For example in case of “Canage Learning” the company was unable to implement its forecasts

effectively. It faced a lot of complications at the beginning. So it initiated the introduction of the

“portfolio and resource management capacity” which helped them to keep a check on trhe status

of the work done. (Yu & Solvang, 2017).

There was another real life project management example of a company named as “Flowserve”.

The company for the purpose of managing the project and the costs the company initiated the

“portfolio and resource management”.

As in the case of “Flowserve” the company for the purpose of handling the delivery of the

products have been successful in scheduling the “portfolio and resource management

techniques” that enabled it to deliver the products in no time and at the same time it was able to

manage the work systematically. (Yu & Solvang, 2017).

On the other hand, in case of “Cengage Learning” the company was able to introduce the

“portfolio and resource management capacity planning” that enabled it to keep a check on the

status of the work and was also able to identify the new hires.

In the case of “Cengage Learning” it can be seen that it was easy for the company to manage the

work done and also it was able to identify the new groups that demanded the new hires. (Yu &

Solvang, 2017).

Similarly in the case of “Flowserve”, products were delivered to the end customers quickly

which at the same time managed the delays.

For looking in the depth of the project both “Flowserve” and “Cengage Learning” was able to

implement the “portfolio and resource management” that enabled them to check the level of

activity and also both the companies could identify the issues faced. (Yu & Solvang, 2017).
After the implementation of strategy of “portfolio and resource management”, the customers

were way too much satisfied with the services delivered. Like in the case of “Flowserve”, the

work was managed and the company was able to control the costs that resulted in speedy

delivery and higher customer satisfaction. (Yu & Solvang, 2017).

Similarly in the case of “Cengage Learning” projects were able to be prioritized on an efficient

basis and similarly new hires were easily identified.

Overview of the Business

Worlducation is a start-up business which mainly focuses on the manufacturing of “tablet computers”
which are meant for the “primary school students”. The company apart from focusing on the hardware has
a “competitive team” who focus on the creation of activities that help in better engaging the students.
Worlducation is mainly located in “Sydney” which has a development team located in Hong Kong,
including operation and management staff that is located in “Colombia”, “Russia”, “Philippines”, “Egypt”
and “Iceland”.
Worlducation makes itself different from the other competitors. The company believes that every child
must have the basic right to read and write. The main goal of the company was to demolish “illiteracy”.
Operations
The classroom that buys the products of “Worlducation”, the company in return of that donates and trains
a classroom especially for those people who cannot afford such a technology. The company also believes
in connecting two classrooms which helps in fostering growth and collaboration throughout the life of the
learning cycle.
Details

This is an existing system that needs to be either replaced or upgraded

What type of system is needed?
Worlducation is in the need of such a system that would focus on the improvement of efficiency and at the
same time will reduce the need of keeping “unnecessary emails” including the removal of “obsolete files”
and organizing the team on a global scale. Worlducation should use the file management system named
as “Microsoft SharePoint” that would help the company to maintain the balance between the
employees and organization.
What are the challenges the organization faces and how can the new system help in addressing
the challenges?

 The factory that was located in Hong Kong was mainly closed down due to government
restrictions. As a result of which the “supply” got limited but still Worlducation managed to “red-
adapt” the software and implement the “remote learning” facilities for schools. The main challenge
the company faced was the time when the investors in Worlducation thought about bringing in
some fresh ideas by hiring an experienced person in the management team.
  The expert who was hired in the management, from the very first day started noticing issues
among which the major one identified was the “virtual disorganization”.

 The team members were separated and spread in different parts of the world who had different
time schedules to work. The tasks that was allotted to them were “complementary” that resulted
in inefficiency and weaker sales. In between this “Worlducation” also faced “disarrangement of
online files”.

 The reason to the above challenge faced by the company lies in the management of the business
through “internal emails and WhatsApp Groups”. In between this the company has adopted many
“file management strategies” like “Slack” and “Trello” but every time it failed to use that in its
existing process.

 In some stages the company faced challenges regarding the working mode which was carried on
an “offline basis” and the attachments were shared in emails. There were no “collaborative files”
neither there was a lookout for the process of management of the work done.

 Due to this inefficient and unprofessional system of “disorganization”, the team has lost many
projects which have directly affected their motivation and morale.

 As the work got accumulated daily the team started with over 100 emails that mainly came from
the other team members working in different “time-zones”. The company due to the absence of a
proper “file management system” faced issues of “ineffective communication” for which the minor
details got deleted while sharing the files.
Who will be using the system?
The team members and the business will be using the system.
How will the system be rolled out?
The system namely “Microsoft SharePoint” will be rolled out through the implementation of training
programs that will help the employees understand the benefits of the “file and team management system”.
Worlducation should follow the “A3 Pronged Approach” to training which would consist of:

 “Inspirational Training Program”

Worlducation should use the “Inspirational Training Program” where the company would use the “in-
person classes” and “online webinars” to show the employees how things are managed in
“SharePoint”. Worlducation should not waste much time in showing step by step tutorial because
users would be able to see that in their own time. Instead, the company would focus on explaining the
key “concepts” of Microsoft SharePoint by demonstrating to them about the functions and the success
stories.

 “Continual Training Program”

Through this training program Worlducation should run live classes where the employees would be
able to incorporate the training sessions that will be present in the form of modules. Every module
would be accessed on a regular basis. Necessary updates regarding “tips to manage efficient
team” and “SharePoint” related information will be available on the training site. In case if at any
point, Worlducation thinks of “broadcasting” the “training tutorials” then it can readily do it with a prior
intimation on the training website.
What are the timeframes?
The required time frame would be approximately 2 weeks.
How the system (Microsoft SharePoint will work)?

 First of all there is a need to open an “Office 365” account.

 Click on the “SharePoint” application that is available in the top left corner.

 Next click on “create site”.

 Create both “communication site” and “team site”. In the “communication site” the company would
be able to put up the HR updates and the important announcements. Through the “team sites”
the employees will be able to work through collaborations.

 Once the site becomes public the following functions will be available immediately. These include:

1. “Conversations” that would receive a “private message” from the team members.
2. “OneNote” Notebook, where the employees would get the opportunity to contribute and save
ideas.
3. Availability of Documents.
4. “Using Custom Pages”

 In the library section of “SharePoint’ click on the “New Button”

Specifically for “non-office” files there are mainly three options available which are:
1. Viewing as a “PDF”.
2. Downloading it to the device where it can be opened with the right program.
3. Opening it in the right “web app”.
Besides giving the option of “collaborating”, “Microsoft SharePoint” would also give the right to the owner
to lock editing option in case of a certain file. By this no one would be able to save a new version of the
file. This would also give the option to “check-in” the files before releasing.
Storage and service options available from the providers.
Storage Options
1. Dropbox
2. Google Drive
3. OneDrive
4. “Next cloud”
5. “pCloud”
Service Options
1. “Cloud Service Provider”
2. “Application Service Provider”
3. “Managed Security Service Providers”
The required system selected is “Microsoft SharePoint” and the preferred provider that would be
selected is “Cloud Service Provider.

Why this option is considered preferable?

 The “Cloud Service Provider” is considered to be a preferable alternative for the implementation
of the “Microsoft SharePoint” because it gives an option to manage the services through a
centralized network that has a central “data centre”.

 “Cloud Service” also gives an option to exercise better control over the existing “service levels”,
“performance” and maintenance.

 Through this the “large files” would be managed systematically and Worlducation would gain a
“business continuity” because the “Cloud Service Provider” would provide “coverage on all the
service levels”.

 In the case study it has been said that important files were lost. Through the platform of “Cloud
Service Provider”, the data will be secured and safe across all the service providers.
Benefits of using the “Microsoft SharePoint” system
1. “Built-in Multipurpose Functionality”
The most important advantage of “Microsoft SharePoint” system is “flexibility”. It provides a
collaborative platform like the “intranet” that is present in the “internal website of the company” whose
role is to “share task”, “information”, “schedule contacts”. This also contains the software functions
such as “file management”, “business information”.
2. “Centralized Administration”
Easy to access is one of the important benefit of SharePoint. Through this the “administrators” can
easily access different operational features including the security features, data, perform “data
restorations” carried out in a single dashboard.
3. “Customizable”
All the features of the “SharePoint” can be kept online and can be “tailored” as per the “existing
business needs”. The team available at Worlducation would be able to build different “custom
elements” that can help in customizing the interface of the application and simultaneously can also
improve the branding perspectives including “drag and drop functions”.
4. “Document Management and Collaboration”
Through this “Worlducation” would be able to organize the information of the company in an
“accessible manner”. The main benefit of this system involves the “streamlined flow of information
and “cloud storage” that can be accessed by different “mobile devices”.
5. Integration
Microsoft SharePoint would offer a “seamless integration” with the rest of the business applications.
This product will work easily with the “Microsoft Office Suite”, “MS Exchange Server” with the
available “ERP and CRM versions”.
6. “Enhanced Security”
 “Microsoft SharePoint” uses the advanced security features that help in reducing the risk of the
“unauthorized access”. These features include the updates regarding the “new workflow” and
changes that are needed to be implemented in the “authentication process”. It also allows to
collaborate which Worlducation was missing and also helps in bringing improvement in the security
regarding the handling of “sensitive data”.
7. “Streamlining the
“Suppliers” “Services that they “What should be business process”
offer” considered”?
Collaboration Platform like the
“System They mainly identify Ensure that the
“Microsoft SharePoint” helps
Consultants” the needs of the requirements of the
organization and organization should in collecting and organizing
suggest the most be clearly data in one place. This
important system understood. contain gathering information
that meets the from the suppliers,
Own Network should
“needs”, “quality”
be used to seek maintaining communication
and the “budget”.
“recommendations”. with customers including the
“Efficiency They advise about Consultants must be interactions with the partners
Consultants” the necessary aware about the who maintain a “solution
savings that can be objectives of the driven approach”
made on the chosen system that would
system. help in measuring Potential Opportunities
the performance
gaps and Worlducation would be able to
efficiencies in cost. create websites.

Computer and They mainly provide The type of the It can also use it as a “secure
Software Suppliers technological operating system place” to store, organize and
solutions that is should be checked access any information from any
focused upon including the “cost
meeting the capacity”, device.
“organization “compatibility”. File Storage
needs”.
Websites should be
File Sharing
visited regarding the
benefits and cost “Intranet and Team Sites”
comparison.
“Business Process Automation”.
To also ensure that
the suppliers Before implementing any changes
understand the in the “administrative system”
preference of the
Worlducation should identify the
organization.
costs which would be needed for
“Equipment They deal with the The expertise and the installation of “Microsoft
Suppliers” “computer and the quality of
networking “backup service” SharePoint”.
hardware” issues. should be checked. The process of receiving quotation
To also make sure are discussed below:
that the delivery is
made on time.

“Information They are mainly To ensure that the

Technology” focused to provide system chosen
Suppliers “technical expertise meets the business
and help desk needs of the
assistance”. organization.
Specialized services
can turn out to be a
costly affair.
Risk and Risk Mitigation

Risks
“Selection Quote 1 Impact Quote 2 Quote 3 Mitigation
Requirements
“Scope Risks” – High Creation of Consistent Goals.
mainly”ruin the
project objectives,$9,000
Budget $9,560 $7687
deliverables and
Timeframe
timeline. 3 months 3 months 3 months
Features
Cost Riskand
– Most Increase
Highof Keeping Managing
The team shouldofat the very first instance move all sort of
Specifications”
Common and prove Sales Weekly complex Filestasks to different week, month and
the “non-essential”
to be the biggest Storing Data Reports years.Organizing
This should also include tracking of the necessary
threat to businessand accessing Doing awayexpenses and checking of the project finances.
“teamwork”.
Time Risks – Thisthe
is same.
Medium with all sortThis
of can be mitigated by fixing deadlines and wrapping
mainly concernedImproving obsolete files
up the projects within time.
with the “scheduling
Efficiency
of the tasks”.
System “Microsoft “Microsoft “Microsoft
Technology RisksSharePoint”
Adopted High SharePoint”Hiring SharePoint”
a Professional IT team who could easily fix any
sort of complications.
Verified Quality Guaranteed Guaranteed Guaranteed
Resource Risks Quality
Medium Quality To ensure that the preferences and needs of the team
Quality
are met that would help in meeting the goals and would
Project “Bidder to Already Already
also help in ensuring satisfaction.
Manager Supply” Supplied Supplied
Communication High Any delays should be communicated on a priority basis.
Risks
Any point of “reallocation or changes” should be kept to
notice for fostering a positive working environment.
Issues Comments Contingency plans
1 “User Adoption” “User Adoption” is a serious issue that is faced mainly by
the admins of “SharePoint”.
Contingency Plans
After the “deployment” of SharePoint Worlducation
should replace the “file servers” and the “document
libraries” so that the “indexing power of “SharePoint” can
help in locating the documents quicker. In this case the
company can also use the “Digital Adoption Platform” by
providing:
 “Onscreen Guidance”
 Assisting in locating the documents faster.
 Implementing different tools such as “pdfs”,
“presentations” that would help in better
understanding of the use of SharePoint.
 “In-Application Support”
 Announcements regarding “any product update”.

2 Training and Improper training leads to “disorganization”, including

Monitoring the lack of “expertise.
Employees
The “modern digital adoption platform” like “Apty”
provides “in-app” “walkthroughs” through which the
employees would perform their assigned tasks. These
digital platforms not only help the employees to gain
proper training but also helps in tacking and analysing
the users by providing analytical insights.

Figure 2: Screening Tasks through APTY

(Source: www.apty.io)