Risk Response

Project Proposal
The mission and objective of this project is to provide a reliable hardware, software, and network system that generates readiness, enables mission-critical personnel and enhances functions across the company. The need for this project is identified by out of date information technology (IT) that needs updating and is funded by the company needing the IT equipment.

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The timeline for this project depends on the contract terms that will be addressed when the project is started. The project will be led by the project sponsor and project leader who will assemble a team, as needed, depending on the size of the project. The overall success of the project will be measured by meeting the timeline, staying within budget, and producing quality IT products.
Project Overview
IT Lifecycle Replacement Policy establishes capabilities and investments that provide the combination of hardware, software, and networks that generate readiness, enable mission-critical personnel and enhances functions across the company. This policy includes the development, maintenance, sustainment, and security of all communications devices, networks, and systems.
A standardized, repeatable IT investment management process will improve the identification, acquisition, control, and oversight of information resources. The process must assess—
a. Inventory of the physical and software assets associated with an investment.
b. Maintainability and sustainability of the information resources and infrastructure supporting the system.
c. Equipment life cycle posture to manage significant upgrades, replacements, or disposition scheduled to support missions.
1. Desktop, Monitors, and Laptops
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2. Tablets and Smart Phones
3. Printers and Servers

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d. Terms and conditions of contracts and other agreements linked to strategic plans to ensure all are sufficient to enable the company to meet statutory and regulatory requirements.
e. Decisions to improve, enhance, or modernize existing IT investments or to develop new IT investments are made only after conducting an alternatives analysis.
f. Total project cost meets or exceeds the current capitalization threshold. The current cost is $250,000.
IT (stakeholder), Management (stakeholder), and Finance (stakeholder) would need to be
actively involved for this to be a successful policy. The IT department would need to provide what systems need to be replaced, are those systems within the budget to be replaced, and any future systems that would be needed for incoming personnel. Management needs to provide final budget cost, and Finance needs to approve the budget cost.
Resource Requirements
Resource requirements for IT is an on-going investment of professional time, financial resources, and effort to carry out the maturation of the product. IT Asset Management (ITAM) supplies the substructure to successfully manage IT assets. Procurement of IT resources is the first step to ITAM. There are many benefits of managing IT assets including:
• • Visibility and control of IT assets
• • Compliance with audit requirements
• • Support organizational changes and projects
• • Improve use of assets
• • Supply configuration data for service management
• • Compliance with regulatory requirements
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When ordering IT equipment, we must order what will be suitable to the organization. According to Procurement of IT Equipment, Software and Consumables, “Business grade IT equipment is recommended over consumer grade. Business grade equipment usually has a higher initial cost, yet a lower total cost of ownership (TCO) over the lifecycle of the product. The lower TCO is due to proven longevity and stability compared to consumer grade equipment that increases the equipment lifespan and reduces the need for replacement parts and service. Compatibility, warranty, and lifecycle are strong considerations in how Michigan Tech IT determines standardized equipment.” Hardware and software that is bought without IT involvement normally will not be supported by the IT department.

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Steps to Assemble, Develop, and Manage the Project Team
There are several steps to take in order to assemble, develop, and manage the project team. In selecting a team be sure to choose the right people based upon their skills and abilities as they apply to the IT project. Be sure to choose people who can work well together and get along as a team to finish the project. As a project manager you must set clear and achievable goals. You must set the goals and rules for your team as a whole and individually. Make use of your goals by making them small and easily attainable while building the morale of the team. Lastly remember to communicate with your team on a consistent basis to ensure all team members remember the purpose of the project, their planned roles, and the work to be done to complete the project.
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Project Sponsorship and Project Leadership
Project sponsorship is usually provided by a manager or an executive that has overall accountability of the project. The project sponsor provides expertise and guidance to the project manager while answering any questions he might have. The also help sell the project to ensure the project receives backing as well as funding from the organization. If there are any issues with the team that the project manager cannot solve or a team member feels that the project manager is failing the team, the project sponsor acts as a last line of defense for the team to use. Project leadership is imperative to team and project success. The project manager must have the leadership skills to keep the team on track and solve any issues that arise. In order to do this, they must clearly understand what the end goal of the project looks like and how to get there. If there is any doubt about this or a question arises, the project manager must be humble enough to ask the project sponsor for answers or help. Both the sponsor and the leader play a part in making sure that the project is successfully completed.
Conclusion

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IT lifecycle is an important part of any company. Identifying the equipment that needs to be replaced and when can be a daunting task depending on the size of the company. This is not a one-time thing so a timeline must be established to identify subsequent replacement periods. Ensuring that all applicable parties are involved is also important to ensure the proper backing for the project and that the proper equipment is purchased to meet everyone’s needs. Once the proposal is developed and approved it is just a matter of approving funding and deciding what equipment to purchase for the subsequent rounds of life cycle.
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References

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Procurement of IT Equipment, Software and Consumables (). Retrieved from
https://mtu.edu.it/services/procurement

 

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