Introduction
Selecting and ultimate acquiring an Information System is a complex task.This is because an Informa action system Is made up of elements which support interaction with various elements to provide a complete working system. The Information System is majorly made up of people elements that influence decision making about what type of system is to be selected in tandem with organization information needs.
By embracing effective planning techniques, this paper presents procedures and methods of identifying, selecting and acquiring a quality information system for organizations. Although these processes are sometimes complex, the paper will embrace the process of selecting and acquiring a new Information system by attributing the role played by the steering committee and project team.
The paper will further explain the goals as to why an organization may justify a need for an Information System and asses the role of stakeholders in the selection and acquiring process. Selecting and Acquiring and Information System.
An Information System
The very important phase in selecting and acquiring an Information system is forming two critical committees. These committees are; project and steering. The importance of steering committee is necessary as James (2004), asserts the project committee helps in assessing the needs, i.e., why a new information system is needed in the organization, identify the proposed system requirements, and fix the personnel to be affected by the new system through training and implementing the new system as per the requirement.
Besides, they aid in supervising daily functions during the selection and acquiring process. On the other hand, the steering committee supervises the selection and acquisition process and gives direction and policy guidelines (James, 2004). Consequently, the committee makes important decisions and allocates the project budget.
The next step in selection and acquisition is, analyzing the goals for the proposed system and how they will affect the organization’s activities. Harmonizing organizations goals in the project are important; this ensures the selection and acquiring of the proposed system is not a waste of time and resources for the organization.
The steering committee and project team have to be conversant with the information strategy of the organization in terms of what and why the proposed information system is needed in the organization, processes which necessitate changes and the business drivers for the proposed system (James, 2004). These questions can be comfortably be answered by interviewing the senior management and users in the organization.
Thus, this will assist in identifying clear goals for the proposed information system. The steering committee and the project team will also asses the process of acquisition. A decision of either developing a solution in-house or buying will also need to be assessed.
Inconclusively making the determination of either developing or buying, the organization has to; analyze if the requisite Information resources are available internally for the project or whether the departments to be affected have expertise in technical aspects such as; detailed system requirements, reporting requirements and system edits (James, 2004).
Consequently, the budgets centered on the project should play an important aspect in arriving at an appropriate solution. Hence the choice of either developing or buying should guide the organization in finding an appropriate solution which fixes its needs. Project stakeholders are essential in the selection and acquisition of a new system in an organization.
They help to define, change, drive, clarify and underwrite the scope of the project to ensure it succeed (Schwalbe, 2009). Stakeholders comprise of organizational management, project team members, project manager, project management staff, technical staff, customers and decision makers among others.
Project management is stakeholders responsible for identifying a need and opportunity, assess project risks and support the project feasibility and budget. They also contribute to creating strategic policies besides authenticating projects inconsistent with organizations requirements (Schwalbe, 2009). They also choose a project manager and aid in project team configuration.
Project manager as a stakeholder is tasked with the duty of the acquisition process. The project manager aids in planning, organizing, directing and coordinating the project to ensure that all projects requirements have been adhered to (Schwalbe, 2009). During the planning phase of the project, he or she implements projects strategies in line with organizations requirements to develop a project charter and presents project milestones to senior management for decision making.
Project teams are tasked with performing project accomplishments. They do this under different roles and capacities. Some of the important roles of the project team members include; completing the project within the allocated budget, timetable and enforces quality requirements, they also support in project planning and control thus they relate tools required for the project and tracks project executions trends by submitting status reports to senior management (Schwalbe, 2009).
Conclusion
Selecting and acquiring an information system in an organization is a comprehensive process. Effective strategies simplifying the process can aid organizations to save resources and time whereas accruing value. This paper has discussed the role of steering committees and project team in facilitating the process of selecting and acquiring an information system in an organization.
The paper also explored questions that organizations need to justify before acquiring a new information system. Lastly, the article has, in details pointed out the organization management, project managers and project team members among others, as stakeholders in the organization. It has also explained the roles and responsibilities they are tasked within project management in an organization.
Reference list
James, D., (2004). Buying Information Systems: Selecting, Implementing and Assessing Off-The-Shelf Systems. Aldershot: Gower Publishing Ltd
Schwalbe, K., (2009). Information Technology Project Management. Michigan: Cengage Learning