Purpose and Management

Business projects involve developing tools, such as databases and spreadsheets, that are not supported by the IT department but solve immediate problems or improve processes within a business area. They typically focus on developing quick, custom solutions that automate tasks, enhance efficiency, and support specific activities. Unlike formal IT projects, business projects are led by business users and are managed informally, without the structured frameworks, principles, or governance usually associated with IT initiatives.

Focus Areas

The scope of business projects may include:

• User-led development: Business users develop custom tools and solutions to meet their unique needs.
• Rapid prototyping and implementation: Solutions are quickly developed and deployed using available resources.
• Task automation: Specific business tasks are automated to increase efficiency and reduce errors.
• Data extraction and manipulation: Queries and tools are developed to extract, analyse, and manipulate data for targeted purposes.
• Custom reporting: Reports are generated based on the unique requirements of the business unit.
• Databases and spreadsheets: Simple databases and spreadsheets are designed and used to manage and analyse data effectively.

Value Proposition

These projects, although specific to a business area, provide immediate value, including:

• Automating routine tasks, saving time and reducing the likelihood of errors.
• Improving access to and manipulation of data to support decision-making processes.
• Enhancing reporting capabilities, providing deeper insights into business operations.

Example of a Business Project

An example of a business project is the creation of a shift tracker at the Ironclad Police Department.

Project Overview

Senior dispatch officers recognise the need for an efficient shift scheduling system. They design a tracker that streamlines this process, reduces errors, and improves coordination. This business project utilises existing tools, such as spreadsheets, to create a straightforward solution that enhances the dispatch team's daily operations.

Senior dispatch officers at the Ironclad Police Department developed a shift tracker, demonstrating how user-led initiatives can enhance operational efficiency.

Project Justification

Manual shift scheduling often leads to miscommunication and operational inefficiencies. The officers identified that a digital tracker can automate this process, enhancing accuracy and saving valuable time. The project aims to develop a user-friendly tool tailored to the dispatch team's requirements, eliminating the need for involvement from the IT department.

Current State Process Analysis

Not applicable.

Fit-Gap Analysis

Not applicable.

Requirements

Requirements are determined as part of the design and development process, focusing on critical functionalities such as automatic updates with new shift assignments, conflict highlighting, and an easy-to-use interface.

Selecting the Technology

The officers use the readily available software, Excel, to develop the tracker.

Building the Team

The dispatch team collaborates with a few colleagues to test the tool and provide feedback. Team members' input ensures the tracker meets practical needs and operates smoothly within their current workflow.

Design and Development

The tool is designed to update with new shift assignments and highlight conflicts automatically. While simple in scope, the tracker effectively addresses the identified scheduling challenges.

Once the tool is developed, the officers implement it within their team. It is used on a trial basis, with monitoring to ensure it operates as expected. Feedback is gathered to make any necessary adjustments, ensuring it effectively meets the team’s needs.

Organisational Change Management

While formal training is not required for the shift tracker, the officers provide a simple user guide to help team members understand how to use the tool effectively. In addition, officers make themselves available to answer any questions from team supervisors and dispatchers, ensuring they are comfortable with the tool’s functionality. This approach ensures smooth adoption while keeping the process informal and user-friendly.

Monitoring and Feedback

The tool is monitored for its performance in improving scheduling accuracy and reducing errors. Feedback from users is collected regularly, and any issues are addressed to ensure continued effectiveness.

Outcome

The shift tracker reduces scheduling errors by 35%, significantly enhancing communication among team members. This tool saves time previously spent resolving conflicts, demonstrating how small-scale business projects can achieve substantial improvements with minimal resources.