Requirement Gathering and Analysis and usage of Project Management tools of ABC Star

QUESTION

 

Task 1: Requirement Gathering and Analysis and usage of Project Management tools
You are a messaging system expert and member of the IT team your job is to do search a messaging system, which meets the company requirement, stated above.
1.1 Analyse the scenario and stated problem mentioned above. Propose an appropriate messaging system in line with your analysis for this project for the e communication system that you selected.
1.2 Outline the features offered by off the shelf system that clearly meets project requirement.
1.3 Using MS Project, illustrate a timeframe needed to complete your research and POC (Proof of concept) implementation based on the organizational requirements from scenario. (Research and Project documentation part should be completed
within first 4 weeks of the term)
1.4 Gather and propose software and hardware requirement for the selected e communication system.
1.5 Based on 100 users and keeping in view the future expansion as well, do the sizing of the CPU, ram and storage for your messaging system with estimated cost.
Task 2: Analyse the project problem
Based on the requirement gathered in Task 1, answer the following:
2.1 ABC star has budgetary constraint for this project, what solution you propose describe?
2.2 Draw a diagram to demonstrate the architecture of proposed messaging system, which explain the interaction within the system.

 

ANSWER

 

Summary

Start-ups are the new chickens of the business industry. They are either self-funded or receive an investment from a sponsor to grow their business. ABC Star is a similar establishment in Auckland, New Zealand. The business operates with around 100 employees employed in a building. Being a bootstrap start-up, the investment is low and the profits are being re-invested in the company for further development.

In such cases, sponsoring a new agenda or establishing a new service in the company can be of huge question. But on the other hand, it is necessary to introduce automation and new services that reduce the manual time to do work. An established network for example, is something that ABC Star is looking for. The reason behind is the huge manual hours that the employees take to transfer documents from one end to another. Till the time, the company was growing slowly, the concept of manual effort was feasible. But now, as the company grows, the manual time needs to be put into much important things and surely not into transfer of documents.

The IT CAB (Change Advisory Board) needs to come up with a solution that would reduce the time consumption of the workers and staff. A network system is required, which can help the staff members to communicate directly with each other and also sticks to the IT strategies in long term.

Task 1: Requirement Gathering and Analysis and usage of Project Management tools

Internal communication is a necessity for businesses. The internal communication should be seamless to ensure that the work doesn’t get stuck anywhere. Plus, on top of that, the internal communication should be private and must have backups so that if in future the conversations can be drawn out for official purposes.

As per the research done, IT CAB divides the internal communication/messaging system can be divided into two sections:

1. Paid messaging systems

2. Open Source messaging systems

For small businesses that require very small or no investment on internal messaging systems, open source messaging systems can help a lot. There a plethora of list for the open source messaging systems on the internet. And, that too reputed ones (Educator, 2017).

1.1 The messaging system that the IT team suggests for internal communication is Google Hangouts. It comes with the brand name of Google and can be easily integrated into local machines of the employees. You can use Hangouts with most editions of G Suite. Just make sure the required services are enabled and that your users’ devices meet the requirements for video calls. If the company is taking personalized e-mail services from Google (i:e; someone@abcstar.com), then the Google Hangouts comes as a free service with every account. G Suite Basic will raise prices from $5 per user per month to $6. G Suite Business will go from $10 per user per month to $12. According to Google, G Suite Enterprise, which runs $25 per user a month, isn’t impacted by the price increase. (Dignan, 2019)

1.2. Google hangouts is the most reputed and effective internal communication system that helps users initiate and engage themselves in various modes of communications such as text, voice call, video call, screen sharing, etc. The major features of Google hangouts are listed below: (online, 2019)

• Voice Calls

• HD Group Conferencing for up to 15 people

• Auto Screen Focus

• HD video calls

• Instant Messaging

• Google Application Integration

• Supports Numerous Computing Devices

• Screen Sharing Options

• Intelligent Muting Solution

• Hangout On Air Feature

• Custom Administrative Control Options

A single sign on feature can also be initiated on Google Hangouts. Google Hangouts Single Sign-On (SSO) Powered by Bitium. Bitium provides your company with secure access to Google Hangouts. Employees can access Google Hangouts from their Bitium account with just one click. (Bitium, 2018)

1. 4. Google Hangouts need not much of an integration and can simply be installed. Furthermore, the major requirements are listed below: (HostPapa, 2016)

Software Requirements	Hardware Requirements
Operating systems (Windows, Mac, Linux, etc.) G-suite from Google.com Built in web cameras for desktops Web browsers (runs well in Google Chrome, firefox, and apple safari). Outbound bandwidth: 300 kbps Inbound bandwidth: 300 kbps	Local Machine (Laptop, desktop, tablet, mobile, PC) Internet router Ethernet connection Quad core processor to support all the functions like voice chat, video call, screens haring etc.

1. 4. Based on 100 users, the CPU can be sized as per the following conditions:

Operating system – Mac or Windows or Linux

Processor – Intel quad core processor

Graphic card – Not required

RAM – Minimum 4 GB, looking at the future use of the machines in long term

Hard Disk Space – Minimum 500 GB to support local machine software installations and file back – Ups

Task 2: Analyse the project problem

1. 1. As ABC star has a budgetary constraint, Google hangouts seems to be the perfect solution for their problem. All they need is to configure G-suite to get the personalized email domain. These days almost every company is using the same. As mentioned earlier, G Suite Basic will raise prices from $5 per user per month to $6. G Suite Business will go from $10 per user per month to $12. According to Google, G Suite Enterprise, which runs $25 per user a month, isn’t impacted by the price increase. (Dignan, 2019)

   2. Here’s a diagram (Google, n.d.) to demonstrate the architecture of proposed messaging system, which explain the interaction within the system.