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The following analysis discusses the factors that should be considered in upgrading the

Baderman Island Resort word processing software. It addresses design/implementation, scope, and

feasibility issues. Consideration is also given to the overall project objectives, timeline, and return on

investment (ROI), as well as the roles and responsibilities of major participants.

Scope and Feasibility

The word processing software currently in use at the Resort consists of the following:

26 computers running Windows XP and Word XP 38 computers running Windows 2000 and Word 2000 6 computers running Windows 98 and Word 97

While there is backward compatibility between the various versions of the software, the older

versions do not have all of the advanced features possessed by newer versions that are available. The

companys current word processing applications and operating systems were installed as each business

entity was opened and upgrades are either non-existent or at a bare minimum. The scope of this project

will therefore encompass integrating the variety of word processing applications and operating systems

into a single integrated system.

From a feasibility view point, ROI recovery should be readily observed as the current system is

antiquated, causing processing tasks to be extremely time consuming and should be realized in three to

six months. The key challenge in systems integration is finding ways to integrate the data produced by

different applications and legacy systems. This challenge should be easily overcome by the retention of a

qualified consulting firm that is expert in the field of systems integration.

Risk assessments must be performed, such as ensuring compatibility of the computers to

support the new software.

Problems That Need To Be Solved

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The project consists of upgrading the entire Resort network to MS Office 2010 and replacing old

computing equipment to accommodate high speed internet and Windows 7. This would include

acquisition of software and site licenses, installation, training and support. Training cost should be

minimal as all employees have been exposed to previous versions of MS Word and would only need to

be exposed to the newer MS Graphical User Interface (GUI) and taught the newer application functions.

Key Considerations

Outdated Office applications are inconsistent with the current needs of the Resort. Because of

the variety of operating systems and MS Word versions productivity of Baderman employees has be

compromised. Precious time and effort is consumed performing day-to-day word processing tasks.

Computers have inconsistent operating systems; some are older than others and cannot use the same

programs. For example some computers run on XP while other use Windows 98 or Windows 2000.

Newer software programs are designed to use Windows 7 so upgrading to the Windows 7 OS is a must.

Training of the staff on the new software systems is essential to ensuring the success of implementing

the new computers and software programs.

Benefits

The successful completion of the plan will allow Baderman employees to reduce lost revenue

due to wasted labor, give them access to newer technology, and provide greater opportunities for

Baderman to service customers.

Project Objectives:

Upgrade Computers (as needed) to specifications needed to run the new software Install Microsoft Windows 7 Install Microsoft Office 2010 Acquire the necessary licenses with Microsoft Conduct training sessions for all employees

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Continuous help and support after the finished project IT support for system failure Stay within the budget Meet deadlines

Mission and Goals

The mission is to upgrade the Resorts software to MS Windows 7 and Office 2010 on time and

within the budget allotted. This will include installation and support all of the Microsoft applications in

the company. Recommendation is for an outsourcer to be retained that is competent in the field of

systems implementation and integration. All Resort staff will be trained in the proper use and

integration of the new system. All downtime estimates promised by the outsourcer should be kept at a

minimum to ensure that the upgrade has minimal impact on customer service levels.

Design Methods

Three ways were considered in the design and implementation of the new system: in-house

upgrade, purchase a new word processing application, or outsourcing to a service provider to upgrade

the current system. Riordan would be better served by outsourcing the system integration to a

consulting firm that specializes in systems integration and having them upgrade the current operating

and word processing applications to the most recent MS versions. There are a number of reasons that

Baderman would benefit from outsourcing this project. The list of reasons include:

Specialized skills at minimum cost Lower HR expenses Reduced operational overheads Minimized software cost Professional project management

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Elimination of software research costs Training included in cost of contract

Disadvantages of Outsourcing

Baderman should insure that any approach it pursues in regards to outsourcing takes customer

and employee impact into consideration. Other disadvantages of outsourcing may include the

following:

Difficulty in managing outsourcer can result in loss of project control. Hidden costs can make proper cost estimation difficult to achieve. Confidentiality and security can be comprimised. Lack of internal and external customer focus. Inadequate contract terms, contractual misinterpretations , and contract renewal issues (Cyber

Futuristics, 2010).

Cost Plan

The following cost estimations are based on the assumed needs of the project but should later

be reviewed and updated by using resource information obtained from the Project Plan. Hourly

estimates were composed based on industry standards for the necessary skill sets and were estimated

based on the anticipated classification of staff assigned to the work. Risks associated with the cost

estimates should be documented and included in the Project Plan.

Estimated Allocation and Cost of Resources for Upgrade Project:

Resource Cost Anticipated Units Anticipated Cost

Project Manager 50.00 hr 40 2000.00

License Manager 30.00 hr 4 120.00

Installation Supervisor 35.00 hr 40 1400.00

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Installation Team Member(s) 18.00 hr 180 3240.00

Training Supervisor 30.00 Hr 8 240.00

Training Team Member(s) 20.00 hr 16 320.00

Help/Support Team 1500.00 yr 3 4500.00

MS Office 2010 149.99 per license (covers 3 computers) 70 3500.00

MS Windows 7 Pro 209.99 per license (covers 3 computers) 70 4900.00

Desktop Computers 599.00 per computers 70 41930.00

Anticipated Total Cost 62150.00

Project Evaluation and Reporting

Once the budget is approved, the project manager should review the above cost estimates

against the actual budget and adjust the cost estimates to reflect a more realistic cost. Upon approval

those cost allocations will become the baseline.

Source: Cyber Futuristics, http://www.cyfuture.com/pro-and-cons-of-outsourcing.htm