Windows 10 Deployment and Hardware Change Project

Problem Summary

The process of deploying a new operating system and changing hardware’s in a large company consist various stages. In every stage, the project team has to have an adequate plan before altering the current operating environment due to the impact the process may have on production and other functions in the firm. The main role of the project team is to divide the whole process into different segments, planning the steps which each stage will take, ensuring the steps are tested before they are started, and executing all the steps in a way that ensures adequate knowledge and skills are obtained (Cohn, 2014) . In every computer system, operating systems function as a layer between the computer applications and computer hardware. Its primary function is to allow applications to make requests for the services that are provided in the memory, allowing them to have access to hard drive for storage and retrieval of data. Tinny Enterprise is a delivery company operating more than 20 offices in different parts of New York City. The company undertakes its daily activities of ensuring g their clients can send, receive, and monitor their parcels from different parts of the city. At Tinny Enterprise, there are more than 700 laptops distributed in their 20 offices. The laptops are currently using Windows 7 which makes it difficult for the company to achieve some of their information technology services to their customers. For example, their customer management system enables the client to make enquires and payment online. However, the current system cannot support such activities resulting in ineffectiveness in service delivery.

When the company was starting in 2010, the management was facing major financial challenges, forcing the company to go for cheaper laptops, which were mounted with Windows 7. Today, the company is experiencing major issues due to the growing number of customers and demand for integration of new technologies to help in the improvement of the quality of service delivery. The systems being used by the employees and the management today are ineffective for the current functions in the organization where they are using a spreadsheet for data storage, but the increasing volume of customer’s information has made it difficult to keep track of their customers and other functions in the organization. Delivery business requires effectiveness in information sharing because the client's goods need to be verified, and information sent to the receiving end to avoid losing clients cargos which would result to major loses (Abudi, 2011) . The systems that the Tinny Enterprise is currently planning to expand their services to other cities including Chicago and St. Paul, meaning they will be expected to handle huge customer traffic in their systems, and larger volumes of data will be stored, hence creating a need to change the current Operating system and machines so that they can be able to function in the changing environment.

IT Solution 

. Tinny Enterprise has been using information technology since it was established in 2010. The use of technology played a significant role in the company’s growth and establishment of sustained competitive advantage. The use of information technology contributed to the efficiency of different daily activities including automation of warehousing activities. A few months ago, supervisors from the different function of the organization highlighted some of the changes the organization would demand, the need of conducting the upgrade process to the entire system. therefore, this project is supposed to offer the company with a permanent solution to some of the information technology system issues, by changing the current laptops being used in the organization, and introducing new ones which have Windows 10. For the information technology system at Tinny Enterprise to be effective and able to support the current activities in the company, the new machines should have a processing speed of at least 2.0 GHz dual core, 8 GB, high integrated graphics, and 500 GB hard disk (Microsoft, 2014) .

Also, the new machines should allow memory upgrade in future, without requiring new machines. The new machines will be able to support more complex management systems and allow the introduction of other application that can help the company become more competitive. Also, the new laptops have a higher processing speed and memory size, hence making them faster and more reliable. Due to lack of adequate expertise in the organization, Tinny Enterprise contracted different experts to undertake Windows 10 deployment and machine upgrading function (Cohn, 2014) . Lastly, the project team identified major issues in data storage and retrieval at Tinny Enterprise. Based on the rising value of information the modern business world, the company will require a local and cloud backup to enable data sharing among all the employees in the organization.

Implementation Plan 

The process will start by analysis of the hardware’s and software’s needs in the organization. At this stage, the project team will highlight some of the features which will be required in the new laptops, and the best brand to provide the identified features. For this project, the project management team will upgrade the current machines with new I HP Envy 13t from Hewlett-Packard. The computers are effective for novel and demanding users such as Tinny Enterprise where all their activities are being carried out using online and offline platforms. HP Envy 13t from Hewlett-Packard (hp) computers will support the identified demands in the organization where it is dual-core 2.3GHz with Intel Core i5 processor, and RAM at 8GB of memory, and Intel Iris Plus Graphics 640 integrated graphics. Other features that make the computer appropriate for Tinny Enterprise includes 5,400-rpm drive have a capacity of 500 GB.

On the other hand, Windows 10 from Microsoft Corporation will be deployed The upgrading process will entail customizing the out-of-box experience for the organization and ensure a new system is deployed with settings and apps already configured. Also, through subscription activation, the new system will allow users to switch from Windows 10 Pro to Enterprise whenever subscribed users sign into the system making more effective (Microsoft, 2014) . Windows setup will be used to update the Operating System and update the existing settings and apps during the migration process, without losing any data or application belong to Tinny Enterprise. Using the Windows configuration and imaging tools, the project team will develop provisioning packages that can be applied to devices. Also, the new devices will have new image hence enabling configuration of all the computers in the company network.

Lastly, for the local database, the project team will come up with a centralized database scheduling application which will help the company in maintaining their scheduled and customer information more effectively. The local backup system will allow the employees reduce the time they are currently wasting while repeating similar activities and spare time to undertake more productive tasks (Abudi, 2011) . The first stage in Windows 10 deployment and replacement of all old machines in the organization will entail coming up with functional requirements, followed by planning for the execution of the project with some of the activities in the execution process including creating databases, implementing codes to connect the user interface to the new database and training employees on the use of the new system.

Review of Other Work 

The increasing demand for appropriate information technology hardware’s and software’s has attracted significant attention from researchers. Different studies have been conducted in the last few years to offer companies and individuals proper guidance into ways of achieving a seamless transition from one computer hardware or software to another. According to Cohn (2014), every stage of migration to new machines and operating system, pose a new challenge, with the last stage of migration which entails both online and offline deployment of the application part of the stages which present challenges. Different solutions have been offered by researchers to help companies ensure trouble-free deployment process. Some of the solutions that have been offered include ensuring a clear and accurate plan is in place during the system change and implementation, to ensure the process is faster and effective. Also, having a clear plan ensure an easy transition to the new environment where the plan will create adequate time for training and development. To understand some of the tools that organizations can use during deployment of the new operating system indicated that HP OS Migration service for Window 10 is the most effective tool for use during this process (Microsoft, 2014) . Some of the features of the tool which make the transition process effective include ability to undertake the process in onsite, offsite, and remote hence helping smooth migration into the new operating system without affecting the setting and applications in the system.

Companies need to consider different factors when undertaking the Window 10 deployment process. Some of the factors include how the application and file settings will be transferred to the new devices, and how they can be managed if the company intends to use the same devices. Using migrating files and setting, companies can be able to transfer their settings from one computer to the next, hence helping maintain all the applications and information relating to the organization and customers.

When a company is deploying new machines and operating systems into their business, it is important to decide whether the software’s and will be purchased off-the-shelf or come up with their own custom software’s. However, this decision is affected by different factors including the company financial strength, and technological knowledge among the project team. According to an article by Cohn (2014), companies need to compare different types of products when deciding on the software’s and hardware’s to use during the upgrading process. He indicated that off-shelf software’s are cheaper and quicker to obtain and install. Therefore, for the organization that lacks adequate resources and technical knowledge to develop their customized applications, they can purchase off-shelf software’s which are sometimes developed for specific business functions. However, customized applications have major benefit as compared to off-shelf applications because of their ability inability to meet all the needs of the organization. The author continued to claim that companies which create their customized software have the opportunity to increase the competitive advantage and productivity hence allowing it to become more scalable.

The project team will require proper strategies that will help in managing the project during the project development process. In his study, Abudi (2011) offers a clear description of the process of developing effective project management best practice. However, the term best practice can mean different things to different organizations. Having best practices in information system upgrading project may mean having standard procedures and processes, or even having a well-functioning Project Management Office in the organization. The author has highlighted various benefits of establishing project management best practices as a way of maximizing the probability of having a successful project (Abudi, 2011) . The project management best practices highlight some of the most important components that should be considered when developing a system. Some of the components that the project team working on Tinny Enterprise upgrading project need to consider include communication, strategies between the different members of the organization, which play a significant role in gaining support and approval from the stakeholders. Other considerations each that companies undertaking major projects should consider in the development of best practices according to the author include, “Understanding the existing project management process within the organization, assessing the project management roles and competencies and comparing those with the current staff members, and developing strategic training and mentor plans” (Abudi, 2011) .

Relation of Artifacts to Project Development

A huge relationship exists between the information offered in different artifacts and the Tinny Enterprise project development. For the Windows 10 deployment process to be successful, it is important for the project team to understand the different ways of deploying the system, depending on the client's demand. For example, Tinny Enterprise analyzes their data for use in decision making, hence the project team needs to understand how they will deploy the new operating system, and retain the current application and file settings. Therefore, using the information from the artifacts, the project team can understand the most efficient scenario and understand key limitations and capabilities of each.

Tinny Enterprise is a small-medium size company, meaning they have limited technical knowledge and budget in their upgrading project. Also, they have time constraints because the company has to terminate some of their activities, which may affect the company if it takes a huge amount of time. Therefore, this current situation in the organization would prompt the organization to obtain off-shelf software’s, but consider a customized solution in future as the company expands into other cities. Having customized software will allow Tinny have more scalability and be able to meet their increasing needs. Today, more than 60% of information technology projects fail because of lack of effective project management strategies. Therefore, the information from the artifact will help the project team undertaking the Tinny Enterprise upgrading process with ways of establishing best practices so that they achieve all the objectives and goals of the project based on the established budget and per the time agreed on the schedule. 
Project Rationale 

In the last few decades, the business world has experienced significant change, due to development of technologies. The changes have affected business operating in the modern business world both positively and negatively, hence resulting in the emergence of new trends in the market. Just like other businesses operating in the modern business world, Tinny Enterprise needs to come up effective information technology systems, which will help the company achieve its goals and objectives. Currently, employees at Tinny Enterprise are using old machines, which are using Windows 7, hence contributing to wastage of time where employees have to repeat activities. The second reason for implementing the Windows 10 deployment and purchase of new laptops at Tinny Enterprise is to help the company achieve its increasing business needs including having effective information sharing procedures ( Rasnacis A., & Berzisa, 2017 ). The current system is using excel in data storage, hence making it difficult for the management to analyze the customer data to help in decision making which is a major element for companies operating in the national logistics industry.

To address the issue of data storage and retrieval, the project will develop a user interface that will make the process easy, due to its robust features including automation of different activities which have been consuming an enormous amount of time in the organization. For example, Windows 10 will be able to support local and cloud backup, hence increasing the company security and integrity of data hence reducing cases of error in data as the volume of customer information becomes greater (Microsoft, 2014) . On the other hand, the project will entail replacing the current laptops in the organization with new ones. The new laptops will have high processing speed and storage, enabling the users to undertake their activities in lesser time as compared to the current machines. Also, having high processing speed and memory will help the company integrate the different application into their system, hence increasing the efficiency and effectiveness of the system.

Current Project Environment 

Tinny Enterprises has been using information technology systems since it was established, as a way of enhancing their efficiency and effectiveness in their daily activities. The systems were being used in logistics management, monitoring customer parcels, human resource management, and analysis of data by the management for decision making. The technologies being used at Tinny Enterprise have been undergoing major recycling process where versions are being upgraded or even the entire information architecture changing leaving the company management confused in ways they can undertake these changes. Currently, Tinny Enterprise is using Windows 7 and Corei 3 laptops in their different activities. The operating system and laps being used in the company are over ten years old. The operating system the company is using today was released in January 2007, while Dell introduced the laptops in 2008. Over the years, the products have changed, with new features being introduced to help the users improve their quality of services and be able to address different needs by customers and other stakeholders. For example, the current machines at Tinny Enterprise can only support Microsoft Office 2007, which contain programs for executing different activities in the organization. On the other hand, the most commonly used browser at Tinny Enterprise is Internet Explorer 8 which was released in 2009 by Microsoft. However, although the web browser was the most used in the entire world according to the 2011 report, new web browsers have been launched including Mozilla Firefox, but the machines at Tinny Enterprise cannot support the current version of Mozilla Firefox due to compatibility issues.

Lastly, Tinny Enterprise is currently using Microsoft Lync which is an instant client messaging platform from Microsoft. The tool which was formerly known as Microsoft Office Communicator has major limitation including lack of advanced communication elements such as live video streaming which is essential for every business operating in the modern business world. The application has failed to reduce the number of business trips taken by Tinny Enterprise management team where they cannot communicate face to face using video conferencing (Abudi, 2011) . When all the above systems were being introduced at Tinny Enterprise environment, they were sufficient in helping the company achieve its daily business needs. However, the company has been experiencing major growth regarding market share, some employees, and offices, hence making it difficult for the old systems to achieve their objectives. The proposed solutions will help the company address the issues by replacing the old machines with modern high-speed machines, with huge memory space and high processing speed. Also, the machines will be mounted with Windows 10 which one of the most effective operating systems in the market today.

Methodology 1 

The project requires appropriate planning, meaning it should have a definite starting point and ending point, a clear defined coverage, scope and special performance requirements that should be met. According to Rasnacis & Berzisa (2017), a project is a provisional venture undertaken to create a unique product, or even result. This means that a project is executed only one, meaning it has to be executed every time it is not a project. For the last one and half decade, Tinny Enterprise has been using the same information system hence, but they are undertaking the upgrading process to help improve the efficiency of the systems and help the company achieve their current business needs. For this project, the team will use the case study as the research method. A case study refers to a form of research that focuses keenly on analysis of the subject hence offering intensive analysis of different units. When using case study, rigid protocols are not followed, meaning the project team will use an in-depth examination of the different information technology cases whether its events or instances which took place inside the organization. The case study will be used due to its effectiveness in producing detailed information relating to the problem under study, hence helping account for creativity, variation, and innovation better.

During the research, the project team will collect data using methods in case study including archival records, participant observation, direct observations, and documentary ( Rasnacis A., & Berzisa, 2017 ). Also, the semi-structured interview will be conducted to allow the project team focus on settle on more important elements, but based on the use of interview guide. During the Tinny Enterprise project, the interview will be used to help the project team and management understand the reason the project was initiated, and the kind of background information they will need.

Project Goals, Objectives, and Deliverables 

Goals, Objectives, and Deliverables Table

Goals, Objectives, and Deliverables Descriptions

Goal 1: Replace everyone’s laptop with new machine 

Objective 1: Create local and cloud backups of the data for every person in the company. Data storage and retrieval is an important aspect of Tinny Enterprise strategies towards achieving its goals. The objective will be successful for the project team will be able to come up with secure local and cloud backup, so that the organization's information can be safe in case of any loss. To achieve this objective, three activities should be completed.

Deliverable 1: Create a Local Area Network (LAN) and connect all users. The Local Area Network (LAN) will be the physical backup configured for the 700 Windows 10 laptops. The backup will be receiving information from all the users, for analysis by the management for decision making.

Deliverable 2: Open the company cloud account, and employees provide authorized users with security details. Due to the increasing need to have a virtual backup for the company information, the project team will create a cloud backup, which will be linked to the employee laptops using their personal information.

Deliverables 3: Develop effective database management procedures and standards. Due to sensitivity of the customer information including their location, credit card numbers, telephone numbers and other delicate information handled by the company, effective security protocols, and procedures will be put to place to ensure data security.

Objective 2: Create an inventory of required and unique software for each person. Before the development plan is initiated, it is important for the project team to identify all the software’s each employee need in their workstation for effectiveness in service delivery.

Deliverable 1: Create a list of all applications that can improve efficiency and effectiveness in each workstation. The primary purpose of the project being to deploy Windows 10 laptops so that the company can be able to address the various technical issues, it is important to understand the most appropriate software’s for the company. This will ensure the company does not look for alternative applications in the new future.

Deliverable 2: Identification off-shelf software and customized software. Based on the business needs and limitations including financial and time constraints, the deliverable will help the project team understand the software’s they will get from off-self and those which they will need to customize.

Deliverable 3: Identify the best vendors and best prices for the software. Being a growing company, it is important to have the software’s from reliable vendors, to make maintenance and upgrading process easy in future, and ensure genuine software’s are being used in the organization.

Objective 3: Order new laptops . This will be the most expensive and important objective to achieve during the upgrading process at Tinny Enterprise. The project team will need to understand all the activities including files and documents used in the organization, and the most effective laptop to help the employees undertake these activities.

Deliverable 1: Analyze Organizational Needs. The deliverable will entail understanding what the new laptops will be used to do in the organization and some of the new features that will be required for the laptops to be effective in future.

Deliverable 2: Create A List Of Common Features. Creating a list of common features will help the company understand whether all the new laptops should have similar features including processing speed, memory among others, depending on the functions they are used to undertake in the organization.

Deliverable 3: Identify A Reliable Distributor. This deliverable will be important due to the benefit associated with buying electronic products from reliable dealers including warrants, free maintenance services as customer service among others.

Objective 3: Perform swaps of equipment. The objective will help the project team understand the factors they should consider while switching the old laptops with the new laptops.

Deliverables 1: Evaluate the employee expertise and skills in Windows 10 and other applications. Employee training and development is an important aspect when considering the switching process because the effectiveness of the new systems depends on employees’ skill in operating the new laptop and operating system. Also, the deliverable will help the company understand if additional human capital will be required.

Deliverables 2: Identify important files and data settings which will be transferred to the new computers. This deliverable will help understand the data and files from the previous laptops which can be included in the backup system and that which would be disposed of.

Deliverables 3: Identify areas where employees require training. The deliverable will help the organization in filling new position including network security officers, system management officers among others.

Objective 5: Provide extra support after exchange and users have settled in with new equipment. This objective will help the project team, and Tinny Enterprise management identifies some of the application that can be added to the new system, which could not have been identified during the development stage.

Deliverable 1: Identification of errors occurring in the new system. The deliverable will help the project team identify errors and issues in the new systems, which would not have been identified during the testing phase.

Deliverable 2: Some of the new applications that can be introduced to enhance the effectiveness of the system. Depending on the nature of data being processed in specific computers, the project team will identify additional applications and programs to boost the effectiveness of the system.

Objective 6: Carefully schedule upgrades in waves. The new equipment will be exchanged in phases, so the employees to offer employees opportunity to familiarize with the new equipment and their different feature.

Deliverables1: Identifies areas of the new system which will be released first. The deliverable will ensure the new equipment are released based on the importance of the project, followed by other characteristics. For example, functions such as human resource can be among the first functions to have the new equipment.

Deliverable 2: Understand areas where employees will require special information. Tinny Enterprise has different functions with each requires different information regarding the new equipment. Therefore, this deliverable will help identify the functions will demand similar information so that the exchange can take place at the same time to avoid wastage of time.

Project Timeline with Milestones 1 

Outcome 

The outcome of the project is having all the corporate users having brand new laptops, with Window 10. Introduction of new hardware’s in the organization entail increased effectiveness in information sharing, integration more effective application, and access to local and cloud backup technologies. The success of the project can be measured by determining the time taken by an employee at Tinny Enterprise to undertake a specific task using the new system as compared to the old system. Also, understanding employee’s effectiveness in the use of the new laptops based on training offered by the project team will be used to understand the effectiveness of the systems. The metrics that will be used to understand the outcome of the project will be collected for two weeks from different functions of the organization. the Tinny Enterprise upgrading process will be declared success if the metrics show the employees are saving more time in conducting their day to day activities, and the effectiveness in data storage and retrieval.

References 

Abudi, G. (2011). Developing a project management best practice. Paper presented at PMI® Global Congress 2011—North America, Dallas, TX. Newtown Square, PA: Project Management Institute . Retrieved from https://www.pmi.org/learning/library/project-management-best-practice-organization-6167 

Resnais A., & Berzisa S. (2017). Method for adaptation and implementation of agile project management methodology. Procedia Computer Science , 104, 43 – 50. Retrieved from http://dx.doi.org/10.1016/j.procs.2017.01.055 

Microsoft. (2014). System Center 2012 R2 Configuration Manager . Retrieved from 

http://www.microsoft.com/en-in/server-cloud/system-center/configuration-manageroverview.aspx 

Cohn, C. (2014, Sept 15). Build vs. buy: how to know when you should build custom software over canned solutions. Retrieved from https://www.forbes.com/sites/chuckcohn/2014/09/15/build-vs-buy-how-to-know-when-you-should-build-custom-software-over-canned-solutions/#5faaa770c371