Essay Sample on Revised Business Requirements Document: Document Control Overview

Introduction

The Document Control section of the business requirements document from Project Deliverable 2: Business Requirements provides the revisions of the document. This section offers various areas that contribute to the document control that is required in a business. The regions investigated in this section include the overview of the project, the background information such as the current processes of the project, and the scope. Under the scope, the revised document under this section looks at the scope of the project, constraints, and assumptions, the risks that are involved in the project process, scope control, relationships to other projects, and the definitions of the terms that apply in the project plan.

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Project Overview

The first area of the revised document control section provides an overview of the project. The overview gives information about the details of the project and what entails to be done in this project as it sets the basis for the rest of the plan. The project is about Gritty, which is one of the companies that engage in conducting cloud-based services to facilitate the transformation of the operations of intelligence technology. The focus of this company is on the enterprise IT of revolutionary, where it automates and normalizes the processes of business by consolidating the enterprising worldwide footprint of IT crosswise.

In this case, there is a looming merger between Gritty and Gray Corp, and the happy thing about this merger is that the original name Gritty of the company will be retained even after the merger. At present, you are the chief information officer who has been tasked by the chief executive officer of this company to implement the project plan for the merger in sixty days. The program will include the strategic integration of the various systems that include the databases and the infrastructure. The infrastructural changes will consist of the expansion of the floor such that the company does not have one floor but the three of them. This should consider that the two biggest companies will be sharing the same space and domain in a period of six months.

It then requires redesigning so that the two companies are accommodated on the premise, also considering that the number of employees will increase from the current 25 to 65 people. The other task in this project plan involves making a big splash and entry into data warehousing. This considers that Gritty presently uses the operationalized systems and relational databases. As the organization expands, it is true that its necessities also increase and that different hardware is required to allow the appropriate accommodation.

It will also require resolving to consolidate the systems in order to have a hybrid model in place. Achieving this will mean assimilating various technologies with specific reference to cloud technologies and virtualization. The resolution is to ensure that businesses adopt best practices that will allow the advancement of the systems of technology in the company. However, even with the desire to have an improvement in technological systems, the primary concern of this project is the security problems that come with such technological changes. The CEO has raised such an interest and hopes that a proper security agreement will be provided.

Background Which Includes the Current Process

After providing an overview of the project, the control section of the revised document discusses the background, which includes the current process. The background offers needed-to-know information about the company itself and some of the things that are currently involved in it as a single business. Gritty is a company that engages in conducting cloud-based services to facilitate the transformation of the operations of intelligence technology. The focus of this company is on the enterprise IT of revolutionary, where it automates and normalizes the processes of business by consolidating the enterprising worldwide footprint of IT crosswise. Currently, it operates under one roof and has only about 25 employees. The company also presently uses the operationalized systems and relational databases, and its hardware does not allow the particular accommodation.

Scope

The revised document illustrates the scope of the project as a necessity of the requirements from all the higher-ups and stakeholders. The precise description of the scope of the project is acquired following the accumulation of all the required information. The heftier the venture, the more effort, resources, and time needed to collect requirements of the project plan. The description of scope takes into account things comprised in the scope management plan. The entire project management or knowledge areas will make an explanation for scope alterations, counting risks, time, quality, cost, resources, and consumer fulfilment. The mentioned areas are essential, requiring project management to focus on them if they have to achieve the expected results (Mulder, 2017). The alterations include the specified areas that should change.

For the current project in the company, the alterations include strategic integration of systems such as infrastructure and databases. Under these alterations, there will be a need for expansion of the floors from one to three, expanding into data warehousing, the redesigning of information technology, and installing proper security protocols. Counting on the risks is another scope area that the project will be taken true. The availability of time and resources are areas that will be considered in the course of undertaking the project (Mulder, 2017). Finally, costs and ensuring quality for the fulfilment of the desires of the consumers are significant parts of the project.

Controlling is an essential part of the scope, and without it, there are high chances that unfavorable consequences may occur. Scope creep a nightmare on projects. Bringing out features too early without acceptable quality checks and confirmation could lead to producing an untrustworthy ending product that is useless. (Evans, 2019) Scope creep can bring needlessly burdens on your project team. The squad will spend unnecessary time and effort on more actions and output/deliverables than planned initially. (Evans, 2019) Not managing your scope the proper way leads your employees to burn out. That is detrimental to your employee's physical and mental well-being. (Evans, 2019) If not regulated by the manager, the heightened stress can turn into burnout. Burnout casualties' outcomes can result in constant productivity downturns. If this happens, that employee will never be the same, which in turn will result in employee turnover. (Evans, 2019) Scope creep can ruin your reputation with customers as well as contractors. No contractor wants additional work unnecessarily because of poor planning.

Scope of Control

The revised document defines the scope control according to Project Management Body of Knowledge as a component that involves the monitoring and the controlling of the process in the project, and it targets the management team that has the power to control the project at all stages. The Project Management Body of Knowledge regards scope controlling as a process that tends to modify the plan to its course. According to Mulder (2017), Scope Control consists of Product Scope (magnitude of the product) and Project Scope (extent of the project). Product scope entails the actions pertinent to the end-outcomes, like quality, service, product features, and functions. (Mulder, 2017) Project scope demonstrates a total aggregate of work to be completed, authorized to accomplish the coveted results. The change control allows the management of the control changes that occur to the scope of the project. Scope control happens in business, even where the owner representative has approved for any changes that affect the cost or timeline for the project.

Relationship to Other Systems/ProjectsThe project plan aims at ensuring that the systems in the company work together after the merge. This involves the integration of the system and replacing the old software and hardware with the new systems. Systems Integration is a method that combines different applications and IT systems in an enterprise so that they work in unison in a unified and organized manner (Cunha, 2016). You can relate systems integration to piecing a puzzle together. There are dispersed parts of a business information subsystem that required to fitting together towards unified application mesh or one well-integrated close-nit architecture (Church, Gilbert, Oliver, Paquet, & Surface, 2002). The integration will facilitate the synergy between different parts of the system for Gritty and Grey Corp, thus relating functionally.

There will also be the reconfiguration of the information system in the company for the improvement in the operations of its enterprise intelligence technology operations through the cloud-based services conduct. Bringing up to date your work settings authorizes you to become more flexible, agile, and scalable and, most importantly, for the short term and long term it saves you money. Reconfiguring the infrastructure Gritty has goals to extend into data warehousing. The scheme/systems have ascended as one of the superior high-tech pathways to the advancement of the more advantageous corporate institutions (Fgrehl, 2012).

Definition of Terms (if applicable)The revised document in the scope control section of the business requirement identifies various terms that will be commonly used in the implementation of the project plan. These terms are essential in any project to ensure that there are proper communication and understanding of the technical aspects of the project plan. The words are described below:

• Acquisition- process - This action acquires resources and personnel essential for project actions. Acquisitions meticulously matched with project schedules and budgets. (Eby, 2017)
• Assumptions - Determinants considered to be correct during the project planning actions; however, evidence of their effectiveness is not accessible. Ventures can influence its conclusions and risk, so you must contemplate them cautiously. (Eby, 2017)
• Bar chart - Outline schedule of events, of project actions end and start date in reasonable order.
• Baseline - The expenses and agendas authorized at the beginning of the project. That utilizes baselines as a foundation for evaluating and monitoring accomplishments. (Eby, 2017)
• Business model - Organizations' business blueprint is the scheme by which the company's cost-effective activities projected, executed, and structured. This model collaborates with its customers.
• Business requirements - The conditions, the product must appease to serve its purpose inside an organization adequately. (Eby, 2017)
• Constraint - Disadvantage on a venture, constraints could be resource availability, financial or time-sensitive.
• Deliverable- The concluding product component or product that delivered to customers or stakeholders according to stipulations of the contract. (Eby, 2017)
• Forecast - Estimation or prediction of future project conditions established on easy facts.
• Gantt chart - A bar chart is demonstrating all the actions of developing a project. Activities are listed vertically with the parallel axle indicating time. (Eby, 2017)
• Kickoff meeting - First, get together among stakeholders and project teams. Builds excitement for the project while simultaneously going over project expectations.
• (KPI) Key performance indicator - A metric used for estimating project accomplishments. Indicators established before the execution of the project starts. (Eby, 2017)
• Lessons learned -Compilation of knowledge acquired from project actions, which used for references and interest for future endeavors.
• Lifecycle...