Develop an implementation plan to implement your proposed new digital technology into the business. Ensure the Implementation Plan is developed in accordance with the requirements set by Michael such as timeframes. In addition to the actions you have already identified, please ensure you also include the following actions within your implementation plan: a meeting with yourself and your colleagues so that you can introduce the new system to them staff training with a licensed specialist trainer for the digital technology Use the Implementation Plan template provided when completing this task.

Implementation Plan

Action/Task	Stakeholder Responsible	Resources	Start Date	Target Completion Date	Completion Date	Notes (if required)

Background

The Bookkeepers Box is a small business that specializes in providing bookkeeping and accounting document templates for small and medium-sized businesses. The company has been operating for ten years and has grown steadily during that time. Recently, Sandra, a part-time employee, was promoted to Quality Manager and took over the responsibility of final quality checks. She identified the need for a new digital technology solution to improve collaboration, file sharing, and communication among employees.

Problem Statement

The current system of using email, phone calls, and Zoom meetings is inefficient and time-consuming.

Employees are having difficulty collaborating on projects, and there is a risk of data loss due to the use of personal Dropbox accounts. Additionally, there is no central repository for master files, and it is difficult to track changes to documents.

Strategic Objectives

Strategic Priorities

To be well led, high performing, profitable and accountable.

Ensure that all financial operations, performance indicators and results support the strategic direction of the business

Identify new ways to do business and expand existing sources of revenue

Achieve profits of at least 10% per annum.

Current objectives

Increase the marketing of our products and services offered to reach a larger target market

Customer-centred practice, with a focus on meeting their documents template and policy needs

Strengthen the skills of our people, to better support customers

Drive innovation to better meet customer demands

Empowering innovation and responsiveness to change

Continuing to enhance the diversity of our workforce

Exploring the use of technology to increase efficiency of our business.

Project Objectives

The projective of this project is to implement a digital technology solution that will:

• Improve collaboration among employees
• Improve file sharing and storage
• Improve communication
• Reduce the risk of data loss
• Provide a central repository for master files
• Track changes to documents

Option Analysis

Provide a description of each digital technology option:

1. Option 1: Microsoft teams
2. Option 2: Slack
3. Option 3: Google workspace

3.1 Options Comparison

The following table summarises and shows a comparison of each digital technology option considered

	Option 1	Option 2	Option 3
Benefits What are the benefits of each digital technology option	Integrated with Microsoft 365 Allows real time document collaboration Security and permissions	Instant messaging is possible Channel based communications Support integration with third party apps	Real time collaboration Google chat-instant messages Cloud based storage option
Opportunities Identify at least two potential opportunities associated with each option	Increase in productivity Integration	Efficient communications Enhanced collaboration	Collaboration among remote employees Application for various business needs
Disadvantages List the negative consequences of each option	Time to learn for employees Subscription cost on monthly basis	Need time like MS teams Free version available paid version on for more features	Learning time for employees Subscription cost on number of users
Timescale Over what period will the costs be incurred and over what period will the benefits occur	Estimated within the month, and align with desired timeline A week or two takes for an adoption by employees.	Could be achieved in a month Few weeks for employees to adapt	Within a month to implement With in week employees can adapt
Costs Summarise the costs and supporting assumptions associated with each option, including ongoing costs	Teams may cost low around 10$ to 20$ per month based on the number of subscription	$8.75 per active user/ month	6$ per user per month Added features with cost
Risks Provide a summary of the risks for each option that will potentially have an effect on the business	Resistance to change by employees Disruptions during transition phrase	Integration challenges Business should ensure data and security compliance	Data migration challenges Resistance to employees
Business Requirements Does it meet all of the business requirements e.g. collaboration, file sharing, communication, budget, timeline, file storage size etc.	Collaboration File Sharing Communication and storage	Collaboration File Sharing Communication and storage	Collaboration File Sharing Communication and storage

3.2 Preferred Option

Implementing Microsoft 365 will be a beneficial investment for The Bookkeepers Box. The solution will improve collaboration, file sharing, and communication, and it will reduce the risk of data loss. The project is expected to generate a positive return on investment, and it can be completed within one month.

Microsoft 365 is a cloud-based solution that will provide The Bookkeepers Box with the following benefits:

• Increased collaboration: Employees will be able to use Microsoft Teams to chat, share files, and collaborate on projects in real time.
• Improved file sharing: Employees will be able to store and share files in OneDrive for Business, which is a secure and central location.
• Reduced risk of data loss: OneDrive for Business provides automatic backup and disaster recovery, so that data is protected in the event of a hardware failure or natural disaster.
• Central repository for master files: OneDrive for Business will be the central repository for master files, so that everyone has access to the latest versions of documents.
• Tracking changes to documents: OneDrive for Business tracks changes to documents, so that it is easy to see who made what changes and when.

4. Project Implementation Strategy

4.1 Key Milestones

The key milestones for implementing the digital technology will be presented in a table as follows:

Ensure they are placed into priority order.

Event/Milestone	Date (or elapsed time from start of project)
Kick-off meeting and project planning	04/10/2023
Procurement of Microsoft Teams licenses	05/10/2023
User training and onboarding	10/10/2023
Data migration from Dropbox to Onedrive	11/10/2023
Testing and go-live	12/10/2023
Post-implementation review and feedback	15 /10/2023

5. Cost-Benefit Analysis

Expense	Cost
Microsoft Teams Subscription	$12.50/user/month x 4 users x 12 months = $600
OneDrive Storage Upgrade	$300/year
Training Cost	$150 (one-time)
Total Cost	1,050$

The estimated benefits of implementing Microsoft 365 are:

• Increased productivity: Employees will be able to work more efficiently, which will save the company time and money.
• Reduced risk of errors: Employees will be able to collaborate on projects more effectively, which will reduce the risk of errors.
• Improved customer satisfaction: Customers will be happy with the quality of the company's work, which will lead to increased customer satisfaction.

The net present value (NPV) of the project is estimated to be $10,000. This means that the project is expected to generate a positive return on investment.