How to Manage & handle a IT Project in a Government University
2.1 Overview of Management.
The 4 basic management functions that make up
the management process are described in the following sections:
i. PLANNING
ii. ORGANIZING
iii. INFLUENCING
iv. CONTROLLING.
PLANNING Planning involves choosing tasks that must
be performed to attain organizational goals, outlining how the tasks must be
performed, and indicating when they should be performed.
ORGANIZING Organizing can be thought of as assigning
the tasks developed in the planning stages, to various individuals or groups
within the organization. Organizing is to create a mechanism to put plans into
action.
INFLUENCING Influencing is also referred to as
motivating leading or directing. Influencing can be defined as guiding the
activities of organization members in the direction that helps the organization
move towards the fulfillment of the goals.
CONTROLLING Controlling is the following roles played by
the manager:
[1] Wikipedia,Management, http://en.wikipedia.org/wiki/Management
Gather information that measures performance
compares present performance to pre established performance norms.
Determine the next action plan and modifications for meeting the desired
performance parameters. Controlling is an ongoing process. [2][1]
2.2 IT Resource Management.
IT Resource Management allows organizations
to analyze, monitor and anticipate the utilization and performance of the IT
infrastructure by providing an enterprise wide view of IT services and
resources. The solution ensures delivery of IT services and resources in an
efficient, cost-effective manner while demonstrating measurable value to
business incentives
Make
faster, better decisions aligning IT and business. IT Resource Management
provides fast, self-service access to IT resource performance reports and
analysis, as well as the ability to answer questions related to IT resource
utilization and future investments. This, in addition to demonstrating how IT
is aligned with each business unit, helps ensure that IT is a driving force behind
the organization's success.
Dynamically
size your IT infrastructure and reduce risks. IT Resource Management can help you predict when you might exceed
resource capacity so you can plan for the additional resources needed to meet
changing business requirements. Concise reporting of IT resource performance
data helps identify underutilized IT resources that can be repurposed and
brings insights to infrastructure consolidation or virtualization projects
without negatively affecting the quality of IT service and business continuity.
Reduce
IT costs through better use of resources. With a fact-based approach to managing your IT infrastructure, IT
Resource Management delivers the utilization, availability and performance
information required to know and forecast IT resource needs. These facts enable
efficient IT procurement processes, deployment planning and operational
activities that are needed to deliver IT services to the business units. [2][2]
2.3 Job Description & Responsibilities in
IT Sector.
Human resource management (HRM, or simply HR) is the management of an organization's workforce, or human resources. It is responsible for the attraction, selection, training, assessment, and rewarding of employees, while also overseeing organizational leadership and culture and ensuring compliance with employment and labor laws. In circumstances where employees desire and are legally authorized to hold a collective bargaining agreement, HR will also serve as the company's primary liaison with the employees' representatives (usually a labor union). [2[1]]
Information technology (IT) is recognized as
a critical infrastructure in many organizations. IT is also emerging as an
effective contributor to organizational performance. It is often argued that
success of the IT induction is attributed to strategy, consistent delivery, systems
usability. This finding suggests that human resources (HR) in the organization
play a vital role. Information systems (IS) research has recognized the
importance of HR in the IT acquisition process.
List
of information technology (IT) job titles.
1) Information Technology Director
2) Chief Information Technology Officer
3) Systems Manager
4) System Administrator
5) Programmer
6) Technical Assistant
7) Data Entry Operator
[1] http://managementinnovations.wordpress.com/2008/12/03/define-management-its-functions/
[2] http://www.sas.com/solutions/itresource/#section=1
|
Sl No |
Name of the Post |
Required Qualifications +Minimum
Experience |
Grade |
Scale of Salary |
Job Description & Responsibilities |
|
1 |
IT
Director |
Master of Computer Science/IT
+ MBA+ (Doctorate Degree Desirable) + 8 Years of Experience in Educational
Administration. |
Officer |
37,400-67,000 +GP 8,700 |
More>> |
|
2 |
Chief
IT Officer |
Master of Computer Science/IT + MBA (Min
55% of Marks) + 10 years of Exp. |
Officer |
15,600-39,100 +GP
6,600 |
More>> |
|
3 |
System
Manager |
Master of Computer Science/IT + MBA (Min 55% of Marks) +Wide Range of Exp. in
IT Project Mgmt. in Educational Inst. +Min 3years Exp. |
Officer |
15,600-39,100 +GP 5,400 |
More>> |
|
4 |
System
Administrator |
Master of Computer Science/IT (Min 55% of Marks)+H/W
Networking Certification, or RHCE + Min 2 Years of Sys. Admin Exp. |
Officer |
12,000-40,000 +GP 6,100 |
More>> |
|
5 |
Programmer |
Bachelor of Computer Science
/IT (Min 55% of Marks) + Knowledge in PHP, MySQL, CMS, Web Tech. +Min 2 years of Exp in Open
source Software Devt. |
Officer |
09,300-34,800 +GP 4,600 |
More>> |
|
6 |
Technical
Assistant |
Science Graduate +PGDCA + Hardware
Certification +Min 1 Year Exp. in H/S Maintenance Work |
Non
Officer |
|
More>> |
|
7 |
Data
Entry Operator |
Any Graduate +6 Month
Computer Application Certificate |
Non
Officer |
5,200- |
More>> |
1.
Job Description & Responsibilities of IT
Director.
With
a directive to solve problems in a multi-server environment, through a variety
of software systems and applications, MIS directors have diverse everyday job
duties. These professionals analyze technology and industry trends to determine
organizational objectives, and then develop strategic plans to meet goals.
Depending on the size of the organization,
the MIS director may be responsible for ensuring that technological resources
work reliably, meet production goals and will function into the future.
Providing system stability across platforms is another important aspect of the
MIS director’s role. In some organizations, these professionals build an IT
team, which may involve recruiting, hiring and mentoring staff.
A management information systems director’s
responsibilities might also include supervising security efforts to prevent
breaches from hackers, and to keep data and confidential information safe. They
may also interface with management to report on IT activities and return on
investment analysis for systems expenditures. Analyzing, researching and
recommending improvements to current systems and infrastructure are also
typical job duties for MIS directors. [2[1]]
2.
Job Description & Responsibilities of Chief
IT officers.
3.
Job Description & Responsibilities of System
Manager.
4.
Job Description & Responsibilities of System
Administrator.
A system administrator, or SysAdmin, is a person
who is responsible for the upkeep, configuration, and reliable operation of computer
systems; especially multi-user computers, such as servers.
The system administrator seeks to ensure that
the uptime, performance, resources, and security of the computers he or she
manages meet the needs of the users, without exceeding the budget.
To meet these needs, a system administrator
may acquire, install, or upgrade computer components and software; automate
routine tasks; write computer programs; troubleshoot; train and/or supervise
staff; and provide technical support.
A system administrator's responsibilities
might include:
• Analyzing system logs and identifying
potential issues with computer systems.
• Introducing and integrating new
technologies into existing data center
environments.
• Performing routine audits of systems
and software.
• Performing backups.
• Applying operating system updates,
patches, and configuration changes.
• Installing and configuring new
hardware and software.
• Adding, removing, or updating user account information, resetting passwords etc.
• Answering technical queries and
assisting users.
• Responsibility for security.
• Responsibility for documenting the
configuration of the system.
• Troubleshooting any reported problems.
• System performance tuning.
• Ensuring that the network
infrastructure is up and running [2[2]]
5.
Job Description & Responsibilities of Programmer.
6.
Job Description & Responsibilities of Technical
Assistant.
7.
Job Description & Responsibilities of Data
Entry Operator.
This job is mainly based on the following
basics –
• This job involves working in a personal computer, and appropriate software to enter data regarding different issues like retrieving data from a computer or to a computer.
• In this job, maintenance of accuracy
is very important.
• The data entered should be kept
confidential.
• In this job, constant update of the
data needs to be done at certain intervals.
• One has to keep on researching and
verifying that the data entered is correct.
• Many inter related duties are also
attached with this job.
The most important duties of the operator are
as follows-
• Has to verify, update and enter data..
• Has to print and review the data entered so that the records are accurate and complete.
• Has to create as well as maintain formats of data entry and verify all customer inputs.
• Has to ensure that the data are pooled as a batch, and they are accurate and the functions are keyed properly.
• Maintains detailed and accurate records in analytical cases so that accurate data is retrieved.
• Has to type update and revise manuals.
• Has to maintain statistical record
log.
• Has to ensure that the jobs are completed successfully even when there are staff shortages, and communicate to the employees and the clients about the changes being made. [2[3]]
2.4 Software Development & Project
Management.
There are various software development
approaches defined and designed which are used/employed during development
process of software, these approaches are also referred as “Software
Development Process Models” (e.g. Waterfall model, incremental model, V-model,
iterative model, etc.). Each process model follows a particular life cycle in
order to ensure success in process of software development.
Software life cycle models describe phases of
the software cycle and the order in which those phases are executed. Each phase
produces deliverables required by the next phase in the life cycle.
Requirements are translated into design. Code is produced according to the
design which is called development phase. After coding and development the
testing verifies the deliverable of the implementation phase against requirements.
There are following six phases in every
Software development life cycle model:
o Requirement gathering and analysis
o Design
o Implementation or coding
o Testing
o Deployment
o Maintenance
1) Requirement gathering and analysis: Business requirements are gathered in this
phase. This phase is the main focus of the project managers and stake holders.
Meetings with managers, stake holders and users are held in order to determine
the requirements like; Who is going to use the system? How will they use the
system? What data should be input into
the system? What data should be output
by the system? These are general questions
that get answered during a requirements gathering phase. After requirement
gathering these requirements are analyzed for their validity and the
possibility of incorporating the requirements in the system to be development
is also studied.
Finally, a Requirement Specification document
is created which serves the purpose of guideline for the next phase of the model.
2) Design: In this phase the system and software design
is prepared from the requirement specifications which were studied in the first
phase. System Design helps in specifying hardware and system requirements and
also helps in defining overall system architecture. The system design
specifications serve as input for the next phase of the model.
3) Implementation
/ Coding: On receiving system design
documents, the work is divided in modules/units and actual coding is started.
Since, in this phase the code is produced so it is the main focus for the
developer. This is the longest phase of the software development life cycle.
4) Testing: After the code is developed it is tested
against the requirements to make sure that the product is actually solving the
needs addressed and gathered during the requirements phase. During this phase
unit testing, integration testing, system testing, acceptance testing are done.
5) Deployment:
After successful testing the product is delivered / deployed to the customer for
their use.
To
implement a new IT project we need to categorize the whole project in to four
phases. They are
1.
Software
Development Phase.
2.
Hardware
Procurement Phase.
3.
Site
Preparation Phase and
4. Recruitment of Human Resource
[1] Ref. http://www.floridatechonline.com/online-degree-resources/management-information-systems-director-careers/
[2] http://en.wikipedia.org/wiki/System_administrator
[3] Ref: http://www.jobdescriptionformat.org/data-entry-operator-job-description.html
[4] http://istqbexamcertification.com/what-are-the-software-development-life-cycle-phases/
