little to no training to use it.

Gap Analysis

A couple of gaps can be established between the existing and the proposed system. To

begin with, data storage is currently an on-premise kind of data storage. The proposed system

comes with cloud-based data storage with additional security features. Additionally, the current

data systems cannot efficiently communicate with other outposts within the organisation and

share information efficiently since it doesn’t use a centralised system. Instead, each outpost has

its system (Anderson & Lannon, 2018). The new system comes with a cloud-based solution

which creates a centralized environment with the ability to share data and information quickly

and more efficiently. Furthermore, the old system had challenges accessing information in real-

time; it typically required time before information could be accessed and shared. The new system

allows for a more centralized approach where a cloud-based system enables users to access the

data in real time, edit it, and upload it in real-time.

Compliance

The new IT PMO must comply with industry standards, from privacy policies to data

security. Looking at the organisation and how it is primarily based in the US, it is typically held

to the compliance levels relevant within the US. For starters, the organisation needs to be

following HIPAA laws and regulations. The regulations stipulate certain protocols when it

comes to handling data and distributing it. Additionally, the law further gives detailed guidelines

on how to collect the information (de Nadae & de Carvalho, 2017). Additional compliances

include data security policies where the organisation must take the necessary steps to protect user
data. Some essential measures required for compliance include a secure firewall and encrypted

networks to share information. A dedicated software team monitors the network for any

suspicious activity. Finally, the system should be backed up to prevent a total collapse.

References

AbouAssi, K., & Makhlouf, N. (2018). A Comparison of Nonprofits’ Application of Project

Management Practices. Journal of Muslim Philanthropy & Civil Society, 2(2).

Kalivoda, C. M. (2019). Study of the correlation between emotional intelligence (EI) and project

success in nonprofits.

Anderson, K., & Lannon, J. (2018). Project management performance assessment in the non-

profit sector. Project Management Research and Practice, 5, 1-20.

Paton, S., & Andrew, B. (2019). The role of the Project Management Office (PMO) in product

lifecycle management: A case study in the defence industry. International Journal of Production

Economics, 208, 43-52.

de Nadae, J., & de Carvalho, M. M. (2017). A knowledge management perspective of the project

management office. Brazilian Journal of Operations & Production Management, 14(3), 350-

362.

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