Describe Communications And Integration Management (Essay Sample)

Running Head: COMMUNICATIONS AND INTEGRATION MANAGEMENT
Communications and integration management
Customer Inserts His/her Name
Customer Inserts Grade Course
Customer Inserts Tutor’s Name
11, 09, 2011
Executive Summary
The report is a discussion of the issues relating to the communications and integration management project for Imperial Cabs in addition to an in-depth analysis of the organizational analysis for the successful completion of the project. The communications and integration management project involves the setting up of a centralized network system that increases the flow of data and information between the headquarters and the various sub stations. It also aids in heightening the effectiveness of the way in which are made as well as for accountability purposes (Beitler 2006). Various project stakeholders exists, encompassing the firm made up of top executives, managers and employees who are in a position to affect the outcomes of the project as movers when it comes to implementing the project; suppliers and consumers who benefit from the operation of the project; as well as outsourced specialists in the technical fields that provide the much needed technical know-how.
Imperial Cabs bears a flat and simplified organizational structure and this backs the communications and integration management project hence easing communication and the sharing of information (Black 2003). The organizational structure of the company adopts considerably the type of the project and its outcomes. Nevertheless, a need arises for the implementation of variations in culture so as to suit the new systems and call for outside competences for the same. A section of the membership of the project team is drawn from the firm for handling co-ordination and human resource management functions while the rest is comprised of the outsourced experts. Integrating functions and determination of the scope and restriction of functions at the early stages of team development arises (Thomas 2009). These are handled through problem solving, compromise and smoothing techniques which assist the team to arrive at the normalization and performance phases. In this case project management takes care of multidimensional components since the projects have a broad impact; particularly technological ones.

Contents
 TOC \o "1-3" \h \z \u 
Executive Summary __________________________________________________________2
1 Introduction _______________________________________________________________5
2 Project background _________________________________________________________5
3 Stakeholder communications management ______________________________________6
4 Project Management Information System (PMIS) _________________________________8
5 Project life cycle __________________________________________________________10
6 Project integration management ______________________________________________15
7 Project monitoring and change control _________________________________________16
8 Project closure ____________________________________________________________20
9 Conclusions ______________________________________________________________21
10 Recommendations ________________________________________________________21
References ________________________________________________________________23

1 Introduction
The Imperial Cabs is a firm that operates a wide variety of taxi cabs in various locations in Australia. The taxis come in different classes and sizes for different occasions and purposes as they may arise depending on the clients. The company provides services to an assorted number of customers who have constantly given positive feedback for the services provided. Considering the huge amounts of data and information involved in the company, the management saw it fit to have a much more efficient way of handling the same. The report delves deep into the discussion of the core issues that arise from the communications and integration management project for the Imperial Cabs in addition to the analysis of the organizational requirements for successful completion of the project. The report is made up of various sections ranging from the environmental context of the project to specific organizational issues that may affect it.
2 Project background
The firm intends to come up with an integrated communications system by means of networking so as to strengthen the effectiveness and improve performance. The integration will also provide an opportunity to set up cross practice booking and hence be in a position to give a merged fiscal report for the totality of operations. This is also supposed to ensure a better supply chain management (Christopher 2003). Before the project, the varied stations operated without external control with the company managers having the sole ability to decide on the different areas of operations. The managers give periodic manual reports to the headquarters with regard to the status of the operations. The communication integration management project takes into perspective the setting up of an elaborate integrated communication system through networking the various substations with the headquarters for an improved information flow and to ensure effective decision making processes and accountability.
3 Stakeholder communications management
The team came to a collective assertion that stakeholder communications management was inevitable if the project was to be successful. As such, the right people had to be engaged in the right way for the best results of the project. After having successfully carried out a stakeholder analysis exercise, sufficient information necessary for planning communication with the stakeholders was availed. A stakeholders’ communications worksheet was thus prepared with column headings such as:
Name of stakeholder
Communications approach
Key interests and Issues
Current Status (Advocate/Supporter/Neutral/Critic/Blocker)
Desired support (High/Medium/Low)
Desired project role
Messages needed
Actions and communications
After preparation of the table the planning exercise was carried out as follows:
Updating of the worksheet with power/interest grid information, that is, the names of the stakeholders and their influence and interests to the project were entered in relation to this column.
The way in which stakeholder management was approached was planned such that the size and complexity of the project goals and objectives were significant in the determining the time given to stakeholder management. The uncommitted time for communication and the level of help needed to obtain the results also became essential for the same purpose. The assistance needed (such as sponsorship, advice, expert input and material review) was thus carefully thought and the time needed for the same was put into consideration.
Another careful consideration was the input needed from each stakeholder and the amount of support needed from them. The actions the stakeholders are needed to perform should also be put into consideration at this juncture. This stage was useful in filling the desired support, desired project and action desired columns.
The messages required to be conveyed were then identified. These were important for persuading them to support and take active roles in the project goals and objectives. These were used to present the benefits of the project to the company and its operations. The messages were mainly centered on key performance drivers such as the increase of profitability and the delivery of real improvements.
Finally, the actions and communications were determined and this was done in line with the available resources and time. The most appropriate way of managing the communication and the input from the stakeholders was identified. The most effective way of ensuring that the project’s best supporters were enlisted and aboard were thought out. In addition, the resistance of those who doubted had to be won over or neutralized; hence a careful and tactful approach had to be used. Clearly, there were people that were not initially interested in the project but after selling the idea to them and making them aware of the benefits, they were able to buy the idea; thus their levels of interest arose. Yet another consideration was the effect of our actions to the stakeholders and hence the need to engage the people early enough regarding the difficulties that are likely to occur. Thus, a platform for discussing the way forward for reducing and managing the impacts was created.
4 Project Management Information System (PMIS)
A Project Management Information System (PMIS) refers to a collection of related system tools that are used in the project setting for message delivery. These techniques and tools are useful for the collection, combination and distribution of information using both electronic and other manual ways (Bryan 2003). PMIS also happens to be an elaborate communication system for the upper and lower management throughout the project period.
Through the PMIS, it is much easier to plan, carry out and close the goals and objectives of the project management. At the planning stage, budgeting is done using the PMIS, for instance it makes the estimation of costs much easier. It also aids in the creation of particular schedules and in the definition of the baseline of the scope of the project. During the carrying out of the project management goals, it is important that all the project information is put together into a single database. Through the PMIS, an effective comparison can be made between the baseline and the existent achievement of every single activity. In addition, it eases the management of materials, collection of financial data as well as the keeping of records for the sake of the report. The PMIS is used at the closure of the project in t...