$.$ Recommended Option

Recommendation: Option $1-$ Modify$/$Customize

Reasoning:

Cost Efficiency: Option $1$ costs $$27,000,000,$ which is significantly less than Option $2$ at $$49,000,000.$ The cost savings could be substantial for SPCU.

Time Frame: Option $1$ has a shorter time frame of $6$ months compared to $9$ months for Option $2.$ This quicker turnaround could mean less disruption to SPCU$$s operations.

Compliance and Features: Option $1$ achieves $90\%$ compliance with global and regulatory standards, which is quite high and should suffice given the substantial cost and time savings. It also introduces $3$ new system features which might be adequate to meet current needs.

Payback Period: The payback period for Option $1$ is $3$ years, which is shorter than the $4\mathrm{.}5$ years for Option $2.$ This means SPCU would start seeing a return on their investment sooner with Option $1.$

Given these factors, Option $1$ is recommended as it provides a balance between cost, time, and functional improvements while still ensuring a high level of compliance and return on investment.

$2.$ Steps in Validating the Recommended Project

$1.$ Feasibility Study:

Objective: Determine whether Option $1$ is viable within the given constraints $($budget$,$ time, and regulatory compliance$).$

Action: Conduct an analysis of the current system, identify the specific changes required, and assess the technical and financial feasibility of implementing these modifications.

$2.$ Risk Assessment:

Objective: Identify potential risks associated with modifying the existing system.

Action: Evaluate risks such as integration challenges, potential downtime, and compatibility issues. Develop mitigation strategies to address these risks.

$3.$ Stakeholder Review:

Objective: Ensure that all relevant stakeholders, including SPCU management and end$-$users, are on board with the proposed modifications.

Action: Present the proposed changes and their benefits to stakeholders, gather feedback, and make adjustments if necessary. Ensure alignment with SPCU$$s expectations and requirements.

$3.$ Formulating a Possible Goal and Discussing Its Characteristics

Possible Goal for SPCU:

$$To enhance operational efficiency and compliance by upgrading the current system to meet $90\%$ of global and regulatory standards within $6$ months, thereby improving service delivery and operational performance.$$

Five Characteristics of a Goal:

Specific:

The goal should clearly define what is to be achieved. In this case, upgrading the system to meet $90\%$ of standards is specific.

Measurable:

There should be criteria to measure progress and determine when the goal is achieved. For instance, the $90\%$ compliance level provides a measurable target.

Achievable:

The goal should be realistic and attainable given the resources and constraints. Upgrading to $90\%$ compliance within $6$ months is achievable based on the project scope.

Relevant:

The goal must be pertinent to the organization$$s objectives. Improving operational efficiency and compliance aligns with SPCU$$s need to update their outdated system.

Time$-$bound:

The goal should have a clear deadline. In this case, completing the upgrade within $6$ months provides a specific timeframe for achieving the goal.

$4.$ Defining the Scope of the Project Recommended

Scope of Option $1-$ Modify$/$Customize:

Objective: Upgrade the existing system to enhance its compliance with global and regulatory standards to $90\%.$

Deliverables:

Modification of current system components to meet compliance standards.

Implementation of $3$ new system features.

Testing and validation of modified system to ensure it meets compliance and functionality requirements.

Training for SPCU staff on new features and system changes.

Exclusions:

Development of new features beyond the $3$ included in the modification.

Full replacement of the system or major overhauls beyond necessary updates.

Timeline: $6$ months.

Budget: $$27,000,000.$

$5.$ Importance of User Involvement and Reasons for Involvement

Importance:

User Involvement: Users are crucial in ensuring that the system meets their needs and functions effectively in real$-$world scenarios. Their involvement helps in aligning the project outcomes with actual operational requirements.

Reasons:

Accurate Requirements Gathering:

Users provide valuable insights into their daily tasks and challenges, ensuring that the modifications address real needs and issues. This helps in creating a system that is truly functional and user$-$friendly.

User Acceptance and Adoption:

Engaging users early in the project fosters buy$-$in and reduces resistance to change. When users are involved, they are more likely to accept and efficiently adopt the new or modified system.

In summary, involving users helps ensure that the system upgrades are practical and beneficial, leading to a smoother transition and better overall satisfaction with the final product.